How to secure your Cooperative Housing Society ?

This article is meant to create awareness and interest in all members to actively participate in the societies’ security aspect.

Each one of us should be alert and police our Housing Society taking responsibility.  This article presents the areas where the Managing Committee as well as members of Housing Society should pay attention because it involves your safety and security.

Compound Wall:  (Preventive Security)

Every Housing Society will have a demarcated compound wall. This needs to be secured by installing strong grills which will avoid strangers jumping from the compound wall. In this area, generally the Housing Society becomes cost conscious and install low quality grills thereby making it ineffective.

1.    Install high quality grills on the compound walls.

2.    Install barbed wires on the grills so that unauthorized access becomes difficult.

Closed Circuit Cameras (CCTV):  (Detective Security)

Now a days, installation of CCTV has become common and even Government installs CCTVs at sensitive locations so that the culprit can be caught soon and will be evidence in the court of law. This area should not be ignored by Housing Societies due to cost constrains. There are many options available in the market either to give contract for the installation and maintenance without owning the cameras or to own cameras and give Annual Maintenance Contract for its upkeep and maintenance. Various types of cameras are available in the market and even it captures the pictures and videos in the absence of light i.e. even in darkness it will go on recording the events.

1.    Install CCTV cameras in all the sensitive locations.

2.    Purchase an extra Hard disk so that the recordings can be stored longer than a month. (Inquire with your contractor).

3.    Additional facility may also be provided at nominal cost i.e. you can monitor from your house or office. (Inquire with your contractor and also ask if it can be monitored through your android phone).

4.    Managing Committee should define a responsibility of monitoring the CCTV recording on a fortnightly basis and make a person in the Managing Committee accountable. This will give you alarm signal if any suspicious person wanders around your compound without reasons.

5.    Provide physical safety to the servers, monitors and keep under lock & key.

6.    Define a policy for the movement of above said keys and its custody and adhere to the rules strictly.

7.    Install banners/notices around your Housing Society indicating “This area in under CCTV surveillance” both in English and Local language. This will deter potential thieves/mischief mongers.

 Installation of Intercom Facility:

The Managing Committee should propose the installation of intercom facility in the Annual General Body Meeting and make it mandatory.  This will be good for all the members.

1.    Install intercom facility and make it independent of electricity. So that even in the absence of electricity intercom will be working.

2.    Instruct the Security Guard to allow visitor only after making a call to the concerned flat owner else the visitor can be denied entry at the main gate itself.

3.    Managing Committee should inspect routinely and ensure the intercom facility is in working condition.

4.    Members who face problems in connecting to their intercom should immediately inform Managing Committee and follow up till the issue is resolved.

Appointment of Adequate Security Guards:

Generally Housing Societies appoint Security Agencies who supply Security Manpower for the Housing Complex. However, the Managing Committee mostly fails to verify the credentials of the Security Agencies as well as the Security Guard.

As per the news articles published recently, 50% of security agencies employed by housing societies are not having license to operate as security agencies. It has come to light of the authorities that proper background checks were neither made by the Security Agency nor by the Housing Society and the address proof given by the Security Guard were found to be fake.

Mumbai Police has given Do’s and Don’t’s for the Security of Residential Area and Senior Citizens. Every Managing Committee of Housing Society should be aware of these and implement the suggestions.

1.     Enter into an agreement with the Security Agency and go through all the clauses and include terms and conditions which are favourable to the Housing Society.

2.     Define Dos & Don’t’s for the Security Guards and ask him to follow. Managing Committee should ensure that these are followed. The below given list is not exhaustive. You can add/modify as per your requirement.

a.     Ask them to make entries of visitor details. Provide them a register and monitor them frequently.

b.    Ask them not do personal work of members. This may divert their attention from the main work of keeping a vigil.

c.     To allow entry of only those vehicles having stickers of your Housing Society.

d.    Not to drink alcohol while on duty.

e.     To contact the Managing Committee, Police authorities, Fire department etc.  in case of emergency.

3.     The Security Agency may change the Security Guards frequently due to many reasons. However, the Managing Committee should take a photograph of each Security Guard posted in their Housing Society and keep it in the Society’s records mentioning the date of joining and date of leaving. Take both the thump impression of the Security Guard and keep it in Society’s records.

4.     Obtain the Identification proof and address proof of not only the Security Agency but also of the individual guards posted in your Housing Society.

5.     Ensure that the documents provided are genuine and not fake. Contact the respective authorities who have issued the documents and get a confirmation from them.

6.  How to deal with your Security Guards:

a.     The Security Guards work for meagre salary and are often frustrated due to various reasons. Deal with them gently.

b.    Give adequate salary i.e. do not negotiate at a very low rate. It will only fuel negative thoughts.

c.     Give them a weekly off so that they too can enjoy their personal life. This will relieve them from stress.

d.    Do not unnecessarily scold them or speak disrespectfully in front of others. This will fuel negative thoughts.

e.     If you want to reprimand them for any mistakes then talk to them firmly but do not abuse them or use foul language.

 Verification of Service Providers:

1.   Do a police verification of service providers like Domestic helps, Drivers etc.

2.   Obtain Photographs, Identification proof, address proof (both local and native place address) of Domestic helps, Drivers, Laundry Man, Cable TV operator staff etc.

Society COP Scheme:

Involve volunteers who are ready to work as ‘Society Cops’. Form their groups and assign the work of guarding the society week wise.

In this way we can take utmost care to have a safe and secure living.

I have seen a very useful feature which can stop intruders entering the building premises even if they jump from the wall and fool security.. That feature is intercom and remote unlock of the main lobby gate by the occupants coupled withCCTV.. This is two tier security at the main lobby gate to enter into building and then on each flat same kind of system should be given... This feature restricts breaking in the building/wing and then their house by strangers in their absence.

Use technology and barriers to prevent entry of uauthorised persons.
Mortice locks is good for security.

Guards are our weak points.
Guards are neither properly trained nor posses basic qualifications to be a security guard.Sometimes lumpen elements become guards and create problems.
When we hire a security agency-check out for registration from the state government,PAN/TAN accounts,history of other places they have provided security.
Guards need to be briefed by MC about specific needs of security,weak points and about way to patrol etc.
Monitoring of guards,attendance roster,visit of security agency field officer etc.
There is lot of job on security front for MC.
Paying pittance and expecting Black Cat commando security is unreasonable.