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Hotel Generic Hongkong

Document No.: OCP-RR Revision No.: of 2Signature of General Manager: Date:

Revision Record1

Document Ref: Rev. Date Nature of Changes AuthorisationSignature

OCP-EHHVAC Section

Director of Engineering

OCP-EEElectrical Section


OCP-EMMechanical Section


OCP-EPPlumbing, Drainage and Fire Services Section


OCP-EBBuilding and Decoration Section


OCP-ETTechnical Store Section


OCP-EOEngineering Office Section


OCP-HRHuman Resources

Deputy General Manager

OCP-SDSecurity Department


1 In the EMS for Hotel Generic Hongkong senior executives are responsible for checking the operational control procedures for the departments for which they are responsible. The General Manager is responsible for ensuring that the EMS is being followed and for confirming changes to the operational control procedures. Department Heads in consultation with staff in their department/sections, the executive responsible for their department, the Deputy EMS Manager and the EMS Manager compile the OCP’s. The same parties agree changes to an OCP. OCP’s are issued to departments, or for large departments, to sections. This is to ensure staff in the department/section understand the operation of the EMS and their role in fulfilling its requirements. Consequently a number of ‘generic’ OCP’s are repeated in this document. Each OCP is given a checkbox to allow department heads to check compliance.

Operational Control Procedures


Document No.: OCP-RR Revision No.: of 2Signature of General Manager: Date:

Document Ref: Rev. Date Nature of Changes AuthorisationSignature

OCP-FKKitchens

F&B Manager

OCP-FSServices Sections

Executive Chef

OCP-FAAdministration Office

Executive Chef

OCP-HKHousekeeping


OCP-LDLaundry

Executive Housekeeper

OCP-FOFront Office


OCP-EXExecutive Offices


OCP-PRPublic Relations


OCP-SMSales & Marketing


OCP-PDPurchasing

Financial Controller

OCP-AOAccounts Offices

Purchasing Manager

OCP-ASAccounts Stores

Purchasing Manager



Document No.: OCP-EH Department: Engineering DepartmentRevision No.: Date: Section: HVAC SectionCompiled by: Chief Engineer Signature: Page 1 of 6

PurposeTo maintain the heating, ventilation and air-conditioning (HVAC) system and equipment, perform monitoring and measurements so as to minimise the health/safety/environmental impact, prolong system and equipment life, optimise the use of natural resources, and comply with legal requirements.

ScopeMaintenance of HVAC system includes: central chiller plant; seawater cooling equipment; air handling units; fan coil units; fresh and exhaust air fans; refrigerators; system control devices, etc.

Resource consumption includes: material use / waste disposal; chemicals handling; and energy and water conservation.

Responsibilities2

The staff of the section are responsible for following the established engineering and resources conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Chief Engineer3 is responsible for: ensuring all staff understand and implement the prescribed engineering and resources

conservation practices; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; maintaining the OCP’s for the Engineering Department (in consultation with the Director of

Engineering and the EMS Manager); and maintaining relevant records.

The Director of Engineering4 is responsible for: auditing and monitoring the routine activities in the Engineering Department; arrange training for the staff on an as-needed basis; updating the chemicals handling, system operation and maintenance manual, etc; checking the material and chemical storage areas; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures

General: Damaged HVAC equipment and electrical control devices shall be repaired and reused if

possible, otherwise are disassembled to recycle reusable components.

2 The responsibilities are the same for all sections in the Engineering Department.3 In Hotel Generic Hongkong the day-to-day management of activities is the responsibility of the Chief

Engineer. These could be delegated to a section head.4 The Director of Engineering is responsible to monitor and regularly audit the activities of the

Engineering Department. Responsibilities may vary according to the management structure of a hotel and/or the responsibilities assigned under the hotel’s EMS.




Water pipes shall be checked quarterly, and repaired as soon as possible in the event of water leakage (to prevent wastage of water, wet floors, growth of bacteria and fungi on ceilings, tops of cabinets, etc.)

The duty technician shall check and monitor the chiller operation daily. 2-hourly data such as chilled water temperature, seawater temperature, cooler and condenser pressure, etc. shall be recorded on the log sheet.

All engineering and building maintenance work shall be conducted at daytime to reduce noise impact and noisy equipment shall be encapsulated whenever possible.

The technicians shall wear ear protection to reduce potential for hearing damage done by excessive noise generating from machines.

The technicians shall use face shields fitted with the correct filter, safety glasses or protective goggles while carrying out the welding work, sawing, drilling, grinding, etc.

The Director of Engineering shall ensure HVAC technicians are Grade “R” or “A” certificate holder for the purpose of conducting electrical maintenance work.

The maintenance work orders (routine, corrective, preventive and emergency maintenance) shall be clearly recorded in the engineering daily logbooks by the engineering staff, which is maintained by the Chief Engineer.

Preventive maintenance work shall be carried out regularly (in accordance with the hotel preventive maintenance programme) in order to improve system operational efficiency, and prevent equipment failure and even fire hazard.

Monitoring and measurement instruments shall be calibrated as per manufacturers instructions, and the records and calibration certificates shall be maintained by the Chief Engineer.

All plant rooms and working places shall be kept in clean and orderly condition at all times to ensure health and safety, and prevent fire hazard during repair and maintenance work in progress.

Smoking is not allowed in any working places, while handling flammable chemicals such as thinner and paint, to prevent fire hazard.

HVAC System:

Chiller plant

A registered contractor shall carry out discharge and refilling of refrigerant. 　 The Chief Engineer shall maintain the consumption records of refrigerant use, (classified as ozone-depleting substance under the Ozone Layer Protection Ordinance)

With phase out of some refrigerant (e.g. R11) and prohibition of import, the Chief Engineer shall consider the replacement of existing equipment, so that approved refrigerants are used.

The appointed contractor shall check refrigerant leakage when the equipment is being overhauled or repaired.

The technicians shall take appropriate procedures, to prevent the refrigerant from leakage to the environment during any emergency, such as:

Using a high sensitivity electronic refrigerant gas detector to detect for leakage of refrigerant to the environment during refrigerant refilling or plant repair.

In the event of a detector alarm signal, attempts shall be made to find out the source of leakage so that it can be plugged to minimise the amount of refrigerant escaping to the environment.

The technicians shall securely shut the valves of refrigerant containers and equipment. The container shall be stored in a dry, cool and safe place.

Containment units can be installed in the chillers to prevent discharge of refrigerant from the purge system.

The oil filters and refrigerant dryers shall be checked quarterly, and the oil shall be changed annually to optimise the chiller plant performance.




The lubricant oil of the chillers shall be changed annually, and used oil shall be collected into suitable containers for recycling.

The Chief Engineer shall arrange for a registered chemical waste collection company to collect the used lubricant oil for disposal or recycling.

Condenser and evaporator tubes shall be cleaned monthly to optimise the heat transfer rate and reduce power consumption.

Chilled water treatment chemicals shall be added to the chilled water return and the appointed contractor shall carry out a water test monthly. The Chief Engineer shall maintain the water test reports.

In the event of a problem with a chiller, the alarm shall ring and the duty technician shall handle the emergency maintenance.

The set point of the chilled water supply temperature shall be adjusted and monitored closely when cooling load for the hotel building is reduced.

Seawater cooling system

The chlorinator shall run continuously to prevent the growth of bacteria and coral in seawater pipes.

The chlorinator shall be checked monthly. If the concentration of chlorine in seawater exceed 0.5 ppm, a work order shall be issued to take remedial action.

The strainers and filters shall be cleaned regularly in order to maintain the seawater flow rate, so that the optimal heat transfer in the condenser can be achieved.

The sea water intake filter shall be cleaned monthly, depending on the weather conditions. The strainer in the seawater pump house shall be cleaned monthly, depending on the

weather conditions. The strainer in the chiller plant room shall be cleaned daily.

Air-side system

The air filters located at guest floors, public areas and back of the house shall be cleaned monthly to optimise the filtration efficiency, and to maintain the indoor air quality. The wastewater shall be drained to the sump pit tank for discharge to the main sewage system.

The fan coil units, air handling units, and cooling coils shall be cleaned annually in order to improve cooling efficiency and indoor air quality.

The air ducts shall be inspected and cleaned annually in order to remove the dust and dirt accumulated inside the ductwork, and to improve indoor air quality.

The exhaust air fans with ductworks in kitchens and laundry shall be cleaned annually by the contractor to prevent the growth of bacteria and reduce the fire hazard inside the air ducts.

Sufficient ventilation shall be maintained in plant rooms, workshops and public spaces to control indoor concentration of moisture or humidity, and remove micro-organisms, vapours, odours, smoke, etc. to provide healthy working environment. The ventilation rate shall be that defined in the hotel’s operation and maintenance manual.

Materials and Waste: Used paper, such as draft/memo sheet, shall be reused as far as possible. Otherwise, used

paper shall be collected for recycling. Packaging materials shall be reused if possible or returned to suppliers for reuse. Recyclable

materials shall be separated from the main garbage for collection and recycling. General office supplies, such as ink-refilled pens, paper clips and rubber bands, etc. shall be

reused in order to minimise waste. The condemned cloth and linen from the laundry shall be reused for general cleaning. Dirty

cloth shall be sent to the Laundry in exchange of clean cloth, or shall be disposed in general waste.




The materials used for temporary applications or structures shall be dismantled and stored carefully for reuse.

Damaged and dirty filters shall be placed in plastic bags for disposal to dry waste to prevent air pollution.

Rechargeable batteries shall be used to reduce battery consumption. Small size broken equipment and devices, such as drive belts, bearings, switches,

thermostats, etc shall be disposed of to dry waste without special treatment. Heavy broken equipment and devices, such as burnt motors, air handling units, fan coil units,

refrigerators, etc. shall be collected and kept until a significant quantity is reached. The Chief Engineer shall arrange for collection by an industrial waste collection company.

Chemicals: The chemicals labels shall contain the chemical name, the corresponding risk symbol, the

particular risks involved and the safety precautions required, in accordance with legal requirements.

Copies of the chemical labels and their corresponding manufacturers instruction sheets shall be compiled into a Chemical Handling Manual to ensure the technicians know how to handle chemicals correctly.

The information in the Chemical Handling Manual shall be revised and updated by the Director of Engineering regularly.

The Chief Engineer shall organise training for technical staff to ensure that they are familiar with the handling of chemicals, and the attendance records and Post-Course Evaluation forms shall be kept on file.

The identity of chemicals shall be ascertained before transportation and containers shall be kept tightly closed.

A suitable trolley shall be used to transport heavy and large containers and cylinders containing chemicals, such as refrigerants, oxygen and acetylene gas.

Staff shall ensure transportation routes are clear, and without sources of heat and ignition, before transporting extremely flammable chemicals.

Chemicals shall be stored in safe and well-ventilated place to reduce fire and environmental risks.

The chemical containers shall be kept tightly closed at all times. The chemicals shall be placed in an orderly manner with the chemical labels visible, and

easily accessible to staff. Smoking is not allowed in the Technical Store to prevent fire hazard. The correct chemicals shall be used for specific purposes. The recommended application procedures for the chemicals in use, as stated on the chemical

labels or the manufacturers instruction sheets, shall be strictly followed. Unlabelled chemicals shall not be used, unless the Chief Engineer or the supplier confirms

the contents. If a chemical needs dilution before use, the chemicals shall be diluted to exact dosing

according to the information on the chemical label. The technicians shall wear rubber gloves and mask while diluting chemicals or handling

spillage, as stated in the chemical labels or the manufacturers instruction sheets. After a chemical is diluted, the technicians shall use LABELLED containers with clear

descriptions to hold the diluted chemicals. In case of spillage of chemicals, or contact with eyes or skin, the technicians shall follow the

measures detailed in the manufacturers instruction sheets, and shall seek medial advice in case of accident.

Spill incidents shall be reported to the Chief Engineer. The Chief Engineer shall establish and implement appropriate preventive and corrective action as required.




The Hotel shall be registered with the Director of Environmental Protection as a chemical waste producer to comply with the Waste Disposal (Chemical Waste) (General) Regulation.

Chemical waste shall be stored in safe containers to avoid leakage and volatilisation to the environment prior to collection and disposal by a licensed contractor.

Empty chemical containers shall be handled and disposed in accordance with the manufacturer’s instructions as normal waste, or returned to the suppliers.

Electricity Use: Lighting shall be switched off when not required. Electrical equipment shall be turned off when not in use, or not required for any prolonged

period. Whenever budgets permit high-efficiency equipment and products shall be selected, and

used to replace damaged or inefficient equipment. Whenever budgets permit, automatic timers shall be installed to effectively control on/off

status of electrical equipment. For plant with multiple chillers, it shall be ensured that an additional chiller is only turned on

when the capacity of operating chiller(s) is insufficient. Chillers operation under light load conditions shall be avoided.

The speed of chilled water pumps shall be controlled by variable speed drives to cater for variable cooling demands for achieving the purpose of energy saving.

In the air side, the thermostat shall be adjusted to appropriate temperature to suit required conditions, and not set too low to over cool function rooms, restaurants, offices, etc.

Whenever budgets permit, additional electricity check meters shall be installed for monitoring the energy use.

Stickers and posters shall be posted on staff notice boards to draw attention on the significance of energy and water savings.

Water Use: Water taps shall be turned off whenever not required.

Relevant RecordsThe Director of Engineering shall keep the following records for at least two years: Maintenance work orders System plant log sheets Engineering daily logbooks Calibration certificate Chilled water test reports Staff training records Post-Course Evaluation forms Incident records

Reference Materials Preventive maintenance programme Preventive maintenance work instructions Chemical Handling Manual Code of Practice for Electricity (Wiring) Regulations Ordinances and legislative guides Environmental Management Manual

End of Procedures for HVAC Section



Document No.: OCP-EE Department: Engineering DepartmentRevision No.: Date: Section: Electrical SectionCompiled by: Chief Engineer Signature: Page 1 of 4

PurposeTo maintain the electrical system and equipment, perform monitoring and measurements so as to minimise the health / safety / environmental impact, prolong the system and equipment life span, optimise the use of natural resources, and comply with legal requirements.

ScopeMaintenance of electrical systems includes: lighting; emergency generator; switchboards; electrical equipment and devices; etc.


ResponsibilitiesThe staff of the section are responsible for following the established engineering and resources conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Chief Engineer is responsible for: ensuring all staff understand and implement the prescribed engineering and resources



The Director of Engineering is responsible for: auditing and monitoring the routine activities in the Engineering Department; arrange training for the staff on an as-needed basis; updating the chemicals handling, system operation and maintenance manual, etc; checking the material and chemical storage areas; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures

General: The Director of Engineering shall ensure electrical technicians are Grade “A” or “B” certificate

holder for the purpose of conducting electrical maintenance work. The damaged electrical equipment and devices shall be repaired and reused if possible,

otherwise are disassembled to recycle reusable components. The readings of electricity energy consumption shall be taken daily from the electrical check

meters by the technicians, and the Chief Engineer shall maintain the records. The maintenance work orders (routine, corrective, preventive and emergency maintenance)

shall be clearly recorded in the engineering daily logbooks by the engineering staff, which is maintained by the Chief Engineer.





Monitoring and measurement instruments shall be calibrated as per manufacturers instructions, and the records and calibration certificates shall be maintained by the Chief Engineer.



Electrical System: Damaged light bulbs and fluorescent tubes shall be replaced as soon as practicable in order

to maintain visual performance. The emergency lighting shall be checked annually to ensure batteries and chargers are in

good operating condition. The emergency power generator shall be tested weekly in accordance with regulations. The

Chief Engineer shall record test results on the log sheet and maintain testing records on file. All engineering and building maintenance work shall be conducted at daytime to reduce noise

impact and noisy equipment shall be encapsulated whenever possible. The technicians shall wear ear protectors or plugs to reduce the impact of noise from the

emergency generator during testing. Earth leakage circuit breakers (ELCB) shall be tested quarterly. Malfunction protective

devices shall be replaced as soon as practicable. The fixed electrical installation shall be tested by the registered contractor every 5 years in

accordance with regulations. Form WR2 shall be submitted to the Director of Electrical and Mechanical Services for endorsement. The Chief Engineer shall maintain records.

The fixed electrical installation for fuel oil tank shall be tested annually by the registered contractor for Form WR2 submission, in order to apply for renewal of Dangerous Goods Licence.

Materials and Waste: Used paper shall be reused as far as possible, such as draft/memo sheet. Otherwise, used





The materials used for temporary applications or structures shall be dismantled and stored carefully for reuse.

Rechargeable batteries shall be used to reduce battery consumption. Small size broken equipment and devices, such as burnt light bulbs, ballasts, switches,

cables, etc., shall be disposed of to dry waste without special treatment. Heavy broken equipment and devices, such as burnt motors, shall be collected and kept until

a significant quantity is reached. The Chief Engineer shall arrange for collection by an industrial waste collection company.






Copies of the chemical labels and their corresponding manufacturers instruction sheets shall be compiled into a Chemical Handling Manual to ensure the technicians know how to handle chemicals correctly. The information in the Chemical Handling Manual shall be revised and updated by the Director of Engineering on a regular basis.

The Chief Engineer shall organise training for technical staff to ensure that they are familiar with the handling of chemicals, and the attendance records and Post-Course Evaluation forms shall be kept in file.


A suitable trolley shall be used to transport heavy and large containers and cylinders storing chemicals, such as refrigerants, oxygen and acetylene gas.



The chemicals containers shall be kept tightly closed at all times. The chemicals shall be placed in an orderly manner with the chemical labels visible, and

easily accessible to the staff. Smoking is not allowed in the Technical Store to prevent fire hazard. The correct chemicals shall be used for specific purposes. The recommended application procedures of the chemicals in use shall be strictly followed,

as stated on the chemical labels or the manufacturers instruction sheets. Unlabelled chemicals shall not be used, unless the Chief Engineer or the supplier confirms










Electricity Use: Lighting shall be switched off whenever not required. Electrical equipment shall be turned off when not in use, or not required for any prolonged



status of electrical equipment. Whenever budgets permit, additional electricity check meters shall be installed for monitoring

the energy use.





Energy audit shall be conducted annually to indicate the current energy use profiles.


Relevant RecordsThe Chief Engineer shall keep the following records for at least two years: Maintenance work orders System plant log sheets Engineering daily logbooks Calibration certificate Staff training records Post-Course Evaluation forms Incident records Copy of Form WR2 Electricity energy consumption records

Reference Materials Preventive maintenance programme Preventive maintenance work instruction Energy audit reports Chemical Handling Manual Code of Practice for Electricity (Wiring) Regulations Ordinances and legislative guides Environmental Management Manual

End of Procedures for Electrical Section



Document No.: OCP-EM Department: Engineering DepartmentRevision No.: Date: Section: Mechanical SectionCompiled by: Chief Engineer Signature: Page 1 of 5

PurposeTo maintain the mechanical system and equipment, perform monitoring and measurements so as to minimise the health / safety / environmental impact, prolong the system and equipment life span, optimise the use of natural resources, and comply with legal requirements.

ScopeMaintenance of mechanical system includes: boiler plant; calorifiers; kitchen equipment; laundry equipment; swimming pool; etc.

Resource Consumption includes: material use / waste disposal; chemicals handling; and energy and water conservation.






Procedures

General: Damaged control devices shall be repaired and reused if possible, otherwise are

disassembled to recycle reusable components. Water pipes shall be checked quarterly, and repaired as soon as possible in the event of

water leakage. (to prevent wastage of water, wet floors, growth of bacteria and fungi on ceilings, tops of cabinets, etc.)









Monitoring and measurement instruments shall be calibrated as per manufacturers instructions. The records and calibration certificates shall be maintained by the Chief Engineer.



Mechanical System:

Boilers

The Director of Engineering shall ensure boiler operators possess an approved certificate, issued by Labour Department, for conducting the boiler operation and maintenance work.

The boilers shall be checked daily by the duty technician for leakage of diesel fuel oil, emission of carbon monoxide and smoke, due to incomplete combustion.

The duty technician shall record the boiler operation daily. 2-hourly data, such as steam pressure, fuel oil pressure and temperature, flue gas temperature, etc. shall be recorded on the log sheet.

Steam pipes shall be properly lagged with insulation to reduce heat loss to environment, and also to maintain the efficiency of boiler.

The steam pipes shall be checked quarterly and repaired as soon as possible in the event of steam leakage. (to prevent wastage of water, wet floors, injury to operators, etc.)

An additional boiler shall be only turned on when the capacity of operating boiler(s) is insufficient. The boilers shall be turned off at over-night time.

The appointed contractor for the chemical water treatment shall check the system monthly to ensure the internal boiler body and tubes are protected from rusting and scaling. The Chief Engineer shall maintain the consumption records of chemicals.

The boiler shall be overhauled annually, and inspected and certified by the registered surveyor to comply with Boiler and Pressure Vessels Ordinance. The Chief Engineer shall maintain records.

Calorifiers

Calorifiers and hot water pipes shall be properly lagged with insulation to reduce heat loss to the environment, and also to optimise the energy use.

Calorifiers and hot water pipes shall be checked quarterly and repaired as soon as possible in the event of water leakage.

Waste condensate from the laundry and kitchen equipment shall be utilised in calorifiers for producing hot water.

Hot water temperature shall be maintained in the range of 50 to 60C for guestrooms, public spaces and kitchens, depending on the weather conditions.

Kitchen and laundry equipment

The kitchen gas equipment shall be checked quarterly by the appointed registered contractor to avoid leakage of gas, and emission of carbon monoxide and smoke to the environment, due to incomplete combustion.




Steam pipes of the steam ovens and dryers shall be properly lagged with insulation to reduce heat loss to the environment, and also to maintain the efficiency of equipment.

The steam pipe shall be checked quarterly and repaired as soon as possible in the event of steam leakage. (to prevent wastage of water, wet floors, injury to operators, etc.)

Swimming pool

The backwash shall be conducted every week to maintain quality of swimming pool water. The sand inside the backwash chamber shall be checked annually, and replaced if needed, to

maintain water filtration efficiency. Appropriate quantity of sodium hypochlorite solution shall be fed into swimming pool water by

an automatic electric pump for sterilisation. The Chief Engineer shall maintain records of consumption.

The chlorine concentration of the swimming pool water shall be maintained in the range of 1 to 1.5 ppm.

The pH value of the swimming pool water shall be maintained in the range of 7 to 8, as they affect the comfort of the swimmers and corrosion of metal pool parts.

The swimming pool, water circulation pumps, water balance tank and circulation tank shall be maintained and cleaned annually, and water shall be totally replaced. The discharged water shall be utilised for the other purposes, such as floor cleaning.






The materials used for temporary application, such as metal shelves used in exhibition, shall be dismantled and stored carefully, and reused.

Rechargeable batteries shall be used to reduce battery consumption. Small size broken equipment and devices, such as drive belts, bearings, switches, cables,

etc., shall be disposed of to dry waste without special treatment. Heavy broken equipment and devices, such as burnt motors, water pumps, fans, etc., shall

be collected and kept until a significant quantity is reached. The Chief Engineer shall arrange for collection by an industrial waste collection company.



Copies of the chemical labels and their corresponding manufacturers instruction sheets shall be compiled into a Chemical Handling Manual to ensure the technicians know how to handle chemicals correctly. The information in the Chemical Handling Manual shall be revised and updated by the Director of Engineering on a regular basis.




















Empty chemical containers shall be handled and disposed in accordance with the manufacturers instructions as normal waste, or returned to the suppliers.





the energy use. Stickers and posters shall be posted on staff notice boards to draw attention on the

significance of energy and water savings.

Water Use: Water taps shall be turned off whenever not required. A pool cover shall be used to reduce evaporation in summer and heat loss in winter, when

the outdoor swimming pool is closed.




Relevant RecordsThe Chief Engineer shall keep the following records for at least two years: Maintenance work orders System plant log sheets Engineering daily logbooks Calibration certificate Staff training records Post-Course Evaluation forms Incident records Fuel oil consumption records Towngas consumption records

Reference Materials Preventive maintenance programme Preventive maintenance work instruction Chemical Handling Manual Ordinances and legislative guides Environmental Management Manual

End of Procedures for Mechanical Section



Document No.: OCP-EP Department: Engineering DepartmentRevision No.: Date: Section: Plumbing, Drainage & Fire ServicesCompiled by: Chief Engineer Signature: Page 1 of 5

PurposeTo maintain the plumbing, drainage and fire services system and equipment, perform monitoring and measurements so as to minimise the health/safety/environmental impact, prolong the system and equipment life span, optimise the use of natural resources, and comply with legal requirements.

ScopeMaintenance of plumbing, drainage and fire services system includes: potable and flush water pumps; piping works; sump pits; grease traps; fire hydrants and hose reels; sprinklers; fixed and portable fire extinguishers; automatic fire alarm; etc







Procedures

General: The damaged water pumps, valves, taps, etc. shall be repaired and reused if possible,

otherwise are disassembled to recycle reusable components. The water pipes shall be checked quarterly, and repaired as soon as possible in the event of

water leakage. (to prevent wastage of water, wet floors, growth of bacteria and fungi on ceilings, tops of cabinets, etc.)







The Director of Engineering shall ensure mechanical technicians are Grade “A” or “B” certificate holder for the purpose of conducting electrical maintenance work.





Plumbing and Drainage System: The potable and flush water tank shall be cleaned and washed annually. The infrared sensors used for urinal flushing automatically shall be checked monthly for

operation in good working condition. The biological treatment shall be applied monthly on the kitchen floor drain to remove the

grease inside the drainage pipe. The grease traps in the kitchens shall be cleaned quarterly by the appointed contractor, and

the samples taken from the final manholes shall be tested monthly to comply with Water Pollution Control Ordinance.

The readings of water consumption shall be taken daily from the water meters by the technicians, and the Chief Engineer shall maintain the records.

Fire Services System: The fire services system and portable fire extinguishers shall be fully tested by the appointed

registered fire services contractor annually. The fixed CO2 fire extinguishing system for the transformer room, main switch room,

emergency generator room, PABX room, etc. shall be fully inspected by the appointed registered fire services contractor annually.

The maintenance certificates (FS 251) shall be submitted by the contractor to the Director of Fire Services for record, and also maintained by the Chief Engineer.

The alarm of the fixed CO2 fire extinguishing system shall be activated, before discharging CO2 gas, to warn the occupants leaving with sufficient time.

Testing for automatic fire alarm system and spot check for smoke detectors shall be conducted quarterly by the appointed registered fire services contractor in order to maintain system reliability.




reused in order to minimise waste.




The condemned cloth and linen from the laundry shall be reused for general cleaning. Dirty cloth shall be sent to the Laundry in exchange of clean cloth, or shall be disposed in general waste.

The materials used for temporary application, such as metal shelves used in exhibition, shall be dismantled and stored carefully, and reused.

Rechargeable batteries shall be used to reduce battery consumption. Small size broken equipment and devices, such as water taps, small pipe fittings and valves,

etc., shall be disposed of to dry waste without special treatment. Heavy broken equipment and devices, such as water pumps, main valves, water closets,

etc., shall be collected and kept until a significant quantity is reached. The Chief Engineer shall arrange for collection by an industrial waste collection company.

Chemicals: The chemical labels shall contain the chemical name, the corresponding risk symbol, the


Copies of the chemical labels and their corresponding manufacturers instruction sheets shall be compiled into a Chemical Handling Manual to ensure the technicians know how to handle chemicals correctly. The information in the Chemical Handling Manual shall be revised and updated by the Director of Engineering regularly.





Chemicals shall be stored in safe and well-ventilated place to reduce risks. The chemicals containers shall be kept tightly closed at all times. The chemicals shall be placed in an orderly manner with the chemical labels visible, and
















period. Whenever budgets permit, high-efficiency equipment and products shall be selected, and



the energy use. Stickers and posters shall be posted on staff notice boards to draw attention on the


Water Use: Water taps shall be turned off whenever not required. Water audit shall be conducted annually to indicate the current water use profiles.

Relevant RecordsThe Chief Engineer shall keep the following records for at least two years: Maintenance work orders System plant log sheets Engineering daily logbooks Calibration certificate Fire services maintenance certificate Staff training records Post-Course Evaluation forms Incident records Water consumption records Sewage sample test reports

Reference Materials Preventive maintenance programme Preventive maintenance work instruction Water audit report Chemical Handling Manual Ordinances and legislative guides Environmental Management Manual

End of Procedures for Plumbing, Drainage and Fire Services Section



Document No.: OCP-EB Department: Engineering DepartmentRevision No.: Date: Section: Building & Decoration SectionCompiled by: Chief Engineer Signature: Page 1 of 4

PurposeTo maintain the building and decoration, perform monitoring and measurements so as to minimise the health / safety / environmental impact, prolong the building life span, optimise the use of natural resources, and comply with legal requirements.

ScopeMaintenance of building and decoration includes: tiling; painting; plastering; false ceiling; furniture, etc.







Procedures

General: All engineering and building maintenance work shall be conducted at daytime to reduce noise

impact and noisy equipment shall be encapsulated whenever possible. The technicians shall wear ear protection to reduce potential for hearing damage done by

excessive noise generating from machines. The technicians shall use safety glasses or protective goggles while carrying out sawing,

drilling, grinding, etc. The maintenance work orders (routine, corrective, preventive and emergency maintenance)

shall be clearly recorded in the engineering daily logbooks by the engineering staff, which is maintained by the Chief Engineer.

Preventive maintenance work shall be carried out regularly (in accordance with the hotel preventive maintenance programme) in order to improve building performance.






Building and Decoration:

Floor coverings

As an alternative to replacing a whole carpet, staff shall remove damaged areas only and use refurbished or spare carpet material for repair, to minimise waste.

The technicians shall use only the required amount of mortar to perform repairs to avoid waste.

The broken tiles shall be repaired with minimum use of material and useful remaining stock shall be kept for reuse.

Furniture

Broken furniture shall be repaired and reused whenever possible, otherwise are disassembled to recycle reusable components.

When making new furniture, staff shall make best use of wood or other materials to minimise the wastage.

Painting and decorating

The technicians shall normally adopt brush painting rather than spray painting, as the latter evaporates faster and increases health impacts.

Protective coating shall be applied on the brass sign or brass wall skirting by the contractor, so that it can reduce the amount of chemicals used for polishing. （Protective coatings are not applied to the brass handles）

The technicians shall wear masks during painting to avoid inhalation of volatile organic compounds and toxic vapour.

The technicians shall collect useful old wallpaper from guestroom during renovation, and reuse for repairs.

Asbestos

A registered contractor shall undertake handling of any asbestos containing materials, such as ceiling tiles.

The registered consultants shall be employed on asbestos condition inspection in accordance with the Air Pollution Control Ordinance. The report and working plan shall be submitted to Environmental Protection Department for approval, before asbestos abatement works.






The materials used for temporary application, such as wooden shelves used in exhibition, shall be dismantled and stored carefully, and reused.

Rechargeable batteries shall be used to reduce battery consumption.




Small size broken furniture shall be disposed of to dry waste without special treatment. The mason fragment shall be collected and placed in jute bag for disposal in order to reduce

dust spreading to the environment.






Heavy and large containers and cylinders storing chemicals, such as refrigerants, oxygen and acetylene gas, shall be transported by using a suitable trolley.





as stated on the chemical labels or the manufacturers instruction sheets. Unlabelled chemicals shall not be used, unless the contents are confirmed by the Chief

Engineer or the supplier. If a chemical needs dilution before use, the chemicals shall be diluted to exact dosing








Empty chemical containers shall be handled and disposed in accordance with the manufacturers instructions as normal waste, or returned to the suppliers.







status of electrical equipment. Stickers and posters shall be posted on staff notice boards to draw attention on the



Relevant RecordsThe Chief Engineer shall keep the following records for at least two years: Maintenance work orders Engineering daily logbooks Staff training records Post-Course Evaluation forms Incident records

Reference Materials Preventive maintenance programme Chemical Handling Manual Ordinances and legislative guides Environmental Management Manual

End of Procedures for Building and Decoration Section



Document No.: OCP-ET Department: Engineering DepartmentRevision No.: Date: Section: Technical StoresCompiled by: Chief Engineer Signature: Page 1 of 4

PurposeTo comply with legal requirement and to encourage, within budgets, the use of recyclable, environmental friendly and high-energy efficiency products so as to minimise the health / safety / environmental impact, optimise the use of natural resources.

ScopeAll products ordered by various departments in the hotel.







Procedures

Purchase Orders: Whenever possible, product items shall be grouped onto one purchase requisition form to

reduce paper use. Before issuing a purchase requisition, the quantity of products already kept in the Technical

Store shall be checked by the storekeeper to minimise inventories and reduce potential for waste arising.

The same model of products shall be selected from the same manufacturers so that the broken parts of appliances and equipment can be reused to repair the others.

Subject to required stock control, products shall be ordered in bulk to reduce packaging waste.

Feedback from the technicians for the suitability and quality of products in use shall be taken into account when replacing products.

Purchases shall be made from suppliers who are able to provide details on proper application, storage and safety procedures regarding the products.

No equipment or materials that contain CFCs or which use CFCs in their manufacture shall be ordered.

The following points shall be considered while choosing a new product:




Quality Good supporting services High-energy efficiency Recycled materials where possible Environmental friendly substances Reliability of supply Reasonable price Fuel oil with low sulphur content shall be purchased.




reused in order to minimise waste. Draft documents shall be previewed through computers instead of printing it out, only printing

one final copy for record keeping. Good-condition carton boxes, paper files, paper folders or paper boxes shall be reused for

filing or storage purpose. Faxed documents shall not include cover pages. Copies not required for record purposes

may be reused. Mailing lists shall be updated regularly to avoid mailing to wrong address. Non-confidential

information shall be posted as “PRINTED MATTER” to save resources and cost.






Heavy and large containers and cylinders storing chemicals, such as refrigerants, oxygen and acetylene gas, shall be transported by using a suitable trolley.




easily accessible to the staff. Smoking is not allowed in the Engineering Store to prevent fire hazard. The correct chemicals shall be used for specific purposes. The recommended application procedures of the chemicals in use shall be strictly followed,

as stated on the chemical labels or the manufacturers instruction sheets.




Unlabelled chemicals shall not be used, unless the Chief Engineer or the supplier confirms the contents.

If a chemical needs dilution before use, the chemicals shall be diluted to exact dosing according to the information on the chemical label.

The technicians shall wear rubber gloves and mask while diluting chemicals or handling spillage, as stated in the chemical labels or the manufacturers instruction sheets.

After a chemical is diluted, the technicians shall use LABELLED containers with clear descriptions to hold the diluted chemicals.

In case of spillage of chemicals, or contact with eyes or skin, the technicians shall follow the measures detailed in the manufacturers instruction sheets, and shall seek medial advice in case of accident.











Relevant RecordsThe Chief Engineer shall keep the following records for at least two years: Purchase requisition records Purchase order records Invoice numbers Product categories

Reference Materials Ordinances and legislative guides Environmental Management Manual

End of Procedures for Technical Store Section



Document No.: OCP-EO Department: Engineering DepartmentRevision No.: Date: Section: Engineering OfficeCompiled by: Chief Engineer Signature: Page 1 of 3

PurposeTo reduce material use, solid waste and electricity use in the Engineering Office, to minimise the environmental impact, and optimise the use of natural resources.

ScopeDocumentation; contract-out services; material use; waste disposal; and energy and water conservation.






Procedures

Contract-out Services: The Director of Engineering shall introduce the current requirements, environmental policy

and expectations of the hotel with respect to services performed by contractors. New contracts shall include environment-related requirements, where applicable. The activities and operations of the contractors shall be monitored and recorded by the Chief

Engineer, to ensure that they meet the hotel environmental requirements.

Materials and Waste:

Paper waste

Staff shall minimise the use of non-recyclable NCR paper. Staff shall discontinue use of unnecessary forms, consider reducing the size of forms or

combine different forms with similar function. The Chief Engineer shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than

printing it out. A minimum of copies shall be kept for record keeping. Staff shall avoid unnecessary photocopying, by determining exact number of copies required

and ensuring correct machine settings before photocopying. Double-sided copying shall be used where possible.




Two labelled paper collection boxes shall be placed next to photocopiers. One box to be used to store paper that can be reused. Another box (waste paper recycling box) is used to collect waste paper for recycling.

One-side-used paper can be cut to smaller size and reused as memo paper/draft paper (except confidential documents).

Staff shall place discarded newspaper, magazines, printed materials and cards in a labelled waste paper recycling box.

Used envelopes shall be reused for internal correspondence. For envelopes with window, the plastic scraps shall be removed before placing it into recycling paper collection box.

Staff shall minimise the consumption of paper cups by using your own cup or distilled water bottle.

Good-conditioned carton boxes, paper files, paper folders or paper boxes shall be reused for filing or storage purpose. Excess reusable box files/folders and other storage containers shall be sent to the central store for use by other departments.

Internal communication using paper shall be reduced by communicating through computer network, notice boards and by circulating documents among staff where applicable, rather than printing copies to each staff member.

External communication shall be by means of the hotel’s Internet homepage, or through telephone, e-mail or computer fax, whenever possible and appropriate.

Placing the name of recipients on the front page should eliminate the need for cover pages. Mailing lists shall be updated regularly to avoid mailing to incorrect addresses. Non-confidential letters or information shall be posted as “PRINTED MATTER” to save cost. Cards, such as birthday cards to staff and greeting cards to guests shall not be used. A staff

birthday list shall be posted on notice boards each month. Seasonal greetings shall be placed in hotel’s Internet homepage or made by telephone.

Guest information shall be posted as notices, such as inside guest lifts, instead of issuing and distributing letters to each guest.

A document control system shall be used to regularly remove obsolete documents. Paper saving notices shall be posted on the walls of offices to remind staff not to waste

paper.

Waste from other consumables

Reusable toner cartridge shall be used for laser printers. Empty toner cartridge to be returned to supplier for reuse.

Office stationery shall be reused to minimise wastage. Battery operated calculators, if damaged, shall be replaced by solar energy operated

calculators. Mercury free/rechargeable cells shall be used whenever practicable. Obsolete files in hard disks and floppy diskettes shall be deleted. Computer files shall be

stored in hard disks and centralised computer server, floppy diskettes shall only be used for file transfer purposes.

Used private shopping bags shall be collected for reuse.




status of electrical equipment.






Relevant RecordsThe Chief Engineer shall keep the following records for at least two years: Engineering daily logbooks All correspondences for contract-out services

Reference materials Environmental Management Manual

End of Procedures for Engineering Office Section



Document No.: OCP-HR Department: Human ResourcesRevision No.: Date: Section: Compiled by: Human Resources Manager Signature: Page 1 of 3

PurposeTo manage and minimise the solid waste, electricity and water consumption in the Human Resources office and staff locker room. To promote environmental awareness amongst hotel staff so as to minimise the adverse environmental impacts.

Scope Disposal of all solid waste. Electricity consumed by office equipment and electrical appliances. Water consumption.

ResponsibilitiesAll staff are responsible for following the established waste management and energy and water conservation practices in Human Resources Office and Staff Locker Room. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Human Resources Manager is responsible for: ensuring all staff understand and implement the waste management and energy and water

conservation practices in the offices and staff areas; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; organising environmental awareness programmes for the staff; maintaining the OCP’s for the Human Resources Department (in consultation with the Deputy

General Manager and the EMS Manager); and maintaining relevant records.

The Deputy General Manager is responsible for: auditing and monitoring the routine activities in the Human Resources Department; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Paper waste


combine different forms with similar function. The Human Resources Officer shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than


and ensuring correct machine settings before photocopying. Double-sided copying shall be used where possible. Two labelled paper collection boxes shall be placed next to photocopiers. One box to be used

to store paper that can be reused. Another box (waste paper recycling box) is used to collect waste paper for recycling.















paper.







Waste from Staff Locker Room

Condemned guest towels shall be used in the staff locker rooms for hand drying. Remaining parts of toilet paper roll and soap collected from guestrooms shall be reused in the

staff locker rooms. Notices shall be posted to remind staff not to waste resources.

Electricity Consumption: The lighting and air-conditioning shall be switched off when not required. The lighting fixtures shall be cleaned quarterly by in-house Steward for improving the

efficiency of lighting. The electrical equipment and appliances shall be turned off when not in use, or not required

for any prolonged period. Whenever budgets permit high-efficiency equipment and products shall be selected, and






Stickers and posters shall be posted on staff notice boards to draw attention on the significance of energy savings.

Water Use: All staff shall ensure that water taps are closed after use. All staff shall report any leaking taps, running toilets and similar faults to Engineering

Department immediately for repair. Stickers and posters shall be posted on staff notice boards to draw attention on the

significance of water saving

Relevant RecordsThe Human Resources Manager shall keep the following records for at least two years: Staff training records Post-Course Evaluation forms

Reference Materials Training manuals Environmental programme information

End of Procedures for Human Resources Department



Document No.: OCP-SD Department: SecurityRevision No.: Date: Section: Compiled by: Security Manager Signature: Page 1 of 4

PurposesTo manage and minimise solid waste and control electricity consumption in Control Room and Security Office so as to minimise the adverse environmental impacts.

To ensure the dangerous goods and chemicals in the hotel are stored safely, and establish and implement effective fire prevention and control practices5 in the hotel so as to minimise the health /environmental risk.

To control electricity consumed by vertical transportation system.

Scope Disposal of all solid waste in Control Room and Security Office. Electricity consumed by office equipment and lighting & air-conditioning in Control Room and

Security Office. Electricity consumed by vertical transportation system. All fire prevention and control facilities and practices adopted by the hotel. All dangerous goods and chemicals stored in the hotel. Emission of noise by alarm systems.

ResponsibilitiesAll security staff are responsible for following the established waste management, energy conservation, and fire prevention and control practices, and conducting regular dangerous goods and chemicals storage inspections in the hotel. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Security Manager is responsible for: ensuring all security staff understand and implement these duties in respect of the

environmental management practices; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training and demonstrations (e.g. fire drill) for the staff on an as-needed basis; updating the security staff training manual, legislative requirements for dangerous goods and

chemicals storage etc.; ensuring the fire prevention and control facilities are in good condition; maintaining the OCP’s for the Security Department (in consultation with the Director of


The Director of Engineering is responsible for: auditing and monitoring the routine activities in the Security Department; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Paper waste


combine different forms with similar function. The Security Officer shall convey suggestions to the Purchasing Department.

5 In Hotel Generic Hongkong the security staff are responsible for checking these aspects for health and safety purposes.




Whenever possible staff shall review draft documents on computer screens rather than printing it out.

A minimum of copies shall be kept for record keeping. Staff shall avoid unnecessary photocopying, by determining exact number of copies required














paper.






Used private shopping bags shall be collected for reuse. Malfunctioned CCTVs shall be sent to Engineering Department for repair. Video tapes for recording hotel’s activities by CCTVs shall be reused whenever possible.




Electricity Consumption in Security Office and Control Room: The lighting and air-conditioning shall be switched off whenever not required. The lighting fixtures shall be cleaned quarterly by in-house Steward for improving the





significance of energy savings.

Electricity Consumption by Vertical Transportation System: At 12:00am every day when the demands for using escalators and lifts are low, the on-duty

security staff shall lock all escalators and half numbers of lifts. At 7:00am every day, the on-duty security staff shall unlock all escalators and lifts.

Fire Prevention and Control Practices: The Security Manager shall organise a staff orientation programme and introduce the fire

prevention facilities and the evacuation routes of the hotel to all new staff. The Security Manager shall organise detailed fire prevention training to all new security staff. The Security Manager shall conduct two fire drills every year. The Fire Protection Officers of the Fire Service Department shall be informed before

commencement of the fire drill. The Security Manager shall ensure that the Fire Drill shall not affect the guests in the hotel. A Fire Emergency Exercise Report shall be prepared after each fire drill. Security staff to use CO2 or foam type fire extinguisher, or fire blanket for putting out oil-

based fire. The Security Manager shall record every use of fire extinguishers & fire blankets in the

security logbook. The Security Manager shall arrange the fire equipment contractor to check the stock and

condition (e.g. expiry date) of the fire extinguishers annually and ensure that the fire detection systems function properly. The Security Manager shall keep a copy of the report submitted by the contractor.

The security staff shall check whether the fire evacuation maps are in the right location. A new one shall be replaced if the evacuation map is lost or damaged.

Control of Noise from Alarm Systems When any alarm system is activated (e.g. fire alarm, burglar alarm, etc.), the on-duty security

staff shall deactivate the alarm system as soon as possible.

Dangerous Goods Inspection: Security staff, together with the Director of Engineering shall conduct two dangerous goods

and chemicals storage inspections in the following Departments / Sections annually in: Stores; Housekeeping; Laundry; Stewarding; and Engineering. The inspection group shall check the storage quantities, descriptions and labels of dangerous

goods and chemicals against the legislative requirements.




The Security Manager shall make a Dangerous Goods and Chemicals Storage Inspection Report after each inspection. A copy of the report shall be sent to managers of the corresponding Departments / Sections for reference.

Relevant RecordsThe Security Manager shall keep the following records for at least two years: Fire Emergency Exercise Reports Fire equipment contractor reports Dangerous Goods and Chemicals Storage Inspection Reports Certificate of Fire Services Installations and Equipment Security logbook Staff training records Post-Course Evaluation forms

Reference Materials Training Manual for Security Staff A list showing the location and quantity of fire extinguishers and fire blankets A telephone list showing the emergency telephone numbers Ordinances and legislative guides for dangerous goods and chemicals storage

End of Procedures for Security Department



Document No.: OCP-FK Department: Food & BeverageRevision No.: Date: Section: KitchensCompiled by: Executive Chef Signature: Page 1 of 3

PurposeTo minimise and manage the solid waste, water consumption and discharge, and electricity consumption in kitchens so as to reduce adverse environmental impacts.

To maintain a safe and healthy working environment, through effective fire prevention and control in kitchens.

Scope Disposal of all solid waste. Water consumption and discharge. Electricity and gas consumed by lighting, ventilation and other cooking and electrical

equipment. Prevention of fires.

ResponsibilitiesAll kitchen staff are responsible for following the established waste management, water and energy conservation, and fire prevention and control practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

Head Chefs are responsible for: ensuring all staff understand and implement the waste management, water and energy

conservation, and fire prevention and control practices accordingly; and maintaining relevant records.

The Executive Chef is responsible for: organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; updating the staff training manual, etc.; maintaining the OCP’s for kitchens (in consultation with the F&B Manager and the EMS

Manager); and maintaining relevant records.

The F&B Manager is responsible for: auditing and monitoring the routine activities in kitchens; checking the food and beverage storage areas; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


reduce paper use. Before issuing a purchase requisition, head Chefs shall check the quantity of products

already kept in kitchens to minimise inventories and reduce potential for waste arising. Subject to required stock control, products shall be ordered in bulk to reduce packaging

waste. To avoid purchasing excessive food and overstocking, on-day bookings of restaurants,

banquet events and existing food stock shall be checked before placing orders. To ensure freshness of food and avoid wastage, fresh food shall be purchased every day.





Food waste

Fresh food shall be kept in refrigerator units until required for use. Excess fresh food shall be returned to the refrigerator units immediately to prevent it from spoiling.

Staff shall adopt the “First-In-First-Out” principle with food and beverage stocks and handling. Staff shall handle cooked food properly and reuse surplus cooked food if possible. Food that

spoils easily should be cooled before storing in cold rooms. Food should be prepared based on on-day bookings of restaurants, banquet events, etc. to

reduce preparing excess food. Food ordering records shall be kept by Head Chefs. Cooking oil shall be reused until it is unacceptable for further use. Used oil shall be kept in a

metal can for in-house Steward to collect and arrange for recycling. Any abnormal condition found by the staff (e.g. temperatures in cold rooms, freezers and

chillers are higher or lower than pre-set values) shall be reported immediately to Engineering Department.

Cold rooms, freezers and chillers shall be kept clean and tidy. Raw food and cooked food shall be stored separately to avoid cross contamination.

Packaging waste

To promote waste separation at source, all carton boxes, paper egg containers, plastic bottles, glass bottles, aluminium cans and Styrofoam boxes shall be separated from the main garbage for collection and recycling.

Packaging materials shall be reused if possible or returned to suppliers for reuse.


Environmentally friendly/reusable food decorations shall be used whenever possible. Broken utensils or equipment shall be returned to the Engineering Department for repairing. Kitchen staff shall collect condemned cloth from Laundry for general cleaning and hand

drying. Kitchen staff shall use both sides of paper for writing/ photocopying whenever possible and

reuse office stationery.

Water Use: Kitchen staff shall turn on water taps only when needed and never let water running

continuously. Kitchen staff shall keep kitchens clean at all times to reduce the amount of water used before

closing at the end of a day. Water may be reused to boil the same food type with same colours and smell. Staff shall not

use excessive amounts of water for boiling food. Metal strainers or baskets shall be used in all basins to filter out suspended food debris. All kitchen staff are responsible for checking whether all water taps are fully closed before off

duty. Head Chefs are responsible for immediately reporting any water leakage to Engineering

Department. Stickers and posters are posted on staff notice boards and working areas to draw attention

on the significance of water saving.

Electricity / Gas Consumption: Stoves shall be turned to lowest levels required for preheating, and the preheating time kept

as short as possible. Stoves shall be switched off when not in use.




Smaller cooking utensils or equipment shall be used for cooking small amounts of food. Oven spaces shall be fully utilised whenever possible. Pots and pans shall be put at the centre of the heat source to reduce cooking time.

Except for gaining access doors of freezers and cold rooms shall be kept closed at all times. The lighting, air-conditioning, ventilating equipment and electrical equipment shall be switched

off when not required. Whenever budgets permit high-efficiency equipment and products shall be selected, and




Fire Occurrence: Head Chefs shall ensure kitchen staff do not to put excess cooking oil in cooking pans in

order to reduce chance of cooking oil spilling into fires. In the event of fire, staff shall switch off the stoves immediately and cover the equipment with

a fire blanket to prevent fire spread. Smoking is not allowed in kitchens.

Relevant records Head Chefs shall keep the following records for at least one month: Food ordering records Work orders Logbooks

The Executive Chef shall keep the following records for at least two years: Staff training records Post-Course Evaluation forms

Reference materials Staff training manual

End of Procedures for Kitchens



Document No.: OCP-FS Department: Food & BeverageRevision No.: Date: Section: All Services SectionsCompiled by: F&B Manager Signature: Page 1 of 5

PurposeTo minimise and manage the solid waste, noise emissions, water consumption and discharge, and electricity consumption in F&B Service Sections so as to minimise adverse environmental impacts.

To ensure chemicals are handled effectively so as to minimise health/safety/environmental risks.

Scope Disposal of all solid waste. Water consumption and discharge. Noise emissions from bars and lounges. Electricity consumed by lighting, air-conditioning and other electrical equipment. Use of chemicals in F&B Service Sections.

ResponsibilitiesAll staff in F&B Service Sections are responsible for following the established waste management, water and energy conservation, and chemical handling practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

Heads of F&B service sections are responsible for: ensuring all staff understand and implement the waste management, water and energy

conservation, and chemical handling practices accordingly; updating the chemicals handling manual (Chief Steward only); and maintaining relevant records.

The F&B Manager is responsible for: organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; updating the staff training manual, etc.; maintaining the OCP’s for all service sections (in consultation with the Executive Chef and the

EMS Manager); and maintaining relevant records.

The Executive Chef is responsible for: auditing and monitoring the routine activities in F&B Service Sections; checking the material and chemicals storage areas; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


reduce paper use. Before issuing a purchase requisition, heads of F&B service sections shall check the quantity

of products already kept in storage areas to minimise inventories and reduce potential for waste arising.

Subject to required stock control, products shall be ordered in bulk to reduce packaging waste.

To avoid purchasing excessive food and overstocking, on-day bookings of restaurants, banquet events and existing food stock shall be checked before placing orders.

To ensure freshness of food and avoid wastage, fresh food shall be purchased every day.





Food waste

Jams, etc. shall be served in washable jam jars at buffet tables and refilled when necessary. Butter shall be served in bowls at buffet tables and refilled when necessary. Bread shall be served on buffet tables for guest selection and refilled when necessary. Coffee surplus shall be reused for making iced coffee. Outlet staff shall brew coffee by portion during non-busy hours. In Staff Canteen, food shall be served buffet style. Unopened packed butter and jam shall be collected from tables/guest rooms for reissue. Outlet staff shall collect coffee cream/milk surplus from guest tables for reuse or send it to

kitchens for cooking purposes. Outlet staff shall serve drinking water to guests upon request. Outlet heads/managers may place water conservation tent cards on guest tables to

encourage guests to save drinking water. Food shall be served based on “first-In-first-out” principle to avoid food wastage. Food

nearing expiry date shall be used as soon as possible. Outlet staff shall handle all food carefully to avoid wastage.

Waste from other consumables / Packaging waste

Outlet staff shall use both sides of paper for writing/ photocopying whenever possible and reuse office stationery.

Outlet staff shall pour boiled water into chafing dishes to shorten the preheat time and use chafing sets with lower stand to minimise the consumption of canned fuel.

Outlet staff shall use reusable artificial flowers and trees for decoration whenever possible. While real flowers are needed, outlet staff shall purchase correct quantities and keep them in

a cooler after use to prolong their life. Outlet staff shall not use paper coaster when table linen is set on guest tables. Outlet staff shall not use doyley paper for serving butter, jam and bread. When doyley paper

is used, outlet staff shall reuse it whenever possible. Outlet staff shall keep menu inserts and menu covers tidy and clean to avoid wastage. Outlet supervisors shall revise menu from multi pages to one page where applicable and

laminate it to reduce the possibility of damage. Outlet staff shall use washable and reusable linen napkins to replace paper napkins

whenever possible. Paper napkin shall be served to guests upon request. In Staff Canteen, the supply of paper napkin shall be reduced whenever possible. Outlet staff shall handle all linen and uniform properly and carefully, and shall not use table

napkins for general cleaning. Outlet staff and stewards shall collect condemned cloth from Laundry for general cleaning

and hand drying. Outlet staff shall serve matches to guests upon request. Outlet staff shall collect used plastic stirrers and cocktail sticks for reuse whenever possible. Outlet staff and stewards shall handle all tableware carefully. Stewards shall arrange same

type of dishes in the same rack for machine washing to reduce the possibility of breakage. The Chief Steward shall record the amount of broken tableware generated by each F&B

outlet every month. Heads of outlets with high breakage rate shall take appropriate action (e.g. staff training) to minimise breakage.

The Chief Steward is responsible for keeping the breakage reports. To promote waste separation at source, all carton boxes, plastic bottles, glass bottles and

aluminium cans shall be separated from the main garbage for collection and recycling. Outlet staff shall sort out returnable bottles by item and separate them for collection.




In Room Service Section, staff shall use reusable bowls for serving fruit to room guests and shall not use rattan baskets, ribbons and cellophane paper as packaging materials.

Outlet staff shall use electric heaters for hot pot serving to minimise the disposal of empty gas containers and maintain better hygiene.

Outlet staff, stewards and garbage men shall use garbage bag in full loading and reuse good-conditioned garbage bags.

Garbage men shall collect garbage from all departments/sections and deliver to garbage room, and sort out recyclable items (i.e. waste paper, newspaper, carton box, aluminium can) from unsorted garbage for recycling.

Garbage men shall record the number of bins/weight of waste collected from F&B Department and other departments every day.

The Chief Steward shall keep monthly waste collection records. The Chief Steward shall arrange recycling companies to collect recyclable items (waste

paper, newspaper, carton box, aluminium can and cooking oil) regularly. The Chief Steward shall check the waste collectors regularly to ensure that the collected

wastes are disposed of properly. Monthly recycled item collection records shall be kept.

Water Use: Outlet staff and stewards shall turn on water taps only when needed and not allow water to

run continuously. Outlet staff and stewards are responsible for checking whether all water taps are fully closed

before going off duty. Stewards shall remove dirt from dishware and pre-soak dirty dishware properly before

machine washing to reduce the possibility of re-washing, and reuse pre-soaking water whenever possible.

Stewards shall operate dishwashers at or near their full load to minimise the number of operations.

The Chief Steward shall arrange the chemical supplier to check regularly whether washing results of dishwashers meet the sanitation requirements.

The wash and rinse jets of the dishwashers shall be cleaned at least once a week and temperature settings of the dishwashers shall be maintained at recommended levels.

Stewards shall not use running water for general kitchen cleaning. Stewards shall use ice collected from buffet tables for washing kitchen floors whenever possible.

While cleaning the stoves, ovens and hydro-vent system, stewards shall follow the recommended instructions shown on the chemical labels or the instruction sheets (or refer to Chemical Handling Manual) and use adequate amount of water and chemicals.

Metal strainers or baskets shall be applied in all basins. Grease traps shall be maintained properly. Dirt shall be removed from the grease traps at least once a week.

Outlet supervisors and the Chief Steward are responsible for immediately reporting any water leakage to Engineering Department.

Stickers and posters are posted on staff notice boards and working areas to draw attention on the significance of water saving.

Noise Emissions: For indoor bars and lounges, the sound level of played music shall be as low as practicable.

When live band is playing, staff shall close the doors and windows at all times to reduce the emission of noise to outside.

For outdoor bars and lounges, no music or live band shall be played.

Electricity Consumption: The lighting and air-conditioning shall be switched off whenever not required.




The lighting fixtures shall be cleaned quarterly by in-house Steward for improving the efficiency of lighting.

The electrical equipment and appliances shall be turned off when not in use, or not required for any prolonged period.

Whenever budgets permit high-efficiency equipment and products shall be selected, and used to replace damaged or inefficient equipment.

Whenever budgets permit, automatic timers shall be installed to effectively control on/off status of electrical equipment.




Copies of the chemical labels and their corresponding manufacturers instruction sheets shall be compiled into a Chemical Handling Manual to ensure the staff know how to handle chemicals correctly. The information in the Chemical Handling Manual shall be revised and updated by the Chief Steward regularly.

The Chief Steward shall organise training for stewards to ensure that they are familiar with the handling of chemicals, and the attendance records and Post-Course Evaluation forms shall be kept in file.


Heavy or large containers, and cylinders containing chemicals, shall be transported by using a suitable trolley.




easily accessible to the staff. Smoking is not allowed in chemical storage areas to prevent fire hazard. The correct chemicals shall be used for specific purposes. The recommended application procedures of the chemicals in use shall be strictly followed,

as stated on the chemical labels or the manufacturers instruction sheets. Unlabelled chemicals shall not be used, unless the Chief Steward or the supplier confirms the

contents. If a chemical needs dilution before use, the chemicals shall be diluted to exact dosing

according to the information on the chemical label. Stewards shall wear rubber gloves and mask while diluting chemicals or handling spillage, as

stated in the chemical labels or the manufacturers instruction sheets. After a chemical is diluted, stewards shall use LABELLED containers with clear descriptions

to hold the diluted chemicals. In case of spillage of chemicals, or contact with eyes or skin, the stewards shall follow the


Spill incidents shall be reported to the Chief Steward. The Chief Steward shall establish and implement appropriate preventive and corrective action as required.







Relevant records Heads of F&B service sections shall keep the following records for at least one month: Food stock records Requisition forms Linen exchange forms Staff training records Post-Course Evaluation forms

The Chief Steward shall keep the following records for at least two years: Staff training records Post-Course Evaluation forms Tableware breakage reports Waste collection records Recycle item collection records Linen exchange forms Stewarding logbooks Service reports

Reference materials Staff training manuals Chemical Handling Manual Equipment manuals

End of Procedures for Service Section



Document No.: OCP-FA Department: Food & BeverageRevision No.: Date: Section: Administration OfficeCompiled by: F&B Manager Signature: Page 1 of 2

PurposeTo manage and minimise the solid waste and electricity consumption in F&B Administration Office.

Scope Disposal of all solid waste in F&B Administration Office. Electricity consumption in F&B Administration Office.

ResponsibilitiesAll staff in F&B Administration Office are responsible for following the established waste management and energy conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The F&B Manager is responsible for: ensuring all staff understand and implement the waste management and energy conservation

practices accordingly; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; and maintaining the OCP’s for F&B Administration Office (in consultation with the Executive Chef

and the EMS Manager).

The Executive Chef is responsible for: auditing and monitoring the routine activities in F&B Administration Office; checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Paper waste


combine different forms with similar function. The Assistant F&B Manager shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computers rather than printing. A minimum of copies shall be kept for record keeping. Staff shall avoid unnecessary photocopying, by determining exact number of copies required



One-side-used paper can be cut to smaller size and reused as memo paper/draft paper. Staff shall place discarded newspaper, magazines, printed materials and cards in a labelled

waste paper recycling box. Used envelopes shall be reused for internal correspondence. For envelopes with window, the

plastic scraps shall be removed before placing it into recycling paper collection box. Staff shall minimise the consumption of paper cups by using own cup or distilled water bottle. Good-conditioned carton boxes, paper files, paper folders or paper boxes shall be reused for

filing or storage purpose. Excess reusable box files/folders and other storage containers shall be sent to the central store for use by other departments.



Document No.: OCP-FA Department: Food & BeverageRevision No.: Date: Section: Administration OfficeCompiled by: F&B Manager Signature: Page 2 of 2







paper.







Electricity Consumption: The lighting and air-conditioning shall be switched off whenever not required. The lighting fixtures shall be cleaned quarterly by in-house Steward for improving the






Relevant records and reference materialsNone.

End of Procedures for Administration Office Section



Document No.: OCP-HK Department: HousekeepingRevision No.: Date: Section: Compiled by: Executive Housekeeper Signature: Page 1 of 6

PurposesTo minimise water consumption and discharge, air emissions, solid waste and electricity consumption so as to minimise the adverse environmental impacts and optimise the use of natural resources.

To ensure chemicals are handled effectively so as to minimise health / safety / environmental risks.

To influence the environmental activities and operations of Housekeeping contract-out services so as to minimise the adverse environmental impacts.

Scope Disposal of all solid waste. Electricity consumed in guestrooms, guest floor service pantries, and other rooms and

offices. Water consumption and discharge in guest floors. Air treatment in all vacant guestrooms. Use of chemicals in Housekeeping Department. Environmental activities and operations of Housekeeping contract-out services.

ResponsibilitiesAll staff in Housekeeping Department are responsible for following the established practices to minimise water consumption and discharge, air emissions, solid waste and electricity consumption in Housekeeping Department, and handle chemicals effectively. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Executive Housekeeper is responsible for: ensuring all staff understand and implement the water conservation, air pollution prevention

and control, waste management, energy conservation and chemical handling practices accordingly;

organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; updating the chemicals handling, staff training manual, etc.; communicating the hotel’s environmental policy and the environmental expectations of the

Hotel to responsible people of Housekeeping contract-out services; maintaining the OCP’s for the Housekeeping Department (in consultation with the Deputy


The Deputy General Manager is responsible for: auditing and monitoring the routine activities in the Housekeeping Department; checking the material and chemicals storage areas; and checking whether appropriate notices are clearly visible and in the correct locations.




Procedures


Packaging waste

To promote waste separation at source, all carton boxes, PET photo-degradable plastic bottles, glass bottles, aluminium cans and Styrofoam boxes shall be separated from the main garbage for collection and recycling.

Packaging materials shall be reused if possible or returned to suppliers for reuse. Hotel’s plastic shopping bag shall be offered to guests upon request only. Plastic garbage bags shall be utilised in full loading to minimise the consumption. The Executive Housekeeper shall consider the use of auto dispensers for holding soap,

shampoo, conditioner, bath gel, and body lotion to replace plastic bottles in guestrooms.

Paper waste


combine different forms with similar function. The Assistant Executive Housekeeper shall convey suggestions to the Purchasing

Department. Whenever possible staff shall review draft documents on computer screens rather than

















A document control system shall be used to regularly remove obsolete documents. A few sets of telephone directories shall be kept at floor pantry and offered to guests upon

request. Room attendants shall collect used toilet paper rolls from guestrooms during every room

cleaning time for staff use in wash rooms. Paper saving notices shall be posted on the walls of offices to remind staff not to waste

paper.






Used private shopping bags shall be collected for reuse. Used soaps shall be collected from guestrooms for staff use in wash room or sell them back

to soap manufacturers for re-milling or donate them to charity. Room attendants shall check and collect worn out/damaged linen from guestrooms during

room cleaning. Condemned towels, table linens, bed sheets and pillow cases shall be reused as cleaning rags / covering cloth in kitchens and Engineering Department. Condemned blankets shall be altered to baby blankets or donated to charity.

Worn out poly-cotton blanket cover sheets shall be replaced by cotton bed sheets which are more environmentally friendly.

Hotel newsletter and notices shall be placed in guestrooms to promote green tips and ask guests to help save resources.

Electricity Consumption: The lighting and air-conditioning shall be switched off whenever not required. The lighting fixtures shall be cleaned quarterly by in-house Steward for improving the





significance of energy savings. Room Attendants shall refer to the guidelines stated on the notice in Housekeeping Office

and adjust the comfortable temperature in the vacant guest rooms according to seasonal temperature change.

The floor supervisor shall spot check the temperature setting in vacant rooms daily.

Water Use: Staff are responsible for immediately reporting any water leakage to Engineering Department.




Guests shall be encouraged to reuse bedding linen and towels by placing tent cards in guestrooms so as to reduce laundry load.

Room Attendants shall not leave the tap water running during room cleaning time. Room Attendants shall provide drinking water and ice cubes to guests upon request. Stickers and posters are posted on staff notice boards and working areas to draw attention

on the significance of water saving.

Air emissions: The Executive Housekeeper shall base on the information given by the product instruction

sheets to explain the recommended operation procedures of the ozone air purifier to Floor Supervisor and Room Attendants.

Room Attendants shall close the treated area during the air treatment period and no human/pet shall be allowed to enter the area. They shall hang a sign on the door for notification.

After ozone treatment, Room Attendants shall wait for the prescribed time before entering the area to allow the excess ozone to convert to oxygen.

The Floor Supervisor shall be informed if there is any problem due to the operation of the purifier.



Copies of the chemical labels and their corresponding manufacturers instruction sheets shall be compiled into a Chemical Handling Manual to ensure Housekeeping staff know how to handle chemicals correctly. The information in the Chemical Handling Manual shall be revised and updated by the Executive Housekeeper regularly.

The Executive Housekeeper shall organise training for Housekeeping staff to ensure that they are familiar with the handling of chemicals, and the attendance records and Post-Course Evaluation forms shall be kept in file.


Heavy and large containers and cylinders storing chemicals shall be transported by using a suitable trolley.





as stated on the chemical labels or the manufacturers instruction sheets. Unlabelled chemicals shall not be used, unless the contents are confirmed by the Executive

Housekeeper or the supplier. If a chemical needs dilution before use, the chemicals shall be diluted to exact dosing

according to the information on the chemical label. The Housekeeping staff shall wear rubber gloves and mask while diluting chemicals or

handling spillage, as stated in the chemical labels or the manufacturers instruction sheets.




After a chemical is diluted, the staff shall use LABELLED containers with clear descriptions to hold the diluted chemicals.

In case of spillage of chemicals, or contact with eyes or skin, the Housekeeping staff shall follow the measures detailed in the manufacturers instruction sheets, and shall seek medial advice in case of accident.

Spill incidents shall be reported to the Executive Housekeeper. The Executive Housekeeper shall establish and implement appropriate preventive and corrective action as required.




Pest Control: All pesticides used in pest control operation are registered under the Agriculture and

Fisheries Department of Hong Kong. Application of such pesticides is only be handled by trained technicians of pest control

contractor which is a certified company. The contractor shall have a yearly plan/proposal for pest control treatment stating the treatment location and frequency.

The Public Area Shift Leader shall supervise the treatment process. The Executive Housekeeper shall keep the pest control treatment record for every inspection / treatment.

Contract-out services: The Executive Housekeeper shall communicate the current environmental expectations and

requirements of the Hotel, and send copies of the latest version of the Hotel’s environmental policy to responsible person of contract-out services.

While renewing contracts, the Executive Housekeeper shall consider adding environmental-related terms and conditions to new contracts where applicable.

All the activities and operations of contract-out services shall be recorded in the relevant contract-out service record book / file.

Relevant records The Executive Housekeeper shall keep the following records for at least two years: Linen reuse records Linen donation records Bathroom amenities consumption records Floor Supervisor work sheets Housekeeping daily logbook Staff training records Post-Course Evaluation forms Pest control treatment records Contract-out service record books / files and all correspondences

Reference materials Chemical Handling Manual Equipment manuals Staff training manual Pest control treatment plan

End of Procedures for Housekeeping Department



Document No.: OCP-LD Department: HousekeepingRevision No.: Date: Section: LaundryCompiled by: Laundry Manager Signature: Page 1 of 5

PurposesTo minimise water consumption and discharge, air emissions, solid waste and electricity consumption in Laundry Department so as to minimise the adverse environmental impacts and optimise the use of natural resources. To ensure chemicals are handled effectively in Laundry Department so as to minimise health/ safety/environmental risks.

Scope Disposal of all solid waste in Laundry Department. Water consumption and discharge in Laundry Department. Electricity consumed by lighting and electrical equipment in Laundry Department. Lint particles and heat emission in Laundry Department. Use of chemicals in Laundry Department.

ResponsibilitiesAll staff in Laundry Department are responsible for following the established practices to minimise water consumption and discharge, air emissions, solid waste and electricity consumption in Laundry Department, and handle chemicals effectively. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Laundry Manager is responsible for: ensuring all staff understand and implement the water conservation, air pollution prevention

and control, waste management, energy conservation and chemical handling practices accordingly;

organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; updating the chemicals handling, staff training manual, etc.; maintaining the OCP’s for the Laundry Department (in consultation with the Executive

Housekeeper and the EMS Manager); and maintaining relevant records.

The Executive Housekeeper is responsible for: auditing and monitoring the routine activities in the Laundry Department; checking the material and chemicals storage areas; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Damaged linen

Different types of soiled garment/linen shall be washed separately. Soiled linen shall be sorted and grouped according to soiled level, weight and fabric composition. Heavy greased rags from kitchens and Engineering Department shall be kept separately in assigned linen containers to avoid linen contamination.

Laundry staff shall use appropriate laundry chemicals and dosages, and follow recommended procedures of operating laundry washing machine and liquid detergent auto dispenser to wash garment/linen with different soiled levels and fabric compositions.

All garment/linen shall be handled carefully to avoid unnecessary damage.




Paper waste


combine different forms with similar function. The Laundry Manager shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than














A document control system shall be used to regularly remove obsolete documents. The Laundry Manager shall combine laundry list, dry cleaning list and pressing list to one list. Paper saving notices shall be posted on the walls of offices to remind staff not to waste

paper.

Packaging waste and waste from consumables



calculators. Mercury free/rechargeable cells shall be used whenever practicable.




Obsolete files in hard disks and floppy diskettes shall be deleted. Computer files shall be stored in hard disks and centralised computer server, floppy diskettes shall only be used for file transfer purposes.

Used private shopping bags shall be collected for reuse. Plastic shirt bows shall be replaced by recyclable and reusable paper shirt bows. Laundry hangers shall be collected for reuse. Plastic laundry bag shall be replaced by laundry mark tag for guest laundry delivery and

photo-degradable plastic laundry bags shall be provided for packing the laundered items to guests upon request.

Different sizes of paper shirt box shall be used for returning laundered items to guests to cater for different needs and good-conditioned covers or boxes shall be reused.

The Laundry Manager shall consider the use of rattan baskets to replace plastic laundry bags/paper boxes for guest laundry delivery.

Electricity Consumption: The lighting and air-conditioning shall be switched off whenever not required. The lighting fixtures shall be cleaned monthly by in-house Steward for maintaining the

efficiency. The electrical equipment shall be turned off when not in use, or not required for any

prolonged period. Whenever budgets permit high-efficiency equipment and products shall be selected, and




Water Use: Whenever possible staff shall run washing machines on full load to minimise number of

operations. Different washing programmes shall be used as recommended by laundry chemical supplier

and washing machine manufacturer for washing different grading of soiled linen to reduce the possibility of re-washing.

The Laundry Manager shall arrange the laundry chemical supplier to test the performance of cleaning chemicals regularly to ensure that the most suitable cleaning chemicals are selected and the most economic / efficient washing cycles are determined.

Liquid detergent auto dispensers shall be checked regularly to prevent improper dosage of chemicals from pumping into washing machines thus minimising chemical wastage and discharge of unnecessary chemicals to the environment

The Laundry Manager is responsible for keeping all maintenance records that are prepared by the chemical supplier.

A water filter unit shall be installed on each washing machine to filter out unwanted articles (e.g. rust stain, mud) to optimise the performance, and minimise the discharge of, laundry chemicals. The filter shall be checked and replaced regularly.

All staff shall make sure that the water taps are closed after use for those non-automatic water taps.

All staff shall report any leakage tap to Engineering Department immediately for repair. Stickers and posters shall be posted on staff notice boards and working areas to draw

attention on the significance of water saving.

Air emissions: The lint trap of the tumble drying machines shall be cleaned once a day.






Copies of the chemical labels and their corresponding manufacturers instruction sheets shall be compiled into a Chemical Handling Manual to ensure Laundry staff know how to handle chemicals correctly. The information in the Chemical Handling Manual shall be revised and updated by the Laundry Manager regularly.

The Laundry Manager shall organise training for Laundry staff to ensure that they are familiar with the handling of chemicals, and the attendance records and Post-Course Evaluation forms shall be kept in file.


Heavy and large containers and cylinders storing chemicals shall be transported by using a suitable trolley.





as stated on the chemical labels or the manufacturers instruction sheets. Unlabelled chemicals shall not be used, unless the contents are confirmed by the Laundry

Manager or the supplier. If a chemical needs dilution before use, the chemicals shall be diluted to exact dosing

according to the information on the chemical label. The Laundry staff shall wear rubber gloves and mask while diluting chemicals or handling

spillage, as stated in the chemical labels or the manufacturers instruction sheets. After a chemical is diluted, the staff shall use LABELLED containers with clear descriptions to

hold the diluted chemicals. In case of spillage of chemicals, or contact with eyes or skin, the Laundry staff shall follow the


Spill incidents shall be reported to the Laundry Manager. The Laundry Manager shall establish and implement appropriate preventive and corrective action as required.




Relevant records The Laundry Manager shall keep the following records for at least two years: Laundry chemicals test records Staff training records Post-Course Evaluation forms




Laundry equipment maintenance records Laundry daily logbook

Reference materials Washing machine programmes Chemical Handling Manual Laundry equipment manuals

End of Procedures for Laundry Department



Document No.: OCP-EX Department: Executive OfficesRevision No.: Date: Section: Compiled by: Executive Secretary Signature: Page 1 of 3

PurposeTo manage and minimise solid waste and control electricity consumption in Executive Offices so as to minimise the adverse environmental impacts.

Scope Disposal of all solid waste. Electricity consumed by office equipment and lighting & air-conditioning.

ResponsibilitiesAll staff in Executive Offices are responsible for following the established waste management and energy conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Executive Secretary is responsible for: ensuring all staff understand and implement the waste management and energy conservation

practices accordingly; maintaining the OCP’s for the Executive Offices (in consultation with the Deputy General

Manager and the EMS Manager); and maintaining relevant records.

The Deputy General Manager is responsible for: auditing and monitor the routine activities in Executive Offices; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Paper waste


combine different forms with similar function. The Executive Secretary shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than










Document No.: OCP-EX Department: Executive OfficesRevision No.: Date: Section: Compiled by: Executive Secretary Signature: Page 2 of 3








paper.







Electricity Consumption: The lighting and air-conditioning shall be switched off when not required. The lighting fixtures shall be cleaned monthly by in-house Steward for maintaining efficiency

of lighting. The electrical equipment shall be turned off when not in use, or not required for any

prolonged period. Whenever budgets permit, high-efficiency equipment and products shall be selected, and

used to replace the damaged or inefficient equipment. Whenever budgets permit, automatic timers shall be installed to effectively control on/off



Relevant records and reference materialsThe Executive Secretary shall keep an updated mailing list.

End of Procedures for Executive Offices



Document No.: OCP-PR Department: Public RelationsRevision No.: Date: Section: Compiled by: Public Relations Manager Signature: Page 1 of 3

PurposeTo manage and minimise solid waste and control electricity consumption in Public Relations Department so as to minimise the adverse environmental impacts.


ResponsibilitiesAll staff in Public Relations Department are responsible for following the established waste management and energy conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Public Relations Manager is responsible for: ensuring all staff understand and implement the waste management and energy conservation

practices accordingly; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; maintaining the OCP’s for the Public Relations Department (in consultation with the Deputy


The Deputy General Manager is responsible for: auditing and monitoring the routine activities in Public Relations Department; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Paper waste


combine different forms with similar function. The Public Relations Officer shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than










Document No.: OCP-PR Department: Public RelationsRevision No.: Date: Section: Compiled by: Public Relations Manager Signature: Page 2 of 3








paper.













Relevant records and reference materialsThe Public Relations Manager shall keep an updated mailing list.

End of Procedures for Public Relations Department



Document No.: OCP-SM Department: Sales & MarketingRevision No.: Date: Section: Compiled by: Sales & Marketing Manager Signature: Page 1 of 3

PurposeTo manage and minimise solid waste and control electricity consumption in Sales & Marketing Department so as to minimise the adverse environmental impacts.


ResponsibilitiesAll staff in Sales & Marketing Department are responsible for following the established waste management and energy conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Sales & Marketing Manager is responsible for: ensuring all staff understand and implement the waste management and energy conservation

practices accordingly; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; maintaining the OCP’s for the Sales & Marketing Department (in consultation with the Deputy


The Deputy General Manager is responsible for: auditing and monitoring the routine activities in Sales & Marketing Department; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Paper waste


combine different forms with similar function. The Sales & Marketing Officer shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than










Document No.: OCP-SM Department: Sales & MarketingRevision No.: Date: Section: Compiled by: Sales & Marketing Manager Signature: Page 2 of 3








paper.













Relevant records and reference materialsThe Sales & marketing Manager shall keep an updated mailing list.

End of Procedures for Sales & Marketing Department



Document No.: OCP-FO Department: Front OfficeRevision No.: Date: Section: Compiled by: Front Office Manager Signature: Page 1 of 3

PurposesTo minimise air emissions, solid waste, and electricity and gasoline consumption in Front Office Department so as to minimise the adverse environmental impacts and optimise the use of natural resources.

Scope Disposal of all solid waste. Electricity consumed by office equipment, lighting and air-conditioning. Gasoline consumed and exhaust air emitted by hotel limousine. Routine management of health club facilities.

ResponsibilitiesAll staff in Front Office Department are responsible for following the established practices to minimise air emissions, solid waste and electricity and gasoline consumption in Front Office Department. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Front Office Manager is responsible for: ensuring all staff understand and implement the air pollution prevention and control, waste

management, energy conservation practices accordingly; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; updating the staff training manual, etc; maintaining the OCP’s for the Front Office Department (in consultation with the Deputy


The Deputy General Manager is responsible for: auditing and monitoring the routine activities in the Front Office Department; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Paper waste


combine different forms with similar function. The Assistant Front Office Manager shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than

















A document control system shall be used to regularly remove obsolete documents. Wrapping paper shall be minimised whenever possible. Card envelopes for welcome booklet, fruit and gift cards, etc. shall be eliminated. Outdated telephone directories from guestrooms and all departments shall be collected for

recycling. Paper saving notices shall be posted on the walls of offices to remind staff not to waste

paper.






Used private shopping bags shall be collected for reuse. Master key cards shall be changed individually on request of torn and worn instead of

changing the whole lot regularly. All key cards shall be collected from guests while checking out and used key cards shall be

encoded to new sequences for reuse.

Electricity Use: The lighting, air-conditioning and electrical equipment shall be switched off when not required. In-house Steward shall clean the lighting fixtures monthly. Whenever budgets permit, high-efficiency equipment and products shall be selected, and

used to replace the damaged or inefficient equipment.




Whenever budgets permit, automatic timers shall be installed to effectively control on/off status of electrical equipment.


Hotel vehicles: The Chief Concierge shall arrange regular maintenance for hotel limousine. Parking attendants shall turn off idling engines to reduce exhaust gas emissions.

Health club facilities: Temperature of the sauna room shall be adjusted to a low level when the room is vacant. Notices shall be posted near the entrance of the swimming pool to remind guests to take a

shower before swimming. Health centre attendants shall use the test kit to monitor the chlorine level and the pH value

of the water in the swimming pool hourly. Health centre attendants shall inform Engineering Department immediately to adjust the

chlorine supply if there is a large fluctuation in the chlorine level and the pH value of the swimming pool water from pre-set values.

The Health Centre Manager is responsible for keeping the daily swimming pool water testing log sheets which show the hourly water quality data.

Relevant records The Front Office Manager shall keep the following records for at least two years: Telephone directory recycling records Staff training records Post-Course Evaluation forms

The Chief Concierge shall keep the following records for at least two years: Maintenance records of hotel limousineThe Health Centre Manager shall keep the following records for at least six months: Swimming pool water testing log sheets

Reference materials Equipment manuals Staff training manuals

End of Procedures for Front Office Department



Document No.: OCP-AO Department: AccountsRevision No.: Date: Section: OfficesCompiled by: Financial Controller Signature: Page 1 of 3

PurposeTo minimise the solid wastes and electricity consumption in Offices Section so as to minimise the adverse environmental impacts and optimise the use of natural resources.

To influence the environmental activities and operations of contract-out services so as to minimise the adverse environmental impacts.

Scope Disposal of all solid wastes. Electricity consumed by office equipment and lighting & air-conditioning. Environmental activities and operations of contract-out services and rented out retail units.

ResponsibilitiesAll staff in Offices Section are responsible for following the established waste management and energy conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Financial Controller is responsible for: ensuring that all staff understand and implement the waste management and energy

conservation practices accordingly; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; communicating the hotel’s environmental policy and the environmental expectations of the

Hotel to responsible people of contract-out services and rent-out shops; maintaining the OCP’s for Offices Section (in consultation with the Purchasing Manager and

the EMS Manager); and maintaining relevant records.

The Purchasing Manager is responsible for: auditing and monitoring the routine activities in Offices Section; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Paper waste


combine different forms with similar function. The Account Officer shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than


















paper.







Electricity Consumption: The lighting and air-conditioning shall be switched off when not required. In-house Steward shall clean the lighting fixtures monthly. The electrical equipment shall be turned off when not in use, or not required for any








Contract-out services: The Financial Controller shall communicate the current environmental expectations of the

Hotel, and send copies of the latest version of the Hotel’s environmental policy to contract-out service providers and renters of retail outlets at least annually.

While renewing contracts, the Financial Controller shall consider adding environmental-related terms and conditions to new contracts where applicable.

Relevant records and reference materialsThe Financial Controller shall keep all correspondences for at least two years.

End of Procedures for Offices Section



Document No.: OCP-AS Department: AccountsRevision No.: Date: Section: StoresCompiled by: Store Supervisor Signature: Page 1 of 3

PurposeTo manage and minimise the solid wastes and electricity consumption in stores so as to minimise the adverse environmental impacts and optimise the use of natural resources.

Scope Disposal of all solid wastes. Electricity consumed by office equipment, lighting and air-conditioning.

ResponsibilitiesStorekeepers are responsible for following the established waste management and energy conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Store Supervisor is responsible for: ensuring all staff understand and implement the waste management and energy conservation

practices accordingly; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; maintaining the OCP’s for stores (in consultation with the Purchasing Manager and the EMS


The Purchasing Manager is responsible for: auditing and monitoring the routine activities in stores; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures


Packaging waste

To promote waste separation at source, all carton boxes, plastic bottles, glass bottles, aluminium cans and Styrofoam boxes shall be separated from the main garbage for collection and recycling.

Packaging materials shall be reused if possible or returned to suppliers for reuse.

Food waste

Dry food and wet shall be stored separately to avoid cross contamination. Storekeepers shall adopt the “first-In-first-out” principle with food and beverage stocks. Storekeepers shall handle all food carefully to avoid wastage. Storekeepers shall use wet towels to cover vegetables for storage. During each food delivery from suppliers, storekeepers shall check the expiry dates and the

packaging of packed food / grocery goods, and the freshness of fresh food. Damaged goods shall be returned to suppliers.

Any abnormal condition found by storekeepers (e.g. temperatures in cold rooms, freezers and chillers are higher or lower than preset values) shall be reported immediately to Engineering Department.

Cold rooms, freezers and chillers shall be kept clean and tidy. Storekeepers shall always keep the doors of the cold rooms, freezers and chillers closed.

Paper waste

Staff shall minimise the use of non-recyclable NCR paper.




Staff shall discontinue use of unnecessary forms, consider reducing the size of forms or combine different forms with similar function.

The Store Supervisor shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than















paper.










Electricity Consumption: The lighting and air-conditioning shall be switched off when not required. The lighting fixtures shall be cleaned monthly by in-house Steward. The electrical equipment shall be turned off when not in use, or not required for any

prolonged period. Doors of freezers and cold rooms shall be kept closed (except for access) at all times. Whenever budgets permit, high-efficiency equipment and products shall be selected, and




Relevant recordsThe Store Supervisor shall keep the following records for at least two years: Store cards Store requisition forms

End of Procedures for Stores Section



Document No.: OCP-PD Department: PurchasingRevision No.: Date: Section: Compiled by: Purchasing Manager Signature: Page 1 of 4

PurposeTo purchase products in an environmentally friendly manner that minimise the adverse environmental impact.

To minimise the solid waste and electricity consumption in Purchasing Department so as to minimise the adverse environmental impacts and optimise the use of natural resources.

Scope All products purchased for the hotel. Disposal of all solid waste in Purchasing Department. Electricity consumed by office equipment and lighting & air-conditioning in Purchasing

Department.

ResponsibilitiesAll staff in Purchasing Department are responsible for following the prescribed purchasing, waste management and energy conservation practices. (Staff are encouraged to be actively involved in the execution of the EMS and for suggesting improvements).

The Purchasing Manager is responsible for: ensuring that all staff understand and implement the purchasing, waste management and

energy conservation practices accordingly; sourcing environmentally friendly products from the market; reviewing and revising the purchasing practices; organising monthly meeting to obtain feedback from the staff and respond to their inquiries; arranging training for the staff on an as-needed basis; maintaining the OCP’s for stores (in consultation with the Financial Controller and the EMS


The Financial Controller is responsible for: auditing and monitoring the routine activities in Purchasing Department; and checking whether appropriate notices are clearly visible and in the correct locations.

Procedures

Purchasing Practices: Staff shall only purchase what is absolutely necessary. Products shall be purchased in bulk package whenever possible to minimise packaging

waste. Recycled paper or environmentally friendly paper (e.g. paper made by 100% total chlorine

free bleached pulps) products shall be purchased where costs are within budgets. Refillable or reusable stationery and office consumables (e.g. toner cartridges) shall be

purchased. Beverage products packed in aluminium cans (recyclable material) and returnable glass

bottles shall be purchased whenever possible. For plastic-bottled beverage products, staff shall source suppliers that use PET plastic bottles that are biodegradable and recyclable.

Photo-degradable plastic bags (e.g. sanitary bag, shirt bag, garment bag, garment cover, laundry bag, dim sum bag, shopping bag, etc.) and bathroom amenities (e.g. shampoo, conditioner, bath gel, body lotion, etc.) packed in PET bottles shall be purchased where costs are within budgets.




PVC products (shampoo/bath gel bottles & caps, toothbrush, razor, shoe horn, shower cap, comb, etc.) shall not be purchased when environmentally friendly and financially viable substitutes are available from the market.

Environmentally friendly, biodegradable and non-CFC chemicals (e.g. phosphate-free detergents, non-aerosol cleansers, etc.) shall be purchased whenever possible.

The same model of products shall be selected from the same manufacturers so that the broken parts of appliances and equipment can be reused to repair the others.

Feedback from the staff who actually use the product shall be taken into account before making purchase decision.

No equipment or material that either contains CFCs or uses CFCs in its manufacture shall be purchased.

Energy efficient, high quality equipment / components made of recycled or environmentally friendly materials shall be purchased.

Fuel oil with low sulphur content shall be purchased. Mercury-free cells and rechargeable batteries or cells shall be purchased. Useless furniture shall be sold to second hand buyers or donated to charity. Environmentally friendly and lead free paints and varnishes shall be purchased where

applicable. Wooden items not made from hardwoods from tropical rainforests shall be purchased. To avoid purchasing excessive food and overstocking, on-day bookings of restaurants,

banquet events and existing food stock shall be checked before placing orders. To ensure freshness of food and avoid wastage, fresh food shall be purchased every day. The Purchasing Manager shall source suppliers who use environmentally friendly packaging

materials and use less unnecessary packaging, and select environmentally responsible vendors and suppliers.

Products shall be purchased locally to save transportation costs and increase the possibility of returning packaging materials to suppliers.

The Purchasing Manager shall communicate the hotel’s environmental expectations to product suppliers regularly. While renewing contracts, the Purchasing Manager shall consider adding environmental-related terms and conditions to new contracts where applicable.

The Purchasing Manager shall continuously review the purchasing practices by seeking better alternatives from suppliers and checking the price of the potential substitutes from suppliers and replacing the less environmentally friendly ones where costs are within budgets.

The Purchasing Manager shall communicate the updated purchasing practices to the staff. Purchase requisition, which records the ordering quantity, ingredients as well as the

laboratory analysis results of products shall be kept by the Purchasing Manager.


Paper waste


combine different forms with similar function. The Purchasing Officer shall convey suggestions to the Purchasing Department. Whenever possible staff shall review draft documents on computer screens rather than


and ensuring correct machine settings before photocopying. Double-sided copying shall be used where possible.




Two labelled paper collection boxes shall be placed next to photocopiers. One box to be used to store paper that can be reused. Another box (waste paper recycling box) is used to collect waste paper for recycling.












paper.







Electricity Consumption: The lighting and air-conditioning shall be switched off when not required. The lighting fixtures shall be cleaned monthly by in-house Steward. The electrical equipment shall be turned off when not in use, or not required for any








Relevant records The Purchasing Manager shall keep following records for at least 2 years: Purchase orders or requisitions All correspondences of suppliers

Reference materials Product information

End of Procedures for Purchasing Department


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