ACCESS CONTROL POLICY And PROCEDURES

Transcription

1 HOMEOWNERS ASSOCIATION ACCESS CONTROL POLICY And PROCEDURES Pre-Amble White River Country Estate (WRCE) is a Residential Security Estate which obtained the right to conduct access control in terms of its Township Establishment conditions. In order to enter or exit the Estate at any of its three Gates, the following private property, owned by WRCE HOA, needs to be traversed: Main Gate (off Pine Lake Drive) Stand RE 2062 Club Gate (off Pine Lake Drive) Stand 2234 South Gate (off Grantake Close) Stand 2494 The Board of Directors of WRCE HOA hereby grants permission to pass the abovementioned private properties, provided the conditions of its Access Control Policy, Articles of Association and House Rules are adhered to. Access Control Principle Access Control to WRCE is based on the principle that the guards at the gates will have no authority or means of opening or closing the gates themselves. An electronic impulse is required to open the gates. The impulse can only be provided by an authorised resident, whose name and telephone details appear on the access control database. The Security Office (Officer in Charge) will also be listed on the database in order to address an emergency and/or fault situation at the gates. All access and egress transactions at the gates will be recorded on video footage. The BOD reserves the right to use the recordings for any action, if required, regarding transgressions at the gates, whether the transgressor is a resident or a visitor. The following categories of persons can enter the Estate: 1. Residents (Vehicle/Pedestrian) 2. Visitor per Vehicle to Resident. 3. Frequent Visitors per Vehicle to Resident. 4. Golf Club members and visitors 5. Holiday Home Visitors per Vehicle 6. Contractors per Vehicle (Drivers and co-workers) 7. Deliveries (Vehicles) 8. Pedestrians on Foot

2 The following procedures shall be followed for the issue of access cards or securing fingerprints, etc. for the purpose of gaining access to the Estate: 1. Residents (Vehicles) Definition and Conditions A Resident can either be an owner of a property and/or the tenant of a property. A maximum of 4 (four) access cards can be issued to a household, provided that the card holder is: (a) A permanent resident on the Estate and (b) The holder of a driver s license. The definition of permanent resident is any person who resides for an uninterrupted period of 3 (three) months per year on a property. The owner of a vacant stand shall be entitled to 1 (one) access card. A Residents card will be automatically deactivated if not used after a period of 21 (Twenty One Days). In order to re-activate the card, the resident needs only to call Security using the Telephone Pre-Clearance System. Procedures to obtain an access card 1.1 Residents may obtain an access card from the Security Office next to the Main Gate, which is open 24/ An Access card will be issued to a Resident after: Completion of a Residents Information Form (Obtainable from the Security or Estate Office or at Provision of a maximum of 3 telephone numbers (including cell phone numbers) Submitting a copy of a valid Drivers Licence Demonstrating proof of residency/ownership (Deed of Sale/Lease Agreement/Municipal Account/Levy Account) Payment of R50 (Fifty Rand) per card. The BOD reserves the right to issue access cards only to fully paid up members. Members in arrears with their Levy Account, first need to visit the Estate Office before applying for an access card. 1.3 A lost access card will be replaced after payment of R100 (One Hundred Rand). 1.4 A Resident, who enters the Estate for the first time to obtain an access card, will be Pre-Cleared as Visitor to the Security Office at the Main Gate. 1.5 A Resident must call in person to collect his/her access card. A card will not be issued to a third party.

3 Procedures to enter and exit the Estate 1.6 Resident Drivers will enter the Estate using an access card. 1.7 Residents will approach the gate in the Residents Lane and stop at the card reader. The access card will then be swiped at the reader and the boom will open. 1.8 The same procedure will be followed by a Resident to exit the Estate. 1.9 Residents may enter or exit the Estate at any one of the Gates Resident whose card fails (for whatever reason) at the card reader or who does not have a card at the time, will enter following the procedure for a Visitor All access transactions will be recorded on video footage. The BOD reserves the right to take appropriate action for non-adherence of the Access Control Procedures. Procedure to enter and exit the Golf Club Property The access booms between the Estate and the Golf Club can only be activated with a Residents access card Residents will swipe their card at the card readers at the booms situated in Pinehurst Drive adjacent to the Cricket Oval and at the booms situated in Vintage Drive towards Oliver s Lodge. Residents (As Pedestrian) A Resident may enter/exit the Estate on foot/bicycle in the same way as a pedestrian at any one of the Turnstiles/Pedestrian Gates. A Resident who wishes to enter/exit through the pedestrian turnstile must first visit the Security Office with the same documents in 1.2 above (except that no fee will be payable for registration) and after verification, the Residents finger-print will be uploaded onto the system for Pedestrian access. 2. Visitor to a Resident (Vehicle) 2.1 The Visitor vehicle will approach the Estate in the Visitors lane and will stop at the gate. The driver will then provide either the Name, Surname, Street Address or Stand number of the Resident to be visited. 2.2 A Pre-Clearance telephone call will be made by Security to the nominated Resident. 2.3 The resident will confirm entry by pressing 9 on his telephone or deny entry by pressing # # #.

4 2.4 This action will provide the first approval for access and the Guard will request the Visitor to enter a four digit code on the keypad at the Visitors gate. The 4 digit code will be the stand number of the property to be visit. 2.5 The gate will open and the Visitor may proceed into the Estate. 2.6 If there is no reply to the call the Visitor will be advised accordingly and access will be denied. 2.7 When a Visitor wishes to exit the Estate, he/she needs to enter the four digit exit code, which is the stand number of the property visited. The Visitor will receive a welcome note with the code written on it on arrival and should the note be lost, the Guard can provide the code. General Notes Pre-Clearance Calls The functionality of the system is based on a pre-clearance call to permit access to the Estate. The pre-clearance calls are made through the Mircell system, which operates on cell phone technology. It can only make or receive calls from members on the database. A maximum of 3 (three) telephone numbers, per household, will be uploaded onto the system. Residents will be requested to provide the numbers to Security. The BOD recommends that the call priority be firstly to the landline or Telkom number, and then to the appropriate cell phone numbers. Most important in this regard is that ONLY the telephone numbers of the Member or his first line of family who stay permanently on the Estate would be uploaded on the database. The telephone number of a permanent tenant could be uploaded, provided that a signed lease agreement is produced. In this regard the Member s numbers would be removed from the system. In other words either the Members number or the Tenants number would appear on the database and not both. This condition follow the Municipal Regulations that only one family may occupy a single residential dwelling. The system will dial the numbers in order of priority. Call answer modes will be set at 20 seconds. If not answered within 20 seconds the second and third number in order of priority will be dialled and if no answer can be obtained or an engaged tone / voice mail is experienced, access will be denied. The call duration mode will be set at 30 seconds and the Resident need to receive the message from Security within this time frame and need to decide if the visitor may be granted access or not. Residents are requested to refrain from lengthy questions regarding the Visitor, i.e. what car are they driving, how many people in the car, etc. It is most important that Security has the correct telephone numbers at times. all

5 It is also important that Residents pre-authorise family members or domestic workers to accept Pre-Clearance calls or not. Unauthorised acceptance of Pre-clearance calls can cause problems. Experience has shown that abuse of the system can result in a security threat. Security starts at home!!! Be certain who you permit to accept Pre- Clearance calls, especially if you are not at home. System Operations If a resident is expecting a number of visitors on a certain day, in order to simplify matters, we ask that the Resident provides Security with a list of the visitors. A function of the electronic access control system is to provide the BOD with an accurate record of all entries and exits. All Visitors entries will be active for a period of 24 hours and Visitors who wish to exit the Estate after 24 hours, need to be confirmed by the Resident. An exit call needs to be made to the resident. Residents are requested to advise Security if a Visitor will be staying for more than 24 hours. A Resident will receive a telephone call from Security should a Visitor be on the Estate for longer than 24 hours, in order for Security to activate an extended visit. 3. Frequent Visitors Definition A frequent Visitor is defined as a person who regular visits a Resident on the Estate. Regular is defined as at least once per 7 (seven) days. The definition of a Frequent Visitor does also include employees (with vehicles) such as Home Office s, Estate Agents, etc. In order to keep proper electronic record of such a Visitor and not to inconvenience the Resident in this regard, a restricted electronic access card can be issued to a frequent visitor. Procedures and requirements to obtain an access card 3.1 Frequent Visitors access cards can only be obtained from the Security Office next to the Main Gate. 3.2 An Access card will be issued to a Frequent Visitor after:

6 The Frequent Visitor pays a visit to the Security Office, accompanied by the Resident to be visited. Completion of a Frequent Visitors Application Form, including the provision of reasons for applying for the card and signature of the Resident. Submitting a copy of a valid Drivers Licence. Payment of R50 (Fifty Rand) per card. 3.3 Only one Frequent Visitor card will be allowed per house hold. 3.4 A lost access card will be replaced after payment of R100 (One Hundred Rand). 3.5 If a Frequent Visitor card is not used at least once per 7 (seven) days, the card will be de-activated. The Frequent Visitor needs to approach Security Office in person for the re-activation of the card, which will be done after a Pre-Clearance call was made to the Resident. 3.6 The Frequent Visitors access card will become renewable after 12 (twelve) months. Procedures to enter / exit the Estate 3.7 The Frequent Visitors access cards will be restricted to the Gate closes to the Resident to be visited and will not gain access to the intermediate booms in Pinehurst or Vintage Drive s. 3.8 The access cards will only be operational between the hours and dates specified by the Resident. 4. Golf Club Gate Category s and Conditions The following categories of entries at the Golf Gate will be catered for: Golf Club Members Golf Club Visitors WRCE Residents WRCE Visitors to Extension 36 (Oliver s area) Caddies (Pedestrians) Contractors to WRCE Extension 36 Deliveries to WRCE Extension 36 Current Golf Club members who are not resident on WRCE will be issued with an access card. These access cards will be restricted to operating only at Club Gate and will be issued at the WRCE Security Office after submission of the following: Valid Drivers License Proof of membership of WRCC Payment of R25 (Twenty Five Rand)

7 A Golf Club member will be restricted to 1 (one) access card only. An access card which has been lost will be replaced after payment of R50 (Fifty Rand). These access cards will only function at Club Gate and will be restricted for use whilst Club Gate is operational. (05h00 to 24h00) These cards will not activate the Resident booms at either Extension 36 or in Pinehurst Drive, leading to the rest of the Estate. A Golf Club Members card will be automatically deactivated if not used after a period of 31 (Thirty One Days). For re-activation, the Member must visit the Security Office in person with his/her driver s license or ID Book. Procedures to enter and exit the Golf Club Gate Golf Club Member 4.1 A Golf Club Member will enter at the Golf Club Gate with a restricted access card. 4.2 The Golf Club Member will approach the gate and will stop at the card reader. The access card will then be swiped and the boom will open. 4.3 The same procedures will be followed to exit at Club Gate. 4.4 A Golf member whose card fails at the reader (for any reason) or who is not in possession of a card at the time, will follow the same procedure as a Golf Club Visitor. Golf Club Visitor 4.5 A Golf Club Visitor will stop at the gate and the driver will state his name, which will be recorded in writing together with footage of the vehicle s registration plate and the face of the driver. 4.6 A randomly selected Visitors Code will be issued and the Visitor will be requested to enter the 4 digit code on the keypad. 4.7 A Visitor code issued at Club Gate will be valid for only one entry and will be restricted between 05h00 and 24h00 daily. 4.8 When the Visitor leaves at Club Gate, he/she must enter the same four digit exit code provided on entry. The Guard will assist if the code is forgotten. 4.9 All access transactions will be recorded on video footage. The BOD reserves the right to take appropriate action for non- adherence of the Access Control Procedures.

8 Residents / Estate Visitors (Ext. 36) / Contractors / Deliveries A Resident with an access card can enter either at Club Gate, the Gate to Vintage Drive or the Gate to Pinehurst Drive. Visitors, Contractors and/or Deliveries to Extension 36 shall follow the same procedure as required at all other Gates. 5 Holiday Home Visitors The definition of a Holiday Home Visitor is one who visits the Estate for one or more nights up to a maximum of 3 (three) months. 5.1 The Holiday Home Visitor may enter the Estate for the first time only at Main Gate. He must announce the name of the resident or address where he/she is to stay. 5.2 If a Notification Form for a Holiday Home Visitor was completed and submitted to Security prior to the visit, as required, the Security Office will pre-clear the Holiday Home Visitor for access to the Security Office. Alternatively, a Pre-Clearance call will be made to the Resident and/or the Resident s Agent to obtain permission for the Holiday Home Visitor to enter the Estate. The Resident / Agent must press 9 on his/her phone to allow entry or # # # to deny entry. 5.3 Once permission is obtained from Security, Resident or Agent for the Holiday Home Visitor to enter, the Visitor must enter the 4 digit stand number of the property to be visited. 5.4 The Holiday Home Visitor will be requested to proceed to the Security Office to verify all documents and to confirm authority for access to be granted. The reserved period may not exceed 3 (three) months. 5.5 The Officer on duty will verify the Holiday Home Visitor s ID Book or Passport against the pre-booking form received earlier from the Resident / Agent. In the absence of a pre-booking the Resident will be called for confirmation. 5.6 A Holiday Home Visitor s access card, valid for the duration of the stay will be generated and handed to the Visitor. A Holiday Home Visitor will be entitled to only one access card per vehicle, 5.7 A non-refundable amount of R50.00 will be charged for the access card. A lost access card will be replaced after payment of R100 (One Hundred Rand). 5.8 The Holiday Home Visitor will swipe the access card at the gate for access and/or egress. The Holiday Home Visitor s card will be activated for use at all gates, including the internal booms to the Golf Club.

9 5.9 The Holiday Home Visitor s card will be de-activated on the last day of his/her stay and the card should be handed in to Security. Contractors The following distinction will be made between Contractors: (a) Short Term Contractor - Maximum of 10 consecutive working days - Maximum of 5 workers - Example: Electrician / Plumber / Tiler / Computer Technician etc (b) Long Term Contractor - Maximum of 12 months - Maximum of 25 workers - Example: Building Contractor / Municipality / Telkom etc 6.1 Short Term Contractor Short Term Contractors will enter on the same procedures as Visitors Short Term Contractors to Extension 36 may enter only at Club Gate and Short Term Contractors to the rest of the Estate only at South or Main Gate Short Term Contractors may only enter the Estate on Monday to Friday, between 07h00 and 17h After hours entry by Short Term Contractors for emergency work (i.e. burst water pipe / power failure, etc.) need to be pre-cleared by Security or the General Manager The Contractor must announce the residents name, address and type of work he/she is to perform as well as an estimate time of the duration of the work If the work exceeds 10 working days or should more than 5 coworkers be present, the Contractor needs to proceed to the Control Room for assistance A Pre-Clearance call will be made to the Resident to obtain permission for the Contractor to enter the Estate. The Resident must also advise if anybody is at home to receive the Contractor. Should there be nobody at home, the Resident must accept responsibility that he/she allowed the Contractor in at his/her own risk. The Resident must press 9 on his/her phone to allow entry or # # # to deny entry Once permission is obtained from the Resident for the Contractor to enter, the Short Term Contractor must enter a 4 digit stand number of the property to be visited.

10 6.1.6 The number of co-workers who accompany the Short Term Contractor face images will be recorded on video The Short Term Contractor who will be working for more than 1 (one) day on the Estate but fewer than 10 days, needs to be informed that access and exit procedures will be repeated with each entry The Short Term Contractor may exit the Estate at any gate If a Short Term Contractor enters the Estate frequently, e.g. an Electrician who works at several houses from time to time he/she should register as a Long Term Contractor even though he/she is not able to provide a single one project address. 6.2 Long Term Contractor A Long Term Contractor entering the Estate for the first time must report to the Security Office at the Main Gate. He needs to be Pre-Cleared by the Resident who appointed him The Driver must be in possession of a valid Driver s License or ID Book and an acceptance letter / signed order / quotation or Long Term Contractors Registration Form, signed by the resident. This provides a link to the Resident where he is to work The Resident who has appointed the Long Term Contractor will proceed to the Security Office where all documents will be verified. Authority for access for a maximum period of one year will be approved Each Co-Worker must produce an ID Document/Passport and/or S.A. work permit The Contractor/Driver needs to complete a Long Term Contractor Registration Form and photocopies of his and all Co-Workers ID s will be kept on file After Security has verified the documents, the Resident will sign for authority to be approved for access to the Estate for the predetermined period A contractor s access card, valid from Monday to Friday, 07h00 to 17h30 will be issued to the Driver. The access card will be restricted to the gate closest to the building site An amount of R50.00 will be charged for the access card. A lost access card will be replaced after payment of R100 (One Hundred Rand) The fingerprints of the Driver and co-workers shall be up loaded to the Sagem finger print system.

11 On subsequent arrival at the gate, the Driver will swipe his access card for entry. All co-workers must enter the Estate through the pedestrian turnstile No Contract worker is permitted to walk to the construction site On exit each co-worker shall again pass through the fingerprint turnstile and the Driver shall exit via the gate When a new co-worker joins the team, the Driver must accompany him to the Security Office that he may be registered If the Driver of the Long Term Contractor changes, the new Driver must report to the Security Office for registration No Driver will be allowed inside the Estate unless he holds a valid Drivers Licence. 7. Deliveries (Vehicles) 7.1 The Driver of a delivery vehicle enters the Estate through the Visitors lane. He must provide either the Name or Surname, Street Address or Stand number of the Resident to be visited or he shall produce a delivery note covering the goods/material to be delivered. 7.2 A Pre-Clearance telephone call will be made by Security to the nominated Resident. 7.3 The Resident will either confirm entry by pressing 9 or deny entry by pressing # # # on his telephone. 7.4 This action will provide the approval for access, and the Guard will then ask the Visitor to enter the four digit stand number of the property to be visited. 7.5 The gate will open and the Delivery may proceed. 7.6 If there is no reply to the first sequence of calls, Delivery shall be advised accordingly and access will be denied. 7.7 On exiting the Delivery must enter the four digit stand number of the property visited. 7.8 All access transactions will be recorded on video. The BOD reserves the right to take appropriate action for non- adherence of the Access Control Procedures

12 7.9 As far as possible, all deliveries of building materials (bricks / cement / and / stone / roofs, etc) will be escorted by Security to the delivery site. In such instances, Security shall ensure that all materials are delivered to the applicable site and not left on the sidewalk or street The delivery vehicle must enter the Estate at the Gate closest to the delivery address. Note: No heavy vehicle exceeding 26 tons may cross the bridge in Bay Hill Drive The number of co-workers on a delivery vehicle shall be recorded digitally and on video and no more than 2 (two) co-workers may accompany a delivery vehicle. Should more than 2 co-workers be required or present, Security must escort the delivery vehicle at all time. 8. Pedestrians There are 2 (two) categories of Pedestrians: (a) Pedestrian Visitor This person visits the Estate from time to time on an irregular basis. (b) Pedestrian - Staff Member The Pedestrian Staff Member would require frequent access to the Estate. The following are examples: Domestic workers Gardeners HOA Staff (Landscape Workers) Security Staff Caddies 8.1 One Day Pedestrian Visitor 8.11 A one-day pedestrian visitor may enter the Estate only at Main Gate and may only enter Club Gate to visit Extension 36, once he/she were registered at Main Gate The pedestrian will be asked to supply some form of identification and will be escorted to the Security Office The details of the Resident to be visited will be obtained and a Pre-Clearance call will be made to the Resident Once the Resident has granted permission for entry, the Pedestrian Visitor will be authorised to up-load his/ her finger print onto the Sagem system.

13 8.1.5 When the visitor exits the Estate, he/she will present his/her finger print at the Turnstile closes to his address of visit The Visiting Pedestrians finger print will only allow one entry and one exit per visit. The same procedure needs to be followed for future visits An anti-pass back code will be applicable to Visiting Pedestrians, which would means that an entry needs to be followed immediately by an exit The access authority for Visiting Pedestrians is set at 24 hours. At 23h00, the Electronic Pedestrian Visitors Register will be reviewed by the Manager on duty. Should any visitor still be on the Estate, the Manager will call the specific Resident and advise him/her accordingly. If required he will obtain permission for the Visitor to remain over night on the Estate. Note: Should the visitor have indicated on arrival that he/she intends to stay overnight, pre-clearance needs to be obtained from the Resident. An appropriate entry will be made in the Electronic Register. 8.2 Pedestrian - Staff Member First Time Entry All Staff Pedestrians should initially report to Main Gate. He/she must supply his future Employers name and/or address A Pre-Clearance call will be made by Security to the Resident/Golf Club / Estate or Security Office The Resident/Manager will confirm entry by pressing 9 or deny entry by pressing # # # on his telephone The Resident/Manager who appointed the Pedestrian Staff will proceed for the first time to the Security Office and meet with the Pedestrian and Security to verify all documents to be handed in and to confirm authority for the access to be granted for a maximum period of one year At the Security Office a Staff Pedestrian Access Application Form needs to be completed and a copy of the persons ID book will be kept on file A signed appointment letter needs to be provided AND the Resident / Manager need to confirm the appointment in person per signature before final registration The finger print of the pedestrian will be up loaded on the Sagem system.

14 8.2.8 The pedestrian needs to be advised to enter the Estate at the gate closes to the house / locality he/she work (including Club Gate) and need to exit the Estate preferably at the same gate The finger print up-load will only be valid for 12 months. After 12 months Security will re-confirm employment by means of a Pre-Clearance call to the relevant Resident, who would simply confirm by pressing 9 on the telephone. Important: Security would rely on the Employer (Resident / Manager) to inform Security immediately of any change in employment in order to remove the particular Pedestrian Staff member from the system. Subsequent Entry Procedures for Pedestrian Staff On arrival at the Gate, the pedestrian staff needs to proceed to the turnstile After entering the turnstile, the up-loaded finger needs to be presented to the scanner The same procedures will be followed for every entrance and exit into the Estate. NOTE: Should a finger print fail consecutively, for what so ever reason, the Pedestrian will be issued with a Pedestrian Card. This card will be a personalised access card, which would contain a photo, personal details and work address, which could be verified against an ID Book and swiped at a card reader. NOTE: No Security Guard s finger print will be uploaded on the Sagem system in order to prevent the granting of access to any pedestrian. NOTE: All access transactions will be recorded on video footage and the BOD reserves the right to take applicable action against Residents Visitors / Staff not adhering to the Access Control Procedures. 9. General 9.1 No goods, other than transported by a Resident, may leave the Estate, be it carried by a Pedestrian or inside a car or on the back of a LDV/Truck, without a Consent Letter from the Resident. 9.2 Any deviations from these Access Control Procedures will be recorded in the Occurrence Book (OB) and will be linked to the electronic document trace. 9.3 Residents who by-pass procedures, names and vehicle registration will be recorded in the OB and brought to the attention of the Estate Manager on the first working day after the incident.

15 9.4 Residents/Visitors/Contractors who use abusive language at the Gates, names and vehicle registration will be recorded electronically and in the OB and brought to the attention of the Estate Manager. 9.5 Similar, Residents/Visitors/Contractors are allowed to request an OB entry to be made in respect of Security Officers and Guards, who are rude or use abusive language or fail to comply with procedures. 9.6 As a general rule, Visitors in vehicles needs to be requested by Residents to enter and exit the Estate at the gate closes to the property to be visited. 9.7 Contractors on the other hand, will not be allowed to enter South Gate if any other gate is closer to their working site. Residents also need to make Contractors aware that the maximum load capacity to enter South Gate is 15 (Fifteen) tons. Final Thoughts Access control forms the heartbeat of Security on the Estate. By ignoring the correct procedures, not only your, but all the Residents on the Estate life s are put at risk. Do not hesitate to report a breach of the procedures as soon as possible. We will always be in the position to review an incident at the gates with our electronic systems. Be Security wise follow the correct procedures!!! o O o - - -