Electronic key cards

Anyone have an idea how much a key card program would cost which identifies member and time / date of use for over 500 homes?
We currently have electronic cards that unlock a door or gate but do not provide a record as to who used the card or when the member used it.

The desired system would also need to allow the HOA to deactivate individual cards if a change in ownership or if a tenant should move as well as deactivate in the event of suspension of privileges.

The pros to such a system might encourage prompt registrations, encourage staying current with assessments and pretty much track potential problems that could be corrected before widespread abuse.

The cons are a big brother atmosphere and potential abuse if due process is not followed as prescribed in our governing docs and civil/corp codes.

Any thoughts or feedback are appreciated.

Thanks Kerry!

I am told a sophisticated system as described in the original post costs about "$21,000" as opposed to $700 paid last year to change the code and distribute new cards.

It was 7 years since the last code change, which kinda defeats the security aspect and common sense.
The HOA does not know how many cards have been distributed, how many are actively used or how many are in existence for people who no longer reside here.

With the number of people who come & go such as changes in ownership, short term/long term rentals, visitors & guests, I feel it's time
to upgrade to the better system which could be a positive thing from a management (board of directors) perspective.

I believe there have been court cases concerning what can be denied. As I understand it, one cannot be denied access to the building/gate, etc. and access to their own unit/home. They can be denied access to amenities like the pool, free parking garage, clubhouse, etc. but not to their "home".

I think many looking to establish a "control system" are looking for a total lockout, you cannot come in, punishment, you owe a fine so be gone, etc. type control situation. Like the he!! with them noisy low life renters. Lock them out if they fart.

Be very, very, very careful of any "lockout" system.

Barbara,
We are in the process of having a proximity card lock system installed on our pool gate. Total cost is around $5K, but that includes 200 key fobs @ $5 each and some minor fence alterations. With this system we hope to restrict access to MIGS and only during posted pool hours. We can deactivate/activate the fobs when people move. Every home will get one fob at no charge with their paid annual assessment. We plan to charge a $50 fee for lost or stolen cards.

This system is replacing a mechanical code lock which is worn out and we were having problems with renters actually posting the new code on Facebook every time we changed it.

Barbara
MIGS = members-in-good-standing. We decided to go with a $50 replacement fee to discourage people from "loaning" out their fobs to friends. Our rules require members to accompany their guests at the pool. If this works out, we plan to have the same kind of lock installed on our clubhouse door to replace a traditional keyed lock.

Unlawful misuse of a technology with otherwise lawful uses, at the very least could cost a lot of money.

If your jurisdiction expressly legislates eg a right to BAR OWNERS from shared amenities- eg a condo By-law enacted from a legislated DIRECT right to bar non-resident landlord-owners but not their registered tenants from recreation facilities - then selectively denying access at least has some legal basis. ( My jurisdiction expressly legislates that right for condo corporations, and buyers bought into that. )

But if barring front gate access to an alleged defaulter's home (or owner-owned parking) as some sort of quick self-help remedy instead of lawful liens & litigation - then a very different matter. Any WRONGFUL denial of front gate or amenity access throws gas on the fire. Doesn't matter if it's been going on for a long time, if lacking a clear legislated right it is no different in principle from illegally seizing family members.

Innkeeper Act - type thinking ( if applied to this technology ) is shaky other than than in genuine Innkeeping type scenarios, given the levels of competence /skillsets kicking around many communities.