Identification cards

Started by MattH • 6 replies • 2217 views

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MattH (Georgia)
Posts: 5

Posted:

Our BoD is trying to develop a better identification system for access to pools, tennis courts, etc. Presently we use plastic tags that can be kept on a key ring. The tags simply have the name of the association and an ID number. The tags are replaced every other year.

We checked into RF cards however the cost($5,000.00 per unit plus the cost of cards) was too high. The logistics of keeping the system updated were daunting as well.

What have been your experiences with ID cards? Is there a system or company you would recommend? We are now considering laminated ID's possibly with photos.

Thanks for your feedback.

BillG6 (Florida)
Posts: 41

Posted:

Matt...I'll be very interested to see what ideas/suggestions are posted. I would like to introduce the same type of ID system within my POA.

PatrickH (California)
Posts: 204

Posted:

Hi Matt,

Do you have someone who checks the ID's when people arrive to use the recreation facilities? Are non members showing up with other people's ID's to use the facilites? Do you have a system in place to cross check the ID number on the tag with an owner name and address? I'm trying to figure out why you're considering some other options. How you proceed probably depends on what you want to accomplish.

For years, my HOA had a special key that was distributed to each member. They were unlike any key I'd even seen, about twice the size of a regular key with the "teeth" cut down the middle instead of along one edge. Almost impossible to duplicate. Our facility is unattended, so the special keys kept out most unwanted visitors.

A few years ago, we went to the electronic fob access system, which in my opinion is fantastic. I'll be glad to share my experiences with that if you want.

Give us some more info into your situation and perhaps we can come up with some specific suggestions.

CharlesW1 (Georgia)
Posts: 826

Posted:

MattH,

I wish I could be more helpful to your particular situation. However, I will only be able to comment on what our association does. (This could be helpful) We were fortunate enough too have purchased a fobs system and had it installed on the ONLY grate, allowing entrée into the pool. Other means of access can be achieved, illegally, by scaling the fence or by others letting them in, at which time they will be trespassing and recorded on our video surveillance cameras. The HO who let them in, their card will then be deactivated and they will be denied access until further notice from the BOD. We have yet to prosecute anyone, although the video surveillance and the fob system will provide any judge evidence to substantiate our claim.

In the beginning of every pool season, the board mails out (attached) with the spring letter/newsletter or can be downloaded off our website, a pool form. The HO is too complete the form and return it in order for their card to be activated. They don’t return the form, we can’t activate their card!

The board will then confirm that the HO is a member in good standings (current delinquency list) and if they are an id card will be issued and their fobs card activated. This id card is placed in a plastic sleeve which also holds the fobs card, provided by the association, when first issued.

Once the request form has been returned, the board will confirm that they are in good standing and their card can then be activated. Which can be done by a click of a button and can be turned off just as easy. Once the program is learned and is loaded onto a computer system. There are many options available to the user, based upon their current situation.

I’m not familiar with any other id system however I do feel that the fobs system an excellent system for any association. I highly recommend it.

Best of luck
Chuck W.

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Charles E. Wafer Jr.

BillG6 (Florida)
Posts: 41

Posted:

Chuck - can you list the name of the company your HOA used regarding the FOB ID system ?? Thanks

CharlesW1 (Georgia)
Posts: 826

Posted:

BillG6,

I’m more than certain the company is A-N-D lock and Key Inc.

I may have already said too much. I’m not sure what the rules are about posting information such as this. If it not a problem I can also provide the phone number.

Hopefully this will help, you for now though.
Best of luck
Chuck W.

Charles E. Wafer Jr.

MattH (Georgia)
Posts: 5

Posted:

The best one-word description of our goal is "enforcement".

We want to enforce the rules more effectively so that fewer non-members gain access to the pools and we also want a better way to identify those that are breaking pool rules or generally misbehaving. Finally, we want to be able to better enforce suspension of access if a member has a documented violation or has not paid dues.

As I said earlier we looked into an RF card or proximity card system where the holder simply puts card against the unit and recognizes a certain radio frequency. This would reduce the load on our lifeguards who presently check tags on an hourly basis. The lifeguards don't know anything about someone not paying dues or having a by-law/CC&R violation, either. The biggest problem with the system other than cost was that each unit was independent and would have to be updated by attaching a laptop. Having two pools on opposite sides of the neighborhood made this less attractive.

Our thinking with individual photo ID cards is that it's cheaper and once a card is issued it doesn't have to be replaced unless lost or the property is sold. We can confirm the member is in good standing by applying a small sticker each year once dues are paid.

Photo ID cards would also help address the problem of people reporting lost tags when in reality they're just giving the "lost" tag to Uncle Joe in the next county so that he can come and go as pleases. Even after substantially raising the fee for replacing a tag we are still seeing this happen.

Sorry for the long post but hopefully it gives you a better idea of what we're trying to do.

BTW, I did a few searches for A-N-D Lock & Key and could not find anything.

Thanks again for all your feedback.

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