HAPPY VALLEY CONDOMINIUM

SECURITY POLICIES & PROCEDURES MANUAL

V3

June 10, 2014

 Emergency Contact Information

Happy Valley Police, Fire and Emergency Services

Call 911

XYZ Associates (Property Management Company)

Hal Smith, Property Manager Phone: (425) 888-8888

Email: [email protected]

After-hours Emergency Number (425) 888-1111

Happy Valley Homeowner's Association Board Members

Sally Struthers (253) 216-1234

Bill Jones (253) 216-0101

Amy Smart (253) 216-9000

Roger Clemens (253) 216-0606

 TABLE OF CONTENTS

Section 1: Introduction......................................................................................................2
Purpose of This Manual.................................................................................................2
Section 2: Responsibilities for Security............................................................................2
General...........................................................................................................................2
Homeowner's Association..............................................................................................2
Property Management Company...................................................................................2
Resident's Responsibilities............................................................................................3
Section 3: Limitations of Security Program......................................................................3
Section 4: Reporting Crimes and Security Incidents........................................................4
Reporting Crimes and Suspicious Activity.....................................................................4
Reporting Security Violations.........................................................................................4
Reporting........................................................................................................................4
Section 5: Keys and Garage Door Transmitters...............................................................4
Keys to Residential Units...............................................................................................4
Common Area Keys.......................................................................................................5
Garage Door Transmitters.............................................................................................5
Reporting Lost or Stolen Keys or Garage Door Transmitters........................................6
Section 6: Telephone Entry System..................................................................................6
Section 7: Visitors and Contractors..................................................................................6
Section 8: Mail Room........................................................................................................7
Section 9: Move-In and Move-Out Procedures................................................................7
Section 10: Resident Security Awareness........................................................................7
Security of Your Residential Unit....................................................................................8
Security of Your Automobile...........................................................................................8
Security When Entering and Exiting The Building on Foot............................................8
Security When Entering and Exiting the Garage by Car...............................................8
Section 11: Peddlers and Solicitors..................................................................................9
Section 12: Video Surveillance System............................................................................9
Purpose..........................................................................................................................9
Video Surveillance Recording........................................................................................9

Happy Valley Condominium 1 V2

Security Policies & Procedures
 Section 1
Introduction

Purpose of This Manual

This Manual provides important information to residents about the security policies and
procedures that are in use at the Happy Valley Condominium. This manual is intended
to provide guidance to residents on how security issues are to be handled on a daily
basis at the Condominium.

This manual contains our current security policies and procedures and supersedes all
verbal or written security directives that you may have received in the past.

Section 2
Responsibilities for Security

General

Providing effective security at the Condominium requires cooperation on the part of

everyone, including homeowners, renters, employees of the property management
company, and contractors. Even the best security systems cannot provide effective
security of the building without the active participation and support of the people who
live and work in the building on a daily basis.

Homeowner's Association

The Happy Valley Condominium is governed by an association of homeowners known

as the "Happy Valley Homeowners Association". The elected members of this
association make executive level decisions concerning operation of the Condominium.

Security responsibilities of the Homeowner's Association include:

 Establishing security policies and procedures.

 Allocating resources for security improvements and ongoing maintenance of the
security program.
 Proving oversight of the property management company.
Property Management Company

Daily management of the condominium is performed by XYZ Associates, a professional

property management company. XYZ employs a full-time Property Manager who is
assigned to this condominium. The Property Manager coordinates with the
Homeowner's Association and is responsible for the management of all on-site services,
including security.
Security responsibilities of the Property Manager include:

Happy Valley Condominium 2 V2

Security Policies & Procedures
  Daily management of the security program at the Condominium.
 Enforcing security policies and procedures.
 Programming and management of the building security systems including
security intercom, access control system and video surveillance system.
 Issuing common area building keys and garage door transmitters.
 Maintaining the building and arranging for repairs of defective equipment.
Resident's Responsibilities

Residents of the Happy Valley Condominium, including both homeowner's and renters,
play a vital role in protecting the building and its occupants. Security responsibilities of
residents include:

 Complying with established security policies and procedures.

 Promptly reporting crimes, suspicious activity, and security violations.

 Taking precautions to not let unauthorized people into the building.

 Promptly notifying the Property Manager of any changes in the occupancy status
of their residential unit (move-in, move-out, new renter, etc.).

The security responsibilities of residents is explained in greater detail within this Manual.

Section 3
Limitations of Security Program

While many steps have been taken to reduce the risk of criminal activity occurring at the
Happy Valley Condominium, nothing can guarantee personal safety and security and no
type of security program can provide protection against all crime.

Residents of the Happy Valley Condominium face security risks as residents that live in
other properties in the surrounding community. Neither the Happy Valley Homeowner's
Association or the property management company make representations that this is a
"secure" or "crime free" building and are not responsible for criminal acts occurring on
the property.

Homeowners who are renting their units should be careful not to oversell the level of
security provided at the building when marketing their unit.

Happy Valley Condominium 3 V2

Security Policies & Procedures
 Section 4
Reporting Crimes and Security Incidents

Reporting Crimes and Suspicious Activity

Crimes in progress and suspicious people or activity should be immediately reported to

the Happy Valley Police by calling 911. In general, if there is any doubt about whether a
situation should be reported, the police would prefer that you report it rather than to not
report it.

If you should arrive home and there are signs that your unit has been broken into, do
not enter, but instead move to a safe place and call the police. There is always a chance
that the burglar may still be on the premises.

All burglaries, thefts and vandalism should always be reported to the police. After
notifying the police, please notify the Property Manager of the incident by either
telephone or email. To effectively manage the security program, it is important that the
Property Manager be aware of all criminal activity occurring at the building.

Reporting Security Violations

Examples of security violations include people propping open exterior doors, letting
unknown people into the building, driving out of the parking garage without waiting for
the door to close, or the loaning out of keys or garage door transmitters to other parties.

All security violations observed by residents should be promptly reported to the Property
Manager. If you see something that compromises building security, report it. Your name
will be kept confidential.

Reporting Defective Equipment or Property Damage

Residents should promptly report any defective equipment or signs of damage to the
building to the Property Manager. This can include burned-out lights in common areas,
exterior doors that don't close or latch properly, or signs of graffiti or vandalism.

Section 5
Keys and Garage Door Transmitters

Keys to Residential Units

The locks and keys used on the doors of residential units are the responsibility of the
individual homeowner. For best results, it is recommended that "building standard"
Sargent locksets be used on all doors, however homeowners are free to use whatever
type of lock that they feel best meets their needs.

Happy Valley Condominium 4 V2

Security Policies & Procedures
 Homeowners are asked (but are not required) to provide one copy of their exterior door
key to the Property Manager. This key will be stored in a secure lockbox and only used
in an emergency or at the request of the homeowner.

Common Area Keys

All exterior building doors and doors that lead to common areas (storage rooms,
recreational room, pool area, trash room, etc.) are keyed using a high-security Medeco
lock system. This lock system is managed by the Property Manager who is responsible
for issuing keys to all residents.

The following procedures shall apply:

 All common area keys are assigned to individual people, not to residential
units. If a unit has multiple residents, each will be assigned a specific key.

 The cost of each key is $100. Each person is limited to receiving only one key.
There will be no provisions made to provide "spare" keys to residents.

 Each person receiving a key is required to individually sign for it. Records will be
kept showing which key was assigned to which person.

 Common area keys will be issued to renters by the Property Manager, not by the
individual homeowner.

 Contractors who require common area keys, including those hired directly by the
homeowner, will obtain them only through the Property Manager.

 Common area keys should not be issued to real estate agents or placed in real
estate lockboxes. (Please make arrangements for real estate agent access with
the Property Manager.)

 Keys should never be loaned out to others. If you have a guest who will be
staying with you for an extended visit, a temporary key assigned to them may be
obtained from the Property Manager.

Residents should treat their keys as they would any other piece of valuable property
such as jewelry or cash. A lost or stolen key may require the rekeying of the locks and
the reissuance of new keys to all residents. This can cost in excess of $1,500.

The Homeowner's Association reserves the right to charge individual homeowners for
the costs of rekeying in cases of negligence or carelessness.

Garage Door Transmitters

The overhead doors to the parking garage are controlled using garage door
transmitters. These transmitters will be issued by the Property Manager to those

Happy Valley Condominium 5 V2

Security Policies & Procedures
 residents who have assigned parking spaces within the garage. The cost of each
transmitter is $150.

Reporting Lost or Stolen Keys or Garage Door Transmitters

Lost or stolen keys or garage door transmitters should be immediately reported to the
Property Manager. At night or on weekends, please use the 24 hour emergency contact
number listed on the inside front cover of this Manual.

Section 6
Telephone Entry System

The building is equipped with a telephone entry intercom system located at the main
lobby entrance. This system allows visitors to contact residents when they arrive at the
building. The system will dial a telephone number designated by the resident. Upon
receiving the call, the resident may unlock the door for the visitor by pressing the
number "9" on the telephone.

The following procedures shall apply:

 Provide the telephone number that you wish to use to the Property Manager so
that he may program it in to the system. If you change your number, be sure to
notify the Property Manager.
 Don't unlock the door unless you have positively confirmed the identity of the
visitor. When in doubt, go to the lobby to visually verify who is at the door.
 Don’t unlock the door for people who claim to be visiting or making deliveries to
other residents - only let in people who you personally know.
Section 7
Visitors and Contractors

Residents are responsible for their visitors, guests and any contractors that they have
allowed into the building. The following procedures shall apply:

 Visitors or contractors who are not well-known to you should generally be

escorted in and out of the building.

 Visitors are only welcome to use the recreational and pool areas while a resident
is present.

 Visitors and contractors must park on the street outside of the building and are
not allowed to park in the parking garage.

 Contractors and delivery drivers should never be allowed to prop open building
doors while loading or unloading.

Happy Valley Condominium 6 V2

Security Policies & Procedures
 Section 8
Mail Room

The building contains a mailroom which is located next to the main lobby entrance. The
mailroom contains locked individual mailboxes for each residential unit. The mailroom
also contains a box for outgoing mail.

Many of the delivery services such as the US Postal Service, UPS and FedEx have
recently adopted the practice of leaving packages for residents in the mail room next to
the mailboxes. Residents are advised that this practice is not encouraged by the
Homeowner's Association or the Property Manager. The mailroom is not secure and not
a safe place to leave packages unattended.

Residents who are not at home when packages are delivered should make other
arrangements to assure that their packages are safe. This may include having
packages delivered to a neighbor who is at home, receiving packages at work, or using
some type of private mailbox service

Section 9
Move-In and Move-Out Procedures

Residents who are moving in or out of the building should observe the following
procedures:

 Provide not less than seven days advance notice to the Property Manager prior
to moving in or out of the building.
 Don't allow movers to prop open exterior doors when loading or unloading unless
someone is standing constant watch over the doors.
 Use protective pads as needed to protect walls, stairways, and the elevator.
 Be respectful of other residents; don't obstruct entrances or hallways. Don't tie up
the elevator for extended periods - take a break to let others use it.
 Return common area keys and garage door transmitters to the Property Manager
after you have vacated your unit.
Section 10
Resident Security Awareness

The actions of residents can make a big difference in just how secure the building will
be. Buildings where the residents are careless about security often are plagued by
crime problems, even in low-crime neighborhoods. Conversely, buildings where
residents take simple precautions to protect themselves and their property often
experience far lower rates of crime than similar properties, even in high-crime areas.

Happy Valley Condominium 7 V2

Security Policies & Procedures
 The following are some steps that you can take to provide an improved level of security:

Security of Your Residential Unit

 Always lock the entrance door to your unit. If the door is equipped with a
deadbolt lock, use it.

 Don't hide a spare key outside of your unit. No matter how clever you think your
hiding place is, it can be obvious to an experienced burglar.

 Don't leave patio doors or windows unlocked when you leave, even if your unit is
on an upper floor.

 Don't store valuable items such as bicycles on your patio where they can be seen
from the street or alley.

Security of Your Automobile

 Always keep your car locked with the windows fully rolled up.

 Don't leave valuables displayed visibly in your car. Many car prowlers will break
into a car for something as small as a handful of coins.

 When removing suction cup mounted devices such as GPS units, wipe marks
from the window so there are no telltale signs that something valuable may be in
the car.

Security When Entering and Exiting The Building on Foot

 Before entering or exiting, look for people standing outside the door. If someone
is standing outside the door and you don’t feel comfortable, call a friend or
neighbor in the building and ask him or her to accompany you in or out.

 Don't let unknown people slip into the building as you leave or enter, no matter
how friendly they may seem or what story they may tell.

 Be sure doors and gates close and latch behind you as you leave.

 Don't prop exterior doors open for any reason.

Security When Entering and Exiting the Garage by Car

 A rule for good overhead door safety and security is: "If you can't see it, don't
open it." Residents should only start opening the overhead door when their car is
close enough to the door so that they can see it and anyone who is standing
around it.

Happy Valley Condominium 8 V2

Security Policies & Procedures
  When using the automatic garage doors, pause to allow doors to close before
driving off both when entering and exiting. Our doors take about 20 seconds to
fully close - waiting this short period of time is a small price to pay for improved
building security.

 Be on the lookout for people who appear to be standing outside of the overhead
door waiting for it to open.

Section 11
Peddlers and Solicitors

Peddlers, door-to-door salespeople and solicitors of any type are not permitted in the
building at any time.

Section 12
Video Surveillance System

Purpose

The Happy Valley Condominium has installed a video surveillance system at the
building. The video surveillance system is used to record access at the building
entrances and in the parking garage.

The purpose of the video surveillance system is to allow the after-the-fact investigation
of crimes committed on the property. The video surveillance system is not monitored on
a real-time basis (no one is watching the cameras) and is not intended to detect or
prevent crimes as they are occurring.

Video Surveillance Recording

All video surveillance cameras are capable of being recorded continuously by a digital
video recording system. Recorded video is used exclusively for the investigation of
crimes and not for other purposes. The Property Manager is responsible for the
management of the video surveillance system and has exclusive control of the release
of video recordings produced by this system.

Recorded video is not made directly available to residents or homeowners. In the event
that a crime occurs, residents should report the incident to the police. If the police
believe that recorded video from building's cameras would assist in the investigation of
the crime, a permanent video clip of the incident will be produced and made available to
the police officer who is investigating the case.

Recorded video is generally stored for a period of thirty days.

Happy Valley Condominium 9 V2

Security Policies & Procedures