QUESTIONS AND ANSWERS ABOUT THE NEW GATE ACCESS SYSTEM

1. How will members operate the gates using the new equipment? Members will normally operate the gate by using a individually coded-transmitter carried in their car. They can also use the monthly visitor code or use the directory at either gate to call a member who can activate the gate by phone.
2. How much will the new individually coded transmitters cost members? Each current homeowner will receive two at no cost and can obtain additional ones at a cost of $35 to $50. As new homes are built transmitters will be provided for the same cost.
3. Can a member provide a transmitter to another person, such as a housekeeper? Yes, it will only be necessary to register the name of the person when the deposit is paid and the new transmitter is obtained.
4. How will visitors be admitted through the gates? They will be admitted just as they are at present, by the monthly visitor code or the telephone system now at the south gate which will also be available at the north gate.
5. How will emergency vehicles gain access? Just as at present, with the new transmitters or gate codes; also the new equipment may be equipped to permit the gates to be opened by the sound of a siren.
6. How will business like a landscape service or a plumber gain access? In one of three ways. You can give them the monthly visitor code when you request service or they can acquire their own code for a fee, which will cover the cost of administering the commercial program. They can also use the directory at each gate to call you and you can then activate the gate by phone.

7. When will the entry codes be changed? The coded transmitters for members and renters will be deleted from the system when they move out of Surf Pines, sell their property or lose or misplace a transmitter. Visitor codes will continue to change each month. Codes assigned to businesses will be changed every 6 to 12 months.

8. How will guests at special events be admitted? You may either provide them the visitor code in advance or by arrange in advance for the gates to be tied up for a short period of time.

9. What hours do the visitor codes and commercial codes work? Both visitor codes and commercial codes work only between 6 a.m. and 9 p.m. daily.

10. If I show up at the gate without my transmitter and can’t remember the visitor code how do I operate the gate? One of two ways. Using the directory and phone system you can call home or call a neighbor and ask that the gate be opened or you may call security with the same request.

11. How many encoded transmitters will the new system allow? Up to 10,000 transmitters, 2000 code numbers and 1000 names in the telephone directory. Many more than we will ever need.

12. Can a member have a personal code rather than a transmitter? This will no longer be an option except in extraordinary cases which will have to be approved by the Security Committee.

13. What if we have a power outage? The gates operate on a twelve-volt battery system and will continue to operate for about three hours without any other power source.

14. What are we doing to maintain the existing gates? How many more years will they last? We expect the gates to last at least another 10 years. We have organized a monthly preventive maintenance schedule and will be replacing some parts that wear out even before they fail. We have also increased our inventory of spare parts and arranged for emergency service with a local contractor.

15. Will we be able to use this new equipment if and when we do replace the gates? Yes, it is compatible with any gate type of system.

16. The new equipment includes computers. How do we keep hackers out? Skilled hackers break into the Pentagon’s computers. No one would likely accidentally get into the system but a skilled hacker could not be kept out. But if they did get in they would have access only to members’ names and phone numbers, already readily available elsewhere, and to activated code numbers. No personal information is collected or stored there.

17. When will this change take place? Bids will probably be received in late January and approved by the Board of Directors at its February meeting. Ordering of the equipment and its installation will take 30

Coded transmitters will replace both the un-code transmitter now used by members and the personal entry code numbers assigned to members. The estimated cost is $ 20,800 for the purchase of 460 transmitters and a receiver for each gate. We propose that these new transmitters remain the property of the Association. Initially, members who have previously purchased transmitters will receive a replacement for up to two without cost when an old one is returned. New members and members who want additional units will be able to obtain them for a security deposit which will be refunded upon the return of the transmitter in working condition.

The new keypads and directories in combination with the coded transmitters would have the capacity to serve the total estimated users when Surf Pines is fully developed They would permit easy addition and deletion of code numbers through entry in a computer. The estimated cost including removal of the existing equipment and installation of the new is $21,000.

The proposed new protocols for gaining admission to Surf Pines and for operating the system are described in some detail in an attachment. In summary: