Security Camera Information

Rules and Regulations

CAMERA COMMITTEE:
A committee consisting of two to three people, plus the President of Ridglea Country Club Estates Homeowners’ Association (RCCEHA), will comprise the Camera Committee. The committee members will be appointed on a year by year basis by the incoming RCCEHA President.

BUDGET:
The front entry camera expenses will be included in and paid out of the annual budget.

ACCESSIBILITY:
· Camera Committee: The Camera Committee is responsible for fielding requests in a timely manner.
· Review Procedures: The purpose of the cameras is to prevent crime in RCCE. In order to maintain the privacy and security of all residents, the cameras will only be reviewed when a serious crime has been reported to law enforcement or in the event of “suspicious vehicle and/or person(s)” activity.

  • Requests for the camera recordings to be reviewed after a crime has occurred in RCCE should be made via an email or phone call to a member of the Camera Committee, an Area Rep, or a member of the RCCEHA Board. The request should include a description of the incident including the date and time, the police report number, and the detective assigned.
  • The Board reserves the right to request that a resident who is not in good standing pay their annual dues before recordings are reviewed. In the event that the resident is unwilling/unable to pay their dues, the Board reserves the right to determine whether to proceed with the review.
  • The Camera Committee and/or Board reserves the right to review and determine, on a case-by-case basis, whether the recordings may be reviewed. As a general rule, the camera recordings will be reviewed if it has been determined that A) a serious crime has occurred, B) a police report has been filed AND C) if the window of time during which the crime may have taken place is short enough for a review to produce results. A tight time period and a detailed description of a vehicle of interest greatly increase the likelihood of positive results.

FINDINGS:
If the incident is deemed reviewable, a member of the Camera Committee will review the recordings. Where there are one or more possible vehicles/persons of interest identified, the relevant segment(s) of the recording will be sent to the applicable member of law enforcement. Law enforcement will be followed up via phone and/or email by the Camera Committee member to confirm it was received. The findings will be confidentially communicated to the Board. A Camera Committee member, member of the Board, or Area Rep will contact the requestor as well, to let them know whether the recordings provided results and whether that information was communicated to law enforcement. Descriptions and/or images of the vehicle(s)/persons of interest are NOT to be shared with the residents (especially the victim). The exception to this is when law enforcement confirms that a suspicious vehicle or person, identified in the recordings, is known to them and that it is prudent to send out a description of the vehicle and/or persons for the security of the neighborhood.

RATIONAL

During 2013, in response to an increase in residential burglaries in Ridglea Country Club Estates (RCCE), Ridglea Country Club Estates Homeowners’ Association (RCCEHA) formed a committee to explore placing security cameras at the entrance and, if necessary, various points within the neighborhood. After obtaining input from several vendors and multiple residents, a vendor was chosen and the final plans approved. A fundraising campaign was initiated, seeking a voluntary $75 per household donation, and the funds were quickly raised to pay for the full installation, with a surplus to be used to cover the monthly internet connection fee and future system repairs and maintenance. The final, installed system consisted of 3 cameras mounted on one pole on the exiting (east) side of Ridglea Country Club Drive. One specialized, license plate camera records the license plates on each outgoing vehicle and two high-resolution cameras equipped with night-vision capabilities record the entrance/exit lanes of Ridglea Country Club Drive from two different angles, allowing for front and side views of incoming vehicles and side and rear views of exiting vehicles.

DATA MANAGEMENT:
· Location: Camera data is recorded onto a DVR stored in a locked, metal, climate controlled box. The data is accessible either at the box, by directly accessing the DVR, or via an internet connection using the vendor-supplied software to access the DVR.
· Recording Length: The recording length is constrained by the storage size of the DVR. With the current camera settings, approximately 14 days of data is stored before the rewrite begins.

ACCESSIBILITY:
· Camera Committee: At time of installation, a three-person group was selected to have access to the DVR. This group was responsible for fielding requests, updating the RCCEHA President on all issues/reviews performed and, where applicable, forwarding any relevant information to the local police.
· Review Procedures: The purpose of the cameras is to prevent crime in RCCE, not to assist residents with any other matters where they deem that the information recorded by the cameras may be beneficial/pertinent to them. In order to maintain the privacy and security of all residents, the cameras will only be reviewed when a serious crime has been reported to law enforcement or in the event of “suspicious vehicle and/or person(s)” activity.

  • As a volunteer homeowner association, the Camera Committee and/or Board reserves the right to review and determine, on a case-by-case basis whether the recordings may be reviewed. As a general rule, however, the camera recordings will be reviewed if it has been determined that A) a serious crime has occurred, B) a police report has been filed AND C) if the window of time during which the crime may have taken place is short enough for a review to produce results. For example, a home burglary that took place “over the weekend” would not provide a narrow enough timeline for the recordings to be reviewed due to the large volume of traffic in and out of RCCE. However, a shorter time period, particularly one coupled with a description of a vehicle of interest, would greatly increase the likelihood of positive results.
  • If the incident is deemed reviewable, any of the Camera Committee members will review the recordings. Where there are one or more possible vehicles/persons of interest identified, the relevant segment(s) of the recording will be downloaded and saved to the RCCE Dropbox account. The pertinent information (make, model, license plate number) is then sent to the applicable member of law enforcement along with the video(s). Law enforcement is generally followed up via phone and/or email by the Camera Committee member to confirm it was received. The findings are confidentially communicated to the Board. A Camera Committee member, member of the Board, or Area Rep will contact the victim, as well, to let them know whether the recordings provided any helpful information and whether that information was communicated to law enforcement. The description and/or images of the vehicle(s)/persons of interest are NOT to be shared with the residents (especially the victim). This is important to protect RCCEHA from liability, as well as the privacy of persons identified in the recordings. The exception to this is when law enforcement confirms that a suspicious vehicle or person identified in the recordings is known to them and that it is prudent to send out a description of the vehicle and/or person(s) instructing residents to notify the police if the vehicle or person is seen in RCCE.

Submitted by Misty Ray, 2017 President of RCCEHA with assistance from Janese Massey, 2017 Camera Committee Member. Approved by the RCCEHA Board of Directors on October 16, 2017.