ACCESS INTO IMPERIAL
The primary function of the Imperial Access Control Officer
contract personnel is to permit access to Imperial in accordance with the
following rules established by the Greater Imperial Board (GIB).
The Access Control Officer shall screen all persons seeking admission
through the Imperial gate visitor control system to determine if access is
authorized and appropriate.
Effective September 3, 2012 admission of all persons through the visitor’s
access control system shall require the presentation of a valid driver’s
license for scanning, as appropriate based on these Post Orders, for access
onto Imperial’s private road.
Non vehicle personnel seeking entry shall also show appropriate access
identification (e.g. a valid driver’s license).
All information available and collected from the processing of an offered
Driver’s License shall be considered to be private and the Access Control
Officers shall be responsible for handling, utilizing, and protecting said
information in accordance with the Privacy Statement Policy signed by each
Access Control Officer.
RESIDENTS/RENTERS
Any Imperial resident (lot owner/condo owner/homeowner/renter) has
an absolute right of entry to his or her (hereafter his) residence and a
right to pass through the Imperial access control system. That does not
mean, however, that an Imperial resident is entitled to entry into Imperial
without adequately proving who he or she (hereafter he) is and his
resident/renter status. A few simple rules, properly enforced, are all that
is required:
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A resident with an activated smart pass is entitled to entry without
screening through the resident’s lane.
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A resident without an activated smart pass shall be admitted through the
visitor’s lane upon presentation of a driver’s license for
identification and/or establishing his place of residence.
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A resident being driven in another person’s vehicle shall be admitted
upon presentation of identification establishing residence at an
Imperial address (e.g. a driver’s license). If identification is
unavailable, a resident may be admitted if he gives the residence
address and recalls the names of persons on his permanent guest list.
The vehicle driver must present a valid driver’s license for
access.
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A short term renter shall obtain a copy of a letter from the management
company representing the owner of the property he is renting to the
GIB’s Property Manager advising the length of the rental. Upon
presentation of a rental letter/lease and a valid driver’s license the
renter shall be issued a renewable dashboard pass by the Access Control
Officer.
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A new owner shall be issued a dashboard pass for a two week period by
the Access Control Officer upon presentation of evidence of recent
purchase, (e.g. a copy of a warranty deed) and a valid driver’s license.
This will enable the new owner enough time to purchase a smart pass from
the GIB’s Property Manager’s office.
GUESTS/VISITORS
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No person is admitted as a guest or visitor without the express
authorization of an Imperial resident/renter/Golf Club or Racquet Club
member (hereafter resident or residents). The Access Control Officer
will determine if a guest or visitor (hereafter visitor) wishing to
enter Imperial through the visitor’s lane is authorized as specified
below. Presentation of a driver’s
license will also be required for access.
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The Access Control Officer will determine the name of the proposed
visitor and the
name or address of the Imperial resident he proposes to visit.
3. The
Access Control Officer will examine the data entry for the resident and
determine if
the proposed visitor is on the resident’s permanent guest list. If he is on
the guest list, the visitor will be admitted.
Presentation of a driver’s license will also be required for access.
4. If the
proposed visitor is not on the resident’s permanent guest list, the Access
Control Officer will examine the resident’s voice, email, or fax to
determine if entry has been authorized.
If he has been so authorized by the resident and presents a valid
driver’s license, the visitor is admitted for access.
5. If the proposed
visitor is not on the resident’s permanent guest list and has not been
authorized by voice mail, email or fax, the Access Control Officer MAY
attempt to reach the resident by phone to obtain authorization. If the
volume of traffic makes a phone call unfeasible or if the Access Control
Officer is unable to reach the resident, the proposed visitor will be denied
entry. If the resident authorizes entry, the visitor will be admitted upon
presentation of a valid driver’s license.
VENDORS (INCLUDING CONTRACTORS)
Vendors on the SPECIAL LIST attached hereto and made a part of
these Post Orders are to be admitted at any time on any day of the week
without screening except the entry of the Company name on the Access Control
Officer’s daily log.
Presentation of a driver’s license ID will also be required for access.
All other vendors shall be admitted on the hours and on the days
mentioned below under the following procedures:
All vendors on the GENERAL VENDORS’ LIST attached hereto and made a
part of these Post Orders shall be admitted upon presentation of a valid
driver’s license. All other vendors shall be admitted upon authorization by
a resident in the same manner as the admission of the visitor and upon
presentation of a valid driver’s license.
Vendors on the GENERAL LIST that are authorized for entry can be
issued a gate pass for a period of up to 30 days.
In the absence of a resident’s authorization, the vendor will not be
admitted
(Amendment 3 in red deleted the sentence below)
All vendors shall have their business names plainly marked on their vehicle.
Admission of vendors, EXCEPT VENDORS ON THE SPECIAL LIST, shall be
limited to the hours of 7:00 a.m. to 6:30 p.m. on Monday through Friday, and
7:30 a.m. to 4:00 p.m. on Saturday. Admission of vendors on Sundays and the
following holidays is prohibited except that food, fruit and flower
deliveries shall be permitted on Sundays and holidays*:
New Year’s
Day
Easter Sunday
Memorial
Day
July 4th
Labor
Day
Thanksgiving
Christmas
|
(Amendment 1 in red)
*The vendors listed below may be authorized for entry on the
times and days listed above as emergencies by owners:
Plumbers, Electricians, Air Conditioning and Heating, Elevator Service,
Locksmith, Dangerous/Exotic Animal Removal, Refrigerator Delivery, Water
Heater Delivery/Installation, Fire Service and Water Extraction Service.
No other owner authorized emergencies are permitted unless
emergency admission is approved by the President of one of the Imperial
communities, the GIB Director or Assistant Director of one of the Imperial
communities, a member of the Executive Committee of the Greater Imperial
Board (President, Vice President, or Secretary), or the President of
Imperial’s Property Management Company (or their assigned designees).
Notification of emergency access approval must be given by the
authorizing official to gate house personnel.
REALTOR ACCESS
Realtors, after showing identification (Realtor’s License or
business card) and his valid driver’s license, shall be admitted without
authorization from a resident on all days of the week between 8:00 a.m. and
7:00 p.m. but not on the following holidays: New Year’s Day, Easter,
Thanksgiving, and Christmas.
Clients are allowed entry following an authorized realtor.
Detailed access rules for listing and buyers realtor agents are
attached and have been distributed to the Naples Area Board of Realtors
(NABOR).
Any persons responding to an open house advertisement shall be
admitted allowing that they know the street address or the realty company
and have produced their valid driver’s license. Entry for the purpose of
inspecting a residence or open house shall be under the same rules as that
of a Realtor. (Between 8:00 a.m.
and 7:00 p.m. but not on the holidays designated above - New Year’s Day,
Easter, Thanksgiving, and Christmas).
GOLF CLUB MEMBERS, GUESTS AND EMPLOYEES
The Imperial Golf Club shall provide and update with changes
listings of their members and employees, in alphabetical sequence by last
name, to the GIB’s Property Manager’s office (currently Gulf Breeze Property
Management Services) on the first working day of each month.
Changes (additions or deletions) during the month shall be indicated
on the listings and those changes should be provided as they happen to keep
the listings current and to insure access to the Club’s members.
Each morning the golf club will fax to the gate house the names of
persons having tee times or dining reservations (reciprocals). Non-resident
guests will be admitted if their names are on the daily list.
Presentation of a valid driver’s license will also be required for
access.
A golf club member who does not have a resident’s smart pass to use
the resident’s lane for entry shall be authorized entry through the
visitor’s access control system if his or her name is on the updated list of
members provided by the golf club and upon presentation of a valid driver’s
license for access. Golf Club
members are authorized to purchase windshield mounted smart passes from the
GIB’s Property Manager and then to use the right automated entry lane for
entry into Imperial.
A golf club employee with a duly issued and presented Golf Club ID
pass indicating his or her employment status shall be admitted upon
presentation of a valid driver’s license.
The golf club hosts numerous special events. The golf club will fax
or deliver to the gate house a list of special events to be held during a
week. A person seeking admission, who correctly names the special event
being held that day, shall be admitted upon presentation of a valid driver’s
license for access.
(Amendment 2 in red)
For Golf Club sponsored golfing events only, a participant whose name
is on the alphabetical listing of participants for that golfing event, shall
be admitted just by verifying that their name is on the list of golf
participants.
Attendees for special events with fewer than 100 guests will be
allowed entry if they correctly give the name of the event and their names
are on the guest list (provided in alphabetical sequence by last name if
possible). Guests attending
larger events with over 100 guests expected will be admitted if they
correctly name the event.
Presentation of a valid driver’s license will also be required for access
even if it is not scanned into the data base.
A golf club member may invite a person or persons to the club house
for dining or golf. The golf club will furnish the gate house a list of club
members in alphabetical sequence by last name and keep it current with
written additions and deletions. A person seeking admission as a guest of a
named member shall be admitted. Presentation of a valid driver’s license
will also be required for access.
The golf club has a single
PIN number and voice mail privileges. The Access Control Officer shall check
the golf club’s one voice mail call in line
for access authorization for a person seeking entry as an expected guest of
the golf club. In the absence of
such authorization they will not be admitted into Imperial.
Presentation of a valid driver’s license will also be required for
access.
Persons may seek entry as applicants for employment or potential
new golf club members. The Golf Club must call in all applicants and or
persons seeking meetings with various Club employees through the voice
server. In the absence of such
authorization they will not be admitted. The Access Control Officer shall
telephone the golf club manager’s office and seek authorization for their
admission if there is time to do so without backing up incoming traffic.
In the absence of such authorization they will not be admitted into
Imperial. Presentation of a
valid driver’s license will also be required for access.
RACQUET CLUB STUDENTS, GUESTS AND EMPLOYEES
A racquet club client/program participant who does not have a
resident’s smart pass to use the resident’s lane for entry shall be
authorized entry through the visitor’s access control system if his name is
on the updated list presented in alphabetical sequence by last name,
provided by the racquet club and upon presentation of a valid driver’s
license for access.
Each morning the racquet club will fax or hand deliver to the gate
house the names of persons having a scheduled court or lesson time, as
applicable. Said list should be in time sequence so that the guest can
identify their scheduled court/lesson time.
Non-resident guests will be admitted if their names are on the daily
list. Presentation of a valid
driver’s license will also be required for access
Racquet Club employees may be entered as permanent guests on the
Racquet Club’s guest listing to authorize their access and updated as
required by any changes to an employee’s status.
Vendors shall also be entered on the racquet club’s permanent list.
Long term students may also be entered on the racquet club’s
permanent list along with their parents/guardians and including the date of
the end of their contract.
Presentation of a valid driver’s license will also be required for access.
Regularly scheduled tennis events, like the Men’s Doubles Monday,
Wednesday, Friday or Saturday event, shall have a listing provided to the
gate house in alphabetical sequence by last name of both regulars and named
substitutes. Daily substitutes
that are not on the previously provided access authorization list will be
called in by the racquet club using the automated call in system to the gate
house (Currently 239-597-2005).
Presentation of a valid driver’s license will also be required for access.
The racquet club hosts numerous other special events. The racquet
club will fax or deliver to the gate house a list including the dates and
times of all special events to be held during each week. A person seeking
admission, who correctly names the special event being held that day, shall
be admitted. Presentation of a
valid driver’s license will also be required for access.
Special racquet club events will have a faxed or hand delivered
guest list, in alphabetical order by last name, available at the gate house
the day before the event. Special Event Colored Passes from the event
sponsor to the guests should be provided to facilitate processing those
guests entry thorough the visitor’s lane. All guests displaying the
approved Special Event Colored Pass will be allowed entry to the event.
Presentation of a valid driver’s license will also be required for access.
Attendees for special events with fewer than 50 guests will be
allowed entry if they correctly give the name of the event and their names
are on the guest list (provided in alphabetical sequence by last name).
Guests attending larger events with over 50 guests expected will be
admitted if they correctly name the event.
Presentation of a valid driver’s license will also be required for
access even if it is not scanned into the data base.
The racquet club has a pin number and voice mail call in
privileges. The Access Control Officer shall check the racquet club’s voice
mail for access authorization for a person seeking entry as an expected
guest of the Racquet club. In
the absence of such authorization they will not be admitted into Imperial.
Presentation of a valid driver’s license will also be required for
access.
Persons may seek entry as applicants for employment or potential
new racquet students. The Racquet Club must call in all applicants and or
persons seeking meetings with various Club employees through the voice
server. In the absence of such
authorization they will not be admitted.
The Access Control Officer shall telephone the racquet club manager’s
office and seek authorization for their admission if there is time to do so
without backing up incoming traffic.
In the absence of such authorization they will not be admitted into
Imperial. Presentation of a
valid driver’s license will also be required for access.
SPECIAL RULES
The Access Control Officer will grant access to each person on a
party list on the day of the party only. Presentation of a valid driver’s
license will also be required for access.
In lieu of voice mail approval for non-resident guests, a resident
may fax, email or hand deliver to the gate house a list of persons invited
to a party at the resident’s house on a specific date.
Presentation of a valid driver’s license will also be required for
access.
Vehicle Transport Trucks
Shall not be allowed into Imperial to pick up vehicles for
transport but shall load all vehicles from the roadway between US 41 and the
entrance into the gate system.
All owners/renters vehicles shall be delivered to the front entrance roadway
where the Vehicle Transport Trucks will be loaded for transport.
FIRST RESPONDERS
Fire, Emergency Medical Service (EMS), Sheriff, Florida State
Police, and other first responder vehicles shall be allowed entrance without
additional screening.
MEDIA
As a general rule members of the press or other media (Television
news crews, Newspaper Reporters, etc.) are not authorized access into
Imperial without pre-approval.
Access can be pre-approved for news coverage of special events such
as a charity golf tournament but must be coordinated with the President of
the Greater Imperial Board sufficiently in advance of the date of the event.
Presentation of a valid driver’s license will also be required.
Media may be called in to a single residence only for non-emergency
events with approval of a community President or the GIB President.
ADMINISTRATIVE AND HOUSEKEEPING RULES
The following rules do not relate to the Access Control Officer’s
primary function of maintaining good access control over vehicles entering
Imperial. Nonetheless, the following rules are important for the appearance
of the gate house and creating a favorable impression with the general
public.
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You are required to wear a full Imperial Class A uniform while on duty.
The Imperial uniform is the issued white shirt and black slacks
from the Security Contactor. An
IMPERIAL jacket has been issued for your use while employed at Imperial
only and it must be returned when you leave this post.
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You must arrive at the gate house in time for the previous officer you
are relieving to have the opportunity to inform you of any “items of
interest that may affect your shift.”
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Any unusual occurrence, including the denial of entry for any vehicle
must be reported in writing to your Supervisor on forms provided by the
company.
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When you start a shift, check to see that you have adequate supplies of
all forms, maps, passes, etc., you may need on your shift. Call your
Company Supervisor immediately to report any shortage.
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No smoking in the gate house at any time.
No sitting on any counter top in the gate house.
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The gate house lights must be on at dusk and off at dawn
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You are not authorized to accept packages or envelopes for any resident
(except GIB). Do not do so.
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You are not authorized to have guests or visitors in the gate house at
any time. The sole exceptions are GIB directors, GIB officers and
security company personnel.
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The GIB employs cleaning personnel to keep the interior of the premises
neat and attractive. Please do your part in keeping the premises clean
and professional looking.
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You are not allowed to leave the gate house for any reason during your
shift. If you become ill, immediately call your Company Supervisor but
do not leave until your replacement is at the gate house.
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When you need to visit the bathroom, hang a sign on the gate house door
advising motorists that you are momentarily detained and will be with
them as soon as possible.