Condominium Security Services
Condominiums present unique security challenges. They often include workplaces, offices, public access areas, retail spaces, or restaurants. Most off all, condominium buildings are homes. Securing a condo requires a deep understanding of the balance between security and comfort.
Since 2013 JH & Associates has conducted more than 75 condominium security assessment reports.
Condominium Security Assessment
Initial Site Meeting: At the initial site meeting our goal is to establish the context for the assessment, understand goals and expectations, and to discuss past incidents of concern. We will conduct interviews with the Property Manager, some property staff, residents, board members and any others who might provide information relevant to the assessment.
Assessment of the Physical Security of the Site and Exterior of the Buildings: By applying principles of CPTED (Crime Prevention through Environmental Design) as well as security and property management best practices; we can identify conditions on the exterior of the site which could be exploited to gain access to the building or contribute to nuisance incidents such as graffiti, loitering and trespassing.
Assessment of the Parking Facilities: While inspecting the parking facility, we will benchmark the current operations against industry best practices to assess separations between public and private areas as well as conditions that could compromise the safety of people and property within the space.
Assessment of Building Security: We will conduct an assessment of the common areas of the building, including amenities, entrances, elevators, etc. to ensure that there is adequate separation between public and private space and to identify vulnerabilities which could be exploited to gain access to private areas.
Electronic Security Systems & Operating Procedures: We will assess the effectiveness of physical security systems including CCTV, access control, intrusion/duress, intercom and any others which might be present. We will analyze not only the capabilities of the systems but also how well they have been implemented and how effectively the property staff is using them to contribute to the security of the building.
Concierge Operations: Our assessment will include an evaluation of concierge operations including standard operating procedures, emergency management, patrol practices, and record keeping. We also will evaluate operations against regulatory requirements (PSISA, etc.) as well as training. We will evaluate staffing levels, scheduling, and overall service delivery.
Report and Table of Prioritized Recommendations: We provide a full report outlining all of our observations and recommendations from the review. The report also includes a table outlining each of our recommendations in a prioritized and color coded format to assist with post-audit prioritization and follow up. Our table format also includes an estimate of the cost of implementation our recommendations.
Presentation of Findings: Following the submission of the report, after the Board and staff have had the opportunity to review it, we offer a Zoom call to present the findings and answer questions. This call is an opportunity for the Board to seek clarification, ensure that the report meets expectations, and addresses their security and safety concerns.
Condominium Security Program Elements
Building a successful security program should be an ongoing process. A successful security program should be a combination of elements which have been developed over time, both in response to and in anticipation of the unique risks faced by the facility to be protected.
Effective Risk Assessment and Risk Analysis can be a formalized process, as shown in this report, or an informal process undertaken by staff daily. Security is everyone’s responsibility, and everyone should be in the practice of casting a critical eye on all elements of the property to identify opportunities to improve safety and security posture.
The elements of a successful program generally include:
Community Engagement: Building a relationship of trust with the resident community is critical to a successful security and safety program. Security teams can cultivate community engagement through poster campaigns, workshops, training seminars and leaflets aimed at encouraging residents to be active participants in the building’s safety and security program. The distribution of information relating to good safety practices in the parking garage, awareness of trespassers, and the best ways to report concerns to security are just a few examples of ways to enhance staff and resident security awareness. Additionally, looking for opportunities to positively interact with residents will encourage trust and information sharing.
Technology: The appropriate use of security technology can enhance other elements of the security program but should not be relied upon to replace them. Technology should be treated as a tool that can be customized to the unique needs of the facility, though it must be properly installed, configured, and trained to optimize its effectiveness.
Policies & Procedures: Policies and Procedures, along with training, should be the central part of any security program. When developed and implemented effectively, policies & procedures add consistency to the security and safety program. There should be policies and procedures, authorized and enforced by the Property Manager and Board, which delineates all aspects of the building’s safety, security, and emergency management strategy. Policies and Procedures should clearly describe the roles and responsibilities of every person involved in the safety and security program for the facility.
Documentation: The most important aspect of a Security Guard’s role is documentation. Security Guards are deployed to protect property primarily for the purpose of demonstrating due diligence and preventing loss. Unfortunately, loss is inevitable. Documenting efforts to mitigate and prevent it is the best defense against claims of negligence. Inspections add accountability to the security program and help ensure that the mechanisms described in policies and procedures are executed as they should be. Patrols, audits, notes, reports, and inventories are just a few examples of the systems which should be in place to ensure that policies and procedures are optimized and functioning as they were designed to.
Training: Ongoing and documented training not only makes staff more prepared to deal with the issues and incidents they might encounter while securing the property; it makes staff feel valued, engaged, and confident in their roles. Documented training also serves as evidence of due diligence when incidents do take place and the inevitable question of “how could this have been prevented” is asked.
