Greater Imperial Board Information

 

GIB History

 

GIB Important Reminders 

 

GIB Post Orders

 
   















































WHAT IS THE GIB? The Greater Imperial Board (GIB) is the Quasi-Master Association for the 13 residential communities and the Imperial Golf Club in Imperial. These 13 residential communities and the Imperial Golf Club are the signatories of an agreement with the GIB that specifies the powers that these associations agree belong to the GIB. The GIB exercises these powers not for the benefit of the GIB but for the benefit of the 13 residential member associations, the Imperial Golf Club, and the members of those associations. The members of the associations include Imperial’s 1,548 lot, home, villa, and condo owners as well as the members of the Imperial Golf Club. WHY IS THERE A GIB? When Imperial’s developer started developing the master plan for the Imperial communities he apparently did not recognize the need for a Master Association and sold off lots without a Master Association covered in those deeds. He owned and operated the front gate access control system himself. It was not until 1990 that he recognized that a Master Association would be needed to take over the operation of the current GIB property and the original Articles of Incorporation of the GIB were approved and registered with the State. The GIB operated under his control with only voluntary contributions from the other residential communities and the Golf Club to assist in the operation of the GIB’s property. In 1997 the first formal GIB agreement with then existing member residential associations and the Imperial Golf Club was signed and the GIB operation as Imperial’s Master Association commenced as we know it today. WHAT DOES THE GIB OWN/MANAGE? The Greater Imperial Board owns, manages, maintains and improves the front entrance into Imperial from US 41, including the signage, landscaping, and lighting at the front entrance; the gate house, the signage around the gate area (wing walls), landscaping, and lighting; the road from US 41 all the way to just after the entrance into Castlewood; and the landscaping along the roadway. The GIB is responsible for management and operation of the front gate access control system and the contract for the access control officears that maintain the 24/7 operation of the front gate access control system for entry onto Imperial’s private road. The GIB is also responsible for the contract for the management of the GIB’s property by a Property Manager, currently Sandcastle Community Management (239-596-7200). The GIB contracts for landscape services to maintain the GIB’s grass and landscaping and also for appropriate insurances for their property. There are a number of other services that they contract for that support the operation and maintenance of the GIB’s property. Again all of the GIB’s property and services are managed for the benefit of the member Imperial communities, the Imperial Golf Club, and the individual members of the Imperial communities and the Imperial Golf Club. HOW DOES THE GIB OPERATE? The GIB is operated by a 14 member Board of Directors consisting of a representative from each of Imperial’s 13 residential associations and the Imperial Golf Club. This Board of Directors makes GIB management decisions by a majority vote of the member community representatives.

IMPORTANT REMINDERS Everything in the Greater Imperial Board Access Control computer system stems from YOUR telephone number/s you have registered with Sandcastle Community Management (239-596-7200). CLICK HERE to view how to Authorize Guests and A Maintain Lists at front gate   Voice Call In When you call the voice server (239-597-2005) it is an automated line and recognizes your phone number. If it does not, then you have not registered that number and will be asked for your pin number to proceed. The gatehouse officers do not take calls from residents for admittance of guests or vendors. If you are having a large group, you may fax a list in alphabetical order by LAST name to (239-597-1069) or deliver it to the gatehouse officer. There is no admittance into the gatehouse, so please stay in your vehicle and use the guest lane should you wish to speak to an officer. If you are accepting a delivery or contractor to a neighbor’s home you would have to be sure that they know YOUR name since you would be calling from your phone number. If the vendor gives the address or name of your neighbor, they would not be listed under that address and would be denied entry. You have several choices in length of time for guest admittance; 1, 3, 7 or 30 days. If you cannot call on the day of admittance the following example will apply: If today is Saturday, and you want to call in someone for Monday, you would need to use the 3 day pass, or it will drop out of the system before Monday using a 1 day pass. All of the gate access is automated and since it already ties your phone number to your address and name, you do not have to say them. Keep your message as short as possible Example “Richard Smith” or “ ABC Air Conditioning,” “Monday,” Do not leave messages as the line is all automated and just sends your message to the computer. You must keep your phone numbers up to date. If you have someone trying to enter to your property and have not called them in, and IF the officer has time to call you, they will call the first number listed. If there is no answer because it is out of service or not your number any more, your guest will be denied entry. This is because there is only one officer on duty per shift, and there are approximately 700-1,100 vehicles per day through the guest lane to deal with. E-Mail authorization of Guest/Vendor If you choose to use the email system it is gibsecurity@comcast.net the same thing goes for this system; It knows who you are IF you have registered your email address with Sandcastle Community Management (239-596-7200). In the subject line put in the name of the guest or vendor i.e. Subject: Richard Smith Make the message as short as possible keeping it to a single line of type Richard Smith or ABC Air Conditioning, Monday. Permanent Guest/Vendor List It benefits everyone if you put people on your permanent list, such as Relatives, Frequent Friends, Health Care Workers, Pool Cleaner, Air Conditioning, Plumber, House watch, Landscaper, Pest Control, House Cleaner, Window Washer, Handyman, Computer person, Pizza, etc. Anyone that does work for you can be put on your permanent list. This helps you by not having to call or email them into the system if you forget and then the guard does not have to call you to allow entry. Smart Pass-Resident Lane If you have the old hard case smart passes that are wearing out, it may be possible to reprogram them at Sandcastle Community Management (239-596-7200). If they are not able to reprogram them, you will need to purchase a new smart pass that will be adhered to your windshield. It is a requirement of the Greater Imperial Board that all smart passes be attached to your windshield by an employee of Sandcastle Community Management. If you do not allow this, then you will not be sold a smart pass. The visitors’ lane will be your only access into Imperial. There is a discount of $10 when you turn in a hard card smart pass and purchase a new soft smart pass. The old hard card pass must be registered to you and active for this to take effect. Littering, Speeding, Left Turn Lane, Signs, etc. Littering on Imperial Golf Course Blvd. is getting out of control. Please do not throw out your garbage or cans on the side of the road. The cost of cleaning this up is directly passed on to you in the monthly fee paid to the GIB from your association. Speeding and passing on Imperial Golf Course Blvd is prohibited. Speeding on the exit lane near the gate house is very dangerous for anyone standing or crossing to the gatehouse. The only recourse to end the speeding would be the installation of more speed bumps. The length of time on the left turn lane at 41 allows approximately 8 vehicles through each light. If the line of cars is not to the end of the island, please do not block the right hand lane for those people wishing to turn right. • All vendors/contractors must have a sign on their vehicle. mary function of the Imperial.      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: 1. A resident with an activated smart pass is entitled to entry without screening through the resident’s lane. 2. 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. 3. 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. 4. 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. 5. 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 1. 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. 2. 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.  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  *Except in emergencies where admission is approved by the President of one of the Imperial communities, the President of the Greater Imperial Board, or the President of Imperial’s Property Management Company (or their assigned designees). 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 Sandcastle Community Management (239-596-7200)) 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. 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. 1. 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. 2. 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.” 3. 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. 4. 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. 5. No smoking in the gate house at any time. No sitting on any counter top in the gate house. 6. The gate house lights must be on at dusk and off at dawn 7. You are not authorized to accept packages or envelopes for any resident (except GIB). Do not do so. 8. 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. 9. 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. 10. 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. 11. 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.