Leslie Cole Associates, Inc

Published By HABITAT Magazine as “Keeping Crime Out”

Historically, buildings with lax security have increased probability of crimes.

Reducing crime is everybody’s business. All of us together can make our residential complexes less desirable for criminals. As security is essentially preventive in nature, our goal is to displace crime by creating an environment, wherein, when crime is perpetrated at a complex, it can be shown that the "occurrence" was the exception. A complex will never be as secured as it should be unless every resident is involved with the preventive program.

Unless we have lived in some remote area of the world without means of communication, we ought to know that our security today is not as reassuring as it was just a few years ago. That lack of reassurance is also true in residential environments.

Boards of Co-Operatives or condominium apartment buildings will be well served if they expeditiously take proactive measures to address potential risks of harm to residents, be it owners or tenants. It takes a comprehensive approach, which starts with thorough planning. As with most other things that we do successfully, dealing with crime, terrorism, and security in a
Residential environment, require planning.

As a security professional, I deal with security as a science. As security professionals, our goal is to displace crime by taking proactive measures, rather than being reactive. I encourage Boards of Co-Ops and condos to do likewise. Security is a process and I encourage you to accompany me as we methodically and strategically formulate a plan to make your building a safer place for all. Planning is an important element in the administration of your protection program.

I should caution you that as no two buildings are the same, no two solutions will be the same for every building. Concepts which may be applicable procedures for a six-story walkup may not be appropriate for a 30-story high-rise or for a multi-building complex. We will however address fundamentals which should be germane in most residential environments.

The first and most important element in minimizing security-related incidents is management's commitment to security. As such, the Boards of Co-Ops and condo apartment buildings will be well served to demonstrate its commitment to the residents that cost-effective measures will be embarked upon.

With a pledge and the allocation of resources, the next practical step is to have a Risk Assessment conducted by a professional. If your Board chooses not to pay to have an independent professional security consultant perform the assessment, the Crime Prevention Unit of your local precinct will provide a Crime Prevention Officer. It is not suggested that you have someone from an alarm or guard company or in-house personnel conduct the assessment. A professional consultant, unlike an account executive in either the alarm or guard industry, is objective, and markets only time, experience and education.

The Risk Assessment is the analytical process used to minimize risk by applying security measures commensurate with the relative threats and vulnerabilities. To be most effective, the process should include a Security Survey and a Crime Analysis for at least 3 years.

The results from the analysis will provide a picture of the level of threat. It will determine vulnerabilities by identifying future risks and hazards to be anticipated.

With the risks identified, we can then plan countermeasures and an effective security program. The implementation process is known as The Systems Approach to Security.

The Systems Approach to Security is the integration of Hardware, Software and People. Examples of Hardware are Closed-Circuit Television Systems (CCTV), lights, locks and alarms. Examples of Software are Post Orders and Directives given to employees, especially those with protective functions. Examples of People are the personnel assigned to a complex, especially those with protective duties.

One of the most effective ways of preventing problems is to prevent them before they even begin. This is more true when it comes to the processing of problem employees.

The best way to handle problem employees is to perform a thorough background check before they are even employed. Rather than inherit a problem employee who someone else is trying to unload, by doing due diligence you can solve your problems.

As part of your guidelines, new employees should:

• Complete a written application
• Agree to pre-employment screening
• Agree to have a credit check made
• Agree to have reference checks made
• Past employment references must be checked
• Have the employee’s name on the uniforms
• Instructed to wear photo ID provided while on premises
• Be provided with written security rules and regulations
• Not be employed if convicted of certain crimes

Depending on the type of complex that you operate, due diligence is not only for your potential employees. You can successfully solve some of your problems by doing due diligence on prospective residents also. If the person is coming from an environment in which he or she created lots of problems, it is in the best interest of the Board and others in the complex, to decline the person’s application.

With the staff retained, the next requirement is to provide adequate training to each member. Every member of the staff should have a realistic expectation as to what is expected by management and the Board.

Policy and procedures will have to be developed. These policies and procedures must be in writing. The activity of every component is dictated by the written policy and procedures. Each component within the complex must be provided with the policies and procedures. Each employee must know the policies and procedures and each should fully understand what his or her role is.

Each element must fully understand its role and roles and responsibilities of other components.

Management MUST enforce its rules and regulations and enforcement must be implemented equitably, impartially and fairly.

As a liability expert, I cannot over emphasize that there are serious liability problems if penalty associated with violation is not enforced.

Having addressed issues involving software and people, we will now embark on the structure itself and address some of the other issues.

Liaison with the appropriate police, fire and other emergency service should be established. This is important as they know your complex is located before you need them, and they have the opportunity to review the emergency operations and procedures of your complex.

A Door is the second most popular point of entry for criminals. There are various components to the door system. The door, locks, hinges and frames. Exterior door frames should be made of either solid core wood or metal. A number of things could make the system loose its integrity. Among them are exterior doors which are not made of either solid core wood or metal; the improper installation of either the locks or the hinges or frames that are not well secured. Roof doors should be secured from within and equipped with an “exit” alarm.

Crawl space located space above the top floor ceiling and below the roof may connect apartments. Some buildings, especially older attached ones may have crawl space above the top floor ceiling and below the roof. In some situations, the space connects apartment units. It is encouraged that tenants find out if the building has a crawl space. If it does, follow the regulations of your fire department and secure it.

Doorpersons should be provided with written instructions, provided with relief breaks, and provided with a phone and emergency instructions.

Knowing how to deal with strangers can save you from harm. If you see someone in your building who seems suspicious or out of place, contact the doorman or superintendent. If you feel that the stranger intends to perform a criminal act, or is in the process of doing so, contact the Police immediately.
Depending on the type of building, if you are suspicious and feel that your safety is in jeopardy, residents should be educated not enter or remain in an elevator with a stranger. Management is encouraged to install a large mirror in the elevator to alert persons approaching as to the occupants of the elevator.

If there is a stranger waiting at your door when you arrive home, be cautious as he or she may be dangerous. Do not let a stranger in unless you are positive of the person’s identity. Do not sign-in a stranger at the doorman’s station as you will become responsible for that person’s action.

Convex mirrors should be installed in your building as it exposes hidden corners and will help to prevent any surprise attacks.

Non-residents should be monitored while on the complex. There should be sign-in procedures for guests and contractors. Unless you are positive of a person's identity, do not let in a stranger. This is also true with signing-in a stranger at the doorman's station, as you will become responsible for that person's action. The Board's policy should be in writing and should be implemented consistently.

Locks should always be in working order. Deadbolt locks with a one-inch throw is preferable. Alternatively, a drop bolt lock may be used. To complement the lock, it is recommended that a prick resistant cylinder be installed, along with a cylinder guard plate. A qualified licensed locksmith should be used in the installation. In situations where additional locks are required, they should be positioned 18" to 24" above or below the doorknob. As you do not want to have it too high for the disabled, elderly and children, consideration should be given to make sure that it is not installed in a manner that deny them access.

Every residential complex should have an effective key policy. Management should always be provided with duplicate keys for apartments.

Any resident who does not provide a key is endangering himself and his family and will be required to cover any expenses incurred when entering the apartment in the event of any emergency. There are various methods with which duplicate keys are secured while in the possession of management. These keys are locked in a file and only used in the case of an emergency. There should be a separate key locker for duplicate apartment keys and the keys should be sealed and the number of the seal recorded.

Edge guards (Jimmy Bars) are devices installed near the lock that prevent the use of a crowbar to “Jimmy” the door open or the use of a credit card to pick the lock. Edge guards should be installed near lock to prevent use of crowbar to “Jimmy” the door open. If edge guards are not installed properly, they may aid in a break-in. When installed improperly, Jimmy Bars aid in a break-in, as bars create a fulcrum or see-saw effect.

Management is encouraged to install a large mirror in the elevator to alert persons approaching as to the occupants of the elevator. Elevators cars are to be equipped with emergency intercoms or phone. Elevators and the entrances to elevators should be properly illuminated and the interior lights should be protected so that they cannot be disconnected. Depending on the type of building, some may even be equipped with a CCTV camera. Elevators should be programmed not to go directly to the basement from the upper floors.

Intercom and Buzzer entry systems are very effective security devices if used correctly by all residents. If it not used properly, it could present a problem as the improper use of the systems will allow criminals to access the apartment building. Residents should be provided with written instructions as to how to operate the intercom. In non-door person buildings, compliance rules should be tested.

There are certain simple rules that management should constantly encourage residents to execute. Re-educate your Co-op members to follow these simple rules.

Do not buzz someone in unless you are absolutely positive of their identity. If not sure, ask questions.

If your unit does not have an intercom, have a pre-arranged buzzer signal for expected visitors or request that visitors call before arriving. Drop-in visits should be discouraged. Do not buzz in a person who claims they are a friend or relative of your neighbor. Tell the individual to wait until the host return home. Confirm the identity of each person before buzzing them in. Every tenant or apartment owner is responsible for following the guidelines.

The Closed-Circuit Television System (CCTV) is the extension of the human eyes. If a CCTV is used, it should be monitored and someone should be available to respond, and have adequate signage advertising that CCTV is being utilized. I do not advocate using “dummy” cameras. On rare occasions when a dummy CCTV camera is used, it should be used only as a decoy and in conjunction with a functional concealed CCTV camera. In such situations, the functional CCTV camera should be connected to a VCR.

Proper illumination in a residential environment is a must. All public access areas, elevators, entrances, stairwells, laundry rooms are a few examples that need adequate illumination. Management must ascertain that light bulbs are secured and that high intensity lighting on the outside are used as they have the potential to scare off would be criminals.

A Laundry Room is one of those vulnerable locations within a building. House rules should be developed and enforced. Some may require operating hours of the laundry room. Some may be equipped with panic buttons to alert others, including the doorperson, of an attack in progress; some may be equipped with a CCTV. In each case, they should all have the windows and vents secured and should be properly illuminated.

Windows are the most common points of entry by criminals. Basement and fire escape windows are the most common.

Air Conditioners provide easy access for criminals if the unit is located in an accessible area. To prevent the air conditioner from being pushed in or pulled out, secure the unit to the sleeve of the window.

Basement and fire escape windows are among the more common entry points used by criminals. The most vulnerable windows are those near fire escapes or accessible areas. Windows within 12 feet off the ground should be considered accessible. These could range from skylights to basement, from first floor to top floor. Extra precautions should be taken on windows located near fire escapes or ground level.

Never assume that Basement or Cellar windows are too small for entry. They are the most popular points of entry for criminals. Too many of us make the mistake of having the false assumption that the window is too small for criminals to enter. While the padlock type gate may appear the safest, it is not, as during an emergency, extra time is required to make an emergency exit. Openings to basement and cellar levels should be alarmed and properly illuminated.

The best defense is safety gates or grills. Regardless of which one is used, we should make sure that it allows for emergency exit and that your local fire department has approved its use. In installing these devices, make sure that the screws are long and strong enough to firmly anchor the gate to the interior wall stud or the window frame. Again, the safety latch must allow for emergency and it should be approved.

Some terraces can be accessed by creative burglars. Secure the door from the terrace, the same way you would your front door. This is more so if the terrace is within 12 feet of the ground or is accessible from the roof.

If you are allowing a person to stay in your apartment, it is required that you notify the superintendent or doorman that you have authorized visitors. Provide them with the person’s name and the dates that the guest will be occupying your apartment. A visitor not registered with the super or doorman should not be allowed in your apartment under any circumstances.

Before embarking on a trip, precautions should be taken when you are leaving your apartment. Double lock your doors and shut and lock your windows. If leaving for a prolonged period, ask your neighbor and superintendent to keep an eye on the apartment and to collect your mail and newspapers daily. If you do not have a reliable person to collect the newspaper and mail, suspend the subscription and ask the post office to either hold your mail or forward it to another address. Whatever you decide to do, you should not have unnecessary “stuff” accumulate at the entrance.