Raintree Community President’s Message February 8, 2023
Greetings to all Raintree residents:
The New Year is here and Raintree’s improvements and updates continue to roll out. My focus in today’s message is on two topics; (1) the new vehicle tag system being installed and (2) communication from management and the Board to our residents at Raintree.
The new vehicle tag system being installed
The project to upgrade our security gate and camera systems continues to progress. The additional sensor systems, cameras, and software to eventually switch over to the new car tag system are in the process of being installed. The new gate system at both the back gates and the main gates will continue to work with the existing “clickers” until the new car tags are distributed to residents. Car tags will be available to vehicles belonging to Raintree residents and property owners. Residents need to register their vehicles and provide a copy of each vehicle’s registration to get a tag.
All of the details on the new system are provided in the four-page instructions along with a copy of the form that needs to be completed. PDF printable copies are available on the Raintree website at https://raintreeassociation.com/wp-content/uploads/sites/1209/2023/02/2023-Raintree-Vehicle-Gate-Entry-Access-Control-Rules-and-Regulations.pdf
Paper copies are available in the blue cabinet on the front porch of the Molly Pitcher Clubhouse. Completed applications can be either dropped off in paper in the mailbox on the Molly Pitcher Clubhouse porch or can be scanned into PDF and emailed to [email protected] Residents will be contacted when their tags are ready.
In summary, the following changes will take place with the new gate system:
● The current gate “clickers” will be decommissioned and replaced with new sticker sensor tags attached to vehicles that belong to Raintree residents. The new sensor tags will automatically open the resident vehicle gates at the main entrance and at the back gate when the vehicle approaches.
● The new sensor tag system will be phased in over a period of several months, during which time both the sensor tags and the “clickers” will work to open the resident gates. At the end of the phase-in period, the gate “clickers” will no longer work at Raintree gates and the fob “clickers” can be disposed of.
● Each household in Raintree should complete ONE application form to receive their new sensor tags for their vehicles. A copy of each vehicle registration document must be provided with the application showing that the vehicle is owned or leased by a Raintree resident in order to receive the new sensor tags. Leased vehicles will require proof of lease to resident.
● The option of purchasing one portable transponder sensor tag per household will be available for a $100 fee payable by credit/debit card and can be used by residents or non-residents that need to visit Raintree regularly.
● Residents with a valid Raintree Amenity card will be able to open and access the resident vehicle gate with their amenity card at the main front gate if they are entering the community in a vehicle that does not have a sensor tag. This option will not be available at the back gate.
● The visitor gate access with the security guard will continue to operate under the same rules and guidelines that exist today.
The new system will operate with two authentication tag options:
● Permanent Sticker Sensor Tag: All Raintree residents that register their vehicles will receive one of these tags for each vehicle. The sticker tag, which is a small clear cellophane strip, will be adhered on the vehicle’s left headlamp or bumper. It is a clear material that contains the transmitter and antenna. Removal of this tag will render the device inoperative. These tags will ONLY be attached to vehicles that belong to Raintree residents.
● Portable Transponder Sensor Tag: This device is a portable plastic card in a sleeve with a suction cup on one side, allowing it to be used inside the windshield of a car and is portable so that it can be moved and used in different cars. A limit of one of these portable sensor tags will be optionally available to each household for a fee of $100.
Many residents have already submitted their paperwork for the new vehicle tags. However, a number of good questions have been raised about this new system and process which I will attempt to answer in the following “FAQs”.
Q: Why are we changing over from the existing “clicker” system? My clicker is working fine.
A: There are multiple problems and issues with the existing “clicker” system. It operates on an obsolete “Windows NT” based operating system which is 30 years old and we are unable to add any additional “clickers” to the system. We spent many $thousands last year to keep it up and running and some of you may recall there were several days where the gates simply did not operate because of system crashes. It’s just a matter of time until we have a major system failure and the gate system stops operating and is irreparable.
Q: What are these “Sticker Tags” and what happens if mine comes off in the car wash?
A: The Sticker Tags are a durable cellophane material with an antenna in it attached to the front of your car that reflects the tag serial number when it is read at the gate. The database identifies the vehicle tag as valid in a few milliseconds and then opens the gate automatically. The manufacturer suggests attaching the tags to the clear headlight (on the left) or the bumper of the car. It can be peeled off without damage to the vehicle, but if removed, it will not be re-usable. The manufacturer also tells us that normal washing and car washes will not damage or make the tag come off. If the tag happens to fall off or get damaged at no fault of the resident, Raintree management will replace it at no charge.
Q: What happens if I have a leased vehicle or a company car and the registration does not show my name or address as a Raintree resident?
A: In cases where a Raintree resident uses a vehicle for everyday driving but does not have it registered in their name personally, the resident will need to provide documentation that the vehicle is for their regular use and garaged at a Raintree address. Leased vehicle users can provide a copy of the lease agreement or insurance certificate with their name on it. Company car users can provide documentation showing that the vehicle is assigned to them for their use. Any reasonable documentation showing that the vehicle is used full time by a Raintree resident will be accepted. If there is private information on the document you are submitting (such as a social security number), we ask that you mask it with a black marker before sending a copy.
Q: My car that I drive is owned by my son/daughter/mother/father and their name and address is on the registration which is not in Raintree, can I still get a sticker tag for the car?
A: If a resident wants to register a vehicle NOT in their name but claims it is their primary vehicle for driving, then a copy of the vehicle’s insurance policy declaration naming the Raintree resident as the primary (50% or more) operator of the vehicle needs to be provided. Sticker tags will not be issued to vehicles belonging to friends and family that are not residents of Raintree.
Q: What if I drive a commercial vehicle or a vehicle that is not registered in my name that I need to bring into Raintree on a regular basis; can I get a sticker tag?
A: Unfortunately, Sticker tags are not available to commercial vehicles (commercial plates or commercial printing on the vehicle body) or to vehicles that are not registered or insured for full time use by Raintree Residents. However, every household has the option to purchase ONE Portable Transponder Tag for $100 and can use that tag in a commercial vehicle and in vehicles not registered to Raintree residents. Portable Tags are portable and can be moved between different vehicles. Remember that although a commercial vehicle can use a Portable Tag to get access into Raintree, most Raintree villages do NOT allow commercial vehicles to be parked there overnight.
Q: Why does the Portable Transponder Tag cost $100? Seems like a lot of money.
A: The Portable Tags along with the tag holders cost Raintree close to $100 for the parts and labor involved in providing and processing them, so Raintree wants to be sure it’s costs for this option are covered by the beneficiary.
Q: It seems that this whole gate and tag system was not well thought through and is more trouble than it’s worth.
A: Whereas some residents would like to completely eliminate the gate systems and open up Raintree streets to the public, the vast majority of residents still strongly support a “gated community” system like we have today. The current system is flawed which is why we are making these changes. Those of you that have given gate “clickers” to friends and family that do not live here will have to inform them that the clickers will be shut off in the late spring. Also many past residents that no longer live here have clickers but have no business entering our community. Our Board members and management team have consulted many experts on the right way to go about making this upgrade and Raintree will have the “state-of-the-art” approach when the implementation is completed. We are also looking into improvements in the visitor gate/security guard operation to make that more efficient and reduce problems and errors. No system is perfect however the plan we are implementing has been very well thought out and includes consideration from hundreds of residents that have given us their ideas and input.
Q: Why are there any fees on any of the tags?
A: The fees somewhat reflect the cost to Raintree. A typical household with two cars will receive their two sticker tags on their two cars and the fee is ZERO. Households with more than two cars will have to pay a fee for the additional sticker tags. It costs Raintree money to purchase the tags and administer them so it’s only fair that the households with three or more cars pay for the added cost. Each Landlord that owns one or more residences in Raintree can also purchase one tag for their car for a $50 fee. They are charged because Raintree is first obligated to provide the tags to residents that live here, but if the landlord desires a tag as well, it is available for a fee.
Q: We were allowed 2 clickers previously. We should be afforded the same amenity with the new system without paying for it.
A: The original system was implemented many years ago with the technology available at the time. The intent has always been and still is to give access to residents through the resident gates and access to visitors via the visitor gate. Over time, residents purchased additional clickers and gave them out to non-residents which have defeated the purpose of the system. If you do own two cars you can get two sticker tags for your cars at no cost. The option of purchasing a Portable Tag is available and like the current clickers, that tag can be used by the resident or whomever the resident opts to give it to. The approach we are implementing has been tried and tested in hundreds of gated communities and is the best available approach today.
Q: What other benefits will residents have with this new system?
A: The biggest benefit is that it is a new system that is not falling apart and will be far less expensive to maintain in the long term. Also, with no more clickers available, we cannot provide replacements for new residents or broken clickers on the current system. The new system will allow an unlimited ability to add new and additional vehicle tags as needed. Also, when a resident household moves out of Raintree, their vehicle tags will be deactivated and will no longer work (unlike today’s clickers). Residents can also use a valid Raintree Amenity card to open the resident front gate by waiving their card in front of the stanchion card reader. Furthermore, the new system is designed to work with emergency fire, police, and EMT systems so that the gates will automatically open when one of these emergency vehicles approach. This new feature should expedite emergency response time in Raintree.
Q: What if I have a unique situation that was not covered by the new rules and regulations and want to appeal to the management and Raintree Board with regard to getting the vehicle tags?
A: We can’t think of everything so if you feel you have a unique situation that requires an exception consideration, then please document your request/appeal in detail along with any needed documentation and return it to the management office or email it to [email protected] . The Board will try to make every reasonable accommodation.
Q: Do I have to purchase a portable tag for $100?
A: No, the purchase of a portable tag is an option open to all residents in good standing. Vehicles belonging to residents will receive sticker tags (no charge for the first two tags per household) and they will work fine to access all resident gates. The Portable Tag is an option that makes sense if you have a family member or a health aide or nurse or companion that visits you multiple times a week and wants to avoid using the visitor’s gate each time. It gives the non-resident the same access privileges that residents with sticker tags will have, as long as they are in possession of the portable tag.
Q: I am a single resident in Raintree and live alone. Why can’t I get two tags?
A: The tags are being issued per vehicle per household, irrespective of the number of residents in that household. If a household has two vehicles, whether you are one person living there or four people living there, both cars will be issued sticker tags. Number of residents is not a factor in determining the number of the vehicle tags issued per household.
Communication from management and the Board to our residents at Raintree
Raintree uses the Frontsteps system to broadcast announcements via email to residents. Every resident in Raintree that is a property owner has been emailed and invited to register in Frontsteps and receive these announcements (which includes this letter). In some cases, residents have not responded. In other cases, the management may have an incorrect email address, or the email went to the junk/spam email box. And in others, the resident may be a tenant that never received the invite to register at all.
This approach using Frontsteps still remains the most efficient way for us to get broadcast messages out to residents in real time at a low cost. Paper mailings would be prohibitively expensive. If you feel you have not been receiving these emails, the first thing to do is double check your email and spam/junk email as well. All messages sent come from “Raintree Community [email protected]” so you can search your email for this sender address. If you still do not see any messages, then contact the management office and they will resend you an invite that you need to respond to in order to receive the regular email broadcasts. We realize that there are a small percentage of residents that do not have or use email and we encourage their neighbors and family members that do have email to make an effort to keep them posted on urgent announcements. Residents can always pick up a paper copy at the office as well upon request.
Alternatively, residents can use the Raintree website www.raintreeassociation.com where all of the relevant email broadcasts and messages are posted. Finally, there are the monthly Raintree Open Board meetings that are open to all residents in our community (including tenants). The meeting dates are posted on the calendar on the website and are held at the Sam Bakal Clubhouse.
With your patience and cooperation, we will be able to roll out the new gate access system and the better email communications approach for all residents in Raintree. I want to wish all of our residents a wonderful happy new year and stay warm and please stay safe!
With best regards,
Jack L. Zatz
Raintree Community Association
Board President