TRLA BOARD OF DIRECTORS SECURITY CAMERA POLICY

Timberlake Ranch Landowners Association (the Association) has installed security cameras in the Common Area of the Subdivision, such as the TCC Ranch House, Bath House and Equipment Building areas for the protection of Association assets and for the security of landowners and their guests.

Video surveillance provides not only a deterrent to inappropriate behavior, but can also be used as a means of identification in the event of damage or criminal activity.

In order to ensure that video surveillance is not abused or misused, the Board of Directors has adopted the following rules and restrictions effective December 2, 2023, governing the use and access of video equipment in the Common Area.

Policy Statement

The Association recognizes the need to balance the right to privacy and the need to ensure the safety and security of the Subdivision. The Association, therefore, has adopted a policy that upholds this right and provides mechanisms for protecting the residents of Timberlake Ranch. The Association does not warrant that the equipment will be functioning, recording, and monitored 100% of the time. There will be times when the cameras are down for maintenance, service, or repair. The Board of Directors reserves the right to discontinue video recording at any time.

Scope

This security camera policy applies to all video surveillance systems installed on Common Areas identified by the Association. The policy does not apply to personal surveillance equipment installed by landowners.

Installation, Placement and Maintenance of Video Surveillance Equipment

Video Equipment/Records  

Type of Equipment

TRLA will use digital video recorders to collect and retain real-time video for a maximum storage of motion-initiated video for 30 days.  

Placement

Video recording equipment will only be placed in visible locations that allow the cameras to obtain the desired coverage, specific surveillance targets, and adequate lighting. Cameras will be positioned so as to not intrude on Landowner’s privacy such as inside the TCC Ranch House or Bath House.  Signage will be installed in obvious locations to notify people that the area is under video surveillance.

Maintenance

Any on-premise maintenance is authorized by the service technician with notification to the Board of Directors.

Access to Video Records

Association

Access to video surveillance records shall be secured and restricted to the Board of Directors. Video surveillance footage shall be viewed by board members only upon majority agreement, and only in response to an event that has occurred, including but not limited to vandalism, potential trespassing, suspected malicious intent and failure to follow TRLA policies/regulations.

Law Enforcement

If access to video surveillance is required for the purpose of a law enforcement a/o legal entities for investigation due to criminal activity or potential criminal activity, video surveillance will be reviewed by the Board, and pertinent footage related to the investigation will be provided to the police. There will be a documented chain of custody which includes who viewed the footage with detailed dates and signatures.

Log of Access

All instances of surveillance footage provided to police, shall be entered into meeting minutes so that it becomes a part of the public record.

Security/Storage    

Active video records shall be stored in secured enclosures with limited access.  Archived video records shall be stored only for investigative or legal purposes, and shall be stored in the Association’s fire proof filing cabinets located in TRLA office.

Custody, Control, Retention and Disposal of Video Records

The Association has no desire or intention to retain video recordings except as required for investigations or evidence. In normal operating conditions, video surveillance footage will automatically be erased or overwritten by the recording device when capacity of the device has been exhausted, which is 30 days. Specific records relating to evidence or investigations, which must be retained, will be copied onto portable media, such as CDROM/DVD, and stored for as long as required, based on the investigation type. Records requiring long-term retention shall be stored in the Association’s fire proof filing cabinets located in TRLA Office.

Accountability

The President of the Board is responsible for conveying the policies and procedures to all members of the board, and ensuring compliance with those policies.

The Board is responsible for deciding when surveillance footage needs to be viewed.

Landowners are to call 911 and notify a Board member if they observe suspected nefarious activity in the Timberlake Ranch subdivision.