Important Update: Changes to Building Access

Hello church family,

As a follow-up to the announcement shared in church yesterday, we want to provide some additional information about the upcoming changes to building security and access.

As we shared a few months ago, we recently installed a new alarm system in response to the increase in break-ins and property crime in our area. The Trustees have been working hard to ensure that we are doing everything we reasonably can to keep our building safe and secure.

We are now moving toward having the alarm system fully functioning. This means that the building will remain locked and the alarm will be armed whenever it is not in use.

To make this possible, we also need to change how we access the building. Over the years, keys have been distributed for many different reasons, and we have no record of how many keys there are or who has them. This makes it a good time to reset how building access is managed. 

We will be transitioning from physical keys to a new keyless access system that uses key fobs and cards. This will allow those who need to unlock the building, disarm the alarm, and enter to do so safely and efficiently, while helping us better steward and protect the facility.

In this email, we wanted to clearly outline the timeline and how the new system will be implemented so that we are all on the same page and everyone knows what to expect

Timeline

This week

The Annex entrance will be converted to the new system as part of the installation and testing process. We will use this entrance as a pilot while we get the system working properly and address any issues that arise.

Once it has been converted, existing keys will no longer work at the Annex entrance. During the transition, keys can still be used at the other entrance by the elevator. Signage will be posted at the Annex entrance directing people to the appropriate door.

Monday, August 17

Building Access Request Forms are due. Make sure to fill out the form by this date so that we can get everyone set up on the new system. This is explained below!

Late August

Access requests will be reviewed, and approved users will receive their access credentials and instructions for using the new system.

By September 1

The full transition will be complete. At that time, existing exterior keys will no longer provide access to the building.

How Will Access Work?

Once the transition is complete, anyone who unlocks and enters the building when it is otherwise closed will also carry the responsibility of:

• Disarming the alarm when entering.

• Ensuring that the building remains secure while it is in use.

• Locking the building and arming the alarm when leaving.

Access will be provided to those whose current ministry or operational responsibilities require them to unlock the building, disarm the alarm, and enter when no one else with access is present.

Not everyone who currently has a key will necessarily need this type of access under the new system. This transition will serve as a reset, allowing us to provide access based on current ministry and operational needs.

Do I Need to Complete the Form?

Please complete the Building Access Request Form if your current role or ministry involvement requires you to unlock and enter the building when no one else with access is present.

The form is due by Monday, August 17.

Because we do not have a complete record of everyone who currently has a key, we need your help identifying those whose roles require them to unlock and disarm the building.

Having everyone who needs access fill out the form will help us gather all requests in one place, create an accurate access list, and make sure no one is unintentionally missed during the transition.

Building Access Request Form:

If you only enter the building when another approved person is already present to unlock and disarm it, there is nothing you need to do. You will still be able to access the building during services, ministries, meetings, and events. The form applies only to those who need to be the first to arrive and let others in!

Building Access Policy

The Elders and Trustees have adopted a Building Access Policy that outlines how access will be approved, issued, and managed, including the criteria used when reviewing requests.

You can read the full policy here:

We recognize that this will be a change for us as a church, and we ask for your grace and understanding as we work through the transition.

If you are unsure whether your role requires you to unlock and enter the building independently, or if you have any questions or concerns, please feel free to reach out to me, Evan, or one of the Trustees.

Thank you for helping us care well for the building God has entrusted to us while continuing to support the ministries that take place within it.

Grace and peace,

Caleb 

(on behalf of the Trustees and Elders)