Security Issues at XYZ Church

Project 4: Proposal (Group)

Security Issues at XYZ Church

Introduction

The following proposal addresses the issue of installing an electromagnetic physical security system on six perimeter exits of XYZ Church in order to prevent entry of unauthorized persons (see Appendix 1). Electromagnetic locks offer advantages related to scheduling, increased physical security, and compliance with building and Americans with Disabilities Act (ADA) codes that are unmatched by other alternatives. This solution is the most cost-effective method of providing the level of convenience demanded by Church personnel while simultaneously delivering the highest degree of protection to property and employees. Although other alternatives may require a smaller initial investment, an electromagnetic system is user-friendlier and has higher use cycles than competing systems, making it the most economical alternative on an annual basis.

Problem

XYZ Church, located in the oldest neighborhood of OurTown, has experienced a dramatic increase in the number of unauthorized entries by vandals and homeless persons over the past two years. Although to date no Church employee has been seriously threatened, several staff members have been startled or frightened by individuals seeking refuge from inclement weather. From January 1997 to September 1998, the Church has incurred over $2000 in repair expense as a result of three separate acts of vandalism, including the loss of a 100 year-old stained glass window. As a result, the staff and congregation are concerned about attending events after dark or being in Church offices or buildings alone. Expressing these concerns as the reason, two elderly members have stopped attending Wednesday night Vestry meetings and one other has stopped helping with the weekday soup kitchen.

Other members have expressed concern over any inconvenience a security system may cause the staff or congregation and, more philosophically, alienating a part of society the Church should be serving. Each a valid concern, the inconvenience of any security system is easily addressed and measurable within the evaluation of each alternative. Alienating a particular part of the local community is better addressed through XYZ’s outreach programs and is beyond the scope of this proposal.

XYZ Church currently uses keyed deadbolt locksets on all exterior doors. While providing a minimal level of protection against forced entry, the potential exists for unauthorized key duplication. It is common practice for the Church to lend keys to those who have temporary authority to enter the buildings (e.g. a volunteer working on church functions or a contractor making repairs). No safeguards exist to protect the church from individuals duplicating keys and furnishing these to unauthorized persons or entering Church property at unauthorized times. The locksets on all exterior doors were last rekeyed or replaced in July 1996. As of September 1998, XYZ is unable to determine who has access to Church property or the number of keys that exist.

Another problem pertaining to the use of deadbolt type locksets on all exterior doors is the need to manually lock the door upon exit. Unlike cylindrical locksets, deadbolts require the key be inserted and turned upon exit. This has resulted in some exterior doors being left unlocked for as much as 36 hours.

Objectives

Ultimately, the solution should provide the highest level of protection for both person and property while imposing as little inconvenience to membership as possible. The system must not impede Church operations, yet give staff and members a secure feeling whether carrying out work duties or attending meetings and services. It must be flexible in handling schedule changes and personnel turnover, reliable, and easy to maintain. Any system must comply with all building and ADA codes and meet any budgetary and time constraints.

Specifically, the concerns expressed by the Vestry during its regular meeting September 2, 1998 center around:

• Initial cost / • Annual expense / • Security level provided
• User friendliness / • Appearance & maintenance / • Legal compliance
• Operational flexibility / • Safety / • Convenience

Particular attention must be given to user friendliness. A significant portion of the church congregation is elderly, technically challenged, or both. Entry into church buildings and offices must be no more complicated than turning a key in a lockset, while still addressing the limitations of these lock types. Remembering a series of codes and procedures to input within a specific amount of time in order to enter a building or office is not viable for this segment of the congregation.

Method

Three area companies were contacted on September 21, 1998 to gather information on options and costs (see Table 1). Although each was most helpful and willing to discuss the installation of magnetic locks in general, an on-site visit is necessary to secure a formal bid. Each expressed a willingness to meet at the Church’s convenience and to prepare a demonstration for the entire congregation. However, enough information was gathered to gain an approximation of the requirements and cost of the proposed system, discussed later in greater detail.

Table 1: Security Companies Contacted
Ernul’s Access Control / PSA Electronics Systems / Apex Security Systems
PO Box 2622 / 100 Albans St. / 873 W. Star St.
New Bern, NC 28560 / Fayetteville, NC 28463 / Greenville, NC 27834
252/633-0101 / 800/876-8006 / 252/355-0233
Contact: Samuel Gerber / Contact: Lou Spaulding / Contact: Jim Spencer

Product

Electromagnetic locks are aesthetically pleasing, approximately the shape and size of two chalkboard erasers end to end, and are scarcely noticeable when installed in the upper most corner of the door jamb (see Appendix 2). These locks require over 1700 pounds of force before critical failure is reached, which is more force than a door or wall of typical construction can withstand. Electromagnetic locks operate independent of existing lock hardware, thus the appearance and operation of the existing antique locksets are unaffected.

With no moving parts, electromagnetic locks are extremely reliable. They carry the longest warranty (ten years for the three brands examined) of any typical locking system available. A low voltage battery backup prevents unsecured exits during power outages and, because these locks generate a magnetic field only when current is applied, fail in the open position in a catastrophic emergency.

How Electromagnetic Lock Systems Work

Electromagnetic locks operate with a variety of keyed lock cylinders, numerical keypunch pads, proximity sensors, and magnetic card swipes. Of these entry options, card swipes will best serve XYZ Church (see Appendix 3). Each member is issued an ID card resembling a credit card with a magnetic strip on the back. Each card is embedded with a unique identification number. A member simply swipes his/her card through a reader located next to the door and gains entry, with the door locking as it shuts behind the entrant. Exiting is accomplished by a built in motion sensor automatically releasing the lock or various push buttons located next to the exit, thus assuring no one can be locked inside the building and guaranteeing the exit is secure after leaving.

A wireless electronic network connects each exit to a personal computer (PC) located in the main office. The advantage of wireless communication between exit and office is twofold. First, installing a transmitter at each perimeter door and a receiver at the PC location is less expensive than a hardwire installation. Second, no unsightly surface conduit runs through the building. The disadvantage is possible interference in the transmissions. This is only a problem, however, for transmissions over 1600 to 2000 feet, depending on manufacturer. The furthermost exit from the location of the controlling PC at XYZ Church is 478 feet, making the distance of transmission no concern.

From the PC in the office, a staff member can control entry times and ID numbers. Doors can be programmed independently to remain open at varying times of the day (for example, Sunday morning service or Wednesday evening Vestry meetings) or to lock immediately after a card is swiped and entry is gained. Individual ID cards may also be programmed to operate at specific times. For example, if a contractor needs access to a building for two days, the issued card can be programmed to allow entry into the building between the hours of 8:00 a.m. and 5:00 p.m. The contractor’s card denies him/her access at any other time. In the event of employee turnover or lost or stolen cards, a few simple mouse clicks results in the removal of the old ID card from the system and the programming of a new one.

Resources

In addition to purchasing the hardware and software needed to secure each exit, a PC will be required and a staff member will need to be trained in the program’s operation. All three of the current office machines are sufficient to run the software; thus, no additional expenditure is needed for a new computer. ID cards are embossed with the Church logo, not individual pictures, and included in the initial investment, making a specialized card printer unnecessary. Training consists of three hours of on-site education and can be scheduled for the convenience of the office staff.

Schedule

After consulting with the companies listed in Table 1, the time requirements for installation range from a best case of three days to a worst case of five days. In addition to the actual installation time, each contractor requires one day for planning and generating the installation specifications. The system may be left inoperable until staff training is complete and all ID cards are issued to membership. Each company expressed a willingness to work around the scheduling of Church functions and, although each company would rather complete the installation in three to five consecutive days, each stated the system could be installed in intervals.

Cost

Each company contacted provided prices for their respective hardware brand, software programs, and approximate labor cost. Using these estimates as a guide, Table 2 lists the cost XYZ Church can expect to incur.

Table 2: Expected Cost
Quantity / Description / Price / Cost
6 / Electromagnetic locks / $619 / $3714
6 / Magnetic card readers / 114 / 684
6 / Data transmitters / 64 / 384
6 / Infrared motion detectors / 46 / 276
1 / Data receiver / 218 / 218
1 / Software operating system / 499 / 499
Subtotal / 5775
Applicable taxes / 347
4 / Training hours / (included)
32 / Labor hours / 65 / 2080
Total / $8202

Conclusion

Using electromagnetic locks to secure the six outside perimeter exits best solves the problems of unauthorized key duplication, unauthorized entry, and employee turnover. These locks require virtually no maintenance, are warranted longer than other systems, and require no monthly monitoring fees. Their flexibility in operation allows for programming multiple event times and participants.

Upon approval by the Vestry, the next step is to contact potential contractors to request formal bids. Mr. Q, volunteering his time, is willing to contact the businesses listed in Table 1, in addition to others, to begin the solicitation process. He was in the security industry, having owned his own access control business from 1985 to 1996, and has first-hand knowledge of the requirements and cost involved in the system proposed for XYZ Church. He is also willing to supervise the installation process and report progress and problems to the Vestry.

Security Issues at XYZ Church

Project 4: Proposal (Group)