Meadowlake Farms Homes Association – Case Study

About Meadowlake

Meadowlake Farms Homes Association (MFHA) is comprised of 193 members and consists of 90 townhomes and 103 detached single family homes.

MFHA’s Membership Policy

The Meadowlake Farms pool is available to all members of the Meadowlake Farms Homes Association (MFHA). A limited number of memberships are also available to non-residents.

To access the pool:

1. Residents of Meadowlake Farms must be up-to-date with assessment payments.
2. Non-MFHA residents must pay the annual pool membership fee.
3. Patrons agree to abide by pool procedures and rules.
4. Patrons agree to execute a release from liability in favor of Meadowlake Farms Homes Association.

 

MFHA’s Pool Admittance/Identification Policy (Pass Policy)

1. A) All MFHA members in good standing will be issued pool passes.
2. B) Pool pass ID cards must be used to gain entrance to the pool area. Each member entering the pool must submit their pass to the lifeguard and sign the attendance log. Their pass will be returned daily when the member leaves the pool and signs out.
3. C) Patrons younger than 12 years old must be accompanied by a member who is at least 16 years old.

 

MFHA’s Needs

1. An online application to collect MFHA residents in information & approve only residents with up-to-date assessment payments.
2. An online application to collect non-resident information and collect non-resident membership fees.
3. All members must agree to the pool rules and agree to release liability every year.
4. Photo ID passes with current year to prevent pass sharing.
5. Adult, teen, and child passes to enforce age policies.
6. A low-cost solution because they are a small community with a tight budget.

 

How MFHA Uses Access Granted Systems

Need #1 

MFHA’s property manager verifies each household. Approves households current on their assessments and places households on hold if they are behind. Access Granted System’s application portal sends custom approval messages or hold messages to keep residents informed.

Need #2

Access Granted System custom builds a custom application. Logic calculates the membership fees for resident’s ($0.00), Non-HOA Family Membership ($120.00), and Non-HOA Individual Membership ($60.00).

All members must agree to the pool rules and agree to release liability every year.

Terms & Conditions are added to the custom application.

Need #3

After the application is approved, custom passes are printed and mailed within 24 hours. Passes are mailed directly to the member’s home.

Need #4    

Logic is added to the pass design. Adult passes are issued for Adults. Teen passes are issued for Teens. Child passes are issued to children. Passes are also color coded for easy identification.

Need #5

MFHA does not need internet or a computer at the pool. Residents simply show their pool pass.  After the 1^st year, MFHA uses Access Granted Systems at no cost to the HOA. All printing, mailing, and processing fees are charged to the member. MFHA elects to receive payouts via check. On the 1^st of the month, Access Granted Systems mails MFHA a check for all the non-resident memberships sold.

        Cost to HOA                               Members Pay*

Product                                                  Year 1                    Year 2+

No Check-In                                       $0                            $0                            $1 per pass

Classic Passes                                  $0                            $0                             $5 per household

Application Portal                            $300                       $0                            Any processing fees

Self-Service                                        $0                            $0

Total                                                       $300                       $0