Approved by the Board of Directors on October 10, 1995
Approved by the General Membership on September 27, 1995
Preamble
The purpose of the Key and Access Policy is to ensure the security of the Co-op while providing members with reasonable access. Staff access and keys are not dealt with in this policy.
Priority of this Policy
This policy repeals and replaces the former Key and Access Policy passed by the Board of Directors July 14, 1983 and the High Security Key Policy passed by the Board of Directors September 19, 1985 and amends the Key and Access Policy passed by the Board of Directors July 25, 1995.
Article 1: General
1.1 All keys remain the property of the co-op and must be returned upon move-out or at the request of the office or the Board of Directors.
Article 2: Front Door/Parking Garage Entrance
2.1 These keys are high security keys and cannot be reproduced. Replacement will only be obtainable by authorized co-op representatives with the proper code number.
2.2 All members in good standing and their children ages 12-18, shall be issued one entrance key free of deposit or charge.
2.3 All authorized long-term guests shall be issued one entrance key free of deposit or charge.
2.4 Members with special needs who require a caregiver will be issued, upon request, up to three additional entrance keys free of deposit or charge.
2.5 A $20.00 deposit is required for any entrance keys in addition to those referred to in 2.2 - 2.4 above that a member requests (for whatever reason). This deposit will be refunded upon return of the key. The co-op reserves the right to reject any requests for additional keys.
2.6 Members must sign for all entrance key(s) received. Members must sign for non-members.
2.7 Twenty dollars will be deducted from the member deposit for each entrance key not returned upon move-out.
Article 3: Keys Issued to Households
3.1 Each household will be issued one laundry room key.
3.2 Each household will be issued one mail box key.
3.3 Each household will be issued one unit entrance key per member. Additional unit entrance keys must be issued at the discretion of the General Manager.
3.4 Each household will be issued lobby entrance key(s) as set out in Section 2 above.
3.5 All members with a physical disability will be issued with a key to the wheelchair lift.
Article 4: Recreation Room/Sunroom and Kitchen
4.1 Requests for access to the sunroom, recreation room and/or kitchen may be made to the office as per the Room Use and Rental Policy for the Recreation Room, Sunroom, Kitchen and Adjoining Roof Deck. The Co-op reserves the right to reject any requests for access.
4.2 Key(s) to the sunroom, recreation room and/or kitchen will be available subject to approval of the office and must be signed for as per the above named policy.
4.3 Key(s) to the sunroom, recreation room and/or kitchen must be returned promptly as agreed with the office.
4.4 Twenty dollars will be deducted from the damage deposit for each key not returned.
Article 5: Kids Room
The Children's Activities Committee and the Childcare Co-ordinator will have access to the Kids' Room.
5.1 One key will be issued to a designated "key person" for the committee and to the Co-ordinator.
5.2 The designated "key person" must sign for all key(s) received. This person will be responsible for key control and access for his/her committee.
5.3 All keys must be returned upon leaving the Committee or at the request of the Office or the Board of Directors.
Article 6: Committee/Meeting
6.1 The sunroom, multi-purpose room and the kitchen will be keyed the same and these rooms will be used as meeting rooms for the committees.
6.2 One key will be issued to a designated "key person" for each committee.
6.3 The designated "key person" must sign for all key(s) received. This person will be responsible for key-control and access for his/her committee.
6.4 All keys must be returned upon leaving the committee or at the request of the office or the Board of Directors.
Article 7: Computer Room
7.1 Each committee will have access to the Computer room adjacent to the outer office for use of the computer and filing facilities.
7.2 One key will be issued to a designated "key person" for each committee.
7.3 The designated "key person" must sign for all key(s) received. This person will be responsible for key control and access for his/her committee.
7.4 All keys must be returned upon leaving the Committee or at the request of the office or the Board of Directors.
Article 8: Outer Office/Reception Area
8.1 Each committee will have access to the reception area of the outer office for pick-up of committee mail and use of typing and filing facilities.
8.2 One key will be issued to a designated "key person" for each committee.
8.3 The designated "key person" must sign for all key(s) received. This person will be responsible for key control and access for his/her committee.
8.4 All keys must be returned upon leaving the Committee or at the request of the Office or the Board of Directors.
Article 9: Inner Office
9.1 Each member of the Board of Directors will be issued one key to the inner office.
9.2 All Directors must sign for key(s) received.
9.3 All keys must be returned at the end of the Director's term of office or upon request by the Board of Directors.
Article 10: On-Call Committee
10.1 Each member of On-Call will be issued with one key to the On-Call Room and one key to the box of keys.
10.2 Each member of the On-Call Committee will have access to all of the above mentioned key(s) except the inner office key(s) as well as additional keys, as required.
10.3 All members of On-Call must sign for key(s) received
10.4 All keys must be returned upon leaving the On-Call Committee or upon request by the office or the Board of Directors.