Click here to download the Microsoft Word Version of this Policy Click here to download the PDF Version of this Policy Master Key Policy PurposeThe Hillsdale Housing Commission provides master keys to employees for the performance of their normal job duties. This Policy is designed to describe the conditions for the use of master keys. Policies and Procedures- All interior and exterior locks to all Commission properties shall be keyed to a master system.
- The Executive Director shall be responsible for determining which employees may be issued master keys (and keys to all other systems) and shall maintain a list of authorized personnel and the level of access authorized. All keys issued shall remain the property of the Hillsdale Housing Commission. The Executive Director shall be responsible for retrieval of keys upon termination of employment.
- Each employee issued a master key shall be required to read and sign this policy prior to delivery of the master key.
- Employees shall be responsible for all keys issued while employed with the Hillsdale Housing Commission.
- Employees shall know the whereabouts of all keys at all times.
- Employees shall immediately report the loss or theft of keys to the Executive Director. Loss or theft of a master key shall be considered an emergency. Employees who fail to report the immediate loss or theft of master keys are subject to disciplinary measures, up to and including discharge, civil and/or criminal charges.
- Employees may be charged for the cost of re-keying the property or building in the event of loss or theft of keys.
- Employees shall not use a master key to enter a dwelling unit of a resident of Hilltop Apartments unless the resident is first given at least 48-hours written notice, except in the case of an emergency. Where such an emergency exists, the employee shall leave a note stating the date, time and name of the person entering the dwelling unit and the purpose of the entry.
- Commissioners shall not be issued master keys.
- Master key duplication is expressly forbidden without express prior consent from the Executive Director. Master keys are intended exclusively for the employees own use and shall not be loaned, given, or otherwise made available to unauthorized parties without the express prior consent of the Executive Director.
- Master keys may be temporarily loaned to persons aiding in the event of an emergency.
- Master keys shall be delivered to police, fire, and rescue personnel.
- Keys shall not be issued to contractors of the Hillsdale Housing Commission without the express prior consent of the Executive Director.
- Contractors who are issued keys shall execute a statement including, but not limited to, the following:
i. Contractor shall acknowledge that the key(s) issued are for the exclusive use of the contractor and shall not be loaned, given or otherwise made available without the express prior consent of the Executive Director. ii. Contractor shall acknowledge that duplication of keys is prohibited. iii. Contractor shall acknowledge that the use of the issued key is limited to performance of the services specified in the contract. iv. Contractor agrees to verify that all areas for which keys are issued are secured prior to leaving the area. v. Contractor shall immediately notify the Executive Director in the case of loss or theft of keys. vi. Contractor shall agree to pay a re-keying charge in the event of the loss or theft of key(s). - Contractors shall return all keys upon completion of work or at the end of the workday, whichever is earlier. Contractors shall not remove master keys from the premises.
- The employee issuing a key to the contractor shall be responsible for ensuring its return.
I have read this policy and agree to abide by its contents. | | | | | Signature | | Date | | Title | | | | | | Hillsdale Housing Commission | | Date | | Title |
Adopted 06/05/2003 , Resolution #HHC 2003-17 | 
