Master Key Policy
It is the policy of the Akron Metropolitan Housing Authority (AMHA) that the following guidelines be adhered to in order to safeguard the use, storage and accountability of master keys.
1. Secure all master keys to the developments in the office or secured maintenance area. A locked key box in the office and/or maintenance area will be provided.
1. Provide for daily access to maintenance and management personnel as required.
NOTE: No master keys will be permitted to be taken out of the development cluster, or taken home overnight by any development management staff or development-assigned maintenance personnel.
2. Designate employees and provide for their access to buildings with alarm systems.
3. In those areas where central or cluster maintenance services are provided, keys may be located in development maintenance areas (i.e., Mohawk, Willow Run).
2. Supervisory maintenance staff will be permitted master keys in limited situations as outlined in Item A below.
1. Supervisory maintenance staff will have access to individual master keys at the Warehouse facility or development where assigned for use in emergency situations.
NOTE: (1) No master key rings will be issued to supervisory maintenance staff.
(1) Second shift maintenance staff will not be issued master keys to the tenant’s units in the developments; however, maintenance area keys will be provided. If a master key is needed, a supervisor must be consulted.
2. Pest Control will be issued master keys from the Warehouse.
3. Master keys may be retained by the Agency locksmith.
1. These are to be secured in the Warehouse safe during non-working hours.
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Master Key Policy / Page 22. The Agency locksmith shall not issue, reissue or duplicate any master development key without prior approval from the Security Manager.
4. The number of master keys at any development shall not exceed the number authorized by the Security Manager. The manager of the development is responsible for their accountability. Unauthorized duplication of master keys will result in immediate termination of employment.
5. In the event of loss of a master key, the person responsible and/or the employee who discovers the loss shall report such in the following manner:
1. Contact the Security Manager
2. Complete a Property Loss Report (to be completed the same day the loss is discovered).
3. Make a police report of the loss to the police department having jurisdiction over the area where the loss occurred.
The Security Manager shall investigate the circumstances of each reported loss and report the finds and results of that investigation to the Personnel Office.
6. General disciplinary policy for non-compliance is formulated on the premise the keys were not maintained in accordance with the above-stated policy. Theft of Master Keys from an employee who has maintained those keys in accordance with the above-stated policy will not be subject to disciplinary action.
General disciplinary action for non-compliance is as follows:
First Offense - A letter of reprimand will be placed in the employee’s file.
Second Offense - Suspension without pay for a period of three work days.
Third Offense - Termination of employment with AMHA.
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Master Key Policy / Page 3Master Key Distribution
One master key for all developments:
Key #1 - Warehouse
Keys #2, #3, #4 - Pest Control
Key #5 - Locksmith
Additional keys:
Key #6 Fire Department lock box at senior buildings
Key #7 Senior buildings with police security will maintain a separate key box
Key #8 Live-In Tenant Assistants in senior buildings will maintain a separate key box in their apartment
Key #9 The development manager shall maintain a separate key box
Key #10 The development foreman shall maintain a separate key box
Keys #11 through ______Development maintenance persons shall maintain a separate key box
PLEASE NOTE: No AMHA employee shall be able to access another employee’s key box.
Individually keyed lock boxes have been ordered and will be available from Inventory Control.
For questions regarding this policy, please contact the Security Office.
Contact Person: Security Manager
Effective Date: 8/28/96