Should Unit keys be held onsite or not?

As a board member, the question has come up of whether or not we should keep the keys to homeowners units on the premises or at our offsite managements companies office.

Should these keys remain safe and secured in the HOA office onsite, in the event of an emergency?

Or

Should they be stored elsewhere?

Skyler Taylor
VP 4340 Highland

We have had problems with people breaking into cars. I have not heard of anyone's home being broken into. Our building is secure. The keys are not a problem being in the office. One person on our board feels it would not be hard for someone to kick in the door and compromise our security. I don't think it is a bad idea to have the keys at an offsite location. However, in the event of an emergency (ie fire or water damage) and we are unable to contact our management company. I feel as board members we have the right to access the units in our condominium community. We have 60 units and the keys to each separately owned unit are in the HOA office. Secured and safe. What are your thoughts?

Another thought: There would probably be an extra charge for bringing over the keys. Usually other duties are special charge unless covered in the contract. Harold

well, in california, its my understanding that
the fire depts need access, for vehicle gates
or for the building... usually 'master keys'
are stored in the KNOX BOX or there is a KNOX
switch on the vehicle gates to allow them
access...

My experience is/was this....

135 unit condo building (stated off as high crime area, moved to community policing and development within five years).

There were TWO set of lock boxes with all unit keys.

MC office was staffed 24/7/365 - so there was a "body" in the office at all times.

First box was a working/issue box, where owners could request keys - in the event of lock out, relatives/friends visiting (with a signed form, submitted by owner), or for contractors doing work in unit.

Second box, was an emergency box, similar to a bank safety deposit box (two keys to open). One key with MC (manager only), the other with board President. This box was ONLY opened in emergencies where both the President and the MC manager would be afforded emergency fees (gas/mileage cost of President, and a set fee for manager from MC for coming on-site, after hours etc).

Without know what security measures you have in place to secure the office area, it is difficult to say whether keys should be kept on property.

What you do NOT want is for there to be a "lapse" in security where the lockbox integrity is compromised (should be a key inventory done periodically to assure that keys have not been removed, there should be defined personnel, board or MC, who have access, etc)