Keys for Facilities
Lake Macquarie City Council is currently re-keying all of its Community and Recreation facilities. The objective of this project is to ensure the security of both the facility and of the groups that use these facilities.
To achieve this objective, a new key system has been developed. This system provides Council with flexibility in terms of how it keys facilities, and where people can gain access, for example who needs access to storerooms, canteens, and change rooms etc.
The most significant change is that, when Council re-key’s a facility, it will now require that each individual who wants to hold a key signs a declaration form. Individuals will also need to provide Council with their full contact details. It is important to remember when ordering keys, the fewer the keys, the more secure the building.
Issue of keys
Community Operating Committees and Incorporated Clubs/Associations will be issued with the following keys:
| Keys | Key cutting cost | Key bond |
|---|---|---|
| Up to Four (4) keys - one for each of the executive committee members | Paid by Council | As per the Current Fees and Charges Policy (paid from LMCC account) |
| Casual hire keys - the committee will need to indicate the number required. The Booking Officer will hold these keys. | Paid by Council | As per the Current Fees and Charges Policy (paid from LMCC account) |
Permanent Hirer Keys
| Keys | Key cutting cost | Key bond |
|---|---|---|
| Sporting Facilities | ||
| Five (5) keys - When proof of existing keys are provided | Paid by Council | As per the Current Fees and Charges Policy (paid from Club accounts) |
| Any key order after the initial keying | As per the Current Fees and Charges Policy | As per the Current Fees and Charges Policy (paid from Club accounts) |
| Community Buildings | ||
| One (1) key – With the return of the existing key | Paid by Council | As per the Current Fees and Charges Policy (unless key holder can present a copy of a receipt for previous bond being paid) |
| Any key order after the initial keying | As per the Current Fees and Charges Policy | As per the Current Fees and Charges Policy |
Ordering keys
Council staff and a keying contractor will visit the facility with you to determine a key schedule. This key schedule, once completed, will be sent to you.
It will be the responsibility of the Community Operating Committee or the Incorporated Club/Association to complete a Key Application Form with the names and contact details of all Executive Committee Members, and to provide this information to Council. You will also need to order the number of casual hire keys you believe is necessary to operate your facility.
The Community Operating Committee or Incorporated Club/Association will also need to distribute the Key Application Forms to their user groups.
The user groups will complete their Key Application Forms (with full contact details included) and return them to the committee, who will then order the keys through Council.
Council Officers inspect all Council’s facilities regularly. Once a facility has been keyed to Council’s Keying System (EVVA), Council officers will arrange for any locks that have been subsequently replaced by user groups or management committees with their own locks, to be removed and replaced with the EVVA lock keyed to the key schedule. Costs will be borne by the user group or management committee.
This cost will be forwarded onto the user group or management committee by Council and will include the administration cost and the cost of a new lock.
Transferring of keys to another person
Council manages keys for facilities electronically. Should the holder of the keys change for any reason, complete the Key Transfer Form with the name of the original key holder and the name and contact details of the person the key has been transferred to, and forward the form to Council.
Key Register
The Executive members of the committee will hold keys to the facility and the Booking officer will hold additional keys for casual hirers.
The Booking Officer must maintain a key register of all key holders, coordinate bookings, collect fees, distribute keys to user groups, and arrange for the return of keys at the end of the hire period. Regular hirers may hold a key for their continued use. The Booking Officer can contact Council at any time to obtain a report of current key holders for their records, and advise of any changes.
Should a casual hirer or member of your group fail to return key/s, the Booking Officer must contact Council to arrange for an invoice to be raised to recover the cost of cutting new keys for the facility or re-keying the facility if necessary.
Page Last Updated: 29 May 2014