Issuing of Keys to Town Facilities Policy (Policy #14) — full text

This is an automated transcription (OCR) of the captured official document — minor recognition errors are possible; the source document governs. Snapshot 470b96713381 · verified 2026-06-04 · original document · archived snapshot · unofficial consolidation, the official version is held by the municipal clerk.

SUBJECT: Issuing of Keys to Town Facilities EFFECTIVE DATE: Sept 10, 2003 REVISION DATE: POLICY NO: 14 APPROVED BY: Stratford Town Council PAGE 1 OF 2 ## PURPOSE This policy establishes a system for managing the issuance of Keys to Town owned facilities. ## THE POLICY Major responsibility for the control of the issuing of keys for Town buildings is assigned to Key Custodians. The Key Custodian(s) for a building will usually be the person with primary responsibility for operating that building. The attached assignment list identified the Key Custodian for all Town buildings. The responsibilities of the Key Custodian are as follows: - The establishment and maintenance of a master key box for the building(s) they are responsible for. 2. The establishment and maintenance of a record keeping system for the issuance of keys. - Providing the maintenance foreperson and recreation department with duplicate keys for a Town-wide master key box. - Establishing and maintaining an on-loan system for the temporary issuance of keys to residents. 5. Deciding on the re-keying of the facility they are in charge of for the security or other reasons. Where a key custodian is responsible for a building used by more than one service area, keys shall only be issued to senior personnel. In such cases, the responsibilities of the senior personnel for control of keys include the following: 1. Issuing keys to staff only as required. 2. Ensuring keys are returned upon termination. 3. Informing the key custodian in the case of lost keys. The person responsible for a building shall have the following responsibilities for keys: 1. Maintenance of an overall master key box. 2. Issuance and control of keys given to senior personnel and maintenance personnel. 3. Coordinating the keying of new building and the re-keying of existing buildings. ## LIST OF KEY CUSTODIANS ## Facility Town Hall Field House Bunbury Hall RCMP Community Office Tea Hill Park Pondside Park Buildings Cross Roads Community Centre MacNeill Field Buildings Sprucehill Drive Pump House Treatment Facility Maintenance Building ## Key Custodian Chief Administrative Officer Recreation Director Town Maintenance Foreperson Senior Stratford RCMP Officer Town Maintenance Foreperson Town Maintenance Foreperson Town Maintenance Foreperson Recreation Director Utility Maintenance Foreperson Utility Maintenance Foreperson Utility Maintenance Foreperson