Summary Routine action Undertaken by When Refer to this document when Church wardens Any time issuing keys Issue note of agreement to key holder Church wardens When key issued Sign letter of agreement and return to church warden Key holder When key issued Legal obligations None Accountable role N/a
Document control Document reference SMB-FM-POL-020 Issue: 1.1 (Table in Appendix 1 updated) Status Issued Issue Date: 26/09/2018 Written by: Jonathan Lupton Roles principally responsible for compliance All key holders with document Circulation (by job title) Wardens Review period Annually Next review due 01/09/2019 Table of contents 1 Policy... 3 1.1 Key holders identified by role... 3 1.2 Key holders responsibilities... 3 Appendix 1 Key holder roles... 4 Issue 1.1 (Issued) Page 2 of 5
1 Policy The aim is To have as few key holders as possible To have an up-to-date record of key holders To ensure that key holders are aware of their responsibilities One of the principal purposes of this document is to satisfy both ourselves and our insurers that we have control over who has access to church property. Within the context of this document, keys also related to any codes, passwords or PINs for church equipment. This includes door codes (e.g. the office door) and computer passwords (office PCs and church laptop). 1.1 Key holders identified by role All key holders should have a key by virtue of a specific role that they have within the life of the church. For example, the organist clearly needs a key for the church to be able to gain entry for organ practice and choir practices. The church wardens shall maintain a list of roles permitted to have keys (see Appendix 1). Keys must not be held by anyone who does not hold one or more of the roles in this list. 1.2 Key holders responsibilities Key holders must agree not to get copies of their key. If another copy is required, this must only be done by the wardens. Door codes, passwords and PINs must not be divulged to anyone (even members of the same group within the church) without the express permission of a warden. Key holders must surrender their keys, and agree not use door codes, passwords and PINs when they cease to have a relevant role. Key holders must inform a church warden or the rector at the earliest opportunity if they lose or mislay a key. Key holders must sign to indicate their assent to these responsibilities. (The document explaining this policy for key holders, including a form for them to sign is embedded in the Access database). If the key holder is absent when their group needs the key, the key can be lent to one of the group, but a warden should be informed (in case there is a need to contact the key holder) Issue 1.1 (Issued) Page 3 of 5
Audio-visual Boiler room Church Church hall Church ID Clock cabinet Hall back door (projection) Office (general) controls Playgroup Safe Safe boxes ng Ch Appendix 1 Key holder roles St. Michael s, Breaston The formal list of key holder roles (and the key holders themselves) is held in the Access database (SMB-DB-Church database.accdb). The following table is extracted as at the date of this document: Role Rector Associate priest or Curate Lay reader Churchwardens Assistant warden PCC Secretary PCC Treasurer Cashier Office staff Hall facilities manager Heating controllers Children s leader Messy Church leader outh and Community Worker Choir master ist Deputy organist Music group leader Tower captain Verger Issue 1.1 (Issued) Page 4 of 5
Audio-visual Boiler room Church Church hall Church ID Clock cabinet Hall back door (projection) Office (general) controls Playgroup Safe Safe boxes ng Ch St. Michael s, Breaston Role Sacristan Flower team Women's Fellowship leader Social committee chairman Clock winder Church hall cleaner Breaston Pre-School Playgroup manager Breaston Pre-School Playgroup keyholder Church cleaner Church opener Coffee rota member user Event leader (church member) Office cleaner Church key holder Church hall key holder Boiler room key holder Key repository Vicky Westwood Dance Class Issue 1.1 (Issued) Page 5 of 5