Keys, Access Devices and Lock Boxes Cameron Hazen and Jerry Ringenberg


When it comes to the devices which control access to your communities (keys, key cards or fobs, gate openers, keypads, etc.), how is responsibility, ownership, and access to your community handled?


In most associations, responsibility (as defined in the Declaration) for common area ingress/egress doors, sidewalk gates, and garage doors is assigned to the Association. In mid- or high-rise buildings, access to these areas is often controlled by using key fobs and key card readers that “read” a fob or card. When presented with a fob or card, the reader sends a signal to open the gate or door. The benefits of key fobs include the following: the devices are easy to use, they offer a high level of security since the card can only be in the possession of one person at a time, and the card can be deleted instantaneously, if necessary.


For garden-style communities, don’t think that you are restricted to only using keys for access to a lobby or a clubhouse. Free- standing fob or card key electronic door locks which do not require hard-wiring and a dedicated computer are available that can be programmed using a laptop.


The tracking of keys, cards, fobs, and garage remotes is a critical function of access control. An association can restrict the number of keys or access devices issued to each unit and charge a fee for additional or replacement keys. Records should be current and accurate showing who has what device or key. It matters because it only takes one purse snatch or a car break-in to compromise security and when that happens, the ability to delete a device may prevent criminal access. Updating records must be part of your administrative functions handled by the manager, management company, board member, or third-party vendor, and whether your record-keeping is stored in a spreadsheet or a proprietary software program, the records should be audited on a periodic basis. Any device that is uncertain or unknown should be deleted without delay. In addition to recurring periodic audits, you should also consider a complete reset or purge of all the devices in the system every so many years (such as ten years). The wholesale replacement of key fobs or keying systems is best done during a reserve study replacement project.


Real estate key boxes:


Can an association restrict their use or prohibit their use? Yes, but your selling owners and real estate agents will be unhappy as banning lockboxes makes it more difficult to show a unit for sale. Finding a sheltered and secure location onsite for real estate key boxes is a frequently used option.


Lost keys or garage openers:


As mentioned above, the advantage to electronic access devices is that a lost device can easily be deleted from the system without affecting other users. Not so with a common area key or dip-switch garage gate openers. In the event of a lost or stolen common area key, the association will likely want to rekey all doors controlled by that key —not an inconsiderable expense! Can you charge the cost of rekeying to the person who was responsible for the lost key? It depends. Consider the person whose car is broken into or has a purse stolen. Should they be financially penalized? Passing the cost on may require a policy resolution or may not even be possible without amending your governing documents. Consult with the association’s attorney.


For a lost or stolen gate opener, the association must re-code the garage gate receiver and all the residents’ gate openers – an inconvenience to be sure! Electronic gate access systems are available that do not use dip-switch transmitters thus a stolen or lost device can readily be removed from the system without impacting the other residents.


Security is a group effort – engage your homeowners to actively contribute to the safety and security of the association. You can do this by compiling a list of security do’s and don’ts which is specific to your association. That list should be basic and direct – “wait for garage doors to close behind you before leaving”, “don’t let someone follow you in the clubhouse unless they have a key”, “keep your doors locked at all times”, etc. It takes all of the homeowners to be aware of security practices to keep things safe. Send your list to the homeowners on a regular basis via email, posted to the website, or as part of your annual meeting.


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