📅 Last update: 7 Dec. 2023

It is clear that there were many ‘unlicensed’ keys to the original locks which had been cut by legitimate keyholders as a favour for friends and neighbours. A moratorium has been declared on these keys as they are now entirely redundant, and the following relates to keys to the new locks (installed October 2017) and to any subsequent new locks and keys.

The following stipulations regarding ownership of a key to the gated areas in Elm Village are made in conjunction with PfP and must be strictly adhered to.

Keys are the responsibility of the key holder.

AIl keys must be properly accounted for and registered after the correct fee has been paid (see note below).

Key holders are responsible for ensuring that gates are properly locked behind them at all times, not only on exiting the site.

Any misuse of the gated areas, or breach of security resulting from a key being lost is the responsibility of the key holder.

Key holders may have an extra key cut at their own expense for other residents at their own address only.

AIl extra keys so cut must be properly recorded on the Key Register by notifying any committee member of either EVTRA or EVGS.

Key holders may not have keys cut for any other person even if resident in Elm Village.

No tenant or resident may borrow a key in order to have a copy made.

When moving away from Elm Village, keys should be returned to a committee member of either EVTRA or EVGS. They may not be ‘gifted’ to any incoming resident or tenant.

If a key is lost or stolen it must be reported to a committee member of EVTRA or EVGS as soon as the loss is discovered.

Children under the age of 15 are not allowed in the gated areas unless accompanied by a resident who is a bona fide key holder.

Fees:

When a key is purchased for the first time a fee of £20 .00 is due; of this, £15.00 is a deposit which is paid on surrender of the key. If locks are subsequently changed, existing keyholders need pay only £1.00 for a new key. NB if further keys are required for other residents at that address only, they must be cut at the key holder’s expense.

It is clear that there are a number of key holders who have never paid the initial fee of £20.00. They will be contacted separately so that the full fee can be paid and recorded in the Key Register.

Elm Village Open Spaces and Gated Areas

To all tenants and residents

Problems have arisen with the keys to the new locks which we are obliged to deal with as a matter of security under the terms of our insurance policy, and also as a requirement of our relations with PfP.

Keys are issued with certain conditions (see Elm Village Open Spaces Key Holder Regulations, attached). These include payment of the stated fee, and the clear understanding that keys may not be copied except as specifically described (see Key Holder Regulations). Failure to comply with the terms is a clear breach of the agreement and will be reported to PfP as it undermines security.

Additionally, if there is occasion to call the Police, as has recently happened, residents should be aware that we would be obliged in relevant circumstances to inform them of the Key Holder Regulations and of any unauthorised keys.

We propose a moratorium on unauthorised keys up to and including 1st October 2018 only. However, residents who have either made copies of the key without being authorised to do so, or who have never paid the full initial fee of £20 .00 are urged to regularise the situation as soon as possible. Unauthorised copying of keys from now on will be reported to PfP.

The lock on the South Space gate has been changed and will operate with your existing key. Please note that all regulations also apply to this area.