The security of the Exe Water Sports Association (EWSA) is of importance for all users. As a result, there is a limit to the number of keys in circulation for any particular purpose. These procedures set out the structure of the people who can be key holders from any EWS Club and what the limitations are.
Key Holders Responsibilities
Those people entrusted to hold keys from either EWS or by their club do so on the basis that they are considered to be responsible persons who are given keys at the discretion of EWS or their Club. All key holders need to take responsibility for their actions.
Security is everyone’s responsibility.
Key holding designation is divided into three main areas:
- Individual Club (ERC, ECC, EBSAC and Exe-DBC) keys for boat houses etc. Referred to as Club keys
- EWS keys for club room and class room
- EWS keys for the bar area
It should be understood that while some key behaviour may vary depending if they are for Club keys and EWS key sets.
Key holder types
|Type of representative
|CIO Master holder
|Keys for all buildings operated by EWS CIO
|EWS Chairman, Treasurer, Maintenance Officer,
|EWS CIO bar holder
|Keys for club/classroom and bar
|Club Committee or nominated responsible person from club and cleaners
|EWS CIO holder
|Keys for club/classroom only
|Club Committee and coaches or nominated responsible person from club
|Club Master Owner
|Keys for all relevant boat sheds for that Club
|Club Committee or nominated responsible person from club
|Key for relevant boat shed for that user
|Normal paying club member (may have deposit for key and access at Club discretion)
- This list is not fixed; it is possible that different combinations will be necessary.
|Exeter Rowing Club
|Exeter Canoe Club
|Exeter British Sub Aqua Club
|Exe-Calibre Dragon Boat Club
|EWS Club House
Procedures for use of Club keys
- The Club member acknowledges that, when they have unlocked any club premises, they are responsible for the safety and security of those premises.
- The member agrees to ensure that club premises are securely locked when vacating the premises.
- In cases where multiple key holders may be using the same space (e.g. a boat shed or gym) users should ensure that there is a suitable handover of this responsibility to another key holding representative when departing. The member must not assume that the next person along can/will lock the doors in their absence.
- Keys to boat sheds should be issued on a case by case basis where access to boat/equipment for that activity is necessary. Ideally, when coached sessions take place, it should be a coach that ‘opens up’ (and consequently ensures all equipment is secured away). Alternatively, at times where an individual can take out equipment unsupervised by a coach, key access for this is at each Club’s discretion.
- Any loss of keys should be reported within 24 hours to club Chairman or appropriate member of the club committee.
- The member acknowledges that the key remains the property of the club.
- Should members choose not to renew their membership, or they change their role within their club/committee/EWSA Committee they commit to return their key(s) promptly. Individuals failing to agree to this Key policy should then return the keys in their possession.
- Keys must not be lent to non-members.
- Club keys should only be duplicated at the Club committee’s discretion for their members
- If a Club decides to change the locks/keys to their shed they may do so at their own expense. Duplicates of the new key should be given to the EWS master holder.
- The club retains the right to withdraw keys should these conditions not be met, and if necessary may impose additional sanctions such as suspension or cancellation of membership, as the club committee sees fit.
Procedures for use of EWS clubroom and classroom keys
- Specific members of EWS Committee and authorised people may be granted the use of EWS keys to provide access to the clubroom or classroom.
- The EWS key holder acknowledges that, when they have unlocked any club premises, they are responsible for the safety and security of those premises.
- When the clubroom is open the person who has opened the clubroom is required to assume the role of Fire Responder. This responsibility may only be handed onto another person with the status of EWS key holder. The Fire Responder role includes taking responsibility for ensuring the premises are evacuated in the case of a fire and not re-entered, turning off utilities in the case of a fire if safe to do so, ensuring fire exits are clear and that there are no fire hazards e.g. furniture in front of the fire, being aware of the location of fire extinguishers and the fire assembly point. Evacuation of locked buildings is to be achieved by banging on the doors to alert occupants, and not to enter locked buildings unless a response is heard.
- When the clubroom is in use (e.g. storage of bags) but not having the key holder in the room the room should be locked. Though discretion used if the alarm is set after locking the room, good practice would be if the room is being left for over 30min then the alarm should also be set.
- The member agrees to always ensure that all lights, heating and taps etc. are turned off when leaving the clubhouse. Also, to ensure that the windows are locked using the window locks and blinds drawn, the doors are secured using the appropriate keys, and the alarm is set.
- Making duplicate copies of keys is not permitted without permission of EWS Maintenance Officer or EWS Building Officer
- The member acknowledges that the keys remain the property of EWS CIO.
- Any loss of keys should be reported within 24 hours to EWS Chairman and Treasurer for the clubhouse, bar or classroom.
- Key holders should note that the alarm fobs are individually numbered and that the alarm system logs the last 3 months entries into the alarm system, which includes locking and unlocking of the building, intruder and fire alarm notifications. The alarm system for the club room is linked to a 24-hour monitoring station, in the event of an alarm activation the monitoring station informs named members of EWSA CIO who will come out to the club house to investigate the cause of the activation.
- A key register is kept of issued keys. All those holding keys must agree and sign acknowledgement of this Key Policy.
- EWS retains the right to withdraw keys should these conditions not be met, and pass information to the key holder’s club committee for action if appropriate.
Procedures for use of EWS bar keys
In addition to the procedures for the use of EWS keys, the follow procedures apply for persons who hold EWS bar keys.
- The clubhouse is designed to enable access (e.g. lighting) without needing access to the bar area. As such bar keys are only available to those who can be responsible for the bar area for the entire duration the area is open.
- The bar area must not be unlocked unless a responsible person (e.g. the key holder or a nominated responsible person) can remain behind the bar for the duration that it is unlocked. This is to comply with licensing laws in addition to providing security for stock and money.
Misuse of Club keys
If it is found that the holders of club keys have not complied with Club procedures or are under other disciplinary action they may have their keys removed temporarily or permanently as appropriate.
If the key for a Club boat shed is misused, the relevant Club may take appropriate disciplinary action. This may include a written warning to detail the transgression, immediate removal of the key, supervised access etc. as per the relevant Club policies.
Misuse of EWS keys
If it is found that the holders of keys have not complied with EWS’s procedures or are under other disciplinary action they may have their keys removed temporarily or permanently as appropriate.
If the key for a EWS building is misused, the EWS committee may take appropriate disciplinary action. This would take the form of :
- A written warning to detail the transgression
- A vote by the Trustees of EWS CIO. This could result in temporary or permanent removal of the EWS keys, supervised access etc.