Is your Committee considering an application for an owner to have a key box on common property, or have key boxes (lockbox) been installed and you want to organise them?
In this guide, we will help you consider the important questions and how to implement the Strata Committee’s decision.
Important Questions: Owner Key Boxes on Common Property
Every building and its owners are unique so determining a set of pros and cons is not possible, but we will walk you through the important questions to ask as a Strata Committee when considering defining your position on key boxes being allowed on common property.
Should you allow key boxes?
As with all matters that could be declined we recommend that the Committee say yes, but set the terms and conditions on how you allow it. These terms and conditions can be basic or extreme, but you will find it much easier to defend an application in NCAT if you have allowed owners to have key boxes on common property, and owners are more likely to comply with a set of rules if they are defined.
What happens if you say no?
Saying no to an owners application will result in one of two outcomes:
- The Owner complies, or
- The owner rejects the decision and will move ahead and find a solution which may create more problems for the Strata Owners Corporation.
What type should you allow?
There are two (2) common designs that can be chosen, the wall-mounted or padlock style. Because you don’t want owners screwing into common property, it is highly recommended that you approve only the padlock style.
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Where should you allow them?
Key boxes (lockboxes) are often not allowed, because of their appearance, and the sight of them can bring a negative opinion of the building. Therefore it is important to be specific on where they should be installed so that they are hidden from everyday use, but easy to find when you have direction.
Best Practice – One of the best solutions is to put the key boxes within a locker, and provide all owners with the combination code to the locker. By concealing the key boxes they are less likely to be tampered with, but easy to find by the people who need them.
To then make the locker and keys safer the installation of CCTV to the area and signage will give an extra level of security and deter people from tampering with the key boxes.
As a minimum, the Strata should install a well-secured bar so that the owner key boxes (lockbox) can be attached to a secure bar.
Do you restrict the type of use?
How people will use the key boxes will differ depending on the types of owners within the building, the most common requests for key boxes are:-
- Short Term accommodation (Air BnB)
- Owners spare key if locked out
- Key for carer or cleaner
Your Strata Committee will need to consider if you will permit all these uses by owners. You will also need to consider if the key box decision will apply only to owners or owners and tenants?
Should the owner be made to apply and receive approval to instal?
If the Committee has decided that they will allow owners to have a key box on common property, they will then need to decide on the application process with the three (3) most common being:
- The Owner completes an allocation form, the Committee reviews, and issues a formal approval or decline letter.
- The Owner completes an application form, and if they agree to all conditions they can install their key box, without a letter from the Strata Committee.
- The Owner can progress straight to the installation of the key box, without an application form.
Note: Option 3 is a zero cost to administer, option 2 is a low cost to administer and file applications, option 1 is the most expensive to administer
Questions for Consideration
- Will you permit all types of use by owners?
- Will these apply only to owners or owners and tenants?
- What application process will be used?