Cape Ann Amateur Radio Association
Member’s Area

This Policy consists of two parts. The first part covers the issuance of keys to the facility. The second part covers the Care and Use of CAARA Facilities by members and others. The Clerk will retain signed copies of the appropriate parts as described below.

Security

CAARA considers the security of its facilities to be of the utmost priority. CAARA maintains its facilities for the benefit and enjoyment of its membership, however, Association Members are not granted access to any portion of the facility simply as a consequence of being a Member. Access to the facilities shall be granted to members subject to the following Policy:

1. In order for a person to be granted access, either to the building or to other areas within the building, one or more of the following criteria must be met, in no particular order, the application of which shall be solely determined by the Board of Directors:
   
   • Any person requesting access MUST be a Member of The Association, and have been in Good Standing for at least the previous 6 months.
   • Upon request, Association Officers and Directors will be issued keys for the duration of their term.
   • Any Member requesting a code for key box and building access must and state their need for access. Alternatively, the Member’s request may be sponsored by an Officer or Board Member.
   • The Member must be at least 18 years of age.
   • The Member’s participation in a Special Event or on certain Committees, etc. shall be considered.
   • The Member must be checked out on radio equipment on the first floor station by a club officer before being allowed access to the first floor transmitter.
   • The decision of the Board is final.

2. All keys, including those previously issued, shall remain the property of the Cape Ann Amateur Radio Association at all times and must be surrendered 1. upon demand by the Board of Directors 2. upon termination of Membership 3. on failure to maintain Membership in Good Standing 4. any other reason determined by the Board.

3. As a condition of receiving a key, the Member agrees to pay a fee of $25.00 for each key they fail to surrender per item #2 above for any reason, including lost keys.

4. Any person receiving, or who retains possession of, any key, shall sign and be given a copy of this Policy as proof of their agreement to the terms outlined herein. The Clerk shall retain possession of the signed copies until such keys are returned.

Keys currently issued to Members or any other persons will not need to be surrendered under the provisions of this Access Policy. However, and as indicated by their continued possession of any key or keys, any holder of said key or keys hereby agrees that all other provisions stated herein shall be fully applicable to them without exception, including item #3 above. Any person now in possession of a key or keys who does not agree to the above must surrender their key or keys immediately.

Code access and key access policies:

• The house committee chair will hold a Master List of Keyholders and Members with code access who have been approved by the board for first floor access.
• The House chair will provide a code to access the key box and instructions on security system activation / deactivation upon approval of the board.
• Should the board become aware of a loss of keys or compromised access to the key code, a recut of keys and key code change should take place.
• The code for building access will be rotated yearly after dues collection and normalization of the membership list.
• No person given access to the key code will divulge the combination to others.
• No person given such access shall remove the code box key from the premises for any reason.
• Second floor access will be granted to all board members and officers upon request.
• A board member or officer must be present in the building for the second floor to be opened up for use by the general membership during meetings or functions.
• Second floor access may be granted to a member by explicit vote of the board of directors.
• Violation of these or other club policies will result in loss of access privilege at the discretion of the board and officers.
• Members should note that the building is under 24/7 video surveillance.
• Please consult the CAARA website Events Calendar to determine if the clubhouse is already booked for other activities (regular scheduled meetings, VE sessions, events, etc.) or scheduled by other members before planning to use the clubhouse.

Any person or Member duplicating or distributing keys without the explicit permission of the Board shall immediately surrender all keys so duplicated. THERE SHALL BE NO EXCEPTIONS TO THIS RULE!

⎙ Click here for a printable copy of this Policy.