Have you reviewed your KeyBox Lease Agreement lately?
Violations can have severe repercussions
Another year has come and gone. 2004 is just around the corner. And the 2003 Keybox Committee wants you to know that 2004 will start off with a little excitement with the debut of the new Keypads and iBOXes. (Isn’t technology great?)
But new technology isn’t the only thing that the Keybox Committee is about. The Keybox Committee is charged with reviewing how you and I use the Lockbox system and what will be done when there’s an issue or infraction of the rules concerning the system.
In the beginning… there were combo boxes. We called, set up showings, received instructions about how we were to gain entry or pick up keys and eventually could show the property. Things aren’t much different today. Except we have written rules that govern how the Keyboxes are to be used as well as showing etiquette. It’s when those rules are not followed that the Keybox Committee gets involved as we review complaints concerning fellow Keypad holders and use of the Keyboxes.
We encourage you to take the time to read over all of the information that you’ll be receiving with your new keypad. You’ll be signing an agreement with Supra - the manufacturer of the system, boxes and keypads. It is important that you read it. Whether you are recently licensed or have extreme tenure, check out the rules and regs. Those of you with teams and assistants, be sure everyone understands. If your assistant is showing for you, make sure the listing office knows who is going to be doing the actual showing. Be sure to make an appointment and get confirmation, even if the property is vacant.
With the review of complaints, comes the decision of the committee concerning what action will be taken for each complaint. Violations of the KeyBox Lease Agreement can result in fines up to $2,500, removal from the system and/or appearance before the CBR Professional Standards Committee if a violation of the Code of Ethics is alleged.
Some of you probably haven’t thought about your lease agreement since you signed it six years ago and therefore may not remember the rules regulating this security system. Printed below for your convenience are excerpts from the the KeyBox lease agreement that address your obligations and the potential repercussions for non compliance. This language will be included in the lease agreement you’ll be required to sign in January when you exchange your SupraKEY for a new DisplayKEY or eKEY.
In addition to policing the system, the KeyBox Committee works on getting information and reminders about the system to you. It’s a good idea to read over any articles in the In Contract to make sure you know about any changes or the latest information.
I’d like to thank all of the members of the 2003 Keybox Committee and Tammy Foor and Corey Skinner at CBR for all of the work that they do.
Excerpts from the KeyBox Lease Agreement
6. Showing Procedures. Participants of the SuperKey system are authorized under certain conditions to open KeyBoxes under terms specified by the listing broker and/or listing Agent. Those Members and Brokers wishing to show a property MUST contact the listing Agent or Broker to arrange appointments to show a listed property. Failure to contact listing Agent or Broker prior to showing could result in an Ethics complaint for a violation of article 16 of the REALTORS® Code of Ethics of the National Association of REALTORS®, and/or fine of up to $2,500.
If a member fails to contact the listing Agent or Broker, the listing Agent can file a complaint with the KeyBox committee by contacting the KeyBox Administrator at the CBR. To file a complaint, the listing Agent must complete the complaint form, provide copies of the activity printout from the KeyBox in question and provide copies of the broker’s showing log. If a member is found to have violated the showing procedures, the KeyBox committee can assess the following fines:
- First Offense: $50 fine
- Second Offense: $100 fine
Third Offense: a fine not to exceed $2,500, possible removal from program and appearance before the CBR’s Professional Standards Committee.
7. Transfer of KeyBoxes. Notwithstanding the other provisions of this Agreement, while Member is not in breach of this Agreement, Member may at any time during the term (1) transfer KeyBoxes in Member’s possession to another system, Broker or Member who has signed this form of Agreement with CBR, and (2) receive from other Brokers and Members their KeyBoxes. However, such transfers shall be valid only when Member notifies CBR in writing of such intended transfer on the approved KeyBox Transfer Form within 24 hours of the transfer.
8. Transfer of Member. If a member using the SuperKey transfers agency affiliation, a new Electronic KeyBox Agreement must be completed, signed by the Member, and returned within fourteen days of the change as recorded with the Ohio Division of Real Estate. There is no cost to a member to transfer, but failure to comply with the transfer procedure will result in deactivation of the SuperKey and a $15 charge to reactivate the SuperKey.
9. SuperKey and KeyBox Security. Member acknowledges that if the SuperKey or its PIN comes into the possession of any unauthorized person, the security of all KeyBoxes could be compromised. Therefore, the Member agrees as follows:
9.1 Member shall keep the SuperKey in Member’s possession or in a safe place at all times, and shall only use the SuperKey for proper purposes in connection with real estate services to the public.
9.2 Member shall not allow Member’s PIN to be attached to the SuperKey.
9.3 Member shall not loan or otherwise transfer the SuperKey to any person or entity for any purpose whatsoever.
9.4 Member shall notify the CBR in writing of a loss or theft of the SuperKey or any KeyBoxes and all circumstances surrounding such loss or theft within 24 hours of loss or theft.
9.5 Member shall follow all security procedures now existing or hereafter adopted by CBR in connection with use of the SuperKey and the KeyBoxes.
9.6 Member shall safeguard the Shackle Code for each KeyBox from all other individuals and entities, whether or not authorized Members of the SuperKey system.
Failure to abide by these rules and regulations can result in the following fines issued by the KeyBox Committee:
- First Offense: $50 fine
- Second Offense: $100 fine
- Third Offense: a fine not to exceed $2,500 and possible removal from the KeyBox program.
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