[Bookstoprisoners] Repost of 5-29-07 Steering notes

[wmullins at insightbb.com]

----- Original Message -----
>From <wmullins at insightbb.com>
Date Tue, 29 May 2007 22:13:07 -0500
To btp-keystaff at lists.chambana.net
Subject Notes from Steering Meeting on Security Issues  5-29-07

Hello all,
 
An unscheduled Steering Meeting was called Tuesday night to address issues of security in the IMC building, especially the recurrence of unlocked basement doors (including overnight), people sleeping in the Family Room, and generally unsafe conditions--particularly in the basement--resulting from lax security related to the #4 key.
 
A proposal has been made to re-key both the north and south basement entrances and both of the stairwells leading to the basement.  The main IMC entrance and individual doors currently opened by the #4 key (e.g., the B2P room) will remain as they are.  Access to the basement, however, will require a new key.  Additionally, the new basement locks would be such that they lock themselves upon closing and cannot be left unlocked.
 
Under the proposal, possession of keys to the new locks will be more strictly monitored than the #4 key has been, and new keys will be issued only to a limited number of designated working group members.  The specifics of how many new keys for each working group and how we decide who will get them is still under discussion.  
 
 It was proposed that Mike Lehman be in charge of distributing new keys, possibly delegating additional key distribution responsibilies to Chris Evans.
 
As I understand the proposal, [Chris please correct or clarify this if I have it wrong], the general idea on the table is that Books To Prisoners and other groups housed in the basement would designate a new group of keystaff people to have the new keys, and that these members would be the only ones able to access the basement (or to let others in).  To get a key, there will be some as-yet-unspecified process to make sure that key recipients are authorized by the working group to have a key, that they understand the need to maintain locked doors, security protocol et cetera, and in general can be accountable for not leaving the building open to hangers-on wandering in and out.
 
This proposal possibly  means that fewer B2P keystaff will have keys, and it possibly means that those who do have keys would need to commit to being around to run the B2P space more regularly. (Again, the number of keys handed out and the guidelines for who gets them is still open to discussion.)
 
We need to discuss how this affects us.  Under this proposal, we'd need to do a better job of designating keystaff for each of our working sessions, particularly Saturdays, and we would need to figure out who else would have a key and perhaps be "on call" to let others into the basement outside of our scheduled working session hours, e.g., to drop off book donations.  We would also probably have to communicate with volunteers that they come to the south entrance and ring the doorbell to be let into the basement, or come at a particular time to get in, as the entrance on Elm Street and the stairwell will be permanently locked.
 
As this might change the way Books To Prisoners works--especially for those of us who like to come in at times other than regularly scheduled work sessions--I think we should have a discussion of it before our June 9th meeting, and that anybody who has a strong opinion on this should consider attending the June 7th Steering Meeting, 8pm, where I expect the new key proposal to be the main item on the agenda.  I will be there June 7th, but I do not feel qualified to speak for the whole group on this.  Anybody who wants to offer a counter-proposal or who wants to be involved in setting up the details of a new IMC key policy should attend if possible.
 
Bill Mullins
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