How to get building keys from Facilities Management

I am at wits end. I cannot obtain keys. Our new ward was created at the end of August, 2 and a half months ago, and I was called as a new Ward Clerk. We were supplied with some Bishop, Clerk and General building keys to the one year-old stake center shared by 3 other wards and the stake, but not enough keys for our needs. Also and unfortunately, none of our keys are able to open a door where all of our ward's lockable closets (the half-height ones that are like lockers with wood doors) are located and we do not have keys to the closets themselves either. Furthermore, we were informed that we would be able to share an outdoor shed closet with the stake, but do not have keys to that. Regarding our need for these keys, I have been in contact with our high councilor who is over stake facilities since August 30, 2011 on a weekly basis and he says that the hold up is with facilities management, or "FM Group." However, the councilor has repeatedly informed me that they will arrive "this week" or similar promises and nothing except for excuses has occurred. I have no more keys and no more access to any storage than the first day our ward was created. I have informed the Bishop, stake clerks, and anyone else is interested in keys of the difficulties I am having and if they have any suggestions; I get plenty of opportunities to discuss it because I am frequently asked about when we are getting new keys in meetings etc. The best suggestion yet came from a former Bishop; he suggested I contact FM Group myself even though they may be unhappy that I am not going through our councilman. So, is my high councilman right that FM Group takes multiple months to make keys or is my councilman making excuses? When I needed keys for our filing cabinet or our bishop's desk, I took apart the locks myself, took them to a locksmith and made as many copies as were needed and completed it in a week. Why is this so difficult? I would do it myself if I thought it was okay. How can I contact FM Group? Suggestions? Help!

I would talk to the stake clerk, since in a sense, he's your boss. Failing that, take it up with the stake president.

While the PFR is the point of contact, the FM answers to the stake presidency.

Since you are a ward clerk, you can look up the FM Group contact information yourself on CDOL. I've found it helpful just to email the FM Group manager and copy the Stake PFR and anyone else involved. That way everyone is on the same page instantly. I've never had trouble getting a quick response from our FM group. Best of luck to you.

(Of course, this tactic only works with requests that obviously have to be resolved by the FM group. Since I am also acting as ward building rep, I use this all the time with issues like burnt out light fixtures, sagging roof gutters, etc. In those cases it rarely makes sense to involve anyone but the FM group.)

FM groups do not like anyone contacting them other than the Stake President and the Stake PFR (if you are in a different situation, then I'm VERY HAPPY for you). If you think about it, that is already a bunch of people to coordinate with. If it has already been 2 months without satisfaction, then the Bishop needs to take it up with the Stake President. The Stake President is the one as mentioned above that ultimately the FM will respond to.

I find it interesting that many I come in contact with treat FM like they have a calling, but it is not it is a job.... when I need to get something done... and granted I'm a stake clerk, but if a ward clerk needs something done... I contact the PFR.... if a week goes by... I involve the HC over Facilities... if another week goes by my next email includes the stake president with a note about addressing the issue with FM. It doesn't always work... sometimes the SP determines that it isn't a battle to take on and that he's going to save those battles up for the important ones...

JohnShaw wrote:(if you are in a different situation, then I'm VERY HAPPY for you).

I guess I am. I do keep it short and to the point. I would certainly stop emailing the FM group head if he asked me to. In the OP's situation, it appears that the message has been lost along the way. The beauty of email is that you can get everyone on the same page at the same time. Perhaps the OP could take my suggestion and instead email the Stake President, while copying his bishop, the PFR and the FM group.

mfmohlma wrote:(Of course, this tactic only works with requests that obviously have to be resolved by the FM group. Since I am also acting as ward building rep, I use this all the time with issues like burnt out light fixtures, sagging roof gutters, etc. In those cases it rarely makes sense to involve anyone but the FM group.)

It also helps that those types of things are "non-controversial" and you're simply reporting it. And you're not trying to tell them it has to be fixed by next Sunday.

We've had other threads where the FM group had different ideas about who needed building keys then the ward did.

RussellHltn wrote:And you're not trying to tell them it has to be fixed by next Sunday.

Even though I don't, they usually are. (Thanks Portland FM group! )

RussellHltn wrote:We've had other threads where the FM group had different ideas about who needed building keys then the ward did.

True, but the OP stated that

the councilor has repeatedly informed me that they will arrive "this week"

so in this case, it's not an issue of if the keys are coming, but simply when. The FM group should be able to answer that question.

I am the stake IT specialist for the Saint John New Brunswick Stake in Canada. My stake president understands the importance of technology within the church and provided me with a grand master key to all meetinghouses in our stake. This key is for the outside door. If I need access to specific offices or closets, I coordinate with local leaders to open the doors for me. Ultimately it is the stake president who decides who has these keys and not the FM group. I would suggest that you explain to your stake president in a spirit filled way how important it is for you to have access to the meetinghouses in the stake to fulfil your calling in an effective and efficient manner. Ultimately it will mean that the meeting houses are taken care of in regards to their technical support needs with the least amount of time and beauracracy trying to gain access to equipment. This translates to less hassle for the stake president because people aren't always coming to him about computer or IT problems that aren't resolved.If you are a current temple recommend holder, there should be no questions or concerns about security in giving you the grand master for every meetinghouse in the stake that you are responsible for. I hope this helps you out.