Maintenance in here while I sleep--what's to be done?

October 24, 2023 7:36 AM

I woke up to voices and two of the maintenance men were here in my unit. I live in a cozy unit in a co-op. It's lucky I had so many years of DBT and EMDR, or I probably would have screamed.

The office manager treats us like recipients of government benefits/housing. She's a bitch. She's also sent people over here without notice before (I think is the 3rd time) I sent a letter to the board president, who usually ignores me.

I don't know if the 24 hours unless emergency applies with our place (a non-profit) or not. I just assumed it applied everywhere.

She needs to be fined like she's always threatening us to be fined.

Assume I want to stay here. We've been through several office managers (she's the fourth) in the six years I've been here and I think it's only a matter of time.

I sound calm, but I'm livid.

posted by intrepid_simpleton to Human Relations (28 answers total)

Response by poster: Also: the maintenance man, who is really a nice guy and just follows orders, told me she sent out an e-mail prior. I found no such email in my account(s).
posted by intrepid_simpleton at 7:41 AM on October 24, 2023

I recommend getting a "portable door lock" (search for this) and using it all the time - these do not involve drilling or other modifications to the unit. There is no reason whatsoever for people to be admitting themselves into your unit, while you are there, without your permission. Make this physically impossible.

Then set your building manager on fire, perhaps with words to start.
posted by seanmpuckett at 7:42 AM on October 24, 2023 [24 favorites]

You live in a co-op. Your co-op should have by-laws and house rules. What do they say?

In the meantime, presumably you can install a stopper (chain or plate) on your own door that you can close before bed each night. Can't come in without permission if they can't get the door open!
posted by praemunire at 7:44 AM on October 24, 2023 [14 favorites]

You should call the police the next time you wake up to find someone in your apartment. If it's possible to do so, file an incident report with the police now and include it in your next message to the board president. And go to the next co-op meeting.

And order a travel lock. They're generally meant to be non-destructive for use in hotels/airbnbs.
posted by Lyn Never at 7:53 AM on October 24, 2023 [3 favorites]

Go to a board meeting. Depending on how the bylaws work maybe there's an open period for public comment? If not, make a request to the board president in advance to be on the agenda. Prepare a short statement -- like 3 min. or less; it's okay if you read it from a piece of paper. Don't gentle your language at all; go all in on how dangerous this practice is. Make sure the entire board knows what's happening, and what kind of liability they're opening themselves up to if something were to go wrong in this scenario.
posted by BlahLaLa at 8:02 AM on October 24, 2023 [7 favorites]

Response by poster: Call the police--I like it. Of course they'd arrive and the men would be gone.
On preview, the manual lists only the rules for us, and none for management.
I've been to the board meetings. The board's answer to everything is, "talk to the management".

EDIT: Since I started this post, I was informed a nice (neutral) letter to the management would be good, and start a paper trail. I'm kind of conflict-avoidant, but this is nuclear-level to my mind.
posted by intrepid_simpleton at 8:45 AM on October 24, 2023 [1 favorite]

Don't call the police on maintenance who have done nothing wrong, come on people. The issue is with management and proper notification.
posted by Think_Long at 8:53 AM on October 24, 2023 [50 favorites]

Do any of the other co-op members feel the same? Multiple people advocating together can have more effect than one "problem" tenant.

How do co-ops work in your area: Are you an owner or a renter? Is there any local legislation that applies? Is there anything relevant in the rental or purchase contract you signed?
posted by trig at 8:54 AM on October 24, 2023 [4 favorites]

I don't know if the 24 hours unless emergency applies with our place (a non-profit) or not. I just assumed it applied everywhere.

Are you a renter or an owner of the unit? If the former, you should check your lease: all the leases I've been involved with specify this exact thing. You might have more success with management if you refer to specific terms in your lease, by which you are both bound (if your rent).
posted by ClaireBear at 8:59 AM on October 24, 2023 [1 favorite]

Response by poster: I didn't find anything about the 24 hours in the manual. I'm an owner, by the way.
posted by intrepid_simpleton at 9:13 AM on October 24, 2023 [1 favorite]

As a longtime shareholder in a NYC coop, I know that I have the right to not provide my apartment keys to the super.

But I’d raise hell (politely) and install a chain on the door.
posted by computech_apolloniajames at 9:46 AM on October 24, 2023 [3 favorites]

When is your next opportunity to run for the Board?
posted by jacquilynne at 10:26 AM on October 24, 2023 [5 favorites]

In the immediate term before you get a lock (or even a doorstop), if you're expecting any more work to be done, you could put up a note on the door telling workmen not to enter without first calling you.
posted by trig at 10:38 AM on October 24, 2023

Also, does the manual have rules against owners changing their own locks?
posted by trig at 10:39 AM on October 24, 2023 [1 favorite]

A letter to the management sounds absolutely standard and not at all nuclear to me.
posted by penguin pie at 10:42 AM on October 24, 2023 [5 favorites]

When you say "office manager" is that someone hired directly by the coop, or is it through a property management company? Either way, the boss here is the coop board, and the coop board is supposed to look after the interests of the coop members. The office manager/management company shouldn't be able to do anything that the coop doesn't want done. And if they do a bad job, the coop can fire them and hire a different office manager/management company whenever the current contract expires. Certainly the office manager/management company shouldn't be threatening a coop member with anything whatsoever. That's not for the office manager/management company to do unless the coop board instructs it to be done, in which case I'd have a real bone to pick with the coop board. If I were you, I'd figure out when the next coop board meeting is scheduled and plan to attend.
posted by slkinsey at 10:44 AM on October 24, 2023 [12 favorites]

even if an email was sent (whether you got it or not) they should have knocked a couple times before coming in. i live in an apt with a mgmt co with no boundaries at all, and even they knock and yell "maintenance!" before they come in. if they did this, and it didn't wake you up, that's shitty, but it's an accident that happens sometimes. it has happened to me and it's super unnerving and my heart was racing. but i went out and got one of those door locks folks are mentioning above.
posted by misanthropicsarah at 11:16 AM on October 24, 2023 [5 favorites]

What state and city are you in? Landlord-tenant law id quite local; find the tenants' rights group and find out how the law applies to a non-profit, and how it treats entry for maintenance. Just because they don't state your rights doesn't mean you don't have rights.

Get the names of the maintenance workers and the task they were accomplishing. Document the previous events.

Write a letter that is firm and very cordial. As I'm sure you can understand, it was horrifying to be awakened by strangers in my home today. I assume it made them uncomfortable, to say the least. When I heard strange voices, I nearly called the police; can you imagine how awkward that would have been?

I can't find any trace of a letter, email or voicemail from the management organization, which, of course, is necessary before anyone enters a unit in a non-emergency situation. I have made sure the official email address is not tagged as spam. Since the current system of using email doesn't seem to be working, i must insist that you get confirmation from me before anyone can enters my unit in a non-emergency situation.

This is a very distressing situation, and it's the 3rd time maintenance has entered with no notice. I am so distraught by the violation of my privacy. I really don't feel secure in my home. It's quite urgent that we reach some understanding and have a process to keep this from happening again. I really appreciate your prompt 1attention to this matter.

A letter stating facts and asking for reasonable resolution is not nuclear. Asking a lawyer to write it and send on their letterhead is a bit more assertive and is the next step. The management company is wildly unprofessional and out of line; this is intolerable.
posted by theora55 at 11:18 AM on October 24, 2023 [28 favorites]

I got it in my head, you're in a non-profit, but your post doesn't say that. sorry.
posted by theora55 at 11:42 AM on October 24, 2023

Response by poster: This is an excellent letter.
posted by intrepid_simpleton at 11:52 AM on October 24, 2023 [4 favorites]

Is the coop a registered nonprofit something like a 501(c) entity? Or, as is normal for housing cooperatives, is it a de facto nonprofit?

The reason I ask is that there are some "special case coops"--e.g., HDC housing in NYC--that might explain why the coop members seem to be putting up with what sounds like a crap management company.
posted by slkinsey at 12:20 PM on October 24, 2023

Response by poster: jacquilynne: I have already been a board member for a full term. Fresh hell.

slkinsey: I am not sure the complexities of the definition; someone here must know.
posted by intrepid_simpleton at 12:26 PM on October 24, 2023

Just a thought - how often are people entering your home while you are not there? Are they giving you notice/getting permission from you? What if you had guests who might fear assault from strangers barging in? A deep dive into the coop/management rules and how they are administered is needed, I think.
posted by citygirl at 1:17 PM on October 24, 2023 [2 favorites]

You don't need the house rules. You need a copy of the by-laws that govern the board and you need to review a copy of your proprietary lease (which is what co-op owners have). Those documents should spell out what is required for people to gain access to your unit for maintenance.

Once you know exactly what is required for people to gain access you can send an official letter to the board and the property management company, telling them they need to abide by the lease/by-laws or you will take legal action.
posted by brookeb at 1:47 PM on October 24, 2023 [4 favorites]

You don't need the house rules. You need a copy of the by-laws that govern the board and you need to review a copy of your proprietary lease (which is what co-op owners have).

Well, I would look in all of these places, just to be thorough. I'm trying to understand why the by-laws & lease haven't already been consulted...is there some unusual ownership structure here? I can't believe this situation isn't addressed anywhere in the governing documents.

This is an excellent letter.

At least when it comes to the average board, the minute you describe it as "horrifying" to have a known maintenance worker in your apartment unannounced, they're going to decide you're a hysterical drama-seeker and try to brush you off as hard as possible. No offense, but no one on the board cares about your feelings. (They're going to be reluctant to address the problem anyway, but don't give them reasons to dismiss you as unreasonable.)

Dear Mr/Ms X [board chair]:

I write concerning the unannounced visit of [soandso] to my apartment ([x]) on [date]. According to the [by-laws/prop lease] [citation], all visits by management require 24 hours of notice unless there is an emergency condition. There was no emergency, yet I did not receive advance notice of this visit. Unfortunately, this is the third time such an incident has occurred (the other two being [x's visit on date] and [y's visit on date]). It therefore appears that [management company] is disregarding the provisions of the [by-laws/prop lease], to the detriment of shareholder privacy and security. Please let me know as soon as possible how the board plans to address this problem and if you need any further information from me. If necessary, I intend to raise this issue at the next shareholders' meeting on [date]. Thank you for your assistance.
posted by praemunire at 3:24 PM on October 24, 2023 [20 favorites]

Mod note: Several comments removed. Please top the derail about whether to call the cops on maintenance, it's been covered, thank you. Let's stay focused on other suggestions that will help the OP.
posted by Brandon Blatcher (staff) at 7:15 AM on October 25, 2023 [1 favorite]

and I said landlord-tenant, but that's the model. Are you working with an individual employed by your board, or a management company?
posted by theora55 at 2:22 PM on October 25, 2023

Adding to the suggestion, forget a portable lock... is there anything in the manual saying they're required to have keys at all? I would immediately change the locks on the door itself, and not provide them keys. If they need to enter, they can provide notice.

I work in building maintenance among other things, and it's normal for sometimes even the landlord of a rental to not necessarily have keys for various reasons. If a pipe explodes or something we just drill the lock.
posted by emptythought at 4:44 PM on October 27, 2023