Unit Access/Emergency Key Policy Edit page

Whitney Condominium Association

Access and Emergency Door Key Policy

Adopted August 2025

As specified in the Master Deed and By-Laws, there are circumstances when the WCA Board or its authorized representatives shall be permitted access to a condominium unit. These circumstances include but are not limited to:

• Performance of necessary maintenance to common elements and essential service components of the infrastructure The Whitney Condominium
• Conduct timely safety, regulatory and maintenance inspections
• Repair or replace property and equipment owned or used by the WCA in the normal course of operating the Whitney Condominium facilities
• Respond to an emergency or imminent risk of an emergency situation.
• Other specified duties, responsibilities and obligations of the WCA as specified in the Master Deed and By-Laws 

Policy for Granting Access to Enter a Condominium Unit

Requests by the WCA or its representatives shall be made following the procedures listed below. Such access may include direct access through the condominium front door to the authorized agents of the WCA and shall be granted by the condominium unit owner provided Proper Timely Notice (PTN) has been given prior to access.

The PTN period will be based on the nature of the need to gain access as follows:

1. Access required to provide routine maintenance or periodic inspection (e.g. annual) of equipment, sensors, wiring, plumbing, HVAC and any other supportive devices or installations essential for normal safety, health and required functioning of the facilities:
   1. The PTN for this type of access shall normally be planned in advance with notice to all unit owners affected at least 2 weeks in advance. However, shorter times may be necessary depending on circumstances. The minimum PTN for access requests under this section shall be 7 days prior.
   2. Such access shall normally occur between 9 am and 5 pm.
2. Access to address potentially serious situations that could potentially escalate to an emergency. The conditions under this category include matters relating to fire, safety, risks to life or living conditions as well as other potential emergency building maintenance or security components or installations.
   1. The PTN for this type of access shall be 1 day prior.
   2. Efforts will be made to access the unit during normal business hours of 9 am to 5 pm but may require different time slots depending on the situation. 
3. Emergency situations in which the presence of a real danger to safety, security or other conditions is either evident or the risk for rapid deterioration into such a state is likely.
   1. The PTN for this type of access shall be no more than 1 hour.
   2. Access may occur at any time under this situation.
4. Since the cost efficient manner to provide service by WCA contractors under Item #1 depends on being able to provide the necessary service or attention without making individual trips back to each unit, scheduling of such routine service or repairs must be coordinated with all unit owners. As such, acceptance of a reasonable request for access to a condominium shall be expected of the unit owner provided such request was made in a timely manner (PTN) as noted above. Because the WCA may incur additional costs and management time and effort, failure to comply with the access request when given with Proper Timely Notice may result in the imposition of a fine by the WHOA against the non-compliant condominium unit owners.

Fines may be assessed according to the following schedule:

1. First failure to comply $250
2. Second failure to comply $500
3. Each successive failure to comply $750

Policy for Requiring an Emergency Use Key for Each Condominium Unit

The WCA Board having considered the right to privacy and the need for assurance of personal property protection as well as the need to gain entrance under emergency situations and for safety maintenance, as outlined above, has adopted the following policy:

1. Each unit owner shall provide a workable copy of the primary unit door key to serve as an emergency use access to their unit. The WCA shall retain the emergency use key in a secure manner with controlled access to both the location and the key box.
2. Use of the emergency use key shall be limited to the following situations:
   1. A clearly defined emergency that requires prompt access to the unit and when the occupant of the unit is not present, or no one answers the door.
   2. No one is at home or answers the door when routine safety inspections and maintenance work is conducted, provided that such work has been scheduled and the owners have been notified in advance utilizing PTN.
3. No entrance shall occur unless two people are present and conduct the emergency access. Such people shall have been authorized by the WCA Board in advance. A notification shall be sent to any unit owner after any such emergency access has occurred and shall include the particulars of the event. 
4. Following any changes to the front door lock and key, the owner must provide a new emergency use key to the WCA for proper safekeeping.
5. Failure to comply with this regulation after a formal request, may result in imposition of fines. 
6. Costs of any repairs caused by a lack of an WCA entrusted emergency use key shall be borne by the unit owner. 

Ratified by: The Whitney Condominium Association, Inc. Board of Directors

Date: August 18, 2025