Educational - CCI GRAND RIVER

Preparation for Capital Projects

March 21, 2024/in Educational

When a condominium corporation is moving towards a capital repair project it can become a daunting
process at times. Below are some best practices when undertaking a large project such as paving,
building envelope restoration, and/or infrastructure replacement. While it is likely your reserve fund
study or some other indicator (hopefully not failure) such as a condition survey that has identified a
capital item that is need of repair or replacement, the challenge is just beginning. Many would agree
that it is the primary steps of a project that can really set the tone for success. Please consider the
following:

Determine the scope of a project. Make use of the Reserve Fund Study, any condition
assessments, or repair recommendations that may have been provided, or seek the advice of
professionals related to the overall project scope.
For simpler or more straightforward projects, a professional/expert may not be required for the
duration of the project and in those cases a corporation should be prepared with the assistance
of their manager to identify the scope, obtain competitive estimates based on the scope, and
select and manage the work directly with the approved contractor.
For larger or more complex projects, look to engage a professional/expert to work with the
corporation throughout the project process from scope of work to tendering/estimating,
inspections, etc. In today’s competitive world these professionals will greatly assist a
corporation in securing competitive viable estimates, reduce liability, and provide a comfort
level for the corporation and contractors which can lead to better value and overall results.
Timing of larger projects should always be reviewed. Keep in mind you may have other annual
maintenance items that could be completed while undertaking a large project that will result in
savings for the corporation from an operating standpoint. A simple example is to have the
roofers scope include cleaning the eaves when roof replacement is being done. Consider
repairing adjacent items, such as curbs, sidewalks, or buried infrastructure when doing asphalt
replacement.
All have seen large variances with pricing. Ensure requests for quotations are clear and simple.
Ensure the key points are captured such as what (service, supply) and when (frequency,
urgency). Contracts and purchase orders need to clearly reflect the approved scope, pricing, and
timing expectations.
Quoting/tendering and contract preparation can be challenging in today’s environment for
varying reasons. Volatile marketplaces, surplus of work, and increasing inflation have made this
process far more challenging as of late. Much of the time contractors, when given the
opportunity for future business, will provide firm pricing and or annualized increases for multi-
year commitments when possible.
Communication with residents is always vital for a successful project. Try to be informative but
general in nature with respect to the scope, timing, specific needs such a relocation of vehiclesetc., and what to expect for residents such as noise, vibration, and traffic. Be prepared to
provide updates as projects progress. This will ensure residents have what they need information wise. Clearly identify who concerns should be brought to in the event a question or
issue arises.
As a project moves forward, look to keep all parties updated through progress reports prepared
by who is managing the project and ensure all participating contractors are sent updates as well
to ensure all agree at each phase.
At project completion, ensure full project reviews are undertaken and any holdback, warranty,
future maintenance requirements, etc. are discussed and recorded.

Please remember this advice when considering your next project!

Corey Sargeant RCM,
President,
G3 Property Solutions Ltd

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Winter Window Condensation

March 7, 2024/in Educational

Around this time of year, many condominium owners, directors, and managers ask us: why are my windows dripping with water? Condensation is a common issue for older condominium windows and even some new windows. Here are some tips to better deal with condensation:

Open your blinds or curtains. Having them closed can reduce the temperature of your window frames and increase the potential for condensation. Opening your window coverings will allow warm interior air to reach them, raising your window frame temperature and drying the condensation.
Use your fans. The relative humidity in your unit may be too high for your windows. Using bathroom and kitchen fans more often can bring in fresh dry air and reduce the potential for window condensation.
Lower your humidifier settings. Most windows can only tolerate about 20% relative humidity when we reach cold January/February temperatures. Consider lowering relative humidity to 30% when temperatures drop below 0C, and 20% when temperatures drop below -10C.
Ensure your operable windows are fully closed. Leaving them slightly open can lower the window frame temperature enough to cause condensation.

If your problem still persists, feel free to reach out to your engineering consultant to ask for further tips on dealing with condensation. They should be able to provide you with standard tips and comment on the condensation performance of your window systems.

Every window system has a different condensation rating (i.e. ability to resist condensation) and new windows with higher ratings generally come at a cost premium. When it does come time to replace your windows, speak to your engineer about your expectations and your budget. New windows are a long-term investment and condensation resistance is not something to overlook when making your big decision.

Jordan Swail, BESc, P.Eng., BSS

Project Engineer
Building Science and Restoration

Read Jones Christoffersen Ltd.

rjc.ca

Spring Preparation Checklist for Condominium Corporations: Essential Planning Steps

February 15, 2024/in Educational

As the winter frost begins to thaw and signs of spring emerge, condominium corporations must gear up for the seasonal transition to ensure the smooth functioning and well-being of their properties. Spring brings its own set of challenges and opportunities, making proactive planning essential for maintaining the integrity and attractiveness of the condominium complex. Here’s a comprehensive checklist outlining the crucial planning steps that condominium corporations should undertake in preparation for spring.

Landscaping Assessment and Maintenance:

Spring marks the revival of landscaping activities. Conduct a thorough assessment of the property’s green spaces, including lawns, gardens, and shrubbery. Identify any damage caused by winter weather, such as frost heave or fallen branches, and prioritize cleanup and repair tasks. Schedule lawn care services, pruning sessions, and mulching to rejuvenate the outdoor areas and enhance curb appeal.

Irrigation System Inspection:

Verify the functionality of the irrigation system to ensure it operates efficiently during the upcoming warmer months. Inspect for leaks, clogs, or damaged components that may compromise water distribution. Adjust watering schedules according to seasonal needs, considering factors like increased rainfall and rising temperatures. Implement any necessary repairs or upgrades to optimize water conservation and maintain healthy vegetation.

Exterior Building Maintenance:

Spring is an ideal time to address any exterior maintenance issues accumulated over the winter. Conduct a detailed inspection of the building facade, roof, windows, and doors for signs of wear, damage, or deterioration. Address any cracks, gaps, or sealant failures to prevent moisture intrusion and maintain structural integrity. Schedule professional cleaning services to remove dirt, grime, and debris, enhancing the aesthetic appeal of the property.

HVAC System Tune-Up:

Prepare the heating, ventilation, and air conditioning (HVAC) systems for the transition from heating to cooling mode. Schedule routine maintenance checks, filter replacements, and duct cleaning to optimize system efficiency and indoor air quality. Verify thermostat settings and adjust temperature controls accordingly to ensure occupant comfort while minimizing energy consumption. Consider investing in programmable thermostats or smart HVAC technologies for greater control and energy savings.

Pest Control Measures:

With the arrival of warmer weather, pests such as insects, rodents, and birds become more active, posing potential threats to the condominium complex. Implement preventive pest control measures, such as sealing entry points, installing screens, and conducting regular inspections. Consider partnering with professional pest management services to develop a comprehensive integrated pest management (IPM) plan tailored to the property’s specific needs and environmental considerations.

Common Area Cleaning and Sanitization:

Prioritize the cleanliness and sanitation of common areas, including lobbies, hallways, elevators, and recreational facilities. Develop a spring-cleaning schedule to address dust accumulation, disinfect high-touch surfaces, and remove clutter or debris. Promote resident awareness and participation in maintaining cleanliness standards through communication channels and community initiatives. Consider incorporating environmentally friendly cleaning products and practices to minimize ecological impact.

Emergency Preparedness Review:

Reassess the condominium corporation’s emergency preparedness protocols and procedures in anticipation of spring-related hazards, such as storms, floods, or power outages. Update emergency contact information, evacuation routes, and disaster response plans as necessary. Conduct training sessions or drills to familiarize residents and staff with emergency protocols and promote a culture of safety and preparedness within the community.

Budget Planning and Allocation:

Review the condominium corporation’s budgetary allocations for spring maintenance and improvement projects. Prioritize essential tasks based on urgency, compliance requirements, and community priorities. Seek competitive bids from qualified contractors or service providers for larger-scale projects to ensure cost-effectiveness and quality assurance. Allocate sufficient resources for contingency funds to address unforeseen expenses or emergency repairs.

Community Engagement and Communication:

Foster open communication and collaboration among residents, board members, property managers, and service providers throughout the spring preparation process. Keep stakeholders informed of planned activities, timelines, and expectations through regular updates, newsletters, and community meetings. Encourage feedback, suggestions, and participation in decision-making processes to promote a sense of ownership and investment in the condominium community’s well-being.

Environmental Sustainability Initiatives:

Embrace environmentally sustainable practices and initiatives to reduce the ecological footprint of the condominium complex. Explore opportunities for energy efficiency upgrades, water conservation measures, waste reduction strategies, and green landscaping techniques. Educate residents on sustainable living habits and promote eco-friendly behaviours through awareness campaigns, recycling programs, and community initiatives.

Garage Power Wash:

Start the spring season off with a clean slate by scheduling a thorough power wash of the parking garage. Over the winter months, salt, sand, and debris may have accumulated, leaving behind unsightly stains and grime. A power wash not only enhances the appearance of the garage but also helps to prolong the lifespan of the surface by removing corrosive materials.

Catch Basin Cleaning:

Prevent potential flooding and drainage issues by cleaning out catch basins before the spring rains arrive. Remove any debris, leaves, or sediment that may have accumulated over the winter, hindering proper water flow. Regular catch basin maintenance helps prevent water pooling and minimizes the risk of property damage during heavy rainfall.

Windows Washing:

Restore clarity and brightness to the condominium complex by scheduling a professional window-washing service. Clean windows not only improve the overall appearance of the building but also allow more natural light to enter indoor spaces, creating a welcoming environment for residents and visitors.

Outdoor Pool Startup:

Get ready to make a splash by initiating the startup process for the outdoor pool. Conduct a comprehensive inspection of the pool equipment, including pumps, filters, and heaters, to ensure they are in proper working condition. Balance water chemistry, remove debris, and install safety equipment such as lifeguard stands and signage as necessary.

Garbage Bins and Chute Cleaning:

Maintain cleanliness and hygiene within the condominium complex by cleaning and sanitizing garbage bins and chutes. Remove any accumulated waste, debris, or foul odours to prevent pest infestations and maintain a pleasant living environment for residents. Implement a regular cleaning schedule to ensure ongoing cleanliness throughout the year.

Asphalt Repair:

Address any potholes, cracks, or surface damage on the asphalt driveways, pathways, and parking lots. Schedule asphalt repair and resurfacing services to restore the integrity and safety of the surfaces. Prompt repairs help prevent further deterioration and minimize liabilities associated with trip hazards and vehicle damage.

Parking Lines Repainting:

Refresh the parking lines in the garage and outdoor parking areas with a fresh coat of paint. Clear and visible parking lines help optimize parking space usage, improve traffic flow, and enhance safety within the condominium complex. Ensure that the repainting is done in compliance with local regulations and accessibility standards.

Roof and Balcony Inspection:

Protect the structural integrity of the condominium complex by conducting a thorough inspection of the roof and balconies. Look for signs of damage, leaks, or deterioration caused by winter weather conditions. Repair any loose shingles, damaged flashing, or deteriorated seals to prevent water infiltration and maintain a watertight envelope.

In conclusion, proactive planning and timely maintenance are essential for preparing a condominium corporation for the arrival of spring. By following this comprehensive checklist and taking proactive planning steps, condominium corporations can effectively prepare for the arrival of spring, ensuring the safety, functionality, and attractiveness of their properties for residents and visitors alike. Spring presents a prime opportunity for renewal, rejuvenation, and community engagement, setting the stage for a vibrant and thriving condominium community throughout the season and beyond.

Passing Advice to New Condo Directors

January 25, 2024/in Educational

Passing Advice to New Condo Directors

You have purchased a condo. For many, whether it is your first home or your downsized home, condo living is a unique lifestyle. You find yourself living in a community within a community. Your new community will have a board of directors, rules, by-laws, an operating budget, a reserve fund budget, maintenance contracts, etc. Then you get notice of an Annual General Meeting (the “AGM”). The AGM will have an agenda. The agenda usually includes “nominations for the board of directors”. What does this mean? Are you interested in joining your board?

The Condominium Act, 1998, section 27(1) states that a board of directors shall manage the affairs of the condominium corporation. Section 27(2) states the board shall consist of at least three persons or such greater number as the by-laws may provide.

One of the most important sections for directors to be aware of is section 37(1), which states:

Standard of care

37 (1) Every director and every officer of a corporation in exercising the powers and discharging the duties of office shall,

(a) act honestly and in good faith; and

(b) exercise the care, diligence, and skill that a reasonably prudent person would exercise in comparable circumstances. 1998, c. 19, s. 37 (1).

Does this standard of care sound a little daunting? There are many resources to help you navigate governing your condominium corporation. The first step is to examine your motivation to be on the board of directors. Many directors who volunteer for the betterment of their community usually find great rewards in setting a good direction for the condominium corporation and developing good relationships with the other board members. You all have a common goal: a well-managed and maintained community. This directly correlates to the betterment of your real estate assets. It is the money in your pocket.

The Condominium Authority of Ontario (CAO) has a mandatory course for new directors. This provides basic information to help you get started. There are 21 modules, and the training includes:

Foundational Education – Fundamentals and the legal framework of condo corporations
Board of Directors – Roles, responsibilities, leadership, meetings, and corporate records
Financial Management – Fundamentals, reserve funds, annual statements, liens, and insurance
Physical Integrity of the Condo – Common elements, maintenance, and procurement
Different Types of Certificates – Information and status certificates
CAO, CAT, and CMRAO – Roles of the Condo Authority, Condo Tribunal, and Condo Management Regulatory Authority

Once you have these basics, I would recommend getting involved with the CCI Grand River Chapter. The Grand River Chapter offers many opportunities to meet other board of directors, has educational opportunities, and just some fun events. Expanding your knowledge and getting involved will make your condominium living more enjoyable. If you are a new director – do not despair, Grand River is here to help you!

Henry Jansen, P.Eng., ACCI, Director of Operations – GTA & Southern Ontario
Keller Engineering

https://www.kellerengineering.com/

Streamlining Operations: The Benefits of Electronic Signatures and Payment Approvals for Condominium Corporations in Ontario

November 16, 2023/in Educational

Introduction

Condominium corporations in Ontario face numerous administrative tasks, including obtaining signatures and approving payments for various transactions. Traditionally, these processes involved manual paperwork, extensive printing, and time-consuming physical meetings. However, with the advent of electronic signatures and payment approvals, these tasks have become more efficient and cost-effective. In this blog post, we will explore the benefits of embracing electronic signatures and payment approvals for condominium corporations in Ontario.

Time and Cost Savings

One of the significant advantages of electronic signatures and payment approvals is the considerable time and cost savings they offer. In the traditional paper-based approach, obtaining physical signatures from board members and other stakeholders required multiple meetings and extensive printing, leading to delays and significant expenses. Electronic signatures eliminate the need for such manual processes, enabling board members to sign documents and contracts digitally from anywhere, at any time. This streamlined workflow saves valuable time, reduces administrative overhead, and allows for more efficient decision-making processes.

Enhanced Accessibility and Convenience

By adopting electronic signatures and payment approvals, condominium corporations in Ontario can greatly enhance accessibility and convenience for all parties involved. Physical meetings can be challenging to schedule, especially when board members have busy schedules or are located in different regions. Electronic signatures enable board members to sign documents remotely, eliminating the need for physical presence. This convenience improves collaboration among board members, management, and other stakeholders, ensuring smoother and more timely transactions.

Improved Security and Compliance

Ensuring the security and integrity of sensitive documents is crucial for condominium corporations. Traditional paper-based processes are prone to risks such as document loss, tampering, or unauthorized access. Electronic signatures provide advanced security measures, including encryption and audit trails, to safeguard documents throughout the signing process. These measures enhance data protection and reduce the likelihood of fraud or disputes.

Furthermore, electronic signatures align with regulatory requirements and industry standards, ensuring compliance with legislation such as the Electronic Commerce Act, 2000, and the Personal Information Protection and Electronic Documents Act (PIPEDA). By adopting electronic signatures, condominium corporations can maintain a high level of trust and confidence among their stakeholders.

While electronic signatures and payment approvals offer numerous benefits for condominium corporations in Ontario, it is important to be aware of potential pitfalls, especially in terms of cybersecurity. Here are some potential pitfalls to consider:

Data Breaches: The digital nature of electronic signatures and payment approvals exposes condominium corporations to the risk of data breaches. Cybercriminals may attempt to gain unauthorized access to sensitive documents and financial information, potentially leading to financial loss and reputational damage. It is crucial to implement robust cybersecurity measures, including firewalls, encryption, and regular system updates, to mitigate the risk of data breaches.
Phishing Attacks: Cybercriminals often employ phishing techniques to trick individuals into revealing their login credentials or other sensitive information. Condominium management companies and corporations must educate their board members, management, and staff about phishing risks and provide guidelines on how to identify and avoid suspicious emails or websites. Implementing multi-factor authentication for accessing electronic signature and payment approval platforms adds an extra layer of security.
Insider Threats: Internal employees or stakeholders with malicious intent can pose a significant cybersecurity risk. Access to electronic signature and payment approval systems should be granted based on a need-to-know basis, with proper authorization controls and monitoring in place. Regularly reviewing and updating access privileges helps mitigate the risk of insider threats.
Lack of User Awareness: Inadequate user awareness regarding cybersecurity best practices can undermine the effectiveness of electronic signature and payment approval systems. Training programs and resources should be provided to ensure that all users understand the importance of strong passwords, regular software updates, and identifying and reporting potential security incidents promptly.
Third-Party Vulnerabilities: Condominium management companies and corporations often rely on third-party vendors or service providers for electronic signature and payment approval platforms. It is essential to thoroughly vet these vendors, assess their cybersecurity practices and protocols, and ensure they comply with industry standards and regulations. Establishing clear contractual agreements regarding data security, confidentiality, and breach notification procedures is vital.

To address these pitfalls and strengthen cybersecurity, condominium corporations should engage with cybersecurity professionals or consultants who specialize in securing electronic signature and payment approval systems. Regular security audits, penetration testing, and staying up to date with the latest cybersecurity trends and threats are also recommended.

Efficient Payment Approvals

Condominium corporations often handle a significant volume of financial transactions, including vendor payments, service fees, and maintenance expenses. Traditional payment approval processes involve physically routing invoices and checks for signatures, which can lead to delays and potential errors. With electronic payment approvals, condominium corporations can streamline the entire payment process.

By digitizing invoice approvals and payment authorization workflows, board members and management can access and review invoices electronically, from anywhere with an internet connection. This digital approach allows for faster invoice processing, reduces the risk of lost or misplaced documents, and minimizes errors associated with manual data entry. Moreover, electronic payment approvals enable direct integration with accounting software, simplifying record-keeping and financial reporting.

Conclusion

The benefits of electronic signatures and payment approvals for condominium corporations in Ontario are undeniable. The shift towards a digital approach offers significant time and cost savings, enhances accessibility and convenience, improves security and compliance, and streamlines payment approval processes. By embracing electronic signatures and payment approvals, condominium corporations can revolutionize their administrative operations, increase efficiency, and provide a better experience for board members, management, and stakeholders. As technology continues to advance, it is essential for condominium corporations to adapt and leverage digital solutions to stay ahead in an increasingly interconnected world.

Since most condominium corporations have a management company which manages its day-to-day affairs the first step towards using electronic approval and cheque signing is for the management company to offer this service. While some management companies have embraced the technology advancements some have not. Those who are hesitant to use these tools should formulate long range plan in how to transition their business to align with the growing trend. This is true for both management companies and condominium corporations.

Shalon Chapman, LCCI
RLB LLP

Dushan Dvjak, Condo Owner
Grand River Chapter

Happy Board, Happy Life!

November 2, 2023/in Educational

A condominium’s Board of Directors play a significant and immeasurable role in the daily governance of a condominium corporation in Ontario. Board members are not only responsible for ensuring the corporation is well managed on behalf of all owners and residents, they are also responsible for ensuring that the corporation’s financial assets are secured and well managed.

Board of directors. Condominium board of directors. CCI Grand River.

Understanding that this volunteer role is not one to take lightly, how can we as owners, managers, professionals, residents, and fellow board members help in keeping board members happy in their roles?

Understanding the common goal.

There are always several projects and many moving parts for any condominium. From repairs to upkeep, making sure everyone is aligned with the priority task list will relieve unnecessary stress from any single member. Attending all appropriate meetings and keeping up with the communication will definitely help shave some group tension.

Communication. Communication. Communication.

It should go without saying, but we’ll say it anyway! Communication is key. Are you a board member who feels that one task should be brought up on the priority list? Bring it up at the next board meeting. Are you an owner that is unsure of the next step in a repair process? Reach out! It’s amazing how many of our problems can be solved if we keep an open dialogue with each other. The resources are there for a reason, don’t be afraid to use them!

Knowing that Boards of Directors are vital to the industry.

Your condominium’s Board of Directors are vital to your condominium’s corporation. Boards consist of volunteers with different work and life experience and therefore offer unique perspectives when tackling concerns and listening to owners and residents. Respecting the different views of each other and listening can lead your condominium to new and creative solutions. And hey, it may even save you money!

Compassion and support.

CCI Grand River. Board member. Board of directors. Condominium board. Condo board.

Now that we understand the priority list, are great at communication, and know that a Board of Directors plays a significant role in a condominium corporation, the last aspect to consider when trying to keep your board happy is: compassion and support.

Your Board of Directors are human, after all. Being courteous with each other will lend a huge helping hand in keeping a better community.

Being a Board member means wanting to make a difference in your community. It’s a lot easier to make a difference when you feel respected and heard. Being an active part of your community and listening to the concerns of your corporation can help your board check tasks off their lists and continue ensuring you are living your best condo life.

Reach out to your condominium board today to see how you can support your community.

Maggie Matian
Marketing Manager for CCI Grand River

Mitigating Risk When Snowbirds Fly South

October 19, 2023/in Educational

Things to consider before the Snowbirds Fly South

We hate to say it, but it’s that time of year again to prepare for plummeting temperatures and to make plans for the winter ahead. Maybe you like to head down south for the winter and escape Canada’s snow. But what are some things you should be thinking about before you leave your home for the winter? Here are a few things to consider before escaping to warmer locations.

1. Safety and Security Concerns

a. Check your home insurance policy

What does your insurance policy require you to do when you are away for an extended period of time? Do you need to have someone check your home every few days? If so, make sure you have a family member, friend, or neighbour agree to do the required checks. If you’re not sure what your policy requires, call your insurer to check. Ask whoever is checking your home to pick up mail, newspapers, etc. as well so you don’t give away signs that your home is empty and unmonitored.

b. Check your condominium documents

Your condominium’s declaration may have rules that impact your decisions when you’re leaving for the winter as well. For example, are you required to keep your home at a certain minimum temperature to ensure your pipes don’t freeze, burst, and cause a building-wide flood?
If you’re considering renting out your home as a short-term rental while you’re away, does your condominium declaration and/or rules allow short-term rentals? If so, are there limits on how short (or long) you can rent your home out for?

c. Don’t turn off your heat!

Heating your home in the winter can be expensive, but so is flooding caused by a burst pipe. So don’t forget to continue to heat your home while you’re away. Even if your insurance policy and condominium documents don’t require regular checks, set this up anyway so you can have peace of mind while you’re away. Accidents happen, and if there’s a flood or any other emergency in your home, you want someone to catch it as soon as possible.

2. Virtual meetings

Does your corporation have a lot of owners who are Snowbirds? You may have found that this can restrict your options when holding board meetings and Annual General Meetings (AGMs). Luckily, virtual meetings and platforms such as Zoom and Microsoft Teams has made location a problem of the past! There are also a few third-party companies that can be utilized to ensure flawless e-voting, guarantee quorum and assist with the technology side of virtual meetings for those who are not so tech savvy.

Holding AGMs virtually has several benefits. It can ensure quorum is met as owners can log in from anywhere or easily provide digital proxies. There is also flexibility in the timing of the meeting. Before virtual AGMs, a lot of corporations would rush to hold their AGM before unit owners departed for the winter. Now, it can be held anytime within the 6 months after the year end, which can reduce pressures on the auditor, property manager and the board.

Many guest speakers, such as lawyers, engineers and auditors are now charging additional fees for in person attendance. Virtual attendance is often cheaper or possibly included in their professional fees, as it is less time consuming for the guest.

While there is a lot of planning and preparation that goes on for travellers at this time of the year, it’s important to not forget about the condominium you are leaving behind. Ensuring that your unit is taken care of while you’re away can be a relief not only to you, but to your fellow neighbours as well!

Authors:

Shalon Chapman, LCCL
RLB LLP

Annie Bailey
Lawyer
Robson Carpenter LLP

Preparing For Your Annual General Meeting

September 17, 2023/in Educational

Preparing for your condominium’s Annual General Meeting can cause a lot of stress for your management company, board, and unit owners if your past meetings have not gone so smoothly. In a room full of people you don’t know very much, discussing financial and intimate details of your condominium community can feel daunting, to say the least.

This doesn’t need to be the case! With the proper planning and communication, you can ensure that your next Annual General Meeting runs like a well-oiled horse.

What is an Annual General Meeting?

The Annual General Meeting allows for condominium managers, unit owners, and professionals to meet and discuss the previous year, ask questions, and discuss upcoming projects, fee placements, and a chance to vote on any topic that may be brought up during the meeting.

This is a great opportunity for unit owners to have a safe space to ask their condominium board and managers for any clarification they may have, so that they have a greater understanding of the community they are a part of and what will be happening around them.

Before and after the meeting, you can also network with your community, meet your neighbours and manager, and get to know the contractors who attend.

How do you prepare for the AGM?

Preparing for your Annual General Meeting all comes down to time and communication. By law, you must schedule your annual general meeting within six months of the end of your fiscal year. Not to be confused with the calendar year. Check with your condo board and management team to confirm your fiscal year end. This will typically be planned by your management company. If your condominium does not have a condominium manager, the meeting will be planned by the board of directors.

For example: if your fiscal year ends on December 31st, you must hold your AGM by June 30th.

Many condominiums opt, when possible, to hold their annual general meetings during the warmer months to ensure higher attendance. If possible, aim for a weekday evening after 5 pm for optimal attendance.

Once you have chosen a date and time, secure a location where this meeting will be held, and ensure the space will be large enough to comfortably sit the guests who will be attending. Consider any technical planning you may need to do in advance if your management company would like to offer virtual attendance for unit owners who may not feel comfortable attending in-person events just yet.

Confirm the date, time, and location with your board, and appoint a condominium lawyer as chair of the AGM. Appointing a condominium lawyer will ensure there is no bias throughout the meeting, and will help ensure all agenda points are met. You should also have a minute-taker and an auditor. It is imperative to have all actions and next steps properly documented for the meeting minutes to be distributed to all those who couldn’t attend, and to refer to at the next annual general meeting.

Once you have your board confirmed, condo lawyer as chair, auditor, and a minute-taker, you’ll want to focus on sending notices to unit owners about attendance.

When do we notify unit owners of the upcoming AGM?

There will be two phases of notices you’ll need to send your unit owners, and timing is incredibly important and mandatory timeframes are set out under the Condominium Act, 1998.

First, you’ll need to send unit owners a preliminary notice at least 20 days before the subsequent notice of meeting. This preliminary notice will state the projected date of the annual general meeting. The package will be on a prescribed government form, which form requires the following:

The purpose of the notice and the meeting
Whether the meeting will elect any director(s) and details on the election
Any material required by by-law to be included with the notice
And further information as set out in the prescribed form

As mentioned, the preliminary package will hold information on available board candidate positions. The preliminary notice provided will have the position, term, how to apply, and by when.

The preliminary package can be intimidating to the unit owners. Provide a cover letter giving the owners a breakdown of the contents of the package to help walk them through the importance of the forms provided, as well as giving an extra touch to invite them to join the meeting.

Within 15 days of the meeting date, you must deliver the notice of meeting. This notice will state (among other things) the date, time, and location of the meeting and will confirm it is an annual general meeting. The proxy form may be provided with the notice of meeting.

What happens day of?

Your annual general meeting is finally here! You’ve sent your preliminary notice, and you’ve sent your notice of meeting. However, you start to notice there are far more empty seats than you planned for.

As condominium managers, or board of directors, you must ensure that 25% of unit owners are present or represented by proxy. Failure to meet the minimum attendance will result in a meeting cancellation.

This means you will have to reschedule.

Communication between Manager, Owner, and Board

You can avoid running into situations like these by planning ahead, providing and collecting proxy forms, and being open and communicating with your unit owners.

How do we keep the AGM approachable?

When you plan ahead and keep your communication clear and open, this will invite unit owners to safely take the floor to ask any questions, or follow up on any concerns they may have.

The annual general meeting is a great place to build a healthy condominium community, and a wonderful resource for unit owners.

Are you ready for your upcoming AGM? Reach out to your condominium board or manager today to ask how you can be involved.

Maggie Matian
Marketing Manager for CCI Grand River

When to Send Written Notices to Unit Owners

May 26, 2022/in Educational

A condominium’s board of directors is responsible for informing unit owners of events, changes, and other matters relating to the condominium community. Often the board has a property manager who assists with providing this information to unit owners. The most effective way to notify owners (and in some cases, the method required by law) is by sending written notices.

This blog covers some of the common situations where condominiums send written notices to unit owners, and explains how and when to provide these notices.

Notices of Owners Meetings

The Condominium Act, 1998 (the “Act”) requires a condominium to send owners and mortgagees two different written notices before any owners meeting. The two types of notices are:

owners meeting. notice of meeting. in person meeting.

1. Notice of Meeting: This notice must be given at least 15 days before the meeting. There is a prescribed form that must be used, which includes (among other things) the date, time, and location of the meeting and a summary of the meeting subject matter. The Notice of Meeting is delivered to owners and mortgagees whose names are, or are required under the Act to be, in the condominium’s records 20 days before the meeting date.

2. Preliminary Notice of Meetings: This notice must be given at least 20 days before the Notice of Meeting is given. There is also a prescribed form that must be used, which includes (amongst other things):

a. the purpose of the notice and upcoming meeting;

b. if the meeting will elect directors, details on the position(s) available and the date by which any interested candidates must notify the board of their intention to be a candidate; and

c. if any owner wishes to include any material with the Notice of Meeting, to provide the material by a set date.

The Preliminary Notice of Meeting is delivered to owners and mortgagees whose names are, or are required under the Act to be, in the condominium’s records 5 days before the notice is given.

Note that if the board has lost quorum and/or the entire board has resigned, the Preliminary Notice of Meeting must be given at least 15 days before the Notice of Meeting, and the meeting itself must be held within 30 days of losing quorum.

Depending on the type of owners’ meeting being held, there are additional documents which must be provided with the meeting notices. Ensure you check the requirements applicable to the type of meeting you are calling.

Notice of Rules

If the board makes, amends, or appeals a rule, the board must send notice to owners that includes the new rule(s), the date the rule(s) will be effective in accordance with the Act, and a statement of the owners’ right to requisition a meeting.

Notice of Future Funding of the Reserve Fund

Every condominium must complete a reserve fund study every three years, and this study gives the condominium and owners vital information on future costs the condominium will incur.

Within 120 days of receiving a reserve fund study, the board must propose a plan of future funding of the reserve fund that ensures the fund will be adequate. Within 15 days of proposing a plan, the board must send owners a notice on the prescribed form which includes a summary of the study, summary of the proposed plan, and statement of any differences between the study and the plan.

Community Notices

Some notices don’t need to be given to each individual unit owner, but should be posted in a location that all owners will see. Examples includes notice of temporary amenity closures and fire alarm testing.

For general notices like these, consider posting advance notice of the event in the elevators, lobby, and on any shared online owner portal/website. The notice should be specific and clear. Include dates, times, and contact information for who owners can contact if they have questions (e.g. the property manager’s email address).

written notices. cci grand river. digital notices.

Hard Copy vs. Electronic Notices

Would you like to provide notices by e-mail instead of in paper form? Many owners prefer e-mail too! However, written notices required under the Act must be given in hard (paper) copy to owners unless the board has passed a resolution authorizing electronic communication with owners and the owners have agreed to receive notices electronically.

There is a prescribed form of Agreement to Receive Notices Electronically, which each owner and the condominium corporation must sign before that owner can received electronic notices.

Benefits of Written Notice

Providing written notice to owners of upcoming events or changes, even in situations where you may not be required to do so, has many benefits. If you’re unsure of whether you should provide notice, consider:

1. Owners appreciate being kept “in the know.”

2. From a management perspective, providing advance notice will reduce the likelihood that an owner raises a dispute related to the subject of the notice later on. If an owner does wish to dispute the subject matter of the notice, it is better for everyone that this dispute arises before the event/change takes place.

3. Open communication facilitates healthy relationships (in any context) and builds trust between the board/property management and the owners.

The circumstances for providing notices discussed in this blog are not an exhaustive list of when to send written notices. If you are unsure of whether a written notice is required or recommended, or the timeframe in which to send a notice, consult a professional (for example, your property manager or condominium lawyer).

I also recommend reviewing these blogs by my colleague Michelle Kelly with additional examples of notices to owners: Notice to Owners, Not Just for Meetings, and Notice to Owners, Not Just for Meetings Part 2.

Annie Bailey, condominium lawyer, robson carptenter, cci grc, cci grand river chapter, communications committee, co-editor

Annie Bailey
Condominium Lawyer
Robson Carpenter

Reflections of a Condominium Owner – with Kathleen Schrumm

May 12, 2022/in Educational

Education, Information, Awareness, Canadian Condominium Institute, Southwestern Ontario, Condo owners, Golf Tournament, conference 2022 | CCI-GRC

A condo owner of 27 years, Kathleen Schrumm reflects on her thoughts on being in the condominium industry.

Kathleen was first introduced to the condominium industry with her vacation townhome, which she purchased in 1995. A 21-unit, six-year-old basic, self-managed complex, with no other amenities other than a garbage shed and bike racks.

For Kathleen, this was just the right taste to gain a healthy appetite for the condominium industry and what could be provided long term.

That experience made purchasing her second condo in 2005 as her permanent home, a no-brainer. This time the condo was in a complex of 153 bungalow townhomes with a management company.

When asked if she always wanted to be a condo owner, Kathleen replied, “With our vacation property, a condo was the ideal choice, as we knew that we would not be full-time residents.”

A condo comes with peace of mind to have a community looking out for each other’s interests. Kathleen shared that, there is a certain level of security she wouldn’t have gotten, in a separate cottage. Another perk Kathleen was happy to share with us, was having the outdoor maintenance, such as grass cutting and snow removal, all handled for her.

When the time came to make a choice to make a condo her permanent residence, Kathleen shared that the pros outweighed the cons. “The pros of easier living,” shared Kathleen, “with the cons of loss of personal choice of external things like gardens and condo rules in general.”

The resources available to Kathleen at the time of her first condo purchase were limited. She expressed how she felt that real estate agents were more focused on selling units, rather than providing in-depth knowledge and understanding of the purchase at hand. Though she had a lawyer go over the documents, and had the instinct to request time to review the rules, declarations, and bylaws before finalizing the sale.

Presently, Kathleen is happy to see how many resources are available to the condominium community and shares that CCI makes resources attainable and appropriate to potential owners. Word of mouth and newspaper articles are frequent enough to help potential buyers gain insight into the condominium community and what it means to own a condo.

However, in the future, Kathleen would like to see more clear and concise direction from the Ontario government and condominium industry providers such as CCI with resources and education on the different types of residential condos. CCI readers, stay tuned to our weekly blog for further educational resources.

Purchasing a condominium means there are a lot of rules to abide by. Though Kathleen and her husband were diligent about reading the rules and bylaws of her community, it can be alarming to learn that many neighbours do not take the same care when joining a condominium community. Luckily, there are strong and fair condominium boards and property managers who make for the best condos. When the communication is open and clear between the board, manager, and owner, it makes for a happy and healthy community.

A suggestion from the seasoned condo owner is that the government of Ontario make it a requirement that all new and potential owners should be required to take a course to fully understand what it means to be a condo owner, and what responsibilities lie ahead of their purchase. This way, all owners may be inspired to share their talents for the betterment of all. Currently, only condominium directors are required to take a course.

At the end of the day, after all is said and done, when asked what she loves most about being a condo owner, Kathleen replied “the ability to live in a beautiful complex that is maintained by others, and that we have the freedom to travel without worrying about the safety of our property because there is a manager and board of owners looking after the interests of the whole complex.”

Being a part of a condominium community is a unique experience, and when all owners understand their responsibilities and take initiative, it makes for a happy, healthy, and proactive community. Attending your AGMs and providing your voice with your neighbours will help the community as a whole, and reflects well on the communication between the owner, the property manager, and the board.

Getting the appropriate information out to new and potential owners is crucial, and Kathleen Shrumm is a prime example of how to be a proactive and responsible condo owner.

Build your relationship with your property manager and board today. Reach out to see how you can lend your talents to your community!