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Back to School – How Condos Can Prepare

October 16, 2024/in Educational

The new academic year has begun, and post-secondary students have geared up for another chapter of their academic journey, which often means moving into new accommodations. For condominium managers and condominium boards in Ontario, this influx of student renters presents both opportunities and challenges. Successfully integrating students into condominium communities requires careful planning and a proactive approach. How can condominiums smoothly navigate this transition period?

Understand the Demographics

Students often seek rental accommodations close to campus, which makes condominiums an attractive option as university/college residences can be in short supply. However, students can bring a unique set of needs and behaviors to a community. Understanding this demographic is crucial. Students may prioritize affordability, proximity to public transportation, and amenities that support their lifestyle. This knowledge can guide you in setting realistic expectations and planning for their integration into the community.

Establish Clear Rental Policies

Having clear and well-communicated policies is essential. Ensure these are included in the status certificate package so the owners have them in advance, and remind owners of their obligation under the Condominium Act to provide tenants with a copy of the condominium’s declaration, by-laws, and rules within 10 days of the lease beginning. The condominium’s rental policies should address issues specific to student renters, such as:

Noise: Students might have varying schedules compared to permanent residents who work more “regular” hours on top of the potential for late night gatherings. Clear guidelines on noise levels, especially during late-night hours, can help prevent conflicts. For example, if the students know that City Bylaw tickets can be hefty, it may encourage them to lower that music a tad!

Guest Policies: Students may host visitors more frequently. Ensure that policies regarding overnight guests and the number of visitors are clearly outlined to avoid misunderstandings. This can assist with parking issues as well.

Property Expectations: This depends on the condominium of course, but in a townhome, there is an expectation that the fronts and backs stay tidy. This can comment on garbage and bin storage and disposal, seasonal décor, window décor (those flag curtains may not be permitted), vehicles not being parked on the grass, excessive furniture not being left out, emptying mailboxes, etc. If your condominium is mid-rise or high rise, you may have limitations on what can be left out/hung on a balcony.

Maintenance: There may be some important maintenance items that despite living in a condominium, tenants should be aware of. Owners should ensure smoke alarms are operational, CO2 detectors if necessary and fire extinguishers are in place. Check on lint traps, furnace filters, shut-off valves and anything else that could use frequent checks.

Communication: Share relevant policies on community websites or digital message boards, or however information is shared.

Encourage Responsible Behavior

Often it is not just students that need reminders about responsible condominium living! You can provide information on:

Trash and Recycling: Make sure residents understand the waste management rules and schedules. Clear instructions can prevent issues with garbage and recycling.

Common Area Etiquette: Emphasize the importance of respecting shared spaces and communal facilities. This includes cleaning up after themselves and following the condominium’s rules regarding use of amenities.

Communication: Remind residents how to channel communication. Tenants should contact their landlord for unit issues, or for clarification on what they are responsible for vs landlord vs condominium corporation.

Conclusion

Navigating the integration of students into condominium communities requires a blend of clear policies, community-building efforts, and practical solutions to common issues. By understanding the needs of student renters and fostering a cooperative environment, condominium managers can create a harmonious living situation that benefits both students and long-term residents. Proactive planning and open communication are the cornerstones of a successful strategy for managing this unique tenant demographic.

Sara Hicks, Vice President, Fiver Rivers Property Management Group, Explore our Previous Blogs.

Welcome Back, Snow Birds!

April 4, 2024/in Educational

Now that you’ve made it back from the southern climes; what to do? Before you spend the next few days unpacking and doing some laundry, there are a couple things we recommend you do.

If yours is a community with unit owners living elsewhere for part of the year, many of these owners may own a condominium in another part of the country, or another country altogether. These owners have experiences with how other condominium associations handle issues, which can be invaluable to you. To not take advantage of this resource, or not use this networking possibility with other boards, could be costly in lessons missed.

A “Welcome Back” social/business meeting will allow you to hear the experiences of your returning unit owners with their other associations. The positive stories can provide you with best practices that may be applicable within your own association. The negative anecdotes can serve to increase owners’ appreciation for how well you are managing their local association, and perhaps provide reinforcement of why it is important to stay the course in areas where necessary decisions may be unpopular.

Whether the association in question is a primary home for “snowbirds” before they head south, a vacation condo for summers in cottage country, or a weekend ski trip getaway, regular and consistent communication with absentee owners should be your number one priority.

Returning home to your condominium in Ontario after being away, especially if you’re a snowbird, can involve several important tasks to ensure a smooth transition and the safety of your property. Here’s a checklist of things you might consider:

Security Check: Before entering your condominium, walk around the exterior to ensure there are no signs of forced entry or damage. If you notice anything suspicious, contact the authorities immediately.

Utilities: Check that all utilities (water, electricity, gas) are functioning properly. Look for any signs of leaks or damage. If you suspect a problem, contact the respective utility company or a professional plumber/electrician.

Mail and Packages: Collect your mail and any packages that might have arrived during your absence. If you arranged for mail forwarding or had someone collect it for you, ensure that everything has been received as expected.

Cleaning: Give your condominium a thorough cleaning, including dusting, vacuuming, and mopping floors. Pay special attention to areas that may have accumulated dust or mold during your absence.

Pest Control: Check for signs of pests such as insects or rodents. If you notice any, consider hiring a professional pest control service to address the issue.

Air Quality: Open windows to let in fresh air and ventilate your condominium. Consider using air purifiers to improve indoor air quality if needed.

Appliance Check: Test all appliances (e.g., refrigerator, stove, dishwasher) to ensure they are working properly. Replace any expired food items in the pantry and refrigerator.

Security System: If you have a security system installed, ensure it is functioning correctly. Update any passwords or security codes if necessary.

Emergency Preparedness: Review emergency procedures and ensure that fire extinguishers, smoke detectors, and carbon monoxide detectors are in good working order.

Home Insurance: Review your home insurance policy to ensure it is up to date and provides adequate coverage for your needs.

Neighbourhood Updates: Check for any updates or changes in your condominium complex or neighbourhood, such as new regulations or construction projects.

Garden and Outdoor Areas: If you have a balcony, patio, or garden, inspect these areas for any damage or signs of neglect. Remove any debris and consider pruning plants if necessary.

Vehicle Check: If you left a vehicle parked at your condominium, check its condition and ensure it is in working order.

Community Engagement: Reconnect with neighbours and get involved in any community activities or events that may be taking place.

Relax and Unwind: Finally, take some time to relax and unwind after your journey back home. Enjoy the comfort of your condominium and the familiar surroundings of your community.

By following this checklist, you can ensure a smooth and hassle-free return home to your condominium in Ontario.

Henry Jansen, P.Eng., ACCI

Director of Operations

Keller Engineering

Anthony Irwin, RCM, OLCM

Director of Condominium Management

Onyx Property Group

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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.

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