Common Compliance Issues and Best Practices for Managing Meetings Effectively
Common Compliance Issues
Failure to provide proper notice – Can lead to challenges against meeting decisions.
Not maintaining quorum – Makes meeting decisions invalid.
Improperly recorded minutes – Can cause legal or financial disputes.
Not following voting procedures – May result in non-compliance with the CPA.
Best Practices for Effective Meetings
Prepare meeting notices and agendas well in advance.
Encourage proxy submissions to ensure quorum.
Use a standardized format for recording minutes.
Ensure transparency by making minutes available to unit owners.
Follow proper parliamentary procedures (e.g., Robert’s Rules of Order) to maintain meeting structure.
Common Communication Challenges and How to Resolve Them
Challenge 1: Owners Not Receiving Notices
❌ Issue: Notices may be lost, ignored, or not delivered correctly.
✔ Solution: Use multiple communication channels (email, mail, posted notices in common areas).
Challenge 2: Misinterpretation of Financial Information
❌ Issue: Owners may misunderstand financial reports or budget changes.
✔ Solution: Provide clear, plain-language summaries with key highlights. Offer Q&A sessions.
Challenge 3: Unauthorized or Inconsistent Board Communications
❌ Issue: Individual board members may provide conflicting information to owners.
✔ Solution: All official communication should be sent through the condominium manager or designated board representative.
Challenge 4: Confidentiality and Privacy Issues
❌ Issue: Sharing sensitive owner information improperly.
✔ Solution: Ensure compliance with privacy laws and CPA regulations when handling owner information.
Ensuring Transparency While Protecting Confidential Information
Transparency Requirements Under the CPA
Unit owners must have access to essential condominium records, including financial statements and meeting minutes.
Decisions affecting owners (e.g., fee increases, bylaw changes) must be clearly communicated.
Confidential Information That Should Not Be Disclosed
Personal information about owners or tenants (e.g., contact details, payment history).
Legal matters involving the condominium (except where disclosure is legally required).
Contract negotiations and employee information.
Best Practice: Clearly define which records are public and which remain confidential to avoid legal risks.
Strategies for Improving Board-Manager Communication to Ensure Compliance
Establish a Clear Communication Policy
A formal communication policy should outline:
Who is responsible for sending official communications (e.g., board president, condominium manager).
How meeting notices, financial updates, and maintenance notices will be delivered.
How owner inquiries and complaints should be handled.
Use Multiple Communication Channels
Email and Online Portals: Fast and trackable.
Physical Mailings: Required for certain notices.
Common Area Bulletin Boards: Useful for general updates.
Virtual Meetings: Provide access for remote owners.
Train Board Members on Proper Communication Protocols
Board members should not send individual responses to owners on behalf of the corporation.
All official communication should be approved by the board or condominium manager before distribution.
