The Manager’s Role in Facilitating Board Meetings and Decision-Making
Condominium managers support boards by ensuring meetings are properly structured and conducted efficiently. Their responsibilities include:
Meeting Preparation
Assisting the board with agenda preparation to ensure all relevant issues are addressed.
Distributing board packages, including financial reports, maintenance updates, and owner correspondence.
Ensuring proper notice is given for board and owners’ meetings as required under the Condominium Property Act.
Meeting Facilitation
Providing factual information to support informed decision-making.
Clarifying procedural rules and best practices.
Taking minutes or ensuring a record of decisions is kept accurately.
Post-Meeting Responsibilities
Documenting action items and deadlines.
Following up with vendors, legal counsel, or other stakeholders as required.
Best Practice: Managers should develop standardized meeting templates to help boards maintain consistency in governance practices.
Ensuring the Board Follows Bylaws, CPA Provisions, and Real Estate Act Rules
Condominium managers act as compliance advisors to ensure the board operates within legal boundaries. Key responsibilities include:
Bylaw Compliance
Interpreting condominium bylaws and ensuring board actions align with them.
Assisting with bylaw enforcement, including issuing notices for non-compliance.
CPA & Real Estate Act Adherence
Advising on the corporation’s obligations under the Condominium Property Act.
Ensuring the board adheres to financial transparency, meeting requirements, and record-keeping provisions.
Legislative Reference: The Condominium Property Act requires that corporations maintain and provide access to financial records, bylaws, and meeting minutes upon request.
Conflict Resolution & Decision Accountability
Identifying unlawful or unethical board actions and advising on proper procedures.
Recommending alternative dispute resolution methods for board or owner conflicts.
Best Practice: Managers should establish checklists to verify board decisions are legally sound before implementation.
Providing Financial Oversight and Transparent Reporting to Board Members
A key function of the condominium manager is to ensure proper financial management and accountability. This includes:
Budget Preparation & Financial Reporting
Assisting with the annual budget, including setting fees and planning for future expenses.
Preparing monthly and annual financial statements to present to the board.
Reserve Fund & Operating Budget Compliance
Ensuring compliance with reserve fund study requirements (every five years).
Monitoring reserve and operating fund expenditures to align with CPA requirements.
Vendor Contracts & Financial Transactions
Overseeing contract renewals and service agreements to ensure compliance with procurement best practices.
Ensuring payments are made within approved budgets and according to contract terms.
Best Practice: Managers should provide monthly financial updates to the board to promote transparency and informed decision-making.
Practical Application
Governance Oversight Case Study
Scenario: A condominium board decides to approve a special assessment without proper notice to owners. The manager is asked to enforce it immediately.
Task:
Analyze whether the decision is compliant with the Condominium Property Act.
Determine how the manager should respond to the board while ensuring compliance.
Propose a governance action plan to avoid similar issues in the future.
