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Corporate Records

Information Certificates

Information certificates guarantee that owners receive important information about their condominium corporation during the year. There are multiple types of information certificates each with its own mandatory form.

Summary

  • Information certificates are condominium records
  • There are three types of information certificates: Periodic, information certificate update and new owner information certificate

Understanding information certificates

The Condo Act details the timing and content for when the information certificates should be sent out. Owners receive regular updates about the condo corporation through these three certificates:

Periodic Information Certificate

PICs are sent out twice per fiscal year to all owners within 60 days of the end of the first and third quarters. They include information about the condo board, finances, insurance, reserve fund, legal proceedings and more.

Information Certificate Update

ICUs must be sent to owners in case of key changes before the next scheduled PIC. For example, changes in the directors or officers of the condo corporation. ICU must be distributed within 30 days of the change.

New owner Information Certificate

NOICs must be sent to new owners within 30 days of the new owner providing a written notice stating their name and the unit that they own. A NOIC covers the most recent PIC and any subsequent ICUs.


Additional requirements

Condo corporations can pass by-laws to include additional information in all three types of certificates as well as increase the frequency of PICs and ICUs.

Some condo corporations can be exempt from these requirements within the same fiscal year they held a turn-over meeting or at least 80 per cent of unit owners’ consent in writing to dispense with the requirements.

Corporations must use these mandatory forms.

Corporations may post notices online or enter into agreements with owners for electronic delivery.


Information certificates and records

Information certificates are condo records. Condo corporations are required to ensure that records are adequate. While the Act does not explicitly define “adequacy,” the Condominium Authority Tribunal has decided several disputes related to this.

The Tribunal has often considered:

  • If the information certificates include all the required information as per the regulations
  • Whether the information certificates were issued on time and as per the regulations
  • Whether the information contained was reasonably accurate at the time they were made
  • Whether corrections were made to the information certificates in case of errors

See our condominium records page for more information.

The Tribunal has weighed in on several disputes related to the adequacy of records.

Section 11 of Ontario Regulation 48/01 provides details about the information certificates and what they must include.


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