Board meetings

An empty wooden board room table surrounded by black leather chairs. Your condo’s board of directors meets regularly to discuss the condominium’s operations with your condo manager. Boards often meet once a month, but can also meet outside the regular schedule.

Meeting notices

Condo managers often schedule a calendar year’s worth of board meetings in advance of the upcoming year.  Board members can then schedule the meetings in their calendars and make arrangements for any scheduling conflicts.

Hosting meetings electronically

Condominium boards usually meet in person. However, as of November 1, boards can hold meetings using teleconference or any other communication system that allows for transmission in digital or electronic form (or similar means), as long as it allows the directors to communicate concurrently. 

Reasons for board meetings

Directors meet regularly to:

  • provide direction to the property manager;
  • vote on initiatives and other matters; or
  • choose winning bids for projects involving common elements.

Each director gets one vote. An odd number of directors on a board helps to ensure that no votes end in stalemate.

Board meeting agenda

A regular agenda helps board meetings stay on track. Agendas often include:

  • approval of the previous meeting’s minutes
  • review and approval of financial reports
  • the manager’s report
  • new business brought up by any attendees

Attendees

The only people entitled to attend a board meeting are the directors. However, the property manager is almost always invited to attend board meetings.

It’s a good idea to also have a minute-taker attend. Minutes must be recorded at all board meetings. Ideally, the minute-taker shouldn’t have a vested interest in the condominium’s affairs.

Speakers, like trades or project designers, might also be invited to provide reports.

As an owner, you don’t have the right to attend board meetings. You can attend only if the board invites you.

Meeting minutes

As an owner, you have the right to read minutes from every regular board meeting.

You don’t have the right to read minutes from in-camera portions of board meetings. The board holds certain discussions “in camera” to discuss matters that should not become public. These include ongoing litigation and human resources issues.

Limits on what the board can do

Condominium directors are expected to exercise a certain “standard of care” in exercising their duties. Specifically, they must:

  • act honestly and in good faith; and
  • exercise the care, diligence, and skill that a reasonably prudent person would exercise in comparable circumstances.

A director should not:

  • take actions to undermine board decisions;
  • mislead unit owners in any way;
  • put his/her own economic interests ahead of the interests of all owners;
  • act in a manner that makes the board dysfunctional; and
  • promote antagonism and dissent on the board.

Who can vote at a board meeting

Each director has one vote at a board meeting.  However, directors should not vote if they have a conflict of interest.  A conflict of interest exists where a director could personally benefit from a decision made by the board.  For example, the board may be voting to hire a company that the spouse of a director works for.