Understanding what condo boards do

Condo boards are an owner-elected or appointed group of directors responsible for overseeing the affairs of the corporation. Directors are legally bound to act in good faith and in the best interests of the corporation. They play a critical role in nurturing strong and vibrant condo communities by ensuring your condo corporation’s legal obligations are met. Directors must clearly disclose any conflicts of interest that would get in the way of them voting impartially during board meetings.

Boards can only conduct condo business at a board meeting where there is quorum. Meeting minutes must be recorded at all board meetings and should include all decisions made and a summary of business conducted.  Boards should communicate with owners and provide full transparency about the process or basis for their decisions and actions. CAO’s Best Practice Guide on Governance has

Board meetings typically happen every month but can occur more or less frequently depending on a corporation’s needs. Some things that boards do during these meetings are: appoint new directors, approve changes to vendor contracts, approve repairs or changes to common elements, review financial information and review the condo manager’s performance.

Owners’ meetings are critically important opportunity for a condo community to come together, discuss and agree on important matters affecting the corporation. Your board must ensure that the meeting is being called and run in accordance with your condo’s governing documents. The Condo Act also sets specific requirements to ensure that owners are made aware of the timing and purpose of owners’ meetings.

Preliminary Notice of Meeting

• Must be delivered to owners in writing at least 20 days before the notice of meeting
• Lets owners know that the notice of meeting is coming
• States the purpose of meeting

Notice of Meeting

• Must be delivered to owners in writing at least 15 days prior to the day of the meeting
• Includes the date, time and meeting place or platform
• Identifies meeting agenda

Boards must send the preliminary notice and the notice of meeting using mandatory condo forms. No vote can take place on any item that was not disclosed in the notice of meeting, other than routine procedures.

Boards should create plan for taking meeting minutes, send out notices within the right timelines and set aside time for discussion and owner engagement.

An owners’ meeting must be requisitioned for the specific purpose of the removal of a director. Any requisition aimed at removing directors must include the names of the directors, reasons for their proposed removal and whether they hold a board position that can be changed. Section 33 of the Condo Act requires more than 50 per cent all units in the condo corporation to vote in favour of the removal.