Tuesday May 27, 2025
This article is provided for general informational purposes only and does not constitute legal, financial, or real estate advice. Laws change frequently and vary by province. Readers should consult with a qualified professional for advice specific to their individual circumstances.What are condo committees?
In Ontario, condo committees are groups of owners or residents who volunteer their time to assist the condo board with day-to-day tasks or ongoing projects. They serve an advisory role to the board by gathering information, assessing problems, and recommending solutions.In addition to providing valuable assistance to the condo board, committees also involve residents in the governance process, resulting in a stronger, more involved community. As a bonus, they provide committee members with valuable experience in condo corporation governance, making them a hands-on training ground for new community leaders.
How are committees formed?
Most condo committees are formed by the board. In some communities, the governing documents may outline a process for selecting committee members, but in many cases, the board simply invites residents to apply at a board meeting or volunteers step forward.Condo committees don’t operate independently. They’re accountable to the board and act as an extension of it. That means their recommendations go to the board for review, and any action taken needs board approval.
Types of condo committees
Generally, condo corporations create two types of committees: standing and ad hoc. Standing committees are permanent committees that meet regularly to handle ongoing tasks such as finance or landscaping. Ad hoc committees are short-term, temporary committees formed to handle specific tasks, like developing a new operating plan, amending the condo corporation’s bylaws, or solving issues impacting the community and residents.Condo committees can be set up to reflect the specific needs of your community. Here are some of the most common types:
- Finance: Reviewing budgets, tracking spending, and making suggestions to improve the community’s financial health. Some assist with reviewing the reserve study or getting bids for major projects.
- Communications: Keeping residents in the loop through newsletters or email updates, and managing the community website.
- Social: From holiday parties to movie nights, they plan events that help residents feel more connected to their neighbours.
- Maintenance or landscaping: Focused on the condition and appearance of shared spaces, including creating maintenance plans or evaluating vendor quotes for landscaping work.
- Green initiatives: More communities are forming green condo committees to support recycling programs, energy-saving efforts, and other sustainability initiatives.
- Security: Coordinating emergency preparedness plans or general safety protocols, these committees often start by gathering feedback on resident concerns.
What is the ideal committee size?
Committees can range from one individual to whatever number of members the condo board deems acceptable. But size does matter. Committees can become hard to manage if there are too many participants involved. Typically, condo committees range from one to five members and average somewhere in the middle, depending on the task.What is the proper committee structure?
How should your condo board organize its committees? There is no set standard, but committees are most effective when they fit the needs of the condo corporation and community. It’s also important they are aligned to board members’ strategic priorities. But no matter how they’re set up, every committee needs a mission, a strong leader, a sound plan, and a clear statement of goals and responsibilities.Limits to what committees can do
Condo committees don’t have the same authority as the board. They don’t sign contracts, enforce rules, manage funds, or represent the condo corporation in any official capacity. Their job is to advise and support the board, not step into its role. Committees can give feedback on rules or share ideas, but any changes must go through the formal process set out in the governing documents. Only the board has the authority to create new rules under the Condo Act of Ontario.If a committee is taking on too much or making decisions on its own, the board should step in to clarify roles. Boards should be careful not to assign tasks that require legal authority or involve sensitive information. Always consult with qualified legal counsel when considering the role of a committee in your condo corporation.
The importance of creating a committee charter
Once your board forms a committee, it should create a committee charter — a written document that defines its duties and responsibilities and those of its members. The charter also establishes the relationship between the board and the committee. It spells out the committee’s limitations, such as what expenses it can incur and which actions it can take. It’s a good idea for the board to not be overly restrictive — you don’t want to thwart your committee from achieving its goals — but it’s worth repeating that committees are primarily in place to provide board members with additional perspective.Benefits of condo committees in Ontario condo corporations
There are three main benefits to having a well-organized condo committee:Fresh perspectives
Most condo boards don’t have term limits, which means a board can consist of the same members for any length of time. Having committees made up of other community members brings a fresh perspective to the board and new ideas the board may not have thought of before.Community involvement
Many community members want to be involved and have a positive impact in the place they live but most don’t have the time to dedicate to being a board member. Committees are a great way for more residents to get involved with less of a time commitment.Acts as a check on the condo board
Checks and balances are important in any government or organization and that includes condo corporations. The committees act as a check on the board by reviewing facts, making recommendations, and assessing solutions separately from the board.Many tasks and responsibilities go into effective condo management, but board members don’t have to go it alone. When committee members work in tandem with board members to shoulder some of the duties, they help strengthen the condo corporation and the community, which is a win-win for everyone.
For more information about condo committees — and how they can help board members perform more effectively — contact FirstService Residential.