Condo board member responsibilities: Duties, roles, and more

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 is a condo board?

In Alberta, a condo board is a group of elected volunteers who oversee the condo corporation on behalf of the unit owners. Condo board member responsibilities typically include overseeing finances, enforcing policies, coordinating maintenance, and supporting community standards.

Board members are typically elected at the annual general meeting (AGM), guided by the Condominium Property Act (CPA) and the corporation's bylaws. Most boards have at least three members, though the required number can vary based on provincial legislation.
 

Condominium board member responsibilities

Condominium board members have several important responsibilities that support daily operations, long-term planning, and overall community wellbeing:

• Financial management: Managing the condominium’s budget is one of the most important condo board member responsibilities. This may include setting condo fees, reviewing expenses, approving invoices, preparing financial statements, and planning for the future through reserve fund contributions.
   
• Maintenance and repairs: Condo board members are responsible for the upkeep of common areas such as elevators, boilers, roofing, and landscaping. This may include scheduling inspections, hiring qualified contractors, and addressing urgent repairs.
   
• Enforcing bylaws: Condo board member responsibilities also include upholding the community’s bylaws. Boards need to apply these policies consistently, whether it involves noise complaints, pet policies, or unit renovations. When a policy is broken, the board may need to issue notices or fines, but must always do so in a way that complies with their governing documents and applicable laws.
   
• Staying legally compliant: Board members must follow the Condominium Property Act and stay up to date on any changes to legislation. While they don’t need to be legal experts, condo board member responsibilities do include keeping the corporation compliant, from filing the right forms to meeting inspection deadlines. When legal questions arise, it’s important to consult with qualified legal counsel and the condominium manager, or community manager.

How are condo boards formed?

Most Alberta condo boards are formed during the first annual general meeting after the condo corporation is registered. The developer may be able to appoint an interim board early on, but elected owners typically take over once most units have sold.

Here’s how a board usually forms:

1. Owners are notified of the AGM.
    
2. Nominations are gathered.
    
3. Voting happens at the meeting (or through proxies).
    
4. Elected members start their term immediately.

Vacant seats can usually be filled by board appointment until the next AGM.
 

Who can serve on a condo board?

Generally, any unit owner who is in good standing (meaning they’re not behind on condo fees or in breach of bylaws) can serve on the board. Some corporations allow a spouse, tenant, or legal representative to take on condo board member responsibilities if approved by a vote.
 

Condo board member roles

Condo board member responsibilities are typically shared, given to the officer whose role aligns most closely with the task at hand. Each position on the board requires a particular skill set and has different responsibilities. So, which is the right position for you? Let's take a closer look at each role.
 

President

The board president leads board meetings, helps set priorities, and often serves as the main point of contact between the board and the community or condominium manager. They guide discussions at board and annual general meetings and help keep things moving when decisions need to be made, making good communication skills an asset for this role. As the president, they must collaborate with a wide variety of people and personalities. They cannot be afraid to delegate tasks or mediate when disagreements between members may arise.
 

Vice president

The vice president steps in when the president is unavailable and often takes on additional responsibilities to help share the workload. This role tends to be flexible and changes depending on the needs of the board or condo corporation. A good vice president is organized, reliable, and comfortable juggling priorities. They’re often the go-to person for projects that need extra attention or momentum.
 

Secretary

Minutes of a condominium corporation are public documents, and because of this, it's imperative that the minutes are recorded accurately. The secretary's job is to document the proceedings of board meetings in minutes and distribute them to the condominium board of directors for approval. Once approved, they are made available by the management company for those who need them for various purposes, including real estate transactions, mortgages, insurance, and legal reasons.

A board secretary should be responsible, organized, and most importantly, a great listener.
 

Treasurer

The financial health of a condominium corporation is vital to all owners. No one wants to see the monthly contributions increase due to mismanagement of the funds. The treasurer is the board member most involved with preparing the budget draft, which is reviewed, adjusted, and approved by the board. It then falls to the treasurer to closely monitor the monthly financial reports provided by the management company and verify that the expenditures align with the budgeted amounts. Realistic budgeting and fiscal management skills are imperative.

Attention to detail is key when looking for a treasurer; someone with an interest or even experience working with financials would be ideal but is not a requirement.
 

Community manager/Condominium manager

The community manager, or condominium manager, doesn’t sit on the board, but they play a key role in helping the board carry out its responsibilities to serve the community. Contracting a reputable, experienced condo management company can significantly lighten the board's workload. They attend board meetings and are a resource to the board as they create new policies, determine maintenance requirements, and manage the common property in compliance with the bylaws. The manager implements the decisions of the condominium board of directors, supported by an administrative team that includes an administrator, accountant, and full-service office.
 

The needs of your condominium board of directors may differ

Of course, there may be other areas of board responsibility depending upon the size and type of your community. There may be a need to monitor parking or pets, prepare newsletters, or supervise maintenance or landscaping contractors. A clear understanding of the roles will contribute to well-functioning leadership for the corporation.

Elected board members will have a variety of skill sets and experience as volunteers. A partnership with a strong management company will provide the guidance and knowledge to support the condominium board of directors as they fulfill their duties and accomplish their set goals.

For more information on how the right condo management company can bring out the best of your board, contact FirstService Residential.