A guide to condo board roles and responsibilites

What is a condo board?

A condo board is the elected group of unit owners responsible for managing the affairs of the condominium corporation in Ontario. The condo board makes decisions about finances, property maintenance, bylaw enforcement, and long-term planning. The Condominium Act of Ontario sets out the legal framework for how condo boards operate, including elections, duties, and powers.

Every registered condominium corporation must have a condo board, and its members are elected by unit owners at an annual general meeting. Board members serve fixed terms, often between one and three years, depending on the corporation’s governing documents. The condo board represents all owners collectively, making decisions in the best interest of the community as a whole.

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.
 

Condo board responsibilities

A condo board’s responsibilities can include overseeing property maintenance, communicating with residents, enforcing rules, financial management, and hiring a condo management company if needed.

In most Ontario condo corporations, the condo board is also responsible for:

• Approving annual budgets and setting maintenance fees.
   
• Confirming that repairs and replacements of common elements are completed on schedule.
   
• Enforcing rules and regulations consistently across all residents.
   
• Retaining professional services such as lawyers, auditors, engineers, and condo managers.
   
• Holding annual general meetings and providing owners with required notices and documents.

By carrying out these duties, the condo board helps protect property values, keep operations organized, and maintain compliance with provincial law.
 

Key roles on your condo board and their responsibilities 

Being part of a condo board is often an enriching experience. Regardless of your role, you get to be an active member of your community and help bring positive change that impacts you, your community, and your fellow residents.

Each of the key condo board roles requires a particular skillset and are responsible for different tasks. So, which is the right position for you? Let's take a closer look at each role.
 

President

The condo board president leads the community’s operations and sets the direction for board business. They chair the annual general meeting and all regular board meetings, keeping the agenda on track and discussions focused. The president is also the main point of contact for the condo manager and sees that decisions are carried out once the board approves them.

Strong communication is key in this role, since the president is often the one who steps in to guide discussions or settle disagreements. Fairness, collaboration, and the ability to delegate are just as important as leadership skills. A good president balances many responsibilities while still keeping the board working together as a team.
 

Vice president

The condo board vice president supports the president and steps in whenever the president is unavailable. But the role is more than just a backup. Because the president often has many competing priorities, the vice president helps carry the workload by taking on projects and responsibilities as needed.

Flexibility and strong organizational skills make a big difference in this position. A vice president may be coordinating with vendors one week and helping prepare for a community meeting the next. Since their role shifts with the board’s needs, the most effective vice presidents are adaptable, reliable, and ready to pitch in wherever they’re needed.
 

Secretary

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

It goes without saying that being a good listener is an essential quality for the person who decides to take on this role but being responsible and organized is also a huge benefit.
 

Treasurer

The financial health of a condominium corporation is of the utmost importance to all owners as 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 confirm that the expenditures align with the budgeted amounts. Realistic budgets and fiscal management are imperative.

While someone with experience working with financials would be ideal for this role, it is not a requirement. Attention to detail is key when looking for someone to fill the treasurer position.
 

Condo manager

While not a formal member of the board, an experienced condo manager can act as a partner to board members and significantly lighten the workload. The condo manager is the board's link to the management company. They attend all board meetings and are an important resource for the board as they set policies, determine maintenance requirements, and manage the common property in compliance with the bylaws. The condo manager implements the decisions of the condo board while supported by a team that includes an administrator, accountant, and full-service office.

There are numerous things you should look for when hiring a condo manager. Still, the key is to know what your community needs so you can adequately articulate them to the condo manager. The board and the condo manager being on the same page about how to meet those needs will foster the right relationship to get things done effectively and efficiently.
 

How to run for your condo board

To run for your condo board in Ontario, you must be at least 18 years old and not disqualified under the Condominium Act. Candidates typically submit their names ahead of the annual general meeting and may provide a brief written statement about their interest in serving. At the meeting, owners vote to elect board members to available positions. The election process must follow the rules set out in the Condominium Act and the corporation’s bylaws.

Serving on a condo board is a volunteer role, but it carries significant responsibility. Before running, candidates should understand the time commitment involved, which may include attending board meetings, reviewing documents, and responding to owner concerns.
 

The needs of your condo board may differ

Of course, there may be other areas of condo board responsibility depending upon the size and type of your community. Still, these are the essential five condo board roles you would typically find. In addition to these, there may be a need to monitor parking or pets, prepare newsletters or supervise third-party 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 condo board 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, North America's leading property management company.