Go-To Resources
A comprehensive list of Go-To Resources that will help condominium corporations, unit owners and residents throughout Ontario navigate the complex landscape of condo law.
CCI Case Law Database
The Canadian Condominium Institute’s (CCI) Condo Case Law database is a comprehensive archive of legal precedents and rulings that pertain to condominium law. It serves as a valuable resource for legal professionals and stakeholders involved in condominium management, offering insights and guidance on various legal issues and challenges within the Canadian condominium sector.
Records
Guides & Forms
Condominium corporations are required by law to keep records of certain activities related to the operation of the corporation. Determine which records are considered core or non-core, how to access them and how to request a copy.
Request access to certain condominium corporation records with the Condominium Authority of Ontario’s Guide to Condominium records.
Core records are a condo corporation’s governing documents. This in includes documents such as declarations, by-laws, rules, records of owners & mortgagees, minutes from board and owner’s meetings from the last year, and current fiscal year budgets. The Condominium Authority of Ontario’s Request for Core Records chart goes through the five step process for requesting a copy.
Non-core records are any records that are not considered core but are required by the corporation to maintain. This includes documents such as the condo corporation’s reserve fund study, most financial records, and the minutes of owners’ and board meetings that were held over a year ago. The Condominium Authority of Ontario’s Request Process for Non-Core Records chart goes through the five step process for requesting a copy.
Meetings
Guides & Forms
Condominiums in Ontario can hold various types of meetings to address different aspects of governance and decision-making within the community. Compliance with regulatory requirements not only fosters trust among community members, but also mitigates legal risks.
The Preliminary Notice of Meeting of Owners form serves as an official notification to condominium owners about upcoming meetings. It outlines essential details such as the date, time, and location of the meeting, as well as the agenda items and proposed resolutions to be discussed.
This form must be distributed to owners by the condominium corporation at least 20 days before the official notice of the meeting.
Owners must use the Submission to Include Material in the Notice of Meeting of Owners form if they want their condo to include specific material or information in an upcoming notice of meeting.
This may include proposed resolutions, agenda items, or any other relevant documents or information to the meeting.
The Notice of Meeting of Owners form serves as an official notification to condominium owners about an upcoming Owners’ Meeting. It outlines essential details such as the date, time, and location of the meeting, as well as the agenda items and proposed resolutions to be discussed.
This form must be distributed to owners by the condominium corporation at least 15 days before the date of the meeting should take place. No vote can take place on any item, other than routine procedure, that was not disclosed in the Notice of Meeting.
The Notice of Meeting of Owners Called by Owners Instead of Directors form must be used in order to call a meeting to fill a vacancy on the board in the case that the board does not hold a meeting, or, if there are no directors left in the board to call the meeting. It outlines essential details such as the date, time, location of the meeting, and agenda.
The Notice of Meeting must be sent to owners in writing at least 15 days prior to the day of the meeting.
Condominium owners may use proxy forms to delegate their voting rights to another owner or designated holder (i.e. the proxy) if they are unable to attend a condominium corporation meeting. The proxy holder can then participate in the meeting, vote on agenda items, and represent the absent owner’s interests.
Owners should make sure to speak to their proxy before any meetings.
CAO’s Electronic Owners’ Meeting Guide helps condominium corporations transition to electronic meetings.
It outlines legal requirements, technical considerations, and best practices for conducting successful virtual meetings.
Owner-Requisition Meetings are held when condominium owners request the board to call a meeting to discuss or vote on a particular topic.
Any condominium unit owner can request a meeting. The Requisition to Call and Hold a Meeting of Owners form must be used to describe the purpose of the meeting and must be signed by at least 15% of the voting units before being delivered to the board.
Candidates running for election in the board of directors must include a Director Disclose Form. This form details any conflicts of interests for the owners before election or appointment.
Directors must also meet the qualification requirements found within the Condominium Act.
Candidates who do not submit the required disclosure are not eligible to submit their name as a candidate in the notice package. Individuals who wish to be nominated from the floor at the meeting shall be required to make disclosure in writing or verbally in the meeting.
CAO Resources
The Condominium Authority of Ontario (CAO) is a consumer protection agency established to protect the rights of condominium owners and residents in Ontario. It provides education, dispute resolution services, and oversight of condominium governance to ensure compliance with provincial legislation and enhance transparency and accountability within the condominium sector.
The Condominium Authority of Ontario’s Guide on Governance provides condominium directors the fundamental information needed for effective administrative practices.
This resource covers board responsibilities, decision-making processes, conflict resolution strategies, and other topics to promote good governance standards and to support the sustainable management of condominium communities across Ontario.
Procurement refers to the process of obtaining goods, services, or works from an external source, typically through purchasing or contracting.
The Condominium Authority of Ontario’s Guide on Procurement offers detailed guidance for condominium directors on how to navigate the procurement process effectively and efficiently. It outlines key steps such as defining requirements, identifying the right documents and procurement needed, how to navigate the most appropriate approach, the selection and purchasing process, and overall maintenance.
Financial statements are crucial for condo corporations as they disclose the financial health and management of the condominium, aiding in informed decision-making and ensuring compliance with regulatory requirements.
The Condominium Authority of Ontario’s Guide on Finance offers comprehensive advice on financial management practices for condominium directors, covering topics such as budgeting, financial reporting, reserve fund planning, compliance with relevant legislation, and more.
Condominium boards may hire a licensed condo manager to oversee the day-to-day operations and maintenance of a condominium community. Condominium managers act as a liaison between residents and the condo corporation and are responsible for tasks such as property maintenance, financial management, enforcing bylaws, and facilitating communication among stakeholders.
The Condominium Authority of Ontario’s guide on Overseeing Condominium Managers provides condominium corporations with comprehensive guidance on best practices about understanding Condo manager’s roles and managing them effectively. It covers topics such as hiring and evaluating managers, setting expectations, and how to ensure compliance with legal requirements.
The Condominium Authority of Ontario’s Guide on Emergency Planning and Preparedness offers effective strategies for condominium directors in response to emergencies that may present risk to health, life, property, or the environment.
This guide covers topics such as risk assessment, creating emergency plans, communication protocols, evacuation procedures, and coordination with emergency services, aiming to enhance safety and resilience within condominium communities during unforeseen events or crises.
EVCS stands for Electric Vehicle Charging Stations. They are designed to recharge electric vehicles (EVs). As more people make the move from traditional modes of transport to electric, access to EV charging systems have become more important to condo living.
The Condominium Authority of Ontario’s Guide for Electronic Vehicles provides guidance to condominium owners and boards on how to install, manage, and regulate EVCS within condominium properties, addressing considerations such as installation procedures, maintenance, legal implications, and templates to assist owners in applying for, and boards in responding to, EVCS installations.
Although self- managed condominiums are managed by the board of directors, as opposed to a condominium manager, they are still bound by the same legal requirements as any other corporation.
The Condominium Authority of Ontario’s Guide for Self-Managed Condos includes all that is needed to know about being a director of a condominium corporation, covering topics such as governance, operations, finances, and community conduct.
The Condominium Authority of Ontario’s guide for Annual Condominium Requirements provides all needed requirements for a condo corporation under the legal obligations stated in the Condo Act.
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