Whether you're a first-time board member or a unit owner trying to understand how your building is run, navigating the world of condominium property management can feel overwhelming. Here are the essential things you need to know to set yourself — and your building — up for success.
Understand the Governance Structure
A condo corporation is governed by three layers: the Condominium Act (provincial legislation), the corporation's declaration and bylaws, and the rules. Understanding which layer governs which decisions is fundamental. The Act sets the floor — minimum standards that every corporation must meet. The declaration and bylaws customize the governance structure. The rules address day-to-day living.
When in doubt about whether something is allowed or required, start with the rules, then the bylaws, then the Act. Your property manager should be able to guide you through this hierarchy.
Know the Difference Between Common Elements and Units
One of the most common sources of confusion in condo living is understanding what the corporation is responsible for maintaining versus what the unit owner is responsible for. Generally speaking, the corporation maintains common elements (hallways, lobbies, parking structures, roofs, exterior walls) and unit owners maintain their units.
But the line isn't always clear. Is the balcony a common element or part of the unit? What about the windows? The HVAC unit that serves only one suite? Your declaration will define these boundaries — read it carefully, and ask your property manager if you're unsure.
Attend Your AGM
The Annual General Meeting is the one time each year when all owners come together to review the corporation's financial statements, elect board members, and vote on significant matters. It's your opportunity to ask questions, understand how your maintenance fees are being spent, and have a say in who governs your building.
Attendance is often low — which means a small number of engaged owners can have an outsized influence on the direction of the corporation. Show up.
Read Your Status Certificate Before You Buy
If you're purchasing a condo unit, the status certificate is one of the most important documents you'll review. It tells you the corporation's financial health, any outstanding legal proceedings, the current maintenance fee and any pending increases, and whether there are any special assessments on the horizon.
Never waive the status certificate condition in an offer to purchase. The cost of a lawyer to review it is trivial compared to the cost of discovering a $15,000 special assessment after you've closed.
Communicate Through Proper Channels
If you have a concern about your building — a maintenance issue, a noise complaint, a question about the rules — communicate it through the proper channels. That usually means contacting the property manager in writing. Avoid going directly to individual board members with operational issues; it puts them in an awkward position and bypasses the management structure.
Document your communications. If you've reported an issue and it hasn't been addressed, follow up in writing and keep a record.
Understand Your Maintenance Fee
Your maintenance fee covers the corporation's operating expenses (utilities, insurance, management fees, landscaping, cleaning) and contributions to the reserve fund. It is not profit — it's the cost of running the building.
When fees increase, it's usually because costs have increased (insurance premiums, utility rates, contractor costs) or the reserve fund needs additional contributions. A board that keeps fees artificially low to avoid owner complaints is setting the corporation up for a painful reckoning down the road.
The Bottom Line
Condo living works best when owners are informed and engaged, boards are transparent and accountable, and property managers are empowered to do their jobs. None of this happens by accident — it requires effort from everyone involved. The good news is that the fundamentals aren't complicated. Know your documents, communicate clearly, and trust the process.