A condominium management agreement sets out what a manager will do, what the board must handle, and how both sides will communicate. For a Montreal condo board, a clear contract can prevent misunderstandings about finances, building maintenance, emergencies, and records. Read beyond the fee: check the service details, limits of authority, reporting schedule, and exit terms. Before signing, make sure the agreement reflects your building’s needs and leaves the board with clear ways to monitor performance.
Define the service scope
Look for a detailed list of included services rather than a broad promise to manage the property. The agreement may cover routine maintenance coordination, contractor requests, meeting support, owner communications, financial administration, and recordkeeping. Confirm whether the manager prepares meeting agendas and minutes, tracks follow-up tasks, and helps the board maintain the building’s required records.
Separate included work from services billed as extras. Ask how the contract treats major projects, insurance claims, after-hours calls, special meetings, and legal or technical coordination. It should explain who approves extra work, how the fee is calculated, and whether the manager must provide an estimate before proceeding. This lets the board budget realistically and compare proposals on the same basis.
Assign responsibilities and authority
The agreement should distinguish the manager’s day-to-day duties from decisions reserved for the board. Specify who can authorize repairs, sign contracts, communicate instructions to suppliers, and access bank accounts. Set approval thresholds and require board authorization for commitments above them. Clear limits help the manager respond efficiently without creating uncertainty about who has decision-making power.
Spell out the board’s own obligations, including providing records, approving budgets, making timely decisions, and identifying authorized contacts. Clarify how the manager handles conflicts of interest, confidential owner information, and urgent situations when board members cannot be reached. In Quebec, have the board review the proposed terms alongside its declaration of co-ownership and applicable legal obligations; seek legal advice if a clause is unclear.
Require useful reporting
A reporting clause should say what the board receives, how often, and in what format. Financial reporting may include bank reconciliations, budget comparisons, accounts payable and receivable, and a list of overdue contributions. Building reports can summarize open maintenance requests, completed work, contractor issues, upcoming inspections, and decisions awaiting board approval.
Set a regular meeting and communication rhythm, including how quickly the manager acknowledges routine requests and how urgent issues are escalated. Ask where records will be stored, who can access them, and how the manager transfers them if the contract ends. Reporting should give the board enough detail to oversee the property without requiring repeated requests for basic updates.
Check fees, term, and exit terms
Confirm the base fee, payment schedule, renewal process, and any additional charges. Check whether fees can change during the term and what notice the manager must give. The agreement should also identify the initial term, renewal dates, and how either party can end the relationship, including notice periods and any termination charges.
Before signing, ask: Which tasks are not included? Who approves spending, and at what limit? What response time applies to emergencies? What reports will the board receive? How are complaints and service problems addressed? If the board changes managers, how will keys, passwords, financial records, contracts, and owner files be handed over? Request clear written answers and have the final agreement reviewed before approval.
A strong condominium management agreement makes services, authority, reporting, fees, and termination procedures easy to understand. Compare the written terms with your board’s priorities, confirm every important promise appears in the contract, and resolve vague wording before signing. If your Montreal board needs help reviewing its management needs, Montreal Condo Care can discuss the questions to consider.