Managing a commercial or industrial condominium in Calgary comes with responsibilities that can be complex, particularly when multiple owners, shared spaces, finances, vendors, and regulations are involved. Whether you are part of a commercial condominium or an industrial condominium with warehouse bays, two groups play an important role in keeping the corporation operating effectively: the Condo Board and the Licensed Condo Manager.
While both work toward the same overall goal, their responsibilities are in fact different.
The Condo Board is responsible for making decisions and overseeing the Condominium Corporation, while the Condo Manager helps carry out those decisions and manages the day-to-day responsibilities outlined in the management agreement.
Understanding where the Condo Board’s responsibilities end and where the Condo Manager’s responsibilities pick up can help prevent confusion, improve communication, support compliance, and of course, make sure that important tasks don’t fall through the cracks.
If you are a current or prospective Board member, understanding these roles can make it easier to work effectively with your management team. Here’s what you should know about Condo Board Responsibilities, the role of a Licensed Condo Manager, and how the two work together.
What Is a Condo Board? | Understanding the Board’s Role
A Condo Board is made up of elected owners who are responsible for overseeing all actions of the Condominium Corporation on behalf of the owners. In a commercial or industrial condominium, this could mean overseeing a property made up of commercial units, shared building areas, parking areas, driveways, landscaping, or industrial bays and their shared spaces.
While specific responsibilities do depend on the corporation itself, its governing documents, and applicable legislation, common Condo Board Responsibilities can include:
- Overseeing the overall financial wellbeing of the Condominium Corporation
- Overseeing and enforcing the corporation’s bylaws and rules
- Reviewing and approving budgets, reserve fund planning, and other significant financial decisions
- Approving the engagement of contractors and service providers as required
- Making decisions that affect the corporation and its owners
- Providing overall direction for the management and operation of the corporation
The Board ultimately provides direction and makes decisions on behalf of the Condominium Corporation. A Condo Manager does not replace that responsibility. Instead, the manager works with the Board to carry out the responsibilities assigned through the management agreement.
What Is a Licensed Condo Manager | And What Do They Do?
Since December 1, 2021, individuals and companies providing condominium management services in Alberta must be licensed by the Real Estate Council of Alberta (RECA) and are subject to applicable exemptions. This licensing framework recognizes the specialized responsibilities involved in condominium management and establishes professional standards for those providing these services.
A Licensed Condo Manager works with the Condo Board and carries out the responsibilities outlined in the corporation’s management agreement.
Depending on the agreement, this can include:
Coordinating Maintenance and Repairs
A Condo Manager can coordinate maintenance and repairs for common areas, including services such as:
- Landscaping
- Snow removal
- Exterior maintenance
- Parking areas
- Shared building components
- General repairs and service calls
For commercial and industrial properties, proactive maintenance can be especially important.
Industrial bays, for example, may have specific loading areas and larger exterior spaces that require more specialized attention.
Supporting Financial Administration
Condo management can also involve financial responsibilities such as collecting condominium fees, supporting overall budget preparation, maintaining financial records, and preparing financial reporting for the Board. This provides the Board with the information it needs to understand the corporation’s financial position and make informed decisions.
Supporting Compliance
A Licensed Condo Manager can support the Board with condominium management requirements and applicable regulations, including helping the corporation maintain appropriate processes and records.
The manager does not replace the Board’s responsibilities or provide legal advice. Instead, their role is to provide condominium management knowledge and operational support within the scope of the management agreement.
Maintaining Records
Accurate records are an important part of effective condominium management.
A Condo Manager can maintain appropriate corporate documentation, financial records, service information, and other records required as part of the management relationship.
Supporting Reserve Fund Planning
Long-term planning is another important part of managing a condominium corporation. A Condo Manager can assist with reserve fund planning, coordinate studies when required, and help the Board plan for major maintenance or capital projects.
Coordinating Communication
A Condo Manager can also act as an operational point of contact between the Board, owners, contractors, and service providers. Clear communication helps ensure that requests are documented, decisions are understood, and approved work is followed through.
Most importantly, the Condo Manager does not replace the Board’s decision-making authority. The manager works under the direction of the Board and carries out responsibilities assigned through the management agreement.
Why the Difference Matters for Commercial & Industrial Condos
Commercial and industrial condominiums can have very different operational requirements from residential properties.
Industrial Condominiums | Bays
Industrial condominiums are often referred to as bays and may include warehouses, workshops, manufacturing spaces, or other business operations.
Shared areas can include:
- Parking lots
- Driveways
- Loading areas
- Landscaping
- Exterior building components
- Other common property
Calgary’s weather also creates additional considerations. Snow and ice removal, freeze-thaw conditions, drainage, exterior maintenance, and seasonal preparation all need to be considered when planning for the property.
Commercial Condominiums | Shared Building Operations
Commercial condominium properties can also have their own management considerations depending on the building and how the property is used.
Shared areas may require ongoing:
- Landscaping
- Snow removal
- Parking maintenance
- Exterior maintenance
- Building repairs
- Vendor coordination
- Safety and property inspections
The specific responsibilities will depend on the condominium corporation, its governing documents, the property itself, and the management agreement.
When responsibilities are clearly defined, Boards and Condo Managers can work more efficiently, communicate more effectively, and address maintenance, financial, and operational matters before they become larger problems.
How CMS Real Estate Works With Condo Boards
At CMS Real Estate, our role is to work alongside the Condo Board rather than replace its authority. Our team has completed specialized condominium management education through the Alberta Condominium Management Education Consortium (ACMEC).
CMS also holds the Certified Condominium Specialist (CCS®) designation awarded by the Calgary Real Estate Board (CREB®), providing additional specialized knowledge in condominium governance, legislation, and financial considerations.
Our approach to condo management in Calgary that Boards can rely on includes:
- Supporting Boards with condominium management requirements and applicable regulations
- Coordinating day-to-day maintenance, contractors, and service providers
- Supporting budgeting, financial administration, and reporting
- Assisting with reserve fund planning and major maintenance projects
- Maintaining clear communication between the Board, owners, and service providers
- Providing practical management knowledge to help Boards make informed decisions
The goal is to provide Boards with a knowledgeable management partner while maintaining the Board’s role in overseeing the Condominium Corporation.
Questions Your Condo Board Should Ask Before Hiring a Condo Management Company
Choosing a condo management company is an important decision for any Condominium Corporation. Before signing a management agreement, the Board should have a clear understanding of what the management company provides, how responsibilities will be divided, and how communication will work.
Here are some questions worth asking:
Are Your Condo Managers Licensed in Alberta?
Condominium management services are regulated in Alberta, so confirming that the appropriate licensing is in place should be one of the first questions a Board asks.
What Experience Do You Have With Commercial and Industrial Condominiums?
Commercial properties and industrial bays can have different maintenance, financial, and operational requirements than residential condominiums.
Ask whether the management company has experience working with properties similar to yours.
What Financial Reporting Will the Board Receive?
Ask what financial information is provided, how frequently reports are prepared, and what the Board can expect to see in its regular reporting package.
How Do You Handle Emergency Maintenance Issues?
Ask how emergency situations are reported, who coordinates the response, and how the Board is kept informed when an urgent issue occurs.
How Do You Communicate With Owners and Board Members?
Understanding how requests, updates, maintenance issues, and Board communications are handled can help establish clear expectations from the beginning.
How Often Will You Attend Board Meetings?
It’s important to ask whether meeting attendance is included in the management agreement and how the management team supports the Board before, during, and even after meetings.
How Do You Support Reserve Fund Planning and Budgeting?
Understanding how the management company supports long-term maintenance planning can help Boards prepare for major expenses rather than reacting to them.
What Exactly Is Included in the Management Agreement?
Every Condominium Corporation has different needs. Boards should carefully review the services included, responsibilities assigned to the manager, fees, reporting expectations, communication requirements, and any additional services or costs.
Strong Boards & Strong Management Work Together | CMS Has Your Back
Understanding the roles of Licensed Condo Managers and the Condo Boards, can make it easier to communicate, plan, manage property responsibilities, and address issues before they become larger problems.
At CMS Real Estate, we work with Boards to support efficient operations, responsible financial administration, maintenance planning, and condominium management compliance. Our goal is to provide the knowledge and support Boards need to manage their commercial or industrial condominium with confidence.
If your Board is reviewing its current management structure, start by asking the right questions.
Confirm the services you need, understand the management agreement, and make sure you have a management partner with the appropriate licensing and experience for your property.
Looking for experienced condo management in Calgary?
Contact CMS Real Estate to learn more about our commercial and industrial condominium management services and how we can work alongside your Board.
Frequently Asked Questions | Condo Boards & Condo Managers
What Are the Responsibilities of a Condo Board?
A Condo Board oversees the affairs of the Condominium Corporation and makes decisions on behalf of the corporation. Responsibilities can include financial oversight, budgeting, governance, bylaws and rules, major expenditures, and decisions affecting the corporation and its owners.
What Does a Licensed Condo Manager Do?
A Licensed Condo Manager works with the Condo Board to carry out responsibilities assigned through the management agreement. Depending on the agreement, this can include coordinating maintenance and contractors, supporting financial administration, maintaining records, coordinating service providers, and assisting with day-to-day condominium operations.
Does a Condo Manager Make Board Decisions?
No. The Condo Board retains its decision-making role. A Condo Manager works under the direction of the Board and carries out responsibilities assigned through the management agreement. This distinction is important because professional management is intended to support the Board, not replace it. For more information, see CMS Real Estate’s information about Commercial Condo Management.
How Does a Condo Management Company Support a Board?
A condo management company can support a Board by coordinating day-to-day operations, maintenance, service providers, financial administration, records, and other responsibilities outlined in the management agreement.
The goal is to provide professional support while allowing the Board to maintain its governance and decision-making responsibilities.
When Should a Condominium Corporation Hire Professional Management?
There is no single answer for every corporation. A Board may consider professional management when the day-to-day responsibilities of running the corporation become difficult to manage internally, when specialized condominium management knowledge is needed, or when the Board wants additional support with maintenance, financial administration, vendors, records, and operational coordination. For commercial and industrial condominiums, professional management can provide additional support for properties with more complex maintenance requirements, multiple service providers, or significant shared spaces.
Blog posts from CMS Real Estate are for general information only. The content should not be considered real estate management or investment advice. If you are in need of professional real estate advice, please contact our team.