Welcome to Condo’s Corner!

Brought to you by Daulton Read, President of Read Property Management

Get ready for a weekly dive into condo living like never before with Condo’s Corner! Speaking from my perspective as a Condominium Manager, my goal is to entertain and provide valuable management insights and stories that can help you live your condo life a bit better—all with a little bit of wit, charm, and practicality.

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In today’s busy world, board members and owners alike are juggling tight schedules, full inboxes, and about a dozen browser tabs. Virtual board meetings have become a lifeline — helping condo corporations stay connected, productive, and compliant without needing to shuffle into the community room with paper coffee cups and printed binders.

But while virtual meetings are convenient, they aren’t automatically effective. Poor planning, tech issues, or unclear procedures can easily derail a meeting. That’s why we’ve put together this friendly (but focused) guide to help your board run smarter, more engaging, and more professional virtual meetings — all while staying aligned with the Condominium Act, 1998 and Ontario’s best practices.

Start with the Legal Stuff

Recent updates to the Ontario Condominium Act, brought in through Bill 91: Less Red Tape, Stronger Economy Act, 2023, have made it easier for condo corporations to hold meetings and vote. Starting October 1, 2023, these changes replaced the temporary rules we had during the pandemic. Now, virtual and hybrid meetings are standard options for condo governance. This means you can legally conduct business through virtual meetings without needing a special by-law, which is definitely a step in the right direction!

Give Notice (Way) in Advance

The Condominium Act regulates meeting notice timelines:

• AGM notices: Must be sent at least 15 days before the meeting (after a 20-day preliminary notice).

• Board meetings: Generally, at least 7 days’ notice is good practice unless otherwise stated in your bylaws.

Include:

• Date & time

• Platform link

• Instructions for how to join

• Troubleshooting tips

• Contact info for tech help

A well-prepped director is a happy director.

Share the Agenda Early

Post the agenda ahead of time so directors can come prepared. Highlight key issues like budget approvals, maintenance updates, or big projects. The more clarity upfront, the less off-topic debate later. Make sure to include all relevant documentation as well, so each director has time to review on their schedule.

Master Your Tech (and Test It)

Choose a reliable platform like Microsoft Teams, Zoom, or Google Meet. Before your meeting:

• Test audio, video, and screen sharing

• Disable attendee recordings to protect privacy

• Prep visuals like budget slides or architectural plans

• Have files ready and open to share screens for certain documents

At Read Property Management, we always log in 10–15 minutes early to get the tech settled and greet early attendees — just like in-person.

Set the Ground Rules

Start your meeting with a few “housekeeping” reminders:

• Stay muted unless speaking

• No recording unless approved

• Respect all speakers — no cross-talk or side conversations

Your job is to keep it respectful and efficient, not host a digital debate club.

Keep It Professional… and Comfortable

Set the tone with a positive and welcoming intro. Choose a clean, neutral background and decent lighting. Trust us, nothing says “well-run condo board” like a clear webcam and a steady mic.

And hey — we’ve all been Zoom-bombed by a cat, toddler, or smoke alarm. Roll with it and keep your sense of humour.

Utilize the Share Screen Function

If you’re discussing:

• Financial statements

• Contracts

• Reserve fund projects

• & more

…then show, don’t just tell. Share your screen, present graphs, or use PowerPoint to keep people visually engaged and on the same page with what you’re discussing.

Have a Backup Plan

Sometimes tech flakes out — and that’s okay if you’ve planned for it:

• Offer a dial-in number for those without reliable internet

• Designate a co-host to help participants troubleshoot

• Have a backup device and mic

• Share a support email where attendees can send questions or requests if they drop off

At Read PM, we also include dial-in instructions and offer to submit written questions in advance for those who can’t attend live.

BONUS: Help the Less Tech-Savvy

Not every condo director or owner is fluent in ‘internet’, and that’s okay! To help everyone feel confident:

• Use simple platforms (Teams, Zoom, Google Meet)

• Offer one-on-one tech prep sessions

• Encourage questions before the meeting

• Assign someone to monitor the chat or assist by phone

• Let directors know they can call you if they are having troubles

We’ve even printed step-by-step guides for some of our clients. Tech should never be a barrier to transparency.

Final Thoughts

Running an effective virtual board meeting isn’t just about hitting “Start Meeting” — it’s about creating a digital space that’s respectful, inclusive, and productive. With the right structure, tone, and tools, your board can make important decisions without the logistical headaches of in-person meetings.

At Read Property Management, we guide our boards through every step — from scheduling to hosting and minute-taking — so nothing falls through the digital cracks. Virtual meetings aren’t just a backup plan anymore; they’re a best practice

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Got a condo tale to tell or burning questions about condo living? Don’t be shy—share ’em with me! Whether it’s a funny story, a management mystery, a celebratory story, or just a nightmare, we’re all ears. All you need to do is reply to this email so we can keep the content coming.

Make sure to share this newsletter with your friends, family, and, more importantly – that neighbour who could learn a few things!