Condominium Management
Regulatory Authority of Ontario

Hiring a Condominium Provider Business

A condominium manager is often hired to oversee the corporation’s day-to-day operations. The condominium manager’s contract with the client may specify other roles and expectations.

NEW RESOURCE FOR CONDO BOARDS!

Learn more about the CMRAO and the important role it plays in protecting Ontario’s condominium consumers.

Condo Boards

Each condominium corporation across the Province of Ontario is governed by an owner-elected board of directors. The board is responsible for ensuring that the corporation complies with all aspects of the Condominium Act, 1998. Board directors volunteer their time and expertise to manage the affairs of the corporation according to the corporation’s specific declaration, by-laws and rules. Some of their duties include overseeing major repairs of common elements, ensuring responsible financial management and communicating with unit owners.

There are specific qualifications that directors must have in order to run for and be elected to serve on a board. A list of director qualifications can be found at the Condominium Authority of Ontario (CAO) website.

For more information about the roles and responsibilities of a condominium’s board of directors visit the Condominium Authority of Ontario (CAO) website.

The business relationship between a board of directors and a condominium manager and management provider business should be professional and cordial. CMRAO licensees have an obligation to promote and protect the best interests of their client, the condominium corporation.

About the CMRAO: Information for Condominium Boards and Directors

The new resource for condominium boards and directors includes general information about the CMRAO and our background. It also highlights our role in regulating Ontario’s condominium management sector, relevant legislation, licensing, the CMRAO’s consumer protection mandate, and the complaints handling process.

Condominium managers are free to distribute this document or share the link with their boards and directors.

Download About the CMRAO: Information for Condominium Boards and Directors [PDF 1,000 KB]

We are board members of a condominium and want to know whether we are required to hold a licence with the CMRAO.

Condominium directors are not required to hold a licence unless they are providing condominium management services for compensation or reward or the expectation of such.

Condominium management services is defined under the Condominium Management Services Act, 2015 (CMSA) as:

Any of the following services provided to, or on behalf of, a condominium corporation:

  • Collecting or holding contributions to the common expenses or other amounts levied by, or payable to, the corporation
  • Exercising delegated powers and duties of the corporation or its board of directors, including:
  1. Making payments to third parties on behalf of the corporation
  2. Negotiating or entering into contracts on behalf of the corporation
  3. Supervising employees or contractors hired or engaged by the corporation

We are a self-managed condominium corporation but want to hire someone to offer some administrative assistance. Is this individual required to hold a licence?

As long as the person is not providing condominium management services as defined under the CMSA, they can provide administrative assistance. Please refer to the CMRAO’s guide “Do I Need a Licence? Interpreting the Definition of Providing Condo Management Services” for helpful examples of management as compared to administrative activities.

We are in the process of hiring a new management company. How do I check if they are licensed?

The CMRAO offers a public registry to search for licensed condominium managers and condominium management provider businesses (also known as provider firms). You will be able to search by the name or licence number of the condominium manager or condominium management company.

If you are unable to find your condominium manager or management company on our public registry, please contact info@cmrao.ca.

Do you have a list of condominium management companies that provide service in a particular city in Ontario?

The CMRAO now has a directory of licensed management provider businesses that you can use to search for providers in your area.

Do you have information on the responsibilities and duties of a condominium manager?

Condominium corporations may hire a condominium manager or condominium management company to oversee the day-to-day operations of the corporation. For example, the Board may delegate the responsibility to collect common expenses, supervise staff and do other tasks for the condominium manager. More information on the roles and obligations of a condominium manager can be found here: https://cmrao.ca/condo-managers/role-and-obligations-of-a-condominium-manager

You may also find our Competency Profile for Condominium Managers helpful as it describes the minimum expectations of those applying for a General Licence. This report can be found here:
https://cmrao.ca/wp-content/uploads/2021/06/CompetencyProfileConsultationReportEN.pdf

Our condominium corporation recently hired a new condominium management company. How long does the previous management company have to transfer records?

The outgoing manager or management provider must transfer the records within 15 days after the termination of the contract. However, if the documents or records do not exist at the time the contract is terminated, then the manager or management provider is required to transfer these documents no later than 30 days after the contract has ended. These requirements are set out in section 54 of the Condominium Management Services Act, 2015, and section 35 of Ontario Regulation 123/17.

Is the board responsible for paying the licensing fee for condominium managers and/or condominium management companies?

Condominium managers and management provider businesses are responsible for paying their annual licensing fees to the CMRAO.

Can we obtain services from a business that is closely related to the condominium management company?

CMRAO does not regulate decisions of a condominium corporation. However, the management provider business would be required to disclose this relationship to the condominium corporation through its Board of Directors.

This is outlined in section 52 of the Condominium Management Services Act, 2015, which states:

 

Disclosure of interest

52 A licensee who, directly or indirectly, has an interest in a contract or transaction to which the client is a party or a proposed contract or transaction to which the client will be a party, shall disclose in writing to the client the nature and extent of the interest in accordance with the prescribed requirements and in the form determined by the registrar.

I am having trouble retrieving the corporation records from management. What should I do?

You may wish to start by raising the matter with the corporation’s board of directors.

The Condominium Authority of Ontario (CAO) provides more information as it relates to records requests. Please visit their website at www.condoauthorityontario.ca

I am a newly elected board member and the condominium manager advised me to complete the Director Training. How do I complete the program?

All directors appointed, elected or re-elected on or after November 1, 2017, are required to complete the training program provided by the Condominium Authority of Ontario (CAO) within 6 months of their appointment, election or re-election. For more information about director training, including how to complete the program, please visit the CAO’s website.

Newsroom

New Continuing Professional Education Program for General Licensees

On November 15, 2022, the CMRAO released its new Continuing Professional Education (CPE) framework for…

Notice of Fees

Consistent with the provisions of Schedule G “Fee Setting Process and Criteria” of the Administrative…

Excellence in Condominium Management Survey Results

On November 1, 2021, the CMRAO introduced a new mandatory education course for Limited Licence…

Resource Centre

About the CMRAO: Information for Condominium Boards and Directors

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Download About the CMRAO: Information for Condominium Boards and Directors [PDF 1,000 KB]

CMRAO Licensing Overview

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Download the CMRAO Licensing Overview [PDF - 597 KB]

COVID-19 Resources

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The following resources are available to assist condominium managers concerned about how COVID-19 impacts condominiums and their role as provider of an essential service in these unprecedented times.

Ask the CMRAO Webinar Slide Deck

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Download the Ask the CMRAO Webinar Presentation here. [PDF - 2MB]

A Guide for Licensees: Records Management for Condo Managers

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Download A Guide for Licensees: Records Management for Condo Managers [PDF - 919 KB]

Previous Education Requirements

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Certain general licensees were required to complete continuing education in order to renew their licence for the 2019–20 licensing year.

Materials available on the Condominium Authority of Ontario website

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The Condominium Authority of Ontario (CAO) is dedicated to providing information, resources, and services to support condo communities across Ontario.

Electric Vehicle Charging Station FAQs

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Frequently Asked Questions about new regulations for electric vehicle charging systems (EVCSs)

Plain Language Guide Produced by the Ministry of Public and Business Service Delivery (formerly MGCS)

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Download the Plain Language Guide Produced by the Ministry of Public and Business Service Delivery [PDF - 832KB]

Frequent questions

We are board members of a condominium and want to know whether we are required to hold a licence with the CMRAO.

Condominium directors are not required to hold a licence unless they are providing condominium management services for compensation or reward or the expectation of such.

Condominium management services is defined under the Condominium Management Services Act, 2015 (CMSA) as:

Any of the following services provided to, or on behalf of, a condominium corporation:

  • Collecting or holding contributions to the common expenses or other amounts levied by, or payable to, the corporation
  • Exercising delegated powers and duties of the corporation or its board of directors, including:
  1. Making payments to third parties on behalf of the corporation
  2. Negotiating or entering into contracts on behalf of the corporation
  3. Supervising employees or contractors hired or engaged by the corporation

We are a self-managed condominium corporation but want to hire someone to offer some administrative assistance. Is this individual required to hold a licence?

As long as the person is not providing condominium management services as defined under the CMSA, they can provide administrative assistance. Please refer to the CMRAO’s guide “Do I Need a Licence? Interpreting the Definition of Providing Condo Management Services” for helpful examples of management as compared to administrative activities.

We are in the process of hiring a new management company. How do I check if they are licensed?

The CMRAO offers a public registry to search for licensed condominium managers and condominium management provider businesses (also known as provider firms). You will be able to search by the name or licence number of the condominium manager or condominium management company.

If you are unable to find your condominium manager or management company on our public registry, please contact info@cmrao.ca.

Do you have a list of condominium management companies that provide service in a particular city in Ontario?

The CMRAO now has a directory of licensed management provider businesses that you can use to search for providers in your area.

Do you have information on the responsibilities and duties of a condominium manager?

Condominium corporations may hire a condominium manager or condominium management company to oversee the day-to-day operations of the corporation. For example, the Board may delegate the responsibility to collect common expenses, supervise staff and do other tasks for the condominium manager. More information on the roles and obligations of a condominium manager can be found here: https://cmrao.ca/condo-managers/role-and-obligations-of-a-condominium-manager

You may also find our Competency Profile for Condominium Managers helpful as it describes the minimum expectations of those applying for a General Licence. This report can be found here:
https://cmrao.ca/wp-content/uploads/2021/06/CompetencyProfileConsultationReportEN.pdf

Our condominium corporation recently hired a new condominium management company. How long does the previous management company have to transfer records?

The outgoing manager or management provider must transfer the records within 15 days after the termination of the contract. However, if the documents or records do not exist at the time the contract is terminated, then the manager or management provider is required to transfer these documents no later than 30 days after the contract has ended. These requirements are set out in section 54 of the Condominium Management Services Act, 2015, and section 35 of Ontario Regulation 123/17.

Is the board responsible for paying the licensing fee for condominium managers and/or condominium management companies?

Condominium managers and management provider businesses are responsible for paying their annual licensing fees to the CMRAO.

Can we obtain services from a business that is closely related to the condominium management company?

CMRAO does not regulate decisions of a condominium corporation. However, the management provider business would be required to disclose this relationship to the condominium corporation through its Board of Directors.

This is outlined in section 52 of the Condominium Management Services Act, 2015, which states:

 

Disclosure of interest

52 A licensee who, directly or indirectly, has an interest in a contract or transaction to which the client is a party or a proposed contract or transaction to which the client will be a party, shall disclose in writing to the client the nature and extent of the interest in accordance with the prescribed requirements and in the form determined by the registrar.

I am having trouble retrieving the corporation records from management. What should I do?

You may wish to start by raising the matter with the corporation’s board of directors.

The Condominium Authority of Ontario (CAO) provides more information as it relates to records requests. Please visit their website at www.condoauthorityontario.ca

I am a newly elected board member and the condominium manager advised me to complete the Director Training. How do I complete the program?

All directors appointed, elected or re-elected on or after November 1, 2017, are required to complete the training program provided by the Condominium Authority of Ontario (CAO) within 6 months of their appointment, election or re-election. For more information about director training, including how to complete the program, please visit the CAO’s website.

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