This role generally doesn’t require a lot of time investment; however, you need to be ready to step into the shoes of the President at any moment, and they are big shoes to fill. It is a good idea to make sure you understand the President’s role fully before agreeing to take the role of Vice President. If they are ever unable or unwilling to act, you will be required to do so.

If needed, your responsibilities include:

• Convening council meetings & general meetings

• Insurance : review, appraisals, claims

• Chairing meetings

• Setting draft agendas for council meetings

• Emergencies/restoration

• Receiving hardship applications

• Representing the Corporation in legal actions or arbitration

• Supervising the management contract 

If you accept this role, we will assume that you are really good at organizing, have great attention to detail and are a stickler for the rules. All these things are definite attributes and we will celebrate them if demonstrated.

The CHOA bulletin “Setting Meetings and Agendas” is very useful and contains an example of how to write minutes if you need a few pointers. 

Your responsibilities include:

• Minutes of all meetings

• General Correspondence

• Form B record information

• Notice Packages

• Alteration agreements

• Suite Records

• Owners/Residents list

• Form K / Form C

• Rental list

The role of the treasurer is one of the most demanding positions. While it is beneficial if your treasurer has some experience, knowledge or education in financial operations, any council member with patience and a willingness to commit the time to reviewing monthly invoices, receivables, the financial statements and bank statements, will provide a valuable service for your owners. 

With the thousands of transactions management companies process each month, you can anticipate occasional incorrect postings and allocations; however, errors are easily corrected. To enable the treasurer and council to meet their obligations, they must be provided with a complete set of monthly reports that include a detail of all receivables, a print out of the invoices paid to cross reference with service contracts, utilities, purchases and service calls, a copy of the bank statements for all accounts including investments and special levies, and a reconciled monthly financial report. These are the essential tools of the treasurer. While it is normal to delegate the financial management and collections to the strata manager, it is still the responsibility of the strata council to review the financial documents and transactions.

The CHOA Condo Smarts article “The role of the council treasurer” is a good resource.

Your responsibilities include:

• Financial Reports

• Receivables: fines, liens, orders for sale

• Form B/F financial information

• Budget Monitoring and Reports

• Audit reports

• Year end financial statements

• Section 35 financial info request

• User fee collections and records

• Special levies

• Contingency Reserve Fund

• investments

• expenses

• refunds/surplus

• final reports

• collections

• expenses

• loans

• year end reports

Strata Corporations have an obligation to tell owners and tenants what information they collect and retain, how they manage it, who is responsible to protect it, and how their information is accessed. The Strata Corporation is the entity who collects and manages the personal information, and the privacy officer is the appointed person responsible to ensure a Strata Corporation’s privacy policy and procedures are being followed.

The CHOA Condo Smarts article “What does the privacy officer do?” is a good resource as is the Office of the Information & Privacy Commissioner (OIPC) publication called “Privacy Guidelines for Strata Corporations and Strata Agents“.