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Why does my board of directors act like my DAD? (are you seeing Dad bods in your hallways?)

  • wecare994
  • Aug 19, 2024
  • 4 min read

Updated: Aug 28, 2024





I spoke recently with a client and almost spit out my drink when she said ..I feel like my condo board acts like my DAD! They refuse to provide documents or information, they hide and keep everything in secret and they probably even have Dad bods but I wouldn't know because we haven't had an AGM in 4 years so I have no idea what the board of directors looks like! Well, thank goodness she came to the right place we can help by making sure her condo starts having AGMs and deal with the lack of documents issues we can even provide best practices so boards stop acting like Dads but even Momentum can't cure the the Dad bod.


Then I started wondering why are so many condo boards of directors are filled with men who refuse to be held accountable and refuse to provide information to their owners?

The constant theme from condo owners is that they have sent a request to their board of directors and did not receive a response. Is it a power struggle or are they just playing Dad? Do they think that they are helping or acting as a board of directors by handling the issues or not handling issues because they are unconcerned and unaffected by condo owner's issues. Being on a board of directors is such a huge responsibility and very few do it very well. Mostly it's because they forget the basics and don't understand the purpose of a board. I wish we could send board members back to grade 7 social studies class. A condo board of directors is made up of owners who's purpose is to serve it's owners. You elect a board of directors at a meeting usually an AGM but not always and those elected members serve the interests of the owners. If the majority of the owners want new siding on the building and the corporation can afford it then the board puts new siding on the building its really pretty simple. So, why do boards make it so hard and so complicated? The board and the property manager as supposed to work with their owners to maintain a successful well looked after building. . A board of directors should represent a certain portion of the owners. Each member should know what those representatives expect and want in terms of the activities and events in a building. If you have a group of owners who want new siding on the building for instance and a group of owners who don't want new siding them the board should accurately reflect the wants and needs of each of those groups. After all the owners elected certain individuals to the board to represent their interests. The board of directors is not an entity that operates in a bubble, it's supposed to be open, transparent, understanding and governs together with it's owners not against them.


I don't need to tell you what working against owners looks like - when a board of directors starts acting like a Dad they need to step back and read some books about democracy and successful corporations. Successful corporations become successful because they create partnerships, use team work and respect each other. All those tactics work in condo corporations too, those corporate buzz words apply to condo boards, after all it is a corporation. If a corporation, a company that makes money operated in Dad mode they would drive their business into the ground. What do successful companies like Apple, IBM or Microsoft have in common? They don't operate like a Dad or in an authoritative manner, its really very simple! Board of Directors should take their cue from successful businesses. Successful boards of directors adapt and adopt all the corporate lingo and tricks of the trade and learn the best way to handle situations. How do successful corporation become successful? Well, they start by talking and learning from their clients. Successful corporations are only successful because they provide the services the client wants and needs. You don't last long in any industry when you don't provide services clients want and need....... So then why don't board members understand this very basic simple concept?


Too often members of boards burn out and feel like nothing they do is appreciated which of course is a often a symptom of volunteer positions. Being a board member doesn't have to cause burn out and shouldn't cause burn out. The best approach which is really the key to a successful company is to provide what the client wants when the client needs it and if its not in the best interests of the corporation then the boards needs to explain why and provide options. This is the key to successful leadership. Talk to the people. Boards need to get down to the owners level, ask questions and make sure you mind set is exactly that....you joined the board of directors to serve your community...so serve your community. For the record, serving your community does not mean imposing your will and wants but making sure decisions are made based on what the owners want and what is best for the community and corporation. Very simply if the board doesn't know what the owners want then they need to ask...which means have them vote.


All leaders have to reflect from time to time to ask themselves what they can do better and how could they have dealt with that situation better. Board member need to do the same. Learn from your mistakes, take the feedback, ask the owners for feedback and act like a leader and focus on the obligations of your role. Of course, you are never going to make everyone happy that's not possible but we threw that idea away a long time ago. We know that it doesn't work but compromise and working with your owners will never steer you wrong. Owners will respect the board member that went out of her way to ask how they were affected by certain events. If an owner was negatively affected make sure the board apologizes and they inform the owners how they plan to change the approach so they aren't negatively affected in the future.


If you are a condo board member take note...don't be a board Dad. As a board member you are an elected official of the corporation and will be held accountable to your owners. Adopt best practices and learn how elections and voting works to ensure that owners are represented and your community is successful.

 
 
 

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Meetings and Events

Condo Buildings have many different types of meetings -AGMs, Special Meetings and  Extraordinary Meetings, Owners Meetings -    See below on tips for making your meeting inclusive and productive 

​Annual General Meetings are crucial to democracy, a condominium corporation in Alberta is required to have annual general meetings every year and at the latest 15 months from the last AGM. These are formal meetings where owners vote on all types of business such as new bylaws, bylaw changes, financial considerations, improvements, upgrades and elect a new board of directors. There are certain procedural rules boards must follow when organizing an AGM; notice must be provided 60 days prior to the AGM, this gives owners the ability to submit agenda items to the board. After the 60 days, formal notice with the agenda items must be sent to owners within 30-14 days prior to the meeting date. Make sure you are voting at your AGMs, you need to make sure the votes are counted - make sure your board is either holding elections through ballots or a counted hand vote. 

There are several types of other meetings a condo corporation holds - Special Meetings, Owners Meetings or Town Halls. It all depends on who is doing the organizing and the topics being put forward. Condo Owners should ensure that their meetings have at least the basic requirements for example: With the exception of Owners Meetings which are called by the owners and not formal, all meetings should include, if possible: scrutineers, agenda- ability of owners to add to agenda, accurate and properly recorded minutes, elections, voting - owners should be voting on issues at AGMs to name a few. There are many requirements to hold a duly organized meeting. For example, public companies and other corporations hire several entities when they hold AGMs. Most corporations start by hiring a law firm. a company to scrutineer and often depending on the type of meeting a solicitation agent. Unfortunately, and of course because it's impractical for the majority of Condo Corporations to assume the expense of all or even a few of those entities most Condo Corporations rely on the knowledge of the property manager and an inexperienced board to deal with meetings which affects the quality of the meetings.

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​The quality of condo meetings depend on the quality of the property manager and the knowledge of your board of directors. Most condo meetings are pretty poor which leads to very little advancement and improvements in the corporation. If your condo corporation holds proper meetings then thank goodness and let us know! We want to hear about condos that are working well together creating successful condo communities. If not then well we all know when buildings incur this type of combination of a poor manager and a poor board for too long the building starts to deteriorate very quickly. Most building come equipped with basic bylaws created by the developer included in the owners manual, some specs and basic information and little else so if you were unlucky to buy into a property with owners who knew very little about condo boards you are probably facing some difficulties after a number of years.  Call us anytime and we will audit your meetings, elections or if you assist in coordinating any type of meeting. See our simple suggestions for make your meetings even more successful. 

condo meeting

Everyone is happier with a cookie in their hand

condo meeting - AGM

                                 Make people feel welcome!         

                           

Meetings are stressful even if there are no hot topics so anything you can do to lighten the mood is helpful. You could also have a giveaway or a play a little game before you get started. Don't forget name tags for large gatherings, bring a card or provide contact information and don't forget a pen, notepad or your phone to take notes and exchange information.  

If you organized the meeting: don't forget to shake as many peoples hands and introduce yourself to as many people as you can!

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Hint: If you are organizing the meeting you should be the last to leave! This helps make sure you talk to everyone who came to talk to you!

                                             Its ALL in the Details

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We believe details are important! Set up a station with coffee, juice or water to keep people hydrated and bring along some home baked or store bought treats. Owners will feel welcome and it helps to set the tone of a meeting. Who can argue with a piece of cake in their hand or mouth! Meetings should be informative and engaging and setting the tone will make your meetings more successful.

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Hint: You'll often be able to tell the people who support you or at least like you if they take a cookie or drink some coffee. More combative individuals won't take the cookie because they feel like they would owe you something back and sometimes that's just being nice and respectful.

CONTACT US Before you buy a condo 

Working as a Trustee in the corporate debt space for over a decade has helped me build a foundation in Corporate and Securities Law. As a a Manager of Corporate Trust acting as debt Trustee, collateral agent or escrow agent, I was involved in many types of large international transaction and the biggest bought deal in Canadian history. As a trustee we were involved in, attended and scrutineered all types of meetings, extraordinary resolutions and consent solicitations. As Corporate Secretary for a large public company, I have over a decade of experience in many aspects of Corporate Law.  I worked for  several years in compliance for a capital raising investment company and worked in the prosecution department at IIROC. My degree in political science gives me a heightened sense of justice and expertise in all levels of government, democratic institutions and democratic practices.  I started this company to help other condo owners who were having similar experiences with condo boards. My corporate law and securities experience provides a great backdrop to be able to help create inclusive communities one building at a time, fighting one board at a time to bring back democracy and inclusion to Condo boards. People don't need to be fighting boards -it ruins their piece of mind and stunts community growth. Boards of Directors need to be held accountable for bad decisions and bad operating procedures and educated in best practices. 

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CONTACT
LOCATION

Email: wecare@momentumcondo.com
Phone: 403.651.7403
 

881 -15 Avenue SW

Calgary, Alberta T2R 1R8

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