Administrative Services for Condo Communities

ICON’s administrative services cover the essential day-to-day operations that keep a condominium corporation organized and compliant. This includes preparing and distributing board meeting packages, recording and maintaining minutes, managing correspondence, maintaining accurate corporate records, and assisting with annual general meetings and owner communications. We also ensure that all administrative practices align with the Condominium Act and the corporation’s governing documents, supporting efficient operations and informed decision-making by the board.

ICON ensures compliance by aligning all management practices with the Condominium Act, the Condominium Management Services Act, and other applicable regulations. Our licensed managers stay current through continuing education and professional development to maintain CMRAO credentials. ICON also uses standardized policies, procedures, and checklists to ensure consistent adherence to legislative requirements. Through proactive monitoring, regular internal reviews, and transparent reporting, we help condominium corporations meet their legal obligations and operate with full regulatory compliance.

Record requests from owners are managed by ICON’s records administration team in coordination with the assigned property manager. Requests are submitted through our online platform to ensure accurate tracking and secure document delivery. In accordance with the Condominium Act, records are typically fulfilled within 30 days of receiving a complete request, although most are processed sooner. ICON’s electronic record system allows for faster turnaround times and ensures that owners receive accurate, up-to-date information efficiently.

Yes. ICON provides full administrative support for board meetings, annual general meetings, and special meetings. Our team prepares and distributes meeting notices and packages, coordinate accurate minute taking, and assists with virtual or in-person meeting coordination. We also guide boards through voting procedures, proxies, and compliance requirements under the Condominium Act to ensure each meeting runs smoothly, efficiently, and in accordance with legislation.

When new board members join mid-term, ICON provides a structured onboarding process to help them quickly understand their roles and responsibilities. This includes an overview of the corporation’s governing documents, recent meeting minutes, current projects, and financial reports. We also provide guidance on working effectively with fellow directors and the property manager, ensuring new members are confident in making informed decisions that support their community’s goals.

ICON maintains all corporation contracts, policies, and governing documents in a secure electronic records system for easy access and version control. Property managers review these documents regularly in collaboration with the board to ensure they remain current and reflect any legislative changes or board decisions. When updates are required, ICON assists in organizing revisions, obtaining board approval, and distributing updated copies to ensure the corporation’s records remain accurate, compliant, and well organized.

Yes. ICON manages the preparation and delivery of status certificates, disclosure documents, and other legal forms required under the Condominium Act. Our records administration team ensures all information is accurate, complete, and up to date before issuing documents. Requests are processed through our secure online system for efficiency and transparency, helping buyers, sellers, and lawyers receive the documentation they need quickly and reliably.