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There are a couple different doors you can open when you engage with Provision. Maybe your syndicate just needs some financial and accounting expertise. Or perhaps your condo needs more help with the daily administration aspects of running the building. Many of our clients come to us for a one-stop, full-service offering that lets them know they are in good hands on all aspects.
Access to premium software tailored for Quebec condominium needs and user support for all co-owners
Implement the annual budget approved by the Administrative Council
Prepare the Financial Statements as of the end of the current fiscal year and the last bank reconciliation
Breakdown of expenditure following the co-ownership shares established by the condominium declaration and in accordance with Article 1064 of the Civil Code of Québec, and send annual notices of assessment to each co-owner
Prepare cheques to pay suppliers
Deposit all condo fees received into a separate bank account opened in the syndicate’s name, at a chartered bank or Caisse Desjardins that is legally authorized to conduct banking operations
Invest the money administered in accordance with the rules of presumed sound investments (contingency funds)
Send reminders to co-owners, as needed, in order to collect past-due condo fees and other unpaid charges
Regular communication with the Board of Directors regarding the syndicate’s financial health
Access to premium software tailored for Quebec condominium needs and user support for all co-owners
Prepare, convene and participate in 6-8 Board of Directors meetings per year, and prepare the minutes in French and English
Prepare, convene and participate in the Annual General Assembly of Co-Owners, in the 60 days following the end of the Syndicate’s financial exercise, and prepare the minutes in French and English
Maintain the registers required by law, as well as other registers such as those for contingency funds, building by-laws, co-owners’ list and building services
Propose amendments aimed at ensuring that the building regulations reflect the Syndicate’s vision
Enforce the condominium regulations, and send out written notices as required
Negotiate and renew the insurance contract of the building, for a replacement value determined by the Administrative Council and in accordance with the law
Negotiate and sign, in the name of the Syndicate, contracts for customary supplies, monthly or periodic charges relating to the common expenditures: gas, electricity, elevator, snow removal, landscaping, etc. We solicit at least 3 bids and present them to the Board of Directors who then choose the contract that is right for the syndicate
Negotiate and sign, in the name of the Syndicate, contracts for routine cleaning and maintenance of the building that are part of routine management, with companies that have appropriate professional insurance in place.. We solicit at least 3 bids and present them to the Board of Directors, who then choose the contract that is right for the syndicate
Hire and coordinate the work of professionals needed for the maintenance of the building, in accordance with the wishes of the Board of Directors
Inspect the building and the common areas 4-8 times per month depending on the syndicate’s needs
Regular communication with the Board of Directors
Implement procedures to facilitate management of the premises. For instance, manage the issue of key cards and keys to the co-owners, program the garage door openers, etc.
Complete the annual declaration for the Quebec Business Registry (REQ), identifying the Syndicate’s administrators
Receive requests from co-owners and, in consultation with the Board of Directors, , prioritize them in order to first devote the available resources to the more urgent issues
Mediation for conflictual situations
If requested by the Board of Directors, presence on the premises during building inspections, maintenance work in the common areas (inspection of carbon monoxide detectors, inspection of elevators, etc.)
New home warranty guidance, negotiation, settlements, communications with external legal counsel.
See points 1 and 2
24-hour / 7-day service
Handling of insurance claims (additional costs apply)
