Self-Managed Condo vs Hiring a Management Company in Ontario: What Boards Should Know Before Deciding

What Self-Managing a Condo Corporation Actually Requires

Self-management means the board of directors handles every operational, financial, and legal function that a licensed condo manager would otherwise perform. Under Ontario's Condominium Act, 1998, the corporation's obligations do not shrink because the board chooses not to hire a manager. The same rules apply regardless.

In practice, self-managed boards must handle all of the following themselves:

•      Collecting common expense fees and pursuing arrears, including lien registration when owners fall behind

•      Maintaining the corporation's financial records, producing annual audited financial statements, and filing tax returns

•      Issuing status certificates within the 10-day window required by the Act

•      Coordinating building maintenance, obtaining contractor quotes, supervising repairs, and managing vendor contracts

•      Preparing and distributing board meeting minutes, AGM notices, and owner communication packages

•      Ensuring compliance with the Condominium Authority of Ontario (CAO) reporting requirements

•      Managing the reserve fund study process and tracking expenditures against the plan

•      Responding to owner complaints, noise disputes, bylaw violations, and insurance claims

For a small building with few common elements, a capable board can handle this workload. But most boards find that the administrative burden alone -- before anything goes wrong -- requires 15 to 25 hours per month of unpaid volunteer time spread across directors who also have full-time jobs.

The Hidden Risks of Self-Managing Your Condo

The financial cost of self-management is not zero, and the risks are often invisible until something goes wrong. Board members who self-manage carry personal liability for decisions made on behalf of the corporation. This is not legal advice, but generally speaking under Ontario law, directors who fail to meet the standard of care required by the Condominium Act may face personal exposure if the corporation suffers a loss.

Common risk areas for self-managed boards include:

•      Missed compliance deadlines with the CAO or CMRAO, which can result in fines or administrative orders

•      Status certificates issued late or with errors, which can delay real estate transactions and expose the corporation to claims

•      Reserve fund underfunding caused by not following the study recommendations, which leads to special assessments down the road

•      Contractor disputes where the board lacks the experience to negotiate scope, price, and warranty terms effectively

•      Volunteer burnout, where one or two directors carry the load and eventually resign, leaving the board unable to reach quorum

For more on the obligations directors carry, read our guide: Condo Board Member Liability in Ontario

What a Professional Condo Management Company Handles for You

A licensed condo management company in Ontario takes over the operational workload that otherwise falls on volunteer directors. Under the CMRAO (Condominium Management Regulatory Authority of Ontario), managers must hold a valid licence and meet ongoing education requirements. This licensing framework exists specifically because the work is complex enough to require professional oversight.

When you hire a management company, you are paying for someone to handle the day-to-day administration -- collecting fees, coordinating maintenance, preparing financial reports, issuing status certificates, attending board meetings, and keeping the corporation in compliance with the Act. You are also gaining access to established vendor relationships, bulk pricing on services like insurance and landscaping, and professional judgment on building issues that most volunteer boards encounter for the first time.

The board still governs the corporation and makes all major decisions. The manager executes those decisions and handles the administrative machinery that keeps the building running. At Sapphire, we find that boards who make this transition typically reclaim 20 or more hours per month of volunteer time while improving the consistency of operations.

How to Build a Maintenance Calendar Your Board Will Actually Use

A good maintenance calendar is not a spreadsheet you fill out once and forget. It is a living document that captures scheduled service contracts, vendor contacts, warranty expiry dates, and outstanding work items. Here is a practical framework boards in London and Sarnia can adapt:

Monthly:

•      Inspect common areas for safety hazards and report deficiencies

•      Review work order logs and outstanding maintenance items

•      Check mechanical room readings (boiler pressure, water temperature, etc.)

Quarterly:

•      Test fire alarm systems and document results

•      Inspect garage areas for concrete deterioration and drainage

•      Review landscaping condition and exterior lighting function

Annually:

•      Full building envelope inspection

•      HVAC seasonal service (spring and fall)

•      Elevator inspection per TSSA schedule

•      Reserve fund status review against actual maintenance expenditures

•      Review all service contracts and vendor performance

Every 3 years:

•      Reserve fund study update (required under the Condominium Act, 1998)

•      Consider thermographic or building envelope diagnostic testing

At Sapphire, boards in London and Sarnia use a shared maintenance calendar as part of their management agreement, so nothing falls through the cracks between board member turnover or management transitions.

How to Know When Self-Management Is No Longer Working

There is no single threshold, but several warning signs indicate that your board has outgrown self-management. If two or more of the following apply, it is worth exploring what condo management in London Ontario or Sarnia Ontario would look like for your building.

•      Directors are spending more than 10 hours per month each on corporation business

•      The board has difficulty filling vacancies or reaching quorum at meetings

•      Status certificates are regularly issued late or require multiple corrections

•      Maintenance issues are being deferred because no one has time to coordinate contractors

•      Financial record-keeping is inconsistent or the annual audit reveals recurring errors ‍

•      Owner complaints are increasing because response times have slipped

•      The reserve fund study is overdue or the board is unsure whether contributions are adequate

•      One or two directors are doing most of the work and showing signs of burnout

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If you are noticing these patterns, our article on the Top 5 Mistakes Condo Boards Make covers several related pitfalls that self-managed boards encounter.

Comparing Costs: Self-Management vs Professional Condo Management

One of the most common reasons boards self-manage is to save money. And in a small building with minimal common elements, the math can work. But the comparison is rarely as simple as "free vs a monthly management fee."

Self-managed boards still pay for bookkeeping, audit preparation, legal consultations, and often a part-time administrator. When you add up those individual costs, plus the value of volunteer time, the gap between self-management and professional condo corp management narrows significantly. In many cases, a management company's vendor relationships and negotiating leverage produce savings on contracts for landscaping, cleaning, snow removal, and building systems maintenance that offset a significant portion of the management fee.

London Ontario boards working with Sapphire Condominium Management have found that the total cost of professional management, once vendor savings and avoided mistakes are factored in, is often comparable to what the board was spending on piecemeal services while self-managing. The difference is that the work gets done consistently, on time, and by someone who carries professional liability insurance for the work they perform.‍ ‍

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Frequently Asked Questions

Q: How much does it cost to hire a condo management company in London Ontario?

A: Management fees in Ontario vary depending on the size of the building, the number of units, and the scope of services required. Most condo management companies charge a monthly per-unit fee. For a building in London or Sarnia, you can expect to pay anywhere from $25 to $60 per unit per month depending on the complexity and size of the property. Request proposals from multiple companies and compare scope, not just price. For guidance on what to ask during that process, see our guide: Questions to Ask a Condo Management Company.

Q: Can a small condo with fewer than 30 units self-manage successfully in Ontario?

A: Yes, some smaller condominiums self-manage effectively, especially if the board includes directors with relevant skills in accounting, building maintenance, or law. However, the legal obligations under the Condominium Act apply equally to a 10-unit building and a 200-unit building. The question is not whether you can self-manage, but whether your board has the time, expertise, and continuity to do it well year after year.

Q: What is the CMRAO and why does it matter when hiring a condo manager in Ontario?

A: The Condominium Management Regulatory Authority of Ontario (CMRAO) is the provincial body that licenses and regulates condo managers and management companies. Any company you hire must hold a valid CMRAO license. This ensures they meet education requirements, carry appropriate insurance, and are subject to a complaints and discipline process. When evaluating management companies, always verify their CMRAO license status before signing a contract.

Related Reading

→ Condo Board Member Liability in Ontario

→ Top 5 Mistakes Condo Boards Make (From a Condominium Management Expert)

→ Questions to Ask a Condo Management Company