Most condo boards spend too much time making decisions, and not enough time defining how decisions should be made. The result is predictable: managers waiting for approvals, emails piling up, delays in routine repairs, and meetings that run long because every issue lands back on the table.

There is a better model. Boards that adopt it are not just more efficient, they are easier to work with, less reactive, and far better at protecting the corporation over time.

That model is a policy framework. Instead of deciding issue by issue, the board decides the rules, the limits, and the expectations. Management then operates within that structure without needing permission for every action.

Why This Matters Now

The condominium industry has changed. Managers are handling more buildings than ever, often with reduced support and higher expectations from both boards and residents. Every unnecessary approval request is time the manager is not spending on preventive maintenance, contract oversight, or owner communications.

Boards often believe they are being responsible by approving everything. In reality, this creates bottlenecks, slows emergency response, and forces managers to chase signatures instead of running the building.

A policy framework fixes this by:

  • Defining who decides what
  • Setting limits and boundaries
  • Ensuring consistency across board terms
  • Allowing the manager to act immediately instead of waiting for a vote

A board that governs by policy frees the manager to manage.

Example of a Poor Decision Framework

In many buildings, rule enforcement is not based on written policy at all. It relies on verbal discussion about what to do once a situation has already arisen.

A typical exchange sounds like:

“How many warnings do we give before sending it to the lawyer?” “Do we send one letter or two?” “Did we approve the legal letter before it went out?”

Every board member has a different memory of what is normal, and every manager has a slightly different version of the process. Enforcement becomes inconsistent, dependent on who is on the board, and vulnerable to claims of unfair treatment.

Example of a Great Decision Framework

A written enforcement policy might look like this:

  • Step 1 – Courtesy Notice: Manager sends first written notice.
  • Step 2 – Formal Warning: Manager sends a second, more formal notice.
  • Step 3 – Final Warning: Notice advises that legal action will follow if not corrected. Copy sent to the board.
  • Step 4 – Legal Escalation: Provided there is no contrary direction from the board, management instructs the corporation’s lawyer to proceed without further approval.

Exceptions for safety, harassment, or property damage can be clearly defined, including situations where immediate legal action is required.

Why This Works Better Than One-Off Approvals

This approach removes guesswork and back-and-forth. The manager does not need to ask whether to send a legal letter because the board already decided the sequence. The board only becomes involved when an issue falls outside policy.

Owners cannot claim selective enforcement because every violation follows the same documented steps.

  • Faster enforcement
  • Fewer board emails and debates
  • Reduced legal risk
  • Managers can act instead of waiting
  • Decisions survive board turnover

How to Implement a Policy Framework in Your Condo

  1. Draft the Policy: Start with one area such as repairs, contracts, or chargebacks.
  2. Review with Management: Ensure the policy works operationally, not just theoretically.
  3. Consider Legal Review: A brief review can prevent costly mistakes later.
  4. Approve by Resolution: Treat policies like any other corporate decision.
  5. Store Permanently: Maintain a policy binder or shared digital folder.
  6. Re-evaluate Annually: Confirm the policy helps management act quickly and protects the corporation.

Final Thought

Boards do not need more decisions. They need better decision structures.

A board that governs by policy is calmer, faster, and more professional. A manager operating under policy is more autonomous, more accountable, and more effective.

If you want fewer emails, shorter meetings, and a building that runs instead of reacts, start writing frameworks — not instructions.