October 22, 2018 at 2:52 pm #2316
I sure spect that keeping an up to date owner and tenant contact list is a challenge for many boards. I just reviewed ours and there is a number of units not displaying correct information especially where there are likely tenants residing. iWe rely on owners being responsible to keep this info current with The board and property management. I’m looking for any strategies or suggestions that may work for other boards. What what options to obtain information is available when owners are offsite and their contact information is no longer valid and they can’t be reached. Can boards legally obtain this info in some other way? Hi
Originally posted by Lisa J
October 22, 2018 at 2:52 pm #2317
As a Board, we decided to have a mandatory FOIP form(Freedom of Information and Protection of Privacy) signed every year by all owners/tenants for legal permission to use a group e-mail to send out Minutes etc.
We sent a copy of our FOIP by e-mail to everyone and had everyone bring their signed FOIP to the AGM. Only had a few to collect after! You could include all the info you need on this form.
Your Property Manager should have updated info on all the off-site owners.
Catherine C on May 28 2018 at 01:04 PM
October 22, 2018 at 2:52 pm #2318
As a last resort, do a title search at any registry doing that. The AMA can do this.
Gilda V on May 28 2018 at 01:17 PM
October 22, 2018 at 2:53 pm #2319
We have a “move In / move out” form that we insist owners have filled out whenever tenants move. This includes basic contact info, as well as vehicle info. Also some “check mark fields” such as “Does tenant have current copy of bylaws”. We do have in our bylaws that the board needs to be notified tho, so that really helps us out in making sure we receive this info in a timely manner. We also collect emails and all our owners prefer to get group emails vs mailouts to keep up to date on what is happening in the condo. So again, we have no issues on getting the email info as it is preferred method of contact. We keep our contact lists only available to current board members, and it is password protected.
Hope K on May 28 2018 at 01:32 PM
October 22, 2018 at 2:53 pm #2320
Catherine, I appreciated your reply to Lisa’s question. Which FOIP form do you use? I understood that FOIP governs public bodies (hospitals, school, govt etc and PIPA governs private bodies, such as condo boards/corporations.
Tony B on May 28 2018 at 01:34 PM
October 22, 2018 at 2:53 pm #2321
New neighbours will give out a lot of information when they need to be registered on the intercom system. We have a Mircom system that calls through to the residents’ phones.
We do a quick orientation with the new resident at the intercom location, and fill in the other data we want, just from II conversation: emergency contacts, car licenses, parking stalls, number at work and name of employer, names of other people living in the unit, etc.
A board volunteer maintains the database, and sends a copy of each update to the Condominium Manager. We’ve done this a long time. Our records stay accurate, and I can’t remember if anyone has ever objected to this sneaky ploy.
Gus V on May 28 2018 at 01:55 PM
October 22, 2018 at 2:53 pm #2322
We send out an emergency contact sheet with the info package for new owners or when we are advised of renters. It carries a notice that “This information is being collected for the purpose of allowing the XYZ Board or its agents to contact owners and/or residents regarding Corporation business and/or in emergency situations.”
* Suite number
* All legal owners shown on title with service addresses (if non-resident), phone(s), email
* All occupants (owners and/or tenants, full-or part-time), phone(s), email
* Pets (type, name, description, comments)
* Vehicle (owner, make, model, color, plate)
* Emergency contact who is resident elsewhere (name, phone(s), address or email)
We update this annually, and add or delete with sales or tenant moves.
A consolidated “residents sheet” is given only to current board members, who are frequently reminded that the information is confidential and cannot be shared or used for any other purpose. This allows any one of them to take the lead in an emergency rather than having to locate administration and lose valuable time.
This was critical information that we had on hand when we experienced a fire in 2013 and were able to share it with the fire department and insurance company as the building was burning. We were also able to locate people who were unaccounted for after the fire through this collection of information. I cannot imagine how difficult it would have been without it.
No one has complained other than to whine a little bit about having to re-submit it annually, saying their info hasn’t changed when in fact they have lost a pet, or a spouse, someone has moved in, or they have given up their land line. So we persist with the collection.
Having worked in FOIP and PIPA some years ago, it is my understanding that information must only be collected for a stated and relevant purpose, and used only for that purpose, and a statement to that effect included on the collection document. I believe that we have met those obligations.
Ours is a 15-unit building, volunteer board and administration.
Penny S on May 28 2018 at 03:28 PM
- You must be logged in to reply to this topic.