December 22, 2025 - Blog Post

Working Effectively with Volunteer Condominium Boards

As we celebrate the holiday season and the close out of 2025, I want to acknowledge all the volunteers who give graciously of their time and energy to support condominiums in Nova Scotia.  It can sometimes be a thankless job and a frustrating one as well.  On the bright side, being a volunteer can be rewarding and fulfilling and without volunteers our current system fails.  Condominium boards are made up almost entirely of volunteers—owners who step forward to help govern their community. Their willingness to serve is essential to the health of the corporation, yet working effectively with volunteer boards requires a different mindset than working with paid staff or professional directors.

Whether you are a board member, property manager, or advisor, understanding the unique dynamics of volunteer governance can make the difference between a functional board and a frustrated one.

Volunteers First, but with Real Responsibility

Condo board members are volunteers, but they are not casual participants.  They carry fiduciary duties, legal obligations, and decision-making authority that can have long-term financial and social impacts on the community.

This dual reality—volunteer and fiduciary—creates tension.  care deeply about their homes, yet they must make decisions in the best interests of the corporation as a whole, not based on personal preference.  Recognizing and respecting this tension helps boards navigate disagreement more constructively.

Clarity of Roles Is Essential

One of the most common challenges in condominium governance is blurred roles.

The board governs. Management executes. Individual directors do not act independently unless authorized by the board.

When this distinction is unclear, it can lead to micromanagement, mixed messages to staff and contractors, and internal conflict.  Clearly documenting roles, decision authority, and communication protocols helps volunteers feel confident without overstepping.

Training Is Not Optional

Many directors join the board with goodwill but limited understanding of condominium legislation, finances, or governance practices.

Orientation and ongoing education should include:

• The Condominium Act and regulations
• Bylaws, rules, and policies
• Financial statements and reserve fund studies
• Director duties and liability

Boards that invest in training make better decisions, manage risk more effectively, and experience less conflict.  CCI-NS has created an online Director’s Course to assist Directors in carrying out their duties in a responsible manner. As well CCI-NS offers an education program throughout the year, including webinars, blogs and Q&A.

Respect for Time Prevents Burnout

Time is the most valuable thing volunteers give. Condo boards often underestimate the workload involved, which can quickly lead to burnout.

Best practices include:

• Clear expectations about time commitment
• Focused agendas and efficient meetings
• Sharing the workload across directors
• Rotating officer roles where possible

Sustainable boards are built on realistic expectations, not heroic effort by a few individuals.

Structure Supports Good Decision-Making

Volunteers thrive when the process is clear. Structured meetings and decision-making reduce confusion and emotional fatigue.

Effective boards:

• Use agendas and consent items
• Focus meetings on decisions rather than updates
• Clearly document motions and outcomes
• Follow consistent procedures

Structure is not bureaucracy—it is support.

Managing Conflict Is Part of the Role

Conflict on condo boards is normal.  Directors are dealing with money, homes, neighbours, and long-term consequences.

Avoiding conflict does not make it disappear; it usually makes it worse.  Boards should:

• Address issues early and respectfully
• Focus on shared purpose rather than personalities
• Use codes of conduct as guidance, not punishment

Handled well, conflict can lead to stronger decisions and better relationships.

Long-Serving Directors Need Both Respect and Renewal

Experience matters. Long-serving directors provide continuity and institutional knowledge. At the same time, boards benefit from fresh perspectives.

Healthy boards:

• Value experience without relying on it exclusively
• Encourage respectful challenge
• Create space for new directors to contribute meaningfully

Balance—not replacement—is the goal.

Recognition Fuels Engagement

Most condo directors do not seek recognition, but appreciation matters.

Simple gestures—public thanks, acknowledgement at meetings, or recognition of service—help volunteers feel seen and valued. This, in turn, supports retention and positive board culture.

Purpose Keeps Volunteers at the Table

Ultimately, volunteers stay engaged when they understand why their work matters.

The role of a condo board is stewardship:

• Protecting the asset
• Supporting livability
• Making decisions that serve both current and future owners

Regularly reconnecting to this purpose helps boards move through difficult decisions with perspective and resilience.

Final Thought

You do not manage condominium board volunteers the same way you manage employees. You lead them through clarity, education, respect, and shared purpose.

When volunteer directors are well-supported, informed, and appreciated, they are far more likely to govern effectively—and to stay at the table.

CCI-NS supports condominium boards through education, resources, and community.  Investing in volunteer directors is an investment in the long-term health of condominium communities across Nova Scotia.

We at CCI-NS wish every volunteer involved in condominium operations the happiest of holidays and prosperity for 2026.

Michael Kennedy
CCI Nova Scotia