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Tool kit

List
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Feuille de présence

Attendance Sheet

The attendance sheet is prepared by the board from the official list of co-owners in the register of the co-ownership.

Members only

Autorisation de travaux

Authorisation for renovations

Only available in French

Work authorization form given to the co-owner by the board of directors. To be used as a response to an authorization form for renovations submitted by a co-owner.

Members only

Demande d'autorisation de travaux

Authorization form for renovations

Only available in French

This form is intended for co-owners who wish to submit a request for renovations to the Board of Directors.

Members only

Budget prévisionnel

Budget forecast

Only available in French

The budget is prepared by the directors in place shortly before the notice of meeting is sent for the annual general meeting.

Members only

Liste de vérification pour vos travaux de rénovation

Checklist for your renovations

Only available in French

This tool is intended for co-owners who wish to renovate their unit.

Members only

Clause prévoyant le remboursement des honoraires extrajudiciaires

Clause providing for the reimbursement of extrajudicial fees

Only available in French

This clause allows you to add a regulation that provides for the reimbursement of extrajudicial fees.

Members only

Code d'éthique et de conduite des administrateurs d'un syndicat de copropriété

Code of Ethics and Conduct for a director of a syndicate of co-ownership

Available in French only

A document that allows you to state the rules of ethics that govern the conduct of the directors of your syndicate of co-ownership.

Members only

Personnes ressources

Contacts

Only available in French

A list that allows you to group the details of your service providers.

Members only

Déclarations du vendeur sur l’immeuble – Copropriété divise

Declarations by the seller of the immovable – Divided co-ownership

The authorized real estate broker must use this OACIQ form to allow his client to provide, to the best of his knowledge, all details on the history and condition of the co-ownership property, with supporting documents if possible. As a supplement to this form, the broker may send through his client a Request for information to the syndicate of co-owners.

Members only

Description des parties privatives (unité de référence)

Description of private portions (reference unit)

Only available in French

Since June 2018, article 1070 of the Civil Code of Québec provides that the syndicate must have a description of the private portions that is sufficiently precise for the improvements to have been made by the co-owners to be identified. The same description may be valid for several portions when it represents the same characteristics. This description will act as a unit of reference. Please read the first section of the document carefully that will inform you of the steps to take in order to put this description into effect.

Members only

Allocation de dépenses

Expense allowance

Only available in French

This document allows you to group your expenses for the syndicate (e.g. : training activities, documentation, subscription or renewal payments made with a personal credit card).

Members only

États financiers

Financial statements

Only available in French

This document contains the following models : the income statement, the statement of changes in net assets, and the statement of financial position (balance sheet). It was mainly designed for small co-ownerships.

Members only

Bilan de santé de votre copropriété

Health check of your co-ownership

Only available in French

Self-diagnostic tool for condominium directors. Complete this questionnaire to determine if your co-ownership is in good health. The following questions group together legal obligations and good management practices.

Members only

Inspection des détecteurs

Inspection of detectors

Only available in French.

The smoke alarm does not detect carbon monoxide (CO) and the CO alarm does not detect fire. Get both types of alarms or an alarm that detects both smoke and carbon monoxide to ensure the safety of residents.

Members only

Aide-mémoire du syndicat de copropriété en matière d’assurance

Insurance Checklist for Syndicates of Co-ownership

 This insurance checklist (which can be used for a new co-ownership insurance contract or a renewal) is intended for the co-ownership syndicate's directors in order to help clarify their discussions with their damage insurance agent or broker.

Download

Formulaire d'assurances pour copropriétaires et locataires

Insurance form for co-owners and tenants

Since January 1st 1994, the syndicate of co-ownership has the obligation to insure both the common portions and the private portions of the building (except for the improvements made by the co-owners to their units). This tool will facilitate the collection of information. This is not a record of improvements made to the private portions and cannot be used for this purpose.

Members only

Liste des tâches de fin d'année

List for the end of year tasks

Only available in French

This tool is a reminder of the tasks to be accomplished at the end of the year.

Members only

Procès-verbal : Assemblée des copropriétaires

Minutes : General assembly of co-owners

 The document will soon be translated and available in English.

Members only

Procès-verbal : Réunion du conseil d'administration

Minutes : Meeting of the board of directors

The document will soon be translated and available in English.

Members only

Avis de modification à l'ordre du jour

Notice of amendment to the agenda

Only available in French

When you make an amendment to the agenda, you must notify the co-owners.

Members only

Avis de convocation à une assemblée générale annuelle

Notice of annual general meeting

Only available in French

This document will be sent to the co-owners to inform them of an upcoming annual general meeting.

Download

Avis de cotisation (charges communes)

Notice of assessment (common expenses)

Only available in French

Notice issued by the board of directors or by the manager indicating the amount of contributions to the common expenses, the contingency fund and the self-insurance fund that each co-owner must pay.

Members only

Avis de cotisation spéciale

Notice of assessment (special expenses)

Only available in French

Notice sent to the co-owners to cover the expenses not foreseen in the budget.

Members only

Avis de retard de paiements

Notice of late payment

Only available in French

This document will allow you to send a notice by email and registered mail to a co-owner who has not paid their charges.

Members only

Avis relatif au renouvellement d'une police d'assurance de copropriété

Notice regarding the renewal of a condominium unit owner's insurance policy

11 questions to ask yourself

Download

Clause pénale

Penalty clause

Only available in French

A penalty clause allows the syndicate to charge a co-owner penalties or fines, when they do not comply with the rules of the condominium.

Members only

Procuration permanente

Permanent proxy

Only available in French

This proxy is for a permanent mandate. Please note that if more than one person shows up with this document, the beholder of the most recent document will be admitted.

Members only

Entretien préventif des parties communes à usage restreint

Preventive maintenance of common areas for restricted use

Only available in French

This tool makes it possible to inform the co-owners of the maintenance procedures of common areas for restricted use.

Members only

Absence prolongée des résidents

Prolonged absences

Keeping track of prolonged absences will allow you to contact co-owners in case of emergencies. This log will allow you to collect all the necessary information.

Members only

Procuration

Proxy

Only available in French

If it is impossible for you to attend a meeting, it is better to appoint a proxy. They will be able to represent you by the means of the proxy that you have provided.

Members only

Demande de renseignements au syndicat des copropriétaires

Request for information to the syndicate of co-owners

This form, whose use is strongly recommended by the OACIQ, is used exclusively by an authorized real estate broker to obtain from the manager of the syndicate of co-owners all the information necessary for a prospective buyer to make an informed decision. It can be used together with the Declarations by the seller of the immovable – Divided co-ownership form.

Members only

Demande d'inscription d'une question à l'ordre du jour

Request the inclusion of an item on the agenda

Only available in French.

This document allows a co-owner to submit a request to add an item to the general annual meeting's agenda.

Members only

Charte comptable standardisée

Standardized accounting charter

Only available in French

The RGCQ's standardized accounting charter is the financial component of the Indice-Condo. This charter includes a guide for the maintenance fund and contingency fund.

Download

Feuille de temps

Timesheet

Only available in French

This time sheet allows you to count the hours of work of an employee or a salaried director.

Members only

Bulletin de vote

Voting ballot

Only available in French

A vote by secret ballot can be requested by the president of the meeting or by any co-owner present or represented. The secret ballot is carried out for each resolution, using a ballot.

Members only

Gestion des dégâts d'eau

Water damage management

Only available in French

This tool will help you prevent and manage water damage.

Download

Registre des chauffe-eau

Water heater replacement dates

This document allows you to identify the replacement dates of all water heaters. It also allows you to keep a record of upcoming changes.

Members only

Lettre de bienvenue

Welcome letter

This letter is intended for co-owners who benefit from an Intranet service.

Members only

Résolution écrite : règles de procédures d'assemblée

Written resolution : Rules and procedure for an annual general meeting

Only available in French

Model of a written resolution used to adopt the rules of procedure of a meeting of co-owners.

Members only