Your condo syndicate in Québec: documents, charges and meetings in one place

The syndicat keeps a register available to the owners (CCQ, art. 1070). It holds, among other things, the minutes of owners’ and board meetings, written resolutions, the building’s rules, financial statements, the declaration of co-ownership, contracts and plans and, since 14 August 2025, the maintenance log and the reserve fund study. Personal data beyond name and postal address goes in only with the person’s express consent. Unitify keeps these documents in one place and makes them accessible; the rules for consulting the register are those of the building’s rules (art. 1070.1), not the software’s.

The board has a carnet d’entretien (maintenance log) prepared, keeps it up to date and has it revised periodically (CCQ, art. 1070.2, in force 14 August 2025). Under the Règlement établissant diverses règles en matière de copropriété divise (décret 991-2025), it is prepared by a member of the OIQ, OEAQ, OAQ or OTPQ whose work is mainly real estate and who is independent of the syndicat (s. 1), and the board updates it at least once a year (s. 4). Unitify does not prepare the log: it keeps the log the professional hands over, with the work, contracts, warranties and reports the board records for the yearly update.

The fonds de prévoyance (reserve fund) pays for major repairs and replacement of common parts (CCQ, art. 1071). The board must obtain an étude du fonds de prévoyance and set contributions from its recommendations (art. 1071, in force 14 August 2025). It is redone at least every five years, from the maintenance log’s 25-year forecast (regulation, s. 8), and prepared by an independent professional: engineer, chartered appraiser, architect, professional technologist or CPA (regulation, s. 7). Unitify does not prepare the study or calculate contributions: it keeps the report in the register.

For an existing condominium whose transition meeting was held more than 30 days before 14 August 2025 (S.Q. 2019, c. 28, s. 151), no later than the day after the third anniversary of the regulation coming into force (14 August 2025). The syndicat must make the log and the study available to owners within 60 days of getting them (s. 152 of the same Act). Have a notary or lawyer confirm the date for your building.

Each year the board sets the owners’ contributions after consulting the meeting; they cover operating charges plus the amounts paid into the reserve fund and the self-insurance fund. The syndicat notifies each owner of the amount and the due date without delay (CCQ, art. 1072). A special contribution also requires consulting the meeting first (art. 1072.1). Unitify sends the contribution notice to each owner with the amount and the due date; it does not set the budget or the fund amounts.

It is a liquid fund, available at short notice, that pays insurance deductibles (CCQ, art. 1071.1). The minimum yearly contribution is half the highest deductible, or the gap to it, leaving aside earthquake and flood deductibles; it may stop once the fund reaches $100,000 (CCQ, r. 4.1, s. 2 and 6). Unitify does not calculate these amounts.

Within 30 days: the board sends owners the minutes of every board decision or written resolution (CCQ, art. 1086.1), and of every owners’ meeting or written resolution (art. 1102.1). Unitify distributes the minutes to owners and files them in the register. It does not guarantee that an announcement or an email replaces a notice required “in writing”: check what your declaration of co-ownership provides.

Yes: the meeting may be held by means that let all participants communicate immediately with one another (CCQ, art. 1088.1, in force 9 December 2021). Remote participants may vote by any means that lets the vote be verified afterwards and kept secret when asked (art. 1089.1). Unitify prepares the meeting: notice, agenda, attached documents. It has no built-in video call, so use the tool of your choice, and it does not replace the meeting’s voting method.

The notice includes, among other things, the balance sheet, the income statement, the statement of debts and receivables, the forecast budget and a note on proposed contracts and planned work (CCQ, art. 1087). Any owner may add items to the agenda within 5 days of receiving the notice; the board then notifies owners in writing (art. 1088). Unitify attaches these documents to the notice and prepares the agenda.

Only owners vote, and their votes are proportional to the valeur relative of their unit (CCQ, art. 1090). Tenants and other residents have no vote: in Unitify they answer consultative polls, which count neither as a meeting vote nor as a written resolution.

No. Unitify offers neither legally valid electronic voting nor e-signature. If owners take part remotely, their vote must be verifiable afterwards and secret on request (CCQ, art. 1089.1): use the tool of your choice for that.

No. The syndicat issues the attestation within 15 days of the owner’s request (CCQ, art. 1068.1, since 14 August 2025); it is dated and signed by an authorised person (regulation, s. 10). Unitify keeps the history of contributions demanded and paid, one of the data it contains, but does not generate the attestation.

Yes: Unitify’s plans set no limit on users or buildings, and a manager can follow the buildings of several syndicats. The decisions (budget, contributions, meetings) remain those of each syndicat’s board.

Yes, Unitify is available in Québec. The app exists in French; its phrasing is not yet adapted to Québec usage. Article 1070.1.1 of the CCQ (since 1 June 2022) requires the register, the documents made available to owners and the documents the syndicat sends them to be in French: write in French the documents you file and send.