A syndicate must manage several obligations, including the maintenance log, contingency fund, self-insurance fund, privacy requirements, records, certificates, the Quebec Enterprise Register and official documents.
This page provides a plain-language overview of the main obligations. It is not a substitute for legal advice.
These obligations do not apply only to large buildings. Small syndicates must also retain their documents, plan maintenance, protect personal information and keep their administration up to date.
Maintenance log, contingency fund study and planning of major work.
Self-insurance fund, deductibles, insurance and financial protection for the syndicate.
Protection of personal information, restricted access and incident management.
Records, certificates, Quebec Enterprise Register filings, minutes, budgets, financial statements and contracts.
Bill 16 is intended to improve the planning of maintenance, major repairs and the building's long-term funding.
The maintenance log documents the building's components, their condition, recommended maintenance, completed work and upcoming deadlines.
The contingency fund study helps the syndicate forecast the amounts required for major repairs and the replacement of common portions.
The self-insurance fund is separate from the contingency fund. It is intended in particular to cover certain expenses related to losses, deductibles and the syndicate's financial protection.
A separate fund used to cover certain insurance expenses and financial obligations related to losses.
The insurance policy deductible affects the amount that must be included in the syndicate's financial planning.
The syndicate should retain documents related to the building's insurable value and insurance coverage.
Proof of insurance, deductibles and responsibilities may be important to the syndicate's administrative follow-up.
A syndicate often holds personal information, including contact information, addresses, insurance documents, signatures, communications, portal access information and documents submitted by co-owners.
Personal information should be accessible only to individuals who need it to perform their duties.
Insurance documents, contact information, signatures, private requests and personal information must be stored carefully.
In the event of unauthorized access, loss or accidental disclosure, the syndicate must respond quickly and document the situation.
When a unit is sold, a certificate may be requested to provide certain administrative and financial information about the syndicate.
Sound management depends on a clear, complete and accessible register.
The syndicate must keep its official information up to date, including its directors, address and filed information.
Changes to the board must be tracked and filed when required.
The syndicate's address and administrative contact information must remain valid.
The annual declaration must be filed in accordance with applicable requirements.
The syndicate should retain confirmations in its register.
PIL-Condo helps centralize documents, monitor obligations, prepare important information and organize syndicate management.