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How to Read Your Condo Financial Statements

Condo Financial Statements

 

WHAT CAN YOU EXPECT TO LEARN?

  • Why do we need condo financial statements?
  • What is included in my package?
  • What do the tools in my package tell me?

WHY DO WE NEED  FINANCIAL STATEMENTS?

They are a recurring report of the financial health of the Condominium Corporation used by a variety of stakeholders.

How are financial statements used by owners?

  • a record of stewardship used by owners to evaluate directors’ performance
  • understand the financial performance of their corporation

How are financial statements used by the condominium board of directors?

  • decision making tool to ensure they are using fees collected by owners the best way possible
  • assist in making sure the Condominium Corporation is prepared appropriately for the future.

What third parties use condo financial statements?

  • managers
  • potential purchasers
  • real estate lawyers
  • reserve fund study consultants
  • trade creditors
  • mortgagees
  • commercial lending institutions
  • government agencies

WHAT IS INCLUDED IN MY PACKAGE?

Packages are provided monthly to the Board of Directors by a specific date as outlined in the Condo Corporation’s management agreement. Larlyn takes pride in making these tools available 24/7 through DirectorConnections.com

Requirements as per Section 66(2) of the Condo Act:

  1. a balance sheet
  2. a statement of general operations
  3. a statement of changes in financial position
  4. statement of reserve fund operations
  5. prescribed information relating to the reserve fund study and the operation of the reserve fund
  6. an indication of the aggregate remuneration paid to the directors in that capacity and the aggregate remuneration paid to the officers in that capacity
  7. the additional statements or information that the regulations made under this Act require

Package Components provided monthly to the Board of Directors:

  1. Balance sheet
  2. 12 Month Income Statement
  3. Budget Comparison
  4. General Ledger
  5. Notes to the Financial Statements

NOTE: The types of tools included in each package vary by the Condo Corporation’s unique needs and depend on what was outlined in the management agreement.

Condo Corporation Balance Sheet

The balance sheet represents a “snapshot” of the financial position of your condominium at a specific point in time for example, As at December 31st 

It is broken out into three major components:

  1. Assets
  2. Liabilities
  3. Equity

ASSETS LIABILITIES = EQUITY

 

 

ASSETS

Assets are positive, valuable items which include:

  • Petty Cash – cash kept on hand and used to make small payments
  • Operating Cash Account – funds available for the day to day operations
  • Reserve Cash Account – funds available to pay for expenses designated as Reserve Expenses
  • Investments – Reserve – accumulated reserve funds that have been invested for an agreed amount of time (not readily available for use)
  • Accrued Interest – interest earned to date on above
  • Prepaid Expenses – expenses paid in advance, the benefits of which will be consumed in the near term (example: insurance)
  • Miscellaneous Accounts Receivable  / Sundry Receivables – items earned but cash not yet received (example: laundry income)
  • Due from Operating – funds due to the reserve from the operating account but as of reporting date not yet transferred

LIABILITIES

Liabilities are negative things owed which include things such as:

  • Accounts Payable – invoices received for operating expenses but as of reporting date not yet paid
  • Accrued Expenses – expenses that have been incurred for the reporting period but no invoices have been received as of reporting date and are unpaid (example: purchase order issued, goods/services received, invoice not received to be entered as a payable or paid)  
  • Prepaid Condominium Fees – condominium fees paid to the Corporation in advance of their due date.  
  • Due to Reserve – funds due to the reserve from the operating account but as of reporting date have not been transferred

EQUITY CAPITAL

Operating Surplus (Deficit)

  • Operating Surplus (assets exceed liabilities)
    • It is important to remember that this does NOT represent excess cash available. The surplus can be comprised of assets other than cash.
  • Operating Deficit (liabilities exceed assets)
    • The corporation is not in a strong financial position and owes more than it can take in. The Board of Directors should seriously consider authorizing a special assessment or increasing maintenance fees to strengthen the Corporation’s financial position and not deplete reserves.
  • Beginning Surplus (Deficit) – operating surplus or deficit since the inception of the condominium up to and including the previous year-end (often referred to as Retained Earnings)
  • Current Surplus (Deficit) – year to date operating results.  This amount equals the Net Income under the Year to Date Actual column on the Budget Comparison Statement

Reserve Funds

Reserve funds are the funds available as of reporting date to meet the requirements in accordance with the Reserve Fund Study.

  • Beginning Reserves – balance of the Reserve Fund as of the previous year end. 
  • Reserve Contributions – funds transferred from the operating account to the reserve account during the current year per the current year budget.
  • Reserve Interest – interest earned on the funds held in the reserve bank account(s) and investments for the current year.

12 MONTH INCOME STATEMENT

(Statement of Income & Expenses)

A 12 month income statement presents actual operating income and expense activity by month across a rolling 12 month period.

NET PROFIT (LOSS) =  OPERATING INCOME OPERATING EXPENSES FINANCIAL EXPENSES

shown on Balance Sheet as the Current Surplus (Deficit)

BUDGET COMPARISON

(Statement of Income & Expenses)

A budget comparison presents current MTD Actual (Month To Date Actual) and YTD Actual (Year to Date Actual) operating income and expenses comparing them against MTD Budget (Month to Date Budget) and YTD Budget (Year to Date Budget) which was adopted by the Board of Directors for the fiscal year.

NET PROFIT (LOSS) = OPERATING INCOME OPERATING EXPENSES FINANCIAL EXPENSES

shown on Balance Sheet as the Current Surplus (Deficit)

OPERATING INCOME

(Fund Activity)

  • Condominium Revenues – condominium fees assessed to the owners of the units based on the unit
    factor based on current year budget.
  • Other Income – additional sundry income such as fees collected for keys, fobs, cards, laundry income,
    social club dues, interest on operating funds, NSF fees etc.

OPERATING EXPENSES

  • Contract Expenses – Cleaning, Building, Mechanical, Plumbing, Grounds
  • Grounds Maintenance – Landscaping improvements and snow removal in addition to contract
  • General Maintenance – Cleaning, Repairs and improvements in addition to contract
  • Mechanical – Elevator, heating and other mechanical expenses in addition to contract
  • Amenities & Recreation – Exercise room, pool expenses, etc.
  • Wages – Site salaries if corporation has its own staff exclusive to the condominium which equal gross
    salary less deduction expenses (CPP, EI, etc) and cost of any group benefits if applicable
  • Resources – Utilities including Heating, Electricity, Water and Sewer, etc.
  • Administration & Professional – Insurance, Management Fees, Professional Fees (audit, legal),
    bank charges, photocopying, telephone, office supplies, etc.

FINANCIAL EXPENSES (Reserve Allocation)

Additional Tools

A collection of working papers and reconciliations are provided in addition to the Balance Sheet and Income Statements to further explain numbers presented in those reports.

  • Reserve Fund Summary
  • Accrued Liabilities
  • Due To/From Reserve and Operating Accounts
  • Bank Reconciliations
  • Aged Payables Summary
  • Aged Accounts Receivable

This list is only a sample of what may be included. Each condo corporations requirements are different and final package contains documents outlined in the management agreement.  This typically include copies of various Bank Statements as well.

RESERVE FUND SUMMARY

 A reserve fund summary is a statement of income and expense for the current reporting period and Year to Date of the Reserve Fund.

Information on future major repairs and replacements is provided by independent reserve analyst hired by the Condo Corporation estimating how long the components of common property will last and how much it will cost to replace.

Common property is usually broken down into components such as roof, paving, sidewalks, etc.

Cost of replacement per component is estimated along with how much is recommended to put aside to cover these costs.

 

ACCURED LIABILITIES

Details of Accured Liabilities

Expenses that the condo corporation has incurred but has not yet paid. These do no represent payments that are past due as quite often the invoice has not yet arrived.

 

 

 

 

 

DUE TO/FROM RESERVE OPERATING ACCOUNTS

This is essentially an internal account receivable showing amounts owed from one account to another within the corporations ledger.

 

 

 

 

 

 

BANK RECONCILIATION

This report compares the bank records to those tracked in the corporation’s account records in order to uncover any possible discrepancies.

 

 

 

 

AGED PAYABLES SUMMARY

 

This summary shows the relationship between a corporation’s invoices and its due dates to help see whether it is current on its payments to others.

Aging schedules may also be used by creditors in evaluating whether to lend money.

Comparing aged payables and aged receivables can assist in the prediction of cash flow.

AGED ACCOUNTS RECEIVABLE

A periodic report that categorizes a corporation’s Account Receivable according to length of time an invoice has been outstanding.

Aging schedules may also be used by auditors in evaluating the value of  corporations receivables.

 

 

 

GENERAL LEDGER

  • a complete record of financial transactions over the life of a company but usually shows only current period transactions with an opening balance equivalent to the ending balance of the previous period
  • holds account information that is needed to prepare financial statements, and includes accounts for assets, liabilities, owners’ equity, revenues and expenses
  • typically used by corporations that employ the double-entry bookkeeping method – where each financial transaction is posted twice, as both a debit and a credit, and where each account has two columns. Because a debit in one account is offset by a credit in a different account, the sum of all debits will be equal to the sum of all credits.

NOTES TO THE FINANCIAL STATEMENTS

It is recommended based on the requirements of the Condo Act that the following information be disclosed in the notes to the financial statements:

  • The date of registration of the corporation and total number of dwelling or other units
  • A description of the functions of the corporation including the name, not-for-profit status, and date of registration
  • A description of the fund accounting policies adopted by the corporation
  • Reserve fund information prescribed by the Act, including a comparison of actual reserve fund allocations and expenses to the planned amounts according to the latest Notice of Future Funding of the Reserve Fund issued to owners
  • Details of any cost sharing or reciprocal agreements (if not otherwise covered by related party transaction disclosure requirements)

This list is not intended to be exhaustive. Other disclosures may also be required. The board should carefully review the financial statements to ensure that all required disclosures are made.

We hope this helped to clarify the information presented in the monthly Financial Statement Packages and how they can be used as decision making tools to ensure the condo corporation is using fees collected from owners the best way possible and it is prepared appropriately for the future. As always, your Property Management Team is available to answer your questions as they arise to help you do your job better.

We appreciate your business and value our partnership.