By Patricia Raposo, GL, OLCM
In Ontario, keeping a building compliant isn’t just about ticking boxes—it’s about managing the legal liability for the Corporation and for you as a manager of the property. Between the Ministry of Labour and recent updates to provincial standards, the “bare minimum” has become much more specific.
1. Understanding Your Liability
Under the Occupational Health and Safety Act (OHSA), condo managers are typically classified as “Supervisors.” This isn’t just a title; it carries a personal legal duty. If you see a contractor on a roof without a harness or a cleaner using a broken ladder, you are legally required to step in and stop the work. A quick, documented “safety check” protects you just as much as it protects the worker.
2. The Mandatory “Safety Station”
You must have a central spot—usually the janitor’s room or the management office—where at minimum the following are clearly posted and accessible:
- Annual Policy Statement: A signed Health & Safety policy reviewed and re-signed every 12 months.
- Violence & Harassment Program: Written procedures for reporting and investigating incidents (this includes harassment from residents).
- The “Green Book”: A current copy of the OHSA must be physically or digitally available to every worker.
- All required posters are available under the GENERAL folder under H & S
3. Chemical Safety & SDS Access
If there are cleaning supplies, ice melt, HVAC or pool chemicals on-site, you are bound by WHMIS laws.
- SDS Binder: Every chemical needs a Safety Data Sheet (SDS).
- The Golden Rule: It is not enough to just have the binder. Every member of your staff must know exactly where it is kept. If an inspector asks a cleaner where the SDS sheets are and they can’t point to them, you are not in compliance.
4. Contractor Paperwork
For any major projects, you should never allow a contractor to start work without verifying their standing. Before the first tool hits the floor, ensure you have:
- A Valid WSIB Clearance: This proves they have active workers’ compensation.
- Liability Insurance: An up-to-date certificate
- Keep a simple log of expiry dates so you aren’t chasing renewals
5. Monthly Workplace Inspections
The law requires regular inspections of any area where staff work. Once a month, take time to walk the “back of house” areas: the management office, mechanical rooms, and garbage compactor rooms.
- Look for: Blocked exits, burnt-out lights, or unlabelled chemical bottles on cleaning carts.
- Document it: Keep a simple log of the date and any deficiencies found. In a legal dispute, if it isn’t written down, it didn’t happen.
The Bottom Line: In 2026, Ontario inspectors are increasingly using “on-the-spot” fines for basic gaps like missing SDS sheets or lapsed policies. Staying organized with these five points keeps your building running smoothly and ensures you aren’t an easy target for a Ministry audit/fine.