Constantly rising costs in Ontario is our reality now in Ontario. If you’re on a condo board, you’ve likely heard this at some point:

“That’s just the cost.”

It usually comes up when reviewing:

• Vendor quotes
• Budget increases
• Unexpected repairs
• Rising annual expenses

And in many cases, it’s accepted — not because it’s convincing, but because it feels difficult to challenge.

After all, not every board member has expertise in pricing, construction, or vendor management.

But here’s the problem:

When “that’s just the cost” becomes the default explanation, boards lose visibility — and with it, control.

Why This Phrase Is So Problematic

To be clear, sometimes the cost is the cost.

Markets fluctuate. Labour increases. Materials become more expensive.

But without context, that statement leaves out critical questions:

• Compared to what?
• Based on which assumptions?
• With what alternatives considered?

Over time, accepting vague explanations can lead to:

• Overpaying for services
• Missed opportunities to optimize costs
• Reduced confidence in decision-making

And perhaps most importantly:

• A growing sense that the board is reacting, not leading

The Shift: From Accepting to Asking

The goal isn’t to challenge every number — it’s to understand it.

And that starts with asking better questions.

Not confrontational ones — but clarifying, informed ones.

7 Questions Every Condo Board Should Ask About Rising Costs

1. “How was this price determined?”

This is the foundation.

Was it:

• A single quote?
• A long-standing vendor relationship?
• A recent tender process?

Understanding the source of pricing gives immediate context.

2. “Was this competitively tendered?”

If not, it’s difficult to know whether the cost is truly market-aligned.

Even strong vendor relationships benefit from periodic benchmarking.

Follow-up:
When was the last time this type of work was tendered?

3. “What are comparable condominium buildings paying?”

Context matters.

Two similar condos in the same region should not have dramatically different costs without a clear reason.

This question helps identify whether pricing is:

• Competitive
• Outdated
• Or inflated

4. “What assumptions are built into this number?”

This is especially important for:

• Budget projections
• Reserve fund studies
• Large capital projects

Costs are rarely fixed — they’re based on assumptions.

Understanding those assumptions helps boards evaluate flexibility.

5. “What are our alternatives?”

Even if the recommendation is sound, there are often multiple ways to approach a situation:

• Repair vs. replace
• Short-term fix vs. long-term investment
• Different vendor options

Boards should always understand the range of options before committing.

6. “Is this a short-term increase or a long-term trend?”

Not all cost increases are equal.

Some are:

• Temporary spikes (e.g., one-time repairs)
• Structural changes (e.g., insurance, labour)

This distinction is critical for planning and communication with owners.

7. “Where do we still have control?”

This may be the most important question of all.

Even in a rising cost environment, there are often areas where boards can:

• Adjust timing
• Refine scope
• Improve efficiency
• Re-evaluate contracts

Without asking this, everything can feel fixed — even when it’s not.

Why Many Boards Don’t Ask These Questions

It’s not a lack of care — it’s a lack of clarity.

Condo boards often:

• Trust the process
• Assume costs have already been validated
• Feel they don’t have enough technical knowledge to push further

And in some cases, the structure of communication doesn’t invite deeper discussion.

But asking these questions isn’t about challenging your manager.

It’s about being fully informed.

What Good Property Management Should Do Differently

Boards shouldn’t have to pull this information out.

Strong property management anticipates these questions and addresses them upfront.

That includes:

• Explaining pricing context before being asked
• Presenting options, not just recommendations
• Highlighting where costs can be reviewed or optimized
• Making financial decisions easier to understand

Because the goal isn’t just to manage costs — it’s to make sure boards feel confident in the decisions behind them.

A More Transparent Way Forward

At CPO Management, we believe boards should never feel like they’re accepting numbers they don’t fully understand.

That’s why our approach focuses on:

• Breaking down costs clearly and simply
• Providing context and comparisons
• Identifying areas where boards still have flexibility
• Supporting decisions with insight — not just data

Because when boards understand the “why,” decisions become easier — even when costs are rising.

Start Asking Better Questions

If your condo board has ever felt unsure about a cost — or accepted an explanation that didn’t fully answer your question — you’re not alone.

But that uncertainty is often a sign that there’s more clarity available.

At CPO Management, we work with condo boards across Ontario to bring greater transparency, stronger financial insight, and a more proactive approach to cost management.

No pressure — just a conversation to help you ask the right questions and get clearer answers. Reach out today.