Electric Vehicle Charging Stations (“EVCS”) are becoming increasingly common in condominium communities as more owners transition to electric vehicles. Where multiple owners wish to install charging stations, a Bulk Electric Vehicle Charging Station Agreement can offer a more efficient and cost‑effective solution.
Rather than registering multiple individual agreements for each owner, a bulk agreement allows the condominium corporation to register a single agreement with the Land Registry Office (LRO). This approach can significantly reduce registration costs for owners and streamline administration for managers and directors.
That said, bulk EVCS agreements are often delayed at the registration stage; not because of legal complexity, but due to avoidable administrative issues. Understanding where problems commonly arise can help ensure a smoother process.
Common Causes of Registration Delays
One of the most time‑consuming stages of the bulk EVCS process is collecting signed agreements from all participating owners. Even after signatures are gathered, further delays frequently arise due to administrative deficiencies uncovered during the review and registration process.
The most common issues include:
- Missing signatures from owners or board members;
- Names under signatures that are unclear, incomplete, or informal;
- Management signing on behalf of the board without written authorization;
- Missing witness signatures;
- Deceased owners remaining on title;
- Duplicate agreements returned for owners with multiple participating units;
- Ownership changes that were not disclosed;
- Incomplete or improperly scanned agreements;
Each of these issues can prevent registration and result in back‑and‑forth correspondence, additional work, and increased legal costs.
Best Practices for Managers and Directors
During the Signing Process
There are several steps that can be taken early on to avoid later complications:
- The board should sign all copies of the agreement at the same time before circulating them to participating owners;
- Board members must sign using their legal names and formal titles (e.g. Director, President, Secretary);
- If management is signing on behalf of the board, written authorization from the board must be provided;
- All owners must sign using their names exactly as they appear on title to their unit, with a witness present;
- Where an owner is deceased, an authorized person (such as an Estate Trustee) must sign;
- Owners with more than one participating parking unit must sign a separate agreement for each their participating units;
Before Returning Agreements for Registration
Before sending signed agreements to legal counsel for registration, managers should:
- Confirm whether there have been any ownership changes in the participating units and promptly advise legal counsel of any changes;
- Ensure all agreements are fully and clearly scanned, with every page visible and legible;
- Return complete copies of the agreement, not just signature pages;
- Avoid submitting photographs of signed documents, which are typically rejected by the LRO;
As a law clerk, I understand the frustration that managers and directors may feel when signed agreements are returned with identified deficiencies and required corrections before registration can proceed. However, it is important to note that any deviation from the LRO’s requirements can result in the rejection of the agreement. The objective is therefore to minimize the risk of rejection the first time the agreement is submitted for registration.
What to Expect After Registration
Once a bulk EVCS agreement is submitted, some schedules or attachments may be removed as part of the registration process. The LRO does not accept certain materials, such as documents containing photos or colour. For this reason, managers should retain a complete version of the agreement, including removed pages, in the management office for reference.
It is also important to note that registration certification can take several months. Until certification is complete, the LRO may still reject the agreement and request revisions. While re‑submission is possible, the goal is always to minimize the likelihood of rejection the first time around.
Final Thoughts
Most registration delays are preventable. By following best practices, condominium managers and directors can reduce unnecessary back‑and‑forth, limit re‑submissions to the LRO, and avoid additional legal fees and disbursements.
A careful, organized signing and review process ultimately benefits everyone involved, and helps ensure a smooth and successful bulk EVCS agreement registration.
Ayesha Aziz is a law clerk at Lash Condo Law, supporting the firm’s condominium litigation and corporate practice groups on matters including the preparation and registration of bulk EV charging agreements for Ontario condominium corporations.
Photo by Michael Marais on Unsplash
