The most effective communities aren’t just well-managed—they’re built on strong, respectful partnerships between Owners Corporation committees and their managers.
In this episode of Quantum Conversations, our Founder & CEO Michael Darby reconnects with long-time committee leader David Lipshut to explore the dynamics behind high-functioning OC relationships. With over eight years of lived experience across both high-rise and masterplan communities, David brings a refreshingly candid perspective on what works—and what gets in the way.
This conversation is a masterclass in practical governance, volunteer engagement, and leadership alignment in residential communities.
Trust and Clarity: The Foundation of Productive Partnerships
Too often, misunderstandings about roles and responsibilities can derail the relationship between committee and manager. Trust is built when both parties understand their lane, communicate openly, and deliver consistently.
Managers bring legislative knowledge, procedural discipline, and historical context. Committees bring local insights, emotional intelligence, and the lived reality of community life. Both need to operate with transparency and shared accountability.
This isn’t about formality—it’s about effectiveness.
Meetings that Matter: Preparation is Everything
A committee meeting should never feel like a guessing game. From a chairperson’s perspective, the value of good meeting preparation can’t be overstated.
Well-prepared minutes. Clear and concise Information and Decision Papers. Thoughtfully planned agendas distributed well in advance.
When these fundamentals are in place, meetings shift from chaotic to calm, from performative to purposeful. The committee can focus on decisions and not expend time catching up on context.
Pre-Work Makes the Dream Work
The power of the pre-meeting – at Quantum United, we’ve found that the most effective meetings begin before the meeting itself. One of the practices we’ve embedded with many of our communities is a short pre-meeting between the Chair and the OC manager.
This 30-minute touchpoint helps flag sensitive issues, clarify discussion flow, and ensure the agenda supports sound decision-making.
In the conversation, David reinforces the value of this approach—these small investments in structure lead to better alignment, fewer surprises, and more efficient outcomes around the table.
If You Want Engagement, Make It Worth People’s Time
Volunteer committee members juggle work, family, and other commitments—and if meetings feel unfocused or fruitless, they won’t stay.
If committee meetings feel like a waste of time, people will walk. On the other hand, when the environment is structured, collaborative, and respectful, members feel valued and they’re more likely to remain engaged. The tone is often set by the Chair and reinforced by the manager’s preparation and professionalism.
Structure Supports Smarter Decision-Making
At Quantum, we support committees with a structured approach to decision-making—through Information Papers and Decision Papers.
Information Papers bring the committee along the journey of a developing issue by outlining background, context, and next steps—often across several meetings. When the time is right, a Decision Paper is presented with a clear recommendation, supported by options and rationale. This process ensures that decisions are considered rather than rushed, and that the group acts with clarity and confidence.
This two-step process means decisions aren’t rushed, context isn’t lost, and everyone has time to consider options. It also provides a clear audit trail for future committees or when managing large-scale projects over time.
This framework not only improves governance but also builds a valuable knowledge base for future committees—especially for long-term or complex projects.
Communication Isn’t Just Courtesy—It’s Strategy
One of David’s most actionable tips from this conversation? Keep emails focused. One issue per message. Clear subject lines. A follow-up rhythm that keeps things moving forward.
Simple as they sound, these communication habits can radically improve efficiency and accountability. They also reduce friction within the committee and with the OC Manager.
Strong Chair–Manager Relationships Are the Hidden Ingredient
Behind every effective committee is a functional working relationship between the Chairperson and the OC Manager. When both roles are aligned, proactive, and respectful of each other’s time and responsibilities, the entire committee benefits.
From timely follow-ups to collaborative agenda-setting, this partnership can either elevate or undermine the group’s collective efforts. David’s advice? Lean into the relationship—don’t just default to formalities.
At Quantum United Management, we know that strong communities don’t just happen—they’re built through relationships, structure, and consistent engagement.
This episode of Quantum Conversations is a timely reminder of the value of doing the basics well and keeping people at the heart of the process.
Read the full transcript HERE