Vacancy on the Board: A Condo Series Mystery, #1

By Kate Mack

Titled Vacancy on the Board, this is the first book in a mystery fiction series focussed on the world of condominiums.  At over 83,500 words in length, the book introduces Toni Balfour, a part-time minute-taker for condominium boards of directors. Toni's position gives her a window into the wild west world of condominium governance.

Still new to her job, Toni Balfour arrives at a condominium board meeting to find that the treasurer has died unexpectedly creating a vacancy which needs to be filled. Soon after, a mystery man steps forward to volunteer for the position and Toni and her friends find themselves drawn into a web of intrigue that involves a coordinated effort to embezzle the funds of several condominium corporations.

• Language: English
• Publisher: Kate Mack
• Release date: Jun 1, 2023
• ISBN: 9798223694779

Book preview

Chapter 1

S o, if you’d like me to go through the options again?

Toni jolted upright. She had almost drifted off. If she wasn’t careful she’d lose this job. And she needed the money to eat! But the material wasn’t exactly designed to keep anyone wide awake.

The condominium board’s property manager finally finished her presentation and the board’s president moved on to the decision. Toni, who was doing the minute-taking, scrambled to keep up with the details and furiously typed away.

It appeared that the meeting was almost done.

Toni took a deep breath and noted the next scheduled meeting. She saved the document and closed her laptop and put it in her bag. Smiling at everyone, she left the room and ran to catch the bus on the corner.

Waiting for the bus, she wondered if maybe she had taken a wrong turn somewhere with her career. Probably it was deciding to pursue a higher degree in Medieval History. When Toni was twenty-one it had seemed romantic and adventurous. It made sense for someone who had played that beautiful medieval instrument, the lute, since she was twelve. She somehow imagined that she would be giving lectures on the history of the instrument and playing her own accompaniment. So, she devoted the next eight years to first acquiring a Master’s degree and then a Ph.D. in the history of medieval music.

Big miscalculation – there were exactly zero jobs in the field. All Toni had landed so far was a temporary position as a part-time instructor with the university’s Department of Medieval Studies. And she had an enormous loan for eight years of post-graduate education.

Therefore, this job – being a ‘professional’ minute-taker for condominium boards. For the most part, condo boards were made up of volunteers who didn’t have the time, inclination or experience to take minutes of their board meetings. As the minutes were the legal record of decisions taken, it was critical that the decisions were recorded accurately and it did not contain extraneous or even inappropriate commentary. Board directors didn’t want the risk of libel or other nuisance suits from some litigious condo owner.

The minutes also needed to distinguish between decision-making records that were public, and material that legally was confidential, such as human resource issues and litigation. Therefore, most condo boards contracted with professional minute-taking organizations. Toni’s friend, Miranda, had been doing the work for almost a year and said it was an easy way to make money and mostly in the evenings. For most minute-takers, it was a well-paying part-time job. For Toni, it was a predictable income source, unlike her university contract work. It meant being able to pay the rent, whittle down her student loans and feed herself and her cat.

Toni had thus taken on lots of minute-taking work and was becoming good at it. It involved attending directors’ meetings and recording the decisions and actions taken by the board. She was familiar with many different types of issues, but was unprepared for what happened at the next meeting she attended.

She arrived as usual a few minutes before the scheduled start time and was unpacking her laptop when the property manager, Fatima, burst into the room. Fatima was an excitable woman who enjoyed the dramatic in the day-to-day happenings of her life. With a mass of black hair and a voluptuous body, she was a vibrant contrast to Toni’s slim five-foot, seven-inch frame and cool, quiet presence.

Oh my gosh, have you heard?

What? I just got here.

Sarah just died. Like, just over the weekend. She was such an important part of the board. I don’t know what we’re going to do.

What do you mean?

We need to have a certain number of directors to function. And with Samir out of the country so much, he’s mostly not available, so we’ve had problems getting quorum as it is.

Toni tried to remember her training. She was certain she hadn’t encountered this situation before, but recalled something about appointing a director to fill a vacancy.

She didn’t want to overstep her role as minute-taker, but the property manager seemed desperate.

Umm .... Doesn’t the existing board have the right to appoint someone to fill in?

How do you know that?

Well, we get trained on contingencies. I’ve just finished my training, so it’s all sort of fresh in my mind. Toni was new to the job. But the property manager seemed so out of her depth that Toni didn’t think it would matter to offer an opinion.

Okay, that’s a good idea. I’ll check the by-laws and see what they say.

Toni realized that Fatima was also relatively new to the job. Otherwise, she surely would have known how to deal with this situation. Toni wondered what her responsibility should be.

Or maybe Toni should have thought of another way, given what would result from becoming involved.

Chapter 2

Eric and Joan, two of the remaining four directors, entered the meeting room. Fatima rushed up to Eric, the board president, who was a tall and lean man in his late sixties.

Eric, have you heard? Sarah passed away over the weekend. What are we going to do? We’ll need another director! cried Fatima.

Eric turned and looked down his nose at the excited property manager. Yes, Fatima, he said dryly. I have been informed. It was a shock to hear from our concierge that Sarah had passed. Her death was unexpected.

Oh no, how awful! cried Joan, a matronly woman who also looked to be in her late sixties or seventies. Sarah was so full of life and such a great board member. We’ll miss her dreadfully.

At this point, Gustavo, a third board member, came into the room. What’s going on? he asked.

We just found out that Sarah died this past weekend! I’m just so upset, Joan sighed, her eyes tearing up.

Gustavo, a stocky and paunchy man in his sixties, blanched. How did that happen? She seemed fine the last time I saw her.

Eric leaned over and patted Joan on the shoulder in an attempt at an avuncular manner. It didn’t work, thought Toni. He wasn’t the uncle type. He was more the lean and hungry Cassius type. There, there now. We are all very upset at the loss of Sarah. However, we need to keep calm and, for the sake of the board and our owners, consider what needs to be done.

Do we know what the funeral arrangements are? Will we be able to pay our respects? asked Joan.

I understand that her family will be taking her back to her hometown where a celebration of her life will be held, replied Eric. Her family will let us know which funeral home will be managing the arrangements for anyone who wishes to send a message and make a donation in her name.

We should definitely make a donation on behalf of the board, Gustavo choked. I’m going to miss her.

Toni could see tears welling up in his eyes. Joan put her arms around him. There, there now. We all do, dear. We all will miss her.

Eric cleared his throat. Regretfully, we do need to begin the meeting. We can’t keep our board minute-taker, he nodded to Toni, and our property manager, Fatima, waiting indefinitely.

Eric sat down at the head of the table and the others took their seats on either side, with Toni sitting at the end. As she opened her laptop, Eric noted that Samir, another board member, regretted not being able to join them as he was out of the country again.

Toni wondered who Samir was and why she had never met him. He was on the board, but had never been to a board meeting since Toni started taking minutes a couple of months ago. However, unlike the other board members that she had met, Samir was still young enough to be working. Toni vaguely remembered someone saying once that Samir was overseas on a protracted business deal. Or maybe family matters, she really couldn’t remember.

The meeting finally got underway. After recording attendance, Eric asked if anyone had any additional items for the agenda. Fatima, who was sitting on the edge of her seat, put up her hand.

Yes, Fatima? Said Eric.

Look, everyone, with respect, we have to decide what to do about Sarah’s board seat. Without her, and with Samir away so much, if any of you three board members can’t make it, we won’t have quorum and can’t make any decisions. It’s too risky not to replace her, especially with the AGM being months away. There are some important financial decisions coming up that can’t be put off. Fatima turned to Toni. Toni says that we can appoint someone in her place until the next AGM.

Toni cringed inwardly at being quoted as if she was an expert and wished she hadn’t said anything. She knew medieval music, not condominium law. Fatima, it was clear, was a bit of a loose cannon. Toni would have to watch what she said around her.

Eric responded, Thank you, Fatima. I have noted that already as a first item for our agenda.

Once the preliminary business was finished, Eric cleared his throat. Regarding Sarah’s replacement, Toni is correct. He nodded gravely to Toni. Since we still have quorum even without Samir, the by-laws say we can appoint someone to the board in Sarah’s place until the next AGM. Or we can decide to take the risk of waiting, counting on everyone here to be present at every board meeting.

Joan jumped in. No, Eric, I’m not comfortable with that. Look, anyone of us could get sick or leave town unexpectedly or have an emergency. Then if Samir is not here, the board wouldn’t be able to make any decisions. What if there’s an emergency that can’t wait!

Fatima nodded her head vigorously. "I agree with Joan. What if the boiler breaks down in the middle of the winter and we need an immediate replacement? I couldn’t deal with it without the board authorizing the funds."

Gustavo agreed excitedly. Yes, yes...as you all know, my daughter is expecting her first child and she is having a very difficult time and my wife and I are spending a lot of time with her. Her husband is out of the country, so I might have to miss a meeting.

All right then, Eric interrupted. So, we all agree. We need to appoint a new board member.

Everyone around the table put up their hands in agreement. Toni noted the decision for the minutes.

The next decision point is how to identify a potential candidate, Eric said. Sarah had a financial background. Without her, we miss that expertise. I propose that we look for a candidate with a similar background, agreed? Everyone nodded, but no one could think of a condo owner who fit that requirement.

Neither can I, Eric continued. However, our by-laws allow us to have up to two directors who are neither residents nor owners. That gives us the flexibility to look for someone who has the expertise we need, regardless of whether they own a condo in the building. Does anyone know of anyone like that? The board members shook their heads.

Toni listened, puzzled. A non-owner director? Why would someone who wasn’t an owner want to sit on a condo board? It didn’t pay anything and the directors’ job was to oversee the management of the condo in the interests of the owners, so what would a non-owner get out of it?

Eric continued. I happen to have been speaking earlier today to an old colleague about our situation. He’s president of his condo board and knows someone with a background in accounting and financial management who was looking for some additional board experience and might be willing to help us.

Joan perked up. That sounds perfect, Eric. Maybe we could invite him to sit in on part of our next board meeting. It would be a chance for us to meet him and him to meet us.

I don’t know, said Gustavo. I’m not sure about an outsider coming on the board. Could he send us a resume?

Eric nodded. I’ll ask him for one. I’m sure once you see it, you’ll agree he’s what we need to get us through to the AGM.

With the exception of Gustavo, Toni watched the others jump on the potential solution to their problem.  Little did she, and they, imagine that it was the beginning of a whole new kettle full of troubles, as her grandmother would have said.

Chapter 3

After the meeting, Toni headed home tired and looking forward to collapsing in her armchair. Home was a small, one-bedroom apartment on the first floor of an old, three-storey brick house built more than a hundred years ago, in a neighbourhood of once stately homes, near the university.  A lot of the houses had been turned into rooming houses during one of the economic downturns, but were now getting their second wind as apartment conversions for graduate students and workers in the near-by tech industries.

Toni loved her house and her apartment. It was the first apartment that she had all to herself and she valued the sense of freedom it gave her. No unexpected parties to come home to. No weekend guests she didn’t know. Nobody else’s mess to clean up. It was lonely sometimes, but it was worth it. And she had Luna, her large, twelve-year-old tabby cat, for company.

The front room, her sitting room and study, looked out onto an overgrown front lawn and a leafy, treelined street. It was furnished with comfortable, hand-me-down furniture from an elderly cousin who had favoured an English country home style. Bookshelves lined two of the walls and her viol was propped up in a corner by the window beside a music stand and chair. Beside it a lute lay in an open case on the floor.

A lamp sitting on the corner of the desk lit the wooden surface casting a soft glow over the framed photos propped against the wall. One was of her Highland grandmother.

Glancing at the photo, Toni ran her fingers through her hair. She was a genuine red head with a mass of tousled curls that she had a tough time keeping in order. Her green eyes and pale skin with a smattering of freckles were a legacy from her grandmother, a legacy that had jumped a generation.

Her grandmother’s family had been part of the great Scottish migration of the 1920s when ten percent of the Scottish population left the country for better prospects across the ocean. The family had made a home for themselves in the new land, but her grandmother had never lost her soft, sibilant Highland accent or forgotten the old stories and songs. Toni had loved her grandmother and had listened to her stories and songs until she had passed away a few years ago. She still missed her and vowed that one day she would go to Scotland and follow her grandmother’s footsteps.

The other photo was of her family sitting on a dock by a lake surrounded by tall dark trees. Her mum and dad sat leaning against each other, their arms wrapped around Toni and her brother, Logan. Big smiles on everyone’s faces. The photo had been taken fifteen years ago on a perfect summer day when Toni was fourteen years old and Logan was twelve. Family. Before everything changed.

Unwanted, an image of her father the last time she had seen him flashed before her eyes. Grey, hunched, a man old before his time. Tears sprang into her eyes followed by a flash of anger. Shaking her head, she blotted out the image, dropped her computer bag and purse on the desk and headed to her bedroom to change.

The bedroom was at the back of the house and overlooked a garden, even more overgrown than the one in the front. Shaded by several huge old oak trees and hedged with thick clumps of lilacs, it was a perfect place for Luna to roam and hide in as she hunted for dangerous predators.

After changing into pajamas, Toni headed to her kitchenette, a small walk-through room that together with the bathroom, separated her sitting room from her bedroom. She spooned some food for Luna into a dish on the floor and poured herself a glass of wine before sitting down at her desk to finish off the minutes and send them off to her manager for vetting and copying to the board.

Work finished, Toni put on her favourite wind-down music, Dowland’s ‘Lachrimae,’ a collection of renaissance music for viols and a lute, and sat down in her reading chair to sip the rest of her wine. As she listened to the music and let herself relax, she thought about her minute-taking work and how unexpectedly interesting it was turning out to be. She was meeting people who were very different than those she had met through the university or her music groups. And she was getting to see a whole different way of life – condo life.

The way condos were springing up all through the centre of the city and along the transportation routes, they were fast becoming the main form of housing throughout the city, especially for older people who were downsizing and young people who couldn’t afford or didn’t want the trouble of an older home with all the maintenance work. Condo life also seemed to bring together people who wouldn’t meet ordinarily, at least as board members. She wondered whether people in condos actually got to know their neighbours in the same way that she had gotten to know the other people in her house or the people who lived on the street where she grew up.

The phone rang breaking into her reverie. She looked at the screen. Inga, one of her closest friends and a fellow member of their university-based viol consort. Like Toni, the members of the group were graduates of either the Medieval Studies department or the Faculty of Music. They all supported themselves through a variety of odd jobs while looking for that Holy Grail of a job, a tenure track teaching position at a university.

Hey Inga, how are you?

I’m totally wiped and depressed. I just finished a three-hour seminar on baroque music. It was awful! No, I was awful. There were forty kids in the room and I could see they were all bored out of their minds. They just sat there for the whole three hours glued to their laptops, tapping away. Probably texting their friends. Not one of them asked a single question in the whole three hours! And when I asked them a question, dead silence.

Toni had never heard Inga sound so down. They were both in their first term as part-time lecturers and regularly got together to trade stories, teaching tips and bitch about their workload. Inga was usually the upbeat one cheering Toni up when she felt swamped by everything she had on her plate.

Did you give them a coffee break?

Of course, halfway through.

For how long?

Twenty minutes.

And did they come back after the break?

Yes... Inga hesitated.

All of them?

Yes, or at least I think so. I didn’t notice any empty seats.

Well Inga, you have nothing to worry about. If no one left at the break, there’s absolutely no way you were awful. In fact, you must have been great!

You think so?

I know so.

Toni, thanks loads. You’re a real friend. Inga perked up and switched topics to their viol group’s latest practice session – getting better – and weekend plans. 

Chapter 4

The next day Toni had arranged to meet Miranda, the friend who had introduced her to minute-taking.  Miranda had been doing the job for six months longer than Toni. Neither one of them was exactly expert and they found it helpful to share their experiences occasionally in a favourite coffeeshop.

Toni and Miranda had met as university undergraduates. Toni was taking a couple of French courses, and one in particular on the ancient French language in order to help her in translating texts in her field. Miranda was taking just a regular French course and when she met Toni hadn’t yet decided on her field of specialty. It turned out that she never did decide on a specialty, but completed a general undergraduate degree, then went to work doing temporary jobs. Miranda was still finding her way.

A few months ago, when Toni had been searching for a job, she reached out to Miranda, the queen of temp jobs, and was introduced to minute-taking.

They met that day at eleven in the morning and both ordered lattes. Toni asked Miranda how she was finding her meetings.

You would not believe what happened to me last week! exclaimed Miranda.

What? Tell me, said Toni.

Well, I was at this meeting in the suburbs for the first time and I had a really hard time even finding the building – you know some of these places – their addresses aren’t exactly the right street address. Or something – I’m not really sure why I was so lost.

Toni thought privately, ‘I know why. Miranda is always sort of lost.’ But she kept it to herself. While she and Miranda were not close friends, she had got her the job so she was grateful and kept quiet.

Anyway continued Miranda, I finally found the building – it was quite a big building so I assumed there would be help at the front desk but when I went up to the desk, there was no one there. The booking note said ‘recreation room’ for the meeting but I had no idea where that was. So, I wandered around for a bit then I bumped into a guy in a janitor’s outfit so I asked him and he looked at me a little strangely but pointed out the way.

What was the look about? asked Toni.

I had no idea until I got to this huge room and there was no one there. I freak out. It was only minutes before the meeting and not even the property manager was there. But I went to a table and set up my laptop. I didn’t want to sit down because you never want to sit in someone’s seat – they’re as bad as children about their special seats!  So, I sort of stood there for a few minutes and then four people walked in, but they immediately scooted through another doorway. No one said anything or even nodded.

That is weird, said Toni.

Yeah, for sure, nodded Miranda. "A minute or two later, more people came in and this one guy, Sam, asked me if I was the minute-taker and to please get ready because they were running late.

Then what happened? asked Toni.

Well, I realized they didn’t have quorum. They had seven directors, a much bigger board than the usual, so they needed four directors and there were only three there, including the president, Sam. Then I remembered the group who had breezed through the room and wondered if they were part of the board. Turns out I was right but, whoa, did it ever go wrong!

Why? What happened?

So, Sam says to the people at the table, ‘We’re waiting on the other four because they’re having some sort of confab next door.’ This sounded really strange to me, said Miranda. "Anyway, we waited – and waited – and finally the four marched in and sat down. They looked a little furtive to me. Before the president could get into the agenda, one of the people said, ‘I want to make a motion.’ The president hesitated, but let her proceed. She said ‘I move to void the appointment of the current president and that the previous president, Jergen, be re-instated.’ Before I could even write it down, another of the group stuck up her hand and said, ‘I second the motion.’

As you know, the correct procedure is for the president to call for a discussion before voting. Sam looked really flustered, but before he could speak, someone from the group said, ‘We can’t have Sam as president any longer because he’s in a conflict of interest about investing. Sam recommended we switch to another firm for our investments, but he got advice from them on the side and only recommended them because his cousin works there.’ Sam started to deny this, but the woman who had made the motion cut him off. Let’s vote, she barked and the group of four all voted in favour. So, the motion passed.

Wow, said Toni. What drama!

Yeah, but it gets even better, said Miranda. "The next thing I knew this Jergen left his chair and came right over and literally shoved poor old Sam right out of his chair. Right beside me! I was madly trying to type stuff down and making sure I didn’t get shoved too, although I actually had never