How AI can help in property management
Learn how Crisis Management starts with insurance
HDAA Newsletter
Summer/FALL 2025 Issue
& MORE
AI In Property Management
Bedbugs and Tenant Wellbeing
A Landlord's Guide to Prevention and Response
28
A Landlord's Guide to Creating a Healthier Property
Helpful Assistant or Human Replacement?
13
Going Smoke-Free
7
10
23
When the Unexpected Happens
Launch of Build Canada Homes
Federal Rental Housing Update
What amenities they say they are willing to pay for
President's Message
Renters Spending up to Half of Income on Rent
15
Table of contents
Why Crisis Management Starts with Tenant Insurance
4
Articles and the views expressed in this newsletter reflect the individual author's opinions and not necessarily those of the Hamilton and District Apartment Association. We encourage anyone interested in submitting articles or providing comments and feedback to contact us at info@hamiltonapartmentassociation.ca. The HDAA attempts to provide the most accurate and up-to-date information available in this publication and through all contact with its members. However we accept no liability for any inaccurate information provided. Members should consult with appropriate professionals with regards to all important matters.
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HDAA updates and status of upcoming events
Associate members are able to provide a 6-month trial membership to their Landlord Customers. This program is a one time offer all HDAA associate members can provide to their Landlord customers. Give your customers a reason to Join! Interested in our 6-month trial membership or want to provide your customers with a free membership? CONTACT HDAA TODAY *restrictions apply - contact HDAA for details*
The HDAA has had an exciting year so far with our informative Dinner Meetings and our Annual Golf Tournament which was a great success. For the second half of the year we will have our Annual Trade Show, which helps to connect suppliers and housing providers, and our last Dinner Meeting of the year. Keep a look out for our emails and visit our website regularly for updates on our events.
Daniel Chin HDAA President
2025 Events
The HDAA is gearing up for the second half of the year. We have our upcoming Annual Trade Show taking place on October 8th as well as our last Dinner Meeting of the year on November 12th. We are happy to share that our Trade Show venue is back to holding events and we are excited to host another successful Trade Show this year. There has been more news on rental specific bylaws in Hamilton such as the Adequate Temperature Bylaw, and we hope to have information to share in November on the rental licensing pilot project. It has been shaping up to be a challenging time with more regulation, lowering rental prices and higher costs which are making the industry a more difficult place for housing providers. As always the HDAA is here to support our membership by providing valuable content and information and we are always here should you have any questions or concerns.
Event
Date
Trade Show
October 8, 2025
Dinner Meeting
November 12, 2025
HDAA 2025 events
Federal Housing Update: Launch of Build Canada Homes
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Canada’s housing crisis continues to dominate headlines, and the federal government has now taken a major step forward with the launch of a new agency, Build Canada Homes (BCH). Designed to speed up construction and protect existing rentals, BCH represents a shift toward direct federal involvement in housing delivery. What is Build Canada Homes? Launched in September 2025, Build Canada Homes is a new federal housing agency with an initial $13 billion capital fund. Its mandate is ambitious: supercharge homebuilding across the country, with a focus on affordability, innovation, and speed. BCH is expected to: Unlock federal lands for development, including 88 properties already identified. Accelerate construction using factory-built and modular housing, as well as sustainable methods like mass timber. Build a mix of housing, from deeply affordable and supportive units to market rentals. Protect existing rental housing, through the integration of the new Canada Rental Protection Fund. First Projects on the Horizon The agency’s first projects are already being planned: Six federal sites in Dartmouth, Longueuil, Ottawa, Toronto, Winnipeg, and Edmonton will deliver about 4,000 factory-built homes. BCH is also managing a new $1 billion transitional and supportive housing initiative for people experiencing or at risk of homelessness. The Canada Rental Protection Fund (valued at $1.47 billion) is now under BCH’s oversight, helping non-profit and community housing providers acquire at-risk rental buildings before they’re lost to redevelopment. Supporting Programs During the Transition While BCH ramps up, the federal government is bolstering existing housing programs to ensure ongoing projects don’t stall: The Affordable Housing Fund is receiving an extra $1.5 billion in loans for new construction. The Rapid Housing Sub-stream is moving forward $385 million in funding from future years to deliver affordable housing now. These measures keep momentum while BCH builds capacity. Why It Matters For developers and landlords, BCH could make rental projects more viable by lowering land costs and offering new financing tools. For tenants, it represents a commitment to increasing supply and protecting affordability, with more deeply affordable and supportive units in the pipeline. For communities, the focus on modular and sustainable construction methods promises faster timelines and lower costs, potentially easing the supply crunch more quickly than traditional projects. Looking Ahead BCH is still in its early days, and much will depend on coordination with provinces and municipalities, as well as the speed of regulatory approvals. However, it represents a significant pivot in Canadian housing policy: a federal builder, directly shaping the rental and affordable housing market. With an ambitious goal of doubling housing construction over the next decade, Build Canada Homes is set to become a cornerstone of the national housing strategy. Key Takeaway Federal housing policy is no longer just about incentives, it’s now about direct action. With BCH at the centre, expect to see more federal land repurposed for housing, more modular rental projects announced, and stronger protections for existing affordable rentals.
FRPO MAC Awards
December 4, 2025
The Buildings Show
December 3-5, 2025
2025 Industry Events
The rental industry will have some exciting events in second half of 2025. Make sure to keep an eye on provincial and federal events as well as municipal events, they are great opportunities to network, keep updated on the industry and expand your knowledge base.
AI in Property Management: Helpful Assistant or Human Replacement?
Artificial Intelligence (AI) isn’t something we talk about as “the future” anymore — it’s here, and it’s woven into almost every part of how we run rental housing today. From the software we log into each morning, to CRMs that track resident interactions, to automated emails and reminders, AI has quietly become part of the way property management works. Over the past year, I’ve seen firsthand how this technology is reshaping our industry. And while it brings some real advantages, it also raises an important question: where does automation help, and where do residents still want a human touch? Where AI Makes Life Easier The clearest wins are in areas where residents want speed and consistency. For example: Amenity bookings: Instant confirmation that the party room or fitness space is reserved. No waiting, no back-and-forth. Service requests: A quick “we’ve received your request, and someone will contact you by X date” gives residents peace of mind. Reminders and updates: Automated notices about inspections, rent due dates, or community events make sure important info isn’t missed. In these cases, residents often prefer automation, and frankly, staff do too. It takes repetitive tasks off our desks and frees up time to focus on bigger, more personal conversations. Where Residents Want People, Not Programs But there are also situations where AI falls flat. Leasing is one of the clearest examples. Searching for a home is emotional, it’s not just about square footage or price. It’s about whether someone can picture themselves living there. That kind of decision needs empathy, guidance, and expertise, and it comes best from a leasing professional, not a chatbot. The same holds true during emergencies. If there’s a flood or a fire, the last thing a resident wants is an automated message. They want to hear from a real person who can listen, reassure them, and take action. Generational Differences One of the more interesting patterns I’ve noticed is how different generations respond to AI in landlord–resident interactions. Younger renters (Millennials and Gen Z) are generally very comfortable with it. They expect quick, app-based service, and they’re happy when automation removes delays or unnecessary phone calls. Older renters (Gen X and Baby Boomers) often value efficiency too, but they’re more cautious about automation. For them, a phone call or a face-to-face conversation often feels more reliable, especially if the issue involves their home or comfort. These differences don’t mean one approach is “right” or “wrong.” They simply remind us that residents aren’t all looking for the same thing. The best property managers will tailor their communication style to meet those expectations. Finding the Balance At the end of the day, AI is a tool. It’s great at handling routine, repetitive tasks, ensuring consistency, and saving time. But it shouldn’t try to replace the human connection that keeps residents feeling valued and supported. The real opportunity is to let AI handle the background work, so our teams can be more present in the moments that matter most. That balance is what builds trust, reduces stress for staff, and creates a better overall experience for residents. Looking Ahead AI will only become more common in property management. The question isn’t whether we can use it, it’s when and how we should. Our industry has always been, and will always be, a people business. Technology can make us faster and more efficient, but it’s the human side, empathy, trust, connection, that keeps residents truly feeling at home. Written by Theresa Lapensée, MillDon Living
Bedbugs and Tenant Well-Being : A Landlord’s Guide to Prevention and Response
Hamilton Licensing
In August 2021, Hamilton City Council approved a two-year Rental Housing Licensing pilot program for Wards 1, 8 and part of Ward 14. A licence is required for rental housing units and buildings or part of buildings with 4 or less self-contained units, detached homes or townhouses, if rented. The program would require property owners of rental housing to apply for a licence for each rented unit. This pilot started in 2022 and will conclude on December 31, 2025. What rentals require a licence? Rental housing units and buildings or part of buildings with 4 or less self-contained units, detached homes or townhouses, if rented. A licence is required for each rented unit. Does not include hotels/motels, lodging homes, short-term rental, multiple dwelling unit, etc. The City of will be doing a phased in approach for rental housing licensing application submissions. You may find a map showing application dates and enforcement timelines on their website as well as more information here.
Bedbug infestations are a growing concern for property owners, posing significant risks to tenant health, satisfaction, and even a building’s reputation. While these pests can affect any property, vulnerable tenants, such as low-income families, seniors, and those with limited mobility, often suffer the most, facing financial strain, emotional distress, and potential retaliation if they report the issue. For landlords, failing to address bedbug problems promptly can lead to costly turnover, legal liabilities, and damage to rental income. This article provides practical guidance for property owners on how to prevent, identify, and manage bedbug infestations effectively. From implementing proactive inspection protocols to collaborating with pest control professionals and educating tenants, responsible landlords can mitigate risks while maintaining tenant trust. By taking a proactive approach, property owners not only protect their investments but also foster safer, more habitable living environments for all residents. Practical Tips for Landlords - Preventing and Managing Bedbug Infestations Bedbug infestations can quickly escalate into costly and stressful situations for both tenants and property owners. As a landlord, taking proactive steps to prevent and address bedbug issues not only protects your investment but also ensures tenant well-being and compliance with housing regulations. Here are key strategies to mitigate risks: Prevention is Key: Screen Tenants Thoughtfully. While bedbugs don’t discriminate, overcrowded or transient living situations can increase risk. Conduct thorough tenant screenings to maintain stable occupancy. Educate Tenants Early: Include bedbug prevention tips in lease agreements or move-in packets. Advise tenants to inspect secondhand furniture, discourage putting a directly on the floor, this can lead to an infestation getting into the structure and make treatments more difficult, report issues immediately, and avoid DIY treatments that can worsen infestations. Regular Inspections: Schedule routine property inspections (with proper notice) to catch early signs of bedbugs, especially in high-risk areas like multi-unit buildings. Respond Quickly and Effectively - Act Immediately on Reports: Delaying treatment allows infestations to spread, increasing costs and legal exposure. Have a trusted pest control provider on call for prompt response. Cover Treatment Costs: Many municipalities require landlords to handle extermination. Even if not legally mandated, paying for professional treatment fosters tenant trust and prevents ineffective DIY attempts. Inspect Adjacent Units: Bedbugs travel through walls and wiring. If one unit is affected, inspect and treat neighboring units to prevent recurrence. Minimize Financial and Legal Risks Know Local Laws: Many cities have specific bedbug regulations (e.g., disclosure requirements, landlord/tenant responsibilities). Consult legal counsel to ensure compliance. Document Everything: Keep records of tenant complaints, inspections, and treatments to protect against disputes or liability claims. Consider Preventative Contracts: Some pest control companies offer preventative maintenance plans, which can be more cost-effective than emergency extermination. Support Tenants Without Stigma - Avoid Blame: Bedbugs are not caused by poor hygiene. Assure tenants that reporting issues won’t result in penalties, encouraging early disclosure. Provide Temporary Solutions: If heat treatments are needed, offer displaced tenants temporary housing options or cleaning assistance. Communicate Clearly: Keep tenants informed about treatment plans, preparation steps, and follow-up inspections to reduce anxiety and ensure cooperation. Long-Term Property Maintenance: Seal Entry Points. Caulk cracks, install door sweeps, and repair peeling wallpaper to reduce hiding spots and migration routes. Use Bedbug-Resistant Materials: Consider mattress encasements, metal bed frames, and minimal clutter in common areas to deter infestations. Stay Vigilant in High-Turnover Units: After move-outs, conduct thorough inspections and treatments before new tenants arrive. Final Thought A proactive, compassionate approach to bedbug management saves money, preserves tenant relationships, and upholds your property’s reputation. By prioritizing prevention, swift action, and clear communication, landlords can turn a potential crisis into a manageable, and preventable, issue. Written by Tony Mannix, Bed Bug Authority Canada Ltd.
HDAA Events
Asking Rents in Canada Fall for 11th Consecutive Month in August
Dinner Meeting - November 12, 2025
Upcoming Events Trade Show - October 8, 2025
The HDAA will be holding our next dinner meeting on November 12th. Make sure to mark your calendars and keep an eye out for our emails for more details.
The HDAA is excited to hold our next Annual Trade Show on October 8! Our Trade Show is attended by hundreds of rental housing providers and community members as well as dozens of suppliers to the industry. Our keynote speaker event taking place right before the Trade Show will have some of the largest names in the rental industry. You may find more details on our website as well as our vendor registration form.
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The average asking rent for all residential properties in Canada declined 2.3% year-over-year in August to $2,137, marking the 11th consecutive month of annual rent decreases, according to the latest National Rent Report from Rentals.ca and Urbanation. This is the longest stretch of rent declines since the early pandemic period. Despite the drop, average asking rents remained 1.0% above levels from two years ago, reflecting lingering upward pressure over the long term. “Rents have decreased in Canada on an annual basis for almost a year now. However, rent reductions have been mild for the most part, with the steepest declines found in Vancouver, Toronto, and Calgary, where rents are high and new apartment supply has been growing quickly,” said Shaun Hildebrand, President of Urbanation. “Conditions should continue to favour renters in the coming months as the market enters its slower season.” Purpose-built rentals posted the smallest annual decline in August at 0.4%, compared to a 3.7% drop for condos and 6.0% for houses and townhomes. Over three years, purpose-built rents increased 22.6%, far outpacing condo rents (+4.3%) and houses/townhomes (-0.4%). Studios remained the best-performing segment, rising 1.1% annually and 20.7% over three years. Within the purpose-built category, three-bedroom rents rose 3.5% to $2,772, while condo studios fell 7.7% — the steepest annual drop across all unit types. Alberta led provinces in annual rent declines for apartments, down 3.5%, followed by B.C. (-2.7%), Ontario (-2.5%), Nova Scotia (-2.2%), and Quebec (-0.2%). Saskatchewan again topped growth, with a 3.2% annual increase and a three-year gain of 28.7%. Manitoba also posted a modest 1.2% rise. Among major cities, Vancouver recorded the largest annual rent decline for apartment rents at 9.5%, followed by Calgary (-6.6%), Toronto (-3.4%), and Ottawa (-1.0%). Montreal dipped 0.5%, while Edmonton rose 0.9%. Edmonton also led three-year growth at 25.5%, ahead of Montreal at 15.1%, as Vancouver and Toronto recorded declines over the same period. Sourced from Rentals.ca
The HDAA hosted our Annual Golf Tournament on June 10th, and it was a fantastic day filled with golf and networking. Participants were treated to gelato, delicious food, and giveaways from our generous sponsors, along with an exciting lineup of raffle prizes. Highlights included two lucky winners taking home our much-anticipated wine cellar prizes and a successful 50/50 putting contest with one sharp winner coming out on top. A very big thank you to our Platinum sponsors for the event, Eco Steam Pest Control, Home Depot and Xcel Construction. Thank you to everyone who joined us, we are already looking forward to another great tournament next year!
Past Events Golf Tournament - June 10, 2025
Hamilton landlords are already required under the Heat By-law (04-091) to maintain indoor temperatures of at least 20 °C from September 15 to May 15. Now, City Council is turning its attention to summer cooling. Councillors recently voted unanimously to require landlords who already provide air conditioning to ensure it is in good working order and able to keep units below 26 °C. This new regulation is set to be ratified by Council, and enforcement will fall to bylaw officers, who may issue repair orders or arrange the work themselves at the landlord’s expense if compliance is not met. The larger change, an adequate temperature bylaw for all rental units, is still pending. Originally slated for 2024, it has been delayed until spring 2026, despite growing pressure from tenant advocates who argue that extreme summer heat poses serious health risks. Councillors acknowledged frustration with the delays but indicated the bylaw will be prioritized moving forward. For landlords, the implications are significant. City staff have warned that enforcing a maximum temperature citywide could bring major challenges, including costly retrofits for older buildings, strain on electrical grids, more noise complaints, and higher operating expenses, many of which could ultimately affect tenants. Still, momentum is building toward a standard requiring landlords to ensure summer temperatures do not exceed 26 °C, similar to the winter heating rules already in place. What landlords should do now: ensure any AC already provided is maintained, begin assessing the feasibility and costs of cooling upgrades in your buildings, contact your councillors and share your thoughts and stay engaged with City consultations. These changes mark a shift toward regulating both heating and cooling in Hamilton rentals, and preparation will be key to minimizing disruption.
Hamilton Moves Toward Cooling Rules for Rental Properties
What's New in hamilton
No one ever thinks today is the day disaster will strike. But whether it’s a burst pipe, a kitchen fire, or an entire building evacuation, the reality is: landlords are often the first ones called, and the last ones covered when a crisis hits. The Hidden Cost of Chaos In the heat of a tenant emergency, landlords aren’t just dealing with property damage. They’re managing displaced residents, frustrated families, emergency services, and insurance adjusters, all while trying to protect their own investment. Crisis management becomes a high-stakes juggling act, and if tenants aren’t insured, the burden falls disproportionately on landlords. Enter: Tenant Insurance Requiring tenant insurance isn’t just about peace of mind, it’s about protecting your business. When tenants have proper coverage in place, their policies help cover temporary accommodations, personal belongings, and in many cases, liability for damage they may cause to the unit or building. It’s a safety net for everyone involved, and it can dramatically reduce stress during a high-pressure event. Why It Matters to Landlords Let’s be clear: tenant insurance won’t stop the crisis from happening, but it will reduce how chaotic, costly, and time-consuming the aftermath is for landlords. It empowers tenants to take care of themselves while allowing you to focus on what matters most: stabilizing the situation, protecting your property, and keeping the lines of communication open. From Reactive to Proactive Find an insurance provider that provides more than just a policy. Find a provider that provides programs that help ensure your tenants are covered from day one, and a team to support you with proactive tools, educational materials, and fast responses when things go sideways. Because when a crisis hits, it’s too late to wonder if you’re prepared. Written By Victoria Thornbury, Westland Express
When the Unexpected Happens: Why Crisis Management Starts with Tenant Insurance
Half of Young Canadians Spend Over 50% of THEIR Income on Rent
A Summer 2025 Renter Preference Survey conducted by Rentals.ca paints a stark picture of the Canadian rental market, with affordability challenges dominating renter concerns while lifestyle-driven features remain in high demand. The survey of over 500 renters across the country found that 34% spend more than half of their after-tax income on rent, far exceeding the commonly cited affordability benchmark of 30%. Younger renters (ages 18–24) are particularly affected, with nearly half (49%) in this high-spend group, despite having the lowest budgets. Affordability Front and Centre 34% of renters spend over 50% of their income on rent. Only 22% are spending 30% of their income or less on rent, which is often considered the affordability benchmark. Renters spending more than half their income are more likely to face longer searches, dissatisfaction with listings, and consider moving cities. Top Amenities Worth Paying More For Despite budget constraints, renters are willing to pay a premium for: In-unit laundry — 57% Air conditioning — 44% Parking — 43% Private outdoor space — 34% Pet-friendly policies — 31% In-unit laundry ranked as the top feature across all age groups. A/C and parking ranked especially high for families and those in larger buildings. Relocation Considerations 57% of renters spending over half their income are considering moving to a different city due to high prices. Over half of these renters are searching for units under $1,499/month, despite allocating a large share of their income to rent. Move-In Incentives: Mixed Appeal Renters aged 25–54 are most responsive to incentives like free rent or utility discounts. Younger (18–24) and older (55+) renters are less influenced, prioritizing other factors. Sourced from Rentals.ca
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What options does a landlord have when a tenant breaks their lease early with no notice?
COMMITTEE MEMBERS:
When a tenant breaks their lease early without notice in Ontario, landlords are left in a difficult position but do have some options under the Residential Tenancies Act (RTA). A fixed-term lease is a binding contract, so tenants are generally responsible for rent until the end of the lease term. However, landlords also have a duty to mitigate losses, meaning they must make reasonable efforts to re-rent the unit as quickly as possible. If a new tenant is found, the former tenant is only responsible for rent up until the new tenancy begins. If the landlord cannot re-rent despite reasonable efforts, the tenant may remain liable for rent for the remainder of the lease. Keeping detailed records of communication, advertising, and re-rental efforts is essential in case of a dispute. Landlords can also choose to negotiate a mutual agreement to end the tenancy in writing, which often provides a more cooperative solution and avoids disputes. In situations where the tenant simply leaves without notice, the landlord can pursue compensation for unpaid rent or damages through the Landlord and Tenant Board (LTB) by filing an L10 Application or a landlord can choose to pursue the matter through Small Claims Court, depending on the circumstances and if appropriate. Filing an Application with the LTB can be time-consuming and not always successful however so a mutual agreement can be a better avenue to pursue. It is important to maintain thorough records, including advertising for re-rental, communications with the tenant, and any costs incurred, to support the claim.
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