Strata maintenance: Roles, best practices, and more

What is strata maintenance?

Strata maintenance is the regular upkeep, repair, and preventive care of common property in a strata community. In British Columbia, strata maintenance covers everything shared by owners, from lobbies and elevators to roofs, plumbing, and landscaping. This work is funded through strata fees paid by strata lot owners and managed by the strata corporation or a professional strata management company.

Strata maintenance keeps the property safe, functional, and appealing. Routine work like cleaning common areas, maintaining lighting and HVAC systems, and performing inspections helps protect the building’s long-term value. Proactive maintenance also reduces the likelihood of costly emergency repairs down the road, making it one of the most important aspects of strata governance.

This article is provided for general informational purposes only and does not constitute legal, financial, or real estate advice. Laws change frequently and vary by province. Readers should consult with a qualified professional for advice specific to their individual circumstances.
 

Strata maintenance roles and responsibilities

Under the Strata Property Act, the strata corporation is responsible for maintaining and repairing common property and common assets. This includes items such as hallways, roofs, exterior walls, elevators, and landscaping.

Owners are typically responsible for the maintenance and repair of their individual strata lots, while the strata corporation manages what’s shared. The division of responsibility between the strata corporation and owners is outlined in the Strata Property Act, the strata plan, and the strata bylaws.
 

Strata maintenance best practices: Seven tips for your strata corporation

1. Become familiar with (and teach residents) strata terminology

   If you want to communicate with someone, the first thing you must do is speak a language you both understand. When it comes to strata maintenance, that means that both council members and homeowners need to know the following three terms:
    
   • Strata lots: These are the individually owned portions of the strata as shown on the registered strata plan.
      
   • Common property: These usually consist of all areas other than the strata lots. Common property includes the areas in and around your building(s) that are designated for use by two or more strata lots. Members of the strata corporation own these areas together.
      
   • Limited common property: Sometimes referred to as “exclusive-use common property,” these are elements that are located outside an individual strata lot but designated for the exclusive use of one or more strata lots on the strata plan. Examples of limited common property include balconies, shutters, heating and cooling units, and awnings.



2. Amend your governing documents if strata maintenance and repair responsibilities aren’t clear

   When you find that neither the law nor your governing documents adequately clarify strata maintenance and repair responsibilities, it’s time to amend your documents. If a resident questions the roles, you need to be able to point to something in writing. You don’t want to have to depend on a lawsuit to settle a dispute over who should pay for a repair.
    

3. Create a “Responsibility Matrix”

   Even detailed governing documents may not give residents the quick answers they need about maintenance responsibilities. A Responsibility Matrix can simplify this. It’s a clear, easy-to-read chart that lists parts of the property and shows whether the strata corporation or strata lot owner is responsible for maintenance, repair, or replacement.
   
   Start by gathering key documents such as your bylaws, depreciation report, warranties, and service records. Work with your strata manager and attorney to confirm accuracy and include a brief disclaimer clarifying that the matrix is a general guide, not a full legal summary. List each building element, then note who is responsible and add any clarifying comments or exceptions.
   
   Once finalized, format it for readability and include a version number and date for future updates. Consider testing a draft version with a few residents to check for clarity before finalizing it. Their feedback can reveal where wording or formatting needs improvement. Distribute the matrix digitally and in common areas so every resident has easy access to accurate information about maintenance responsibilities. Keep the matrix visible and referenced during meetings so it becomes part of the community’s routine decision-making process.
    

4. Work with qualified vendors and professionals

   Selecting reputable, licensed contractors is key to safe and effective strata maintenance. Strata councils should vet vendors carefully, reviewing credentials, insurance, and references before signing contracts. Professional strata management companies often maintain a network of trusted vendors and can help obtain multiple bids for large projects.
   
   This saves councils time and supports consistent service quality. Over time, a vendor familiar with the building’s history can identify recurring issues early and recommend practical solutions.
    

5. Align strata maintenance with the depreciation report

   BC strata corporations with five or more strata lots are typically required to maintain a depreciation report. This report outlines the long-term funding needs for major building components like roofs, elevators, windows, and parkades. Integrating the depreciation report with the strata maintenance plan allows councils to coordinate preventive work and replacement schedules.
   
   For example, if the report anticipates a roof replacement in five years, ongoing inspections and minor repairs can help extend its lifespan.
    

6. Budget strategically and monitor expenses

   Effective strata maintenance depends on effective financial management. Routine maintenance, emergency repairs, and future replacements should all be reflected in the annual operating fund and Contingency Reserve Fund.
   
   Budgets should balance affordability for owners with the long-term needs of the strata corporation. Tracking expenses throughout the year helps the strata council stay within budget and make data-driven decisions.
    

7. Plan for emergencies

   No matter how thorough the maintenance plan is, emergencies can happen. Every strata corporation should have an emergency plan outlining who to contact, how to communicate with residents, and how expenses will be handled.
   
   Partnering with a professional management company can make this easier, as managers typically have established procedures and vendor relationships for urgent situations.

How FirstService Residential supports strata maintenance in BC

At FirstService Residential, we bring decades of local expertise in strata management and maintenance planning. From preventive inspections and emergency coordination to financial reporting and contractor oversight, our dedicated teams focus on protecting property value and supporting resident satisfaction. Contact a member of our team today to learn more.