Strata repair and maintenance documentation

As strata council members and strata property management companies change, it is important for strata corporations (and sections) to document repair and maintenance work and keep the documentation. This documentation is in addition to the depreciation report. Good record keeping saves time and money.  

Learn more on this page:
The need to document
Documentation provided by the developer
Documents acquired over time
Documentation for doing the work
Securing documents

The need to document

Documenting maintenance and renewal information enables repair and maintenance work to be conducted efficiently and effectively. It also provides key information to the strata council, strata lot owners, contractors and depreciation report providers.  

These documents are also important in order to provide proper maintenance to ensure home warranty insurance coverage.

A strata corporation will need key documents for maintenance and renewal. Some of these documents are outlined below.

Documentation provided by the developer

After construction, the developer must provide the strata council and strata lot owners with reference documents about common property, new buildings and other assets.  

This information can include:

• architectural drawings and specifications (the “as built” drawings are the most helpful)
• warranties, guarantees and service contracts
• information on replacement cycles for plumbing, flooring  and other items

Documents acquired over time

The strata corporation (or section) will also acquire other maintenance and renewals documents and materials over time. This documentation can include:

• existing warranties, guarantees and service contracts
• information on replacement cycles for plumbing, flooring  and other items
• records of repairs and replacements
• records of items added, replaced, or removed since the strata corporation was originally built. For example, perhaps a heat pump has been added.
• equipment and supplies inventory  
• any planned work, including contractors’ quotes 
• any municipal work orders
• maintenance service agreements: over time the strata corporation (or section) will often enter into agreements with various parties for routine inspections, periodic maintenance and eventual renewal services relating to the building and other shared assets such as utilities and private roads
• safety and test certificates on items such as: elevators, roof anchors, fire suppression systems, water systems, boilers and backflow prevention valves
• relevant bylaws and written agreements with owners related to common property, limited common property or strata lots that can make either the strata corporation or the strata lot owner responsible for the repair and upkeep of that property

Documentation for doing maintenance, repair and renewal work

There is other documentation needed for doing repair and maintenance. This can include:

Maintenance Plan: a maintenance plan is different from a depreciation report. The maintenance plan outlines all maintenance and repair work that needs to be done, both maintenance that is done once a year or more often (and is an operating fund expense) and maintenance that is done less often than once a year and is a contingency reserve fund (CRF) expense. 

It is important to plan for routine or minor maintenance. The maintenance plan works with the depreciation report to ensure that maintenance, repair and renewal work is identified and completed.

Maintenance Manual: a strata corporation (or section) may have much, or all, of its repair and maintenance documentation gathered in a maintenance manual.

Maintenance Logs: the strata corporation (or section) and contractors should use forms and logbooks to collect and record maintenance work carried out on the assets. This documents work and helps to identifies any trends in the behaviour of the building, assets or infrastructure over time. 

Other maintenance and inspection records: these should be reviewed regularly especially for anything that suggests repeat problems.

Maintenance Guidelines: an example of a maintenance guideline is: “The strata corporation (or section) will wash the exterior of inaccessible windows twice a year.”

Securing documents

As strata councils and strata management companies change over time, it is important for the strata corporation (through the strata council or executive for the section) to have a system to gather, secure and update repair, maintenance and renewal information.

As well, maintenance and renewal materials may be hundreds of pages so it needs a system to keep it organized.

It is helpful to keep all documentation, including depreciation reports, electronically for security, convenience, and easy updating. It is also good practice to have backup securely stored in a separate location. Remember to test the back up at least every six months. 

Documents can also be stored in a simple filing cabinet. If using paper storage, all originals should be kept and only copies signed out. Consider scanning and storing paper documents in an electronic form as well for back up.

References:
Strata Property Act Sections: 1, 3, 20, 35, 36, 59, 70-72, 83-85, 91, 92, 93, 96-98,105, 108, 109, 111, 157-160, 194, 195, 208, 209
Strata Property Regulation: 6.1, 6.4, 6.5, 11.1-11.3
Standard Bylaws (which can be amended): 2, 5, 6, 7, 8

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