Managing a condo or strata building comes with many responsibilities, but none are more important than having a solid preventative maintenance schedule. A proactive approach protects your building’s health, ensures resident safety, and prevents costly emergencies.
For strata and condo councils across Canada, implementing an effective maintenance plan is critical for building longevity and financial health.
This article will guide you through creating a maintenance schedule that keeps your community thriving while avoiding unexpected repairs and resident dissatisfaction.
What Happens Without Preventative Maintenance
Buildings without structured maintenance face escalating problems over time, leading to costly repairs and safety risks. Here’s why regular upkeep matters:
- HVAC Systems: Skipping a $200 annual service can lead to a $15,000 emergency replacement during peak seasons. Dirty filters reduce efficiency and cause breakdowns.
- Structural Integrity: Unsealed joints and water damage can lead to mold, weakened frameworks, and health hazards. Water damage is one of the costliest claims for multi-unit buildings, according to the Insurance Bureau of Canada.
- Common Areas: Cracked sidewalks, poor lighting, and neglected landscaping create safety risks, liability concerns, and lower property values.
- Financial Impact: Emergency repairs mean higher contractor fees, budget strain from special assessments, and higher insurance premiums—or reduced coverage.
Proactive maintenance isn’t just about preventing issues—it protects your property, residents, and bottom line.
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The Goal of Preventative Maintenance Schedules
Preventative maintenance schedules are essential for preserving building assets, ensuring resident safety, and maintaining property values. These systematic care plans provide strata and condo councils with a roadmap for responsible stewardship while keeping costs manageable.
Key Objectives of Preventative Maintenance
- Extending the Lifespan of Building Components
- Regular maintenance can double or even triple the lifespan of expensive systems like roofing, elevators, and HVAC equipment.
- This prolongs the need for major replacements, easing pressure on the contingency reserve fund.
- Ensuring Cost Predictability
- Scheduled maintenance helps councils budget accurately for upcoming costs.
- Avoid financial shocks from emergency repairs by spreading expenses over time.
- Documentation requirements from the BC government further support informed planning and budgeting.
- Enhancing Safety and Managing Liability
- Regular inspections of critical systems, including elevators, fire suppression systems, electrical panels, and structural elements, help identify hazards early.
- Proper documentation shows due diligence and can protect councils in liability cases.
The Benefits of Preventative Maintenance
- Improved Resident Satisfaction
- Reliable building systems and attractive common areas lead to happier residents.
- Higher property values, lower turnover rates, and fewer community conflicts are natural outcomes.
- Compliance with Warranties and Insurance Conditions
- Many equipment warranties require proof of regular maintenance to remain valid.
- Insurance companies increasingly require evidence of proactive care to maintain coverage.
Preventative maintenance not only protects your assets but also fosters a safe, satisfied, and thriving community while ensuring financial stability.
Condo & Strata Preventative Maintenance: Seasonal Checklists
Spring (March to May)
- Inspect HVAC systems: Ensure heating, ventilation, and air conditioning systems are functioning well before the summer. Clean or replace filters and check for any unusual noises or inefficiencies.
- Check for leaks and water damage: Inspect ceilings, walls, and floors for any signs of moisture, particularly after heavy winter rains in coastal areas like Vancouver or Victoria.
- Gutter and downspout cleaning: Springtime in B.C. can be rainy, so clean out gutters to prevent water buildup, which can lead to leaks and foundational damage.
- Window and door inspections: Examine seals, caulking, and weatherstripping to maintain energy efficiency and prevent water ingress.
- Exterior cleaning: Pressure wash walkways, patios, and common outdoor spaces to remove debris and moss growth. If your condo is looking for some help with this, window cleaning and other maintenance, consider Grime Fighters.
Summer (June to August)
- Inspect roof conditions: With drier weather, summer is the ideal time to assess the condition of the roof. Look for signs of wear, missing shingles, or damage from winter storms.
- Balcony maintenance: Check balconies for cracks, fading, or other damage. Summer is a great time to reseal wooden decking or repair concrete surfaces.
- Pest control: Warmer months can attract pests, such as ants, wasps, and rodents. Ensure pest control measures are in place, especially in shared spaces like garbage areas.
- Landscaping and irrigation: Ensure the building’s gardens and landscaping are well-maintained. Irrigation systems should be tested and adjusted to conserve water. Consider Para Space Landscaping in the Lower Mainland, or Great Canadian Landscaping in the Sea-to-Sky region.
Fall (September to November)
- Furnace and heating system checks: Before the colder weather sets in, service the heating systems. Replace filters and ensure that all elements are working efficiently.
- Inspect weatherproofing: Check windows, doors, and any exterior openings for drafts. This prevents heat loss during the winter months and reduces energy costs.
- Tree trimming: Prune trees and shrubs to avoid damage from falling branches during winter storms. This is especially important in areas prone to strong winds, like the Lower Mainland.
- Gutter cleaning: Clean gutters again after the leaves fall to prevent blockages and ice dams during winter.
Winter (December to February)
- Snow and ice management: For condos in regions like Whistler and the Interior, such as Kelowna or Kamloops, ensure snow removal equipment is available. Walkways and driveways should be salted to prevent slips and falls.
- Insulate pipes: Check that water pipes are insulated, particularly in colder areas prone to freezing temperatures. Frozen pipes can burst, causing costly water damage.
- Fire safety checks: Test smoke detectors, carbon monoxide detectors, and fire extinguishers. Review fire escape routes with all residents, especially important during the holiday season when indoor heating and cooking increase fire risks.
- Ventilation inspection: Proper ventilation is key in avoiding the buildup of mold and mildew in high-humidity areas. Make sure all vents are clean and functioning, particularly in bathrooms and kitchens.
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Expanding on Essential Condo Maintenance Tasks
HVAC and Ventilation Systems
British Columbia’s varying climates—from the rainy coast to the dry interior—place high demands on HVAC systems. Proper maintenance of heating and cooling systems is critical, not just for energy efficiency but also for indoor air quality. Poorly maintained systems can circulate dust, mold spores, and other allergens.
For condo owners, it’s important to regularly change filters and schedule annual professional inspections. Strata councils should ensure that common areas and shared HVAC systems are similarly serviced. If a central heating or cooling system breaks down, it can be expensive and inconvenient to repair, especially in the winter when the demand for service increases.
Waterproofing and Drainage Systems
With B.C.’s heavy rainfall, especially in coastal regions, waterproofing is an essential part of condo maintenance. Water intrusion can lead to structural damage, mold growth, and costly repairs if left unchecked. Condo owners should inspect areas prone to water damage, such as windows, balconies, and foundation walls, for cracks or deteriorating caulking.
For strata councils, it’s important to ensure the building’s waterproofing systems, including the roof and exterior walls, are up to date and well-maintained. Regularly clearing gutters and ensuring proper drainage systems are in place can prevent expensive water damage repairs later. The last thing you want is a leaky condo.
Balcony and Deck Maintenance
Balconies and decks require routine inspections, particularly in condos with wood or concrete surfaces. British Columbia’s wet climate can cause wooden decks to rot and concrete to crack if they aren’t properly maintained. Waterproofing materials, like sealants, should be reapplied every few years to prevent water damage.
Strata councils may want to include balcony inspections in their annual maintenance plans to ensure safety and longevity, especially in older buildings. Condo owners should also be cautious about the weight limits of their balconies, particularly when using them to store heavy objects or during gatherings.
Roof Maintenance and Inspections
The roof is one of the most critical elements in condo maintenance. Roofs protect the building from the elements, but they are often subject to wear and tear from heavy rain, wind, and snow—common in many parts of British Columbia.
Routine inspections, especially in the summer when the weather is favorable, can catch minor issues before they become major problems. Strata councils should budget for regular roof inspections and set aside funds for eventual roof replacement, as this is one of the most significant maintenance expenses for any building.
Fire Safety and Emergency Preparedness
Fire safety is a year-round concern, but it becomes especially important in the winter months when residents rely on heating systems and holiday decorations, such as candles and lights. Condo owners should ensure their units have working smoke detectors and fire extinguishers. Fire escape plans should be clear and accessible to all residents.
Strata councils have a responsibility to ensure that all common areas, stairwells, and emergency exits are kept clear. They should also arrange annual fire safety drills and inspections of fire alarm systems, sprinkler systems, and other emergency equipment.
Pest Control and Prevention
Pest control is crucial in multi-unit buildings where one infestation can quickly spread. Common pests in British Columbia condos include ants, rodents, and insects like silverfish or cockroaches. Condo owners should maintain cleanliness in their units, avoid leaving food out, and report any pest issues to the strata council immediately.
Strata councils should coordinate with pest control professionals to conduct routine inspections and treatments in common areas such as garbage disposal rooms, basements, and hallways. Preventative measures, such as sealing cracks and maintaining landscaping, can also help minimize the risk of pests.
Structural
Structural components should receive preventative maintenance and inspections on an annual basis or as recommended by structural engineers. For buildings in regions prone to severe weather, earthquakes, or aging infrastructure, it is essential to inspect structural integrity more frequently, such as semi-annually. Any visible cracks, shifting, or unusual wear should prompt immediate evaluation.
Foundational Inspections
Foundational inspections are critical and should be conducted at least annually to identify any settlement, cracks, or water intrusion that may compromise building stability. For structures in flood-prone areas or experiencing significant environmental changes, more frequent inspections, such as biannually, are advisable.
The Building Envelope
The building envelope, including roofing, windows, and exterior walls, must undergo routine inspections twice a year—typically before and after extreme weather seasons. Additionally, preventative maintenance is recommended whenever issues like water leaks, drafts, or damaged seals are noticed, as these can lead to further structural damage if left unaddressed.
Elevator Systems
Elevator systems require monthly preventative maintenance to ensure safety and functionality. Full inspections should be performed quarterly or in accordance with local safety regulations and manufacturer guidelines. Systems should also be inspected promptly after any operational irregularities or unexpected events, such as power surges or emergency stops.
Common Areas
Lobbies and hallways need weekly cleaning, monthly deep cleaning of carpets or hard surfaces, and quarterly inspection of lighting, fixtures, and finishes. Paint touch-ups should occur as needed, with major repainting on a planned cycle every five to seven years.
Recreational facilities like fitness rooms, party rooms, or pools require daily maintenance and weekly deep cleaning. Pool systems need constant monitoring of chemical levels, filtration systems, and safety equipment. Professional pool service contracts often provide the most reliable maintenance for these complex systems.
Other
Additional building components require specific maintenance schedules tailored to their unique requirements and usage patterns. These elements often receive less attention but remain crucial for building operations and resident satisfaction.
Waste Systems
Waste management areas need daily attention for cleanliness and weekly deep cleaning to prevent odors and pest attraction. Garbage chutes require monthly cleaning and annual professional servicing to maintain proper operation and fire safety compliance.
Storages
Storage areas, including individual lockers and common storage spaces, need quarterly inspection for security, cleanliness, and proper organization. These inspections can identify maintenance issues early and ensure compliance with fire safety regulations.
Mail / Incoming Package Delivery
Mailbox systems require periodic inspection for security and proper operation. Building signage needs annual review for accuracy, visibility, and compliance with municipal requirements.
Tips for Keeping on Top of Preventative Condo Building Maintenance
Allocate & Plan Finances
Financial planning for preventative maintenance requires careful coordination between operating funds and contingency reserve funds, with clear understanding of which expenses belong in each category. The BC Strata Property Act provides guidance on this division, helping councils make appropriate funding decisions.
Operating fund maintenance includes all work performed more than once annually, such as landscaping, routine cleaning, minor repairs, and regular system servicing. These expenses should be budgeted in the annual operating budget based on historical costs and known price increases.
Contingency reserve fund expenses include major replacements and repairs that occur less frequently than annually, such as roof replacement, elevator modernization, and building envelope repairs. The depreciation report provides guidance on timing and costs for these major expenses.
Professional cost estimation helps ensure adequate funding for planned maintenance activities. Obtaining quotes from multiple contractors provides realistic cost expectations and helps identify potential savings opportunities through bundling similar work or timing projects strategically.
Be Proactive About Vendor Contracts & Changes
Vendor relationship management significantly impacts maintenance quality, cost control, and emergency response capabilities. Developing strong relationships with reliable service providers creates value that extends far beyond simple cost considerations.
Service contract evaluation should occur annually, comparing current providers’ performance, costs, and service quality against market alternatives. Long-term contracts often provide cost stability and priority service, but councils must balance these benefits against the need for competitive pricing.
Vendor qualification involves verifying insurance coverage, licensing, bonding, and references before engaging contractors for major work. The BC government recommends maintaining files on approved vendors to streamline future project planning and emergency response.
Emergency service relationships should be established before problems occur. Having pre-negotiated agreements with plumbing, electrical, and HVAC contractors ensures rapid response during emergencies and often provides preferential pricing for routine work.
Performance monitoring helps ensure vendors meet contract requirements and maintain service quality standards. Regular evaluation of work quality, response times, and communication effectiveness provides the information needed to make informed decisions about contract renewals and vendor relationships.
Documentation requirements for vendor contracts should include detailed scope of work, performance standards, insurance requirements, and warranty terms. Proper documentation protects the strata corporation’s interests and provides clear guidance for service expectations.
Other Seasonal Maintenance Guides
Building Long-Term Success Through Systematic Care
Preventative maintenance is key to protecting investments and creating sustainable, comfortable communities. Strata and condo councils can use a systematic approach to make informed decisions about property care, backed by clear communication, consistent implementation, and adequate funding. Regularly updating maintenance schedules ensures they stay relevant as buildings age and technology evolves.
Start by assessing current practices, addressing gaps, and prioritizing improvements based on safety, cost, and resident concerns. Preventative maintenance reduces emergencies, extends equipment life, and boosts property value and resident satisfaction.
Learn how Eli Report can help assess your buildings vendors, financial health, and more.