What Roles & Responsibilities Exist on Strata Councils?

Strata council members are elected to make key decisions for the strata corporation. Their duties have a broad scope, but here are the main areas they typically manage:

Financial Management

Strata councils are responsible for managing the financial health of the strata corporation. They prepare and approve annual budgets, manage funds, oversee expenditures and investments, and review financial statements to share with owners. Effective financial management makes sure there are enough funds for daily operations, planned maintenance, and unexpected repairs. These budgets help council members allocate resources efficiently.

Pro Tip: Using tools like the Eli Report Annual Benchmark Report can help councils compare their budgets with similar stratas, ensuring competitiveness and financial stability.

Maintenance and Repairs

Strata councils are in charge of maintaining common property, which includes tasks like approving maintenance proposals, ensuring timely repairs for things like elevators, roofing, gardens, or parking facilities, and commissioning regular inspections to prevent costly issues in the future.

Neglecting maintenance can lead to emergency repairs and even decreased property values. It’s essential to stay proactive in these areas.

Bylaw Enforcement

Strata corporations operate under a set of bylaws and rules designed to maintain order and harmony within the community. These bylaws outline expectations for owners and tenants, covering everything from noise levels to the proper use of common areas. It’s the responsibility of the strata council to ensure that everyone follows these rules. This includes addressing violations, like excessive noise or misuse of shared spaces, and issuing fines or penalties when necessary.
However, enforcing bylaws isn’t just about punishment. By applying the rules equally to everyone, the council helps create a positive, cooperative environment where all residents can feel comfortable and respected.

Common Example:

Handling a noise complaint might involve identifying the offending party, issuing a warning or fine, and ensuring follow-through on any remedies required.

Meeting Management

Strata councils play a key role in managing the affairs of a strata community, and one of their main responsibilities is organizing and facilitating meetings. These include Annual General Meetings (AGMs), where important topics like budgets, upcoming projects, and major decisions are discussed and voted on by owners.
Special General Meetings (SGMs) can also be held to address urgent matters or pass significant resolutions that require immediate attention. Clear and transparent communication during these gatherings is crucial, as it helps build trust and fosters a sense of collaboration within the community.

Record Keeping

Proper documentation is essential for the smooth and efficient operation of any strata corporation. Councils are responsible for maintaining a detailed registry of all owners and tenants, which helps ensure transparency and accountability. They must also keep important records such as financial statements, meeting minutes, and correspondence, which provide a clear history of decisions and communications.
Additionally, key documents like insurance policies, maintenance logs, and contracts must be carefully organized and up to date. These records are not just about staying compliant with regulations—they are critical tools for resolving disputes, managing day-to-day operations, and planning for the future. By keeping thorough and well-organized documentation, councils can create a foundation for effective governance and a harmonious community.

Insurance

Strata councils have a key responsibility to ensure their corporation has adequate insurance coverage to protect both the property and its residents. This means securing building insurance to cover damages caused by events like fires, floods, or other disasters that could impact the structure. It also involves obtaining liability insurance for common areas, such as hallways or lobbies, to protect against accidents or injuries that could happen on the property.
Additionally, councils must regularly review the insurance deductibles to ensure they are reasonable and align with industry standards, avoiding any surprises in the event of a claim. By carefully managing these aspects, strata councils help safeguard the community’s assets and provide peace of mind to all residents.

Pro Tip: Stay informed on strata insurance trends to keep up with rising premiums and ensure adequate coverage for your community.

Contractor Management

Councils play a key role in managing contractors for a variety of services, from landscaping to elevator repairs. Their responsibilities include requesting and reviewing quotes to find the best value, finalizing contracts to ensure clear terms, and supervising both employees and vendors to maintain high-quality service.
Monitoring contractor performance is essential, as it helps identify and address any issues early on, preventing larger problems down the line. By staying proactive and maintaining open communication with contractors, councils can ensure that services are delivered efficiently and meet community expectations. Effective oversight not only guarantees quality but also builds trust with residents.

Pro Tip: Eli Report can help you find quality contractors that are already doing great work on other stratas.

Ethical and Legal Obligations for Strata Council Members

Council members are expected to act honestly, in good faith, and prioritize the best interests of the strata community.
The Strata Property Act highlights key responsibilities, including exercising care and diligence by making thoughtful, responsible decisions, maintaining transparency through regular reporting to strata owners, and ensuring neutrality by avoiding conflicts of interest.

How does the council interact with managers and property owners?

Strata councils often work closely with condo management companies or licensed strata managers to facilitate decision-making and gain valuable advice.

However, it’s important to note that the strata council remains ultimately responsible for making decisions and providing direction.

Strata managers play a crucial role in supporting the council by:

Preparing for and conducting council meetings;
Providing recommendations on quotes or projects;
Implementing council decisions;
Overseeing employees and vendors;
Managing financial matters;
Facilitating communication between council members and residents.

The relationship between the strata council and property owners is one of representation and accountability.

Councils must operate transparently, providing regular reports to owners and ensuring that their actions align with the best interests of the strata corporation.

Recommended Reading: Strata management – what is it anyways?

Do Council Members Get Compensated?

Generally, strata council members serve on a volunteer basis and are not compensated for their roles. This practice aligns with the principle that council members are owners themselves, working for the collective benefit of the strata community.

However, in some cases, strata corporations may choose to provide modest compensation or reimbursement for expenses incurred in the course of council duties, such as travel costs for attending meetings or training sessions.

Compensation, if any, must be approved

It’s important to note that any form of compensation for council members must be approved by the owners through a resolution passed at a general meeting. This ensures transparency and prevents potential conflicts of interest.

Strata corporations considering compensation should carefully review their bylaws and consult legal advice to ensure compliance with the Strata Property Act.

How is Removal or Changes in Council Members Handled?

The Strata Property Act and individual strata bylaws provide mechanisms for removing council members or handling changes in council composition:

1. Removal of a Council Member

A strata council member can be removed, with or without cause, by a majority vote of the owners at a general meeting. If a council member is removed, the owners must elect a replacement at the same meeting.

2. Voluntary Stepping Down

If a council member is unwilling or unable to perform their duties for two months or longer, they can be replaced by a new member appointed by the existing council members.

3. Growing the Council

The size of the council can be changed through an amendment to the strata’s bylaws, which requires a 3/4 vote at a general meeting. If the bylaws allow for a range in the number of council members (e.g., 3-7), the owners can decide on the specific number within that range at each AGM.

4. Handling Vacancies

If a council position becomes vacant between AGMs, the remaining council members may appoint a replacement to serve until the next AGM.

It’s worth noting that a petition to remove a strata council member requires support from 25% of the owners under the Standard Bylaws, unless the bylaws have been amended to specify a different threshold.

Other strata-related resources

For those seeking additional information on strata living and management in British Columbia, the following resources may be helpful:

BC Government Strata Housing Website: Offers comprehensive guides and information on strata living.
Condominium Home Owners Association of BC (CHOA): Provides education and resources for strata owners and councils.
Civil Resolution Tribunal: Handles strata property disputes in BC.
Real Estate Council of BC: Offers information on strata management licensing and regulations.
Eli Report Blog: Provides insights and articles on various aspects of strata management and financial planning.

Being an Effective Strata Council Member with Tech

In today’s digital age, technology plays a crucial role in enhancing the effectiveness of strata council members and property managers. Eli Report offers an innovative solution to streamline condo document review and provide valuable insights for strata management.

The Annual Benchmark Report, provided by Eli Report, is a powerful tool that allows strata councils to compare their financial and operational performance with similar buildings in BC. This report offers:

Line-by-line budget comparisons;
Insurance premium and deductible benchmarks;
Projections for upcoming special levies;
Calculation of ‘overall reserve adequacy;
Recommendations for Contingency Reserve Fund (CRF) contributions.

By leveraging this technology, strata council members can make more informed decisions, identify potential cost savings, and ensure their strata corporation is on a solid financial footing for the future.

Recommended Reading: Why You Need Condo Document Review Software

Final Thoughts

Serving on a strata council is a significant responsibility that requires dedication, knowledge, and a commitment to the community’s well-being.

By understanding the roles, responsibilities, and the tools available to them, you can now effectively navigate the complexities of strata management and contribute to the long-term success of your community.

Take the first step towards more effective strata management today by exploring how Eli Report can support your council’s decision-making process and long-term planning efforts. Try it free today!

What Roles & Responsibilities Exist on Strata Councils?

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Why do Strata Councils exist?

How are members elected?