Operating a strata corporation in British Columbia, Canada, is governed primarily by the Strata Property Act (SPA) and its regulations. Compliance involves a range of legally required, documents, and ongoing operational checklists.
Here is a breakdown of the necessary checklists for strata operations and compliance.
Compliance goes beyond just forms. The strata council must ensure continuous adherence to the Strata Property Act, the strata's own bylaws and rules, and other relevant legislation like the Personal Information Protection Act (PIPA).
Annual General Meeting (AGM): Held once per fiscal year, no later than two months after the fiscal year end.
Notice and Agenda package distributed to owners 4 days before the meeting.
Quorum requirements met (usually 1/3 of eligible votes).
Annual Budget and Strata Council elected/ratified.5
Financial Statements reviewed.6
Special General Meeting (SGM): Called when necessary (e.g., to approve a special levy, amend bylaws).
Notice and Agenda package distributed to owners 14 days before the meeting.
Council Meetings: Held as often as required.
Minutes taken and distributed to council for approval.
Minutes made available to owners within two weeks of the meeting.
Financial Records: Maintain accurate books of account (money received/spent), budgets, financial statements, and bank statements.7
The Operating Fund (for annual expenses) and Contingency Reserve Fund (CRF) (for major expenses/replacements) must be separate.8
Bank accounts reconciled monthly.9
Budget Approval: Annual budget passed by a Majority Vote at the AGM.10
Strata Fees & Collections: Establish and consistently follow a policy for collecting fees, applying fines, and enforcing liens (Form H) on delinquent owners.
Maintenance of Common Property: Ensure common property and common assets are maintained and repaired.11
Depreciation Report: Obtain and review a Depreciation Report (or formally vote annually to waive it, if eligible).12
Note: Stratas with 4 or fewer units, or those that have voted to waive it, may be exempt from the requirement to obtain a new report every 3 years.
Electrical Planning Report: Obtain an Electrical Planning Report and associated documentation if required by the Strata Property Act for EV charging infrastructure.13
Record Keeping: Maintain all required records for the minimum period specified in the regulations (e.g., 2 years for correspondence, 6 years for minutes and financial records, permanently for Depreciation Reports, Bylaws, and Strata Plans).
Owner/Tenant List: Maintain an up-to-date list of owners, tenants, strata lot addresses, and mailing addresses.14
Access to Records: Respond to owner/authorized person requests to inspect or obtain copies of records within the legal timeframes (1 week for bylaws/rules, 2 weeks for all other records).15
Privacy Compliance: Ensure the collection, use, and disclosure of personal information complies with the Personal Information Protection Act (PIPA).16
Required Insurance: Obtain and maintain property insurance on common property, common assets, and any fixtures built or installed on a strata lot that are part of the original construction.17
Liability Insurance: Obtain and maintain liability insurance for the Strata Corporation.18
Insurance Summary: Provide a summary of insurance coverage with the Form B.19
Disclaimer: This information is for general guidance only and is not legal advice. A BC strata corporation should consult with a qualified strata lawyer or licensed strata manager to ensure full compliance with the current Strata Property Act and its regulations.