These records are essential for the history, legal standing, and long-term planning of the strata corporation.
Strata Plan: The registered strata plan and any amendments.
Legal Documents:
Any decision of an arbitrator or judge in a proceeding in which the strata corporation was a party.
Any formal legal opinions obtained by the strata corporation.
Common Property Changes: Resolutions that deal with changes to common property, including the designation of Limited Common Property (LCP).
Planning & Reports:
Depreciation Reports (obtained under S. 94 of the Act).
Electrical Planning Reports (and related EV infrastructure reports).
Construction and maintenance documents obtained from the Owner Developer (e.g., as-built plans, manuals for major systems, long-term warranties).
Repair or maintenance reports for major items (kept until the item is disposed of or replaced).
These cover the core financial and governance activities for an extended period.
Meeting Minutes: Minutes of Annual General Meetings (AGMs), Special General Meetings (SGMs), and Strata Council meetings (including the results of any votes).
Financial Records:
Books of Account (showing money received and spent).
The annual Budget and Financial Statements (current and previous years).
Bank statements, cancelled cheques, certificates of deposit, and income tax returns (if any).
Financial records obtained from the Owner Developer (kept for at least 6 years after the transfer of control).
Waivers & Consents: Waivers of general meetings, waivers of notice periods, and written consents to resolutions.
Certificates: Issued Form B Information Certificates.
Contracts: Contracts, including insurance policies, must be kept for at least 6 years after the contract or policy ends (i.e., expiration or termination).
Correspondence: General correspondence sent or received by the strata corporation and strata council.
These are active lists and governing documents that must be readily available.
The current Strata Property Act and Regulation.
The strata's current Bylaws and Rules.
Lists of Contacts:
A list of owners, strata lot addresses, mailing addresses, and unit entitlements.
A list of council members (including contact information).
Names/addresses of mortgagees who have filed a Form C (Mortgagee's Request for Notification).
Names of tenants, and any assignments of voting or other rights by landlords to tenants (Form K).
PIPA Note: Under the Personal Information Protection Act (PIPA), if the strata uses personal information to make a decision that directly affects an individual (e.g., a bylaw fine), that record must be kept for at least one year to allow the individual to request access. If the SPA requires a longer retention period (like 6 years for minutes), the longer period applies.
Keeping these records organized, secure, and accessible (as owners have the right to inspect them) is a cornerstone of good strata governance and compliance in BC.