Maintenance Log

A maintenance log is a record of repairs and maintenance work completed on a strata corporation's common property over time, documenting what work was done, when, and by whom. It helps prospective buyers and owners understand whether the building has been consistently maintained or whether maintenance has been deferred. Under the Strata Property Act (SBC 1998, c. 43), strata corporations are responsible for managing and maintaining common property, and a maintenance log is one practical tool that well-managed strata corporations use to demonstrate that responsibility is being met.

The Strata Property Act (SBC 1998, c. 43) does not explicitly mandate that strata corporations maintain a log in any specific format, but it does require strata corporations to repair and maintain common property and common assets. While a formal maintenance log is not prescribed by statute, better-managed strata corporations typically keep one as a matter of good governance. The absence of a maintenance log is not automatically a legal violation, but it may signal less rigorous management practices.

A buyer can request a Form B Information Certificate under the Strata Property Act (SBC 1998, c. 43), which the strata corporation must provide along with specified attachments including the current budget, bylaws, and rules. Beyond Form B, buyers or their agents can also request the broader strata document package, which may include minutes of strata council and general meetings where maintenance decisions and completed work are often recorded. If a formal maintenance log exists, it may be obtained through the strata management company or directly from the strata corporation, though disclosure of such records is subject to the strata corporation's own practices.

A depreciation report, required under the Strata Property Act (SBC 1998, c. 43) and its Regulation for most strata corporations with five or more lots, projects the long-term repair and replacement costs of common property and common assets. A maintenance log complements the depreciation report by providing a historical record of work already completed, helping to confirm whether the maintenance schedule anticipated in previous depreciation reports has actually been followed. Together, these documents give buyers and owners a more complete picture of the building's physical condition and financial outlook.

Deferred maintenance means that necessary repair or upkeep work on common property has been postponed, which typically accelerates deterioration and increases the eventual cost of repairs. Under the Strata Property Act (SBC 1998, c. 43), a strata corporation may approve a special levy to raise funds for significant repair or replacement work that is not covered by the contingency reserve fund. A maintenance log that reveals a pattern of deferred maintenance is therefore a signal that future special levies may be more likely or larger than they would be for a well-maintained building.

Real estate licensees in BC are governed by the Real Estate Services Act (RESA) and its Rules, administered by the British Columbia Financial Services Authority (BCFSA), and are required to act in the best interests of their clients and provide them with material information relevant to a transaction. Failing to advise a buyer client to obtain and review available strata documents, which may include maintenance records, could constitute a breach of a licensee's duties under RESA. Licensees should ensure buyers are aware of the documents available to them and the significance of maintenance history when purchasing a strata property.

Maintenance logs typically record information about work completed on common property — such as dates, contractors, and nature of repairs — rather than personal information about individuals. Under BC's Personal Information Protection Act (PIPA), personal information means information about an identifiable individual, so general building maintenance records generally would not qualify as personal information requiring consent to disclose. However, if a maintenance record contains details that could identify a specific individual (such as a complaint from a named owner), that portion could engage PIPA and should be handled accordingly.

Under the Strata Property Act (SBC 1998, c. 43), the strata council is responsible for managing and administering the affairs of the strata corporation between annual general meetings, which includes overseeing the maintenance and repair of common property. While the Act does not prescribe a specific log format, the strata council is the body that would direct the creation and upkeep of a maintenance log, either directly or through a strata property manager. Strata councils that maintain thorough maintenance records generally help protect owners from unexpected repair costs and demonstrate sound governance.

The contingency reserve fund (CRF) requirements under the Strata Property Act (SBC 1998, c. 43) and its Regulation are based on minimum contribution rules and the projections outlined in a depreciation report, not on whether a maintenance log exists. However, without a maintenance log, a strata corporation and its depreciation report preparer may have less reliable historical data to assess the condition of common property, which could affect the accuracy of future cost projections and CRF adequacy. Buyers should treat the absence of a maintenance log as a factor that increases uncertainty about the building's true physical condition and the sufficiency of its CRF.

Strata document packages reviewed during a BC strata sale commonly include Form B, meeting minutes, the current budget, bylaws, rules, and often the depreciation report — and where one exists, a formal maintenance log or maintenance history records may also be included. The Strata Property Act (SBC 1998, c. 43) specifies certain documents that must accompany Form B, but a maintenance log is not among the mandated attachments, so its inclusion depends on whether the strata corporation maintains one and whether it is requested. Buyers are encouraged to specifically request maintenance records as part of their due diligence review period.