Strata council and property manager guide · Okanagan
How to Plan a Strata or Apartment Repaint in the Okanagan
Most strata buildings get a full exterior repaint only once a decade or so, which means few people on council have run one before. A repaint touches the budget, the bylaws, an owners' vote, residents' daily routines and the building envelope all at once. This guide sets out the steps in the order they usually happen, for councils and property managers in Kelowna, West Kelowna and Lake Country.
It comes from Pacific Painting Kelowna, a licensed and insured residential and commercial painting contractor with WorkSafeBC coverage and more than 15 years of experience. We work for strata corporations, apartment owners and property management companies on exteriors, balconies and railings, corridors, stairwells and suite turnovers, all planned around the residents who live in the building while we work. The questions answered here are the ones councils raise most often at a first site walk.
Strata law in BC comes from the Strata Property Act, its regulation and each building's own bylaws. We explain the general rules as they affect a painting project, but your strata manager or a strata lawyer should confirm anything that turns on your bylaws or a specific vote. Leasehold strata communities on Westbank First Nation lands should also check which WFN laws apply.
Start With the Depreciation Report
Your depreciation report is the best starting point for timing and budget. It already lists the painted components, their expected life and a forecast cost.
BC's rules now require most strata corporations to obtain a depreciation report and update it every five years, and the old option to waive it by owner vote is gone for most buildings. The report lists common property components such as exterior paint, wood stain, railings and sealants, each with an estimated remaining life and replacement cost.
Find the painting lines, note the year each is scheduled and compare the forecast cost with current pricing. Reports are often several years old by the time the work is due, so treat the figure as a starting estimate and have a contractor check it on site.
Signs the Building Is Behind Schedule
Chalky paint that rubs off on your hand, peeling on south and west walls, grey or cracked stain on wood, and failed caulking around windows. Strong Okanagan sun breaks paint down fastest on those exposures.
Putting a repaint off for a few years often turns it into a repair job, as water gets behind failed coatings and rots trim or damages stucco. Our guide to how long exterior paint lasts in the Okanagan explains what to look for.
Funding the Work
Repaints are usually paid from the contingency reserve fund, a special levy, or a mix of both. Spending from the reserve fund needs owner approval at a general meeting, and the vote required depends on whether the work is recommended in your current depreciation report.
A special levy needs a 3/4 vote of owners at an annual or special general meeting. Build that meeting date into your timeline, because the contract cannot be signed until the money is approved.
Writing a Scope Contractors Can Price
If every contractor prices a different job, you cannot compare the quotes. A short written scope, given to every bidder, fixes that.
| Scope item | What to specify |
|---|---|
| Surfaces | Each component: stucco, siding, soffits, fascia, trim, doors, railings, balcony ceilings, fences |
| Products and coats | Product line or performance level, primer where needed, number of finish coats and sheen per surface |
| Colours | The approved scheme with manufacturer colour codes, or a note that selection is still pending |
| Repairs | Unit rates for wood replacement, stucco patching and caulking, so hidden repairs are priced fairly |
| Access | Lifts, scaffolding or swing stages, landscaping protection and where equipment can park |
| Schedule | Preferred months, working hours under your noise bylaw and any blackout dates |
| Warranty and insurance | Warranty length in writing, required liability coverage and WorkSafeBC clearance |
Unit rates for repairs matter most. Rotten fascia and failed stucco often only show once the lift is up, and a per-foot rate agreed at tender stops every change order turning into a negotiation.
Ask for quotes in the same format, broken out by elevation or component, and give every contractor the same site walk. On large or complex buildings, an independent building envelope consultant can write the specification and review the bids.
Plan for the holdback too. Under BC's Builders Lien Act, the payer generally retains 10% of each payment until 55 days after the work is complete, so your property manager should build that into the payment schedule.
Colour Votes and Approvals
Exterior colour is controlled through the strata's bylaws, and council normally approves the scheme. Repainting in the existing colours is maintenance. A new scheme that significantly changes how the building looks may need a 3/4 vote of owners under the Act's rules on significant changes to common property.
Check whether a development permit or design guidelines from the municipality or WFN apply, since some developments were approved with a set palette. Owners care about colour more than almost any other part of a repaint, so give them a real say before the vote.
- Shortlist two or three schemes. Choose body, trim and accent colours together, to suit the roof and the neighbouring buildings.
- Paint sample panels on the building. Large samples on a sunny wall and a shaded one show how each colour really reads in Okanagan light.
- Let owners see them in person. Leave panels up for a week or two and send photos to absentee owners before the meeting.
- Record the final codes. Put manufacturer, colour code and sheen in the minutes so future touch-ups match.
If council is stuck between options, a colour consultation can narrow the field before samples go up.
Resident Communication Plan
Most complaints during a repaint come from surprises. A simple notice plan prevents nearly all of them.
Notices and Timeline
Send a first notice when the contract is signed and a detailed schedule two to four weeks before work starts. Post updates in the lobby and by email as each elevation is finished.
Balconies and Patios
Residents need to clear furniture, plants, barbecues and storage before their side of the building is painted. Give a specific date range and a contact for anyone who needs help moving heavy items.
Parking and Access
Lifts and scaffolding need room, so stalls near each elevation may be closed for a few days. Map these out early and offer temporary alternatives where you can.
Windows and Suite Entry
Exterior work rarely needs suite entry, but residents should keep windows closed while crews work outside. Where entry is needed, the Standard Bylaws call for at least 48 hours' written notice, and landlords must give tenants at least 24 hours' written notice under the Residential Tenancy Act.
Owners who rent out their suites should pass every notice on to their tenants, who are the people actually moving the patio furniture. Our apartment complex painting page explains how we stage crews and lifts around occupied buildings.
Documents to Request From Painters
Ask every bidder for the same paperwork, and ask again before work starts. A reputable contractor will have it ready.
WorkSafeBC Clearance Letter
It confirms the contractor's WorkSafeBC account is in good standing, which protects the strata from liability for unpaid premiums. Request a fresh one before work starts and again before final payment.
Certificate of Liability Insurance
Ask for the coverage limit your property manager requires, with the strata corporation named as an additional insured.
Business Licence
Kelowna, West Kelowna and Lake Country take part in an inter-community business licence program. Work on Westbank First Nation lands needs a WFN business licence.
Site Safety Plan
It should cover lifts and scaffolding, protecting residents below, and fall protection. WorkSafeBC requires fall protection from 3 metres up, and a written fall protection plan for work at 7.5 metres or higher.
Hazardous Materials Survey
Buildings from before 1990 need a survey before work that disturbs materials such as stucco or textured finishes. Our pre-1990 hazardous materials guide explains the process.
Written Warranty and Product Data
Get warranty terms in writing, plus the product data sheets for every coating in the scope. For more on comparing bids, see how to choose a painter in Kelowna.
A Typical Strata Repaint Timeline
A year or more ahead
Review the depreciation report, walk the building with council and agree on the scope. Decide how the work will be funded.
Autumn and winter before
Tender the scope, compare quotes and choose a contractor. Hold the general meeting for any special levy or reserve fund vote.
Early spring
Paint sample panels once days warm up, finalise colours and send the first resident notice. Confirm lift locations and parking closures.
May to early October
Exterior work runs in the dry season, when temperatures hold above about 10°C. Mid-size buildings usually take several weeks, one elevation at a time.
Completion
Walk each elevation with council, agree a deficiency list and confirm touch-ups before final payment and holdback release. File the colour codes and warranty with the strata records.
Good exterior contractors fill their summers early, so signing by late winter gives you the best choice of dates. Our guide to the best time to paint an exterior in the Okanagan covers the weather windows in more detail.
Corridors, lobbies and stairwells can be painted year-round. They make a sensible winter project if the budget year allows.
Strata Painting Questions
Does a strata repaint need an owners' vote?
It depends on how it is funded and what changes. A special levy needs a 3/4 vote, reserve fund spending needs approval at a general meeting, and a significant change to the building's appearance can need a 3/4 vote of its own.
Who pays for painting balconies and front doors?
That depends on your bylaws and whether each item is common property, limited common property or part of a strata lot. Many councils include balconies, railings and exterior doors in the building contract for a uniform finish, but check the bylaws before you tender.
How often should a strata building be repainted in the Okanagan?
It varies with the surface and its exposure, and your depreciation report gives the best estimate for your building. Sun-facing walls and stained wood wear out first here, so inspect them every year.
Keep exploring
Services this guide relates to
Apartment & Strata
How we paint occupied apartment and strata buildings, inside and out.
Read moreExterior Commercial
Coatings, lifts and staging for larger multi-storey exteriors.
Read moreRailings & Stairwells
Balcony railings and exit stairs are often the first items a depreciation report flags.
Read morePre-1990 Homes and Asbestos
Older buildings may need a hazardous materials survey before prep work begins.
Read moreContact
Call 778-946-5725, email us or request a free painting estimate online, 7 days a week.
Read more
Site walk for councils and managers
Request a Building Proposal
We walk the building with your council or property manager and prepare a written, itemised proposal priced by component. See how we handle apartment complex painting, or call to book a site walk.
- 15+ years experience
- Licensed & insured
- WCB coverage
- 1-year labour warranty
Mon to Fri 7 a.m. to 8 p.m. · Sat 8 a.m. to 8 p.m. · Sun 8 a.m. to 6 p.m.
Loading the estimate form…
Or call 778-946-5725 or email info@pacificpaintingbc.com.