Introduction: What Councils Need from Contractors

After completing dozens of strata roofing projects, we've learned what makes projects succeed: clear communication, detailed documentation, and understanding council constraints. This guide shares what we've learned working with strata councils.

WHAT MAKES STRATA PROJECTS DIFFERENT

Multiple Stakeholders

Who You're Dealing With:

• Strata council: Makes decisions, approves work
• Property manager: Day-to-day contact, coordinates access
• Individual owners: Live in units, have concerns/questions
• Tenants: May not know project is happening

Communication Challenges:

• Council members are volunteers (limited time)
• Decisions require council vote (can't get instant answers)
• Owners may contact contractor directly (bypassing council)
• Need to keep everyone informed without overwhelming them

Budget Constraints

Why Stratas Are Price-Sensitive:

• Fixed budget from Contingency Reserve Fund
• Special levies are unpopular (owners vote on them)
• Council is accountable to owners for spending
• Can't easily increase budget mid-project

What This Means:

• Quotes must be accurate (no surprise costs)
• Change orders need clear justification
• Value engineering may be needed
• Transparency is critical

THE QUOTING PROCESS

What Councils Want in a Quote

1. Detailed Scope of Work:

• Exactly what's included (and what's not)
• Building-by-building breakdown
• Specific materials (brand, type, color)
• Preparation work (tear-off, deck repair)

2. Transparent Pricing:

• Materials cost separate from labor
• Square footage calculation shown
• Per-unit cost (helps owners understand)
• Optional upgrades priced separately

3. Timeline:

• Start date and completion date
• Building-by-building schedule
• Weather contingency
• Milestones for progress payments

4. Warranty Details:

• Workmanship warranty (years, what's covered)
• Material warranty (manufacturer's warranty)
• Who to contact for warranty claims

5. Insurance Proof:

• $5M liability insurance certificate
• WorkSafeBC clearance letter
• Both should be current (not expired)

Common Quote Mistakes (That Lose Jobs)

1. Vague Scope:

• "Supply and install roofing" - too vague
• Doesn't specify materials, preparation, cleanup
• Councils can't compare quotes

2. Missing Information:

• No square footage calculation
• No timeline
• No warranty details
• Makes council suspicious

3. Too-Good-To-Be-True Pricing:

• 30%+ below other quotes
• Councils know this means corners will be cut
• Or surprise costs will come later

COUNCIL MEETINGS AND PRESENTATIONS

Presenting to Council

What to Bring:

• Written quote (one copy per council member)
• Material samples (shingle colors, metal samples)
• Photos of similar projects
• Reference list
• Insurance certificates

What to Cover:

• Your experience: How many strata projects you've done
• Timeline: When you can start, how long it takes
• Disruption: Noise, parking, access needs
• Communication: How you'll keep council/owners informed
• Warranty: What's covered, for how long

Questions to Expect:

• "Why is your quote higher/lower than others?"
• "Can we do this in phases to spread out cost?"
• "What happens if you find rot or damage?"
• "How will you minimize disruption to residents?"
• "What if it rains during the project?"

After the Meeting

Follow-Up:

• Send thank-you email to council
• Answer any additional questions promptly
• Provide additional information if requested
• Be patient - councils may take weeks to decide

PROJECT COMMUNICATION

Before Work Starts

Pre-Construction Meeting:

• Attendees: Council president, property manager, project manager
• Topics:
  • Confirm start date and timeline
  • Review access requirements (gates, parkades)
  • Discuss parking restrictions
  • Identify contact person for each party
  • Review owner communication plan

Owner Notification:

• We provide template letter for council to send
• Includes: start date, duration, what to expect
• Posted in common areas 2 weeks before start

During the Project

Weekly Updates:

• Email to council/property manager every Friday
• What was completed this week
• What's planned for next week
• Any issues or delays
• Photos of progress

Handling Owner Concerns:

• Direct owners to contact property manager (not crew)
• Property manager relays concerns to us
• We respond within 24 hours
• Keeps communication organized

After Completion

Final Walkthrough:

• Council/property manager inspects work
• We address any concerns immediately
• Provide warranty documentation
• Provide maintenance recommendations

COMMON STRATA CHALLENGES (AND SOLUTIONS)

Challenge 1: Occupied Buildings

The Problem:

• Residents home during work hours
• Noise complaints
• Parking restrictions frustrate owners
• Debris concerns

Our Solutions:

• Noise: Work 8 AM - 5 PM (avoid early mornings/evenings)
• Parking: Coordinate with property manager, minimize disruption
• Debris: Daily cleanup, magnetic sweep for nails
• Communication: Advance notice of noisy work (tear-off days)

Challenge 2: Access Issues

The Problem:

• Gated communities (need access codes)
• Underground parkades (height restrictions)
• Narrow driveways
• No staging area

Our Solutions:

• Site visit before quoting (identify access issues)
• Coordinate with property manager for gate codes
• Use smaller trucks if needed
• Arrange off-site staging if necessary

Challenge 3: Phased Projects

The Problem:

• Strata wants to spread cost over 2-3 years
• Do some buildings now, others later
• Requires careful planning

Our Approach:

• Quote each building separately
• Prioritize worst buildings first
• Lock in pricing for future phases (1-2 years)
• Ensure color/material availability for matching

Challenge 4: Hidden Damage

The Problem:

• Can't see deck condition until tear-off
• May find rot, structural issues
• Not in original quote
• Council needs to approve additional cost

Our Approach:

• Include contingency in quote (10-15% for unknowns)
• Document all damage with photos
• Provide written change order before proceeding
• Explain why repair is necessary
• Get council approval before additional work

PAYMENT TERMS

Typical Payment Schedule

Our Standard Terms:

• Deposit: 10-20% upon contract signing (materials deposit)
• Progress payment: 40% at 50% completion
• Final payment: 40% upon completion and council approval

Why This Works:

• Protects both parties
• Contractor has cash flow for materials/labor
• Strata holds back final payment until satisfied

Holdback Requirements

BC Builders Lien Act:

• Strata must holdback 10% for 55 days after completion
• Protects against liens from subcontractors/suppliers
• Released after lien period expires

The Bottom Line

Successful strata projects require clear communication, detailed documentation, and understanding council constraints. Treat councils as partners, not just customers.

At RJ Roofing Bros, we've completed dozens of strata projects. We understand council decision-making, budget constraints, and the need to minimize disruption. We provide detailed quotes, regular updates, and responsive communication. We make your project as smooth as possible.

Strata council looking for a reliable contractor? Call (604) 997-1292