A hallway flooring replacement can look straightforward on a council agenda. Once work begins, it involves resident access, elevator bookings, noise limits, delivery routes, budget approvals, building rules and final sign-off. So who manages a strata renovation? Several parties share the job, and each needs a clearly defined role before the project moves from discussion to construction.
For most common property projects in Vancouver, the owners approve the big decisions, the strata council directs the project, the strata manager runs the administration and communication, and the contractor controls the work on site. When those lines blur, schedules slip, change requests multiply and residents receive mixed messages.
The owners: approve scope and funding
Under the Strata Property Act, a significant change in the use or appearance of common property needs a 3/4 vote of owners at a general meeting (section 71). Special levies and most larger spending from the contingency reserve fund also need owner approval. A like-for-like replacement of worn carpet is usually routine maintenance; a full lobby redesign usually is not. When in doubt, check with the strata manager or a strata lawyer before the meeting notice goes out.
The strata council: sets direction, not daily site instructions
Council is the decision-making body between general meetings. Council members establish the project goal, approve the scope and budget within their authority, select the contractor and decide when a material issue comes up. They should not need to manage installers day to day.
Before requesting pricing, council should agree on the outcome. Is the priority a premium lobby upgrade, a durable corridor finish for heavy traffic, a fast suite turnover or a phased amenity room refresh with minimal disruption? Each goal changes the materials, method, schedule and budget.
Council should also define what cannot move: elevator availability, quiet hours, security, visitor access or a completion date before the AGM. These belong in the scope from the start, not in a conversation after work begins.
The strata manager: keeps the project controlled
In BC, strata managers must be licensed and are regulated by the BC Financial Services Authority. On a renovation they are usually the administrator and communications lead: obtaining quotes, preparing resolutions, documenting decisions, collecting insurance certificates and WorkSafeBC clearance letters, circulating notices and processing invoices.
A good manager also gives the contractor the building’s operating rules: work hours, loading access, elevator protection, insurance requirements and procedures for entering common areas or suites. They do not replace the contractor’s site supervision, but they keep the decision trail and stakeholder communication organized.
Resident notices should explain what is happening, where, during which hours, what access is affected and any temporary routing. Vague notices create complaints; clear ones let residents plan around the work.
The contractor: owns execution on site
The contractor turns the approved scope into finished work without unnecessary disruption. An occupied building is not an empty site: residents, deliveries, pets, cleaners and building staff keep moving through the space.
A disciplined contractor plans protection and logistics before demolition: floor protection along travel routes, dust containment, controlled material staging, elevator pads and daily cleanup. Trade sequencing matters too. If flooring, tile, painting, electrical, millwork and door adjustments are all in scope, the order of work prevents rework and damage to finished surfaces. A flooring job is not complete when the material is down; transitions, baseboards, door clearances, cleanup and safe routes are all part of the result.
For council, transparent pricing matters as much as installation quality. A quote should clearly list materials, preparation, demolition, disposal, protection, exclusions, allowances, schedule assumptions and taxes. If the scope is unclear, council is comparing assumptions rather than bids.
When a consultant or project manager is worth adding
Not every renovation needs a separate owner-side consultant. For a contained interior scope with a capable strata manager and an experienced contractor, another layer can slow decisions without improving control.
An engineer, architect, designer or project manager is worth it when the work is high value or technically complex: major lobby reconfigurations, accessibility upgrades, work affecting fire separations, mechanical or electrical systems, or projects that need separate design, permitting, tendering and site review. Buildings constructed before 1990 also need a hazardous materials survey by a qualified person before renovation work starts, as required by WorkSafeBC.
Owners renovating inside their own units
In-suite renovations follow a different path. Most strata bylaws require an owner to get written permission before altering certain parts of a strata lot, such as structure, plumbing, flooring that affects neighbours below, or anything touching common property. Check the bylaws before hiring a contractor for in-suite work.
A practical approval path
- Council identifies the need and sets the goal and budget direction
- The strata manager collects building information and requests pricing
- Contractors review the site and submit clear proposals
- Council selects a contractor and confirms owner approval and funding where required
- The contractor prepares the work plan; the strata manager issues resident notices
- During construction, updates go through one agreed contact; council decides on cost, scope or timing changes
- At completion, the contractor clears deficiencies and hands over closeout documents
Pay in stages tied to completed work. In BC, the Builders Lien Act requires a 10 percent holdback on most construction contracts, so ask the strata manager how it will be managed.
Questions to settle before awarding the work
- Who has authority to approve a change, and how is it documented?
- Who communicates with residents?
- What work hours and access restrictions apply?
- How will noise, dust, deliveries and elevator use be managed?
- What happens if hidden conditions are found?
- What does final acceptance look like?
Also confirm the contractor carries liability insurance, has a current WorkSafeBC clearance letter and has real experience in occupied multifamily buildings.
Related reading
See our guides on choosing a strata common area renovation contractor, minimizing renovation disruption, planning strata capital improvements and permit coordination for occupied buildings.
Blue Cat Contracting works with strata councils, strata managers and general contractors on interior renovation in occupied buildings across Greater Vancouver, from site review through final handover.
This article is general information, not legal advice. Check your bylaws and speak to your strata manager or a strata lawyer about decisions for your building.