Caretaker Services Explained: What Strata Councils Should Expect

Caretaker services come up in almost every strata council meeting eventually, usually as a question about whether the building needs one, or whether the current arrangement is actually working. It’s a role that means different things depending on the building, sometimes it’s a resident who handles light duties in exchange for reduced strata fees, sometimes it’s a dedicated onsite employee, and sometimes it’s a contracted service through a property management or janitorial company. Understanding the differences helps a council make a better decision, and avoid some common pitfalls along the way.

Here’s what we’ll cover:

• What caretaker services typically include
• The different models strata councils can choose from
• Employment considerations councils often overlook
• What a reasonable job description looks like
• How to decide if your building needs one

What Caretaker Services Typically Include

Caretaker duties vary by building, but common responsibilities include light cleaning of common areas, monitoring the property for maintenance issues, coordinating with contractors, handling minor repairs, managing garbage and recycling areas, and acting as a point of contact for residents. In many buildings, the caretaker is also the person who notices small problems, a leaking pipe, a burnt-out light, a loose railing, before they become bigger and more expensive ones.

It’s worth noting that caretaker services aren’t the same as full janitorial services. A caretaker role is often broader but less intensive on any single task, while janitorial services focus specifically on cleaning to a defined standard.

The Different Models Strata Councils Can Choose From

There are a few common approaches:

• Resident caretaker: an owner or tenant who takes on the role, often with reduced strata fees or a small stipend in exchange
• Employed caretaker: the strata corporation directly employs someone as staff, with all the obligations that come with being an employer
• Contracted caretaker services: a third-party company provides caretaker staff, handling employment, insurance, and coverage for absences

Each model has tradeoffs. A resident caretaker can be convenient and cost-effective, but it also creates a direct employer-employee relationship between the strata and one of its own owners, which can get complicated if the arrangement doesn’t work out. Contracted services shift that employment burden elsewhere, usually at a higher cost, but with more consistency if someone is sick or on vacation.

Employment Considerations Councils Often Overlook

Hiring an owner, tenant, or occupant of the building as caretaker creates an employer-employee relationship in most cases, which comes with real obligations around vacation pay, statutory holidays, and termination notice. Councils considering this route should understand that it’s not simply an informal fee reduction, it’s an employment arrangement with legal weight behind it. It’s also worth confirming that any council member involved in approving such an arrangement discloses their interest and steps back from the vote if they have a personal stake in it, as required under the Strata Property Act.

These issues are exactly why many strata councils in BC end up moving toward contracted caretaker services over time, since a third-party provider absorbs the employment relationship, insurance, and coverage logistics that come with staffing.

What a Reasonable Job Description Looks Like

A clear job description protects everyone involved, the council, the caretaker, and the residents who interact with them daily. It should spell out working hours, scope of duties, emergency response expectations, reporting lines, and what falls outside the role. Vague expectations are one of the most common sources of friction between councils and caretakers, since without a written scope, everyone tends to assume the role covers whatever they personally need at the moment.

How to Decide if Your Building Needs One

Smaller buildings with straightforward maintenance needs might do fine with periodic janitorial and maintenance visits instead of a dedicated caretaker. Larger buildings, or ones with aging infrastructure, high resident turnover, or a lot of shared amenities, tend to benefit more from having someone consistently onsite or checking in regularly. If your council is fielding a growing number of maintenance complaints or missed issues, that’s often a sign the current arrangement isn’t keeping up.

At EcoPlanet Property Services, we provide contracted caretaker services for strata buildings across Greater Vancouver, with consistent staffing, coverage for absences, and photo-documented visits so your council always knows what’s being handled. You can see more on our building caretaker services page, or explore our broader strata building services. Contact us to talk through what would work best for your building.