Managing Stratas in Mountain Resorts: Insights from an Expert

Managing a Strata Corporation in a mountain resort community is a world apart from traditional strata property management. These unique environments combine breathtaking scenery with complex logistical, financial, and governance challenges.

We interviewed Community Manager Aren Green, who has both lived in and managed mountain resort strata communities (like those found at Panorama, Sun Peaks, and Silver Star), to learn what drives success in these communities.

What Makes Mountain Resort Strata Communities Unique? 

Aren explains that, beyond the stunning scenery, what truly sets mountain resort strata communities apart is the composition of their Owners and the reasons they choose to purchase. 

“Ownership in these communities are often for investment and/or recreational use. Council members and Owners are not necessarily living in the property and can be from all over the world.”

With many property Owners living elsewhere, communication and decision-making often cross different time zones and cultures.  

The remote locations of these strata communities, in addition to environmental factors, also sets them apart from other communities:  

“Because vendor options are sometimes limited, Strata Councils must foster lasting relationships with each vendor. Many vendors are willing to travel, though this comes with additional costs for mileage. We must also account for the intensified weather conditions and how they can delay travel.” 

These unique characteristics mean that Strata Councils and their Strata Management company must excel at: 

• coordinating across distances,  

• adapting quickly to changing circumstances,  
• and thinking creatively to keep operations running smoothly.  
  

As Aren notes, the combination of absentee ownership, limited vendor options, and extreme weather demands a flexible, proactive mindset. Strata Corporations can succeed by focusing on strong communication, building reliable relationships, and preparing for seasonal shifts.

The Impact of Seasonal Occupancy 

Seasonal occupancy patterns are at the heart of maintenance planning for mountain resort strata communities. Aren shares: 

“Strata Councils need to base their maintenance plans around seasonality. For these types of Strata Corporations, the Winter and Summer seasons are when they are at peak occupancy. One of our main goals is to ensure the least amount of disruption to the community during their peak seasons.” 

During peak seasons, vendors are in high demand, not just by your strata, but by all properties in the area. This can lead to limited availability and longer wait times for service. 

Strata Councils need to strategically schedule most maintenance and upgrades for the off-season (Spring and Fall) when occupancy is lower. This allows for easier vendor booking, as their schedules are less congested and rates may be more favorable. By building strong long-term relationships with vendors, Strata Councils ensure reliable service and the ability to book major projects well in advance.  

Tackling Operational Challenges 

Mountain resort Strata Corporations face a unique set of operational hurdles, especially during the Winter months. The environment itself introduces complexities that require both strategic planning and real-time decision-making. Aren notes:

“It is a constant balancing act determining if the issue can be resolved immediately or if it needs to be temporarily resolved now and addressed during the off season” 

It is crucial to maintain the safety and comfort for Residents, while also managing costs and vendor availability.  

To support seasonal occupancy and out-of-town Owners, Strata Councils should use digital property management tools and establish clear communication procedures to keep everyone updated. This includes sharing maintenance schedules and any disruptions from emergencies. In addition, many of the units are rental properties, so a strong relationship with third party Rental Management companies is critical to smooth operations. 

If you can find a Property Management company that offers both strata management and rental management, they are likely to have internal processes in place to ensure tight communication between the separate departments. 

Financial Planning Considerations 

It is important to understand the impact of seasonal occupancy cycles and operational demands on the financial management of the Strata Corporation. Aren advises that effective budgeting is key: 

“Having easy-to-read financials is critical in understanding the previous years’ expenses. This allows Council to consider and factor in potential increases based on market conditions. Having a professional Strata Manager can be a huge asset here as they can benchmark your community against comparable properties in their portfolio.”  

Reserve fund planning for resort properties can also be more complex. In addition to items like roofs or windows, Strata Councils must plan for a wider array of amenities like clubhouses and pools. Amenities face advanced wear caused by constant use in high occupancy seasons as well as the harsh mountain conditions. Maintaining them well is necessary to ensure both safety and the preservation of property value. 

Navigating Legislation and Regulatory Complexity

Strata communities located in mountain resorts are subject to the same legislation as their urban counterparts. However, as Aren explains, navigating them is often more complex.  

“The B.C. Governments Electric Vehicle (EV) charging legislation doesn’t consider some of the challenges faced by mountain communities. These communities often have limited electrical infrastructure. The requirements for EV charging can be difficult to implement without significant upgrades, which are both costly and disruptive.” 

Provincial government-imposed covenants can also restrict how Owners use their properties (e.g. rental limitations and occupancy rules). Who is responsible for enforcing these covenants is often unclear. This can leave Strata Councils wondering if they are meeting their roles and responsibilities. Seeking legal advice from firms familiar with mountain resort strata communities can ensure Strata Councils navigate these complex issues with ease and avoid costly mistakes. 

Embracing Technology and Best Practices 

Mountain resort-style Strata Corporations face unique challenges with their remote locations and global ownership. Technology has become an essential tool for overcoming these hurdles and streamlining governance. One of the most significant advancements has been the adoption of virtual meetings. As Aren notes: 

“Virtual meetings (via Zoom, Teams, etc.) has made Annual General Meetings (AGM) or Special General Meetings (SGM) attendance challenges a thing of the past. My best tip for Councils is to give the go-ahead to their Strata Management to ask Owners to waive their right to an AGM/SGM notice via mail. Owners waiving this right can save their Strata Corporation money by cutting printing and mailing costs.” 

Beyond virtual meetings, platforms like Tribe Home are revolutionizing how strata communities operate. These platforms offer benefits like: 

• Centralized Communication: Owners, Council members, and Strata Managers can share updates, documents, and announcements in one secure online hub, ensuring everyone stays informed regardless of location. 

• Document Storage: Meeting minutes, bylaws, financial statements, and maintenance schedules are easily accessible, improving transparency and record-keeping. 
• Service Requests: Owners can submit requests directly through the platform, and Strata Managers can monitor progress, ensuring timely responses even during peak seasons or adverse weather. 
• Maintenance Request Tracking & Visibility: Council members can view and monitor maintenance requests to ensure Owners and tenants are receiving timely service.

By embracing virtual meetings and leveraging platforms like Tribe Home, mountain resort strata communities can overcome the challenges of remote management, foster greater Owner participation, and streamline operations. These best practices not only save time and money but also build a more connected and resilient community. 

Expert Guidance & Innovative Solutions for Mountain Resort Strata Management 

Navigating mountain resort strata management requires a blend of legal awareness, flexibility, and the strategic use of technology. Strata Councils and Owners can address the unique challenges in their community by seeking the right professional advice and embracing innovative digital tools.  

At Tribe Management we have experts, like Aren, who are well versed in the complexities of managing these communities. Their hands-on experience ensures that Strata Councils receive the practical and forward-thinking guidance they need.  

Our team of experts uses our proprietary property management platform, Tribe Home, to foster transparent communication and decision making while streamlining administrative tasks. This empowers Strata Corporations to thrive even in the most challenging environments.  

Learn more about Tribe Management and the services we offer today and contact to us for your free quote.