Ontario’s condominium landscape is changing rapidly. With aging buildings, soaring repair costs, and new safety regulations on the horizon, condo boards, landlords and property managers must shift to proactive upkeep. In 2026 deferring maintenance will no longer be an option – it will be a serious risk. Actuaries warn that many Ontario condos were built around the same time and will likely suffer issues concurrently, so without planning “the cost of maintenance will rise across the industry. Preventative maintenance (PM) – regular inspections, scheduled servicing, and timely repairs – is the key strategy to control these costs, extend asset life, and ensure resident safety. This article explains the factors driving the 2026 maintenance imperative and offers a step-by-step framework for condo boards to get ahead.
Aging Infrastructure Driving Urgent Repairs
Condo buildings are aging fast. Ontario alone has over 12,000 condo corporations (about 900,000 units) many built during condo booms in the 1980s–2000s. Systems installed then (roofs, boilers, piping, elevators, etc.) are now hitting end-of-life. Experts caution that these aging systems will fail around the same time. As Henry Chio, an actuary, explains, “these condos will likely experience very similar issues concurrently… If they all experience unexpected issues in parallel, the cost of maintenance will rise across the industry”. In other words, dozens of towers may need costly concrete repairs, HVAC overhauls, or elevator replacements at once, creating a labor and supply crunch that drives prices up.
Proactive planning is essential. Regular condition audits can help identify assets nearing failure before an emergency strikes. For example, elevator experts note that a commercial elevator’s useful life is typically 20–25 years, but failure to upgrade key components can cut that lifespan short. By scheduling refurbishment (rather than waiting for breakdown), boards can control costs and avoid sudden special assessments. Similarly, plumbers and electricians should inspect aging piping and wiring annually; if aluminum wiring or cracked piping is found (common in older condos), timely retrofit can prevent fire or flood later. In short, the older the building, the more crucial a preventative maintenance program becomes.
Rising Maintenance and Insurance Costs
Material and labor costs are climbing. Construction inflation has been high, and trade tariffs or shortages amplify it. As one industry report notes, we now operate “in a market characterized by higher construction costs, aging buildings, and increasingly stringent safety standards”. That combination means every repair – from tuck-pointing facades to replacing a chiller – costs far more than it did a decade ago. In fact, projects that once fell within budget are now routinely exceeding estimates. This drives up condo fees and reserve fund needs unless boards act early.
Insurance premiums are under pressure. Condo insurance has been in a so-called “hard market” where claims and risks outpace insurer funds. Many corporations saw premiums jump and deductibles rise in recent years. Although markets have eased slightly, underwriters are demanding more information on building systems, especially in older buildings. For example, insurers now require renewals to include the age and maintenance history of each unit’s heating, electrical and plumbing systems. Buildings over 40 years old must often demonstrate recent updates to aluminum wiring, galvanized pipes, aging furnaces, etc., or face coverage issues. In short, if a condo board can’t show evidence of proactive upkeep, it may pay much higher premiums or be denied coverage.
Preventative maintenance directly mitigates these cost pressures. Boards that implement routine servicing and inspections have fewer large claims. CPO Management reports that effective maintenance schedules “can save a surprising amount of energy” and “spread out work,” avoiding emergency repairs and likely reducing premium hikes. Likewise, maintaining equipment (HVAC, electrical panels, roof membranes) can qualify a building for better insurance rates or keep premiums from spiking. By contrast, delaying repairs often leads not only to higher repair bills (sometimes 3–4× the planned cost) but also to higher insurance scrutiny and fees.
New 2026 Codes and Regulations
Starting January 1, 2026, several Ontario codes and laws will tighten maintenance standards. Condo boards must prepare now to comply:
- Ontario Fire Code Upgrades – Regulation 87/25 brings sweeping changes. All exit doors (even those not normally used) must meet new locking/egress standards, and fire alarm inspection protocols are dramatically upgraded. Ontario will adopt ULC S536/S537 standards, meaning monthly and annual fire alarm inspections must use standardized forms with detailed logs, and batteries must be load-tested. Wireless CO detectors and voice evacuation systems must also be tested and logged. Crucially, carbon monoxide (CO) alarm rules tighten: any building heated by fuel-burning appliances must install CO alarms outside every sleeping area, in every floor, and even in corridors serving those units. Municipalities can levy fines for violations under new Administrative Monetary Penalties, so early compliance is critical.
- Ontario Building Code CO Requirements – Similarly, the Ontario Building Code now mandates CO detectors on every storey of homes with fuel-burning appliances (not just near bedrooms). This rule explicitly covers multi-unit residential buildings: condos must install alarms in each unit – and sometimes in common corridors – whenever fuel furnaces, water heaters, fireplaces or attached garages are present. Boards should inventory all fuel-burning equipment and plan for CO alarm installation on every level by Jan 1, 2026.
- Weatherproofing and Flood Mitigation Codes – Canada’s new building codes (adopted provincially) also aim to improve climate resilience. Upcoming requirements include automatic backflow valves to prevent sewer flooding, stronger wind load standards, and better roof/snow load specifications. For high-rise condos, this means installing flood backflow preventers on underground parking and reinforcing roof anchorage and eaves.
Failing to heed these changes carries penalties (fire code breaches can trigger up to $500,000 fines for corporations). Proactive boards should audit their buildings now (fire panels, CO alarm placement, flood defenses, etc.) to identify gaps. For example, retrofitting CO alarms or upgrading fire panel reporting before 2026 avoids rush costs and fines later.
Risk Mitigation for Fire, Flood, HVAC and Elevators
Condo risk is expanding beyond the usual: fire, flooding, storm damage and HVAC failures are top threats. Climate change means more extreme weather, putting windstorm and flood protection front of mind. Insurers now focus on flood zones and fire districts; they may exclude or surcharge coverage for vulnerable buildings.
- Fire and Life-Safety: In addition to the code changes above, boards should ensure fire suppression and alarm systems are fully maintained. Routine checks of sprinklers, extinguishers and escape signage save lives and insurance headaches. A well-maintained fire system also helps comply with Section 99 of the Ontario Condominium Act, which mandates insurance against fire and smoke damage.
- Flooding: Urban condos are increasingly affected by heavy rains and sewer backups. Flooding in underground garages can incapacitate elevators and damage electrical gear. Catastrophe modeling shows that a single flood can cause millions in losses. Boards should plan for flooding by installing sump pumps, backflow valves, and keeping elevator shafts dry. The Act requires insurance for “water escape” (flood) damage, so maintaining flood defenses is part of risk management.
- HVAC and Utilities: Furnace, boiler and chiller breakdowns are not only disruptive but expensive to repair last-minute. A clean, yearly service of boilers and chillers (including water treatment to prevent corrosion) can prevent major failures. Regular HVAC filter changes and duct cleaning improve efficiency and indoor air quality, which is an added benefit for resident health (and can reduce claims related to mold or allergen issues).
- Elevators and Moving Parts: Elevators require ongoing attention. Experts emphasize that lifecycle costs (including routine lubrication, cable inspections, control upgrades) must be budgeted in advance. For example, elevator control panels and door operators often need modernization after ~20 years. Preventative maintenance contracts (quarterly checks by certified technicians) reduce emergency breakdowns that leave residents stranded and potentially escalate insurance claims.
In all cases, the message is: mitigate now, don’t wait for disaster. A solid maintenance program – fire drills, flood response plans, HVAC service contracts, elevator inspections – vastly reduces the chance of catastrophic events. It also keeps insurance claims low. CPO Management notes that “proactive maintenance not only reduces serious repair costs, but also helps reduce insurance claims,” avoiding premium hikes or claim denials.
Funding and Incentives for Proactive Upgrades
While boards often worry about costs, some government programs can help offset big upgrades (especially green or resilience measures). For example, CMHC’s Canada Greener Affordable Housing (Retrofit) program offers low-interest repayable and even forgivable loans for deep energy retrofits of multi-unit buildings. (It covers upgrades like insulation, heat pumps, solar and so on that also reduce utility bills). Condos with a social housing purpose or mixed-income component may qualify to cover 70%+ energy savings targets. Other streams (like pre-retrofit planning grants) may cover energy audits and studies. While many private condo corporations aren’t directly eligible for affordable-housing funds, awareness of these programs can shape master plans – e.g. bundling necessary envelope repairs with energy retrofits to tap rebates or green financing.
On the provincial/municipal side, programs like Toronto’s Deep Retrofit Challenge or Ontario’s home-renovation rebates (for landlords or low-income seniors) can subsidize things like geothermal retrofits or ventilation upgrades. Some municipalities offer resilience grants for seismic or flood-proofing projects. Boards should assign a volunteer to research these funding sources each year. Even if a condo doesn’t qualify for large loans, small rebates (for LED lighting, efficient boilers, etc.) can accumulate. Above all, the trend is clear: governments are rewarding maintenance that improves energy efficiency and climate resilience.
2026 Preventative Maintenance Planning Checklist
Condo boards need a clear game-plan for 2026. Here’s a step-by-step checklist to get started:
- 1. Conduct a Comprehensive Building Audit. Hire engineers or consultants to review all systems now. Inspect roofs, balconies, parking structures, boilers, chiller plants, fire alarms, sprinklers, generators, and elevators. Identify items nearing end-of-life. Prioritize items with compliance deadlines (e.g., CO alarm placement per Regulation 87/25) or known risks. Document everything in a master list.
- 2. Update Maintenance & Inspection Schedules. Based on the audit, create an inspection calendar. For example: monthly fire panel checks and log reviews (per new ULC S536/S537 rules), quarterly generator and backflow valve tests, annual roof and gutter inspections, biannual elevator preventative maintenance, etc. Many condos find value in software or digital checklists to track these tasks. The goal is to “catch small defects before they evolve into expensive repairs” – routine walk-throughs of common areas, parking and mechanical rooms ensure nothing is missed. Consider hiring a condo inspector or using drone surveys for roofs and exteriors if accessible.
- 3. Embrace Property Management Technology. Use a modern Property Management Software (PMS) to log maintenance tickets, schedule tasks and track vendor invoices. Systems like Buildium or DoorLoop automate rent and maintenance workflows. A good PMS sends automated maintenance reminders (e.g. “90-day elevator check due”) and can keep a history of all repairs. It also provides transparency: boards can run reports on maintenance costs and aging equipment. Even a mid-sized condo should consider a digital platform to avoid spreadsheet chaos.
- 4. Audit and Train Vendors. Evaluate all contractors (plumbers, electricians, roofing, elevator techs, cleaners) before renewing contracts. Check each vendor’s insurance, certifications and track record. Negotiate clear service contracts that define frequency and scope of work. Institute a simple vendor audit: annually review past performance (timeliness, workmanship) and encourage feedback. Hold vendors to warranty obligations (e.g. a new roof should have a 20-year warranty). Remember, a reliable vendor can “handle each mission-critical system in turn” and avoid crisis response costs.
- 5. Update Insurance and Reserve Fund Studies. With maintenance data in hand, work with the insurance broker to ensure building values and coverage limits are current – accounting for inflation and new replacement costs. Ensure the policy covers 2026 Code requirements (e.g. flood or seismic). Simultaneously, get a new Reserve Fund Study. Include “stress testing” scenarios: what if inflation is 1–2% higher, or a major component fails early. Use actuarial advice: assume older buildings may face parallel failures and build extra cushions. A healthy reserve fund avoids special assessments and fee shocks.
- 6. Board Education & Policy Review. Make sure directors know about upcoming codes (Fire Code Regulation 87/25, Building Code changes) and the condo corporation’s bylaws. Consider a short training session or seminar from a legal expert on compliance. Review and update the condo’s maintenance policy (a requirement in Ontario condos). If not already in place, draft an emergency plan (fire, flood, power outage) and communicate it to residents.
- 7. Explore Financing Options. Identify any grant or loan programs that could help with large projects. For example, if planning a boiler replacement or deep retrofit, see if CMHC or local green funds apply. Document any energy audits or upgrade plans that could unlock incentives. Also, investigate whether the provincial government or local utilities offer rebates for high-efficiency equipment (boilers, chillers, heat pumps). Even if funding is limited, show owners you’re seeking every dollar to lower their costs.
- 8. Communication Plan. Keep owners informed as you roll out the maintenance plan. Use newsletters or a dedicated portal to explain why fees may rise or special projects are needed (“This year we replace 20-year-old boiler, which saves money long-term by improving efficiency”). Transparency builds trust, so residents understand that preventative maintenance avoids sudden levy surprises.
Leveraging Technology and Best Practices
Modern tools can make all the difference. As ManageYourProperty advises, property management software “automates tedious daily tasks” and “streamlines operations”. These systems give owners online portals to report maintenance issues, submit payments, and access documents – cutting phone calls and paper trails. For inspections, apps like BuildingLink or even simple Google Sheet reminders can ensure nothing falls through the cracks. Digital record-keeping (photos, dates of service, warranties) is invaluable for audits and insurance.
Routine inspections are a backbone of PM. Industry best practices suggest annual or semi-annual full building walkthroughs. For example, scheduling a “Spring Warming” inspection in spring (check heaters, windows, balconies) and a “Fall Check” before winter (inspect roofs, heaters, soffits) can catch seasonal issues. Document each inspection and set next inspection dates during the visit. Regular inspections not only extend system life, they ensure compliance (e.g. verifying smoke/CO detectors are present and functional every year).
Vendor management is another key area. Only hire contractors with a proven track record and full liability insurance (owner’s panels should be listed). Request and store each contractor’s insurance certificate and WSIB clearance. Implement a simple vendor audit checklist: after each contract year, review whether SLAs were met, equipment guarantees honored, and final invoiced amounts matched quotes. This proactive oversight prevents quality issues and unexpected billings.
Call to Action: Partner with ManageYourProperty.ca
For Ontario condo boards, the stakes have never been higher. With 2026’s new codes, rising costs and aging assets, professional management support pays dividends. ManageYourProperty.ca specializes in condo property management and maintenance. Our full-service packages include regular inspections, maintenance coordination, budgeting and detailed financial reporting. We stay on top of all regulatory changes and ensure your reserve fund planning is robust. Our award-winning customer service and experienced team mean your building will be clean, safe and compliant.
Don’t wait for a crisis. Contact ManageYourProperty.ca today to consult about your 2026 maintenance plan. Our experts can audit your property, implement software-driven systems, and guide your board through every step of preventative maintenance. Together, we’ll protect your investment and keep residents safe and happy in the years ahead.Sources: Industry reports, regulatory updates, and expert analyses have been cited throughout. Key references include the Ontario Fire Code (Regulation 87/25), Canadian housing authorities (CMHC), and leading property management firms. These underline the urgent need for proactive maintenance in 2026.
