EUC Policy in Quebec Co-Ownership: The Essentials

Putting a solid EUC policy in place helps keep your building reliable, safe and compliant. In divided co-ownership, EUC (Maintenance, Use and Preservation) structures “who does what, when and how.” It complements the maintenance logbook and makes decision-making easier for the board of directors (board).

In Quebec, the syndicate is required to preserve the building and ensure its maintenance (see section 1039 of the Civil Code of Quebec, LégisQuébec). Bill 16 has also strengthened requirements relating to the maintenance logbook and planning. An EUC policy translates these obligations into concrete, measurable procedures adapted to your circumstances.

This article guides you through adopting and applying a Quebec co-ownership EUC policy pragmatically. You will find steps, sample content and operational advice. If you are just getting started, also browse our blog for other practical guidelines: multiRent blog.

Why have an EUC policy in divided co-ownership?

Without a clear policy, maintenance depends on the board’s memory or on costly emergencies. An EUC policy coordinates the roles of the syndicate, the condominium manager and each co-owner, both for the common portions and for restricted-use private portions.

• It translates legal requirements into concrete, traceable actions.
• It synchronizes the maintenance logbook/EUC with the contingency fund study.
• It reduces the risks of damage and service interruptions (water heaters, intercom, ventilation systems, etc.).
• It supports transparency for co-owners and potential buyers.

The Civil Code of Quebec assigns responsibility for preserving the building and administering the common portions to the syndicate (see section 1039 of the Civil Code of Quebec). LégisQuébec sets out the applicable framework; the Regie du batiment du Quebec (RBQ) specifies the requirements for authorized contractors; and the RGCQ publishes good practices adapted to Quebec co-ownership.

Steps for officially adopting it (from draft to annual general meeting)

Adopting an EUC policy must comply with your declaration of co-ownership (DCV) and the by-laws of the immovable. Here is a proven method.

1. Initial assessment and board mandate

   • Take inventory of your assets (roof, facades, balconies, parking, elevator, pool, electric vehicle charging stations and mechanical systems).
   • Compile the maintenance history using the minutes of board and annual general meetings, invoices and warranties.
   • The board adopts a clear mandate to draft an EUC policy, with a timeline and a person responsible.

2. Drafting and preliminary validation

   • Prepare a draft that includes objectives, roles, schedules, alert thresholds, an emergency procedure and a tracking method.
   • Check that it is consistent with the DCV and by-laws. Consult a professional if necessary.

3. Consultation with co-owners

   • Circulate a draft and receive written comments over a specified period.
   • Specify the impacts on condo fees, common expenses and assessments, where applicable.

4. Notice of meeting and vote at the annual general meeting

   • Put the item on the agenda with the final text.
   • At the annual general meeting, explain the objective, management benefits and anticipated costs.
   • The required vote often depends on your DCV and the type of rule involved (operating policy versus regulatory amendment). Document the quorum, vote and resolution in the minutes.

5. Effective date and communication

   • Send the adopted policy and a visual summary (annual schedule) to all co-owners.
   • Publish the document in your portal and integrate it into the condominium manager’s procedures.

To structure these steps, several syndicates we support rely on an operational implementation service. See our offering: Services — Operations Management.

What your EUC policy should contain

A good EUC policy remains concise but precise. It provides a framework for preventive maintenance and the safe use of equipment.

• Scope and objectives
  • Link to the syndicate’s mission and legal obligations.
  • Common portions and, where applicable, restricted-use private portions.
• Roles and responsibilities
  • Board: plans, approves, monitors and reports to the annual general meeting.
  • Condominium manager: carries out the work, coordinates contractors and maintains the records.
  • Co-owners: comply with the applicable uses, report irregularities and provide access.
• Preventive maintenance schedule
  • Frequencies (monthly, quarterly, seasonal, annual and multi-year) drawn from the maintenance logbook/EUC.
  • Intervention windows and access periods for units, where necessary.
• Contractors and compliance
  • Require licensed contractors (RBQ), liability insurance and certificates.
  • Procedure for verifying and accepting completed work.
• Document management
  • Register of work orders, photos, warranties, technical data sheets and relevant minutes.
  • Index the elements in the maintenance logbook and link them to the contingency fund study.
• Communication and notices
  • Notice templates for co-owners (access notice, noisy work and water shutoffs).
  • Feedback channels and timelines.
• Measures for non-compliance
  • Progressive approach consistent with the DCV and by-laws (reminder, formal notice and legal recourse if necessary).
• Practical appendices
  • Component sheets (e.g., roof, membranes, sprinklers, air exchanger and water heater).
  • Seasonal checklists (ice removal, terraces, balcony drains and carbon monoxide detectors).

Operational tip: adopt reusable templates and a single equipment index. This reduces oversights when a new condominium manager or board takes office.

Day-to-day application and monitoring

An EUC policy has value only if it is put into practice. Plan simple, measurable mechanisms.

• Annual planning
  • Prepare a consolidated schedule and publish it at the beginning of the year.
  • Book contractors early for peak periods (roofing, masonry and elevator inspections).
• Work orders and traceability
  • Number every intervention and attach photos and reports.
  • File the evidence by asset and date, and link it to the maintenance logbook.
• Monitoring at board meetings
  • Add a recurring “EUC” item to the agenda and document decisions in the minutes.
  • Maintain an action list with responsible parties and deadlines.
• Access to units and health and safety
  • Standardize access notices, identify high-risk areas and specify the required PPE.
  • Use a key register or escort protocol if necessary.
• Quality controls
  • Plan random inspections and formal acceptance procedures for major work.
  • Measure the number of emergencies, average response times and recurring breakdowns.

To stay on track, several syndicates entrust coordination to a dedicated manager. Compare our packages for support tailored to your needs, from basic monitoring to full management.

Financial impacts and the link with the contingency fund

The EUC policy directly affects the annual budget and the contingency fund study. Well-planned preventive maintenance avoids costly emergency repairs, stabilizes common expenses and reduces pressure for special assessments.

• Budget for recurring maintenance
  • Include routine work in the operating budget.
  • Include mandatory inspections and seasonal contracts.
• Plan major replacements
  • Align the EUC schedule with the contingency fund study to spread out expenditures.
  • Update the study after any major event (damage, unforeseen corrective work).
• Financial transparency
  • Present the annual general meeting with a summary of EUC benefits (fewer emergency calls for funds and greater durability).
  • Document variances and adjust the plan for the following year.

For condo sales, the OACIQ emphasizes the importance of providing relevant documents (minutes, by-laws, DCV and maintenance logbook), which reassures buyers. See the OACIQ’s guidelines: OACIQ.

Managing non-compliance and disputes

Even with a good policy, deviations occur. The important thing is to act progressively and document everything, in compliance with your DCV.

• Awareness: start by reminding the person of the rule and proposing a solution.
• Formal notice: give a reasonable deadline and describe the corrective action expected.
• Legal recourse: depending on the seriousness of the matter, consider intervention by the syndicate in the affected common portions, with recharging where permitted by the DCV. For disputed cases, seek legal advice.

The RGCQ regularly publishes advice on managing co-ownership disputes. For technical work, always verify your suppliers’ licence and insurance through the RBQ.

FAQ — EUC policy at a glance

Is an EUC policy mandatory in Quebec?

It is not expressly named in the Civil Code of Quebec. However, the syndicate must preserve the building and plan its maintenance. An EUC policy operationalizes these obligations and complements the maintenance logbook required by Bill 16.

Is a special vote required to adopt it?

That depends on your DCV and the nature of the rule. Often, adopting it as a management policy requires the majority specified for an internal by-law. Validate this with your lawyer and clearly state the type of majority in the notice of meeting.

How do you coordinate EUC, the maintenance logbook and the contingency fund study?

The maintenance logbook describes “what to do and when.” The contingency fund study calculates “how much and at what intervals.” The EUC policy connects the two to your processes (responsible parties, evidence and communication) and keeps everything active day to day.

This article provides general information and does not constitute legal advice. Consult a lawyer or notary regarding your situation.

Do you manage a co-ownership in Quebec? Discover our packages or contact us to assess your needs.