Quantity Surveying and Cost Consultancy
Shared Facilities Services NSW
Archi-QS prepares Shared Facilities Registers, cost allocation assessments and shared facilities mapping for registration within the Strata Management Statement, for developers, Building Management Committees, strata managers and property owners across New South Wales.
What Are Shared Facilities?
Shared facilities are the building elements, services and infrastructure used by more than one lot, scheme or property, such as driveways, lifts, car parks, plant rooms, fire services, pumps and utility infrastructure. Because more than one party relies on them, the location, use and cost responsibility for each facility needs to be clearly identified and documented.
What counts as a shared facility is set by the Strata Management Statement for the scheme. That usually extends beyond the plant and services themselves to the areas they sit in, the pipes, cables and ducts connected to them that do not exclusively serve a single lot, the equipment needed to operate and service them, and anything else the Building Management Committee resolves to be a shared facility.
Shared facilities commonly arise where a development is delivered in stages, where a building contains both residential and commercial components, or where two or more adjoining schemes rely on the same infrastructure. In each case the parties involved need a clear, accurate record of what is shared, who uses it, and how the associated costs are dealt with.
Common examples of shared facilities include:
- Driveways, access ways and car parking
- Lifts, stairs and common circulation areas
- Fire services, sprinkler systems and pump rooms
- Plant rooms, pumps and mechanical services
- Water, electrical, gas and communications infrastructure
- Landscaping, gates, security systems and shared amenities
Archi-QS provides professional shared facilities services to identify, map, document, review and cost these arrangements so every party understands what is shared and what they are responsible for.
The Shared Facilities Register
A Shared Facilities Register is a documented record of the shared facilities that apply to a property, development or group of schemes. It records what each facility is, where it is located, which parties or schemes it relates to and, where applicable, how responsibility and costs are shared. A well prepared register gives every party a single, consistent reference point for ongoing shared facilities management.
What a Shared Facilities Register Records
- Identification of each shared facility
- The parties, lots or schemes the facility relates to
- The location of the facility within the property or development
- How each facility is used, and by which lots or members
- Cost allocation information, where applicable
- A record of additions, changes and reviews over time
How Archi-QS Can Assist
- Creating a new Shared Facilities Register
- Reviewing an existing register against current plans and arrangements
- Updating the register where facilities are added, removed or changed
- Mapping the location of each shared facility
- Assessing and documenting shared facility cost allocation
- Preparing clear supporting documentation for ongoing management
The Shared Facilities Register and the cost allocation assessment are prepared for registration within the Strata Management Statement. Each can be prepared on its own or together, and the mapping can be included to show where each facility sits within the development.
Important: A Shared Facilities Register should reflect the current physical and contractual arrangement of the facilities. Where responsibility or cost sharing depends on strata plans, by-laws, contracts or other legal agreements, those documents govern the outcome. Archi-QS provides quantity surveying, mapping, documentation and cost allocation services, not legal advice.
Shared Facilities Services by Archi-QS
Every shared facilities project is different. The services below can be delivered individually or combined, depending on whether you are establishing a new arrangement, reviewing existing documentation or resolving uncertainty over shared facility costs.
Shared Facilities Register Creation
We prepare a new Shared Facilities Register from your plans, agreements and site information, recording each facility, the parties it relates to, and the relevant responsibility and cost allocation information.
Shared Facilities Register Review
We review an existing register against current plans and arrangements, identify gaps, omissions or inconsistencies, and set out clearly what needs to be corrected or updated.
Shared Facility Creation
At a new development we inspect the site and determine which services, facilities, machinery and equipment are shared, then record them in the Shared Facilities Register for registration within the Strata Management Statement.
Shared Facility Cost Allocation
We assess how shared facility costs should be allocated based on the applicable agreements, the way each facility is used and the specific circumstances of the project, and we document the basis of that allocation clearly. Where a lot or member disputes how a facility has been allocated, we prepare an independent assessment of the methodology applied, confirm whether it is supportable and, where it is not, propose and document an alternative basis.
Shared Facility Mapping
We map where each shared facility is located, prepared preferably over the as built plans so the mapping reflects the current configuration on site. This gives clear spatial documentation of the facilities, so the parties can readily identify and maintain them.
Adding New Shared Facilities
Facilities are added to an existing register for several reasons. An item may have been missed when the register was first prepared, a facility can become shared once the building is fully occupied and actual usage is established, a further development stage may be completed, or circumstances may change. We assess the change and incorporate the facility into the existing register.
Which Shared Facilities Service Do You Need?
| Service | What it involves | When it may be needed |
|---|---|---|
| Shared Facilities Register Creation | Preparing a new register that records each shared facility, the relevant parties and the applicable responsibility and cost information. | A new development, a newly registered scheme, or where no register currently exists. |
| Shared Facilities Register Review | Checking an existing register against current plans, agreements and site conditions to identify gaps and inconsistencies. | Records appear outdated or incomplete, or a scheme is taking over management of existing documentation. |
| Shared Facility Creation | Inspecting the site at a new development to determine which services, facilities, machinery and equipment are shared, and recording them in the register for registration within the Strata Management Statement. | A new development where the shared facilities have not yet been identified and recorded. |
| Shared Facility Cost Allocation | Assessing and documenting how the costs of a shared facility should be allocated between the relevant parties. | Cost sharing is unclear, disputed, or needs to be established for a new or changed facility. |
| Shared Facility Mapping | Recording where each facility is located, preferably over the as built plans, so the parties can identify and maintain them. | Facility locations are unclear, or documentation lacks spatial detail. |
| Adding New Shared Facilities | Assessing a facility that needs to be added to a register that already exists, and incorporating it into the register and supporting documentation. | An item was missed when the register was first prepared, a facility becomes shared once the building is occupied and actual usage is established, a further stage is completed, or circumstances change. |
How Our Shared Facilities Process Works
A structured, documented process from initial review through to delivery of your Shared Facilities Register and supporting information.
01
Project and Documentation Review
We review the existing plans, registers, agreements and relevant project information provided for the property or development.
02
Facility Identification
We identify the existing and relevant shared facilities across the property, development or group of schemes.
03
Mapping and Assessment
We map each facility and identify the lots, schemes or members it serves.
04
Cost Allocation Assessment
We assess how the cost of each shared facility should be allocated, based on how it is used and which parties benefit from it, and document the basis adopted.
05
Register Preparation or Update
We create the Shared Facilities Register, or update the existing register to reflect the current arrangement of the facilities.
06
Final Review and Delivery
We finalise the documentation and provide the required deliverables, along with clear notes on any matters that require confirmation.
Reviewing and Maintaining Shared Facilities
Shared facilities change over time. Keeping the register aligned with the current physical and contractual arrangement is what makes it useful.
When Should Shared Facilities Be Reviewed?
A review is generally worth considering when:
- New shared facilities are added to the property or scheme
- Existing facilities are removed, replaced or changed
- Ownership or management arrangements change
- Cost allocation arrangements change
- A new development stage is completed
- Existing documentation is found to be inaccurate or incomplete
- Uncertainty or disagreement arises over responsibility or costs
Common Shared Facilities Problems
Issues we regularly see in existing documentation include:
- Incomplete Shared Facilities Registers
- Facilities missing from the documentation altogether
- Incorrect or unclear facility mapping
- Cost allocation that is not clearly explained or supported
- Cost allocation that does not reflect how a facility is actually used
- Records that have not been updated for years
- New facilities and later development stages never added
- Inconsistent information across plans, agreements and registers
- Unclear responsibility between adjoining parties or schemes
Who Can Benefit From Shared Facilities Services?
Shared facilities affect anyone who owns, manages, develops or maintains a property where infrastructure is used by more than one party.
Developers
Establishing, mapping and documenting shared facilities across staged developments and mixed-use projects before handover to the owners corporation.
Building Management Committees
A clear record of which facilities are shared, which parties they are shared with, and how the associated costs are dealt with.
Strata Managers
Accurate, current documentation to support the day to day management of shared facilities across the schemes you manage.
Property Owners
Clarity on what is shared, what is separately owned and which shared facility costs may be applicable to your property.
Building Managers
A practical record of shared plant, services and infrastructure, where each item is located and which parties rely on it.
Project Managers
Shared facilities identified, mapped and documented as part of project delivery, staging and handover documentation.
Shared facilities services are also relevant where two or more adjoining schemes or entities rely on the same infrastructure and need a documented understanding of what is shared and how costs are allocated.
Why Choose Archi-QS for Shared Facilities Services?
Accurate documentation, practical cost allocation and professional quantity surveying expertise, delivered for property and strata projects across NSW.
Quantity Surveying Expertise
Shared facilities work sits where construction cost meets documentation. Our quantity surveying background is what allows us to assess facilities and their associated costs in practical detail.
Cost Allocation Experience
We assess and document how shared facility costs should be allocated, based on the applicable agreements, the way each facility is used and the circumstances of the project. Our assessment is independent. It is not influenced by the position or preference of any lot, member or party to a dispute, which is what allows it to stand when it is tested.
Strata and Shared Facility Knowledge
We work with developers, Building Management Committees and strata professionals on shared facility arrangements, including staged developments and adjoining schemes.
Mapping and Documentation
We map facility locations, preferably over the as built plans, and present that information in documentation every party can follow.
Register Preparation and Review
We prepare new Shared Facilities Registers and review existing ones, identifying gaps, inconsistencies and facilities that are missing from the record.
Clear, Practical Reporting
Our documentation is written in plain English, sets out the basis of the assessment, and states clearly where a matter depends on legal agreements or interpretation.
Need Help With Shared Facilities, Cost Allocation or Your Shared Facilities Register?
Speak with Archi-QS about your shared facilities requirements, whether you need a register created or reviewed, a new shared facility documented, facilities mapped, or cost allocation assessed.
Frequently Asked Questions
Direct answers to the questions we are most often asked about shared facilities, registers and cost allocation.
Who is responsible for shared facility costs?
Responsibility for shared facility costs is determined by the Strata Management Statement registered for the scheme under the Strata Schemes Development Act 2015, together with the strata plans, by-laws and any other agreements that apply. Archi-QS reviews the available documentation and the physical arrangement of the facilities to identify and document how costs are shared. Where responsibility depends on legal interpretation, that should be confirmed with your legal adviser.
How are shared facility costs allocated?
Cost allocation is assessed on how each facility is used and which parties benefit from it, together with the applicable agreements and the circumstances of the scheme. Every facility is assessed on its own merits, and the basis adopted is documented so each party can see how the outcome was reached.
What is a Shared Facilities Register?
A Shared Facilities Register is a documented record of the shared facilities that apply to a property, development or group of schemes. It records what each facility is, where it is located, which parties or schemes it relates to and, where applicable, how responsibility and costs are shared. In many Strata Management Statements it is called the Shared Facilities Schedule, with the cost allocation set out in the Cost Apportionment Schedule.
How are shared facilities mapped?
Mapping identifies where each shared facility is physically located and links it to the relevant lot, property or scheme. The mapping is prepared preferably over the as built plans so it reflects the current configuration on site, which makes it easier for the parties to identify and maintain each facility and to see where gaps or inconsistencies exist in the documentation.
How do I add a new facility to a Shared Facilities Register?
The new facility is identified and documented, the parties it serves are confirmed, and the cost allocation is reassessed. The updated register is then prepared for registration so it remains consistent with the Strata Management Statement. Archi-QS can assess the change and prepare the revised documentation.
When should a Shared Facilities Register be reviewed?
A register should be reviewed whenever the facilities or the arrangements change, for example when new facilities are added, a development stage is completed, ownership or management arrangements change, or the existing documentation is found to be incomplete or inaccurate. The register should reflect the current physical and contractual arrangement of the facilities.
Who needs shared facilities services?
Developers, Building Management Committees, strata managers, property owners, building managers and project managers all use shared facilities services, as do adjoining schemes or entities that rely on the same infrastructure and need a documented understanding of what is shared and how costs are allocated.
Does Archi-QS provide legal advice on shared facilities?
No. Archi-QS provides quantity surveying, mapping, documentation and cost allocation services. Where an outcome depends on strata plans, by-laws, contracts or legal interpretation, we identify that clearly in our documentation so it can be confirmed with your legal adviser.
Do you provide shared facilities services across NSW?
Yes. Archi-QS provides shared facilities services for property, strata and development projects across New South Wales.
Talk to Archi-QS About Your Shared Facilities
Tell us about your property, development or scheme and we will let you know which shared facilities service is relevant.