In the evolving landscape of strata and mixed-use developments, one of the most persistent challenges is managing shared facilities—those areas or services used jointly by multiple owners, lots, or stakeholders. Whether it’s shared car parks, lobbies, rooftop gardens, or essential infrastructure like lift cores and HVAC systems, the complexities of ownership, maintenance responsibilities, and cost allocation can quickly spiral without a clear system in place.
For a helpful introduction to strata living, governance, and responsibilities, the NSW Government’s Living in Strata Guide (PDF) offers a practical overview for owners and committee members alike.
At Archi-QS, we’ve spent decades working alongside strata managers, developers, and owner corporations to untangle these complexities with precision, transparency, and fairness.
The Challenge: When Shared Becomes Complicated
Shared facilities aren’t always evenly shared. From unequal usage of services to overlapping boundaries across strata schemes, these grey areas often result in:
- Disputes over cost responsibility
- Misallocation of maintenance funds
- Inaccurate capital works planning
- Legal risk and confusion around entitlement boundaries
Without detailed records, accurate mapping, and a structured allocation framework, stakeholders are left navigating ambiguity—often to their financial detriment.
The Solution: Registers, Mapping & Cost Allocation with Archi-QS
To bring clarity and control back to shared facility management, Archi-QS provides an integrated suite of solutions:
🗂️ Facility & Asset Registers
We create comprehensive, auditable registers that clearly identify all shared assets and services, including their location, type, condition, and responsible parties. These registers form the foundation of transparency in ownership and liability.
🗺️ Accurate Mapping & Diagrammatic Overlays
Using architectural documentation and site inspections, we generate clear, strata-specific mapping overlays that visually distinguish common property, shared zones, and private lot boundaries—removing guesswork and enabling data-driven decisions. See here for a guide to our mapping services.
💰 Cost Allocation Schedules
Leveraging actual usage, entitlement ratios, and legal instruments (e.g., shared facilities agreements or by-laws), we design custom cost allocation frameworks that ensure fair, defensible financial contributions across schemes and stakeholders.
Together, these tools not only prevent disputes but also form the backbone of compliant, future-ready strata management.
Case Study: Resolving Shared Plant Room Disputes in a Multi-Tower Complex
Project Overview:
A mixed-use development in central Sydney comprises seven distinct components, including residential and heritage strata schemes, commercial stratum lots, and a gatehouse. Governed by a Strata Management Statement and managed by a Building Management Committee (BMC), the complex faced challenges with an outdated Shared Facilities Schedule—lacking clarity, completeness, and fair cost allocation across all members.
Our Approach:
Archi-QS was engaged to review and redraft the Shared Facilities Schedule. We:
- Conducted site inspections and reviewed existing documentation
- Identified missing or imprecisely defined shared facilities
- Created a revised register with clear descriptions and ownership context
- Developed a fair cost allocation methodology based on usage and entitlements
- Provided an explanatory report justifying all proposed changes
The Result:
The BMC received a revised, clearly structured Shared Facilities Schedule with defensible cost allocations and transparent methodology—reducing ambiguity and supporting effective long-term governance across the complex.
Moving Forward: Clarity Builds Confidence
Whether you’re managing a newly completed development or a legacy scheme with complex shared services, the right tools make all the difference. At Archi-QS, our goal is to make shared facility management transparent, equitable, and legally robust—so your projects can operate smoothly and sustainably.
📞 Need clarity on your shared services?
Reach out to Archi-QS to discuss a tailored Shared Facility Assessment for your scheme.