Shazana Azian

"Education is the most powerful weapon that can change the world!" NELSON MANDELA GREETING FROM HBMK! FOR THE EDGE MALAYSIA 2022 , OUR CREATIVE TEAM HAS COME OUT WITH AN IDEA WHERE EACH OF OUR ENTRY SUBMISSION WOULD HAVE A CHARACTER NARRATING IT (MOSTLY MOVIE CHARACTERS). WE HOPE YOU ENJOY READING OUR ENTRIES. REALLY LOOKING FORWARD TO RECEIVE GREAT NEWS SOON! WE THANK YOU FOR YOUR KIND CONSIDERATION. DISCLAIMER: PLEASE NOTE NO COPYRIGHT INFRINGEMENT IS INTENDED, AND WE DO NOT OWN NOR CLAIM TO OWN ANY OF THE IMAGES USED IN OUR ENTRY COVER & SUBMISSION. Table of Contents 1.0 INTRODUCTION ..................................................................................... 2 1.1 Site Plan .................................................................................................................................................. 3 1.2 Type of Layouts ................................................................................................................................... 5 1.3 Accessibility .......................................................................................................................................... 7 1.4 Common Facilities .............................................................................................................................. 8 2.0 MAINTENANCE ........................................................................................................................ 10 2.1 Quality of M&E and Building Services ...................................................................................... 10 2.2 Quality of indoor air quality ......................................................................................................... 13 2.3 Cleanliness and Upkeep of Facilities ......................................................................................... 14 2.4 Special or Key Features of Hijauan Kiara ................................................................................ 22 3.0 ADMINISTRATION .................................................................................................................. 26 3.1 Standard Operating Procedure (SOP) ....................................................................................... 29 3.2 Transparency of Accounts ............................................................................................................. 31 3.3 Crisis Management and Preparedness ..................................................................................... 33 4.0 COLLECTIONS........................................................................................................................... 35 4.1 Debtor Aging/ Billing/ Collection Ratio ................................................................................... 35 4.2 Proportion of Debtors ..................................................................................................................... 36 4.3 Collection Procedure ....................................................................................................................... 37 5.0 FINANCIAL SUSTAINABILITY ............................................................................................. 38 5.1 Adherence to Budget ....................................................................................................................... 38 5.2 Management Initiative and Innovations .................................................................................. 40 6.0 SECURITY .................................................................................................................................. 44 6.1 Use of Technology............................................................................................................................. 45 6.2 Proactive measure to enhance building security ................................................................. 47 6.3 Crisis Management and Preparedness ..................................................................................... 48 7.0 Community and Communication ...................................................................................... 49 7.1 Community Building Initiative .................................................................................................... 49 7.2 Procedure for tenant or occupant liaison................................................................................ 51 8.0 Development Value/ Yield .................................................................................................. 54 8.1 Comparative Growth in Value Overtime .................................................................................. 54 8.2 Comparative Rental Yield .............................................................................................................. 55 9.0 Reviews ...................................................................................................................................... 56 1.0 Page 2 of 66 Hi! My name Hijauan Kiara and I am of those many luxurious high-end low density condominiums standing tall within the Mont Kiara enclave which was completed in 2008. I also offer exclusivity and built with spa-themed philosophy. If I was a student in real life, I can say that I would be one of those top achieving, dedicated number one student. Not trying to “angkat bakul sendiri” but I honestly think I am in a pretty good shape even after 14 years. Uniquely, I also offer private lift lobbies to each of its home owners. Besides that, I comprise of only 188 units with not more than 2 units per floor. With only 188 units and a layout of not more than 2 units per floor, Hijauan Kiara is one of the lowest density and most exclusive offering in Mont'Kiara. When I was handed over to the homeowners in 2008, I was also the first condominium to introduce the private lift lobby concept in the neighborhood. You can say that I am somewhat a “murid contoh” in school. From breathtaking views to soul-soothing greenery, lavish homes to intimate spaces, azure pools to private spas, all pleasurable things in life can be found in Hijauan Kiara. That’s me! Built-up per block Page 3 of 66 WHY HIJAUAN KIARA AS CASE STUDY? Honestly, I would say that I have had my fair share of experience being a student for so long. After all, learning is a lifelong process that doesn’t end, isn’t it? Besides overseeing the day-to-day operations in the common areas, Hijauan Kiara strictly complies to the existing applicable laws which are Strata Management Act 2013 (Act 757) and Strata Title Act (Act 318) as well as our By-laws which are also known as "House Rules”. MC members (term-) had noticed that some of the previous owners had certain arrears that were passed on to the new owners. Subsequently, there have been requests from new owners to waive the last payment interest as the new owners were not aware of the outstanding service charges and sinking fund from the previous owners. A resolution was proposed and resolved in the 11th AGM that to waive late payment interest imposed on new proprietors due to default in payment by the previous proprietors for Sales and Purchase Agreements executed up to 31st December 2018 which equivalent of a total of RM 4,300. From time to time, there will be residents that are not in compliance with our “Rules” set. A verbal warning may not be bothered by the violator(s) and a warning letter is a better option. The aim is to remind the violator(s) how their misconduct has negatively affected their neighbours and the community living as a whole. Reminders were issued to residents such as wrongly parking, pets transit issues, and etc. One of the good practices being strictly complied with in Hijauan Kiara is the approval on petty cash usage. All the petty cash usage was at the cap of RM 500 per receipt. Petty cash float request is RM 3,000 and designates the Building Manager as the petty cash holder/custodian. Hijauan Kiara also practices issuing cheques following the sequence of the cheque running number. A listing will be prepared according to the cheques running when sent to MC members for approval. All the cheque numbers included those cancelled cheques and the remarks were listed in the listing. This is to have better monitoring on the expenses tracking and/or approval on the cheques. Page 4 of 66 1.1 C B A D E F G As illustrated in the site plan, there are seven (7) blocks in Hijauan Kiara which consists of varying heights to ensure the project blends in with the natural contours of the site and its surroundings. Page 5 of 66 1.2 The three high-rises of 24, 26 and 29 stories are named Angelica, Bergamot and Chamomile respectively. The four low-rise blocks are 12, 10, 8 and 6 stories and are named Dandelion, Eucalyptus, Frangipani and Geranium. Hijauan Kiara offers elegant and spacious residences range from three-plus-one bedrooms to duplex condovillas with four-plus-two bedrooms. Block A: (2,090 sq ft) (4,068 sq ft) (penthouse) Block B: (2,487 sq ft) (4,622 sq ft) (penthouse) Block C: (2,735 sq ft) (5,045 sq ft) (penthouse) Block D: Dandelion (3,732 sf) (duplex) Block E: (3,673 sf) (super deluxe) Block F: (3,732 sf) (duplex) Block G: (3,673 sf) (super deluxe) Page 6 of 66 Type A: 2,090 sq. ft. Type E & G: 3,673 sq. ft. Page 7 of 66 1.3 Strategically located in Mont Kiara, residents of Hijauan Kiara have easy access to NKVE, Penchala Link, Jalan Duta, Jalan Kuching and SPRINT highway to go places. Homeowners can reach main commercials and offices area such as Damansara Heights within 10 mins driving and Kuala Lumpur City Centre within 20 minutes of driving. Not only that, homeowners can also travel to Petaling Jaya, Taman Tun Dr Ismail, Bangsar and Desa Sri Hartamas within 10 minutes of driving as these places are just nearby the vicinity. There are numerous amenities and facilities around the area. For sports enthusiasts, there are two golf clubs namely KGPA and KLGC located along SPRINT highway, and Tropicana Golf and Country Resort and Sri Selangor Golf Club which are also reachable. There is also Bukit Kiara Equestrian Club is also close for equestrian enthusiasts. Additionally, Mont Kiara is a great place to have a family, as there are numerous international schools around namely Mont Kiara International School, Garden International School and French International School. Also, National Science Centre is also within reach. Page 8 of 66 1.4 Hijauan Kiara provides various facilities for residents to enjoy. It meets the needs of all walks of life. Various entertainment and facilities that can be enjoyed by residents such as: Squash Court Water Features Barbecue Area Indoor Gymnasium Tennis Court Indoor/Outdoor Reading Pavilions Sauna & Steam Rooms Hot & Cold Spa Pools Therapy Pavilion Jacuzzi Sundeck Function Room Outdoor Gymnasium Games Room & Table Tennis Room Reflexology Path Reading Room Swimming & Wading Pools Children's Playground Viewing Deck Page 9 of 66 2.0 Page 10 of 66 As a student, my mother (building manager) handles my day to day routine and makes sure I am safe and always in a good state. Henry Butcher Malaysia (Mont Kiara) Sdn Bhd (hereinafter referred to as “HBMK”), which was entrusted to manage and maintain this upscale condominium in 2018, has devised a regular maintenance plan to ensure that the condominium's facilities are always in working order. Proper maintenance is critical to upkeep the property and to ensure a long-lasting lifespan of the equipment and facilities. HBMK always believe that prevention is better than cure hence preventive maintenance is conducted on a daily, weekly, monthly, quarterly, yearly and bi-yearly basis. 2.1 & Preventive Maintenance Checklist (PPM) 1. PPM - Civil, Mechanical & Electrical 2. Appointed Service Provider MaintenanceSchedules As a student, I also have to make sure that I am in top form and constantly review myself so that I don’t burn out when I am studying. Preventive and good maintenance processes must be done to prevent any probable failures/ breakdowns and deterioration of the building whilst also repairing the faulty equipment in the building and common facilities. Sample of the checklists and the schedules are as follows: Page 11 of 66 PPM Task No. C1 C2 C3 C4 C21 C22 C23 C24 C25 C26 C27 C28 C29 C30 C31 C32 C33 M7 PPM TASK Plumbing And Sanitary System Timber Structures / Finishes (Column, Roof Truss, FloorFinishes, Etc)` Sewer Line and Manholes Cold Water Tank Roofing Rainwater Goods (Inclusive of Gutter) Ceiling Walls Door (Including Fire Rated Door) Built In Furniture Handrail And Grille Painting Touch-Up Reinforced Concrete Structures Road, Hard Standing and Road Furniture Drain Sumps, Grating and Culvert Fencing And Gates Cold Water Tank Lift FREQUENCY D+W W W W 6M+Y 6M+Y 6M+Y 6M Y 6M 6M+Y 6M 6M+Y+2Y 6M+Y Y 6M Y M Contractual service providers are being engaged and supported or monitored by our on-site management team to manage each aspect of maintenance. A sample listing of contractual service providers as follows: No. 1 Type of Servicing 2 3 4 CCTV Surveillance, Barrier Gate & Door Access System Elevator Card Access System Lift Maintenance & Services Pest Control Services 5 6 7 8 Pest Control Services - Termite Visiting Electrical Engineering Chargemen Photocopier Machine 9 Resident Communication Portal (residential Portal) Resident Communication Portal (JagaApp) Parcel365 Locker Swimming Pool Cleaning & Maintenance Fire Fighting System Natural Gas Bulk Meter Supply - Appointed Service Provider Occhio Tec Sdn Bhd M S ICT Solution Sdn. Bhd. Ms Elevators Engineering Sdn Bhd City Pest Control & Fumigators (M) Sdn Bhd Pest Busters Jaya Tech Resources Sakti Maintenance Konica Minolta Business Solutions (M) Sdn Bhd IMT Tech Sdn. Bhd. Red Ideas Sdn Bhd Red Ideas Sdn Bhd (JagaApp) Acacia Pool PK Technical Services Sdn Bhd Gas Malaysia Energy and Services Sdn Bhd Page 12 of 66 Fire Fighting 1. Ensuring accessibility for fire trucks and Joint Inspection with Bomba Inspector 2. Routine Inspection and rectification of firef ighting/alarm systems 3. Fire Extinguisher servicing and Battery replacement Lift Systems 1. Emphasis on general maintenance 2. Implementation of standard operating procedures 3. Calibration – Lift weight calibration Page 13 of 66 Piping and Plumbing Electrical Equipment 1. 2. 3. 4. 5. Piping and plumbing rectification works Servicing of incoming Bacfree water filter Cleaning of all water tanks Routine checking at the panels Manhole and pipeline servicing 1. Rectification of landscape lighting, pool lighting, podium lighting and etc. 2. Calibration – LV& HT 3. Chargemen and Electrical Engineer Page 14 of 66 2.2 Hijauan Kiara is surrounded by sufficient plants which provides abundance of fresh air and good air flow. Most of the common facilities is outdoor and open air except for some enclosed facilities such as reading room, function room and gymnasium. M&E rooms and some common areas are equipped with ventilation fans to ensure the internal air inside. As an initiative for better indoor air, HBMK Management Team ensures that the ventilation inside common facilities is being taken care of, for instance, all windows of enclosed common facilities are left open unless the air conditioner is turned on. In fact, AGM of Hijauan Kiara is conducted at an open-air area. Page 15 of 66 2.3 When it comes to safeguarding the welfare of a building, HBMK believes in joining forces with all service providers. Performance evaluation is done yearly prior to monitor and ensure that Hijauan Kiara receives the best standard of service. HBMK works closely with the following service companies to ensure the general cleanliness and upkeep: Megahkleen Sdn Bhd Cleanliness Landscaping NYH Enterprise HBMK Poolcare Sdn Bhd Pool & waterfall maintenance Pest Control City Pest Control & Pest Busters Sample of performance evaluation form Page 16 of 66 Cleanliness A total of ten (10) cleaners including one (1) supervisor being deployed by Megahkleen Sdn. Bhd. to execute the daily cleaning works in Hijauan Kiara. Their working hours and working days as shown in the table below. Description Working Hours Working Days One (1) Supervisor 7:30am to 5:00pm Monday to Saturdays Nine (9) Cleaners 7:30am to 5:00pm Monday to Saturdays One (1) Supervisor 7:30am to 3:00pm Sundays & Public Holidays Nine (9) Cleaners 7:30am to 3:00pm Sundays & Public Holidays All of these cleaners have been systematically assigned to their respective tasks covering all common areas in the development as shown in the following cleaning schedule: No. 1 Job scope Clean ash trays and clear wastepaper baskets. 2 Sweep and damp mop floors withdetergent and water. 3 Scrub, wet mop, vacuum dry. 4 5 6 Damp wipe control panels, lift doorsand walls and dry thoroughly with alint free cloth. Vacuum light diffusers and removedead insects Polish brass/stainless steel trimspanels. Frequency Daily Daily Monthly Daily Weekly Monthly 7 Machine scrub and jet wash floors with detergent Quarterly 8 Damp wipe fire extinguishers, "Keluar" signs, hosereel drums and canvas hose cabinets. Monthly 9 Jet wash with detergent and water and apply algaecide Quarterly 10 Dust and vacuum ceilings and equipment. Quarterly Page 17 of 66 Routine Cleaning Page 18 of 66 Landscaping To uphold the “Hijauan”, NYH has been engaged to maintain the landscape of Hijauan Kiara for the past 5 years. On-site landscape team consist of a total of three (3) gardeners and one (1) supervisor conducting landscape maintenance works as shown in the table below. Our gardeners working hours is from 8am-5pm on weekdays and Saturdays excluding Sundays and Public Holidays. No. Job scope 1 Watering 2 Sweeping of dried leaves Frequency Descriptions Daily All trees, palms, shrubs and grasses are to be watered daily. Watering will not be carried out during heavy rainy days. Daily All fallen leaves and branches on ground level of the landscaping area (i.e., grass field) shall be removed from the site on daily basis. 3 Raking of dried leaves Weekly All garden waste, cuttings, fallen leaves and branches in the landscaping area other than the area specified in task 2 (e.g., planter boxes, slopes, etc) shall be removed from the site on weekly basis. 4 Weeding Weekly All plant-material bases are to be hand-weeded once a week. 5 Soil loosening Weekly Soil loosening of planting pits and beds shall be carried out once a week. 6 Grass Cutting Monthly Grasses at the landscaping area are to be cut once a month. 7 Fertilizing Monthly Fertilizers to all trees, palms, shrubs, groundcovers and foliage plants are to be applied once a month. 8 Pruning & trimming Monthly The trees, palms, shrubs, groundcover and foliage plants shall be trimmed and pruned once a month. 9 Pest & diseasecontrol Monthly The approved brand of chemicals is to be sprayed to control pests and diseases on plants once a month. Page 19 of 66 Routine Landscaping works Appointment of Arborist Certified Arborist has been engaged to look into at the matured trees that have been planted fourteen (14) years back. Job scope includes to carry out due diligence on the trees, pointing out the issues and to provide recommendations on the next step of action. A couple of visits were made by the arborist in November 2020 to check on the trees. Areas of concern are the podium level where most of the trees were located and also the Spa Area where a few trees with issues were located. Page 20 of 66 Pools & Water Features Maintenance Poolcare Sdn Bhd has been appointed to maintain and upkeep facilities such as the swimming pool, wading pool, waterfall, fishpond and other water features in Hijauan Kiara. Fishpond Swimming pool & wading pool Waterfall & water feature 1. Swimming Pool & Wading Pool Maintenance No. Description Remarks 1. Skim water surface to remove floating matter 3 times a week 2. Clean and brush tiles in pool wall and floor During Maintenance 3. Vacuum to pools floor During Maintenance 4. Remove and clean strainer basket 3 times a week 5. Treat pool with necessary chemicals each trip 3 times a week 6. Test pool for chlorine and PH each trip. 3 times a week 7. To checking of water supply and make-up line at Balancing Tank During Maintenance 8. To checking of pump pressure and conditions During Maintenance 9. To checking of filter pressure. During Maintenance 10. To check screens and strainers During Maintenance Page 21 of 66 11. 12. 13. Regular checking of underwater lights and electrical components. Backwash and clean filter system. Regular checking all valves & fitting position in the pump room. Once a week Once a week Once a week 14. Regular checking of quality of Filter Media when necessary 15. Cleaning of Balancing Tank Once a year 16. Super Chlorination to the Pool when necessary 17. To ensure the tidiness of pump room at all times Yes 18. Submit of service report for each trip Yes 2. Fishpond Maintenance No. Description Remarks 1. Skim water surface to remove floating matter 3 trips a week 2. Remove and clean debris at filter pond sump Once a week 3. To checking of water supply and make-up line at Bead filter system Once a week 4. To checking of pump pressure and conditions Once a week 5. To checking incoming supply to the system Once a week 6. To back wash Bead filter system Once a week 7. Necessary chemical treatment to water When needed 8. Make clean to the Fish Pond pump sump areas Yes 3. Waterfall & Water Feature No. Description Remarks 1. Skim water surface to remove floating matter 3 trips a week 2. Remove and clean debris at filter pond sump Once a week Page 22 of 66 Routine Maintenance for Pools & Water Features Page 23 of 66 2.4 / ➢ Waterfall Not only do I perform work academically, my mother also ensures that I look presentable and well-groomed too. One of the features that make Hijauan Kiara one of a kind is the waterfall. Such a feature is hardly ever seen in most condominiums. This was also one of the selling points of Hijauan Kiara when it first launched in 2008. Residents can truly relax and enjoy the development itself. Small Waterfall Big Waterfall Page 24 of 66 ➢ Spa themed Hijauan Kiara features a Spa Island where residents can relax and rejuvenate with the amenities that include a Jacuzzi, hot and cold pools and therapy pavilions. It is truly a private oasis for the residents. Page 25 of 66 ➢ Green Oasis As fitting with its name which means the “Greeneries of Kiara”, the entire development of Hijauan Kiara is filled with beautiful and seemingly wild landscaping, along with ponds filled with and surrounded by water-loving plants. ➢ Meditation corner Hijauan Kiara offers a wonderful retreat from the demands and pressures of the workday. The meditation corner is a natural sanctuary that allows residents to disconnect and experience calmness and tranquillity. Page 26 of 66 ➢ Salt Pool Hijauan Kiara was originally a salt chlorinated pool. However, along the way, it was changed to chlorinated pools as the main pool water quality was frequently compromised. When HBMK took over, at the 10th Annual General Meeting of the Hijauan Kiara Management Corporation held on 27th October 2018, it was suggested that the new MC evaluate whether it is feasible to revert back to a salt-chlorinated swimming pool instead of chlorine for the swimming pool and wading pool. Although it is more complex and requires a specialist for maintenance, it was decided to convert back to salt chlorinated pool as it benefits the user where it is gentler on the skin, eyes, and hair. Page 27 of 66 3.0 Page 28 of 66 Preamble HBMK is a registered property manager under the Board of Valuers, Appraisers, Estate Agents and Property Manager (BOVAEP), was originally in operation under the facilities and asset management division of Henry Butcher Malaysia Sdn Bhd, a company dedicated to world-class real estate and plant and machinery consultancy services since 1987. With the esteemed guidance of the Directors of Henry Butcher Malaysia Sdn Bhd, Mr. Lim Eng Chong and Mr. Long Tian Chek, the founder of Henry Butcher Malaysia (Mont Kiara) Sdn Bhd, Mr. Low Hon Keong, together with his experienced operation team are confident to deliver property management services as an ambitious independent entity via its corporate restructuring in 2015. With over 20-year experience in property and facility management industry, Henry Butcher Malaysia (Mont Kiara) Sdn Bhd aims to expand its 20-million square feet portfolio to all across Malaysia. Our Vision ✓ Aspires to become a property manager that could provide effortless excellence to property management services. ✓ Being an all-rounder of the industry who could consult our valued clients on various aspects of property management. Motto ✓ Committed to Deliver ✓ Always meeting clients’ expectation Page 29 of 66 Management Team HBMK has been appointed to manage and maintain the development since August 2019. HBMK on-site team consists of talented individuals which include a building manager,an account executive and three (3) maintenance crew. This team is built to deliver quality property management services in this high-end development. Each of the personnel is responsible for their respective job requirements. Nevertheless, all members of this management team are working very closely together to ensure that the quality of property management services is always as per the market’s standard. The organization chart of HBMK Management Team assigned for Hijauan Kiara is as shown below: HBMK HQ Area Manager Account Manager Building Manager Account Executive Building Executive Technician Technician Technician Page 30 of 66 Management Committee The current Management Committee of Hijauan Kiara Management Corporation (hereinafter referred to as “HKMC”) consist of five (5) committee members which involves the Chairman, Secretary, Treasurer and two (2) Committee Members as in portrait below. Each of the members has a different background, experience and knowledge in different areas which make the whole management committee versatile and competent. To ensure a top-notch maintenance of Hijauan Kiara, a committee meeting will be held every six (6) weeks to discuss and decide on matters related to the maintenance and management such as the Accounts Report, debtors, new business and other matters. Chairman Treasurer Secretary HKMC Committee Member Committee Member Page 31 of 66 3.1 Standard Operating Procedure (SOP) is a set of step-by-step instructions compiled by an organization to help workers carry out routine operations. SOPs aim to achieve efficiency, quality output, and uniformity of performance while reducing miscommunication and failure to comply with industry regulations. No. Related Field Description 1 Operation Appointment of New Service Provider 2 Operation CCTV Viewing Request 3 Operation Complaint Management 4 Accounting Credit Control-Debt Recovery 5 Operation DBKL Airbnb 6 Operation Defects Management 7 Operation Emergency Operating Manual 8 Accounting Expenditure Requisition 9 Operation Inter-Floor Leakage 10 Operation Inter-Unit Leaking 11 Accounting Petty Cash 12 Operation Proactive Breakdown Maintenance 13 Operation Security SOP 14 Operation Strata Title Search 15 Operation Wheel Clamping 16 Operation Request Items Supplied by HQ Page 32 of 66 Complaint Management 1. Complainant to submit complaint using call, email or JagaApp 2.0 fill in form inperson. 2. The management to acknowledge receipt of the complaint. 3. Management office staff notify technician or any person in charge who is responsible for rectification. 4. Once the complaint has been rectified, technician will update regarding the action taken to the management. 5. The Management then updates the complainant the action taken via email, JagaApp or call. 6. The Management would insert all complaints into Excel complaint template and generate monthly report to be submitted to MC and HQ. Page 33 of 66 3.2 Authority Limit and Procurement Procedure Expenditure RM 3,000 and below RM 3,001 – RM 5,000 RM 5,001 – RM 50,000 (Beautification on non-essential works) RM 10,001 – RM 100,000 (Essential Works) Above RM 50,000 (Beautification on non-essential works) Above RM 100,000 (Essential Works) Purchase Method Minimum Survey Approving Authority Petty Cash/Credit Term At least one (1) quotation Building Manager Quotation At least two (2) written quotations Majority MC Members in (including screenshots Meeting/ Unanimousif in & any form of writing documentation) Quotation At least three (3) written quotations Majority MC Members/ Unanimous if in writing Quotation At least three (3) written quotations Majority MC Members in Meeting/ Unanimousif in writing Quotation At least three (3) quotations AGM/ EGM Quotation/Tender At least three (3) quotations/ tenders AGM/ EGM Urgency Description Procedure Urgent Emergency, Manhole blockage, Leaking, Lightings/Electrical, affect safety in nature e.g., firefighting, to avoid complainant from going to press / public, any other situations deemed appropriate To obtain one (1) quotation after informing the Chairman (or any contactable committee member) and to be approved electronically by all MC members Page 34 of 66 Cheque signatories Cheque Signatories Office Bearers Non-Office Bearers 1 Chairperson Committee member 2 Treasurer Committee member 3 Secretary - Rules of Operation: The cheque can be signed by any two (2) cheque signatories. Page 35 of 66 3.3 Covid-19 Prevention Measures Page 36 of 66 Critical Incidents Procedure Page 37 of 66 4.0 Page 38 of 66 4.1 / / / Billing Billing & collection Analysis Collection 300,000 250,000 200,000 150,000 100,000 50,000 Month Billing Collection Collection % Outstanding % Jan-21 240,376 240,-% Feb-21 240,376 240,-% Mar-21 240,376 240,-% Apr-21 240,376 240,-% May-21 240,376 240,-% Jun-21 240,376 240,-% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Month Billing Collection Collection % Outstanding % Jul-21 240,376 240,-% Aug-21 240,376 240,-% Sep-21 240,376 239,-% Oct-21 240,376 239,-% Nov-21 240,376 239,-% Dec-21 240,376 238,-% 0.00% 0.00% 0.17% 0.18% 0.25% 3.05% The above table and bar chart indicates the billing issued by management office and collection received from occupants from January 2021 to December 2021. It was shown that Hijauan Kiara Management Corporation managed to maintain a healthy collection rate at 99.88% in average. The balance of 0.12% outstanding mostly come from the late payment interest. Page 39 of 66 4.2 300,-,000.00 June 2017 June 2018 200,-,000.00 June 2020 100,000.00 June 2019 June 2021 50,000.00 Jan 2022 - Month Jun-17 Jun-18 Jun-19 Jun-20 Jun-21 Jan-22 Curr. Month 39,-,-,-,-,-,335.16 1 Month 39,-,-,-,-,796.34 2,722.29 2 Months 36,-,-,402.11 6,444.49 6,142.70 1,228.97 3 Months 20,-,773.69 4,122.33 9,187.87 1,- >4 Months 99,-,-,-,583.36 3,978.71 8,347.95 Total Due 235,-,-,-,-,-,537.97 Data record as at 31st January 2022 The above table and bar chart shows the debtor aging analysis for the past five (5) years of audited reports. With the proactive follow-up action done by the Hijauan Kiara team, the total due by the debtor has been reduced from RM235,146.51 (as at 30th June 2017) to RM 30,537.97 (as at January 31st January 2022) Based on the debtor aging report from June 2020, the management was able to reduce the number of debtors owing from RM 105,823.25 to RM 41,623.25 in June 2021. This is because there are two (2) top defaulters who have made a payment amount of RM70,000.00 and RM40,000.00, respectively. Page 40 of 66 4.3 Since Hijauan Kiara consist of 188 unit owners, there is no issue collecting the maintenance fund and sinking fund from the parcel owner as they make payment very promptly. To ensure Hijauan Kiara could maintain a healthy collection, the following actions have been taken against the owner who is late in paying their maintenance fees. Action Date (e.g., for December 2021 charges/ fees) Reminder Phone Call 3 days before due date (11th December 2021) Issue 1st written notice 15th of the due date month (15th December 2021) Issue 2nd written notice 30th of the due date month (31st December 2021) Issue Letter of demand from the Management 15th of the 2nd month from due date (15th January 2022) Issue Form 20 under Act 757 30th of the 2nd month from due date (30th January 2022) Deactivation of vehicle transponders and access card to common facilities 30th of the 2nd month from due (30th January 2022) Owner’s Name, Unit No. and Amount owing to appear on all notice boards 30th of the 2nd month from due date (30th January 2022) Issue Form 1 under Strata Management Act 2013 (Act 757), Summon under Tribunal Court for debt amount not exceeding RM250,000. 15th of the 3rd month from due date (15th February 2022) Page 41 of 66 5.0 Page 42 of 66 5.1 My mother also ensures that I spend my pocket money wisely every week and I do not spend them on unnecessary wants. A budget is an estimation of the revenue and expenses over a specified future periodand it is usually compiled and re-evaluated on a periodic basis. The management prepares a budget to monitor the building’s expenses, help control spending and predict surplus or deficit for a particular timeframe. ACTUAL JAN'21-DEC'21 INCOME MAINTENANCE CHARGES RECOVERABLE CHARGES OTHER INCOME TOTAL INCOME OPERATION EXPENSES CONTRACTUAL EXPENSES OTHER MAINTENANCE EXPENSES UTILITY EXPENSES ADMINISTRATION EXPENSES ANNUAL EXPENSES & DEPRECIATION TOTAL OPERATION EXPENSES SURPLUS/(DEFICIT) FOR THE PERIOD Table 1 : Actual vs Budget (RM) BUDGET JAN'21DEC'21 (RM) Variance (A-B) Variance (RM) (%) 2,596,318 4,329 24,464 2,625,111 2,596,318 8,276 (3,947) 28,280 (3,816) 2,632,874 (7,763.48) 0% -48% -13% 0% 1,831,565 228,289 1,841,887 300,000 (10,322) (71,712) -1% -24% 250,380 25,294 288,000 33,991 (37,620) (8,697) -13% -26% 66,130 65,734 396 1% 2,401,658 2,529,612 (127,953) -5% 223,452 103,262 120,190 116% As stipulated in the aforementioned Table 1, the total expenditure also was overbudgeted by 5%. As per the above table, Hijauan Kiara Management Corporation is still able to maintain a healthy surplus of RM223,452.00 (in average of RM 18,621.00/months). Page 43 of 66 As a guideline for MC for the future project, we have prepared the capital expenditure budget as per table 2 for the years 2021 to 2023 to allow us to forecast upgrading work to be done in the next three (3) years. NO Description Priority Sinking Fund Available as at 1st July (as per audited) Add : SF billing (RM 24,016.31/mth), RM 0.4456/share unit ( Total SU : 53,896) Add : Cash called for period 01/6/2021 to 31/05/2022 Add : Fixed deposit interest Less : Taxation (10 %) Less : Bank Charges 1 2 Less :- Capital Expenditures Private Lift ceiling upgrade for 10 lift (Resolution 6.1, Approved in 11th AGM) Fire Seal @ electrical risers (30 areas) 3 CCTV Camera and CCTV System [SPD (RM28,923)] & purchase of hard drives [increase the memory of video recording (RM6k)] 4 Waterproofing in Hijauan Kiara Actual 12 Months July 20- June 21 (RM) ACT + BUDGET 12 Months July 21- June 22 (RM) BUDGET 12 Months July 22- June 23 (RM) 1,709,690.80 2,061,971.00 1,134,742.32 288,195.72 288,195.72 288,195.72 5,-,899.88 59,-,000.00 14,000.00 (1,205.00) - - - (20.00) (20.00) 2,061,971.00 2,427,432.32 1,436,918.04 High - High (3,000.00) High - - (55,000.00) (35,000.00) - - a) Waterproofing for roof top water tank block A-G High (35,000.00) b) Waterproofing for Adult pool stream High (70,000.00) 5 Replace broken emergency exit signage (estimated "Keluar" signage - 250 nos.) High (25,000.00) - 6 Lift Supervising Panel at Guard House High (4,240.00) - High (80,000.00) High (100,000.00) (600,000.00) 7 8 9 Refurbishment/ Replacement of wooden deck - Spa Garden deck (Propose to replace the base and to replace the deck as and when necessary) Upgrading Playground including flooring. (Resolution 6.5,12th AGM held on 03/04/2021) a) Repainting of Building (Resolution 6.2,12th AGM held on 03/04/2021) b) Contingency for building repainting (e.g., external cracks, rainwater downpipe, rectification for awning and etc). - (Resolution 6.2 (a),12th AGM held on 03/04/2021) c) Consultant-Repainting, (Resolution 6.2 (b),12th AGM held on 03/04/2021) 10 Waterproofing for RC room Block E 11 Conversion of Tennis Court to Dual-Purpose (Tennis and Basketball) Court (Resolution 6.4,12th AGM held on 03/04/2021) Adult pool spa jet system Replacement of pump for stream Jacuzzi pump and panel (5 pumps) Riser, door lock, fire staircase door lock Replace rotten door & door frame (100 doors) Protection (Acrylic panels) of renovation in guest lifts Less : Contingency expenses (Piping, Electrical and etc) Total Capital Expenditures - Sinking Fund Available as at 30th June Medium Medium - (400,000.00) - (100,000.00) Medium - Medium - Medium - - (100,000.00) - (10,000.00) (21,700.00) Low - (20,000.00) - Low - (13,750.00) - Low Low - (40,000.00) - (50,000.00) Low - - (63,000.00) - (70,000.00) (70,000.00) - (1,292,690.00) (673,000.00) 2,061,971.00 1,134,742.32 763,918.04 Page 44 of 66 5.2 • New wiring for firefighting panel • Upgrading of all service lift ceiling • Upgrading to access card system for reading rooms, games room and table tennis • Fire pump room change gate valve for all pump • Waterproofing for rooftop water tank block A-G • Cleaning neutral gas pipeline • Tennis court resurfacing • Spa garden replacement of wooden decks • Replacement of all exit sign Past Ongoing • Replacement of all pumps • Repainting project • Playground upgrading • Installation of SPD • Fire Seal @ electrical risers • Polycarbonate cleaning and rectification • Pool panel replacement • RC tanks waterproofing • Facade cleaning Upcoming Page 45 of 66 Page 46 of 66 Page 47 of 66 Page 48 of 66 6.0 Page 49 of 66 For the safety and security of Hijauan Kiara, Eaza Force has been appointed. There are eight (8) unarmed security guards for the day-shift another six (6) unarmed security guards for the night-shift. Their duties and responsibilities include conducting regular patrol and clocking both within the buildings and also common areas, monitoring CCTV cameras, lift system, access card systems, barrier gate, traffic control, and assisting residents whenever there is a request or in an emergency situation etc. Eight (8) day shift guards Six (6) night shift guards Page 50 of 66 6.1 Firefighting protection/ prevention This firefighting protection/prevention system consists of: • Smoke detector system • Heat detector system • CO2 gas system • Hose reel system • Hydrant system around the compound • Break glass system • Wet riser system All these firefighting protection/ prevention systems are being closely monitored by our security 24 hours, daily. Any fault will be reported to the management office immediately. CCTV System A CCTV (closed-circuit television) system enhances security by allowing the use of videos cameras to monitor the interior and exterior of a property, transmitting the signal to a monitor where the on-site security guards monitor. CCTV system is equipped at the entrance, common areas, carpark lobby and etc. Page 51 of 66 VBarrier Gate & Access Card System VWe have installed a vehicle access card system at the guardhouse at both the main entrance and back entrance. Residents are issued with a long-range transponder access cards for entry and exit. Those without transponder access cards are not allowed to enter and will need to go through the visitor registration procedure in order to enter. Page 52 of 66 6.2 For safety and security purposes, Hijauan Kiara’s security ensures that all persons entering the premises are registered in accordance with the guidelines laid out by the Management. Registration of Graaab Car Visitor for Drop- Off Registration of Visitors Using Graaab QR Code •Register Graaab car driver and vehicle number •Visitor registration as per the SOP below; with/without QR Code •Visitor to scan QR Code •Guard to call resident for verification on the visitor(s) arrival •Once verified, the guard will update the information in the system •If resident fails to answer the call, guard will intercom resident’s unit. If no response, entry will not be permitted Registration Of Visitors, Maids, Deliveries And Contractors •Ensure visitors/maids and contractors have an Sop For Evacuation •Guard will press the evacuation alert when there is Identification Card/ Valid driving license/ Valid permit/ Passport for registration •Call or intercom the resident’s unit. Once approval is given, the guard will take a photo of the above document and key-in the necessary information any emergency i.e., fire incident •Guard will follow fire evacuation plan accordingly Page 53 of 66 6.3 All security guards have been trained and briefed on the SOP or the necessary Security Procedures in the event of the followings: Fire Breakout Pipe Burst or Water Leakage Fighting Incident Noise complaints from residents Gas Leakage Examples of Crisis Injury Incident Electricity Power Supply Failure or Blackout Suicide Incident Burglary Incident Mantrap in Lift Page 54 of 66 7.0 Page 55 of 66 7.1 Page 56 of 66 E-Community Application In line with our continuous effort to improve our community, residents were introduced to JagaApp which is aimed at improving security, communication and convenience in communities. Features of JagaApp as follows: Page 57 of 66 7.2 New Tenant or Owner Fill in resident registration form and submit together with tenancy agreement. Fill in the resident registration form and submit it together with SPAfor change of ownership. Fill in moving-in form and pay deposit of RM3,000. Fill in moving-in form and pay deposit of RM3,000. Management to pass a copy of Hijauan Kiara House rules. Management to provide latest statement of account to new owner and a copy of Hijauan Kiara House rules. Download and register for E-Community App, JagaApp 2.0. Download and register for E-Community App, JagaApp 2.0. Page 58 of 66 JagaApp Registration Procedure Page 59 of 66 Page 60 of 66 8.0 / Page 61 of 66 Hijauan Kiara is one of the lowest densities and most exclusive offerings in Mont’Kiara when it was handed over to the homeowners in 2008. It was also the first condominium to introduce the private lift lobby concept in the neighbourhood selling from RM500 psf back then. 8.1 The average transacted value psf of Hijauan Kiara Block A-G over the last four (4) years are as follow: AVERAGE PRICE AVERAGE PRICE OFBLOCK A – C OFBLOCK D – G (PSF) (PSF) 2018 RM 602 RM 572 2019 RM 546 RM 744 2020 RM 608 N/A 2021 RM 549 RM 499 Year Based on the average transacted price as shown in table above, it can be seen that over the past four (4) years, average transacted price of high-rise Block A-C ranges from RM 546 psf to RM 602 psf. Meanwhile, average transacted price of low-rise Block D-G ranges from RM 499 psf to RM 572 psf. The highest price recorded was at RM 608 psf in 2020 for high rise Block A-C while highest price recorded was at RM 744 in 2019 for low-rise Block D-G which may be due to factors such as renovation. Page 62 of 66 RM800.00 RM700.00 RM600.00 2018 RM500.00 2019 RM400.00 2020 RM300.00 2021 RM200.00 RM100.00 RM0.00 AVERAGE PRICE OF BLOCK A – C (PSF) AVERAGE PRICE OF BLOCK D – G (PSF) Based on the graph portrayed, it can be seen that average price psf for low-rise and high-rise shows a slight decrease in 2021. Such pattern is due to the Covid-19 pandemic causing housing prices to drop. It is expected that the property market will slowly recover when the pandemic has phased to endemic when everything stabilizes. 8.2 On the other hand, based on online property portal such as ‘PropertyGuru’ and ‘Iproperty’, most of the online asking rental is from RM 2.00 psf for partially furnished units. Meanwhile asking rental for fully furnished units is from RM2.50 psf. At such rate, the rental market for Hijauan Kiara is still considered optimistic even though it is during the pandemic where most rental go down the drain due to cut of salary causing lower demand. Page 63 of 66 9.0 Page 64 of 66 Based on Google Review, it can be concluded that Hijauan Kiara has majority good reviews averaging to a 4.5/5.0 stars. Page 65 of 66 Page 66 of 66