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Updated*: SOP for Strata Development: National Recovery Plan (revised as at 13.7.2021)

KPKT has issued SOPs for Phase 1 and Phase 2 of the National Recovery Plan (revised as at 13.7.2021). The SOPs can be downloaded below:

*updated on 24.7.2021 enclosing the revised SOP issued by the Ministry of Sports (applicable to strata development)

SOP for Phase 1

Operational SOPs

  1. Covid-19 Preventive Measures
  • (Management body) is to take temperature of each workers and visitors at the entrance of each strata scheme before entry (temperature above 37.5 degree Celsius or above or those who show symptoms of Covid-19 like sore throat, cough, flu or difficulty in breathing are not allowed to enter);
  • Register by scanning the QR Code through the MySejahtera app or record the name, telephone number, date and time upon arrival at the premises in the record book if there is no internet connection is mandatory for purposes of contact tracing;
  • Always practise physical social distancing between 1 meter between individuals;
  • Wash hands with soap and water or use hand sanitizer;
  • Putting on face mask is mandatory at common area;
  • Disinfect surface areas which are contaminated.

2. Post / Courier / Delivery –

  • Delivery of post/orders/goods are allowed to the to the designated area determined by the JMB / MC / Property Manager like to the intended area, specific address and other locations;
  • Must adopt contactless delivery to reduce the risk of infection;
  • Must adhere to the visitors’ management procedures.

3. Repair Management and Maintenance –

  • All repair and maintenance works in respect of common property are allowed;
  • All critical repair and maintenance works which involve essential services within a unit / parcel are allowed subject to the approval of the management body;
  • Maintenance works are subject to any latest SOP provided by Ministry of Works.

4. Renovation Matters –

  • In general, all renovation works within a strata scheme are not allowed;
  • Subject to the approval of the management, all necessary basic installation works which do not generate continuous noise to enable a parcel fit and safe for stay after moving in only is allowed (example: installation of electrical items and iron grille). Installation works can be carried out before moving in;
  • New installation works for internet and communication facilities in a parcel which do not generate continuous noise are allowed and prior notification is to be given to the management body;
  • All renovation works are subject to any latest SOP provided by Ministry of Works (KKR).

5. Moving in and Out –

  • An individual or parcel owner who wishes to move (in/out) is required to obtain permission to travel from the police (PDRM) for himself and the movers together with the moving personnel involved; and
  • Applicant to move in/out a strata scheme is to notify the date and time of moving together with providing details of those movers to the management.

6. Management Office operations –

  • Management Office operated by property manager in carrying out important matters (essential services) are to be kept to the minimal and render services through the mode one deems fit (transaction through online is encouraged). Management Office is to closed to the public.
  • Management and maintenance capacity of a stratified scheme involving management office and operational employees are to be capped at 60% (of the workforce) and further subject to latest MKN’s directives;
  • Operations of essential services which involve security and cleaning services are allowed to operate at the maximum capacity based on the SOP of Industry of Control of Private Safety issued by the Ministry of Home Affairs (KDN) or subject to the stamped contract.

7. Visitors’ management –

  • All visitors are not allowed to enter into the strata scheme except those who were granted permission or special leave to enter by the management body;
  • Visitors who were granted access are required to adhere to the Covid-19 preventive measures at the security post or any other areas as determined and further to provide information to the management body for purposes of contact tracing;
  • movement of the visitor is limited to the extent to those permissible area in tandem with the original purpose during registration.

8. Service Providers’ Management –

  • Only service providers involved in maintenance and repair works are allowed to enter into a strata scheme;
  • All employees of service providers are required to adhere to the Covid-19 preventive steps at the security post or any other areas determined and further to provide information to the management body for purposes of contact tracing;
  • A proprietor / service provider is required to obtain written approval from the management body for purposes of rendering important services to the common property;
  • Movement of the service provider is limited to the extent of those permissible area submitted during registration and further subject to the visitors’ management procedure

9. Contractors’ management –

  • All contractors / vendors / employees are allowed to enter into a strata scheme to undertake maintenance / management / repair works. Movement of the contractors / vendors / employees are limited to the area involved
  • All contractors / vendors / employees are required to provide details to the management body for purposes of contact tracing before entering into the strata scheme. Contractors / Vendors / employees who are Malaysian national must furnish his ID whereas contractors / vendors / employees who are not Malaysian nationals must furnish their passports or valid work permits with their latest telephone numbers. Contractors / Vendors / employees are required to adhere to the SOP for Construction Sector issued by Ministry of Works.
  • All contractors / vendors / employees are to adhere to the Covid-19 preventive steps at the security post or other areas as determined.
  • All contractors / vendors / employees are required to carry out its services according to the schedule fixed by the management body.

10. Occupants’ management –

  • Occupants are allowed to move within the strata scheme whilst ensuring social distancing of at least 1 meter and subject to any further directives of MKN;
  • All form of religious, sports and recreation and other activities will be subject to the general SOP issued by MKN or Ministry of Health;
  • All form of public/official and social events are not allowed;
  • All form of face-to-face seminars / workshops / conventions / exhibitions are not allowed.

11. Common Property –

  • Operations of all sports and recreational facilities are not allowed and any form of exemption will subject to the permissible activities set out in and allowed in the and general SOP of Sports and Recreation Sector under the Ministry of Youth and Sports and Ministry of Health.
  • Operations of Common Property apart from sports and recreational facilities are not allowed and any exemption will subject to the general SOP issued by MKN or Ministry of Health.

12. Meetings of Committee members –

  • Face to face meeting is not allowed but meeting through virtual platform is allowed.

13. Annual General Meeting / Extraordinary General Meeting

  • Face to Face AGM / EGM is not allowed but online meeting through virtual platform is allowed.
  • Must adhere to the procedures set out by MKN

A. AGM / EGM (virtual meeting) (Before it takes place)

  • A Management Body which intends to convene a virtual AGM/EGM online must issue the statutory notice of meeting and copy the Commissioner of Buildings (“COB”).
  • Notice of the meeting shall be issued accordingly (pursuant to Section 144 SMA 2013) whether personally, registered post (to the last known address) or by attaching the notice at a prominent part of the last known address TOGETHER with an email to all parcel owners / proprietors.
  • Notice issued must set out the means by which the meeting can be electronically accessed, venue, type of virtual meeting platform, how a person (entitled to vote) may vote at the meeting by electronic means, method in lodging a proxy form and how the virtual meeting will take place;
  • Documents and attachments (as required by law) accompanying the notice of meeting must be served on the proprietors 14 or 21 days before the general meeting (according to the proposed resolutions) whether by way of manually, email, QR Code or other suitable online methods;
  • The list of names of persons entitled to vote must be displayed on the notice board and via the website / social media (if any) at least 48
    hours before the general meeting;
  • The management body is advised to upload the AGM/EGM notice to the website/social media, (if have any);
  • Participants must adhere to the COVID-19 Prevention Measures when conducting a virtual meeting;
  • The proxy form and instrument appointing proxy must be deposited by the Proprietor to the management not less than 48 hours before the general meeting, whether manually or online;
  • The management body can set a series of logins or passwords or IDs to distinguish proprietors, proxies and observers;
  • The management body must ensure internet connection is in good condition with the minimum speed required to conduct a virtual meeting effectively.

B. AGM / EGM (virtual meeting) (During)

  • The management body must ensure that the virtual meeting platform
    used is functional. The platform must be able to carry out the following functions ie to accept nomination of candidates, private motions, count the votes accurately, announce voting results and record the proceedings at the general meeting.
  • The platform to be adopted must also be able to take into account the different voting methods , whether through hand or by poll and also capable of tallying of votes corresponding to the share units assigned to each parcel;
  • Registration for an online meeting is open 2 hours before the meeting. If the quorum is not achieved, registration shall continue for a further 30 minute. Any eligible and registered proprietors during these period shall constitute quorum of the meeting.
  • The chairman of the meeting is elected from among the eligible proprietors and shall preside over such meeting until its conclusion. If the appointed chairman fails or refuses to conduct the meeting until the conclusion, a new chairman shall be appointed from among the eligible proprietors;
  • Votes and results must be displayed live on the meeting screen to be viewed by all;
  • The organizing committee of the virtual meeting must be present at the location where the meeting is to be convened.

C. AGM / EGM (virtual meeting (After)

  • The management body must prepare the minutes of the general meeting within the stipulated period. The minutes provided shall be displayed on the notice board and announced to the proprietors.
  • The management body must, within 28 days from the date of the general meeting, submit documents to the COB which include:-
    (i) A copy of the notice of meeting;
    (ii) A copy of the minutes of the meeting;
    (iii) A copy of the attendance record of the proprietors, proxy or representative; and
    (iv) Other documents required by the COB.
  • The COB may direct that an AGM / EGM be re-convened in the event of flaws found in the platform, during the proceedings of the general meeting or any other reasonable grounds raised in a written complaint by a proprietor.

SOP for Phase 2

Operational SOPs

  1. Covid-19 Preventive Measures
  • (Management body) is to take temperature of each workers and visitors at the entrance of each strata scheme before entry (temperature above 37.5 degree Celsius or above or those who show symptoms of Covid-19 like sore throat, cough, flu or difficulty in breathing are not allowed to enter);
  • Register by scanning the QR code through the MySejahtera app or record the name, telephone number, date and time upon arrival at the premises in the record book if there is no internet connection is mandatory for purposes of contact tracing;
  • Always practise physical social distancing between 1 meter between individuals;
  • Wash hands with soap and water or use hand sanitizer;
  • Putting on face mask is mandatory at common area;
  • Disinfect surface areas which are contaminated.

2. Post / Courier / Delivery –

  • Delivery of post/orders/goods are allowed to the to the designated area determined by the JMB / MC / Property Manager like to the intended area, specific address and other locations.
  • Must adopt contactless delivery to reduce the risk of infection.
  • Must adhere to the visitors’ management procedures

3. Repair Management and Maintenance –

  • All repair and maintenance works in respect of common property are allowed;
  • All repair and maintenance works which involve essential services within a unit / parcel are allowed subject to the approval of the management body;
  • Maintenance works are subject to any latest SOP provided by Ministry of Works.

4. Renovation Matters –

  • Renovation works within a strata scheme are allowed subject to the approval of the management;
  • Management is allowed to determine the duration deem fit for each renovation work;
  • All renovation works are subject to any latest SOP provided by Ministry of Works (KKR).

5. Moving in and Out –

  • Moving in and out are allowed in strata scheme;
  • An individual or parcel owner who wishes to move (in/out) is required to obtain permission to travel from the police (PDRM) for himself and the movers together with the moving personnel involved; and
  • Applicant to move in/out a strata scheme is to notify the date and time of moving together with providing details of those movers to the management.

6. Management Office operations –

  • Management Office operated by management in carrying out important matters (essential services) are to be kept to the minimal and render services through the mode one deems fit (transaction through online is encouraged). Management office is allowed to open to the public.
  • Management and maintenance capacity of a stratified scheme involving management office and operational employees are to be capped at 80% (of the workforce) and further subject to latest MKN’s directives;
  • Operations of essential services which involve security and cleaning services are allowed to operate at the maximum capacity based on the SOP of Industry of Control of Private Safety issued by the Ministry of Home Affairs (KDN) or subject to the stamped contract.

7. Visitors’ management –

  • All visitors are not allowed to enter into the strata scheme except those who were granted permission or special leave to enter by the management body;
  • Visitors who were granted access are required to adhere to the Covid-19 preventive measures at the security post or any other areas as determined and further to provide information to the management body for purposes of contact tracing;
  • movement of the visitor is limited to the extent to those permissible area in tandem with the original purpose during registration.

8. Service Providers’ Management –

  • Service providers involved in maintenance and repair works are allowed to enter into a strata scheme;
  • Property viewing matters and repair of appliances like air-cond, water filter and broadcasting device is allowed subject to the adherence of Covid-19 Preventive Measures and Visitors’ Management SOP;
  • All employees of service providers are required to adhere to the Covid-19 preventive steps at the security post or any other areas determined and further to provide information to the management body for purposes of contact tracing;
  • A proprietor / service provider is required to obtain written approval from the management body for purposes of rendering important services to the common property;
  • Movement of the service provider is limited to the extent of those permissible area submitted during registration and further subject to the visitors’ management procedure.

9. Contractors’ management –

  • All contractors / vendors / employees are allowed to enter into a strata scheme to undertake maintenance / management / repair works. Movement of the contractors / vendors / employees are limited to the area involved
  • All contractors / vendors / employees are required to provide details to the management body for purposes of contact tracing before entering into the strata scheme. Contractors / Vendors / employees who are Malaysian national must furnish his ID whereas contractors / vendors / employees who are not Malaysian nationals must furnish their passports or valid work permits with their latest telephone numbers. Contractors / Vendors / employees are required to adhere to the SOP for Construction Sector issued by Ministry of Works.
  • All contractors / vendors / employees are to adhere to the Covid-19 preventive steps at the security post or other areas as determined.
  • All contractors / vendors / employees are required to carry out its services according to the schedule fixed by the management body.

10. Occupants’ management –

  • Occupants are allowed to move within the strata scheme whilst ensuring social distancing of at least 1 meter subject to the latest directives of MKN;
  • All form of religious, sports and recreation and other activities will be subject to the general SOP issued by MKN or Ministry of Health;
  • All form of public/official and social events are not allowed;
  • All form of face-to-face seminars / workshops / conventions / exhibitions are not allowed.

11. Common Property –

  • Operations of all sports and recreational facilities are subject to those activities permitted by the general SOP for Sports and Recreation Sector under the Ministry of Youth and Sports and Ministry of Health.
  • Operation of Common Property apart from sports and recreational facilities are allowed subject to the general SOP issued by MKN or Ministry of Health.

12. Meetings of Committee members –

  • Face to face meeting is not allowed but meeting through virtual platform is allowed.

13. Annual General Meeting / Extraordinary General Meeting

  • Face to Face AGM / EGM is not allowed but online meeting through virtual platform is allowed.
  • Must adhere to the procedures set out by MKN

A. AGM / EGM (virtual meeting) (Before it takes place)

  • A Management Body which intends to convene a virtual AGM/EGM online must issue the statutory notice of meeting and copy the Commissioner of Buildings (“COB”).
  • Notice of the meeting shall be issued accordingly (pursuant to Section 144 SMA 2013) whether personally, registered post (to the last known address) or by attaching the notice at a prominent part of the last known address TOGETHER with an email to all parcel owners / proprietors.
  • Notice issued must set out the means by which the meeting can be electronically accessed, venue, type of virtual meeting platform, how a person (entitled to vote) may vote at the meeting by electronic means, method in lodging a proxy form and how the virtual meeting will take place;
  • Documents and attachments (as required by law) accompanying the notice of meeting must be served on the proprietors 14 or 21 days before the general meeting (according to the proposed resolutions) whether by way of manually, email, QR Code or other suitable online methods;
  • The list of names of persons entitled to vote must be displayed on the notice board and via the website / social media (if any) at least 48
    hours before the general meeting;
  • The management body is advised to upload the AGM/EGM notice to the website/social media, (if have any);
  • Participants must adhere to the COVID-19 Prevention Measures when conducting a virtual meeting;
  • The proxy form and instrument appointing proxy must be deposited by the Proprietor to the management not less than 48 hours before the general meeting, whether manually or online;
  • The management body can set a series of logins or passwords or IDs to distinguish proprietors, proxies and observers;
  • The management body must ensure internet connection is in good condition with the minimum speed required to conduct a virtual meeting effectively.

B. AGM / EGM (virtual meeting) (During)

  • The management body must ensure that the virtual meeting platform
    used is functional. The platform must be able to carry out the following functions ie to accept nomination of candidates, private motions, count the votes accurately, announce voting results and record the proceedings at the general meeting.
  • The platform to be adopted must also be able to take into account the different voting methods , whether through hand or by poll and also capable of tallying of votes corresponding to the share units assigned to each parcel;
  • Registration for an online meeting is open 2 hours before the meeting. If the quorum is not achieved, registration shall continue for a further 30 minute. Any eligible and registered proprietors during these period shall constitute quorum of the meeting.
  • The chairman of the meeting is elected from among the eligible proprietors and shall preside over such meeting until its conclusion. If the appointed chairman fails or refuses to conduct the meeting until the conclusion, a new chairman shall be appointed from among the eligible proprietors;
  • Votes and results must be displayed live on the meeting screen to be viewed by all;
  • The organizing committee of the virtual meeting must be present at the location where the meeting is to be convened.

C. AGM / EGM (virtual meeting (After)

  • The management body must prepare the minutes of the general meeting within the stipulated period. The minutes provided shall be displayed on the notice board and announced to the proprietors.
  • The management body must, within 28 days from the date of the general meeting, submit documents to the COB which include:-
    (i) A copy of the notice of meeting;
    (ii) A copy of the minutes of the meeting;
    (iii) A copy of the attendance record of the proprietors, proxy or representative; and
    (iv) Other documents required by the COB.
  • The COB may direct that an AGM / EGM be re-convened in the event of flaws found in the platform, during the proceedings of the general meeting or any other reasonable grounds raised in a written complaint by a proprietor.