Authority Requirement and Documentation

8/2/2019 Authority Requirement and Documentation

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Authority Requirement and Documentation

6 . 1 AUTHORITY REQUIREMENT

Stormwater management aspect either in land/property development or as a project by itself, requires

authority approval and processes at various stages of its development. A clear documentationregarding these authority requirements shall serve to promote efficiency, transparency and contributestowards the enhancement of the development and economy of the country. Properly developedguidelines when adopted across the country will also bring about uniformity of standards and practicesto ensure health, safety and welfare of the public are consistently safeguarded. This Chapter presentsthe current authority requirement as found in practice.

6 . 1 . 1 Application for Landuse Conversion

Landuse conversion is a standard procedure that need to be carried out first in any land/propertydevelopment in compliance to the National Land Code. Applications for landuse conversion must beto the District Land Office. Proposed developments shall comply with the established Structural/LocalPlan for the area . It would also be a good practice for the developer or their consultants to meet therelated authorities and determine their requirements prior to the actual plan submission. This shallhelp to reduce the review/processing time as the Land Administrator would distribute to application tothese related agencies for their comments. Figure 6.2 shows a typical process flowchart for landuseConversion.

6.1.2 Application for Land Sub-division

For submission purposes, all plans must be signed by a registered Planner. Plans related to stormwaterhowever must also be signed by a Professional Engineer. The plan among others must also showrequired reserves for drains and related facilities such as detention ponds etc.

As part of the approval condition, the landowner shall then be required to pay drainage contributionwhere required. Figure 6.2 shows the general flowchart for the application and processing ofsub-division. The detailed process and submission requirements may be obtained from each districtland office as these vary from district to district.

6 . 1 . 3 Building Plan Submission/Approval

The next step after land-use conversion and subdivision is to apply for building plan approval.A li i h ll b b i d h L l A h i h i j i di i h j Th


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Figure 6. 2 Typical Process Flowchart for Sub-division Approval


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6 . 1 . 4 Requirement During Construction

For land/property development, the project owner is required to notify the Local Authority oncommencement of works. The authority shall then conduct site checks to ensure compliance. Inaccordance to the Uniform Building By-Law the following forms need to be filled up and submitted tothe Local Authority in relation to building work:

1. Form B-Notice of Commencement/ Resumption of Building Operation


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Each agency carries out their project on their own. Presently there is no statutory requirement forjoint consultation. Nevertheless it would be a good practice to refer to the other related agenciesaffected by the works for their information and comments if any. Common issues encountered are asfollows:

1. Drains and sewer pipe crossing2. Drains and water pipe crossing3. Drains and electrical cable crossing4. Drains and communication cable crossing5. Drains and road crossing6. Drains and railway crossing7. Drains joining to trunk drains and river underMandatory compliance to the respective authorities shall be required for the followings:

1. Work involving Land acquisition - Land Office2. Request for electricity supply - TNB3. Work involving construction - Local Authority

and/or renovation of building

4. Installation of cranes/lifts - Factory andMachinery Dept

There are several guidelines established by the respective authorities for the purpose of plansubmissions and other processes required during construction and handing over. Typical examples areas shown in Table 6.1.

Table 6. 1 Sectoral Agency Guidelines

Authority Guideline

Federal/State

JKR

1. Guidelines for thesubmission

Of Layout Plans, Road and

Drainage Plans

2. A Guide to Drainage Designof Roads

KTM Permanent Way Manual

1 U b S


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Drainage work which catergorised as "prescribed activities" under the Environmental Quality Act 1974shall be subject to Environmental Impact Assessment (EIA) and Environmental Monitoring Plan(EMP) requirements. These specific drainage activities are as follows:

1. Drainage of wetland, wildlife habitat or of virgin forest covering an area of 100 ha or more2. Construction of dams and manmade lakes and artificial enlargement of lakes with surface area of

200 ha or more

In addition to the above, the "prescribed activities" list also cover some other activities where drainagemost likely will play a part although probably on a minor scale. Appendix 6.A shows the full list ofthese activities.

There are several guidelines prepared by the DOE to facilitate project proponents in complying withthe EIA/EMP requirements. An example is the EIA Guidelines for Drainage and/or Irrigation Projects.

6 . 2 Documentation

Comprehensive documentation of stormwater facilities would be useful in the management of suchfacilities. All information pertaining to the project must be documented if possible. It should coverproject inception, planning, detailed design, construction, commissioning and handing over,operations and maintenance, repairs, upgrading and performance.

These documents would provide the responsible agency/owner the necessary information for theirasset database. Certain documentation also must to be kept by the builder, the operator and theengineer/consultant responsible for the works. Table 6.2 shows the responsibility of document keepingamong the related parties.

Documents may be stored in various methods ranging from hard copies, micro-films and electronicformats depending on the needs and capacities of the user. Regardless, document storage should alsofacilitate easy retrieval by adopting systematic filing/placement and indexing records. Theimplementation of documentation system in line with that of the internationally recognised ISO 9000

would be highly recommended and in the future may be made mandatory.

Table 6. 2 Responsibility of document keeping

K i

Document

Drawings Design Construction O&M Maintenance Performance


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constructed.

6 . 2 . 2 Design Reports

Design Reports should include a brief of the project, site and soil investigation report, design concepts,detailed engineering calculations and the specifications relevant to the project.

A Professional Engineer responsible for the project should endorse the report.

6 . 2 . 3 Construction Records

Record of the details of contractor, particulars of the contract, the supervisors, activities carried out,test reports, site problems encountered, instructions to the contractors etc are important documents thatmust be preserved. Photographs and/or video images taken regularly during the construction period

may also be included.

6 . 2 . 4 Operation & Maintenance Manual

Each completed facility must be accompanied by an O&M manual. The details to be shown shouldinclude manpower and equipment/tools requirements for the O&M, details of the operationsprocedures, maintenance activities and schedules, inspection programs etc.

Projects involving high risks to the public may need an Emergency Action Plan (EAP) to beestablished.

6 . 2 . 5 Maintenance, Repair and Upgrading Records

Stormwater facilities, like any other facilities will deteriorate over time with wear and tear and aging ofthe material components. Regular maintenance and repairs shall be required for these facilities toperform optimally as designed. Over time, these facilities may also require upgrading to meet other

additional needs or increased loading and higher standards. Records for these activities shall facilitatemonitoring of performance and management review of these assets.

6 . 2 . 6 Performance Record

Stormwater facilities are designed and constructed to meet certain acceptance performance criteria


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