DBE2674 – Property & Facilities Management Sept2023/QP/Assignment

SCHOOL OF BUILT ENVIRONMENT

DIPLOMA IN ESTATE MANAGEMENT

PROPERTY & FACILITIES MANAGEMENT

DBE 2674

GROUP ASSIGNMENT & PRESENTATION

SEPTEMBER 2023 SEMESTER

THIS ASSIGNMENT CONSISTS OF CASE STUDY QUESTION

Release date : 18 OCTOBER 2023

Date to submit : 08 DECEMBER 2023
Student ID : DEM2206011
DEM2209004
DEM2206016
DEM2206019

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DBE2674 – Property & Facilities Management Sept2023/QP/Assignment

TABLE OF CONTENTS

1.0 Introduction…………………………………….………………..…………..….3

2.0 Property Management Team…………………………………………………….6

3.0 Activities Taken for Maintenance and Management of the Property.……..……8

3.1 Charges and Sinking Fund Collection ………………………………..………………..….8

3.2 Maintenance of Common Properties ………………………………….………………….9

3.3 Health, Safety, and Emergency Procedure ………………………………………………10

3.4 Rental Collection………………….………………………………………….…..………11

3.5 Fire Safety………………………………………………………………………..………12

4.0 Conclusion………………………………………………………………….…13

5.0 Reference…………………………………………………………………..….15

6.0 Appendix.…………………………………………………………………..….16

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1.0 Introduction

Millennium Place, also known as Millennium Square, is a sprawling mixed-development property

located at 98, Jalan 14/1, Seksyen 14, Petaling Jaya, Selangor. The property spans across a 4-acre
leasehold land in Section 14, Petaling Jaya, and comprises commercial, retail, and high-rise
residential units. The project was developed by Luxor Properties Sdn. Bhd. and was launched in
2003, with completion in 2006 (Pavither, 2021).

The complex comprises two blocks of residential units and features retail spaces on the ground
and first floor. The residential units are located on levels 2 through 21, and they range in size from
935 square feet to 1,132 square feet, providing residents with the option of choosing 2 or 3-
bedroom apartments. Each floor contains an average of 11 units, and the complex is equipped with
three elevators in each block to cater to the residents' needs. Additionally, every residential unit
comes with a basement car park lot, and the residents have the option to rent additional parking
spaces from the management. The residential block boasts a modern façade with a generous
number of glass windows and panels, allowing natural light to permeate the interior. The facilities
at the complex include a swimming pool, gymnasium, children's playground, 24-hour security
services, surau, laundrette, and a barbeque area. Given that the complex also houses retail spaces,
the residents enjoy the convenience of having access to convenience stores, restaurants, and other
services within proximity (Pavither, 2021).

It is worth noting that Millenium Square is currently under the management of JL Facilities
Management Sdn. Bhd. on behalf of the Dataran Millenium PJ Management Corporation. Pictures
of the property can be seen in the appendix.

List of facilities and amenities within 5 kilometres radius of Millenium Square (iProperty, n.d.):

Education Medical Care

 Sekolah Kebangsaan Sri Petaling  Tun Hussein Onn National Eye Hospital
 Sekolah Menengah Kebangsaan (L) Bukit  Columbia Asia Hospital
Bintang  Universiti Malaya Medical Centre
 Sekolah Kebangsaan (L) Bukit Bintang (2)  Beacon Specialist Hospital
 Assunta Hospital Petaling Jaya

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 Sekolah Menengah Kebangsaan (P) Sri  Mediviron Klinik

Aman
 Sekolah Kebangsaan (L) Bukit Bintang (1)
 Sekolah Menengah Kebangsaan Sri Utama
 Sekolah Jenis Kebangsaan (Tamil)
Vivekananda
 Sekolah Kebangsaan Satu Sultan Alam
Shah
 Sekolah Menengah Kebangsaa Sultan
Abdul Samad
 Deutsche Schule Kuala Lumpur
 MAZ International School – PJ Campus
 Legacy Private School
 Highlands International Boarding School
(HIBS)
 Beaconhouse International School – Sri
Inai Campus
 City University College of Science and
Technology (CUCST)
 IACT College
 Brickfields Asia College (BAC) Petaling
Jaya
 Quest International University Perak
(QIUP)
 Saito College
 The Otomotif College (TOC)
 Bible College Of Malaysia (BCM)
 MAHSA Prima International College
 International Centre of Education in
Islamic Finance (INCEIF)

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 Penang International Dental College

(PIDC)
 Excel International College

Shopping Centre Recreation Centre

 Jaya Shopping Centre  PJ Futsal Centre
 Jaya 33  Jump Street Asia Indoor Trampoline Park
 Jaya One  The Challenger Sports Centre, Petaling
 Digital Mall Jaya
 Amcorp Mall  Taman Jaya Recreational Park

Transportation
 LRT Asia Jaya
 LRT Taman Jaya
 LRT Taman Paramount
 KTM Kampung Dato Harun
 LRT Taman Bahagia
 KTM Seri Setia
 MRT Phileo Damansara

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2.0 Property Management Team

Under the Strata Title Act 2013, any stratified property will require a management body. The
management body can either be formed by the developer or the proprietors themselves. When the
property is completed, the developer will be responsible for managing the property for 1 year.
After 1 year, the management responsibilities will fall on the proprietors. The proprietors will first
form the Joint Management Body (JMB). The JMB is an interim management body before all the
strata titles have been issued to the individual owners of the stratified property. Upon the issuance
of the strata titles, the management responsibilities fall on the Management Corporation, and the
JMB is dissolved. The JMB and MC might sound different but essentially, they have the same
duties – to manage common areas and facilities, enforce by-laws and collect maintenance charges
and contributions to the sinking fund, among others (Chew, 2022).

The management body in charge of Millenium Square is the Dataran Millenium PJ (DMPJ)
Management Corporation. According to the latest Annual General Meeting (AGM) minutes, the
MC has been in charge of the property since 8 years ago. The Management Corporations are
statutory bodies representing strata title owners and established to manage and maintain the
common property of the development. Their duties and powers include collecting maintenance
charges and sinking fund contributions from parcel owners, engaging management, security,
insurance, cleaning, technical, parking, landscaping etc services for common property, and liaising
with the developer, Commissioner of Buildings, local authorities and Strata Management
Tribunals (SMA 2013). The management committee of the DMPJMC is shown below:

Figure 1: Organizational Chart for Management Corporation

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The MC also has the option to hire a property management company as the managing agent. The
managing agent will, on behalf of the MC, execute all the duties bestowed upon the MC. In return,
the MC will have to pay remuneration to the property management company. The DMPJMC hired
JL Facilities Management Sdn. Bhd. (JLFM) as managing agent. No organizational chart can be
found so the staff of JL Facilities Management Sdn. Bhd. can be seen in the AGM minutes:

Figure 2: The List of Staff of JLFM

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3.0 Activities Taken for Maintenance and Management of the Property

3.1 Charges and Sinking Fund Collection

According to the Strata Management Act (SMA) 2013, charges and sinking funds are contributions
to be paid by the parcel owner and to be deposited into the maintenance account and sinking fund
account respectively. Charges and sinking funds are only applied to the stratified property because
a stratified property has what non-stratified property does not which is the common property. The
common property, in a nutshell, is the facilities and amenities within the property complex that
can be used by all the residents of the complex. As such, all the residents are responsible for the
maintenance of the common property regardless of usage or not. The charge and sinking fund
contributions are allocated according to the share units of the parcel owner. In general, the more
share units owned, the higher the contributions to be paid.

The collection of contributions by the property manager of Millenium Square begins with issuing
the bills to all parcel owners. The bill will be issued quarterly or every 3 months. The bill will state
how much to pay and the method of payment. According to the interview with the property
manager, the parcel owners are given 3 months to pay the contributions. After 3 months, any parcel
owners who have not paid the sum will be issued a notice. The notice will state the parcel owner
has to make payment of the contributions within 14 days. Usually, the unpaid amount will be
settled by now. If there are still some parcel owners who still insist on not paying after 14 days,
the property management will cut off the water supply to the unit. By then, all the outstanding
sums are settled. According to the property manager, this situation rarely happens as all parcel
owners will pay the contributions on time.

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3.2 Maintenance of Common Properties

The common property has to be maintained regularly and all of this will require money. In the
Malaysian Property Management Standards (MPMS), maintenance is any action taken to ensure
the building is kept in good condition and the facilities are in an optimum operable state. A proper
maintenance management programme has to be devised to ensure the money and time are used
efficiently and without waste. The money for maintenance works is obtained from the parcel
owners. In the event of insufficient money, maintenance of buildings and facilities will be based
on priority and the priority level will be decided by the managing agent. The priority here means
that some facilities will be repaired and maintained over other facilities.

The managing agent of Millenium Square has faced this issue several times. The way they solve
this issue is by setting priority levels for facilities. The priority level is based on two categories –
convenience and comfort. The convenience level refers to facilities that make life of residents
easier. For example, the lifts. The lifts help residents to move between levels quickly and without
getting tired. This is extremely important for vertical-developed property (high-rise property) as
the buildings can get very high. If the managing agent decides to forgo maintaining the lifts and
instead maintain other facilities, it will have a huge impact on the residents once the lift breaks
down, particularly for the elderly. Another facility that falls under this category is the security
system. Nothing is more important than the safety of the residents. Hence, the security system will
always be the first on the checklist.

The facilities that go into the comfort categories are a swimming pool, gymnasium, playgrounds,
and surau. These facilities fell into this category because if they broke down, it would not
significantly affect the lives of the residents. The residents can still live without the use of these
facilities. Thus, the maintenance of the ‘comfort’ facilities will be done only after maintaining the
‘convenience’ facilities.

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3.3 Health, Safety, and Emergency Procedure

One of the global crises, the COVID-19 pandemic had reach repercussions for the health and safety
system, economies, and societies. The impacts of COVID-19 on property management have been
implementing new safety regulations. The Millenium Square property management had to react
quickly to new safety rules and regulations, readjust the tenant’s request, and deal with unstable
economic conditions. In this challenging time, the property managers had to navigate the federal,
state, and local guidelines to make sure Millenium Square property was safe for the owners,
tenants, and employees. Later on, the Millenium Square Management have to ensure and educate
the residents on the importance of following the safety protocols. For example, remind the
residents to wear masks at all times, practice social distance in the property common areas, and
make sure to encourage them to stay home if they feel sick.

The Millenium Square property management has faced several issues. The resident in the property
doesn’t want to follow the rules of Covid-19 (SOP). The residents did not sanitise while using the
elevator, disposing of the garbage in open area without wearing a mask and going to the
management office for enquiry without social distancing. This will lead to a very serious issue of
spreading the viruses. After these issues had happened, the Millenium Square property
management implemented a clear policy for both residents and employees. Put the policies on the
notice board for the residents to keep them updated about the pandemic status. The management
will make sure that all residents and employees understand the policies for the safety of others
during this difficult time.

The Millenium Square Manager aims to encourage a culture of mutual respect and accountability
in addition to meet the regulatory requirements. This will eventually protect everyone's health and
well-being inside the managed property.

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3.4 Rental Collection

In Millenium Square property management, rental collection is a systematic method used to get
rent payments from tenants in either shop lots or the residents in the property. In order for property
owners to have a reliable source of income, The Millenium Square property manager is vital in
making sure that rent is paid on time and consistently. Typically, this procedure includes
establishing precise terms for payments, informing tenants of their responsibilities regarding rent,
imposing late fines when necessary, and taking proper legal action in the event that rent is not paid.

However, the property management of Millenium Square is facing the issues of tenants failing to
pay rent on time frequently. Covid-19 is one of the reasons that created the uncertainty for the
tenants. Some of the tenants lost their workers and the tenants couldn’t maintain the business
making it difficult for them to pay rent on time and other monthly dues as well. The property
manager of Millenium Square typically sends notices to tenants who are behind on rent. This may
include a reminder notice for late payment, a demand for payment, or a notice to quit, depending
on the severity of the situation and local laws. The property manager may reach out to the tenants
to find out the reason for late payment and work out a solution. This could involve setting up a
payment plan or discussing temporary relief measures. Property manager has the legal rights, if
negotiations and notifications fail to resolve the issue. An eviction notice, an official notice
demanding the tenants to leave the property within a certain amount of time, will be sent.

In order to protect the financial interests of property owners and maintain a pleasant owner and
tenant relationship, it is intended to create an open and effective system that works for both owners
and tenants. Effective rental collection is fundamental to the overall success of the Millenium
Square property operation.

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3.5 Fire Safety

Fire safety is the set of practices intended to reduce the destruction caused by fire. Fire safety
measures include those that are intended to prevent ignition of an uncontrolled fire, and those that
are used to limit the development and effects of a fire after it starts. Fire safety measures include
those that are planned during the construction of a building or implemented in structures that are
already standing, and those that are taught t to occupants of the building. Threats to fire safety are
commonly referred to as fire hazards. A fire hazard may include a situation that increases the
likelihood of a fire or may impede escape in the event a fire occurs. Fire safety is often a component
of building safety.

Furthermore, the property management of Millenium Square is facing the issue of residents do not
know how to stop the fire that are caused by their daily life. The resident did not know the steps
of using fire extinguisher while fire was ongoing, so the property management of Millenium
Square created a fire drill to ensure that all the residents in Millenium Square have knowledge on
how to extinguish fire. For example, the property management will conduct regular training
sessions to educate residents and staff on fire safety measures that include hands-on
demonstrations of how to use fire extinguishers, fire blankets, and other relevant equipment.
Besides that, they will also emphasize the importance of early detection and swift action to reduce
the risk of injuries or fatalities.

In the long run, the efforts undertaken by property management are not just about responding to
fires but are part of a broader strategy to prevent and mitigate potential risks. Lastly, with the
creation of fire drills by property management, residents are not only gaining practical experience
in handling fire emergencies but also becoming an active participant in their safety and that of their
neighbour.

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4.0 Conclusion

In conclusion, the management of Millennium Square, a dynamic mixed-use property in Petaling

Jaya, Selangor, reflects a multifaceted approach that encompasses strategic planning, meticulous
administration, and proactive responses to contemporary challenges. The property, developed by
Luxor Properties Sdn. Bhd., stands as a testament to urban living, incorporating commercial, retail,
and residential elements. The management structure, is overseen by Dataran Millennium PJ
Management Corporation and managed by JL Facilities Management Sdn. Bhd., exemplifies the
implementation of the Strata Title Act 2013.

Activities related to property maintenance and management at Millennium Square are

multifaceted, covering aspects such as charges and sinking fund collections, maintenance of
common properties, health, safety, and emergency procedures, rental collection, and fire safety.
The systematic collection of charges and sinking funds ensures financial stability for routine and
capital expenditures, with a transparent billing process and effective measures for timely
contributions from parcel owners. The maintenance of common properties is guided by a
prioritization strategy based on convenience and comfort, ensuring crucial facilities like lifts and
security systems are consistently operational.

In addressing health, safety, and emergency procedures, the property management has
demonstrated agility in responding to the challenges posed by the COVID-19 pandemic.
Implementing safety regulations, educating residents, and enforcing protocols have been pivotal
in safeguarding the well-being of occupants. Noteworthy is the clear policy implementation in
response to residents' non-compliance, reflecting a commitment to a culture of mutual respect and
accountability.

Rental collection, a vital aspect of property management, faces challenges exacerbated by external
factors such as the economic uncertainties brought about by the pandemic. The property manager's
adaptive approach involves communication, negotiation, and, when necessary, legal actions to
ensure a steady income source for property owners. Fire safety measures, including regular training
sessions and fire drills, showcase a proactive stance in preventing and mitigating potential risks,
with residents actively participating in ensuring their safety and that of their neighbors.

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In essence, the comprehensive management of Millennium Square reflects a commitment to

creating a secure, well-maintained, and thriving living environment. The strategic combination of
financial acumen, legal expertise, and effective communication has positioned Millennium Square
as a model of integrated property management in the dynamic landscape of Petaling Jaya.

Total Word Count: 2810 words

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5.0 Reference

Anon, (2018). Joint Management Bodies & Management Corporation. [online] Available at:
https://mahwengkwai.com/joint-management-bodies-management-
corporation/#:~:text=JMBs%20and%20MCs%20are%20statutory [Accessed 7 Dec. 2023].

Chew, R. (2022) ‘Know Your Stuff: What is the role of the JMB, MC and Sub MC in stratified
project?’, The Edge Malaysia, 7 July [Online]. Available at:
https://theedgemalaysia.com/article/know-your-stuff-what-role-jmb-mc-and-sub-mc-stratified-
projects (accessed: 7 December 2023).

FIRE SAFETY. (n.d.). Available at:

https://www.iitr.ac.in/safety/Safety%20Awareness/Fire_Safety.pdf.

Lopez, J. (2016). Management Corporation – Preparing for an AGM. [online]

JMBMALAYSIA.ORG. Available at: https://jmbmalaysia.org/management-corporation-
preparing-for-an-agm/ [Accessed 7 Dec. 2023].

Malaysian Property Management Standards Second Edition 2016

Millenium Place @ Millenium Square, Petaling Jaya, Selangor. (n.d.). Retrieved from
https://www.iproperty.com.my/building/millennium-place-millennium-square-
pty_62115/#photo.

Pavither, (2021). Millenium Square, Petaling Jaya. Retrieved from

https://www.propertyguru.com.my/new-property-launch/reviews/millennium-square-petaling-
jaya-213616#location.

Strata Management Act 2013

Strata Title Act 2013

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6.0 Appendix

Figure 3: Swimming Pool

Figure 4: Swimming pool

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Figure 5: Night View behind Millenium Square (Monsoon Drain and TNB Substation)

Figure 6: Front Sign of Millenium Square

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Figure 7: Millenium Square

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