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 documentation regarding these authority requirements shall serve to promote efficiency, transparency and contributes towards the enhancement of the development and economy of the country. Properly developed guidelines when adopted across the country will also bring about uniformity of standards and practices to ensure health, safety and welfare of the public are consistently safeguarded. This Chapter presents the 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/property development in compliance to the National Land Code. Applications for landuse conversion must be to the District Land Office. Proposed developments shall comply with the established Structural/Local Plan for the area . It would also be a good practice for the developer or their consultants to meet the related authorities and determine their requirements prior to the actual plan submission. This shall help to reduce the review/processing time as the Land Administrator would distribute to application to these related agencies for their comments. Figure 6.2 shows a typical process flowchart for landuse Conversion. 6.1.2 Application for Land Sub-division

For submission purposes, all plans must be signed by a registered Planner. Plans related to stormwater however must also be signed by a Professional Engineer. The plan among others must also show required 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 contribution where required. Figure 6.2 shows the general flowchart for the application and processing of sub-division. The detailed process and submission requirements may be obtained from each district land 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. Application shall be submitted to the Local Authority having jurisdiction over the project area. The submission must comply with the Uniform Building By-Law as adopted by the Local Authority. Stormwater management plans and calculations shall be among the items to be submitted. Engineering plans and calculations must be signed by respective professional Engineer registered with the Board of Engineers Malaysia. The detailed submission requirements may be obtained from each Local Authority.
Figure 6. 1 Typical Process Flowchart for Landuse Conversion

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

The Local Authority shall consult other agencies where necessary for their comments. Approval is given upon compliance by the applicant on conditions imposed. Figure 6.3 shows the general flowchart showing the processes involved from the application for the building plan up to the granting of approval.
Figure 6. 3 Process Flowchart for building plan approval

6.1.4

Requirement During Construction

For land/property development, the project owner is required to notify the Local Authority on commencement of works. The authority shall then conduct site checks to ensure compliance. In accordance to the Uniform Building By-Law the following forms need to be filled up and submitted to the Local Authority in relation to building work: 1. Form B-Notice of Commencement/ Resumption of Building Operation

2. Form C-Notice of Completion of Setting Out 3. Form D-Notice of Completion of Foundations

A separate notification, inspection and acceptance procedure for drainage works are required in compliance of each Local Authority drainage related By-law where ever such By-laws have been established. In addition to the above, contractors undertaking construction work must be registered and comply with the requirements of the Construction Industry Development Board (CIDB). 6.1.5 Completion of Works and Handing Over

Upon the authority being satisfied on compliance of the various conditions required, the works on completion shall be handed over to the respective authorities for operations and maintenance. Major stormwater drainage facilities (such as trunk drains with reserve equal to or exceeding 6 m) shall be handed over to DID. Other minor drainage facilities shall be handed over to the local authority. Roadside drains measuring more than 1.2m wide for JKR and LLM roads, are normally handed over either to the Local Authority or DID. Specific reference to the respective authorities shall be required to determine actual area of jurisdiction prior handing over. 6.1.6 Works Related to Utility/Services

Each agency carries out their project on their own. Presently there is no statutory requirement for joint consultation. Nevertheless it would be a good practice to refer to the other related agencies affected by the works for their information and comments if any. Common issues encountered are as follows: 1. 2. 3. 4. 5. 6. 7. Drains Drains Drains Drains Drains Drains Drains and sewer pipe crossing and water pipe crossing and electrical cable crossing and communication cable crossing and road crossing and railway crossing joining to trunk drains and river under

Mandatory compliance to the respective authorities shall be required for the followings: 1. 2. 3. Work involving Land acquisition Request for electricity supply Work involving construction and/or renovation of building 4. Installation of cranes/lifts - Land Office - TNB - Local Authority - Factory and Machinery Dept

There are several guidelines established by the respective authorities for the purpose of plan submissions and other processes required during construction and handing over. Typical examples are as shown in Table 6.1.
Table 6. 1 Sectoral Agency Guidelines

Authority Federal/State JKR

Guideline 1. Guidelines for the submission Of Layout Plans, Road and Drainage Plans 2. A Guide to Drainage Design of Roads Permanent Way Manual 1. Urban Stormwater Management Manual (This Manual) 2. Processing Procedures for the Construction of Bridges/Pipes Crossing Rivers

KTM DID

It should be noted that the above guidelines where relevant may require revision on technical matters to bring them in line with this Urban Stormwater Management Manual. 6.1.7 Operations and Maintenance

The operation and maintenance of stormwater facilities are normally carried out by the Local Authority. In cases where the stormwater facilities are not handed over to the Local Authority, such works shall then be operated and maintained by the user/land owner either by themselves or delegated to service providers such as management companies. There appears to be no standard guidelines as yet pertaining to the operations and maintenance of stormwater facilities. The responsible parties generally would have to implement such practices that will ensure the health, welfare and safety of the public and their properties and at the same time able to meet specific financial budget constraints. 6.1.8 Requirements of Department of Environment

Drainage work which catergorised as "prescribed activities" under the Environmental Quality Act 1974 shall be subject to Environmental Impact Assessment (EIA) and Environmental Monitoring Plan (EMP) requirements. These specific drainage activities are as follows: 1. 2. Drainage of wetland, wildlife habitat or of virgin forest covering an area of 100 ha or more 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 drainage most likely will play a part although probably on a minor scale. Appendix 6.A shows the full list of these activities. There are several guidelines prepared by the DOE to facilitate project proponents in complying with the 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 such facilities. All information pertaining to the project must be documented if possible. It should cover project 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 their asset database. Certain documentation also must to be kept by the builder, the operator and the engineer/consultant responsible for the works. Table 6.2 shows the responsibility of document keeping among the related parties. Documents may be stored in various methods ranging from hard copies, micro-films and electronic formats depending on the needs and capacities of the user. Regardless, document storage should also facilitate easy retrieval by adopting systematic filing/placement and indexing records. The implementation 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

Document Keeping Personnel Drawings Design Report Construction Record O&M Manual Maintenance Record Performance Record

Designer Owner Builder Operator

6.2.1

Drawings

Drawing submission for building/construction approval shall contain the blueprint of the intended facilities. Pertinent matters to be clearly shown should include location plan, layout plans, setting out details, longitudinal and cross-sections and other details to cover the foundation and structural aspects, other services that may be affected etc. As-built drawings shall contain similar details but representing facilities as they had been actually

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 that must 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 should include manpower and equipment/tools requirements for the O&M, details of the operations procedures, maintenance activities and schedules, inspection programs etc. Projects involving high risks to the public may need an Emergency Action Plan (EAP) to be established. 6.2.5 Maintenance, Repair and Upgrading Records

Stormwater facilities, like any other facilities will deteriorate over time with wear and tear and aging of the material components. Regular maintenance and repairs shall be required for these facilities to perform 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 facilitate monitoring 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. Once constructed such performance may be ascertained over time. This record would provide useful information to the owner and users in relation to possible upgrading of the facilities and to facilitate regulatory measures on the operation and maintenance. The record may include feedback on complaints received, data on flash floods, pollution, damages, etc.

6.3
6.3.1

SUBMITTAL REQUIREMENTS
Introduction

The introduction and subsequent use of this SWM Manual entails adjustment on authority submission requirement to ensure the objectives of the Manual when adopted, are successfully achieved. This part will highlight the general minimum revised requirements that have to be fulfilled by project proponents. Each submission nevertheless shall conform to with the general requirements already established by each Local Authority having jurisdiction over the project area. 6.3.2 Submission for Subdivision

For the stage of project development, project proponent will have to indicate on submitted layout plans the followings: 1. Contours indicating the topography of the project site and its surrounding area with details of existing ponds, wetlands, steams if any, available flood data, existing watersheds on the property as well as up-gradient areas (and their landuse) contributing runoff to the property.