Yayasan Chow Kits Annual Report for period Jul 2012- June 2013 (KNBCR Grants Program).

This report is to highlight the utilization of KNB grants for the mentioned period on the organizations
goals and objectives.
A. Background of YCK
What started out as a government project was then expanded in 2006 by Dr Hatini Zainuddin. She was
doing volunteer work in Chow Kit via Yayasan Salam Malaysia realized the need of the children was much greater
that what PAKK could offer. Therefore with the assistance of the Chairman, Tan Sri Razali, they started fundraising
for the centre to enhance programs and make it more sustainable in the long run. The expansion of the centre
soon grew into a 24 hour crisis and drop in centre, providing meals, activities, therapy, case management and
educational programs for at risk-children at Chow Kit. There was a growing number of registered children (from
the ages of 0 to 18) and 4 years later (2010), two additional centres were opened to address the developmental
need of toddlers (Taska BaituAmal) as well as to provide safe havens for at risk youth, providing them with
innovative programs to motivate and cultivate their interest in education and skills (KL Krash Pad).
Chow Kit has historically led a reputation of urban poverty and the community is very much vulnerable to
social issues. Children who live in this area are exposed and influenced daily with the negative elements of life
surrounding them. They are at greater risk of exploitation and abuse. By providing them a safe haven and
introducing programs that have great values, the foundation has been successful in empowering these children to
make right decisions.
Yayasan Chow Kit was officially established in the year 2011 where a new team of management was
poised to further enhance the organization. With the new management and partnership from sole funders such as
Khazanah Nasional Berhad and Kementeriaan Pembangunan Wanita, Kanak-Kanak dan Masyarakat, the
organization begun to develop stronger documentation methods to strengthen the programs.
The foundations vision to improve the lives of at-risk children and youth has aptly summed up our
aspirations for the community we serve in Chow Kit. Our mission is to protect the rights of all at-risk children and
youth, providing them with safe havens, and expose them to as many positive and holistic opportunities as
possible to enable them to reach their full potential.
B. Goals of Grant for cycle July 2012- June 2013
1. Strengthen YCKS Organization
a. Development, revision and implementation of manuals and policies
b. Development of organisational structure and chart.

2. Strengthen programs for centres (KL Krash Pad and PAKK)
a. Development of Youth Leadership Program for KL Krash Pad.
b. Strengthen literacy program
c. Strengthen case management database

3. Strengthen YCKs long term sustainability
a. Create donors list
b. Engagement of partners/media to create awareness on YCK

C. Progress achieved

I. a. Development, revision and implementation of manuals and policies
Our goal was to develop policies, manuals, handbooks and guidelines and to implement them on the
daily activities of the organization. The documents developed in 2012 are the
i. HR Handbook
ii. Finance Policy and Procedures Handbook
1

iii. Terms of reference for Board Members
2

iv. YCKs Child Protection Policy
3

v. YCK Guidelines on PR/ Communications and Mass Media
4

vi. Procedure for Purchase Order
5

vii. Procedure for staff claim
6

viii. Interview Guidelines
7

ix. YCK Internship Policy
8

x. YCKs Volunteer Manual- draft
9


Documents that were developed in 2013:
i. HR handbook was revised in March
10
and then in July 2013
11

ii. Case Management Guideline handbook
12


34 trainings was attended by YCK staff for the period from April 2012 to June 2013 in order to
improve staff performance, capacity and skills towards achieving organizational goals, mission &
vision
13



1.b. Development of Organization Structure and Chart
There were no methods of line management in YCK and by developing the organizational chart,
were able to put in place a structure thus leading to proper line management for reporting
14


Quarterly report on programmes and activities to Board of Trustees to keep the abreast on YCKs
progress. Starting from January 2013, monthly report was sent to Board of Trustees via email.

2. To strengthen programs within centres

2.a. In year 2012, we introduce the Youth Leadership Program. The goal of this program was to enhance teenagers'
leadership skills by engaging them as apprentices where they were given the opportunity to be leaders of
specific activities. This program was designed to instill ownership and a sense of responsibility by preparing
youths for the work force.
All leaders were selected through an interview process by centre manager and social workers. The selected
teenagers were assigned to lead were paid an apprentice allowance of RM 200 each on a monthly basis
15
. A
total of 60 children participated in this program.
The three main pillars for this program were:
(i) Chill Caf
16

-teenagers managed a caf within the organization where they learned culinary skills as well
as entrepreneurship. There was an average of 9 students participated as leaders in this program.

(ii) Information Technology
17

- teenagers were given assignments to prepare proposals for activities that were supervised by internal
staff). An average of 10 teenagers participated in this program.

(iii) Sports and healthy living where leaders were assigned to plan sporting events for the centre and to
run those events for other teenagers to participate (peer to peer).
2. b. In 2012, we worked on strengthening the literacy program
18
. This program goal was to give children the rights
to basic literacy. The beneficiaries of this program were mainly children who were undocumented/stateless,
refugee and migrant status who did not attain the rights to attend public schooling due to their statuses.
There was an average of 29 students who attended this program. Teachers planned the program and created
lesson plans which were then implemented in their daily lessons.

2.c. One of YCKs sub-goals was to strengthen case management database. The objective of this goal was to
ensure all forms of documentation were put in place. In 2012, we revised our registration forms
19
also
created a database to compile details of our beneficiaries as well as to compile data for new registers, regular
clients and cases that were successful.

From the data collected
20
, we can project that we had an average of 101 active children and teens in both
centres in 2012 and by June 2013, the average number has increase to 116 children and teens. There was an
average of 3 children registering monthly at each centre in 2012 compared to 8 new registrations per month
in 2013. The increase could be due to continuously engaging the community through our outreach program.

3.a. The third area of focus was to strengthen YCKs long term sustainability. We recruited a staff to be fundraising
and PR Manager. However this staff did not perform to her competence and all fundraising was done by
internal staff from other departments and centre managers. We created a donors database
21
to track
individual and corporate donors who have contributed to us.

3.b We successfully managed to create awareness between the public/partners and media through interviews,
advertising videos as well as taking part in charitable events by celebrities to enhance our image for public
for public awareness through their CSR programs.

Issues and Lessons learnt

1. The Youth Leadership Program was not continued in 2013 as the funds that were given by Unicef was only
limited to a year. For future programs, we will have to ensure we have funds to support programs on an
on-going basis.

2. There was an inconsistency in volunteer turnover. Many individuals who signed up as volunteers in the Do
Something Good volunteer database did not attend regularly. The setback lead to inconsistency of programs in
centres. Lesson learnt, to create a volunteer database for the organization and to identify
volunteers contribution for long term programs. We should also strengthen core programs to match volunteer
interest.

3. The were incompetency issues in fundraising department. We have terminated the fundraising managers
contract and will be recruiting a new person to take on this role. From Sept 2013, this department will take on
active fundraising activities to enhance our financial status.

Committee Changes
22


1. Resignation of COO, Pn Syirin Junisya as of May 2013. New role will be overseen by Centre Manager,
Ananti Rajasingam
2. Recruitment of Fundraising Manager, Nur Balkis Amiruddin in June 2013.
3. Resignation of KLKP Centre Manager, Ms Katrina Arokiam in September and recruitment of new manager,
Ms Pusenthi Maniam in Dec 2012.
4. Termination of Program coordinator, Mr Hasrul Hasli.

Utilization of KNB Grant

Referring to our Annual Financial Budget Performance Report
23
(funding period July 2012 to June 2013), from the
total grant of RM 1 million, RM 930,599.00 was utilized.There was a balance RM 69 401.00 unutilized. YCK had
proposed to use the balance funds for a strategic retreat and capacity building for staff and for operating cost for
our Pusat Jagaan Baitu Amal centre in Petaling Jaya.
























1
App 1.1: Finance Policy & Procedures Handbook

2
App 1.2: Terms of Reference for Board Members

3
App 1.3: Child Protection Policy

4
App 1.4: Guidelines PR, Communications & Mass Media

5
App 1.5: Procedure for Purchase Order

6
App 1.6: Procedure for staff claim

7
App 1.7: Interview Guidelines

8
App 1.8: YCK Internship Policy

9
App 1.9: YCK Volunteer Manual (draft)

10
App 1.10: Human Resource Handbook 1 (Revised)

11
App 1.11: Human Resource Handbook 2 (Re-revised)

12
App 1.12: Case Management Guideline handbook

13
App 1.13: Training for Staff

14
App 1.14: Organization Chart

15
App 2.0: Youth Leadership Program (Unicef) report

16
App 2.1: Chill Caf (pictures and attendance data)

17
App 2.2: IT Program (pictures and attendance data)

18
App 2.3: Annual Time Table & Attendance sheet (Literacy Program)

19
App 2.4: Registration Forms (for clients)

20
App 2.5: Case Management Data compilation for funding period July 2012 to June 2013

21
App 3.0: Donors Database

22
App 4.0: Permanent staff turnover report

23
App 5.0: Annual Budget Performance report (Jul 2012 to June 2013)