1. Well done on persatuan registration! Thats the first and crucial step.
2. Check with your local council on requirements on % for guardhouse and fencing. Different % for rfid and non rfid etc. Usually 75% to 80% for non rdid and 100% for rfid.
3. Follow local council guidelines. Completed applicwtion form, putting up banner to inform all residents etc
4. Local council may need bomba and polis to approve. MPS did.
5. Once thats all done, sit and wait for approval.
6. Approval usually for 2 years to be renewed. During these 2 years, need to apply TOL from land office (as guardhouse is occupying state land).
7. We are doing for D Laman Kundang. Approval letter nearly out. Praying hard and also for residents continous support to make it sustainable.

Never easy to deal with local councils. But its just another process. Everyone will be closer after the event. Have fun!

If guard only then easy but if gated then good luck

How are you going to handle the remaining 15% ?

What is the contribution per household monthly and what is the fixed contribution ?

40 houses only also need to set up G&G? Assuming one house RM100, it will only be RM4k.

Not even enough to cover one security guard.

Suggest you also look for security company for quotation first before you apply from town council. Find out what is the monthly security fees, plus the cost to set up the fencing, guard post, and CCTV, and wiring. Then you will know roughly how much need to be beared by 40 units. If not everyone willing to pay, then better don't set up, just enhanced your own unit's with motion CCTV and alarm system, plus motion sensor lights.
The initial cost to set up the perimeter fencing, guard post, and CCTV also will cost a lot, all need to be spread among the 40 units, plus you only have 85% who support this.
In short, you need to find out whether the security system can be maintained with 4k a month?

And outside got many funny security companies, give promise up to sky height but hire part timer sit there only. So would you and your committee members be able to monitor their performance day and night at the expense of own time? And you still need to have own member willing to do account every mth, all these based on self initiative and volunteers basis, although got very tiny salary which will be recorded in yearly audited account also

Last time my old house got abt 200 units, committee manage to collect RM12k-15k a month, and 90% spent for security fees based on audited account present in annual meeting. But my committee really work hard to maintain the security system, some time 12am went to spot check the guard post, whenever they found out the security firm is poor in service, they will just discontinue it, I sincerely appreciate for their hard work