Applications for Non-recurrent subsidy to carry out Major Repairs / Slope Repairs

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Briefing Session for Schools under the Direct
Subsidy Scheme -

• Applications for Non-recurrent subsidy to carry
  out Major Repairs / Slope Repairs

09.05. 2012
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Run-down

1. Parties Involved
2. Important Points to Note
3. Key Procedures
4. Other Concerns

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A. Parties Involved

• Professional adviser to school
• Familiar with statutory requirements
• Expert in building construction maintenance
• Proper capacity to deal with statutory and/or
  maintenance proposal submission to authorities

Consultant /AP
SCHOOL
Contractor

• owner/occupier
• works delivery agent
• Subvented organization

EDB
ArchSD

• project proponent
• vote controller
• subventing Bureau

• technical adviser on subvention procedure
  subventibility

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B. Important Points to Note

• Prompt actions are required in order to keep
  school premises in good conditions
• Provision for general repairs costing 2 million
  or below is reflected in the existing DSS subsidy
• School portions non-school portions
• School premises, slopes allocated to the schools
  and maintained by schools

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B. Important Points to Note (contd)

• Non-recurrent assistance in the form of grant to
  schools in need to carry out-
• Major repairs (MR) exceeding 2 million
• Slope repairs (SR) exceeding 2 million (not
  involving DHOs) or
• Schools served with Dangerous Hillside Orders
  (DHOs)

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B. Important Points to Note (contd)
Common Issues

• Tight schedule on processing requests from
  schools
• Quality of submissions from schools, subsequent
  clarifications / provision of further supporting
  documents will affect the processing rate

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Application Procedures - Overview
C. Key Procedures - Overview
EDB
School
4. EDBs initial screening
1. Decides whether or not to submit application
for non-recurrent subsidy for MR/SR
5. Applications to the Architectural Services
Department (ArchSD) for technical comment on
subvention procedure and subventibility
2. Prepare submission
Aug /Sep
6. Seek the required approval for the required
funding
3. Submit application along with supporting
documents before the deadline
7. Subject to the fund being available, grant
approval for essential items
April/May
Mar of next year
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C. Key Procedures Prepare Submission

• In principle, funding for routine maintenance
  /emergency works are to be arranged by schools
• Separate application forms should be submitted
  for major repairs and slope repairs, if necessary
• Description of the proposed works,
  justifications, etc.

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C. Key Procedures Prepare Submission
(Continued)

• The exercise is mainly for planned repairs works
  to school premises. Therefore emergency works
  cannot be catered for
• For the consideration of workload being
  undertaken by school staff in works delivery,
  difficulties in processing application/ securing
  funding, application for too many items in one go
  should be avoided
• Major repairs works in an aided schools . . . .
  . .

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C. Key Procedures Prepare Submission
(Continued)

• Dimensioned drawings/sketches and preliminary
  design proposal as appropriate should be provided
  Separate application forms should be submitted
  for major repairs and slope repairs, if necessary
• Breakdown of the estimated cost of the individual
  applied items by provision of quantity and unit
  rate
• Application forms please approach SSDOs for the
  up-to-date application form and sample application

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C. Key Procedures Prepare Submission
(Continued)

• A completed application includes -
• Breakdown and details of the proposed works items
  
• Checklists for Builders Work and Building
  Services Installation

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C. Key Procedures Prepare Submission
(Continued)

1. One set of documents to EDB and two sets of
   document to ArchSD (accompanying with a duly
   completed form in softcopy)
2. To facilitate the subsequent processing by EDB,
   please do not include items which are non-school
   portion / FE items , or any items which are
   not covered in the MR exercise and

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C. Key Procedures Processing Applications

• Timing issue - EDB to prepare submission in the
  annual resources allocation exercises (RAE) for
  the required funding for both aided and DSS
  schools to carry out MR projects costing more
  than 2 million each by end Aug.

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C. Key Procedures Screening by EDB

• Sufficiency of Information in the DSS
  Applications, as required in the Guidelines
• Identify non-subventible items such as FE,
  non-school portion, etc.
• Liaise with schools for further information
• Advise ArchSD on applied works items that are
  not supported by EDB in the initial screening.

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C. Key Procedures Processing Applications
(Continued)

• Technical comment on subvention procedure and
  subventibility by ArchSD
• Supplementary information / clarification by
  schools, if necessary
• Only applications with supported estimates
  exceeding 2 million will be included in the RAE

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C. Key Procedures Approving Applications

• Approval for the proposed works is subject to,
  amongst others, amount of funding available for
  the year (end of March)
• Upon approval of the proposed works, school will
  be responsible for undertaking the repair works
  and monitoring its progress.

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C. Key Procedures Approving Applications
(Continued)

• Schools are accountable for the proper use of the
  grant and has to refund any money which has been
  improperly spent
• ArchSDs technical advice in the subsequent final
  level of subvention to safeguard the proper use
  of government funding

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Factors to be considered in determining the
amount to be approved
D. Other Concerns -

• Whether there is a genuine need for the school to
  carry out the works
• APs professional advice on whether the work
  items are essential with strong justifications
• Amount of available resources approved by the
  Legislative Council (hint school to indicate the
  most preferable items(maximum 3) in order of
  priority)
• ArchSDs technical advice on subventibility of
  specific items

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D. Other Concerns -

• Emergency repairs works / Minor maintenance
  works already reflected in the recurrent subsidy
  for DSS schools
• Comparatively prioritized works - Items involving
  security, safety, health, law compliance