Applying for non-recurrent grants to carry out MR / ER

1
Induction Programme for Newly appointed
Principals

1. Applying for non-recurrent grants to carry out
   MR / ER
2. Delivery of approved major /emergency repairs
   projects
3. Misc - tree management, change of room use

2012
2
Key Messages for aided schools

1. Minor repairs
2. Major repairs
3. Emergency repairs
4. Tree management (app to aided/DSS)
5. Change of room use (app to aided/DSS)
6. Conversion works requiring prior approval from
   PSEd (app to aided/DSS)

3
Minor repairs

• Keep the building / facilities in good conditions
  (School Administration Guide -SAG)-
• Regular inspections, routine maintenance
• Carry out minor repairs, cost of which to be
  charged to the School and Class Grant under the
  Operating Expenses Block Grant (OEBG) / Extended
  Operating Expenses Block Grant (EOEBG)

4
Non-recurrent grants for repairs

• For major repairs items costing not less than
  3,000 (for primary /special schools) / 8,000
  (for secondary schools)
• Annual major repairs exercise EDB to bid the
  required resources one year in advance
• Emergency repairs

5
Major repairs

1. EDB to issue a circular memorandum annually to
   invite applications from aided schools for
   non-recurrent grants to carry our repairs /
   alteration works
2. Submission of applications to REO before the
   submission deadline
3. Applications will be assessed by the
   professionals of the EDB (for non-estate (NE)
   aided schools) and HD (for estate (E) aided
   schools).
4. Site visits might be required in the processing
   stage

6
Major repairs (Cont)

• Schools will be informed of the results of their
  applications by REO once available.
• For non-estate aided schools,
• estimated cost not exceeding 2 million will be
  delivered by EDB term consultants
• estimated cost exceeding 2 million will be
  referred to ArchSD for delivery
• For estate aided schools,
• projects approved by EDB will be referred to HD
  for delivery

7
Emergency repairs

• Repair works of emergency nature, e.g.
• EDB Homepage gt School administration gt School
  premises related information gt School premises
  maintenance
• Approved works will be assessed and carried out
  by the technical parties entrusted by EDB, i.e.
  EDB term consultants (for NE) and HD (for E)
• ER works Not less than 3,000/8,000 per items,
  and of emergency nature

8
Emergency repairs (Cont)

• Repair works not being approved as assessed by
  the technical parties concerned (not classified
  as ER, cost less than 3,000/8,000, etc.) -
• Include the item(s) in schools application in
  the subsequent MR exercise (s)
• Carry out as soon as possible
• The cost of the works to be charged to OEBG/EOEBG

9
Parties involved in the processes concerning
repairs/alteration works to school premises
School (premises occupier)
EDB (To secure resources)
Technical Parties (Provide technical support to
EDB)
Decide whether repairs related works is to be
carried out
Architectural Services Department (ArchSD)
REO
Housing Department (HD)
Propose scope of works and required amount of
subsidy from EDB
EDB Term consultants
10
Tree Management

• Letter issued to all primary, secondary and
  special schools - June 2012
• As recommended by Tree Management Office, schools
  should-
• Arrange inspection of trees in school premises at
  least once a year
• Conduct routine tree maintenance by competent
  landscape service provider or arborist/tree
  specialist For information of service
  providers, schools may contact the Leisure
  Manager (Horticulture) of Leisure Cultural
  Services Dept on 2601 8909.

11
Tree Management (Cont)

1. If terms for protection of trees are prescribed
   in the land grant/lease of school premises, tree
   removal requires prior permission by District
   Lands Offices (DLOs).
2. In case of imminent danger, take full
   photographic records before and after felling of
   trees and report to DLOs as soon as possible.
3. When failure of trees causes damage to school
   facilities, aided schools should arrange
   emergency repairs.
4. Disseminate the above message to school staff and
   contractors concerned.

12
Tree Management (Cont)

• Reference documents prepared by Development
  Bureau
• DEVBs greening website(www.greening.gov.hk)
• gt Tree Maintenance Management
• Pictorial Guide for Tree Maintenance to Reduce
  Tree Risks
• Dos and Don'ts in Pruning (Fact Sheet)
• Do's and Don'ts in Pruning (Leaflet)
• General Guidelines on Pruning
• Minimising Tree Risks (Leaflet)
• Pictorial Guide for Tree Maintenance to Reduce
  Tree Risks (Leaflet)
• Tree Care during Construction (Leaflet)
• Tree Risk Assessment Community Surveillance

13
Slope Maintenance

1. EDBC25/1998 Administrative Procedures for
   Safety of Schools in the Vicinity of Slopes. -
   is currently under review and an updated one
   will be issued in due course
2. Approach the respective SSDOs for advice and
   obtain relevant updated reference materials on
   the SPM webpage as and when required Routine
   maintnenance inspection, engineer inspections,
   handling of Dangerous Hillside Orders

14
Change of room use

• Subject to the following conditions, no prior
  approval from PSEd is required-
• adequate classrooms, special rooms and facilities
  are available in the school for the effective
  teaching and learning of all the subject groups
  or areas of learning and experience
• the change of room use will not result in
  floating classes in S1 to S5 and not affect the
  approved class structure

15
Change of room use (Cont)

• the change of room use does not involve any
  structural alterations to the school premises,
  any alteration to the latrine accommodation or
  the sanitary arrangements of the school or in the
  ventilation or lighting of a classroom and/or
  subdivision of a classroom and
• no additional subsidy by the Government will be
  incurred
• Education Regulation 10

16
Conversion works NOT requiring prior approval
from PSEd

1. Give prior notice to the respective SSDO
2. Seek advice from relevant government departments,
   viz. Buildings Dept /Housing Dept, Dept of
   Health, Fire Services Dept
3. Ensure compliance with relevant legislations
4. Report to EDB in writing again upon completion of
   the works

17
Conversion works requiring prior approval from
PSEd

1. Any improvement and extension to the school
   premises, including structural alteration and
   conversion, is subject to the approval of PSEd.
2. Schools should forward to REO their proposals for
   change together with sketch plans drawn to scale
   and state the source of funds (government funds
   or school funds) for the proposed works.

18
Conversion works requiring prior approval from
PSEd (Cont)

1. Approval from relevant authorities, e.g.
   Buildings Department (for non-estate schools),
   Housing Department (for estate schools), etc.
   should be sought.
2. The school should consider hiring a professional
   to provide advice to the school.

19
Circulars relating to School Premises and Safety
Matters

1. EDBC 01/2010 Revised Arrangement on Processing
   Emergency Repairs in Aided Schools
2. Circular letter dd. 26.2.2010 Major Repairs (MR)
   and Emergency Repairs (ER) in Non-estate Aided
   Schools (Revised Arrangement)
3. EDBC 025/1998 Administrative Procedures for
   Safety of Schools in the Vicinity of Slopes
4. EDBC023/2001 Safety Nets at Stair Wells in
   School Premises
5. EDBC 032/2001 Fire Service Installation and
   Equipment
6. EDBC003/2002 Safety Measures in Demolition Works
   at School Premises
7. EDBCM on Estimates for 2012-13 Financial
   YearAided Schools Applications for Non-Recurrent
   GrantsMajor Repairs/Alterations (to be issued)

20
Schools consideration

1. Minor repairs to be carried out by the school?
2. Proposing major repair / Alteration?
3. Requesting emergency repairs?

21
Schools consideration (Cont)

1. Whether the requests are within the scope of
   MR/ER? (Some examples of requests which are
   outside the scope of MR/ER tree management,
   termite control, FE items, routine maintenance,
   house keeping, above-standard items, etc.)
2. Avoid proposing too many items per application
3. For MR, appropriate scale of works per item

22
Major Repairs for Direct Subsidy Scheme(DSS)
Schools Premises- 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
Mid Aug
6. Seek approval from the Legislative Council for
the required funding
3. Submit application along with supporting
documents before the deadline
April/May
7. Subject to the fund being available, grant
approval for essential items
March
23
Major Repairs for Direct Subsidy Scheme(DSS)
Schools Premises

1. Provision for general repairs costing 2 million
   or below is reflected in the existing DSS
   subsidy.
2. Appointment of Authorized Person (AP) to prepare
   MR applications

24
Major Repairs / Slope Repairs in DSS Schools

• 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) (please exclude routine
  maintenance works) or
• Schools served with Dangerous Hillside Orders
  (DHOs)

25
Key Procedures Prepare Submission

• Separate application forms should be submitted
  for major repairs and slope repairs, if necessary
• Description of the proposed works,
  justifications, etc.
• Dimensioned drawings/sketches and preliminary
  design proposal as appropriate should be provided
• Breakdown of the estimated cost of the individual
  applied items by provision of quantity and unit
  rate

26
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

27
Maintenance of Government Schools (GSs) Premises

• Works Agent
• Property Services Branch of Architectural
  Services Department (ArchSD(PSB))

28
Maintenance of Government Schools (GSs) Premises

• Works Category
• (A) Day-to-day Maintenance
• During office hours
• GS can call Public Buildings Repair Call Centre
  (RCC) Hotline of ArchSD at 2330 1100 for
  follow-up

29
Maintenance of Government Schools (GSs) Premises

• (A) Day-to-day Maintenance (Cont)
• After normal office hours
• GS can call Emergency Public Buildings Repairs
  Hotline of ArchSD at 2773 2222 for follow up
• Example Leakage of pipe work, concrete spalling

30
Maintenance of Government Schools (GSs) Premises

• (B) Alteration, Addition Improvement (AAI)
•  GS can submit the application via Form Acct5 for
  proposal For Alterations, Additions
  Improvements (not existing 1.4M in value) to
  Assistant Director (Property Services) of
  ArchSD(PSB) for follow-up.

31
Maintenance of Government Schools (GSs) Premises

• (B) Alteration, Addition Improvement (AAI)
  (Cont)
•  For proposal for Minor Building Works Valued
  between 1.4M and under 14M, GS can submit Form
  Acct 4 to Minor Building Works Committee for
  follow up. Forms can be downloaded in
  http//archsd.host.ccgo.hksarg/mbw/
•  Example Improvement of illumination,
  alteration of toilet for people with disabilities

32
Maintenance of Government Schools (GSs) Premises

• (C) Refurbishment
• Apply to ArchSD for project of refurbishment
  nature, e.g. refurbishment of toilet,
  re-surfacing of playground.
• (D) Planned Maintenance
•  ArchSD will arrange planned maintenance work
  according to maintenance cycle of building
  fabrics, e.g. re-roofing, external redecoration.