Title: Applying for non-recurrent grants to carry out MR / ER
1 Induction Programme for Newly appointed
Principals
- Applying for non-recurrent grants to carry out
MR / ER - Delivery of approved major /emergency repairs
projects - Misc - tree management, change of room use
2012
2Key Messages for aided schools
- Minor repairs
- Major repairs
- Emergency repairs
- Tree management (app to aided/DSS)
- Change of room use (app to aided/DSS)
- Conversion works requiring prior approval from
PSEd (app to aided/DSS)
3Minor 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)
4Non-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
5Major repairs
- EDB to issue a circular memorandum annually to
invite applications from aided schools for
non-recurrent grants to carry our repairs /
alteration works - Submission of applications to REO before the
submission deadline - Applications will be assessed by the
professionals of the EDB (for non-estate (NE)
aided schools) and HD (for estate (E) aided
schools). - Site visits might be required in the processing
stage
6Major 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
7Emergency 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
8Emergency 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
9Parties 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
10Tree 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.
11Tree Management (Cont)
- 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). - In case of imminent danger, take full
photographic records before and after felling of
trees and report to DLOs as soon as possible. - When failure of trees causes damage to school
facilities, aided schools should arrange
emergency repairs. - Disseminate the above message to school staff and
contractors concerned.
12Tree 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
13Slope Maintenance
- 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 - 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
14Change 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
15Change 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
16Conversion works NOT requiring prior approval
from PSEd
- Give prior notice to the respective SSDO
- Seek advice from relevant government departments,
viz. Buildings Dept /Housing Dept, Dept of
Health, Fire Services Dept - Ensure compliance with relevant legislations
- Report to EDB in writing again upon completion of
the works
17Conversion works requiring prior approval from
PSEd
- Any improvement and extension to the school
premises, including structural alteration and
conversion, is subject to the approval of PSEd. - 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.
18Conversion works requiring prior approval from
PSEd (Cont)
- Approval from relevant authorities, e.g.
Buildings Department (for non-estate schools),
Housing Department (for estate schools), etc.
should be sought. - The school should consider hiring a professional
to provide advice to the school.
19Circulars relating to School Premises and Safety
Matters
- EDBC 01/2010 Revised Arrangement on Processing
Emergency Repairs in Aided Schools - Circular letter dd. 26.2.2010 Major Repairs (MR)
and Emergency Repairs (ER) in Non-estate Aided
Schools (Revised Arrangement) - EDBC 025/1998 Administrative Procedures for
Safety of Schools in the Vicinity of Slopes - EDBC023/2001 Safety Nets at Stair Wells in
School Premises - EDBC 032/2001 Fire Service Installation and
Equipment - EDBC003/2002 Safety Measures in Demolition Works
at School Premises - EDBCM on Estimates for 2012-13 Financial
YearAided Schools Applications for Non-Recurrent
GrantsMajor Repairs/Alterations (to be issued)
20Schools consideration
- Minor repairs to be carried out by the school?
- Proposing major repair / Alteration?
- Requesting emergency repairs?
21Schools consideration (Cont)
- 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.) - Avoid proposing too many items per application
- For MR, appropriate scale of works per item
22Major 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
23Major Repairs for Direct Subsidy Scheme(DSS)
Schools Premises
- Provision for general repairs costing 2 million
or below is reflected in the existing DSS
subsidy. - Appointment of Authorized Person (AP) to prepare
MR applications
24Major 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)
25Key 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
26Key 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
27Maintenance of Government Schools (GSs) Premises
- Works Agent
- Property Services Branch of Architectural
Services Department (ArchSD(PSB))
28Maintenance 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
29Maintenance 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
30Maintenance 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.
31Maintenance 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
32Maintenance 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.