Briefing Session for Schools under the Direct Subsidy Scheme -

1. Briefing Session for Schools under the Direct Subsidy Scheme - Applications for Non-recurrent subsidy to carry out Major Repairs / Slope Repairs 09.05. 2012

2. Run-down • Parties Involved • Important Points to Note • Key Procedures • Other Concerns

3. 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

4. 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 B. Important Points to Note

5. 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) B. Important Points to Note (cont’d)

6. Tight schedule on processing requests from schools Quality of submissions from schools, subsequent clarifications / provision of further supporting documents will affect the processing rate B. Important Points to Note (cont’d) Common Issues

7. C. Key Procedures - Overview Application Procedures - Overview EDB School 4. EDB’s 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

8. 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. C. Key Procedures – Prepare Submission

9. 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 . . . . . . C. Key Procedures – Prepare Submission (Continued)

10. 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

11. A completed application includes - Breakdown and details of the proposed works items Checklists for “Builder’s Work” and “Building Services Installation” C. Key Procedures – Prepare Submission (Continued)

12. One set of documents to EDB and two sets of document to ArchSD (accompanying with a duly completed form in softcopy) To facilitate the subsequent processing by EDB, please do not include items which are non-school portion / F&E items , or any items which are not covered in the MR exercise; and C. Key Procedures – Prepare Submission (Continued)

13. 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. C. Key Procedures – Processing Applications

14. Sufficiency of Information in the DSS Applications, as required in the Guidelines Identify non-subventible items such as F&E, 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. C. Key Procedures – Screening by EDB

15. 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 C. Key Procedures – Processing Applications (Continued)

16. 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. C. Key Procedures – Approving Applications

17. Schools are accountable for the proper use of the grant and has to refund any money which has been improperly spent ArchSD’s technical advice in the subsequent final level of subvention to safeguard the proper use of government funding C. Key Procedures – Approving Applications (Continued)

18. Whether there is a genuine need for the school to carry out the works AP’s 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) ArchSD’s technical advice on subventibility of specific items D. Other Concerns - Factors to be considered in determining the amount to be approved:

19. 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 D. Other Concerns -