Applications for Non-recurrent subsidy to carry out Major Repairs / Slope Repairs
Briefing Session for Schools under the Direct Subsidy Scheme -
09.05. 2012
1
Run-down
A.Parties Involved
B.Important Points to Note
C.Key Procedures
D.Other Concerns
2
owner/occupier works delivery agent Subvented
organization
SCHOOL
Consultant /AP
Contractor
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
project proponent vote controller subventing Bureau
technical adviser on subvention procedure & subventibility
EDB ArchSD
3
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
4
B. Important Points to Note
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)
5
B. Important Points to Note (cont’d)
Tight schedule on processing requests from schools
Quality of submissions from schools, subsequent clarifications / provision of further supporting documents will affect the processing rate
Common Issues
6
B. Important Points to Note (cont’d)
Application Procedures - Overview
5. Applications to the Architectural Services Department (ArchSD) for technical comment on subvention procedure and subventibility
School EDBEDB
April/May
Mar of next year
Aug /Sep
7
C. Key Procedures - Overview
4. EDB’s initial screening
6. Seek the required approval for the required funding
7. Subject to the fund being available, grant approval for essential items
3. Submit application along with supporting documents before the deadline
2. Prepare submission
1. Decides whether or not to submit application for non-recurrent subsidy for MR/SR
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.
8
C. Key Procedures – Prepare Submission
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 . . . . . .
9
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 -
1. Breakdown and details of the proposed works items
2. Checklists for “Builder’s Work” and “Building Services Installation”
C. Key Procedures – Prepare Submission (Continued)
12
3. One set of documents to EDB and two sets of document to ArchSD (accompanying with a duly completed form in softcopy)
4. 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)
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.
13
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
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
15
C. Key Procedures – Processing Applications (Continued)
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.
16
C. Key Procedures – Approving Applications
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
17
C. Key Procedures – Approving Applications (Continued)
18
Factors to be considered in determining the amount to be approved:Whether there is a genuine need for the school
to carry out the worksAP’s professional advice on whether the work
items are essential with strong justificationsAmount 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 -
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 -