Guidelines on Application for Sout hern District Council Funds … · 2020. 2. 26. · Guidelines...

Guidelines on Application for Southern District Council Funds (2016-20192020-2023)

Table of Contents

1. Ambit of Southern District Council Funds

Page

2 - 4

2. Scope of Funding and Project Ceiling 5 - 8

3. Eligibility Criteria for Application 9

4. Application Procedure 10 - 1213

5. Vetting Criteria 1314 - 1516

6. Administrative and Financial Arrangements 1617 - 2123

7. Monitoring Mechanism 2224 - 2426

8. Conflict of Interest 2527 - 2628

Annex

A. Permissible Items of Expenditure for Projects Financed by Southern DistrictCouncil Funds

B. Terms and Conditions for Receiving District Council FundsC. Brief Guide to Application for ReimbursementD. Brief Guide to “Block Allocation of Southern District Council Funds to Sponsor

Community Building Activities Organised by Residents’ Organisations”E. Declaration of Interests for Project Financed by Southern District Council FundsF. Code of Practice in Dealing with Contraventions with Respect to the Guidelines

on Application for Southern District Council Funds (2016-2019)

(Effective on 29 May 201817 March 2020)

Annex

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1. Ambit of Southern District Council Funds 1.1 Southern District Council Funds (SDC Funds) are to be used for meeting

district needs. In particular, the ambit of SDC Funds is to cover the following programmes and activities -

(a) programmes and activities undertaken at district facilities; (b) programmes to be organised in partnership with different sectors and

non-government organisations (NGOs), including programmes that may require cross-year commitments;

(c) district leisure and sports programmes; (d) district cultural and entertainment programmes;

(e) programmes and activities to enhance public library services at

district level; (f) district greening activities; (g) programmes to strengthen public hygiene and disease prevention

efforts; (h) programmes to foster inter-cultural understanding, mutual respect and

volunteerism; (i) activities to support heritage initiatives at district level; (j) activities to build social capital and to help enhance self-reliance; (k) projects to enhance public understanding of the District

Administration Scheme; and

(l) activities to promote community building, social harmony and public participation in community affairs.

1.2 Grantees should use the SDC Funds provided to meet the expenses wholly

and necessarily incurred for the approved project during the project period.

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1.3 In making the application, the applicant should refer to the permissible items of expenditure at Annex A. It should also note the following -

(a) an amount of not more than 25% of the approved project fund may

be used to cover staff costs3 directly and specifically incurred on the project. However, the employment terms of the staff should comply with the labour legislation in Hong Kong;

(b) (i) an amount of not more than 10% of the approved project fund

may be included by a grantee to cover the organisation’s overheads, known as “Central Administrative Overheads” (CAO), if the organisation -

- is a registered charitable organisation (such as a charitable

institution exempted from tax under section 88 of the Inland Revenue Ordinance); or

- receives an approved project fund at $100,000 or above;

(ii) for a project with an approved project fund exceeding $200,000, the amount of CAO that an NGO may claim is limited to 10% of the actual project cost. All NGOs can apply for CAO regardless of whether they carry out the project on their own or in partnership with the Southern District Council (SDC);

(c) an amount of not more than 10% of the approved project fund may

be used to cover other miscellaneous items directly and specifically incurred on the project. Such items may or may not be included in the list of permissible items of expenditure at Annex A;

(d) SDC will not grant funds for items of expenditure that involve

religious ceremonies, such as roast pigs and joss sticks for god worshipping ceremonies;

(e) capitalised equipment and furniture may be procured with SDC Funds,

subject to the following conditions -

3 Staff costs refer to the costs incurred in employing project staff and/or casual workers to follow

through a project and/or for subsidising the overtime allowance for existing staff employed by NGOs for running a project. Costs of hiring tutors and coaches, etc. are not regarded as staff costs but are permissible items of expenditure that can be met from SDC Funds.

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(i) the item should be wholly and necessarily used for the implementation of the approved project;

(ii) there should be a continued need for the item in implementing

Community Involvement (CI) projects in the future (otherwise the item should be hired rather than purchased);

(iii) storage of the item is not a problem (otherwise the item should

be hired rather than purchased);

(iv) the item should not become the personal property of any individual person; and

(v) the item should not give rise to any recurrent costs, e.g.

electricity charges, to be met from SDC Funds;

(f) in endorsing a project, SDC may support an additional amount of not more than 5% of the project fund (i.e. the approved budget of the project) as contingency to meet any unforeseen commitment arising from the items of expenditure; and

(g) the grantee should ensure that SDC Funds should not be used to settle

expenses which have been incurred before funding approval is granted, not withstanding special and unavoidable situations (such as the need arising from the long lead time for advance venue booking), which should obtain written approval from SDC beforehand.

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2. Scope of Funding and Project Ceiling 2.1 SDC entertains fund applications between January and December each

calendar year. The scope of funding and respective project ceilings are set out as follows -

Types of Activities Project Ceiling

($) Arrangements for

Application Submission

Applicable Forms

District CI projects 30,000

The application cycle will be divided into three quarters each year - - from January to

April - from May to

August - from September

to December∗

Form 1

Projects mainly consist of Cantonese-Opera Performance

12,000 Same as above Form 2

Large-scale CI projects (including activities for the promotion of local economic development such as “Winter Fiesta”, the promotion of local tourism development, traditional festive events such as the “Aberdeen Dragon Boat Races”, and support activities for nationwide/territory-wide thematic events such as the Olympic Games and the East Asian Games)

500,000 Applications should be submitted at least two months in advance.

Form 3

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Types of Activities Project Ceiling ($)

Arrangements for Application Submission

Applicable Forms

Thematic activities designated by SDC (e.g. district festival, celebration of National Day/the anniversary of Hong Kong Reunification, activities planned and organised by the Committees/Working Groups under SDC such as the “Southern District Literary Trail”, etc.)

2,500,000 Not applicable Form 3

District work by SDC (such as consultancy studies)

2,500,000 Applications should be submitted at least two months in advance.

Not applicable

Arts and cultural promotion activities (including training programmes)

100,000 Open for application starting from the designated date of September every year, until all funding was allocated. For details, please contact the SDC Secretariat.

Form 3

Promotion of literature

50,000 Applications are accepted once a year.

Form 3

Promotion of music

50,000 Applications are accepted once a year.

Form 3

Sports promotion activities (including training programmes)

100,000 Open for application starting from the designated date of September every year, until all funding was allocated. For

Form 3

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Applicable Forms

details, please contact the SDC Secretariat.

Promotion of Community Inclusion and Care

50,000 Same as above Form 3

Promotion of women activities

SDC will make suitable adjustments on fund allocation each year.

Applications are accepted by Southern District Council’s invitation

Form 3

CI projects planned and organised by local public affairs groups/ organisations (e.g. Southern District Fight Crime Committee, Southern District Civic Education Committee, Southern District Fire-fighting Committee, Southern District Health and Safety Association, Southern District Joint Schools Conference, etc.)

SDC will make suitable adjustments on fund allocation each year.

Applications should be submitted at least two months in advance.

Form 3

Block Allocation of Southern District Council Funds to Sponsor Community Building Activities Organised by Residents’ Organisations (see details at Annex D)

8,000 Area Committees will submit recommendations to SDC.

Form 4

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Applicable Forms

Activities to promote environmental protection and hygiene

75,000 (Allocation

from Environmental

Protection Department

(EPD) )

Every year, EPD will assign a theme and the Environmental Protection and Hygiene Working Group will be tasked to coordinate the promotional campaigns and vetting procedures.

Form 11

25,000 (Allocation from SDC)

Every year, the Environmental Protection and Hygiene Working Group will be tasked to coordinate the promotional campaigns and recommend applications to the Community Affairs and Tourism Development Finance and Vetting Committee.

Form 3

Southern District Council’s announcement concerning the aforesaid information shall be treated as final.

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3. Eligibility Criteria for Application 3.1 Government departments, SDC and Committees/Working Groups (C/WGs)

under SDC/Southern District Office (SDO) are eligible to apply for SDC Funds. In addition, NGOs fulfilling the following criteria are also eligible -

(a) a statutory organisation or an organisation registered under the laws of

the Hong Kong Special Administrative Region (e.g. the Companies Ordinance (Cap.622), the Societies Ordinance (Cap.151), and the Inland Revenue Ordinance (Cap.112)) and established wholly or mainly for the benefit of the district in which it is set up. For territory-wide organisations established to serve the public as a whole, their application should involve a project that will benefit the local community and the people who live, work or study in the district; or

(b) an autonomous body of persons (whether incorporated or not)

established wholly or mainly for the benefit of the district in which it is set up; or an organisation established to serve the general public which organises activities for the benefit of the local community and the people who live, work or study in the district.

3.2 The offices of Legislative Council Members, SDC Members, political

parties and associations, however, are not regarded as NGOs for the purpose of applying for SDC Funds. Activities funded by SDC Funds should not be involved anyway in the promotion of the aforesaid bodies.

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4. Application Procedure 4.1 Invitation of Applications

4.1.1 From time to time, the Secretariat of SDC (the Secretariat) will arrange suitable publicity through its website or by other means such as issue of invitation letter to invite applications from NGOs (e.g. cultural or arts organisations) for the grant of SDC Funds to organise CI projects. SDC may also invite NGOs to bid for projects now undertaken by designated organisations on behalf of SDC (e.g. management of a district football team and organising a dragon boat race, etc.).

4.1.2 SDC or C/WGs under SDC/SDO may identify or invite NGOs to

jointly organise CI projects. SDC or C/WGs under SDC/SDO should record its discussion of selection of project partners in relevant minutes of meetings. To ensure the openness and transparency of the selection process, NGO partners should be selected through open invitation (e.g. by posting the invitation on the DC’s website) and/or restricted invitation (e.g. by sending invitation letters to a number of NGOs in the district). If it is considered necessary to depart from the practice of open or restricted invitations, the rationale for the departure in practice should be recorded in the relevant minutes of meetings. Relevant factors such as the experience and track record of the NGOs and their capability in organising the CI projects concerned should be taken into account in the selection.

4.1.3 The Secretariat will provide relevant information such as the

procedures and deadline for application, permissible items of expenditure and accounting arrangements in the publicity.

4.2 Details of Application

4.2.1 Applicants (other than government departments) are required to submit an application to SDC which should set out the project proposal with the section on “Declaration and Consent of the Organisation” duly completed (should not be amended) together with the declaration form.

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4.2.2 The application should contain the following information -

(a) the name and background of the organiser, and documentary

proof of eligibility to apply, if applicable;

(b) details, letter of consent and form of collaboration with other co-organising bodies for the project, if any;

(c) details of the project such as its nature, purpose and the venue

for the event; (d) the work plan, timetable and the budget of the project with an

itemised breakdown; (e) the expected benefits/achievements of the project (with

proposed performance measurement and milestones in quantifiable terms, if applicable);

(f) the other sources of funding support (e.g. proceeds from ticket

sales and cash donations, etc.) expected to be received;

(g) the cash flow projection throughout the funding period;

(h) ticket allocation arrangement, if applicable; and (i) any other relevant information in support of the application.

4.3 Processing Procedures

4.3.1 Upon receipt of an application, the Secretariat will examine the project proposal to check whether it is within the ambit of SDC Funds and whether the proposed items of expenditure fall within the list of permissible items of expenditure and the relevant expenditure limits. Where necessary, the Secretariat will consult those government departments which may have an interest in the proposed project before submitting the project proposal to SDC or its relevant committees for consideration.

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4.3.2 After a preliminary assessment by the Secretariat, the application

will be submitted to SDC or its relevant committees for a decision as to whether the application should be supported. The decision of SDC should be recorded in the minutes of the relevant SDC meeting, with justification provided as far as practicable. Details of the DC’s endorsement, including the amount of funds endorsed, should also be recorded if they are not covered in other related documents.

4.3.3 Upon endorsement by SDC, the Director of Home Affairs (DHA) or

any officer authorised by DHA will approve the funding of the project if he/she is satisfied that the project falls within the ambit and scope of SDC Funds. The Secretariat will inform the applicant of the outcome in writing accordingly.

4.3.4 In addition, NGOs and SDC or C/WGs under SDC/SDO which

implement joint projects in collaboration with NGOs will be required to comply with the terms and conditions at Annex B in implementing the approved projects.

4.4 Block Allocation of Southern District Council Funds to Sponsor Community

Building Activities Organised by Residents’ Organisations

4.4.1 An application for funds from a residents’ organisation will be considered by the respective Area Committee who will recommend it to the Community Affairs and Tourism DevelopmentFinance and Vetting Committee under SDC for endorsement.

4.5 Projects implemented by NGOs

4.5.1 CI projects may be implemented by NGOs through a funding grant

directly from the SDC. The eligibility criteria for NGOs to apply for SDC funds are set out in paragraph 3.

4.5.2 It is a common practice amongst the DCs that a portion of DC Funds

would for budgetary purposes be earmarked for some organisations (hereunder referred to as “designated organisations”) to organise CI projects. These designated organisations are still required to submit

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applications for formal funding approval as in the case of other applicants for DC Funds.

4.5.3 Designated organisations are generally well-established local

organisations with long-term working partnership with DCs/DOs. They have the proven capability and good track record in organising various CI projects, including large scale or theme-specific ones, for the local community and the people who live, work or study in the districts.

4.5.4 For those DCs which have the practice of earmarking funding for

designated organisations to organise CI projects, they should maintain a list of such organisations. To ensure only organisations with good performance are included in the list, SDC should review the list at least once every DC term and more frequently if necessary, taking into account the characteristics of designated organisations set out in paragraph 4.5.3 above. Such review should be recorded in relevant minutes of meetings.

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5. Vetting Criteria 5.1 Funding support may be given to projects that fall under the ambit of the

SDC Funds. Funds expended must directly benefit the local community and the people who live, work or study in the Southern District.

5.2 SDC may determine the respective priorities or themes for expending SDC

Funds in a particular year but generally it is expected higher priorities be accorded to projects featuring the following characteristics -

(a) programmes and activities with district characteristics and undertaken

at district level; (b) joint projects in collaboration with different sectors and NGOs

aiming to achieve a particular social objective;

(c) continuity: programmes which seek to plant seeds for more activities of similar nature to be held in future, thereby producing long-lasting and sustainable benefits to the community;

(d) professionalism: projects proposed by NGOs which possess the

necessary experience, capacity, resources and know-how relevant to the community activities;

(e) inclusiveness: projects targeted at the underprivileged such as the

singleton elderly, ethnic minorities, the disabled, new arrivals and neglected children, etc. as well as the family as a unit; or

(f) appeal to a wider public: the projects should be open to people who

live, work or study in the Southern District. The number of people benefited by the project is one of the factors for consideration.

5.3 The following types of projects will not normally be supported -

(a) projects that may give undue credit or publicity to an individual, a commercial firm, a political party or association;

(b) projects that are intended for the exclusive or personal benefit of an

individual or a small group of people;

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(c) projects that involve disbursement of cash relief; (d) projects that are launched primarily for profit-making or

fund-raising purposes; (e) projects that are more appropriately charged to other government or

departmental votes;

(f) projects that are related to any religious promotion;

(g) projects that involves element of gambling; or (h) projects that are organised or co-organised by or organised in

partnership with the offices of SDC Members or political bodies. 5.4 The following criteria will also be used to assess the merits of individual

applications -

(a) whether the applicant has a satisfactory performance record in delivering past projects, having regard to the project completion reports it submitted and the project evaluation reports completed by SDC previously. Such records would be compiled by the Secretariat;

(b) whether the project’s implementation schedule is well planned and

practicable;

(c) whether the proposed budget is prudent and realistic; whether the proposed project is cost-effective and whether the proposed items of expenditure are reasonable in terms of nature and quantity;

(d) whether the proposed project has alternative sources of funding support, or should more appropriately be funded by other sources; and

(e) whether there is or likely to be a duplication of events already or currently carried out by other groups.

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5.5 Where possible, an applicant should approach a single source of government funds for seeking financial assistance for a project unless sufficient funds cannot be secured from any single source. In addition, SDC Funds should not normally be used to supplement public funds provided by the Government under another vote for the same project.

5.6 When considering various CI projects at district level, if an applicant

organisation has already received SDC Funds in the same financial year, the fund application concerned will be accorded a lower priority or a smaller project fund will be approved for effective use of resources.

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6. Administrative and Financial Arrangements 6.1 Payment Arrangements

6.1.1 Reimbursement of SDC Funds is normally made to an NGO on completion of a project. To facilitate implementation of the project, however, payment can be made in the form of advance payment (of not exceeding 50% of the approved project fund) and partial reimbursements. Details of the payment arrangements, supporting documents required and relevant requirements are at Annex C.

6.2 Procurement of Goods and Services

6.2.1 NGOs should exercise utmost prudence and uphold the principles of openness, fairness, competitiveness, transparency, pro-innovation, integrity and value for money in making procurement with SDC Funds. In particular, they should strictly observe the following quotation requirements in making procurement with SDC Funds regardless of the value and accept the lowest conforming offer or the conforming offer with the highest overall score (if a marking scheme is used) -

Item of procurement

Estimated Value2

Minimum no. of written quotations

required Goods $5,000 or below3 1

$5,001 – $50,000 2 $50,001 – $1,400,000 5

Services $9,000 or below3 1 $9,001 – $50,000 2

$50,001 – $1,400,000 5

For procurement of goods and services exceeding $1.4 million, open tendering procedures should be used.

2 The calculation of “estimated value” is based on a single contractor. In the event of procurement of a number of items from the same contractor, the “estimated value” is the aggregate value of all of them. 3 Minor purchases of goods and services can also be made in cash to meet immediate needs. No quotations will be required if the total value of the purchase does not exceed $1,500.

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6.2.2 The NGO should nominate its employee(s) or member(s) as designated person(s) for the procurement and be able to provide their particulars (e.g. ID card number and address) to the Government as and when necessary.

6.2.3 Prior to the procurement, the designated person should obtain the

required number of quotations and complete a record of quotations. All written quotations from suppliers should be attached. If a written quotation cannot be obtained for purchases of less than $50,000, the supplier should be asked to confirm the quoted price in writing (e.g. fax message). The confirmation should be attached to the record of quotations. Subsequent to the procurement, the designated person should be responsible for the receipt and use of goods and services for the project and ensure that such goods/services are ordered, received and appropriately used for the project concerned.

6.2.4 If more than 50% of the total estimated cost of a project is financed

by SDC Funds, the NGO should follow the procurement procedures as stated in paragraphs 6.2.1 to 6.2.3above in implementing the entire project, irrespective of whether the procurement is made using SDC Funds or other sources of finance.

6.2.5 In case where the procurement procedures as stated in paragraphs

6.2.1 to 6.2.4above are not followed (e.g. a sponsor has made specific requests to hire a particular supplier/contractor), full justifications must be given and properly recorded for auditing purposes.

6.2.6 In case an NGO makes a special request to hire a designated tutor or

performer, it should provide a written justification.

6.2.7 The grantee, its co-organiser(s), assisting organiser(s), members and staff should avoid engaging in activities which may result in actual or perceived conflict of interest (e.g. a project staff member procuring goods / services or inviting quotations for the project from company of his own or his immediate family) arising from their involvement in the approved project. They should declare any interest during procurement of goods and services, recruitment and other processes

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in managing projects (e.g. ticket allocation, adjudicating at competitions) which might involve financial or personal interests, and are prohibited from soliciting, accepting or offering any advantages in the course of planning and executing the project. If there is a conflict of interest, the NGO should decide whether the co-organiser(s), assisting organiser(s), member or staff concerned should abstain from the procurement exerciseprocess(es) concerned and, record the reasons for this decision, and declare the interest to the SDC as soon as possible. The SDC will then decide whether to fund the item involved by considering whether the interest declared is unavoidable and justified.

6.2.8 The principles of openness, fairness, competitiveness, transparency,

pro-innovation, integrity and value for money should be observed when making purchases. The NGO is advised to make reference to the Corruption Prevention Best Practice Checklist on procurement issued by the Independent Commission Against Corruption (ICAC) where appropriate. The checklist is available on ICAC’s website at www.icac.org.hk.

6.2.9 All quotations and documents in relation to the procurement of a

project should be kept for five years 4 for inspection by the Government as and when necessary.

6.3 Capitalised Items

6.3.1 A capitalised item refers to any piece of equipment or furniture with a unit cost of over $1,000 and an expected life-span of one year or more. Computer software and fixtures such as built-in cabinets are not classified as capitalised items. Procurement should only be made if the item is considered absolutely essential for implementing CI projects and where it is more cost-effective to acquire the item by procurement than renting it.

4 NGOs not subjected to any requirements imposed by the relevant ordinances under which they are registered to keep financial, accounting and procurement records may return the records and documents concerned to the DC secretariat if they have practical difficulties in keeping such information or in the event of their disbandment before the end of the five-year retention period.

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6.3.2 When NGOs procure capitalised items for their projects or projects

organised in partnership with SDC or C/WGs under SDC/SDO, they should maintain an equipment register to account for all capitalised equipment and furniture procured with SDC Funds. The capitalised items and equipment register should be made available for inspection by the Government as and when necessary. The Government may also conduct spot checks.

6.3.3 If the capitalised items are found to be not being used for the project

or if the project is terminated during the implementation stage or within the project period, the Government reserves the right to take back the capitalised items procured with SDC Funds and any costs so incurred, e.g. transportation expenses, are to be borne by the NGO.

6.3.4 If the capitalised item is no longer required for implementing CI

projects but is still serviceable, the NGO concerned should return the item to the Government. In case of selling, transferring an item to another party for implementing CI projects or disposing of an item, the NGO concerned is required to obtain prior written approval from DHA or any officer authorised by DHA.

6.3.5 NGOs should also account for any deficiencies between the physical

and ledger balances of capitalised items under their custody. They have to report immediately, in writing, all cases of loss or deficiency to DHA. They should make a report to the police if the losses or deficiencies involve a criminal act or suspected criminal act. They should also investigate the loss or deficiency and forward their report, to be supported by the police report if appropriate, to DHA. Where appropriate, DHA may recover from the NGO concerned any financial losses arising from the loss or deficiency of capitalised items under their custody.

6.4 Publicity Materials and Printed Matters

6.4.1 The grantee is required to ensure that display the name and as far as practicable, the logo of SDC are displayed in all publicity materials of the programmes and activities financed by SDC Funds. The logo of SDC can be downloaded from the following website:

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www.districtcouncils.gov.hk/south/en/publications_links.html 6.5 Project Income and Residual Funds

6.5.1 Fees may be charged for the programmes and activities financed by SDC Funds. Grantees should, where appropriate, follow government’s fee-charging policy and arrangements in formulating charges for CI projects.

6.5.2 Irrespective of whether they have so declared in the project proposals,

NGOs should utilise all income in the first instance before SDC Funds are used to meet project expenses. The same arrangement should apply to sponsorship, cash donations and other sources of income. Any surplus funds identified from the project upon its completion should be returned to the Government. All records pertaining to the receipt of income should be kept for five years4 for inspection by the Government as and when necessary.

6.6 Sponsorship and Donations

6.6.1 Sponsorship in cash or in kind and donations are generally acceptable except for sponsorship/donations from companies selling tobacco and hard liquor, or from those individuals or organisations who are the contractors for the same item of service or equipment for a project.

6.6.2 All sponsorship/donations in cash and in kind such as prizes, food,

beverages and provision of printing services must be acknowledged in writing and disbursed according to the wishes of the sponsors/donors. Contributions unspent or unused should be returned to the sponsors/donors unless they wish to contribute them to other projects.

6.6.3 The name and logo of the sponsor/donor should not be bigger or

placed in a more prominent position than that of SDC or the C/WG under SDC/SDO, SDO or the Home Affairs Department (HAD) and other government departments which organise the event when acknowledging sponsorship/donations in any publicity material relating to the project.

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6.6.4 Applicants will be required to provide details of all sources of

sponsorship and donations as far as practicable when they apply for SDC Funds and, where necessary, during the implementation of the project. On completion of the project, they should indicate in the income and expenditure statement the amount of sponsorship and donations received.

6.6.5 The names of the sponsors/donors, the type, amount and ultimate

usage of sponsorship/donations received, as well as copies of the acknowledgement letters to sponsors/donors in relation to the project should be kept for five years4 for inspection by the Government as and when necessary.

6.7 Variations to Project

6.7.1 Projects should be carried out in accordance with the approved plan and budget.

6.7.2 In case of major amendments or variations (such as changes in

project nature, the addition of items of expenditure not covered in the original approval, or declaration of interest that is not stated in the application form, etc.), the grantee is required to seek the SDC’s approval by giving written notice with reasons at least seven clearing working days in advance.

6.7.3 For minor amendments or variations at paragraph 6.7.2 above, the

Chairman and Vice-Chairman of the Finance and Vetting CommitteeSDC may consider granting approval in writing. In case it is not suitable for the Chairman of SDCthem to approve related amendments because of a conflict of interests, the written approval may be granted by the Vice-Chairman of SDC or other, the Chairmen or Vice-Chairmen of the respective Committees, in that order.

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6.7.4 The grantee is required to give written notice to SDC at least seven

clear working days in advance in case there is any change in the date, venue and event title of the project concerned. In case the project cannot be taken place as scheduled or the venue is sought to be changed owing to unforeseeable circumstances such as inclement weather, the grantee is required to give written notice to SDC within three clearing days from the scheduled date of the activity.

6.7.5 For changes other than those stated above, the grantee is only

required to inform SDC of the changes as early as possible, preferably before the start of the project.

6.8 Public Liability and Accident Insurance

6.8.1 There is no need to purchase public liability and accident insurance in respect of activities implemented by SDO or HAD headquarters, SDC, C/WGs under SDC/SDO and other government departments except where it is a mandatory requirement/condition for the lease of non-government venues.

6.8.2 If a project is co-organised by a government department and an

NGO, the liability for an accident will be apportioned between the two parties. The actual apportionment will depend on the facts and circumstances of individual cases, and will be subject to legal advice.

6.8.3 NGOs are responsible for taking out insurance for their activities.

For projects solely financed by SDC Funds but organised in partnership with NGOs, the NGOs are allowed to take out insurance using SDC Funds.

6.8.4 The premium and premium levy for public liability insurance and

accident insurance is aare permissible items of expenditure for the grant of SDC Funds.

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7. Monitoring Mechanism 7.1 Progress and Final Reports

7.1.1 To ensure that SDC Funds are used in accordance with the approved budget and purposes, the grantee is required to submit a final report to the Secretariat within two months of completion of the project. If the grantee is unable to submit the final report before the deadline, it should seek the SDC’s approval for a grace period at least ten clear working days beforehand.

7.1.2 In addition to the project completion report, NGOs are required to

submit six-monthly progress reports if the project is of duration of more than one year. All progress reports should be submitted within two months of the end of each six-month period.

7.2 SDC Visit and Evaluation

7.2.1 A grantee which has been granted SDC Funds exceeding $20,000, is required to invite SDC Member(s) to be the guest(s) of the project. The grantee should give at least ten days’ prior notice to the Secretariat before the activity date so that the Secretariat can make arrangements for the visit and its evaluation. SDC Members may also volunteer to conduct evaluations for projects with a grant of $20,000 or below.

7.2.2 Should circumstances so warrant, according to a duty roster, SDC

will invite SDC Members, co-opted members or HAD staff who are not involved in the project administration and do not have an interest in the organisation or the project under evaluation to conduct visits and evaluations.

7.2.3 An evaluation report will need to be submitted to the Secretariat after

the visit. 7.2.4 The Secretariat will inform the grantee if unsatisfactory evaluation

findings are identified and provide it with an opportunity to comment on the evaluation result for incorporation into the evaluation reports.

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7.2.5 SDC will make reference to the evaluation reports when considering

applications for SDC Funds in future. 7.3 Public Scrutiny

7.3.1 For evaluation purposes, SDC should consider inviting participants to provide feedback on the performance and effectiveness of the projects, especially those of a larger scale and which last for a longer period. To facilitate public participation and evaluation, a list of current and upcoming programmes and activities financed by SDC Funds should be publicised through various means such as SDC website, SDC notice boards and district newspaper.

7.3.2 Documents submitted by the grantees, such as application forms,

reimbursement claims and related documents, may be released for public inspection provided that any disclosure of personal data shall be in accordance with the requirements and/or exemptions as provided in the Personal Data (Privacy) Ordinance (Cap. 486) .

7.4 Pre-mature Termination of Project

7.4.1 The grantee should inform SDC in writing in the event of premature

termination of a project during the preparation or implementation stage as soon as possible.

7.4.2 Depending on the circumstances, SDC may, where applicable,

endorse reimbursement of expenses already incurred in the preparation/implementation of the project. If SDC considers that the cessation of the project is due to negligence of the NGO, no subsequent reimbursement should be made and the NGO should be required to return immediately to the Government the full/partial amount of the advance payment and/or reimbursement previously received.

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7.5 Breach of Terms and Conditions by NGOs

7.5.1 Penalty should be imposed in accordance with the “Code of Practice in Dealing with Contraventions with Respect to the Guidelines on Application for Southern District Council Funds (2016-20192020-2023)” at Annex F if an NGO fails to observe the terms and conditions imposed on it, if any, in implementing the CI project without a reasonable explanation. -

7.5.2 If the same contravention happened again within 24 months from the

issuance date of the “Notice of Contravention”, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

7.5.3 If it is reasonably suspected that an organisation being barred from

application applies for SDC Funds using the identity of another organisation (such as using the same registered address or the applicant being the executive of the organisation barred from application), SDC reserves the right to not handling such applications.

7.5.4 If the grantee is suspected of submitting falsified claims or

documents in the application for SDC Funds, SDC reserves the right to take legal action as appropriate.

7.5.5 In case of any disputes arising out of or in connection with this

Guideline, the interpretation and decision made by the SDC shall be treated as final.

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8. Conflict of Interest

8.1 SDC Members (including co-opted members) should make a declaration on any conflict of interest which may be actual, potential or perceived. For example, they should declare an interest under the following circumstances -

(a) they have pecuniary or other interest in matters relating to the

endorsement of the project proposal and selection of quotations or have any connection with a party who has applied for/been granted SDC Funds for implementing a CI project; and

(b) they have introduced or nominated a supplier/contractor for a

quotation exercise. 8.2 Other procedures set out in the “Southern District Council

(2016-2019) Standing Orders” governing declarations of interest should also be observed.

8.3 SDC Members (including co-opted members) should refrain from

having business dealings with any party associated with projects financed by SDC Funds, which may bring SDC into disrepute. If for any reason it is not possible to avoid such dealings (e.g. a SDC Member’s company is the sole supplier), the SDC Member concerned should declare the transaction to SDC and withdraw from the relevant SDC proceedings as appropriate.

8.4 SDC Members (including co-opted members) should, as far as

practicable, make a declaration of interest before the matter is discussed. If at any other time a SDC Member (including co-opted members) finds that he has an interest to declare, he should do so immediately and, where appropriate, complete a declaration form. Depending on the circumstances, the declaration may be discussed at SDC meeting. In any case, the declaration form should be attached to the project completion report for submission to SDC.

8.5 All declarations of interest should be recorded in the minutes of the

meeting, stating the nature of interest declared, the decision of the meeting and the rationale behind the decision as appropriate.

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8.6 When making procurement of goods and services for the approved

project, the grantee, its co-organiser(s), assisting organiser(s), members and staff should avoid engaging in activities which may result in actual or perceived conflict of interest (e.g. a project staff member procuring goods / services or inviting quotations for the project from company of his own or his immediate family) arising from their involvement in the approved project. They should declare any interest during procurement of goods and services, recruitment and other processes in managing projects (e.g. ticket allocation, adjudicating at competitions) which might involve financial or personal interests, and are prohibited from soliciting, accepting or offering any advantages in the course of planning and executing the project. If there is a conflict of interest, the grantee should decide whether the co-organiser(s), assisting organiser(s), member or staff concerned should abstain from the procurement exercise process(es) concerned and record the reasons for its decision.

8.7 Except for exceptional and unavoidable circumstances, if applicable,

the grantee should attach the “Declaration of Interests for Project Financed by Southern District Council Funds” to the application form. Under such circumstances, the grantee should seek SDC’s written approval at least seven clear working days in advance, otherwise, it would be regarded as a contravention.

Southern District Council (Effective on 29 May 201817 March 2020)

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Annex A

Permissible Items of Expenditure for Projects Financed by Southern District Council Funds

(a) Employment of project staff including hire of temporary or casual workers1 (not exceeding 25% of the approved project fund)

(b) Registered charitable organisations (such as charitable institutions exempted from tax under section 88 of the Inland Revenue Ordinance) and non-government organisations (NGOs) (with approved project fund at $100,000 or above) may claim an amount of not more than 10% of the approved project fund to cover their Central Administrative Overheads (CAO); and NGOs may claim CAO up to 10% of the actual project cost for projects with an approved project fund exceeding $200,000

(c) Procurement of capitalised equipment and furniture2 (subject to the requirements as stated in paragraphs 1.3 (e) and 6.3 of the “Guidelines on Application for Southern District Council Funds” (the Funding Guidelines))

(d) Hire of transport

(e) Travelling expenses for volunteers using public transport (subject to a limit at $30 per person with a quota of 30 persons)

(f) Hire and decoration of venue, hire of lighting and public address facilities (in case the activity takes place in a community hall/centre, the expenditure cap on rental of public address system is $1,000)

(g) Hire of slides, videos, furniture and equipment

(h) Procurement of postage, stationery, stores,， and minor equipment, and

expenses for implementing waste reduction measures

(i) Payment of fees to hire experienced and professional coaches in various cultural, recreational and sport activities, and adjudicators or referees for

1 The wage for casual/non-skilled workers must not be lower than the prevailing Statutory Minimum

Wage. 2 The unit cost of capitalised item should not exceed $200,000 each.

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competitions

(j) Payment of fees to performers (including master of ceremonies) and artists

(k) Purchase of beverages, light refreshments and light meals -

Item Rate per head/

per day of activity

Recipient

Beverages and light refreshments

$5964* Performers, volunteers, guests and participants involved in activities continuously for less than three hours

Or light meals (including beverages)

$7687* Performers, volunteers, guests and participants involved in activities continuously for three hours or more and with a lunch or supper break

(l) Purchase of souvenirs, prizes and gifts of a token nature, e.g. to be given

during goodwill visits to hospitals, orphanages, and homes for the elderly, etc. -

Item Limit of expenditure per item

Souvenir or gift of a token nature Not exceeding $370410* Prizes Not exceeding $1,4001,500*

(Cash or items that may be cashed (e.g. bank coupons) must not be given. Grantees are required to use environmentally-friendly materials for their souvenirs or gifts of a token nature.)

(m) Purchase of sports uniforms (excluding sports shoes) for participants representing the district in inter-district/district sports events. The cost of the uniforms should not normally exceed $300* per person

(n) Procurement of services such as processing of films and slides, production of design and artwork, catering services, etc., and tariffs for the playing of copyright works

(o) Premium and premium levy for public liability insurance and accident insurance where necessary

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(p) Expenses for hiring service from a certified public accountant (practising) or a corporate practice (applicable to activities organised by NGOs or by the Southern District Council (SDC) or committees/working groups under SDC/Southern District Office in partnership with NGOs)

(q) Expenses for supporting or publicising the work of SDC

(r) Hire of contractors for providing services for campaigns organised or sponsored by SDC, including organisation of activities, production of entertainment programmes, design and printing of publicity materials

(s) Payment of fees for conducting district research and surveys

Notes (i): For items with a set expenditure ceiling, no additional costs should be spent on the item by transferring the additional costs involved to the miscellaneous expenses referred to in paragraph 1.3 (c) of the Funding Guidelines.

(ii): * Rates are subject to adjustment with reference to the movement of the Composite Consumer Price Index.

(iii): Grantees are suggested to make reference to the “Waste Reduction Guidebook for Large Scale Event Organisers” which assists event organisers and other relevant stakeholders in formulating waste management strategies to minimise waste generation and to save useful resources as much as possible for reuse, recycling or upcycling. The Guidebook is available at https://www.wastereduction.gov.hk/en/green_event_guide.htm

https://www.wastereduction.gov.hk/en/green_event_guide.htm

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Annex B

Terms and Conditions For Receiving District Council Funds

The terms and conditions set out below only apply to those grantees which are Non-government Organisations (NGOs) , and District Councils (DCs) or Committees/Working Groups (C/WGs) under DCs/District Offices (DOs) implementing joint projects with NGOs. All of them will be referred to as “grantee” in the following paragraphs.

(a) The grantee is required to carry out the community involvement project in accordance with the provisions contained in the “Guidelines on Application for Southern District Council Funds (2016-2019)” (The Funding Guidelines) and the approved plan and budget. The Director of Home Affairs (DHA) reserves the right to seek a refund/withhold any further payment if the project is observed to be no longer viable, to have a substantial deviation from the original plan or to be in breach of the terms and conditions of the grant of DC funds.

(b) The grantee is required to ensure that DC funds are not used to cover expenditure already incurred prior to funding approval, save for very exceptional and unavoidable circumstances in which DC’s prior written endorsement must be obtained.

(c) The grantee is required, wherever possible, to utilise other sources of income (including cash donations and sponsorship) prior to the use of DC funds to meet project expenses. Any unspent amount of DC funds should be returned to the Government immediately.

(d) The grantee is required to follow the prescribed procurement procedures contained in the Funding Guidelines for procurement using DC funds. In addition, if more than 50% of the total estimated cost of a project is financed by DC funds, the grantee should follow the relevant procurement procedures for the entire project, including the use of funds from other sources of finance. Failure to observe the procurement guidelines may result in rejection of application for reimbursement, or refund of DC funds to the Government immediately.

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(e) The grantee, its co-organiser(s), assisting organiser(s), members and staff should avoid engaging in activities which may result in actual or perceived conflict of interest (e.g. a project staff member procuring goods / services or inviting quotations for the project from company of his own or his immediate family) arising from their involvement in the approved project. They are required to declare any interest during procurement of goods and services, recruitment and other processes in managing projects (e.g. ticket allocation, adjudicating at competitions) which might involve financial or personal interests , and beare prohibited from soliciting, accepting or offering advantages in the course of planning and executing the project. If there is a conflict of interest, the grantee should decide whether the co-organiser(s), assisting organiser(s), member or staff concerned should abstain from the procurement exercise process(es) concerned and record the reasons for its decision.

(f) The grantee is required to adopt fair and open recruitment procedures in recruiting project staff to implement the project, for example, publicising the vacancies through the Labour Department. The grantee is required to ensure that employment of staff meets all statutory requirements, including but not being limited to the prevailing Statutory Minimum Wage.

(g) For procurement of capitalised items, the grantee (or the NGO in partnership with the DC or C/WG under DCs/DOs) is required to:

(i) maintain an equipment register to account for all capitalised equipment and furniture procured with DC funds. The capitalised items and the equipment register should be made available for inspection by the Government as and when necessary;

(ii) obtain prior written approval from DHA in case of selling, transferring or disposing of an item; and

(iii) report immediately in writing all cases of loss or deficiency to DHA and make a report to the police if criminal element is/may be involved. The grantee should also investigate the loss or deficiency and forward a report, to be supported by the police report if appropriate, to DHA.

DHA reserves the right to take back the capitalised items procured with DC funds if necessary. For cases of loss or deficiency, DHA may recover from the NGO concerned any financial losses where appropriate.

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(h) When the project duration lasts for more than one year, the grantee is required to submit six-monthly progress reports on the project to the District Council within two months of the end of each six-month period. Failure to submit a progress report on time may result in cessation of advance payment/reimbursement. (Only applicable to NGOs)

(i) Upon completion of the project, the grantee is required to submit a completion report and an itemised income and expenditure statement together with supporting receiptsNote or a report from a certified public accountant (Practising) within two months of the completion of the project. Relevant documents may be published by the Government as and when necessary.

(j) Subsequent to the receipt of advance payment for the first year in implementing a cross-year project, the grantee must at least submit one claim for reimbursement of expenses incurred during the year together with an up-to-date income & expenditure statement and supporting receiptsNote before they can apply for the advance payment for the subsequent year(s) of project implementation.

(k) The grantee is required to provide written explanations to the DC in the event that the project is delayed beyond the scheduled implementation date or aborted during the preparation or implementation stage. Failure to provide acceptable explanations may result in having to refund the amount of DC funds to the Government immediately.

(l) The grantee is required to display the name and as far as practicable, the logo of the DC in all publicity materials of the approved project (including backdrops, posters, banners, invitation letters/cards, admission slips, coupons, flyers) and state that the activities are financed by DC funds.

(m) The grantee is required to submit verifiable proof, such as photographs or posters, to show that the activities of the approved project have been held.

(n) The Authorised Person, Designated Officer-in-charge of the project and other responsible officers of the grantee organisation will be held personally accountable if they submit falsified claims or documents such as false receipts.

Note A receipt submitted for reimbursement purposes must bear the date of purchase and full description

of the individual expenditure items. Otherwise, supporting documents such as invoices and billing statements showing the aforesaid details are to be submitted to supplement the receipt.

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(o) The grantee is required to ensure that activities undertaken in the funded project (including articles produced) shall comply with the relevant laws of the HKSAR (e.g. Places of Public Entertainment Ordinance Cap. 172, Copyright Ordinance Cap. 528, Trade Descriptions Ordinance Cap. 362 and Personal Data (Privacy) Ordinance Cap. 486 etc.). The grantee, including its Authorized Authorised Persons, Designated Officer-in-charge and/or any other persons involved, who fail to comply with any of the relevant laws shall be responsible for all the liabilities or legal actions arising therefrom.

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Annex C

Brief Guide to Application for Reimbursement

(A) Procedures of Application for Reimbursement

1. In applying for reimbursement, the grantee organisation may consider the following arrangements subject to its needs -

(a) after completion of the project, apply for a one-off reimbursement of the actual expenditure for organising the project; or

(b) before completion of the project, besides applying for an advance payment not exceeding 50% of the approved Southern District Council Funds (SDC Funds), may apply for reimbursement of the balance twice at most.

2. If the grantee organisation wishes to apply for reimbursement of all advances, it should complete the following documents -

(a) “Southern District Council (SDC) Application Form for Reimbursement” (Application Form for Reimbursement);

(b) “Final Report for Project Financed by District Council Funds” (Final Report) (to be returned with verifiable evidence, e.g. event photographs, posters, admission tickets, flyers or design of banners, to prove that the subsidised project has been implemented and the photographs should show the event title);

(c) “Record of Quotations for Project Financed by District Council Funds” (Record of Quotations) (if applicable); and

(d) a comprehensive statement of accounts and audit report certified complete and correct by practising accountants or registered auditors, (if applicable).

3. The grantee organisation should submit the application for reimbursement with all original receipts for items covered by SDC Funds, certified and stamped by the organisation (on all receipts, the procurement dates of goods/services should be printed; besides, information such as the names, quantities and unit prices of the items purchased or specific information such as the types and nature of the services procured should be clearly stated), and

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copies of receipts for items not covered by SDC Funds to the Southern District Office (SDO) within two months upon completion of the project or by the date specified in the funding approval.

4. The grantee organisation should specify in the Application Form for Reimbursement the details of other sponsorship, including names of sponsors and forms of sponsorship.

5. To facilitate future checking, the grantee organisation may, subject to its needs, consider recording such particulars as names of the participants (e.g. participants/ticket buyers of the charged project), which should be properly maintained and deleted after completion of the project and reimbursement is made.

6. If the grantee organisation wishes to apply for partial reimbursement before completion of the project, it should submit the completed Application Form for Reimbursement and Record of Quotations (if applicable), together with the original supporting receipts to SDO as soon as possible. Nevertheless, upon completion of the project, the grantee organisation still has to submit a full statement of accounts of the project, the completed Application Form for Reimbursement and Final Report as well as other original receipts to SDO for processing payment of the balance of provision within one month or the specified period.

7. The actual expenditure of the project, if less than the approved provision, will be shared by SDC and the grantee organisation on a pro rata basis.

(B) Late Submission of Application for Reimbursement

8. The grantee organisation is required to submit the necessary documents for processing of the application for reimbursement on or before the specified date. In case the organisation is unable to submit the application for reimbursement and part of the receipts by the submission deadline in exceptional and uncontrollable circumstances, it should submit a written explanation to SDC at least ten clear working days before the submission deadline, and seek the approval from the Chairman of SDC/Chairman of Community Affairs and Tourism DevelopmentFinance and Vetting Committee. If the organisation fails to do so, SDC may, at its discretion, withdraw payment of the balance of the approved SDC Funds, and bar the organisation concerned from applying for SDC Funds in future.

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(C) Points to Note in Applying for Reimbursement

(I) Changes in Activity Details

9. In order to give more flexibility to the grantee organisation, the organisation is only required to seek approval from SDC at least seven clear working days prior to the start of the project under the following conditions -

- major amendments or variations such as changes in project nature,

declaration of interest not stated in the application form; or - the addition of items of expenditure not covered in the original

approval.

10. The grantee organisation is required to give written notice to SDC at least seven clear working days in advance in case there is any change in the title, date or venue of the project concerned.

11. For changes other than those stated above, such as addition of co-organisers or increase in sponsorship, the grantee organisation only has to inform SDC of the changes as early as possible, preferably before the start of the project.

(II) Application Form for Reimbursement

12. If there are other organisations/institutions/government departments sponsoring the project, the details of the amount/goods/services shared by each party should be set out clearly and relevant supporting documents, such as minutes of meetings and receipts, should be enclosed.

13. The items in the Application Form for Reimbursement should be certified correct by an authorised person of the grantee organisation.

14. Any amendments to the Application Form for Reimbursement should be countersigned by the authorised person of the grantee organisation.

(III) Payment Receipts

15. The originals of payment receipts should be certified correct by the authorised person of the grantee organisation/designated officer-in-charge of the project. If it is not feasible, a written explanation and authorisation is required.

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16. If the grantee organisation has to keep the original receipts for audit purpose, the copies being submitted should be certified correct by the authorised person of the grantee organisation/designated officer-in-charge of the project, and the reasons for not submitting the originals should be specified.

17. On all receipts, information such as dates of issue and names, quantities (if applicable), unit prices and grand total amounts of goods/services should be printed.

18. Receipts issued after the date of the project should clearly state the dates of procurement or use of the goods/services concerned.

19. If official receipts are not available in special circumstances (for instance, the goods concerned are procured from a temporary stall), the grantee organisation should specify “Payments made” or stamp “Invoice cleared” on documents such as invoices or delivery orders and initial next to it.

20. For procurement of stationery costing over $200, the breakdown of all items should be specified in the supporting receipt.

21. For application for reimbursement of allowances for volunteers, an official receipt bearing the names, signatures, Hong Kong Identity Card numbers (first four digits), and contact telephone numbers of the payees should be provided. The allowances payable to a SDC Member serving as a volunteer should not be covered by SDC Funds. For application for reimbursement of expenditures on staff, performers or other manpower, an official receipt bearing the names, signatures and contact telephone numbers of the payees should be provided.

22. In general, only public transportation fees will be covered by SDC Funds. For application for reimbursement of taxi fare, full grounds must be provided.

23. For application for reimbursement of refreshments or meals, the number of recipients should be specified in the receipt. SDC may require the grantee organisation to provide a name list.

24. Cleared invoices not signed or stamped by the dealers should not be regarded as official receipts.

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25. In the supporting official receipts for applying for reimbursement, the procurement dates and details of each item of expenditure should be stated, otherwise, the grantee organisation is required to submit relevant documentary proof (such as receipts, bills, etc.) to supplement the application.

26. All official receipts must bear the names, addresses and telephone numbers of the dealers.

27. If the receipt is written on a piece of white paper, where the name and address of the dealer are not printed, the name of payee should be specified (in block letters) and signed by the payee or stamped by the dealer for verification.

28. No unauthorised amendment to the receipt is allowed. If the issuer of a receipt makes an amendment, he/she should initial next to it.

29. All receipts/invoices should be certified correct by the authorised person of the grantee organisation/designated officer-in-charge of the project.

30. The procurement date(s) (as on the receipts/invoices) should fall within the specified period for organising the project. Funds must not be used to subsidise the payment made before the project is approved.

(IV) Collection of Reimbursement

31. SDO staff will inform the grantee organisation of the procedures for collection of the reimbursement in form of a cheque. In case the authorised person of the grantee organisation wishes to collect the cheque at SDC Secretariat in person, he/she should bring along his/her Hong Kong Identity Card and the organisation’s stamp for acknowledgement of receipt.

(V) Points to Note for Co-organised Projects

32. For a co-organised project, the organisations concerned may -

(a) jointly set up a working group and nominate a representative to handle the accounts and monitor all expenses and related documents so that they can apply for reimbursement in accordance with the above procedures. A bank account should also be opened, in the name of

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the working group, for the accounts of the project; or

(b) nominate the chairman of one of the organisations to handle the related documents and all accounts. To facilitate payment of funds, they may also specify that the funding should be temporarily deposited into the bank account of the nominated organisation. The organisations concerned can jointly settle the accounts in future.

(VI) Code of Practice for Procurement of Stationery, Materials, Equipments and Payment for Service Charges

33. For all projects sponsored by SDC, if the subsidised items of expenditure include procurement of stationery, materials and equipments or payment for service charges, the organisations concerned should observe the following rules in the procurement of goods and services -

Item of procurement

Estimated value1 Minimum no. of written

quotations required Goods $5,000 or below2 1

$5,001 – $50,000 2 $50,001 – $1,400,000 5

Services $9,000 or below2 1 $9,001 – $50,000 2

$50,001 – $1,400,000 5

For procurement of goods and services (such as venue decoration and production of publicity materials) exceeding $1.4 million, open tendering procedures should be used. Minor purchases of goods and services can also be made in cash to meet immediate needs. No quotations will be required if the total value of the purchase does not exceed $1,500. However, in the event that the purchase value of the goods concerned is between $1,500 and $5,000 or the purchases value of the services concerned is $9,000 or below, at least one written quotation or invoice is required.

1 The calculation of “estimated value” is based on a single contractor. In the event of procurement

of a number of items from the same contractor, the “estimated value” is the aggregate value of all of them.

2 Minor purchases of goods and services can also be made in cash to meet immediate needs. No quotations will be required if the total value of the purchase does not exceed $1,500.

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Goods and prices provided by the same supplier/contractor should be separately specified in the Record of Quotations and receipts. Please refer to the following example -

Stage $3,000; Public Address System $3,000; Lighting $2,500; Performance $5,000; Venue Decoration $1,000

34. The name of payer, if any, specified in the quotations, receipts or invoices should be the organiser/joint organiser/co-organiser. For spot check purpose, SDC Secretariat may, by random sampling on a quarterly basis, select some of the projects financed by SDC Funds, and requests the organisations concerned to provide the Record of Quotations and supporting receipts of items not covered by SDC Funds.

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Annex D

Brief Guide to “Block Allocation of Southern District Council Funds to Sponsor Community Building Activities Organised by Residents’ Organisations”

1. “Block Allocation of Southern District Council Funds to Sponsor Community Building Activities Organised by Residents’ Organisations” (the Block Allocation) implemented by the Southern District Council (SDC) aims at enhancing the cohesion among SDC, area committees (ACs) and residents’ organisations (ROs) as well as encouraging ROs to organise more community involvement projects. Upon the receipt of an application from a RO, the respective AC will consider it first and then recommend it to SDC or the Community Affairs and Tourism Development CommitteeFinance and Vetting (CATCFVC) under SDC for approval.

2. The purpose of a “residents’ organisation” is to promote the welfare of the residents in the district. As defined by SDC, “residents’ organisations” include but are not limited to mutual aid committees, owners’ corporations/incorporated owners, owners’ committees, kaifong welfare associations and residents’ associations.

(1) When considering a funding application submitted under the Block Allocation, ACs should observe the following guidelines -

(a) each eligible applicant organisation may obtain a grant of funds not more than once a year. However, if funds are still available, applicant organisations may submit another application for AC’s consideration;

(b) projects intended for the benefits of a few persons or a small group of people should not be supported;

(c) the maximum provision for projects solely for purposes of recreation is $8,000. Details are as follows -

♦ ACs should only recommend funding for hire of transport, and under no circumstances will SDC consider funding for food and beverages; and

♦ ACs will determine the maximum provision for a project on the basis of the following criteria:

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No. of Blocks

/ Types of Organisations

Permissible Items and Quantity Maximum

Provision ($)

Tour Coach

Pleasure Boat (min. no. of participants)

Mutual aid committees, owners’ corporations / incorporated owners, owners’ committees

1 - 5 blocks 2 50 4,000

6 - 9 blocks 3 100 6,000

10 blocks or more 4 150 8,000

Residents’ associations or other residents’ organisations

2 50 4,000

Note: 1. Maximum provision for each tour coach is $2,000.

2. On the provision for pleasure boat expenses, the number of participants should meet a minimum requirement, but there is no cap on the number of pleasure boats hired.

(d) local ROs should be encouraged to organise projects as far as

possible. Non-ROs can only participate in the projects as co-organisers.

(2) Applicant organisation should take out insurance for the participants

and provide the documentary proof. (3) To apply for reimbursement of payment for an approved RO project,

the grantee organisation should submit an application for reimbursement and the necessary documents within three weeks upon completion of the project or by the date specified by SDC. If the grantee organisation fails to do so, SDC will withdraw the residual payment and bar the grantee organisation from applying for SDC Funds in the next financial year. If the grantee organisation is unable

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to submit some of the documentary proof by the submission deadline because of exceptional circumstances or reasons beyond its control, it should submit a written explanation to seek approval from the Chairman of SDC/Chairman of CATC FVC at least ten clear working days in advance. Again, if the grantee organisation fails to do so, the residual payment will be forfeited and the grantee organisation concerned will be barred from funding application in the next financial year.

Annex E

To : Secretary, Southern District Council Secretariat

Declaration of Interest for Project Financed by District Council Funds

I, , have the following interest to declare

in connection with to be held by

(Name of Project)

on -

(Name of Grantee) (Date)

(a) I am associated with ________________________________________ which

made a tender/quotation submission for the implementation of the project, or will

provide individual item(s) of goods or services. (Please elaborate and give

reason(s) for such an unavoidable situation, for instance, why it is necessary to

procure goods or services from the organisations/institutions stated above, and

whether the price(s) of related goods or services are lower than the market price,

etc.[The grantee is required to submit relevant quotations as proof])

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(b) I am associated with the organisation applying for District Council (DC) funds in

the capacity as 2

(b) Other declarable interests2 interests3 (Please elaborate and give reason(s) for such

an unavoidable situation)

Signature :

Name :

Date :

Telephone No. : 1 The declarant should provide details, e.g. he/she is the owner of the bidding firm or has nominated a

tenderer or bidder for selection. 2 A declaration should be made if, for example, the person is on the executive committee or an ordinary

member of the organisation which applies for DC funds and the relationship should be clearly described in the declaration form.

23 The DC may specify other interests to be declared.

- 2 -

Purposes of Collection 1. The personal data provided by means of this form will be used by

Home Affairs Department for the purposes of handling matters relating to the use of District Council Funds as well as promoting community involvement activities and public participation in community affairs.

Classes of Transferees 2. The personal data provided by means of this form may be disclosed

to other Government departments, bureaux and relevant persons and bodies for the purposes mentioned in paragraph 1 above.

Access to personal data 3. The responsible officer(s) of the organisation has/have a right of

access and correction with respect to personal data as provided for under the Personal Data (Privacy) Ordinance (Cap. 486). The right of access includes the right to obtain a copy of the data subjects’ personal data provided by this form.

Enquiries 4. Enquiries concerning the personal data collected by means of this

form, including access to and correction of the personal data, should be addressed to -

Executive Officer (District Council)1

Southern District Office

(2814 5803)

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Annex F

Code of Practice in Dealing with Contraventions with Respect to the Guidelines on Application for Southern District Council Funds

(2016-20192020-2023)

Contravention Code of Practice 1 The grantee fails seek written

approval from the Southern District Council (SDC) at least seven clear working days in advance for the project’s major amendments or variations (such as changes in project nature, the addition of expenditure items not covered in the original approval, etc.) (Refer to paragraph 6.7.2 of the “Guidelines on Application for SDC Funds” (Funding Guidelines))

First contravention: A Notice of Contravention will be issued to the grantee to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: The grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

2 The grantee fails to take out insurance for the project concerned, or there is insufficient insurance coverage. Note: For a project under the “Block Allocation of SDC Funds to Sponsor Community Building Activities Organised by Residents’ Organisations”, in case the tour operator covers the insurance for the participants, the applicant organisation is required to declare that participants are covered by insurance in the application form. (Refer to paragraph 6.8.3 of the Funding Guidelines)

First contravention: Half of the total reimbursable amount will not be reimbursed. Besides, a Notice of Contravention will be issued to the grantee to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: No reimbursement will be made to settle the expenditure item(s) under the project. Any funds not exceeding 50% of the approved sponsorship amount already advanced should be returned in full to SDC. Besides, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

2

Contravention Code of Practice 3 For projects with approved project

fund over $20,000, the grantee fails to invite at least one SDC Member/co-opted member/staff of the Southern District Office who fulfills the following conditions to be the guest of the project: -does not hold a responsible post with the organiser; and - does not have kinship of any kind with the responsible officer(s) of related organisation(s). (Refer to paragraphs 7.2 of the Funding Guidelines)


4 The project involves giving undue credit or publicity to SDC Member(s) or a political party. For example, the name and title of the SDC Member concerned are printed on the publicity materials. (Refer to paragraph 3.2 and 5.3 (h) of the Funding Guidelines)

First contravention: A Notice of Contravention will be issued to the grantee to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: No reimbursement will be made to settle the expenditure item(s) concerned. The grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

3

Contravention Code of Practice 5 The grantee fails to give written

notice to SDC at least seven clear working days in advance for a change in the event name, date or venue of the project concerned; or fails to do so within three clearing working days from the scheduled date of the activity in case the project cannot be taken place as scheduled or the venue is sought to be changed owing to unforeseeable circumstances such as inclement weather (Refer to paragraph 6.7.4 of the Funding Guidelines)


6 The grantee fails to give written notice to SDC at least five clear working days in advance for the situation of premature termination of project(s) during the preparation or implementation stage. (Refer to paragraph 7.4.1 of the Funding Guidelines)


4

Contravention Code of Practice 7 The grantee fails to provide copies

of receipts for items not covered by SDC Funds. (Refer to paragraph A.3 of Annex C to the Funding Guidelines)


8 Regarding the addition of co-organiser(s), the grantee fails to give written notice to SDC and complete the “Consent Letter of Co-organiser” at least five clear working days in advance before the project takes place. (Refer to the Application Form)


9 The grantee fails to submit the progress report(s) or final report to the SDC Secretariat before a specified date. (Refer to paragraph 7.1.1 of the Funding Guidelines)

First contravention: A Notice of Contravention will be issued to the grantee to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: The payment for the remaining expenditure items of the project will be withdrawn. The grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

5

Contravention Code of Practice 10 The grantee fails to declare all

sources of sponsorship/donations and provide related documentary proof (e.g. sponsorship confirmation, etc.). (Refer to paragraph 6.6.4 of the Funding Guidelines)

In case of a project with a sponsorship of non-business nature and without generating any profit: First contravention: A Notice of Contravention will be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: The undeclared sponsorship amount will be deducted from the reimbursable amount (the upper limit of deduction will be the amount of approved SDC Fund). If the sponsorship is in kind rather than in cash, the grantee should declare the estimated monetary value of the sponsorship, which will be deducted from the reimbursable amount accordingly. Moreover, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification). In case of a project with a sponsorship of business nature: First contravention: The undeclared sponsorship amount will be deducted from the reimbursable amount. If the sponsorship is in kind rather than in cash, the grantee should declare the estimated monetary value of the sponsorship (the principles of value estimation or the proof of values need to be provided), which will be deducted from the reimbursable amount accordingly. In addition, a Notice of

6

Contravention Code of Practice Contravention will be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second Contravention: No reimbursement with respect to all expenditure items of the project will be made and the advance payment should be returned to SDC (if applicable). Moreover, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

11 The grantee fails to either obtain the minimum number of written quotations or complete the record(s) of quotations, or does not accept the lowest conforming offer prior to the procurement, and no justification is given afterwards. (Refer to paragraph 6.2 of the Funding Guidelines)

First contravention: A Notice of Contravention will be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: No reimbursement will be made to settle the related expenditure item(s). Moreover, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

7

Contravention Code of Practice 12 The Grantee fails to adopt fair and

open recruitment procedures in recruiting project staff to implement the project. (Refer to paragraph (f) of Annex B to the Funding Guidelines)

First contravention: A Notice of Contravention will be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: No reimbursement will be made to settle the related expenditure item(s) on staff recruitment. Moreover, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification)

13 The grantee accepts sponsorship/donations from companies selling tobacco and hard liquor, or from those individuals or organisations who are the contractors for the same item of service/equipment for a project. (Refer to paragraph 6.6.1 of the Funding Guidelines)

First contravention: Half of the total reimbursable amount will not be reimbursed. Besides, a Notice of Contravention will be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: No reimbursement will be made to settle the expenditure item(s) under the entire project. Any funds not exceeding 50% of the approved sponsorship amount already advanced should be returned in full to SDC. Moreover, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

8

Contravention Code of Practice 14 The grantee fails to display that the

project is financed by SDC in any one or more than one item of publicity materials. (Refer to paragraph 6.4.1 of the Funding Guidelines)

First contravention: Half of the total reimbursable amount will not be reimbursed. In addition, the grantee is required to issue a clarification statement. A Notice of Contravention will also be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: No reimbursement will be made to settle the expenditure items under the entire project. Any funds not exceeding 50% of the approved sponsorship amount already advanced should be returned in full to SDC. Moreover, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

15 The name and logo of the sponsor/donor are bigger or placed in a more prominent position than those of SDC in the publicity materials when making acknowledgements. (Refer to paragraph 6.6.3 of the Funding Guidelines)

First contravention: A Notice of Contravention will be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: The grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

9

Contravention Code of Practice 16 The grantee fails to seek SDC’s

written approval on any conflict of interest which may be actual, potential or perceived at least seven working days before the project takes place in accordance with the guidelines. (Refer to paragraph 8.7 of the Funding Guidelines)

First contravention: No reimbursement will be made to settle the expenditure item(s) that constitutes a conflict of interest. Also, a Notice of Contravention will be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: No reimbursement will be made to settle the expenditure item(s) that constitutes a conflict of interest. Moreover, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

17 The grantee uses SDC Funds to cover expenditure already incurred prior to funding approval. (Refer to paragraph (b) of Annex B to the Funding Guidelines)

First contravention: No reimbursement will be made to settle the expenditure item(s) concerned. Moreover, a Notice of Contravention will be issued to notify the grantee of such contravention and how SDC will deal with subsequent contraventions. Second contravention: No reimbursement will be made to settle the expenditure item(s) concerned. Besides, the grantee will be barred from application for SDC Funds for a period of 12 months (starting from the issue date of the notification).

SDC_Application_Form_1 (25.1.2016)

Application for a Grant under Southern District Council Funds

(For District Community Involvement Projects) To : Secretariat of Southern District Council, 1/F., Ocean Court, 3 Aberdeen Praya Road, Aberdeen, Hong Kong


Name of Project:

1. Basic Information (A) Name of Organisation: (Chinese)

(English)

(B) Registered Address:

Correspondence Address:

(if different from the registered address)

(C)

Telephone No.:

Fax No.:

(D) The Organisation is –

□ registered under Ordinance (please attach related documentary proof1)

□ an autonomous body of persons established for the benefit of Southern District.

(E) Payment Method The grant and advance payment (if applicable) shall be payable to “ ”.

(Please provide the bank account name in English) (F) Responsible Persons

Authorised Person2 of the Organisation Designated Officer-in-charge3 of the Project

Name: (Chinese) Name: (Chinese)

(English) *Mr/Ms/Miss (English) *Mr/Ms/Miss

Post: Post:

1 This is applicable only to organisations applying for DC funds for the first time in this year or amending their

information. 2 Authorised Person refers to the person who applies for DC funds on behalf of the organisation and signs the

application form. 3 Designated Officer-in-charge serves as the contact person of the project who may also certify the receipts and

supporting documents for the purpose of reimbursement of DC funds. Authorised Person and Designated Officer-in-charge can be the same person.

Form 1 (Effective on 29.5.201817.3.2020)

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Contact Tel No.: Contact Tel No. (internal):

Contact Tel No. (external)4:

Fax No.: Fax No.:

Email Address: Email Address:

Signature:

*Delete as appropriate (G) Record of Application for District Council (DC) Funds

□ This is our first application for DC Funds □ We have previously applied for DC Funds

□ but our application was not approved. □ And grants were approved. Details of the last 3 applications over the past 5

years, if applicable, are as follows:

Name of Activity Date of Activity Amount Approved ($) Project No. 1.

2.

3.

2. Details of Co-organiser(s) / Assisting Organiser(s) (For project to be implemented in collaboration with other organisation(s)/District Councils)

Name and Contact Information of Co-organser(s) / Assisting

Organiser(s)

Brief description of the nature and form of collaboration or support

Co-organiser(s) (Please attach the Consent Letter)

1.

2.

3.

Assisting Organiser(s) 1.

2.

3.

4 The contact telephone no. (external) of the Designated Officer-in-charge of the Project will be listed in the website

of Southern District Council for public information.

- 3 -

3. Details of the Proposed Project (A) Name of Programme/Activity:

(B) Nature:

(C) Objectives:

(D) Date and time/ Period of Implementation:

(E) Setting-up/Preparation Period:

(F) Amount of Grant Applied for :

$

(G) Venue:

(H) Content:

(I) Target Group(s): (may choose more than 1)

□ all residents in the district □ the disabled

□ senior citizens □ non-ethnic Chinese

□ youth/students □ others (please specify): (J) Estimated No. of Participants/Audience: Participant/Recipient: Staff: Salaried: Volunteer: Performer/Speaker: Guest: Others:

(K) Publicity and Promotion Method:

(use separate sheet if necessary)

(L) Expected Benefits/Achievements (Please propose performance measurement and milestones in quantifiable terms if applicable):

(1)

(2)

(3)

(M) Work Plan/Implementation Timetable (use separate sheet if necessary)

Action Timetable

- 4 -

(N) Ticket Allocation Arrangement (if applicable)(use separate sheet if necessary)

4. Budget and Cash Flow Projection (A) Estimated Income and Expenditure Statement

Estimated Income (if applicable)

Number

(i)

Unit Rate $

(ii)

Total Amount $

(iii)=(i)x(ii) Participants’ fees5

Internal resources

Sponsorship & donation

Others

Total Estimated Income (A)

5 For projects implemented by government departments or HAD staff on behalf of DC or the Committees/Working

groups under DCs/District Offices, the income generated from participants’ fees, if any, should be separately listed in Section 5 and not to be stated in this item as the income will be regarded as Government revenue and will not be ploughed back to finance the project.

- 5 -

Estimated

Expenditure Item6 Quantity Unit Cost

($) Estimated Expenses

($)

DC Funds Applied

($)

Total Amount of DC Funds Approved

($) (for official use )

1. Venue

(a) Hire/erection of stage

(b) Lighting system

(c) Public address system

(If the event will be held in community hall or centre, the ceiling for approved expenditure is $1,000)

(d) Stage set-up

(e) Venue decoration

(f) Production of exhibition panels

2. Hire, erection and decoration of game stalls; gifts and prizes for stalls (max. 6 stalls)

3. Prizes for competitions (max. $1,4001,500 per set)

4. Publicity

(a) Banners and/or easy mount frames

(b) Printed matters (e.g. posters, leaflets, invitation cards, admission tickets, game coupons, programme booklets, etc.)

5. Souvenirs

6. Souvenirs for officiating guests (max. $370 410 per set)

7A* Food allowances for volunteers (max. 30 persons) (not more than $5964 per person for activities involving continuous participation for less than 3 hours; and not

6 If funds are to be expended for procurement of capitalised items, the applicant is required to state in Part 5 whether

capitalised item have been procured with DC funds. If affirmative, a copy of the equipment register/inventory record should be submitted together with the application form.

- 6 -

Estimated



($)

DC Funds Applied

($)



more than $7687 per person for activities involving continuous participation for 3 hours or more)

- 7 -

Estimated



($)

DC Funds Applied

($)



7B* Travelling allowances for volunteers (max. 30 persons) (no more than $30 per person)

8. Fees to professional coaches/instructors /speakers (please list their qualifications and duration of sessions)

9. Fees to judges/ referees (Please list their qualifications and assessment duration)

10. Fees to professional performers, artists and/or allowance to voluntary performing groups

11. Day camp

12. Night camp

13. Transport

(a) Hire of tour coach (max. 2 coaches)

(b) Hire of pleasure boat (min. 50 participants)

14. Films, processing, photography and video-shooting

15. Transportation

16. Premium of public liability insurance and premium levy (compulsory)

17. Various Licence Fees

18. Miscellaneous (items procured should not be the approved items listed in the application)

19. Certified Public Accountant Report (Apply to submit CPA report instead of original receipts for claiming reimbursement)

20. Noise monitoring

21.

22.

- 8 -

Estimated



($)

DC Funds Applied

($)



23.

24.

25.

Estimated initial expenses incurred before the funding is approved (If grantees wish to apply for SDC funds to pay for the initial expenses, they should provide justifications for SDC’s consideration.) 26.

Reasons:

27.

Reason:

Total:

(B) (C)

Amount of DC Funds under Application (C)$________ = (B)$________ - (A)$________ * Grantee could only apply for either item 7A or 7B. ** Please use 2021 to 25 for further items. (B) Contingency

Subject to the “Guidelines on Application for Southern District Council Funds” (the Funding Guidelines) , in endorsing a project, SDC may support an additional amount of not more than 5% of the project fund as contingency to meet any unforeseen commitment arising from the items of expenditure. Please specify -

□ our organisation requires an additional amount of not more than 5% of the project

fund as contingency. □ our organisation does not require an additional amount of not more than 5% of

the project fund as contingency. (C) Requirement of Advance Payment (for non-government organisations only)

Date of Advance Payment to be Required Amount Required ($) and Intended Purpose

* According to the Funding Guidelines, SDC may release a one-off advance payment not exceeding 50%

of the approved project fund to the grantee before the implementation of the programme or activity to meet the initial expenses incurred and the need for cash flow. Please note that if in the course of organising the project, the organiser has applied for amendment to the approved project fund in writing, which has been approved by SDC, the amount of advance payment should still be not more than 50% of the approved project fund.

* The advance payment for the first year will be released after the project is approved. The grantee will

- 9 -

need to submit a new application if further advance payment is required in subsequent years.

5. Other Information Please provide any other information relevant to the proposed project which should be taken into account when considering the application. 6. Alternative Funding Support Please indicate how the proposed project will be financed if the application is rejected or the approved project fund is less than the proposed amount under application.

(A) Other sources of income □ Internal resources

□ Sponsorship and donation □ Increase participants’ fees □ Others (please specify)

_______________________________________________________________

(B) □ Cancel the project (C) □ Others (please specify)

_______________________________________________________________ 7. Declaration of Interest When making procurement of goods and services for the approved project, the grantee, its co-organiser(s), assisting organiser(s), members and staff should declare any interest and complete the “Declaration of Interest for Project Financed by District Council Funds”, and are prohibited from soliciting, accepting or offering any advantages in the course of planning and executing the project. Please specify:

□ our organisation, co-organiser(s), assisting organiser(s), members and staff have no need to declare interest in making procurement of goods and services for the approved project.

□ our organisation, co-organiser(s), assisting organiser(s), members and staff need to declare interest in making procurement of goods and services for the approved project and have completed and submitted the “Declaration of Interest for Project Financed by District Council Funds”.

- 10 -

8. Declaration and Consent of the Organisation (A) I hereby declare that all the information given in this application is true and accurate. I

understand that any inaccurate information will make the application invalid, any grant approved will be withheld and any payment made must be refunded to the Government. I also acknowledge that the Government reserves the right to seek recovery of any money overpaid or fraudulently claimed from the DC funds, as a civil debt due to the Government.

(B) I hereby agree and consent that the information provided in this application form may be

used by the Government to process the application and conduct evaluative studies and training/sharing sessions. I further agree and consent that should this application be successful, all information contained in the application form and the subsequent reports (including but not limited to that concerning my organisation and project details) may be released for inspection by the public and published by the Government for general information. I agree to publicise the fact that the project is supported by the District Council and undertake to display the name and, as far as practicable, the logo of the District Council in all publicity materials and activities related to the project.

(C) I have read and understood the contents of the “Guidelines on Application for Southern

District Council Funds” and the terms and conditions of the grant* and hereby agree to observe the provisions contained in the aforesaid documents (including dissemination of the requirement on declaration of interest to the concerned co-organiser(s), assisting organiser(s), members and staff) should the application for the grant of DC funds be successful.

Signature: Official Chop

Name of Authorised Person:

Post:

Date:

* Delete as appropriate

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Purposes of Collection 1. The personal data provided by means of this form will be used by Home

Affairs Department for the purposes of handling matters relating to the use of the District Council Funds as well as promoting community involvement activities and public participation in community affairs.

Classes of Transferees 2. The personal data provided by means of this form may be disclosed to other

Government departments, bureaux and relevant persons and bodies for the purposes mentioned in paragraph 1 above.

Access to Personal Data 3. The responsible officer(s) of the organisation has/have a right of access and

correction with respect to personal data as provided for under the Personal Data (Privacy) Ordinance (Cap. 486). The right of access includes the right to obtain a copy of the data subjects’ personal data provided by this form.

Enquiries 4. Enquiries concerning the personal data collected by means of this form,

including access to and correction of the personal data, should be addressed to -

Executive Officer (District Council )1


Telephone no: 2814 5803


(For Cantonese Operatic Song-Oriented Activities) To : Secretariat of Southern District Council, 1/F., Ocean Court, 3 Aberdeen Praya Road, Aberdeen, Hong Kong


Name of Project:


(English)




(C)

Telephone No.:

Fax No.:









Post: Post:





Form 2 (Effective on 29.5.201817.3.2020)



Fax No.: Fax No.:


Signature: *Delete as appropriate (G) Record of Application for District Council (DC) Funds


□ but our application was not approved. □ and grants were approved. Details of the last 3 applications over the past 5



2.

3.



Organiser(s)



1.

2.

3.


2.

3.

4 The contact telephone no. (external) of the Designated Officer-in-charge of the Project will be listed in the website

of Southern District Council for public information.


(B) Nature:

(C) Objectives:



(F) Amount of Grant Applied for : $

(G) Venue:

(H) Content:








(1)

(2)

(3)


Action Timetable




Number

(i)

Unit Rate $

(ii)

Total Amount $


Internal resources


Others




Estimated Expenditure Item6

Quantity Unit Cost ($)

Estimated Expenses

($)

DC Funds Applied

($)



1. Public address system (If the event will be held in community halls/ centres, the ceiling of DC approved amount for this item is $1,000)

2. Publicity

(a) Banners and/or easy mount frames

(b) Printed matters (e.g. posters, leaflets, invitation cards, admission tickets, game coupons, programme booklets, etc.)

3. Allowance for professional performers/artists and/or voluntary performing groups(the number of performers hired should not be less than five) (please list their qualifications and duration of the sessions)

4. Premium of public liability insurance and premium levy (compulsory)

5. Certified Public Accountant Report (Apply to submit CPA report instead of original receipts for claiming reimbursement)

Expenditure items to be funded by applicants (not applying for SDC fund)

Estimated initial expenses incurred before the funding is approved (If grantees wish to apply for SDC funds to pay for the initial expenses, they should provide justifications for SDC’s consideration.)

6 If funds are to be expended for procurement of capitalised items, the applicant is required to state in Part 5 whether

capitalised item have been procured with DC funds. If affirmative, a copy of the equipment register/inventory record should be submitted together with the application form.



Estimated Expenses

($)

DC Funds Applied

($)



6.

Reasons:

7.

Reason:

Total:

(B) (C)

Amount of DC Funds under Application (C)$________ = (B)$________ - (A)$________ (B) Contingency




the project fund as contingency.

(C) Requirement of Advance Payment (for non-government organisations only)

Date of Advance Payment to be Required Amount Required ($) and Intended Purpose



* The advance payment for the first year will be released after the project is approved. The grantee will need to submit a new application if further advance payment is required in subsequent years.

5. Other Information Please provide any other information relevant to the proposed project which should be taken into account when considering the application.

6. Alternative Funding Support Please indicate how the proposed project will be financed if the application is rejected or the approved project fund is less than the proposed amount under application.



_______________________________________________________________


_______________________________________________________________ 7. Declaration of Interest When making procurement of goods and services for the approved project, the grantee, its co-organiser(s), assisting co-organiser(s), members and staff should declare any interest and complete the “Declaration of Interest for Project Financed by District Council Funds”, and are prohibited from soliciting, accepting or offering any advantages in the course of planning and executing the project. Please specify:

□ our organisation, co-organiser(s), assisting co-organiser(s), members and staff have no need to declare interest in making procurement of goods and services for the approved project.

□ our organisation, co-organiser(s), assisting co-organiser(s), members and staff need to declare interest in making procurement of goods and services for the approved project and have completed and submitted the “Declaration of Interest for Project Financed by District Council Funds”.





(C) I have read and understood the contents of the “Guidelines on Application for Southern District Council Funds” and the terms and conditions of the grant* and hereby agree to observe the provisions contained in the aforesaid documents (including dissemination of the requirement on declaration of interest to the concerned co-organiser(s), assisting organiser(s), members and staff) should the application for the grant of DC funds be successful.



Post:

Date:



Affairs Department for the purposes of handling matters relating to the use of District Council Funds as well as promoting community involvement activities and public participation in community affairs.







Executive Officer (District Council )1 (Designation of subject officer)


2814 5803 (Telephone No.)


To : Secretariat of Southern District Council, 1/F., Ocean Court, 3 Aberdeen Praya Road, Aberdeen, Hong Kong


Name of Project:


(English)




(C)

Telephone No.:

Fax No.:









Post: Post:







4 The contact telephone no. (external) of the Designated Officer-in-charge of the Project will be listed in the website of Southern District Council for public information.

Form 3 (Revised on 25.1.2016 Effective on 17.3.2020)

- 2 -

Fax No.: Fax No.:


Signature: *Delete as appropriate (G) Record of Application for District Council (DC) Funds


□ but our application was not approved. □ and grants were approved. Details of the last 3 applications over the past 5



2.

3.



Organiser(s)



1.

2.

3.


2.

3.

- 3 -


(B) Nature:

(C) Objectives:



(F) Amount of Grant Applied for: $

(G) Venue:

(H) Content:








(1)

(2)

(3)


Action Timetable

- 4 -




Number

(i)

Unit Rate $

(ii)

Total Amount $


Internal resources


Others




Estimated Expenses

($)

DC Funds Applied

($)



1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Fee for preparing Certified Public Accountant Report (if applicable)



6 If funds are to be expended for procurement of capitalised items, the applicant is required to state in Part 5 whether capitalised item have been procured with DC funds. If affirmative, a copy of the equipment register/inventory record should be submitted together with the application form.

- 5 -

Estimated



($)

DC Funds Applied

($)



11 Certified Public Accountant Report (Apply to submit CPA report instead of original receipts for claiming reimbursement)

(The amount applied for CPA report cannot exceed 2% of the approved project fund)

(The amount applied for CPA report

cannot exceed 2% of the approved project

fund)

Estimated initial expenses incurred before the funding is approved (If grantees wish to apply for SDC funds to pay for the initial expenses, they should provide justifications for SDC’s consideration.)

12.

Reasons:

13.

Reason:

Total:

(B) (C)

Amount of DC Funds under Application (C)$________ = (B)$________ - (A)$________ (B) Contingency




the project fund as contingency.

- 6 -

(C) Requirement of Advance Payment (for non-government organisations only) Date of Advance Payment to be Required Amount Required ($) and Intended Purpose



* The advance payment for the first year will be released after the project is approved. The grantee will need to submit a new application if further advance payment is required in subsequent years.

5. Other Information Please provide any other information relevant to the proposed project which should be taken into account when considering the application. 6. Alternative Funding Support Please indicate how the proposed project will be financed if the application is rejected or the approved project fund is less than the proposed amount under application.



_______________________________________________________________


_______________________________________________________________ 7. Declaration of Interest When making procurement of goods and services for the approved project, the grantee, its co-organiser(s), assisting co-organiser(s), members and staff should declare any interest and complete the “Declaration of Interest for Project Financed by District Council Funds”, and are prohibited from soliciting, accepting or offering any advantages in the course of planning and executing the project. Please specify:

- 7 -

□ our organisation, co-organiser(s), assisting co-organiser(s), members and staff have no need to declare interest in making procurement of goods and services for the approved project.

□ our organisation, co-organiser(s), assisting co-organiser(s),members and staff need to declare interest in making procurement of goods and services for the approved project and have completed and submitted the “Declaration of Interest for Project Financed by District Council Funds”.









Post:

Date:


- 8 -

Purposes of Collection 1. The personal data provided by means of this form will be used by Home Affairs

Department for the purposes of handling matters relating to the use of the District Council Funds as well as promoting community involvement activities and public participation in community affairs.










Application for a Grant under Southern District Council Funds (Block Allocation of Southern District Council Funds to

Sponsor Community Building Activities Organised by Residents’ Organisations)

To : Secretariat of Southern District Council, 1/F., Ocean Court, 3 Aberdeen Praya Road, Aberdeen, Hong Kong

1. Basic Information (A) I would like to apply to for a grant of $ under the Southern District Council (SDC)

Funds to undertake a Community Involvement (CI) Project. Details of the Project are as follows:

(1) Name of the Proposed Project:

(2) Objectives:

(3) Brief Description of the Project:

(4) Target(s):

(5) Estimated No. of Participants:

(6) Date:

(7) Venue:

(8) Breakdown of Expenditure:

Expenditure ($) Income ($)

1. 1.

2. 2.

3. 3.

4. 4.

5. 5.

6. 6.

7. 7.

Note: Applicant should take out insurance for participants of the Project.

(9) Other source(s) of funding or relevant

information (e.g. assisting organiser(s)):

Applicant Organisation: Bank Account Name of Applicant Organisation (in English):

Name of Applicant:

Form 4A (Revised on 25.1.2016 Effective on 17.3.2020)

Telephone No.: Fax No. (if applicable):


Details of the Project

2. Declaration of Interest When making procurement of goods and services for the approved project, the grantee, its co-organiser(s), members and staff should declare any interest and complete the “Declaration of Interest for Project Financed by District Council Funds”, and are prohibited from soliciting, accepting or offering any advantages in the course of planning and executing the project. Please specify:

□ our organisation, co-organiser(s), members and staff have no need to declare interest in making procurement of goods and services for the approved project.

□ our organisation, co-organiser(s), members and staff need to declare interest in making procurement of goods and services for the approved project and have completed and submitted the “Declaration of Interest for Project Financed by District Council Funds”.


understand that any inaccurate information will make the application invalid, any grant approved will be withheld and any payment made must be refunded to the Government. I also acknowledge that the Government reserves the right to seek recovery of any money overpaid or fraudulently claimed from the DC funds , as a civil debt due to the Government.






4. The application was vetted by the Area Committee at its ________ meeting

on ______________. For the purpose of implementing the proposed CI Project, it is

recommended that SDC should approve the provision for the following items.

Items Recommended for SDC’s Approval Provision ($)

1.

2.

3.

Total:

5. Name of Liaison Officer: ___________________________ (Secretary of Area Committee)

Date: ____________________________________


Application for a Grant under Southern District Council Funds (Procurement, Replacement and Replenishment of Fire-fighting Equipment

for Fire Watch Teams in the Southern District)

To: Secretariat of Southern District Council, 1/F., Ocean Court, 3 Aberdeen Praya Road, Aberdeen, Hong Kong

1. Basic Information

Our organisation would like to apply for a grant of $ under the Southern District

Council (SDC) Funds for procuring, replacing or replenishing fire-fighting equipment for ________________________________________________ (location/sub-district). Details of the budget breakdown are as follows:

(I) Income ($)

(1) SDC Funds:

(2) Other source(s) of funding:

Total:

(II) Expenditure ($)

(1) Water Type Extinguisher: ( ) pieces

(2) Carbon Dioxide Type Extinguisher: ( ) pieces

(3) Dry Powder Type Extinguisher: ( ) pieces

(4) Sand Bucket: ( ) pieces

(5) Gong: ( ) pieces

Total:

Applicant Organisation: Bank Account Name of Applicant Organisation (in English):

Name of Officer-in-charge:

Telephone No.: Fax No.:

E-mail Address:


Form 4B (Revised on 25.1.2016 Effective on 17.3.2020)

2. Declaration of Interest

When making procurement of goods and services for the approved project, the grantee, its co-organiser(s), members and staff should declare any interest and complete the “Declaration of Interest for Project Financed by District Council Funds”, and are prohibited from soliciting, accepting or offering any advantages in the course of planning and executing the project. Please specify:

□ our organisation, co-organiser(s), members and staff have no need to declare interest in making procurement of goods and services for the approved project.

□ our organisation, co-organiser(s), members and staff need to declare interest in making procurement of goods and services for the approved project and have completed and submitted the “Declaration of Interest for Project Financed by District Council Funds”.





(C) I have read and understood the contents of the “Guidelines on Application for Southern District Council Funds” and the terms and conditions of the grant* and hereby agree to observe the provisions contained in the aforesaid documents (including dissemination of the requirement on declaration of interest to the concerned co-organiser(s), assisting organiser(s), members and staff) should the application for the grant of DC funds be successful.



This part is to be completed by the staff of the Southern District Office.

4. The application was vetted by the Area Committee at its ________ meeting

on __________________________ (date). For the purpose of procuring the above items, it

is recommended that SDC should approve the provision for the following items:

Items Recommended for SDC’s Approval Provision ($)

1.

2.

3.

Total:

5. Name of Liaison Officer: _______________________ (Secretary of _______ Area Committee)

Date: ____________________________________

Form 5

(Effective on 17.3.2020)

To: Southern District Council Secretariat Ground floor & 1st floor, Ocean Court, 3 Aberdeen Praya Road, Aberdeen, Hong Kong

Application for Southern District Council Funds Consent Letter of Co-organiser

Dear Sir,

Our organisation has agreed to organise the ___________________________ (Name of Project)

with ___________________________________________ . (Name of Organisation Applying for DC Funds)

We understand that the host

organisation is applying for the Southern District Council Funds to implement the Project.

Name of Organisaion:

Signature of Responsible Person:

Name of Responsible Person:

Post of Responsible Person:

Contact Telephone No.:

Date:

Official Chop:


Final Report for Project Financed by Southern District Council Funds

(1) Name of Organization :

(2) Name of Project :

(3) Project No. (File Reference) :

(4) Date/Period of Implementation and Time :

(5) Venue :

(6) Financial Summary

(a) Total Income 1 :

(b) Total Expenditure :

(c) Amount of DC Funds obtained : (b) – (a) (7) Number of programmes/activities already conducted

Dates of programmes/activities conducted Number of participants

Original proposed date Actual date Target Actual

1: For projects implemented by government departments or HAD staff on behalf of the DC or the

Committees/Working Groups under DCs or District Offices, the income generated from participants’ fees, if any, should not be stated against this item as the income should be regarded as Government revenue and should not be ploughed back to finance the project.

- 2 - (8) Evaluation of project

(i) General response of participants

(ii) Benefits/achievement of the project

- 3 -

(9) Proof of event being held (e.g. please attach event programme, brochure, photos, promotional material, etc.)

Please attach document proof of the event here

- 4 -

(10) Report completed by-

Signature of Authorised Person ：

Name：

Post：

Date：

* delete the inapplicable

For Official Use The report was – examined and considered in order. Evaluation report received on . DC’s Comments (if applicable) :

Follow-up Action (if applicable) :

Signature of Responsible Officer:

Name:

Designation:

Date:

Official Chop

- 5 -

Purposes of Collection 1. The personal data provided by means of this form will be used by Home Affairs






Enquiries 4. Enquiries concerning the personal data collected by means of this form, including

access to and correction of the personal data, should be addressed to -




Form 7 (Revised on 25.1.2016Effective on 17.3.2020)

Application for Reimbursement – Southern District Council

Application for Partial/Final Reimbursement of District Council (DC) Funds* Part A : Basic information Name of Grantee: Project Name: Project Number: (File Ref.) Project Implementation/Commencement Date: Project End Date: Total Approved Project Fund: Approved Project Fund for Current Year1: Total Amount of DC Funds already Received1: Nature of Current Claim and Amount1 :

Partial (1st/2nd*)/Final Reimbursement Reimbursement Amount: $

Part B : Income and Expenditure Statement as at

(dd/mm/yyyy) (A) Total Income2 $ (Details as per Attachment I) (B) Total Expenditure $ (Details as per Attachment II) (C) Total Amount to be met by DC Funds ($) (B)-(A) $ (D) Amount of DC Funds already received ($)1 Advance Payment $ 1st Partial Reimbursement $ 2nd Partial Reimbursement $ Total $ (E) Amount for application for reimbursement with supporting

receipts* ($)1 $

(F) Amount for clearance of advance payment with supporting receipts* ($)1

$

Amount of advance payment already cleared1 $ (G) Surplus amount to be returned to the Government ($)1

(D) – (C)

1 Item not required to be completed for projects implemented by government departments or the Home Affairs

Department (HAD) staff on behalf of the DC or the Committees/Working Groups under DCs/District Offices (DOs).

2 For projects implemented by government departments or HAD staff on behalf of the DC or the Committees/Working Groups under DCs/DOs, the income generated from participants’ fees, if any, should not be stated in this item as the income should be regarded as Government revenue and should not be ploughed back to finance the project.


2

Part C : Certification by Government Officer/Authorised Person of Grantee* I certify that: (1) the income and expenditure accountinformation provided above is correct and other sources of

income including sponsorship and donation stated in Part B are complete without any omission; (2) the goods purchased have been received in good order and all the services detailed were

considered reasonable and necessary to the project, and all expenditures are in compliance with the “Guidelines on Application for Southern District Council Funds (2016-2019)” (the Funding Guidelines) and the terms and conditions imposed by the District Council;

(3) the prices quoted and accepted for purchases of goods and services in the project are considered reasonable compared with the market prices;

(4) the expenditure listed in Part B is solely incurred for the use of the above mentioned project; (5) the amount of Central Administrative Overheads claimed has not been covered by government

subvention;* (6) we understand that the District Council reserves the right to withdraw the full amount of the grant

in case the procurement exercise fails to comply with the Funding Guidelines; (7) we declare that the members and staff of our organisation and co-organiser(s) do not have an

interest when making procurement of goods and services for the project. If there is a conflict of interest, the member(s) or staff concerned have completed and returned the “Declaration of Interests for Project Financed by Southern District Council Funds” for the District Council’s consideration and record; and

(8) (applicable to organisations that received a grant exceeding 50% of the estimated expenditure) we have procured the goods and services for the project in accordance with the Funding Guidelines, and will maintain a proper record of all supporting receipts and copies of quotations for 5 years upon completion of the project for spot check by the Secretariat.

Signature:

Name : Post : Name of Government/

Department/Grantee* :

Date :


For official use only The above has been checked and found to be in compliance with the “Guidelines on Application for Southern District Council Funds (2016-2019)” and the terms and conditions imposed by the DC.

I am satisfied that the information provided above are in compliance with the “Guidelines on Application for Southern District Council Funds (2016-2019)” and the terms and conditions imposed by the DC.

Signature : Signature :

Name : Name :

Designation : (ADO/SEO(DC))

Date : Date :

Official Chop

3

Attachment I (I) Details of Income and Sponsorship Items (including sponsorship in kind)

Item Number / Quantity

Unit Rate ($)

Total Income ($)

Original Estimated Amount of

Income ($)

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

Total

4

Attachment II (II) Details of Expenditure Items

Item Receipt No.

(a) Amount

to be funded

by other source(s) of income

($)

(b) Amount

to be financed by DC Funds

($)

(a) + (b) Total

Expenditure ($)

(c) Original approved amount of DC Funds

($)

Remarks

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

5

Item Receipt No.

(a) Amount

to be funded


($)

(b) Amount


($)

(a) + (b) Total

Expenditure ($)


($)

Remarks

14.

15.

16.

17.

18.

19.

20.

21.

22.

23.

24.

25

26.

27.

28.

6

Item Receipt No.

(a) Amount

to be funded


($)

(b) Amount


($)

(a) + (b) Total

Expenditure ($)


($)

Remarks

29.

30.

31.

32.

33.

34.

35.

36.

37.

38.


Affairs Department for the purposes of handling matters relating to the use of the District Council Funds as well as promoting community involvement activities and public participation in community affairs.







Executive Officer (District Council) 1

Southern District Office Tel. No.: 2814 5803

Annex 8

(Revised on 25.1.2016 Effective on 17.3.2020)

Record of Quotations for Project Financed by Southern District Council Funds

Note: This form should be completed by the designated person for purchase and endorsed by the authorised person of the grantee/Designated Officer-in-charge of the project before a purchasing order is made.

This form, together with all quotations and documents in relation to the procurement

should be kept for five years for inspection by the Government as and when necessary. The grantee, its co-organiser(s), members and staff are required to declare any interest

when making procurement of goods and services for the approved project, and are prohibited from soliciting, accepting or offering advantages in the course of planning and executing the project. If there is a conflict of interest, the grantee should decide whether the co-organiser(s), member or staff concerned should abstain from the procurement exercise and record the reasons for its decision.

(a) Project Description (b) Name of Grantee (c) Designated Person for

Purchase and Position

(d) Telephone No. (e) Written quotations / confirmations on the bidding prices obtained

Itemised description

of goods/services

Name of

suppliers/ contractors invited

Written Quotations / Confirmations

Remarks

Date Received

Price ($) Accepted or not

(√) or (X)

1.

2.

3.

4.

5.

All written quotations for the above-mentioned goods/services are per attached.

- 2 -

(f) Where written quotations are not available, the suppliers/contractors’ confirmation

on the bidding prices are attached with the following contact details:-

Name of Suppliers/Contractors

Address Contact Person

Name Tel. No.

(g) Reasons for non-compliance of the prescribed procurement rules set out in the

Manual on the Use of DC Funds “Guidelines on Application for Southern District Council Funds” and repeated purchases of the same or similar items/services within a short period (Please put a “√”as appropriate) -

Sole supplier/contractor in the market

Designated supplier/contractor as specified by sponsor

No response from other invited suppliers/contractors

The only supplier/contractor who meets all the mandatory user specifications

Proprietary items that cannot be purchased from other suppliers/contractors for compatibility (e.g. component parts for capitalised items) and/or contractual requirements

Other (please specify)

(h) I certify that the quotations obtained above are genuine and all written quotations

or suppliers/contractors’ confirmation on the bidding prices are attached. The price quoted and accepted for purchase is considered reasonable compared with the market price. We have procured the goods and services for the project in accordance with the Funding Guidelines, and will maintain a proper record of all supporting receipts and copies of quotations for 5 years upon completion of the project for spot check by the Secretariat.

(i) I have read and understood the contents of the “Guidelines on Application for

Southern District Council Funds”* and the terms and conditions of the grant and hereby agree to observe the provisions contained in the aforesaid documents.

- 3 -

(Signature)

(Name/Post) Date

Designated Person for Purchase

Endorsed by:

(Signature)

(Name in block letters) Date

Authorised Person of the Grantee Organization / Designated Officer-in-charge

of the Project

The Designated Person for Purchase and the Authorised Person of the Grantee Organization / Designated Officer-in-charge of the Project should not be the same person.

*The link to the “Guidelines on Application for Southern District Council Funds”:- https://www.districtcouncils.gov.hk/south/english/activities/application_sdc.html

Official Chop

- 4 -

Statement of Purpose

1. The personal data provided by means of this form will be used for the purposes of handling matters relating to the use of District Council Funds as well as promoting community involvement activities and public participation in community affairs.

2. The personal data that the organization provides by means of this

form may be disclosed to government offices concerned for the purpose of paragraph 1.

3. The responsible officer(s) of the organization has/have a right of

access and correction with respect to personal data as provided for under the Personal Data (Privacy) Ordinance. The right of access includes the right to obtain a copy of the officer(s)’ personal data provided by this form.

4. Enquiries concerning the personal data collected by means of this

form, including the access and corrections, should be addressed to -

(Designation of subject officer) District Office

(Telephone No.)

Form 9 (w.e.f. 4.4.2018Effective on 17.3.2020)

Statement of Payment to Volunteers

Project Name: Project No.: Date of Implementation:

Name of Volunteer

(same as HKID Card)

HKID Card No. (First 4 Digits)

Tel. No. Name of Organisation

(if applicable)

Purpose and Date of

Expenses Note 1

Amount Claimed

Note 2 ($)

Acknowledged receipt by volunteer and Date

Note 3

1 2 3 4 5 6 7 8 9 10

Total : Note 1:

When claiming for travelling expenses, please specify the date and means of public transportation (e.g. bus/van).

Note 2: The amount claimed must be expenses entirely and actually incurred by the volunteers for the purposes stated in the “Purpose of Expenses” column for implementation of the above-mentioned project.

Note 3: By signing here, the volunteer acknowledges receipt of the amount claimed and confirms that (i) all the information concerning him/her and the amount and purpose of the expenses claimed by him/her is true and accurate, and (ii) the expenses claimed were entirely and actually incurred by him/her for the purpose stated for implementation of the project. The volunteer also understands that the Government reserves the right to seek recovery of any money overpaid or incorrectly claimed as a civil debt due to the Government, without prejudice to its other rights and remedies.

I hereby declare that all the information given above is true and accurate and the expenses claimed were entirely and actually incurred by the volunteers for the designated purposes for implementation of the above-mentioned project. Signature of Authorised Person of Grantee*:

:

Name of Authorised Person of Grantee*

:

Name of Grantee* :

Date : * “Grantee” in this form refers to the recipient of District Council funds. Purposes of Collection 1. The personal data provided by means of this form will be used by Home Affairs


Classes of Transferees 2. The personal data provided by means of this form may be disclosed to other Government

departments, bureaux and relevant persons and bodies for the purposes mentioned in paragraph 1 above.

Access to Personal Data 3. The responsible officer(s) of the organisation has/have a right of access and correction

with respect to personal data as provided for under the Personal Data (Privacy) Ordinance (Cap. 486). The right of access includes the right to obtain a copy of the data subjects’ personal data provided by this form.

Enquiries 4. Enquiries concerning the personal data collected by means of this form, including access

to and correction of the personal data, should be addressed to –

Executive Officer (District Council )1


Telephone no: 2814 5803

Official

Chop


To : Secretary, Southern District Council Secretariat

Declaration of Interest for Project Financed by District Council Funds

I, , have the following interest to declare

in connection with to be held by

(Name of Project)

on -

(Name of Grantee) (Date)

(a) I am associated with ________________________________________ which

made a tender/quotation submission for the implementation of the project, or will

provide individual item(s) of goods or services. (Please elaborate and give

reason(s) for such an unavoidable situation, for instance, why it is necessary to

procure goods or services from the organisations/institutions stated above, and

whether the price(s) of related goods or services are lower than the market price,

etc.[The grantee is required to submit relevant quotations as proof])

1

(b) I am associated with the organisation applying for District Council (DC) funds in

the capacity as 2

(b) Other declarable interests2 interests3 (Please elaborate and give reason(s) for such

an unavoidable situation)

Signature :

Name :

Date :

Telephone No. : 1 The declarant should provide details, e.g. he/she is the owner of the bidding firm or has nominated a

tenderer or bidder for selection. 2 A declaration should be made if, for example, the person is on the executive committee or an ordinary

member of the organisation which applies for DC funds and the relationship should be clearly described in the declaration form.

23 The DC may specify other interests to be declared.

- 2 -

Purposes of Collection 1. The personal data provided by means of this form will be used by

Home Affairs Department for the purposes of handling matters relating to the use of District Council Funds as well as promoting community involvement activities and public participation in community affairs.

Classes of Transferees 2. The personal data provided by means of this form may be disclosed

to other Government departments, bureaux and relevant persons and bodies for the purposes mentioned in paragraph 1 above.

Access to personal data 3. The responsible officer(s) of the organisation has/have a right of

access and correction with respect to personal data as provided for under the Personal Data (Privacy) Ordinance (Cap. 486). The right of access includes the right to obtain a copy of the data subjects’ personal data provided by this form.

Enquiries 4. Enquiries concerning the personal data collected by means of this

form, including access to and correction of the personal data, should be addressed to -

Executive Officer (District Council)1


(2814 5803)

SPECIMEN

Report of an Agreed-Upon Procedures Engagement Conducted by

a Certified Public Accountant (Practising) or a Corporate Practice within the Meaning of the Professional Accountants Ordinance (Chapter 50)

REPORT OF FACTUAL FINDINGS To (those who engaged the auditor) We have performed the procedures agreed with you and enumerated below with respect to the Income and Expenditure Statement for the community involvement project [Name of project] which was completed on [Date of completion of project], set forth in the Details of Income / Expenditure Items. Our engagement was conducted in accordance with Hong Kong Standard on Related Services 4400, “Engagements to Perform Agreed-Upon Procedures Regarding Financial Information” issued by the Hong Kong Institute of Certified Public Accountants (HKICPA). The procedures were performed solely to assist you in satisfying the requirement to report the income and expenditure of the community involvement project [Name of project] as per the conditions stated in the letter reference [ ] dated [ ], issued by the Home Affairs Department of the Government of the Hong Kong Special Administrative Region (HAD). Details of the specific procedures we performed are summarized as follows: 1. We checked the additions of the Income and Expenditure Statement, and compared

the items with the balances in the books and records prepared by [Name of Grantee] as at [date].

2. We obtained and checked the calculations of the Details of Income / Expenditure items and compared the balances to the supporting documents.

3. (i) We checked the expenses incurred in the project with regard to the District Council (DC) funds guidelines set out in the Manual on the Use of DC Funds (the Manual) and imposed by the DC. Or (Note)

(ii) We compared the expenditure items to the list of permissible items of expenditure to be met by DC Funds issued by HAD.

We report our findings below: (a) With respect to item 1, we found the Income and Expenditure Statement is in

agreement with the books and records made available to us.

(b) With respect to item 2, we found the amounts of income and expenditure items accord with the supporting documents.

(c) (i) With respect to item 3, we found the expenditure items are in compliance

with the DC funds guidelines set out in the Manual and imposed by the DC.

Or (Note) (ii) With respect to item 3, we found the expenditure items are all permissible

items of expenditure.

Because the above procedures do not constitute an assurance engagement made in accordance with Hong Kong Standards of Auditing, Hong Kong Standards on Review Engagements or Hong Kong Standards on Assurance Engagements, we do not express any assurance on the findings we report on. Had we performed additional procedures or had we performed an assurance engagement of the financial statements in accordance with Hong Kong Standards of Auditing, Hong Kong Standards on Review Engagements or Hong Kong Standards on Assurance Engagements issued by the HKICPA, other matters might have come to our attention that would have been reported to you. Our report is solely for the purpose set forth in the first paragraph of this report and for your information and is not to be used for any other purpose or to be distributed to any other parties, except that a copy of this report may be made available to the Government of the Hong Kong Special Administrative Region. This report relates only to the Income and Expenditure Statement and the Details of Income / Expenditure items specified above and does not extend to any other financial statements of (those who engaged the auditor), taken as a whole. XYZ & Co. Certified Public Accountants (Practising) Hong Kong Date Note: Grantees must select version (i) in case they choose not to submit receipts in support of their income and expenditure statements.

1

Southern District Council

Notice of Amendment of Contents in Respect of Community Involvement Projects

To: The Secretariat, Southern District Council (SDC) (Fax No. 2553 7268) 1. The grantee is required to seek SDC’s prior approval at least seven clear

working days before the start of the project if there are: - major amendments or variations such as changes in project nature; or - addition of items of expenditure not covered in the original approval.

2. The grantee is required to give written notice to SDC at least seven clear working days in advance for any changes in the project tile, date or venue of the project.

3. For changes other than those stated above, the grantee is required to inform SDC of the changes (such as the addition of assisting organisation(s), increase in sponsorship, etc.) as early as possible, preferably before the start of the project.

Project Title and No.:

We wish to amend the activity details as follows: (Please “” as appropriate.) 1. Project title 2. Date of activity 3. Time of activity 4. Venue 5. Co-organiser / Assisting organisation 6. Sponsorship / Donation 7. Others

Item for

Amendment Original Plan Proposed Amendment Reasons

2

Name of Organisation: Authorised Person / Designated Officer-in-charge: Signature: Contact Tel. No.: _________________ Fax No.:

Date:

Official Chop To be completed by SDC Secretariat

The above application/notice is accepted. (Item No. ____________ ) is not accepted. (Item No. ____________ ) is noted. (Item No. ____________ )

Remarks:

for Secretary of Southern District Council Date: _____________________ DCFIS updated on _______________

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