Briefing Session for Schools
under the Direct Subsidy
Scheme Applications for Non-recurrent subsidy
to carry out Major Repairs / Slope
Repairs
09.05. 2012
1
Run-down
A. Parties Involved
B. Important Points to Note
C. Key Procedures
D. Other Concerns
2
A. Parties Involved

Consultant
/AP
SCHOOL






Contractor
owner/occupier
works delivery agent
Subvented organization
EDB



project proponent
vote controller
subventing Bureau
Professional adviser to
school
Familiar with statutory
requirements
Expert in building
construction &
maintenance
Proper capacity to deal
with statutory and/or
maintenance proposal
submission to
authorities
ArchSD

technical adviser on subvention
procedure & subventibility
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B. Important Points to Note
 Prompt actions are required in order to keep
school premises in good conditions
 Provision for general repairs costing $2
million or below is reflected in the existing
DSS subsidy
 School portions & non-school portions
 School premises, slopes allocated to the
schools and maintained by schools
4
B. Important Points to Note (cont’d)
 Non-recurrent assistance in the form of
grant to schools in need to carry out:-
Major repairs (MR) exceeding $2 million;
 Slope repairs (SR) exceeding $2 million
(not involving DHOs); or
 Schools served with Dangerous Hillside
Orders (DHOs)

5
B. Important Points to Note (cont’d)
Common Issues
 Tight schedule on processing requests
from schools
 Quality of submissions from schools,
subsequent clarifications / provision of
further supporting documents will affect the
processing rate
6
C. Key Procedures - Overview
Application Procedures - Overview
School
1. Decides whether or not to
submit application for nonrecurrent subsidy for MR/SR
2. Prepare submission
EDB
4. EDB’s initial screening
5. Applications to the Architectural
Services Department (ArchSD) for
technical comment on subvention
procedure and subventibility
Aug /Sep
3. Submit application along with
supporting documents before
the deadline
April/May
6. Seek the required approval for the
required funding
7. Subject to the fund being
available, grant approval for
essential items
Mar of next
year
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C. Key Procedures – Prepare Submission
 In principle, funding for routine maintenance
/emergency works are to be arranged by
schools
 Separate application forms should be
submitted for major repairs and slope repairs,
if necessary
 Description of the proposed works,
justifications, etc.
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C. Key Procedures – Prepare Submission
(Continued)
 The exercise is mainly for planned repairs works to
school premises. Therefore emergency works cannot
be catered for
 For the consideration of workload being undertaken
by school staff in works delivery, difficulties in
processing application/ securing funding,
application for too many items in one go should be
avoided
 Major repairs works in an aided schools . . . . . .
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C. Key Procedures – Prepare Submission
(Continued)
 Dimensioned drawings/sketches and preliminary
design proposal as appropriate should be provided
Separate application forms should be submitted for
major repairs and slope repairs, if necessary
 Breakdown of the estimated cost of the individual
applied items by provision of quantity and unit rate
 Application forms– please approach SSDOs for the
up-to-date application form and sample application
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C. Key Procedures – Prepare Submission
(Continued)
 A completed application includes 1. Breakdown and details of the proposed works
items
2. Checklists for “Builder’s Work” and “Building
Services Installation”
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C. Key Procedures – Prepare Submission
(Continued)
3. One set of documents to EDB and two sets of
document to ArchSD (accompanying with a
duly completed form in softcopy)
4. To facilitate the subsequent processing by
EDB, please do not include items which are
non-school portion / F&E items , or any items
which are not covered in the MR exercise; and
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C. Key Procedures – Processing
Applications
 Timing issue - EDB to prepare submission
in the annual resources allocation exercises
(RAE) for the required funding for both
aided and DSS schools to carry out MR
projects costing more than $2 million each
by end Aug.
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C. Key Procedures – Screening by EDB
 Sufficiency of Information in the DSS
Applications, as required in the Guidelines
 Identify non-subventible items such as F&E,
non-school portion, etc.
 Liaise with schools for further information
 Advise ArchSD on applied works items that
are not supported by EDB in the initial
screening.
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C. Key Procedures – Processing
Applications (Continued)
 Technical comment on subvention
procedure and subventibility by ArchSD
 Supplementary information / clarification
by schools, if necessary
 Only applications with supported
estimates exceeding $2 million will be
included in the RAE
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C. Key Procedures – Approving
Applications
 Approval for the proposed works is subject
to, amongst others, amount of funding
available for the year (end of March)
 Upon approval of the proposed works,
school will be responsible for undertaking
the repair works and monitoring its progress.
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C. Key Procedures – Approving
Applications (Continued)
 Schools are accountable for the proper use
of the grant and has to refund any money
which has been improperly spent
 ArchSD’s technical advice in the
subsequent final level of subvention to
safeguard the proper use of government
funding
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D. Other Concerns Factors to be considered in determining the
amount to be approved:
 Whether there is a genuine need for the school to
carry out the works
 AP’s professional advice on whether the work
items are essential with strong justifications
 Amount of available resources approved by the
Legislative Council (hint: school to indicate the
most preferable items(maximum: 3) in order of
priority)
 ArchSD’s technical advice on subventibility of
specific items
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D. Other Concerns  Emergency repairs works / Minor
maintenance works– already reflected in the
recurrent subsidy for DSS schools
 Comparatively prioritized works - Items
involving security, safety, health, law
compliance
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