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1. Applying for non-recurrent grants to carry out MR / ER

2. Delivery of approved major /emergency repairs projects

3. Misc - tree management, change of room use

Induction Programme for Newly appointed Principals

2012

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Key Messages – for aided schools1. Minor repairs2. Major repairs3. Emergency repairs4. Tree management (app to aided/DSS)

5. Change of room use (app to aided/DSS)

6. Conversion works requiring prior approval from PSEd (app to aided/DSS)

Minor repairs1. Keep the building / facilities in good

conditions (School Administration Guide -SAG)-

a) Regular inspections, routine maintenanceb) Carry out minor repairs, cost of which to

be charged to the School and Class Grant under the Operating Expenses Block Grant (OEBG) / Extended Operating Expenses Block Grant (EOEBG)

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Non-recurrent grants for repairs1. For major repairs items costing not

less than $3,000 (for primary /special schools) / $8,000 (for secondary schools)a) Annual major repairs exercise –

EDB to bid the required resources one year in advance

b) Emergency repairs

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Major repairs1. EDB to issue a circular memorandum

annually to invite applications from aided schools for non-recurrent grants to carry our repairs / alteration works

2. Submission of applications to REO before the submission deadline

3. Applications will be assessed by the professionals of the EDB (for non-estate (NE) aided schools) and HD (for estate (E) aided schools).

4. Site visits might be required in the processing stage

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Major repairs (Con’t)5. Schools will be informed of the results

of their applications by REO once available.

6. For non-estate aided schools, • estimated cost not exceeding $2 million

will be delivered by EDB term consultants• estimated cost exceeding $2 million will

be referred to ArchSD for delivery7. For estate aided schools,

• projects approved by EDB will be referred to HD for delivery

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Emergency repairs1. Repair works of emergency nature,

e.g.

EDB Homepage > School administration > School premises related information > School premises maintenance

2. Approved works will be assessed and carried out by the technical parties entrusted by EDB, i.e. EDB term consultants (for NE) and HD (for E)

3. ER works: Not less than $3,000/$8,000 per items, and of emergency nature

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Emergency repairs (Con’t)4. Repair works not being approved as

assessed by the technical parties concerned (not classified as ER, cost less than $3,000/$8,000, etc.) -

a) Include the item(s) in school’s application in the subsequent MR exercise (s)

b) Carry out as soon as possiblec) The cost of the works to be charged to

OEBG/EOEBG

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Parties involved in the processes concerning repairs/alteration works to school premises

Decide whether repairs related works is to be carried out

Propose scope of works and required amount of subsidy from EDB

School

(premises occupier)

EDB

(To secure resources)

Architectural Services Department (ArchSD)

REO

Technical Parties (Provide technical support to EDB)

Housing Department (HD)

EDB Term consultants

Tree Management1. Letter issued to all primary,

secondary and special schools - June 2012

a) As recommended by Tree Management Office, schools should-

Arrange inspection of trees in school premises at least once a year

Conduct routine tree maintenance by competent landscape service provider or arborist/tree specialist [For information of service providers, schools may contact the Leisure Manager (Horticulture) of Leisure & Cultural Services Dept on 2601 8909.]

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Tree Management (Con’t)b) If terms for protection of trees are

prescribed in the land grant/lease of school premises, tree removal requires prior permission by District Lands Offices (DLOs).

c) In case of imminent danger, take full photographic records before and after felling of trees and report to DLOs as soon as possible.

d) When failure of trees causes damage to school facilities, aided schools should arrange emergency repairs.

e) Disseminate the above message to school staff and contractors concerned.

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Tree Management (Con’t)1.Reference documents prepared by Development Bureau

DEVB’s greening website(www.greening.gov.hk) > Tree Maintenance & Management

Pictorial Guide for Tree Maintenance to Reduce Tree RisksDo’s and Don'ts in Pruning (Fact Sheet)Do's and Don'ts in Pruning (Leaflet)General Guidelines on Pruning Minimising Tree Risks (Leaflet) Pictorial Guide for Tree Maintenance to Reduce Tree Risks (Le

aflet)Tree Care during Construction (Leaflet)Tree Risk Assessment & Community Surveillance 12

Slope Maintenance1. EDBC25/1998 “Administrative

Procedures for Safety of Schools in the Vicinity of Slopes”. - is currently under review and an updated one will be issued in due course

2. Approach the respective SSDOs for advice and obtain relevant updated reference materials on the “SPM” webpage as and when required – Routine maintnenance inspection, engineer inspections, handling of Dangerous Hillside Orders

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Change of room use1. Subject to the following conditions,

no prior approval from PSEd is required-a) adequate classrooms, special rooms

and facilities are available in the school for the effective teaching and learning of all the subject groups or areas of learning and experience;

b) the change of room use will not result in floating classes in S1 to S5 and not affect the approved class structure;

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Change of room use (Con’t)c) the change of room use does not involve

any structural alterations to the school premises, any alteration to the latrine accommodation or the sanitary arrangements of the school or in the ventilation or lighting of a classroom and/or subdivision of a classroom; and

d) no additional subsidy by the Government will be incurred

Education Regulation 1015

Conversion works NOT requiring prior approval from PSEd

1. Give prior notice to the respective SSDO

2. Seek advice from relevant government departments, viz. Buildings Dept /Housing Dept, Dept of Health, Fire Services Dept

3. Ensure compliance with relevant legislations

4. Report to EDB in writing again upon completion of the works

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Conversion works requiring prior approval from PSEd1. Any improvement and extension to

the school premises, including structural alteration and conversion, is subject to the approval of PSEd.

2. Schools should forward to REO their proposals for change together with sketch plans drawn to scale and state the source of funds (government funds or school funds) for the proposed works.

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Conversion works requiring prior approval from PSEd (Con’t)3. Approval from relevant authorities,

e.g. Buildings Department (for non-estate schools), Housing Department (for estate schools), etc. should be sought.

4. The school should consider hiring a professional to provide advice to the school.

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Circulars relating to School Premises and Safety Matters1. EDBC 01/2010

Revised Arrangement on Processing Emergency Repairs in Aided Schools

2. Circular letter dd. 26.2.2010 Major Repairs (MR) and Emergency Repairs (ER) in Non-estate Aided Schools (Revised Arrangement)

3. EDBC 025/1998 Administrative Procedures for Safety of Schools in the Vicinity of Slopes

4. EDBC023/2001 Safety Nets at Stair Wells in School Premises

5. EDBC 032/2001 Fire Service Installation and Equipment

6. EDBC003/2002 Safety Measures in Demolition Works at School Premises

7. EDBCM on Estimates for 2012-13 Financial YearAided Schools Applications for Non-Recurrent Grants:Major Repairs/Alterations (to be issued) 19

School’s consideration

1. Minor repairs to be carried out by the school?

2. Proposing major repair / Alteration?

3. Requesting emergency repairs?

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School’s consideration (Con’t)

4. Whether the requests are within the scope of MR/ER? (Some examples of requests which are outside the scope of MR/ER: tree management, termite control, F&E items, routine maintenance, house keeping, above-standard items, etc.)

5. Avoid proposing too many items per application6. For MR, appropriate scale of works per item

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Major Repairs for Direct Subsidy Scheme(DSS) Schools Premises- Overview

1. Decides whether or not to submit application for non-recurrent subsidy for MR/SR

2 Prepare submission

3. Submit application along with supporting documents before the deadline

4. EDB’s initial screening

5. Applications to the Architectural Services Department (ArchSD) for technical comment on subvention procedure and subventibility

6. Seek approval from the Legislative Council for the required funding

7. Subject to the fund being available, grant approval for essential items

School EDBEDB

April/May

March

Mid Aug

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Major Repairs for Direct Subsidy Scheme(DSS) Schools Premises1. Provision for general repairs costing

$2 million or below is reflected in the existing DSS subsidy.

2. Appointment of Authorized Person (AP) to prepare MR applications

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Major Repairs / Slope Repairs in DSS SchoolsNon-recurrent assistance in the form of grant

to schools in need to carry out:-Major repairs (MR) exceeding $2 million;Slope repairs (SR) exceeding $2 million (not involving DHOs) (please exclude routine maintenance works); or

Schools served with Dangerous Hillside Orders (DHOs)

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Key Procedures – Prepare Submission

Separate application forms should be submitted for major repairs and slope repairs, if necessary

Description of the proposed works, justifications, etc.

Dimensioned drawings/sketches and preliminary design proposal as appropriate should be provided

Breakdown of the estimated cost of the individual applied items by provision of quantity and unit rate

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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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Maintenance of Government Schools (GSs) Premises

Works Agent :• Property Services Branch of

Architectural Services Department (ArchSD(PSB))

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Maintenance of Government Schools (GSs) PremisesWorks Category :(A) Day-to-day Maintenance1. During office hours• GS can call Public Buildings Repair

Call Centre (RCC) Hotline of ArchSD at 2330 1100 for follow-up

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Maintenance of Government Schools (GSs) Premises(A) Day-to-day Maintenance (Con’t)2. After normal office hours• GS can call Emergency Public

Buildings Repairs Hotline of ArchSD at 2773 2222 for follow up

• Example : Leakage of pipe work, concrete spalling

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Maintenance of Government Schools (GSs) Premises(B) Alteration, Addition & Improvement

(AA&I) 1.  GS can submit the application via Form

Acct5 for proposal For Alterations, Additions & Improvements (not existing $1.4M in value) to Assistant Director (Property Services) of ArchSD(PSB) for follow-up.

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Maintenance of Government Schools (GSs) Premises(B) Alteration, Addition & Improvement

(AA&I) (Con’t) 2.  For proposal for Minor Building Works

Valued between $1.4M and under $14M, GS can submit Form Acct 4 to Minor Building Works Committee for follow up. Forms can be downloaded in http://archsd.host.ccgo.hksarg/mbw/

•  Example : Improvement of illumination, alteration of toilet for people with disabilities

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Maintenance of Government Schools (GSs) Premises(C) Refurbishment• Apply to ArchSD for project of

refurbishment nature, e.g. refurbishment of toilet, re-surfacing of playground.

(D) Planned Maintenance •  ArchSD will arrange planned

maintenance work according to maintenance cycle of building fabrics, e.g. re-roofing, external redecoration.