Minutes of the 9thMeeting of

District Facilities Management Committee (2014-15)

Central and Western District Council

Date / : / 23July 2015 (Thursday)
Time / : / 2:30 pm
Venue / : / Conference Room
14/F, Harbour Building
38 Pier Road, Central, Hong Kong

Present:

Chairman:

Mr CHAN Choi-hi, MH*

Vice-chairman:

Mr CHAN Ho-lim, Joseph*

Members:

Mr CHAN Chit-kwai, BBS, JP*

Ms CHENG Lai-king(2:40 pm–end of the meeting)

Mr HUI Chi-fung(2:33 pm –2:36 pm)

Mr KAM Nai-wai, MH*

Dr Malcolm LAM(beginning of the meeting–3:21 pm)

Miss LO Yee-hang(2:45 pm–3:46 pm)

Mr MAN Chi-wah, MH*

Mr NG Siu-keung, Thomas, MH, JP*

Ms SIU Ka-yi*

Mr WONG Kin-shing*

Mr YIP Wing-shing, BBS, MH, JP*

Remarks: *Members who attended the whole meeting

( )Time of attendance of Members

Items5-6:
Ms CHAN Shuk-hing, Daphne / Senior Librarian (Central and Western),
Leisure and Cultural Services Department
Ms YIP Wai-ting, Wendy / Librarian (Shek Tong Tsui Public Library),
Leisure and Cultural Services Department
Item 7:
Miss YU Yan-yan, Rosanna / Senior Executive Officer (District Management),
Central and Western District Office
Miss LEUNG Wai-chun, Karmen / Liaison Officer I (District Facilities & Community Involvement),Central and Western District Office
Item 8:
Miss YU Yan-yan, Rosanna / Senior Executive Officer (District Management),
Central and Western District Office
Mr HO Man-lung, Clark / Executive Officer (District Management),
Central and Western District Office
Mr NGAN Suen-wa / Inspector of Works (Hong Kong)2, Works Section,
Home Affairs Department
Mr KO Kwok-keung / Assistant Inspector of Works (Central and Western),
Home Affairs Department
Items9-11:
Miss YU Yan-yan, Rosanna / Senior Executive Officer (District Management),
Central and Western District Office
Mr HO Man-lung, Clark / Executive Officer (District Management),
Central and Western District Office
Item 12:
Miss YU Yan-yan, Rosanna / Senior Executive Officer (District Management),
Central and Western District Office
Mr HO Man-lung, Clark / Executive Officer (District Management),
Central and Western District Office
Mr NGAN Suen-wa / Inspector of Works (Hong Kong)2, Works Section,
Home Affairs Department
Mr KO Kwok-keung / Assistant Inspector of Works (Central and Western),
Home Affairs Department
Items13-16:
Mr CHAIONG David, Stanley / Chief Leisure Manager (Hong Kong West),
Leisure and Cultural Services Department
Mr CHOI Yiu-kwok, Kent / District Leisure Manager (Central and Western) (Atg),
Leisure and Cultural Services Department
Ms CHOW Pui-shan, Cindy / Deputy District Leisure Manager (District Support)
Central and Western, Leisure and Cultural Services Department
Item 17:
Ms CHOW Pui-shan, Cindy / Deputy District Leisure Manager (District Support)
Central and Western, Leisure and Cultural Services Department
Mr HO Man-lung, Clark / Executive Officer (District Management),
Central and Western District Office
In Attendance:
Miss CHOW Ho-kiu, Cheryl, JP / District Officer (Central and Western)
Miss LAM Bing-bing, Erica / Assistant District Officer (Central and Western)
Ms WONG Ming-wai / Senior Executive Officer (District Council),
Central and Western District Office
Miss YU Yan-yan, Rosanna / Senior Executive Officer (District Management),
Central and Western District Office
Mr HO Man-lung, Clark / Executive Officer (District Management),
Central and Western District Office
Miss LEUNG Wai-chun, Karmen / Liaison Officer I (District Facilities & Community Involvement), Central and Western District Office
Mr NGAN Suen-wa / Inspector of Works (Hong Kong)2, Works Section,
Home Affairs Department
Mr KO Kwok-keung / Assistant Inspector of Works (Central and Western),
Home Affairs Department
Ms CHAN Shuk-hing, Daphne / Senior Librarian (Central and Western),
Leisure and Cultural Services Department
Mr TONG Pak-yu, Simon / Chief Estate Officer (District Lands Office, Hong Kong East, West and South) (Atg),Lands Department
Mr LIU King-tong / Chairman, Chung Wan and Mid-levels Area Committee
Mr HA Chung-kin / Chairman, Sheung Wan and Sai Ying Pun Area Committee
Mr LAM Chun-fung / Chairman, Kennedy Town and Shek Tong Tsui Area Committee

Secretary:

Miss SUM Sze-yan, CyanExecutive Officer (District Council) 4,
Central and Western District Office

Absent with Apologies:

Mr CHAN Hok-fung, MH

Mr CHEUNG Kwok-kwan, JP

Mr LEE Chi-hang, Sidney

Mr CHEUNG Yick-hung, Jackie(Sickness)

Mr IP Kwok-him, GBS, JP

Opening Remarks

The Chairman welcomed Members and representatives from government departments to the 9thmeeting of the District Facilities Management Committee (DFMC) (2014-15).

  1. The Chairmansaid that before the meeting, the Secretariat had received a notification of absence from Mr Jackie CHEUNG, who indicated that he could not attend the meeting due to sickness. The Committee accepted the application of absence fromMr Jackie CHEUNGpursuant to Order 49(1) of the Central and Western District Council (C&WDC) Standing Orders.

(Post-meeting note: The Secretariat received the medical certificate submitted by Mr Jackie CHEUNG on the date of meeting.)

Item 1: / Adoption of the Agenda

(2:32pm)

  1. The Committee adopted the revised agenda.

Item 2: / Confirmation of the Minutes of the 8thDFMC Meeting Held on 4June 2015

(2:32pm)

  1. The minutes of the 8thmeeting were confirmed.

Item 3: / Chairman’s Report

(2:32 pm–2:33pm)

  1. The Chairman had nothing particular to highlight.

Item 4: / Action Checklist on Matters Arising from the 8th DFMC Meeting
(C&W DFMC Paper No. 48/2015)

(2:33 pm – 2:34 pm)

  1. The Committee noted the paper.

Item 5: / Fund Application of District Minor Works Projects–Upgrading a Projector in the Lecture Room of the Computer and Information Centre of the City Hall Public Library
(C&W DFMC Paper No. 49/2015)

(2:34 pm – 2:40 pm)

  1. Ms Daphne CHAN, Senior Librarian (Central and Western) of the Leisure and Cultural Services Department(LCSD), presented the paper to the Committee.
  1. Mr WONG Kin-shingagreed in principle to the service upgrade project. However, he queried why the department had applied for funding from the C&WDC instead of drawing on its own central reserve to finance the project of the City Hall Public Library, a territory-wide public facility.
  1. Ms SIU Ka-yi enquired how long the existing projector had been in use and whether the new projector to be procured would come with warranty, so as to avoid wastage.
  1. Mr JosephCHANaskedwhether another projector would be available for use during the works and whether the new projector could be set up soon after some supporting facilities were in place, in order to shorten the projector-free period.
  1. The Chairman enquired about the past utilisation rate and usage of the existing projector.
  1. Ms Daphne CHAN of the LCSD remarked that all three public libraries in the Central and Western (C&W) District, except the Basic Law Library in the City Hall Public Library, were district-based library facilities under the joint management of the C&WDC and the department. Therefore, the department would apply for funding from the C&WDC to finance any upgrade or improvement works required in these libraries. Ms CHAN continued that the existing projector had been in use since 2004. The new projector would normally come with one-year free warranty after purchase, andthe recurrent cost required for its maintenance upon expiry of the warranty period would be absorbed by the recurrent expenditureunder the Service Level Agreement between the LCSD and the Electrical and Mechanical Services Department (EMSD). As the existing projector had been damaged beyond repair, the department would borrow spare projector from other libraries for use in activities to maintain the service. Regarding the utilisation rate, the lecture roomhad 41 seats with computer workstations,which were available mainly for public use byreservation. Given the relatively high computer reservation rate, a workshop for two hours was held monthly in the lecture roomto equip 16 participantswithInternet-related knowledge. The annual usage of the projector was around 400 users.
  1. After discussion, the Committee endorsed an allocation of $32,500 to the LCSD for the implementation of the above project.

Item 6: / Fund Application of District Minor Works Projects–Improvement Works for the Close-circuit Television (CCTV) Recordersofthe Shek Tong Tsui Public Library
(C&W DFMC Paper No. 50/2015)

(2:40 pm –2:46 pm)

  1. Ms Daphne CHAN of the LCSDpresentedthe papertothe Committee and proposed upgrading the three recorders of the Shek Tong Tsui Public Library and their recording and playback programmes.
  1. Mr CHAN Chit-kwaisupported the public facility upgrade project, but he was concerned that it would set a precedent for replacement of other regular facilities in the future. Hequeried whether the department had adequate resources for the replacement.
  1. The Chairmanenquired about the availability ofan alternative or standby system during the works as well as the retention period for video recordings.
  1. Ms Daphne CHAN of the LCSD stated thatany facility upgrade project of the three public libraries would first be tabled at the C&WDC meeting for Members’discussion to decide on its priority. As there was only one CCTV system in the Shek Tong Tsui Public Library, it would be repaired by the contractor of the EMSD for continued use in case of failure. In addition, video recordings would generally be retained for not more than one month according to library guidelines.
  1. Mr CHAN Chit-kwaifurther asked whether the department maintained a reserve for library facilitiesupgrade.
  1. Ms Daphne CHAN of the LCSDsaid that if an improvement or upgrade project failed to secure funding from the C&WDC, she would report to the department. As the waiting timefor fund application made through other channels was generally longer, the department would consider re-submitting the fund application to the C&WDC.
  1. After discussion, the Committee endorsed an allocation of $64,000 to the LCSD for the implementation of the above project.

Item 7: / Fund Application of District Minor Works Projects–Community Beautification Programme – 2015-16 Pillar Decorations of the Footbridges in Central
(C&W DFMC Paper No. 51/2015)

(2:46 pm –2:56 pm)

  1. Miss Karmen LEUNG, Liaison Officer I (District Facilities & Community Involvement) of the Central and Western District Office (C&WDO),presented the paper, including theexact locations of five adhesive labels with “map” function and the projectbudget, to the Committee.
  1. Mr WONG Kin-shingsupported the project and requested the C&WDO to inform Members of the contents of theadhesive labels before installation.
  1. Ms SIU Ka-yiasked whether the contents would include Members’ photos. She was worried that posting the photos during the District Council (DC) election periodwould be rather sensitive.
  1. Mr CHAN Chit-kwaisuggested including the event“Fall/WinterSheung Wan Promenade” (Event) and other cultural and leisure activities on the adhesive labels.
  1. Ms CHENG Lai-king hoped that the DC election would be conducted in a fair, impartial and open manner, and thus suggested the adhesive labelsbe installed after the election of 22 November to avoid being seen as a promotional tool for individualMember.
  1. Mr Joseph CHANenquired whether the C&WDO had conducted a satisfaction survey on the works.
  1. Miss LO Yee-hangquestioned the frequency of content update.
  1. Mr YIP Wing-shing supported the project and expressed his confidence in the contents selected by the C&WDO.
  1. Miss Karmen LEUNG of the C&WDOsaid that the Secretariat could inform Members of the design and contents of the adhesive labels by circulation before their installation. Contents posted in the past had generally included the Event as well asactivities of Fight Crime Committee and other signature projects. Cultural and leisure activities would also be incorporated into this year’s design in response to Members’ view. As the adhesive labels would be installed around one week before the activity date, and the first activity to be posted would be the Event which was scheduled for December 2015, the timetable for installation should not be affected by the DC election. The adhesive labels could also be designed to avoid misunderstanding. On the frequency ofcontent update, as a general practice, adhesive labels had been displayed in three phases from the end of the yearto February next year, with a longer display time for those involving the annual Event that lasted about ten weeks. The C&WDO had contacted the Highways Department (HyD) which wasresponsible for managing the footbridge pillars. According to the HyD,no public comment expressing dissatisfaction with the proposed arrangements or decoration works had been received.
  1. After discussion, the Committee endorsed an allocation of $186,000to the C&WDO for the implementation of the above project.

Item 8: / Fund Application of District Minor Works Projects–Greening Works at 23 New Praya, Kennedy Town
(C&W DFMC Paper No. 53/2015)

(2:56 pm –2:58 pm)

  1. Mr Clark HO, Executive Officer (District Management) of the C&WDO,presented the paper to the Committee.
  1. After discussion, the Committee endorsed an allocation of $80,000 to the C&WDO for the implementation of the above project.

Item 9: / Fund Application of District Minor Works Projects–Enhancement of the Central to Mid-levels Escalator (2015-16)
(C&W DFMC Paper No. 54/2015)

(2:58 pm – 3:01 pm)

  1. Mr Clark HO of the C&WDOpresented the paper to the Committee and indicated that perennials would be fully used in the project to minimise yard waste. He also hoped that the fund application would be submitted to the Finance Committee (FC) for approval by circulation.
  1. The Chairmanasked whether the works would affect environmental hygiene.
  1. Ms SIU Ka-yienquired whether the C&WDO would replace plants regularly.
  1. Mr Clark HO of the C&WDO pointed out thatthe C&WDO had not received any comment on environmental hygiene problem caused by the existing flower baskets so far this year. With regard to plant replacement, perennials that could generally flower for weeks or even months would not be replaced unless they were dried or withered. As new flower baskets would be hanged from November 2015 to May 2016, during which rainstorms might occur, plants were expected to be replaced approximately everyone to two months. The C&WDO would require the contractor to timely replace dried or withered plants in accordance with the plant maintenance service contract.
  1. After discussion, the Committee endorsed an allocation of $440,000 to the C&WDO for the implementation of the above project. As the fund application exceeded $300,000, the paper would be submitted to the FC for approval by circulation.

Item 10: / Fund Application of District Minor Works Projects–Notice Boards Installation Scheme for Owners’ Corporations (OCs) and Mutual Aid Committees (MACs) (2015-16)
(C&W DFMC Paper No. 55/2015)

(3:01 pm – 3:09 pm)

  1. Mr Clark HO of the C&WDOpresented the paper to the Committee.
  1. The Chairman suggested adding the QR code linking to the C&WDC website to the notice boards.
  1. Mr MAN Chi-wahsaid that the QR code could be printed on stickers for attachment to the notice boards, which was by no means complicated.
  1. Miss LO Yee-hangfound that some OCs had never heard of the scheme. She enquired the C&WDO of ways to notify the OCs, past response rateof the OCs and size selection of the notice boards.
  1. Mr WONG Kin-shingsaidthat an OC formed in February 2015 had submitted an application, which had been rejected. He asked whether unsuccessful applicants should re-apply.
  1. Ms SIU Ka-yiqueried whetherthe C&WDO maintained a waiting list.
  1. Mr Clark HO of the C&WDOindicated that the arrangement of printing the QR code on stickers forattachment to the notice boards could be considered separately. The C&WDO would send letters to the OCs and the MACs on the list provided by its Building Management Liaison Team. Last year, letters had been sent in around November to invite applications for the scheme from the OCs and the MACs. The application period, whichhad been originally open for one month after the date of the letter, had been subsequently extended for another few weeks. However, some OCs or MACs had appliedseveral months after the deadline, so their applicationscould not be processed further. Theidentified OCs or MACs that had called for enquiry had also been kept on record. Yet, the C&WDO had not collected data on past response rate of the OCs.
  1. Mr MAN Chi-wah supplemented thatthe C&WDO had not ordered a large number of additional notice boards to stock upfor the annual scheme. According to his understanding, the C&WDO would send over 1 000 letters of notification to the OCs under the scheme and then determine the number of notice boards to be ordered based on the number required by the OCs plus a small amount of reserved stock. Therefore, additional applications received after the deadline might need to be processed under the scheme next year.
  1. After discussion, the Committee endorsed an allocation of $100,000 to the C&WDO for the implementation of the above project.

Item 11: / Fund Application of District Minor Works Projects–Planter Display Scheme for OCs and MACs(2015-16)
(C&W DFMC Paper No. 56/2015)

(3:09 pm –3:14 pm)

  1. Mr Clark HO of the C&WDOpresented the paper to the Committee and stated that the scheme offered two options. Under Option 1,planters of standard design would be procured from a landscape company, while under Option 2, tender for planters of special design would be conducted by the Works Section of the Home Affairs Department (HAD). Mr HO continued that the C&WDO would write to the OCs that had placed their planters in public areas outside their buildings torequest the planters be moved back inside and warn them of the possible retrieval of planters by the C&WDO.
  1. The Chairmansupported Option 2. He enquired whether planters of different designs could be provided to the Committee for reference and requested the planters be identified withlogos of the C&WDC and the C&WDO.
  1. Mr Clark HO of the C&WDOpointed out that the C&WDO could arrange the provision of the existing planter design and other new designs for Members’ review.
  1. Mr NGAN Suen-wa, Inspector of Works (Hong Kong) 2 of the Works Section of the HAD, indicated thatlogos could be attached tothe surface of fibreglass plantersof special design without using stainless steel boards. If other materials were preferred, the Works Section could also provide designs of other materials for Members’ perusal.
  1. After discussion, the Committee endorsed Option 2 and an allocation of $290,000 to the C&WDO for the implementation of the above project.

Item 12: / Fund Application of District Minor Works Projects–Improvement Works to Sheung Wan Cultural Square
(C&W DFMC Paper No. 57/2015)

(3:14 pm –3:27 pm)