Handbook on Minor Repairs

Handbook on Minor Repairs to Government
Properties
Roof Ceiling Wall Floor Door and Gate Window
Water Supply Drainage & Sanitary Fittings External Works
Slope Works and Retaining Walls Fixture Items Miscellaneous Items
OCTOBER 2015 EDITION
c The Government of the Hong Kong Special Administrative Region
All rights reserved. No portion of this publication may be reproduced in any form or by any
means, without permission in writing from the Publisher.
First published, January 2010
Reprinted, February 2010
Second edition, March 2011
Third edition, October 2012
Fourth edition, October 2015
This publication is available from:
Central Cyber Government Office and Cyber Repair Call Centre
TABLE OF CONTENTS
Page
CHAPTER 1
INTRODUCTION
1.1
Purposes of the Handbook
1.2
Characteristics of Minor Repairs
CHAPTER 2
ROLES AND RESPONSIBILITIES IN MINOR REPAIR WORKS
2.1
Property Services Branch (PSB) of the Architectural Services
Department (ArchSD)
2.2
Facilities Maintained by Other Maintenance Agents
2.3
Management Departments
2.4
Protective Measures Related to Health and Safety
CHAPTER 3
REPAIR CALL CENTRE (RCC) OF PSB
3.1
Establishment of Repair Call Centre
3.2
Operating Hour of PSB Repair Services
3.3
Main Functions of RCC
3.4
Classification and Priority of Minor Repair Works
3.5
Performance Pledge
3.6
Procedures of Defects Report and Repair Works Execution
3.7
Essential Information Required for Reporting Repair Request
3.8
Main Functions of BDRC
CHAPTER 4
COMMON MINOR BUILDING DEFECTS

Building
4.1
Ceiling
4.2
Wall
4.3
Floor
4.4
Roof
4.5
Door and Gate
4.6
Window
4.7
Fixture Items
Plumbing and Drainage Installation
4.8
Water Supply
4.9
Drainage and Sanitary Fittings
17
30
Page
CHAPTER 4
COMMON MINOR BUILDING DEFECTS (Contd)

External Area
4.10
External Works
4.11
Slope Works and Retaining Walls

Miscellaneous
4.12
CHAPTER 5
Miscellaneous Items
STANDARD QUALITY OF WORKMANSHIP
5.1
Boundary Fencing, Gate and Backstop
5.2
Heavy Metal Gates and Doors
5.3
Internal Tiling Repair
5.4
Repair Spalling Concrete
5.5
Repair Tiled Flooring
5.6
Repair/Replacement of Aluminum Window
CHAPTER 6
FREQUENTLY ASKED QUESTIONS
6.1
Issues Related to RCC
6.2
Issues Related to Other Government Departments
6.3
Issues Related to Interim Protective Measures
75
89
APPENDICES
A
Functions and Organization of ArchSD and PSB
94
Illustration Diagrams and Drawings of Common Building
98
Elements and Glossary of Terms

C
Useful Contacts
114
Index
118
INTRODUCTION
1.1 Purposes of the Handbook
The Property Services Branch (PSB) of Architectural Services Department (ArchSD)

is responsible for the upkeep of about 8,000 government buildings and facilities
and 5,900 government slopes.
including
maintenance,
A variety of services are provided by PSB
refurbishment,
fitting-out,
alteration,
addition,
improvement and emergency repair works for all properties maintained by the
Branch.
In order to provide efficient and effective maintenance services, PSB needs to

collect essential information from management departments to arrange timely
and appropriate repair works; however, some of the management departments
may not have adequate technical knowledge to identify and report the defects,
this may lead to delay in reporting defects and subsequent repair works,
eventually affecting the operation of properties.
Some defects are related to health and safety issues, active and timely reporting
by the management departments is vital for prompt attention to defects
identified and to avoid further deterioration.
This handbook serves to provide a guide to management departments with

reference for identification of building defects and the procedures on defects
reporting to PSB.
Handbook on Minor Repairs to Government Properties
INTRODUCTION
This handbook aims to:-
i.
Provide a layman guide with basic technical information which the

management departments will find useful to identify common minor
defects in properties under their management;
ii.
Increase management departments awareness on proper upkeep of

properties;
iii.
Provide
information
of
established
channels
to
management
departments for prompt and systematic reporting of common minor

defects to PSB; and
iv.
Provide guidance to management departments to arrange interim

protective measures to the minor defects found and precautionary
measures before typhoon and inclement weather in order to mitigate
hazards and nuisances to occupiers and the public.
1.2 Characteristics of Minor Repairs
Minor repairs cover day-to-day repair and rectification works which aim at
maintaining and restoring properties to an acceptable and serviceable
condition. Characteristics of minor repair works are as follows:
i.
Minor repair works are usually in small scale, and often not drawing
adequate attention from management departments.
ii.
Timely execution of minor repair works is essential to maintaining health

and safety of the properties.
iii.
Cost of administration and management in minor repair works is

relatively high when compared with that of the actual repair works.
Examples of common minor defects can be referred to Chapter 4.
ROLES AND RESPONSIBILITIES IN

MINOR REPAIR WORKS
Handling building and slope defects properly and promptly is crucial for eliminating
hazards and preventing suspension of services. The presence of hazards in properties
may result in serious or even fatal injuries of the occupiers and the public.
Good
management and maintenance of properties not only prevents deterioration, but

also provides a safe, healthy and comfortable environment and helps to reduce
recurrent expenditure for maintenance works.
2.1 Property Services Branch (PSB) of the Architectural Services Department (ArchSD)
PSB is responsible for the provision of efficient and effective maintenance services,
including minor repairs, day-to-day maintenance, general repairs and planned
maintenance (i.e. government office, sport complex, police station, fire station,
government school, etc).
Minor repairs are usually requested and initiated by management departments

via memos, telephone or Internet. PSB has also set up a Repair Call Centre (RCC)
to handle and manage minor repair requests under their maintenance
responsibilities (Details of RCC will be discussed in Chapter 3).
Upon receipt of repair request, PSB will arrange a Maintenance Term Contractor
(MTC) to carry out necessary repair works.

MINOR REPAIR WORKS
2.2 Facilities Maintained by Other Maintenance Agents

Apart from PSB, there are other maintenance agents responsible for upkeeping
facilities, installations or slope features in government properties.
Management
departments should approach the appropriate maintenance agents for

arrangement of repair works. Typical installations and facilities maintained by
such other agents are illustrated in the table below:
Installations or
Examples
Photos
Facilities
(a) Fire Services
Installation
Maintenance
Agent
Sprinkler system
Electrical and
Smoke detector
Mechanical
system
Services
Hose reels
Fire hydrants
Fire alarm system
Mechanical
Electrical and
Ventilation
ventilation &
Mechanical
and Air
exhaust system
Services
Air conditioning
Department
(b) Mechanical
Conditioning
Department
system
(c) Gas
Gas supply system
Electrical and
Installation
Mechanical
Services
Department
(d) Security system
Intelligent door
Security contractor
lock Installation
appointed by user
department
(e) IT System
Broadcast system
Electrical and
Mechanical
Services
Department

MINOR REPAIR WORKS
Installations or
Examples
Photos
Facilities
(f) Electrical and
Agent
z
Mechanical
Equipment
Maintenance
Emergency
Electrical and
Mechanical
generator
z
Electrical and
Services
power supply
Department
system
z
Lighting system
Swimming pool
treatment plant
Lifts and escalators
Remarks:
Proprietary products such as (1) switch box and (2) light fitting are
maintained by Electrical and Mechanical Services Department.
(1)
(2)
However, purposely built (1) enclosure for switch gears & (2) security
cage for light fittings are maintained by Architectural Services
Department.
(1)
(2)

MINOR REPAIR WORKS
Installations or
Examples
Photos
Facilities
(g) Slope Features
Maintenance
Agent
Slope surfaces
Surface channels
Catch pits
Railings on slope
Highways
Department,
Lands Department
, etc
(Maintenance agent can be identified from the details of slope

registration number plate or refer to SIMAR Register maintained by
Lands Department. Website:
http://www.slope.landsd.gov.hk/smris/index.html
(h) Tree and
Vegetation
Within allocated
Management
Department
boundary
Along non-
Leisure and
Cultural Services
expressway public
roads (outside
Department
country parks)
Tel: 2414 5555
Within the
Highways
Department
boundary of
expressways
Inside country
Agriculture,
parks (outside the
Fisheries and
boundary of
Conservation
expressways)
Department
Tel: 2708 8885
All unallocated
Lands Department
/ unleased
Tel: 2525 6694
Government land
(not maintained by
other departments)

MINOR REPAIR WORKS
Installations or
Examples
Photos
Facilities
(i)
Power
1.
(1)
Electrical supply
Maintenance
Agent
1.
Electrical and
supply of
Mechanical
Automatic
Services
Sensors
Department
water tap
(2)
2. Battery supply
2.
Management
Department
Remarks:
1.
Although the water tap itself is maintained by Architectural

Services Department, management department should ask EMSD
to check the power supply in the first instance for electrical power
supplied sensor water tap
2.
For battery supply sensor water tap, management department

should replace the battery in the first instance and check whether
the tap is run out of battery.
(j) Playground
Slides
Leisure and Cultural
Equipment
Swings
Services
in LCSD
Fitness
equipment
managed
Department
Tel: 2414 5555
Venues
Management departments shall note that furniture and equipment such as

tables, chairs and moveable cabinets are under their own maintenance
responsibilities.

MINOR REPAIR WORKS
2.3
Being the occupiers of government buildings, management departments have
a duty of care to the occupiers and the public and are also responsible to
maintain smooth operation of the facilities and to upkeep them in serviceable
conditions.
Responsibilities of management departments include:
2.3.1
Providing efficient housekeeping, such as:

(i)
Cleaning services;
(ii)
Security services, including the control of common areas, car

parks and private roads within the area of the properties;
(iii)
Routine servicing of building service installations, such as lifts,

escalators, lighting, air-conditioning, drainage, water and gas
supplies and fire fighting devices;
(iv)
Coordinating day-to-day management and complaints from

occupiers;
(v) Routine watering and mulching to vegetation within allocated land.
(Detail information for tree management can refer to Tree

Management Office website: http://www.trees.gov.hk/tc/index.htm)
(vi) Daily/routine inspection of pivot hinges of glass doors, for example,
checking condition of operation, components of hinge and floor
spring. (refer to section 4.5 for common defects at glass door);
(vii)
For potable water,

arrange regular cleansing of fresh water storage tanks in
accordance with the steps as suggested in WSDs website:
http://www.wsd.gov.hk/en/plumbing_and_engineering/maintenance_of
_internal_plumbing/cleansing_of_fresh_water_storage_tanks/index.html;
and
10

MINOR REPAIR WORKS
advise the occupants
to ensure proper maintenance of the water filters
installed
(installation of water filter in water supply system may require

prior approval of the Water Authority, please refer to WSDs
website:
http://www.wsd.gov.hk/en/faqs/water_quality/index.html#waterpurifier)
to the plumbing system including regular replacement of

in-filled consumable at a frequency as recommended by the
suppliers or manufacturers;
to flush the water pipes for a few minutes if the water draw off
points have not been used for a long time such as after long
holiday; and upon resumption of water supply after long
suspension of water supply due to water works; and
to clean regularly the strainers if installed at faucet outlets.

2.3.2
Facilitating maintenance work

Management departments shall report defects promptly to relevant
maintenance agents such as PSB or Electrical and Mechanical Services
Department.
Subsequent to receiving defects reports, the maintenance agents will
arrange contractors to carry out the repair works. The management
departments shall arrange access to facilitate the repair works and then
endorse works completion by signing on the completion form upon
satisfactory completion of the repair works.
2.3.3
Providing interim protective measures

Before the defects repair works by maintenance contractors, the
management departments should provide interim protective measures to
minimize / eliminate hazards and nuisance to occupiers and the public
caused by the defects.
10a

MINOR REPAIR WORKS
If a property is occupied by one single management department, for

instance, a police station, fire station or school, such departments will
be responsible for providing interim protective measures. In the case of
joint-user properties, such as district government offices where the
property is occupied by several government departments, a Building
Management Committee will assume the responsibilities to provide
interim protective measures.
In the case of government departments occupying private properties,
the government is a co-owner or tenant. In common with other owners,
it is bound by Deed of Mutual Covenant (DMC) of that property in
respect of management and maintenance arrangements for the
common areas and communal services. A property management
company will usually be appointed to undertake the above
responsibilities on behalf of all owners.
Generally, maintenance and repair works in occupied properties are
carried out by PSB and contractors, and the minor repair requests are
usually
initiated
by
the
management
departments.
Therefore,
cooperation and effective communication between management

departments and PSB is essential for proper management and
implementation of repair works to prevent properties from further
deterioration.
11

MINOR REPAIR WORKS
2.4 Protective Measures Related to Health and Safety
2.4.1
Interim Protective Measures for Typical Minor Defects

Some defects pose potential danger and may cause hazards to the
health and safety of occupiers and the public.
Examples include
insecure window sash, overflow of foul water from manhole and broken
floor tiles.
In the interest of public safety, it is recommended that the
management departments should provide interim protective measures

before repair works by maintenance contractors.
Below are some typical examples:

Loose Objects at Height
Items
Photos
Recommended Interim
Protective Measures
Insecure window
1.
Cordon off the area.
sash
2.
Post warning notice.
3.
Tie/fasten/secure the
loosen parts.
Slippery and Uneven Floor Surface

Items
Photos
Recommended Interim
Protective Measures
Loose and
1.
bulging floor tiles
2.
12

MINOR REPAIR WORKS
Slippery and Uneven Floor Surface

Items
Photos
Recommended Interim
Protective Measures
Leaking water
1.
Shut off the gate valve

and use bucket to collect
pipe
the water.
2.
3.
4.
Vacate the area if

necessary
Burst water pipe
1.
Shut off the gate valve
2.
3.
4.
Vacate the area if

necessary
Broken/ defective
1.
floor finishes, such
2.
as paving blocks,
3.
Cover the defective area
ceramic tiles,
with timber/ PVC boards
vinyl floor tile,
securely fixed with tape.
timber floor and

carpet, etc.
13

MINOR REPAIR WORKS
Slope Defect
Items
Photos
Recommended Interim
Protective Measures
Landslip/ loose rock
1.
surface
2.
Broken/ dangerous
tree branch
Fallen and Heavy Objects

Items
Photos
Recommended Interim
Protective Measures
Insecure door/ metal
1.
gate
2.
3.
Tie up the loose parts.
4.
Post notice of alternative

access arrangement (if
applicable)
Malfunction of roller
shutter
Broken glazing of
1.
window/ door
2.
3.
Hold the broken glazing

with tape.
4.
Remove glazing pieces

on floor.
14

MINOR REPAIR WORKS
Hygiene
Items
Photos
Recommended Interim
Protective Measures
Overflow of manhole
1.
2.
Blocked water closet,
1.
urinal
2.
3.
Post notice of service

suspension and location of
other lavatories (if
applicable)
Leakage or burst of
drainage pipe
15

MINOR REPAIR WORKS
2.4.2
Precautionary Measures before Typhoon and Inclement Weather
In order to minimize loss of life and properties, management departments

are recommended to provide precautionary measures to government
properties
before
typhoon
and
inclement
weather.
Typical
precautionary measures before typhoon and inclement weather are

illustrated as follows:-
Items
Photos
Recommended
Precautionary Measures
Loose
1.
objects
Secure all loose objects,

particularly those on
balconies and rooftops.
2.
Flower pots and other

objects likely to be blown
away should be taken
indoors.
Drainage
1.
External surface channels

and drainage outlet should
be cleared to avoid
blockage and overflows.
Doors and
1.
Lock all windows and doors.
windows
2.
Fit bars into positions and

insert reinforced shutters and
gates if available.
3.
Adhesive tape fixed to large

window panes in exposed
positions will reduce damage
by broken glass.
16
3.1 Establishment of Repair Call Centre
Repair Call Centre (RCC) was set up by PSB in September 1999, it provides an
advanced,
convenient
and
automatic
defects
reporting
system
for
management departments to report building defects, arrange appointments for

repair works and to follow up on status of report works ordered.
Management
departments can simply dial the Repair Hotline to reach the RCC and submit
their repair requests.
Alternatively, management departments can also access
Cyber Repair Call Centre online via the Departmental Portal to make a repair
request at any time.
3.2 Operating Hour of PSB Repair Services
After office hours, the PSB Building Defects Reporting Centre (BDRC) continues to
operate, receiving and handling emergency cases reported by management
departments, such as burst water pipe, potential falling of window or complete
blockage of drainage system. When typhoon signal no.8 or above is hoisted,
the Emergency Centre (EC) will operate to receive calls and handle emergency
cases reported by management departments but only limited services in
handling emergency situations can be arranged.
Below are telephone numbers and operating hours of RCC, BDRC and EC:
PSB Repair Services
Telephone
Centre
Operation Hours
Number
Repair Call Centre
Monday Friday
9:00am 5:30pm
(RCC)
Saturday
9:00am 12:00noon
Building Defects
Monday Friday
5:30pm 9:00am
Saturday
12:00noon 00:00am
Sunday and Public Holiday
Full Day
2330 1100
Reporting Centre
2773 2222
(BDRC)
Emergency
During Hoisting of Typhoon

2773 2222
Centre (EC)
Full Period
Signal No.8 or Above
18
3.3 Main Functions of RCC
The main functions of RCC are:
i.
Collect
necessary
information
on
minor
repair
requests
from
management departments;
ii.
Coordinate minor repair works with management departments and

MTC;
iii.
Refer complicated repair requests or complaints to district site

supervisory staff for further site inspection or investigation; and
iv.
Monitor the performance of the MTC.
RCC centralises the coordination and management tasks of all minor repair
requests and repair works.
It has shortened the job life cycle by significantly
reducing processing time and streamlining operation.
3.4 Classification and Priority of Minor Repair Works
Based on the severity of repair requests, RCC has classified repair works into 3
categories, namely, Emergency Repairs, Urgent Repairs and General Repairs.
This grading system prioritises repair requests so that the most urgent cases are
handled first and contractors resources are effectively mobilised to tackle the
huge number of repair requests. Repair requests are graded against the
following criteria:
i.
The severity of the problem;
ii.
The extent of area affected;
iii.
The effect of the defect on the operation of management

departments; and
iv.
The potential hazard to the public.
19
3.5 Performance Pledge
After receiving a repair request from management department, the RCC will
arrange a MTC to carry out repair works immediately within the respective time
frame.
Response time for different categories of repairs with typical examples is
as follows: -
Repair
Circumstances
Required
Category
Examples
Response Time
Emergency
The defects are posing
Attend emergency
1.
Repair
immediate danger to
repair within one (1)
detached
occupiers or the public.
hour of notification
external wall tiles

2.
Loose and
Broken window
glazing
3.
Burst water pipe
4.
Complete
blockage of
manhole
Urgent
The defects are not posing
Attend and proceed
Repair
immediate danger to
temporary repair within
occupiers or the public
one (1) day of
but will greatly affect the
notification;
operation of
Complete permanent
management
repair within three (3)
departments.
days
1.
Leaking water
pipe/tap
2.
Blocked water
closet or urinal
3.
Water dripping
from ceiling
4.
Insecure ceiling
panel
5.
Partial blockage
of manhole
General
The defects are not posing
Attend and proceed
Repair
immediate danger to
temporary repair within
occupiers or the public
five (5) days;
and will not greatly affect
Complete permanent
joint at external
the operation of
repair within twelve
wall or roof floor
management
(12) days
tile
departments.
1.
Loose chain link

fence
2.
3.
Loose expansion
Peeling off of
paint
20
3.6 Procedures of Defects Report and Repair Works Execution
When any defects responsible by PSB are identified by the management

departments, it shou ld be promptly reported to the RCC for repair. The
diagram below illustrates the procedures for reporting minor defects by
management departments and the arrangement of minor repairs by RCC/BDRC.
RCC
MTC
1. Defects identified
2. Identify the maintenance agents

If PSB is the maintenance agent
3. Initiate repair requests to RCC
RCC
4. Receive a call reference no. from RCC
RCC
5. Confirm appointment by RCC
RCC
MTC
6. Provide access to MTC or PSB site

supervisory staff
Repair works by MTC
7. Sign the work completion form at site
MTC
8. Complete Client Satisfaction Survey
RCC
Arrangement of repair works involves the caller (management department), RCC and
the MTC. The procedures are listed below for easy reference.
3.6.1 Defects Identified
Minor defects are usually identified by management departments during their

daily operation.
It may be reported by the occupiers or observed by the
management company during regular patrol.
21
3.6.2 Identification of the Maintenance Agent
Management departments should, with respect to the type and location of the
defects, identify the responsible maintenance agent of the defect (i.e. PSB,
EMSD).
3.6.3 Issue of Repair Request
If PSB is identified as the maintenance agent, management departments should

report the defect to RCC/BDRC immediately. They should also provide necessary
information to the RCC/BDRC. Officer initiating repair request shall provide full
name, post and contact number so that prompt arrangements can be made to
carry out repair works.
3.6.4 Receive a Call Reference Number
A call reference number will be given to the caller for every repair request.
The
caller can quote the call reference number in all future enquiries regarding the
repair request.
3.6.5 Arranging Repair Works
RCC will prioritise and categorise repair works as described in Section 3.4, and
coordinate repair works between contractors and management departments.
After confirmation with MTC on the appointment time for repair works, the RCC
will notify the caller accordingly.
In the event of any complicated repair request or complaint requiring inspection

or investigation by district staff, the operator will refer the case to the appropriate
district maintenance officer who will contact the client for site inspection.
22
3.6.6 Provide Access to Contractors or PSB Site Supervisory Staff
According to the agreed schedule of repair works, the management

departments should provide access for the contractors or PSB site supervisory
staff so that repair works can be commenced as scheduled.
3.6.7 Sign the Work Completion Form
After the completion of repair works, the management department should sign
the work completion form provided by contractors for satisfactory completed
repair work. The certifying officer should put his/her full name, signature, work
completion date and department chop on the form. In addition, the
management department could require contractors to provide a copy of
work completion form for record.
3.6.8 Monthly Report on Repair Requests
Monthly reports on requests for minor repairs processed by RCC were sent to
respective departments
for
reference. The
report provides the
key
information of the repair requests i.e. Call Reference No (CRN), name and
post of the client, brief description of the repairs and the attendance date
reported by contractor.
Department may use the report to monitor the reporting of defects and the
service provided by ArchSD. For example, are defects promptly reported,
do duplication or other anomalies exist, etc.
3.6.9 Maintenance Period

The works carried out by Architectural Services Departments contractor are
generally under twelve months maintenance period. Should defects be found
on completed works which were due to improper repair or inferior material,
please inform RCC with the call reference number of the previous repair.
23
3.6.10 Client Satisfaction Survey

To monitor the performance of contractors and gather feedbacks from
management departments for continuous improvement, telephone survey on
client satisfaction will be carried out by RCC operators. Upon completion of
repair works, RCC operators will select randomly the completed work orders to
carry out survey on the quality of the repair service.
Regarding contractors performance, the client will be asked to respond to the
following aspects on completed repair works:
i.
Punctuality,
ii.
Workmanship,
iii.
Site tidiness,
iv. Cooperativeness, and

v.
Responsiveness
In connection to the service attitude of staff of RCC, the client will be asked to
respond to the following aspects of performance:
i.
Understanding
ii.
Manner
iii.
Responsiveness
PSB will analyse the consolidated findings and formulate the measure to improve
service quality.
24
3.7 Essential Information Required for Reporting Repair Request
To facilitate the RCC operator in handling repair requests efficiently and

arranging works effectively, it is essential for management departments to
provide accurate information of the request.
Detailed information can assist
the RCC to categorise and prioritise the repair request promptly.
It will also help
contractors to arrange workforce and materials.
The information required by RCC to process repair requests is listed below:

Type of
Examples
Usage
information
General
Full name and post of caller
The general information is
Information
Name of department
useful for RCC to arrange
Contact number
contractors
The address of the site where repair is
from
different
districts to carry out repair

works.
required
Contact persons name and telephone
number(s) on site
Technical
The exact location of the defect
The technical information is
Information
- Internal or external
useful f o r R C C t o prioritise
- Floor level
and categorise the repair
- Specific rooms/toilet
request, and to instruct the
- Specific location of the defects (eg.
contractor to carry out repair
ceiling, wall, window, door, etc)
works.
Size or area of defect

- Approximate area of defect
- Extent of area affected
Symptom
- Symptom of defect (refer to Chapter 4)
Impact of the defects
- Hazard to the public
- Hazard to the occupiers
The technical information is very useful for the processing of repair requests by
RCC. The following 6 examples demonstrate how to provide technical
information for some common defects.
25
Example 1: Concrete Defect:

Technical information
Sample Descriptions
of Specific Defects
Locations of defect
1. At the first toilet cubicle from the entrance of public male/female

toilet, XX/F.
2. On wall/ceiling surface near window of Room XX, XX/F.
3. At XX/F level external wall surface facing XX street/road.
4. At soffit of XX/F external concrete canopy near entrance facing
XX street/road.
Size or extent of defect
1. Spalled concrete area is approximately 1m2.
Symptoms
1. Cracked finishes.
2. Bulging with concrete likely to fall off.
3. Cracked concrete surface with exposed reinforcement.
Impacts of defect
1. Potential hazard to the public and occupier as spalled concrete

is found on external wall or ceiling of main access.
2. Operation of management department will be affected as the
spalled concrete is found on the ceiling of office.
Example 2: Water Seepage/Leakage:

Sample Descriptions
of Specific Defects
Locations of defect
1. At flush water pipe connected to the flushing cistern, the first

toilet cubicle from the entrance of XX/F public male/female
toilet.
2. At water tap of first wash hand basin from entrance of XX/F
male/female toilet.
3. On ceiling/wall of room XX, XX/F.
1. Water seepage dimension is approximately 0.5 m x 0.2 m.
Symptoms
1. Water stain.
2. Water dripping.
3. Flooding.
Impacts of defect
1. One toilet cubicle needs to be cordoned off.

2. Flooding spread to the part of the office.
26
Example 3: Slope Defect:

Sample Descriptions
of Specific Defects
Locations of defect
1. Slope registration no.11XX-A/C XXX

2. At weepholes.
3. At drainage channels.
4. On slope surface.
5. At tree
1. The length of crack is approximately 1m long.

2. Hanging branch at 3m high
Symptoms
1. Blockage of weepholes.
2. Cracked or blocked drainage channels.
3. Cracked slope surface.
4. Hanging branch
Impact of defect
1. Defect will affect the stability of the slope.

2. Potential hazard to the public as the tree is at proximity to public
access
Example 4: Door or Gate Defect:

Sample Descriptions
of Specific Defects
Locations of defect
1. Metal/timber door at room XX, XX/F.

2. Metal gate of entrance facing XX street/road.
1. Missing 2 screws out of 4 at door hinge.

2. Seriously corroded hinge.
3. Malfunction of door lock.
Symptoms
1. Delamination of door finishes.

2. Missing/loose screws.
3. Jammed/sagged doors.
Impacts of defect
1. Sagged or tilted door likely to fall down.
27
Example 5: Blockage of Drainage System:

Sample Descriptions
of Specific Defects
Locations of defect
1. At water closet of first toilet cubicle from entrance of XX/F

male/female toilet.
2. At foul water manhole near entrance facing XX street/road.
3. At drainage water pipe on XX/F external wall.
1. Drainage pipe rust from 4/F to 6/F including the bracket.
Symptoms
1. Blockage of water closet.

2. Back flow of manhole.
3. Burst of drainage pipe.
Impacts of defect
1. Back flow of foul water manhole posing health hazard to the

public.
2. Blockage of water closet requiring one toilet cubicle to be
suspended.
Example 6: Dangerous tree on slope maintained by PSB:

Sample Descriptions
of Specific Defects
Locations of defect
1. Tree on slope no.: 11XX-A/C XXX

2. Tree Label no. XXX (refer to Appendix B)
1. 50mm diameter broken branches hanging at Xm high from

ground level
2. Uprooting causing cracks to slope surface material
Symptoms
1. Root plate movement

2. Fungi growth
3. Infestation
Impacts of defect
1. Broken branches at height cause potential injury to person

2. Injury to person/property
3. Temporary cordoning of the affected area causes blockage to
foot path/driveway
For detail illustration of defects symptoms, please refer to Chapter 4.
28
3.8 Main Functions of BDRC

BDRC receives emergency repair requests after RCC operation hours.
Non-emergency cases should be made to RCC during its operation hours. Any nonemergency cases reported to BDRC will not be entertained.
29
In order to provide more guidance for management departments to identify

symptoms of building and slope defects, examples on common defects are
summarised and illustrated in this chapter.
The defects are grouped into twelve
categories according to locations as follows:

Page
Building
4.1
Ceiling
32
4.2
Wall
37
4.3
Floor
42
4.4
Roof
46
4.5
Door and Gate
49
4.6
Window
53
4.7
Fixture Items
56
Plumbing and Drainage Installation

4.8
Water Supply
59
4.9
Drainage and Sanitary Fittings
60
External Areas
4.10
External works
65
4.11
Slope Works and Retaining Wall
69
Miscellaneous
4.12
Miscellaneous Items
73
Each common defect is illustrated by sample photos with notes on possible causes.
Management departments can use the common defect list to identify any defects
found on site and provide more informative data to the RCC.
31
4.1 - Ceiling Structural Ceiling

Symptom
Photo
Possible Cause(s)
Concrete
Cracks
Corrosion of
Spalling
reinforcement bar
Bulging
Corrosion of
reinforcement bar
Exposure of
Corrosion of
rusted
reinforcement bar
reinforcement
bar
32
4.1 - Ceiling Structural Ceiling

Symptom
Water
Water stain
Photo
Possible Cause(s)
y
()
Defective
Seepage
waterproofing
membrane at upper
floor (e.g. roof or
bathroom)
y
Water
Leakage from
dripping
sanitary fitments
y
Seepage through
external wall
Leakage of
Loose
embedded water
plastering
pipes
y
Condensation
Mould growth
Painting
Peeling off of
Poor ventilation
paint
Aging of materials
Moisture
Condensation
33
4.1
Ceiling False Ceiling
Symptom
False
Ceiling Tiles
Photo
Possible Cause(s)
Defective/
Accidental damage
Vandalism
broken false
ceiling tile
Wear and tear
Water seepage
Water stain/
mould growth
Condensation
Loose/
Improper installation
sagging false
of the false ceiling
ceiling tile
tile
y
Wear and tear
Water seepage
Water
dripping
Condensation
34
4.1
Symptom
False
Rusted false
Ceiling
ceiling metal
Frame
frame
Photo
Possible Cause(s)
y
Water seepage
Aging of materials
Deformed/
Accidental damage
Vandalism
defective/
broken metal
Wear and tear
frame
35
4.1
Symptom
Cracks
Photo
Possible Cause(s)
Deterioration of
Timber/
materials
Gypsum
Board False
Wear and tear
Ceiling
Water stain/
Leakage from upper
peeling off of
floor or pipe work
paint
above the false

ceiling
y
Water seepage
Aging of materials
36
4.2
Wall Internal
Symptom
Bulging
Photo
Possible Cause(s)
y
Corrosion of
Reinforced
reinforcement bar
Concrete
Wall
Exposure of
rusted steel
reinforcement
bar
Thermal movement
Cracks
Shrinkage of
materials
Hairline
Thermal movement
Cracks
37
4.2
Wall Internal
Symptom
Water stain
Photo
Possible Cause(s)
y
Leakage of
Reinforced
embedded water
Concrete
pipe
Wall
Condensation
Water leakage
through cracks on
external wall
Poor ventilation
Mould growth
Water seepage from

roof
Tiled Wall
Missing/ loose/
Loss of adhesion
Accidental damage
broken tiles
Thermal movement
Painting
Peeling off of
paint
Aging of materials
Poor ventilation
38
4.2
Wall External
Symptom
Tiled Wall
Cracks
Photo
Possible Cause(s)
y
Restrained
movement of wall
Lack of expansion
joint
Thermal movement
Thermal movement
Missing/
debonded
Lack of expansion
tiles
joint
y
Loss of adhesion
Cracks
Thermal movement
Reinforced
Concrete
Wall
39
4.2
Wall External
Symptom
Photo
Possible Cause(s)
y
Concrete
Corrosion of
Reinforced
spalling
reinforcement bar
Concrete
Wall
Water stain
Seepage through
Reinforced
external wall
Concrete
Wall
Painting
Peeling off of
Aging of materials
paint
40
4.2
Wall External
Symptom
Expansion
Joint
Photo
Possible Cause(s)
Insecure/
Loss of adhesion
Accidental damage
loose
expansion
Deterioration of
joint cover
materials
Aging of materials
Deteriorated
expansion
Thermal movement
joint sealant
Glass Wall
Broken glass
Accidental damage
panel/ glass
Vandalism
block wall
Deteriorated
Aging of materials
pointing
41
4.3
Floor
Symptom
Timber Floor
Photo
Possible Cause(s)
y
Water damage
Lifting up/
Warped tile
42
4.3
Floor
Symptom
Timber Floor
Photo
Possible Cause(s)
y
Termite attack
Mud route/
hollow/
stained/
powdered
inner sides of
tile
43
4.3
Floor
Symptom
Photo
Possible Cause(s)
y
Thermal movement
Ceramic or
Loose/
Homo-
debonded/
genous
damaged/
Differential
Tiled Floor
broken tiles
movement between
tiles and substrate
y
Heavy traffic
Accidental damage
44
4.3
Floor
Symptom
Carpet
Loose edge of
Floor
Photo
Possible Cause(s)
carpet
Wear and tear
Loss of adhesion
Heavy traffic
Wrinkled
Loss of adhesion
carpet
Skirting
Missing/
Loss of adhesion
broken
between skirting and
skirting
substrate
y
Aging of materials
Moisture
45
4.4
Roof
Symptom
Roof Floor
Tile
Photo
Possible Cause(s)
Loose/
Thermal movement
debonded/
hollow/
Differential
arching of
movement between
tile
tile and substrate

y
Lack of expansion
joint
Accidental damage
Broken tile
Differential
movement between
tile and substrate
y
Lack of expansion
joint
Insufficient fall
Ponding of
water
Uneven tiles
Aging of materials
Peeling off of
water
Loss of adhesion
proofing
membrane
46
4.4
Roof
Symptom
Parapet
Cracks
Photo
Possible Cause(s)
y
Differential
movement between
Wall
different building
element
y
Shrinkage of finishes
Settlement
Concrete
Corrosion of
spalling
reinforcement bar
Parapet
Rusted/
Rusting of metal
railing
deteriorated
parts
ironmongeries
Lack of surface
protective coating
Insecure screw
Insecure/
loose/ missing
Vandalism
fixing screw
47
4.4
Roof
Symptom
Expansion
Loose
Joint Cover
Photo
Possible Cause(s)
expansion
Aging of materials
Vandalism
joint cover
Surface
Blockage of
Unsatisfactory
Channel
outlet
housekeeping and
clearance
Thermal movement
Cracked/
broken
Lack of expansion
surface
joint
channel
Gutter
Blockage of
Unsatisfactory
gutter
housekeeping and
clearance
Vegetation
Growth of
Unsatisfactory
vegetation
housekeeping and
clearance
48
4.5 Door and Gate

Symptom
Wooden
Missing/ rusted
Door
Photo
Possible Cause(s)
screws
Aging of materials
Improper use
Aging of materials
Improper use
Weathering
Rusted or
defective
ironmongeries
-
door hinge
-
Corrosion of
door lock
-
materials
door handle
-
floor spring
49
4.5 Door and Gate

Symptom
Wooden
Delaminated
Door
Photo
Possible Cause(s)
door finishes
Aging of materials
Accidental damage
Moisture
Accidental damage
Broken glass
vision panel
Vandalism
Improper use
Loose hinge
Deformed/
sagged door
Accidental impact
on the door
50
4.5 Door and Gate

Symptom
Photo
Possible Cause(s)
y
Metal Gate/
Deteriorated/
Corrosion of
Door
rusted metal
materials
y
gate/ door
leaf
Wear and tear
Improper use
Loose hinge
Insecure/
deformed/
sagged metal
Accidental impact
gate/ door
on the gate
y
Corrosion of
Deteriorated/
materials
rusted
ironmongeries
Wear and tear
-
door hinge
-
door lock
-
door handle
51
4.5 Door and Gate

Symptom
Glass Door
Broken glass
Photo
Possible Cause(s)
panel
Accidental impact
Vandalism
Insecure/
Improper use
Loose hinge
deformed/
sagged glass
door
Accidental impact
on the door
Oil leakage at
Aging of materials
floor spring
Aging of materials
Missing screws
Improper use
52
4.6
Window
Symptom
Photo
Possible Cause(s)
y
Steel
Rusted window
Corrosion of
Window
element
materials
y
- frame
- sash
Weathering
-
ironmongeries
-
burglar grilles
Accidental impact
Deformed
window sash
Loose hinge
Accidental impact
Vandalism
Broken glazing
Typhoon damage
Missing gasket
Water seepage
at window
Deterioration of
surround
sealant
y
Deterioration of
water proofing
grouting
53
4.6
Window
Symptom
Aluminum
Rusted hinge
Photo
Possible Cause(s)
y
Corrosion of
Window
materials
y
Weathering
Wear and tear
Missing gasket
Water
seepage at
window
Deterioration
surround
of sealant
y
Deterioration of
water proofing
grouting
54
4.6
Window
Symptom
Aluminum
Window
Photo
Possible Cause(s)
Insecure/
Improper use
loose
Wear and tear
ironmongeries
-
window lock
-
window sash
-
hinge
-
burglar grille
Accidental impact
Broken glazing
Vandalism
Wear and tear
Deteriorated/
loose gasket
55
4.7
Fixture Items
Symptom
Toilet/
Loose/ broken
Shower
door handle
Photo
Possible Cause(s)
Cubicle
Improper use
Vandalism
Aging of materials
Improper use
Vandalism
Missing screws
Aging of materials
Improper use
Vandalism
Deformed/
sagged door
Aging of materials
Improper use
Vandalism
Detached
shower head
Aging of materials
56
4.7
Fixture Items
Symptom
Loose/ broken
Toilet/
Photo
Possible Cause(s)
handrail
Improper use
Shower
Vandalism
Cubicle
Locker
Missing locker
door
Improper use
Vandalism
Mirror
Broken mirror
Accidental impact
Vandalism
Venetian
Broken blind
blind
Improper use
Vandalism
57
4.7
Fixture Items
Symptom
Cabinet
Detached
Photo
Possible Cause(s)
wall mounted
Overloading
Improper use
cabinet
Wear and tear
Overloading
Improper use
Wear and tear
Deformed/
sagged door
Moisture movement
Improper use
Overloading
Deformed
shelf board
Wear and tear
Improper use
Wear and tear
Loose/ broken
shelf hinge
Moisture movement
58
4.8
Water Supply
Symptom
Photo
Possible Cause(s)
y
Fresh Water
Slow water
Blockage of
Supply
supply
pipework
y
Burst water supply

pipe
Accidental damage
Leakage of
pipe
Loose pipe
connection
y
Broken pipes
59
4.9 Drainage and Sanitary Fittings

Symptom
Water
Blockage of
Closet
Photo
Possible Cause(s)
water closet
Blockage of soil pipe
Improper use
Improper use
/
Damaged/
broken water
Vandalism
closet and
folding seat
pan
Flushing
Detached
Cistern
flushing cistern
Wear and tear
Improper use
handle
Vandalism
Overflow of
Malfunction of ball
flushing water
valve
Flushing water
Malfunction of ball
refill slowly
valve
60

Symptom
Photo
Possible Cause(s)
y
Blockage of
Blockage of drain
Basin/ Sink
basin
pipe
Accidental damage
Cracked/
broken basin
Vandalism
Detached
Deterioration of
sealant
materials
y
Wear and tear
Broken/ loose of pipe
Bottle Trap
Missing/
connection
leakage of
bottle trap
Unsatisfactory
housekeeping
Bathtub
Blockage of
Blockage of waste
bathtub
pipe
y
Improper use
61

Symptom
Bathtub
Photo
Possible Cause(s)
y
Aging of materials
Damaged/
loose sealant
Urinal
Blockage of
urinal
Blockage of soil pipe
Improper use
Aging of materials
Loose screws
Vandalism
Leakage of
Flush Water
pipes
Accidental damage

Loose pipe
Supply
connection
y
Broken pipes
Burst pipes
62

Symptom
Drainage
Broken pipe
Photo
Possible Cause(s)
y
Accidental damage
Pipe
Rusted pipe
Corrosion of
materials
Weathering
Surface
Blockage of
Unsatisfactory
Channel
surface
housekeeping and
channel
clearance
y
Blockage of water
outlet
Floor Drain
Backflow of
Blockage of
floor drain
drainage pipe
y
Unsatisfactory
housekeeping and
clearance
63

Symptom
Photo
Possible Cause(s)
y
Manhole
Back flow of
Blockage of
manhole
manhole or drainage
pipes
Grating and
Broken grating
Accidental damage
Grille
Corrosion of
materials
Weathering
Vandalism
Missing
grating
Unsatisfactory
housekeeping
64
4.10
External Works
Symptom
Pavement
Missing/
Photo
Possible Cause(s)
damaged tiles
Loss of adhesion
Accidental damage
Heavy traffic
Uneven
Uneven settlement
paving block
Ponding of
Blockage of water
water
outlet
y
Insufficient fall
Uneven tiles
Aging of materials
Damaged
expansion
Thermal movement
joint
65
4.10
External Works
Symptom
Playground
Damaged
Floor
Photo
Possible Cause(s)
floor surface
Aging of materials
Weathering
Coating
Thermal movement
between surface
coating and
substrate
y
Uneven settlement
Chain Link
Fence
Deformed/
Accidental damage
insecure/
Vandalism
sagged
fencing
Rusted base
Corrosion of
plate/
materials
y
supporting
post
Weathering
66
4.10
External Works
Symptom
Photo
Possible Cause(s)
y
Backstop
Rusted
Corrosion of
fencing
materials
y
Weathering
Accidental damage
Vandalism
Damaged/
broken
fencing
Wear and Tear
Metal Grille
Rusted metal
Corrosion of
grille
materials
y
Weathering
67
4.10
External Works
Symptom
Arbour
Photo
Possible Cause(s)
Deformed/
Aging of materials
Accidental damage
Vandalism
Broken/
sagged
timber strip
Termite attack
Timber
Missing/
Railing
broken railing
Aging of materials
Accidental damage
Vandalism
68
4.11
Symptom

Photo
Possible Cause(s)
y
Cracks
Slope Surface
on slope
Thermal/ moisture
surface
movement
y
Vegetation growth
Blockage of
Unsatisfactory
drainage
housekeeping and
channel
clearance
Thermal movement
Cracked
drainage
Lack of expansion
channels
joint
69
4.11
Symptom
Catch Pit
Missing/

Photo
Possible Cause(s)
broken cover
Accidental damage
Vandalism
Slope
Rusted metal
Fencing
post
Weepholes
Yellowish
Burst of buried water
water flowing
pipe
Aging of materials
out of
weepholes
Rise of underground
watertable
Blockage of
weephole
Debris/vegetation
accommodated in
weephole
y
Unsatisfactory
housekeeping and
clearance
70
4.11
Symptom


Photo
Possible Cause(s)
Thermal movement
Vegetation growth
Retaining
Cracked/
Wall Stone
damaged
Pitched
slope surface
Weathering
Aging of materials
Deterioration
of pointing
Debonding
of pointing
y
Weathering
71
4.11
Symptom
Tree on slope
Dangerous

Photo
Possible Cause(s)
branch
Pests
Fungi growth
Typhoon damage
Falling of tree
Displacement of root
plate
Typhoon damage
Dead tree
Pests
Cavity
Fungi growth
72
4.12
Miscellaneous Items
Symptom
Mosquito
Damaged
Screens
Photo
Possible Cause(s)
mosquito
Accidental damage
Vandalism
screen
Letter Box
Missing lock
Accidental damage
Vandalism
Flag Post
Damaged
rope
Wear and tear
Vandalism
Curtain Track
Loose/
damaged
Improper use
Accidental damage
track
73
4.12
Miscellaneous Items
Symptom
Drying Rack
Loose rope
Photo
Possible Cause(s)
y
Improper use
Accidental damage
Wear and Tear
Graffiti
Graffiti
Signage
Broken
Vandalism
signage
Accidental damage
Vandalism
74
Standard Quality of workmanship
In order to enhance management departments awareness of quality of workmanship on minor

repair works, acceptance criteria for the following six categories of common repair works are
provided for reference.
Page
1. Boundary Fencing, Gate and Backstop .
77
2. Heavy Metal Gates and Doors ..
81
3. Internal Tiling Repair ..
84
4. Repair Spalling Concrete .
85
5. Repair Tiled Flooring ..
86
6. Repair/Replacement of Aluminum Window ..
87
Standard quality of workmanship for each category of minor repair work is illustrated with sample
photo and description. Management department can make reference to the standard quality of
workmanship to determine whether the repair work is of acceptable standard.
76
5.1 Boundary Fencing, Gate and Backstop
Example of
workmanship
Item
Steel work
All screws are securely

fixed
All bolt and nut fixing

are securely installed
spring washers should
be used
Photo
Joints are welded

firmly
No rusting at welding
points
All components of
steel mesh are
securely fixed
77
Example of
workmanship
Item
Swing Gate
There are at least 3

hinges
No Broken and
corroded hinges
Hinges are welded all

round
Holding pin should

remain at normal
position
Photo
78
Example of
workmanship
Item
Swing Gate
Sliding
Gate
Photo
Pull and Push signs

Proper opening
direction
-
Size should
50x50mm
Hinge guards should

be able to prevent
gates from being
detached from the
wall bracket or frame
Roller wheels
No Rusty wheels
Smooth movement
Floor track
Suitable leveling
No debris affecting
normal gate
operation
79
Example of
workmanship
Item
Backstop
Welding work
Joints should be
welded firmly
No rusting at welding
points
Boundary
fencing
All erections of steel

fencing and steel
wires should be
securely fixed
Corrosion
protection
After site welding,

galvanized surface
shall be painted.
Photo
80
5.2 Heavy Metal Gates and Doors
Example of
workmanship
Item
Hinges
Pivot hinge
Hinge condition
At least 3 hinges
connecting each leaf
of door/gate
Welded all around
Hinge
guard
Photo
All components should

be securely fixed
Holding pin should
remain at its normal
position
Hinge guards should

be able to prevent
gates from being
detached from the
wall bracket or frame
81
Example of
workmanship
Item
Bullet
hinge
Guiding
wheels
Lubricant Hole should

be provided
Screw cap should be

provided to avoid
dust
Sufficient number of
guiding wheels should
be provided to
maintain smooth
operation
Photo
Floor track
Fixed properly
Leveled to support
guiding wheels
82
Example of
workmanship
Item
Stopper
Gates/
Doors
Stopper should be
fixed and secured by
bolts
Stopper should be
provided at ends of
floor track for folding
gates.
Photo
Pull and Push signs

Proper opening
direction
Size should not less
than 50x50mm
83
5.3 Internal Tiling Repair
Example of
workmanship
Item
Workmansh
ip
Width of joint should

be between 2mm to
3.5 mm
Joints should be
properly grouted up
Tiles should be
cleaned upon
completion of
grouting
Angled and cornered

tiles should be
installed at right
angles
Visual inspection for

finding defects
Photo
84
5.4 Repair Spalling Concrete
Example of
workmanship
Item
Workmansh
ip
Visual inspection for

finding defects
Tapping test for

checking void on
structural wall surface
Gap width between

reinforcement bar
and concrete surface
is not sufficient
Bond coat does not

fully cover the
substrate surface
before repair mortar is
applied
Photo
85
5.5 Repair Tiled Flooring
Example of
workmanship
Item
Temporary
safety
measures
Fencing off affected

area
Floor
screeding
Thickness should be
40mm
Floor tiles
Proper gradient
Grout joint applied
Clean surplus from tile
surface
Joint
Even and straight

Allow for expansion
joints according to
manufacturers
recommendation
Photo
86
5.6 Repair/Replacement of Aluminum Window
Example of
workmanship
Item
Glazing
Fixed properly
Sealant/
glazing
bead
Fixed properly
Window
gasket
Fixed properly
Fixing lugs
Made of stainless steel

or hot dip galvanized
steel
Thickness
1.5mm
Placed at 300mm
centres maximum
Photo
87
Example of
workmanship
Item
4-bar hinge
Photo
At least 3 nos. of
stainless steel
screws/rivets fixing to
each side of frame &
sash
Length of hinge 60%
of the width of
window sash
Bituminous
paint
All concealed surface

of aluminum/ stainless
steel should painted
with bituminous paint
Others
Clearance between
window sash & frame
100mm
(In full open position)
88
6.1 Issues Related to RCC
What is the
telephone
The telephone number of RCC is 2330 1100.
number of RCC?
For emergency repair requests after office hours and during

hoisting of typhoon signal no.8 or above, you can dial another
How can I raise
repair requests after

office hours?
repair hotline to reach the Building Defect Report Centre or

Emergency Centre (Telephone Number: 2773 2222) to submit your
repair requests. For details, please refer to chapter 3.2.
A call reference number represents a particular repair

request. The RCC staff, management departments and
What is a call
reference
contractors can communicate effectively by quoting the
number?
reference number.
The caller can call the RCC and quote the call
How can I inquire
about the progress
reference number for any enquiries on the status of

the repair request.
of work requests?
You can contact RCC to enquire the progress

status and RCC will follow up with the contractors
What should I do if the

contractor fails to attend
to expedite the work.
the confirmed
appointment?
Is it possible to
change the
appointment time of
repair works?
You can change the time of

appointment by calling the RCC and
quoting the call reference number.
90
What information
should I provide to
RCC?
You should provide the basic and

technical information stated in
Chapter 3.7.
Under what situation will PSB
officer carry out site inspection

for the repair works?
As some complicated repair requests require inspection or further
investigation by district staff in prior to carry out repair work by MTC,
the operator will transfer those cases to the appropriate district.
District supervisory staff will contact the caller for site inspection or
investigation.
Based on the severity of repair requests, RCC has classified repair works
into 3 categories, namely, Emergency Repairs, Urgent Repairs and
General Repairs. This grading system prioritizes repair requests so that

the most urgent cases are handled first and contractors resources are
Why are there different
respond times for repair
effectively mobilized to tackle the huge number of repair requests. For

details, please refer to Chapter 3.5.
works?
10
Departmental portal is a government intranet services
developed for internal use. Management department may
access PSB portal through their department portals and
initiate repair requests.
91
What is departmental portal?
6.2 Issues Related to Other Government Departments
Can I report insect
RCC would handle termite problem only. You may contact other
problem to RCC other
relevant departments for other insect problems, such as Food and
than termites?
Environmental Hygiene Department is responsible for monitoring

mosquito problem.
How should I report
The Electrical and Mechanical Services Department is responsible for
defects related to
defects related to Fire Services Installation, Mechanical ventilation &
building services
Air Conditioning and Electrical & Mechanical Equipment.
installations?
(Telephone No.: 2882 8011)
How should I report
You shall refer to the slope registration plate on the slope. It includes
defects related to
the information of the maintenance agent, contact telephone
slopes and retaining
number and slope registration number. You should raise the repair
walls?
requests to the relevant maintenance agents and quote the slope

registration number for arranging repair works.
How should I report
The Leisure and Cultural Services Department is responsible for
defects related to
defects related to playground equipment in their managed venue
playground
such as slides, swings and fitness equipment.
equipments?
How should I report
ArchSD is responsible for the maintenance of tree and vegetation
defects related to tree
grown on SIMAR slopes maintained by ArchSD. The management
and vegetation within
departments shall be responsible for others tree and vegetation
the site boundary?
within the allocated boundary except for SIMAR slope maintained

by ArchSD.
92
6.3 Issues Related to Interim Protective Measures
2
3
93
FUNCTIONS AND ORGANISATION OF

ARCHSD AND PSB
Functions and Organization of ArchSD and PSB
The Architectural Services Department (ArchSD)
The ArchSD provides a comprehensive range of multi-disciplinary professional and

technical services to the Government and quasi-government organisations. It also
oversees all subvented, joint-venture and entrusted projects. Services provided by
ArchSD include monitoring and advisory service, facilities upkeep and facilities
evelopment.
The ArchSD is committed to providing planning, design, procurement
and property maintenance services as well as professional advice under the

established policy of quality, environmental, health and safety.
Headed by the Director of Architectural Services, the professional and technical

teams of ArchSD offer their expertise in 5 functional branches and 1 project
management branch. All branches collaborate as one to provide unified and
integrated services to the community.
95

ARCHSD AND PSB
Property Services Branch
Being responsible for the upkeep of about 8,000 government buildings and facilities
and 5,900 government slopes, PSB provides a variety of services, including
maintenance, refurbishment, fitting-out, alteration, addition, improvement and
emergency repair works for all properties maintained by the Branch.
The PSB portfolio of government properties comprises many types of buildings, such as
schools, offices, markets, leisure facilities, institutional buildings and quarters. These
premises widely vary in design and building age, and are scattered across the territory.
Due to deterioration, usage, weathering, and heavy utilisation by the public, different
forms and extents of defects are resulted every year.
According to past records, a large number of requests for minor repairs (about 330,000
cases per annum) were reported by management departments every year. To cope
with such large number of repair and maintenance works in different locations, PSB
has established nine divisions and mobilises Maintenance Term Contractors (MTC) to
ensure that repairs are carried out timely at government properties situated across the
entire Special Administration Region of Hong Kong. Structure of the nine divisions is
illustrated in the diagram below.
96

ARCHSD AND PSB
The outlying islands are divided into three areas, namely Islands North, Islands (Sai Kung) and
islands South except Lautau Islands. They are under the North Group, Kowloon City and Sai
Kung Group and Western, Southern & Lantau Group respectively. Details are shown in the
following diagram:
Islands North
Islands North
Islands
(Sai Kung)
Islands South except
Lantau Islands
Boundary line
97
ILLUSTRATION DIAGRAMS & DRAWINGS OF

COMMON BUILDING ELEMENTS & GLOSSARY OF TERMS

Window Component of Aluminium Window
Window Sash
4 Upper 4-Bar Hinge
Window
4 Lower 4-Bar Hinge
Pivot
Sliding Shoe
Screws/Rivets
4 Parts of 4-Bar Hinge
99

()
Window Component of Aluminium Window (Contd)
Upper Lock
Lower Lock
Rubber
Gasket
Handle
Rivets
Screws
100

Door
Door Closer
Vision Panel
Door Hinge
Door Handle
Door Hinge
Door Closer
Door Handle
101

/
Metal Gate
Door Hinge
Metal Frame
Door Lock
Wheel
102

Typical Man-made Items on Slopes and Retaining Walls
Surface Channel
Cover
Slope Plate
Drainage Channel
Catch Pit with Cover
Surface Channel
Slope Plate
103

()
Typical Man-made Items on Slopes and Retaining Walls (Contd)
Weepholes
Tree Label
104

()
Typical Man-made Items on Slopes and Retaining Walls (Contd)
Playground Fixtures
Arbour
Backstop
Chain Link Fence
Post
105

Sanitary Fittings
Soap Dispenser
Soap Dispenser
Wash Hand
Water Tap
Basin
Flushing Cistern
Flushing Cistern Chain Handle
Folding Seat Pan
Water Closet
106

()
Sanitary Fittings (Contd)
Bottle Trap
Flush Water Inlet
Soil Water Outlet
107

Accessible Unisex Toilet Equipment
Door Handle
Door Lock
Door Handle and

Grab Bar
Grab Rail
Folding Grab
Rail
Small Wash
Hand Basin
108

Manhole 2 Different Types of Manholes
Foul Water Manhole
Storm Water Manhole
109

Water Supply Pipe Different Types of Supply Water Pipes
()
Fresh Water Supply Pipe (Cold Water)
Flush Water Pipe
Fire Services Water pipe
()
Fresh Water Supply Pipe (Hot Water)
110

Drainage Pipe
Cleaning Eye
Waste Pipe
Cleaning Eye
Soil and
Waste Pipe
Rainwater Pipe
111

Drainage equipment
Surface Channel Dome Grating
Surface Channel Grating
112

False Ceiling Components
Ceiling Tile
Ceiling Frame
113
USEFUL CONTACTS
Useful Contacts
General Enquiries :
Architectural Services Department
General Enquiries
Public Buildings Repair Call Centre Hotline
: 2330 1100
(during office hours)

Emergency Public Buildings Repairs Hotline
: 2773 2222
(after normal office hours)

Typhoon Emergency Centre
(manned on the hoisting of typhoon signal no.8 or above)
: 2773 2222
Complaint Hotline on New Work Sites (during office hours)
: 2523 7017
Property Services Branch
: 2773 2217
Slope Repair Hotline
: 2773 2333
Civil Engineering Department

Civil Engineering Building, 101 Princess Margaret Road, Homantin, Kowloon
Web Site
: www.cedd.gov.hk/
E-mail Address
: enquiry@cedd.gov.hk
General Enquiry
: 2762 5111
Hong Kong Slope Safety Website
: http://hkss.cedd.gov.hk
Drainage Services Department

43/F, Revenue Tower, 5 Gloucester Road, Wanchai, Hong Kong
Web Site
: www.dsd.gov.hk/
E-mail Address
: enquiry@dsd.gov.hk
Drainage Complaint Hotline
: 2300 1110
General Enquiry
: 2877 0660
Customer Services Enquiry
: 2834 9432
115
USEFUL CONTACTS
Environmental Protection Department

24/F ~ 28/F, Southorn Centre, 130 Hennessy Road, Wanchai, Hong Kong
Web Site
: www.epd.gov.hk/epd/
E-mail Address
: enquiry@epd.gov.hk
Hotline
: 2838 3111
Electrical and Mechanical Services Department

3 Kai Shing Street, Kowloon, Hong Kong
Web Site
: www.emsd.gov.hk/
E-mail Address
: info@emsd.gov.hk
EMSTF Hotline (24-hours)
: 2333 3762
Fire Services Department

Fire Services Headquarters, 1 Hong Chong Road, Tsim Sha Tsui East, Kowloon
Web Site
: www.hkfsd.gov.hk/home/
E-mail Address
: hkfsdenq@hkfsd.gov.hk
Hotline
: 2723 8787
Food and Environmental Hygiene Department

44/F, Queensway Government Offices, 66 Queensway, Hong Kong
Web Site
: www.fehd.gov.hk/
E-mail Address
: enquiries@fehd.gov.hk
Enquiries and Complaints Hotline (24 hours)
: 2868 0000
Water Supplies Department

48/F Immigration Tower, 7 Gloucester Road, Wanchai, Hong Kong
Web Site
: www.wsd.gov.hk/
E-mail Address
: wsdinfo@wsd.gov.hk
Enquiry Hotline
: 2824 5000
116
USEFUL CONTACTS
CLP Power Hong Kong Ltd.

7/F, 215 Fuk Wo Street, Sham Shui Po, Kowloon
Web Site
: www.clpgroup.com
E-mail Address
: csd@clp.com.hk
Account and Customer Services

Hotline
: 2678 2678
Emergency Services Hotline (24-hour)
: 2728 8333
The Hong Kong Electric Co. Ltd.

Postal Address: G.P.O. Box 915, Hong Kong
Web Site
: www.hec.com.hk
E-mail Address
: mail@hec.com.hk
Customer Account Enquiries

Hotline
: 2887 3411
Account-by-Phone
24-hour Automated Telephone Service
: 2887 3466
Inspection & Technical Enquiries

Hotline
: 2887 3455
Electricity-by-Phone
24-hour Automated Telephone Service
: 2887 3838
Emergency Reporting
Chinese (24-hour)
: 2555 4999
English (24-hour)
: 2555 4000
Hong Kong and China Gas Co. Ltd.

Shop L030, G/F, New World Centre, Tsim Sha Tsui
Web Site
: www.hkcg.com
Customer Service Hotline (24-Hour)
: 2880 6988
Emergency Hotline (24-Hour)
: 2880 6999
Self-reading Hotline (24-Hour)
: 2880 5522
Service Pledge Hotline
: 2856 1331
Sales Enquiry Hotline
: 2963 3000
117
Index
Air Conditioning..6,10,92
Architectural
Services Department...... 2,5,7,9,23,95,115
Fire Services Installation...6,92
Fixture Items..... 56-58
Floor...42-45, 86
Building Defects
Reporting Centre.18,21,22,29
Gas Installation...6
Bulging12,26,32,37
Gasket..53-55,87,100
Call Reference Number ......11,22,23,90
Gate14,16,27,49-52,76,77,79,81,83,102
Carpet......13,45
General Repair..5, 19-20, 91
Ceiling......20,25,26,32-36,113
Gutter....48
Client Satisfaction Survey....21,24
Interim Protective Measure3, 11, 12, 93
Crack..27,28,32-39,47,69
Ironmongeries...47, 49, 51, 53, 55
Door..6,10,14,16,25,27,49,50-52,56,81-83,101
IT System..6
Drainage...............16,18,28,60-64,69,111,112
Landslip.14
Maintenance
Agent..6, 10, 11, 16, 18, 21, 22, 92
Electrical & Mechanical Equipment......7,92
Emergency Centre.18,90,115
Maintenance Term Contractor.....5, 96
Management Department 2,3,5,6,9-12,

16,18-26,31,76,90-93,96
Emergency Repair.2,19,20,29,90,91,96
Expansion Joint.............20,39,41,46,48,65,69,86
External Works............65-68
Manhole.....12,15,20,28,64,109
False Ceiling...34-36, 113
Handbook
on Minor Repairs to Government Properties
119
Index
Mechanical Ventilation.......6,92
Skirting........45
Minor Repair Works......3,19,76
Slope.....8, 14, 27, 69, 92, 103, 115
Mould Growth.....33,34,38
Spalled Concrete...26, 32, 40, 47, 76, 85
Mud Route..43
Surface Channel.8,48,63,103,112
Painting.....33,38,40
Tile.......13, 34, 39, 43, 46,84,86,113
Parapet.47
Tree/ Vegetation.........8,48,69,72,92
Pavement65
Typhoon and Inclement Weather...3,16
Playground Equipment....9,92
Urgent Repair.19,20,91
Precautionary Measure...3,16
Wall37-41
Property Services Branch.........2,5,96,115
Water Dripping.20,26,33,34
Railing..8,47,68
Water Pipe13,18,110
Reinforcement Bar..32,37,40,47,85
Water Proofing Membrane......46
Repair Call Centre...5,18-29,115
Water Seepage....26,33-36,38,53,54
Retaining Wall ....69-72,92,103-105
Water Supply..31,59,62,110
Roller Shutter..14
Window....53,87,99,100
Roof........46-48
Window Sash....12,53,88,99
Sanitary Fittings.....60-64,106-107
Water Stain..33,34,36,38,40
Signage..74
120

Handbook on Minor Repairs

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Handbook on Minor Repairs

Uploaded by

Copyright:

Available Formats

Handbook on Minor Repairs to Government

OCTOBER 2015 EDITION

c The Government of the Hong Kong Special Administrative Region

Purposes of the Handbook

Characteristics of Minor Repairs

ROLES AND RESPONSIBILITIES IN MINOR REPAIR WORKS

Property Services Branch (PSB) of the Architectural Services

Facilities Maintained by Other Maintenance Agents

Protective Measures Related to Health and Safety

REPAIR CALL CENTRE (RCC) OF PSB

Establishment of Repair Call Centre

Operating Hour of PSB Repair Services

Main Functions of RCC

Classification and Priority of Minor Repair Works

Procedures of Defects Report and Repair Works Execution

Essential Information Required for Reporting Repair Request

Main Functions of BDRC

COMMON MINOR BUILDING DEFECTS

Door and Gate

Drainage and Sanitary Fittings

COMMON MINOR BUILDING DEFECTS (Contd)

Slope Works and Retaining Walls

STANDARD QUALITY OF WORKMANSHIP

Boundary Fencing, Gate and Backstop

Heavy Metal Gates and Doors

Internal Tiling Repair

Repair Spalling Concrete

Repair Tiled Flooring

Repair/Replacement of Aluminum Window

FREQUENTLY ASKED QUESTIONS

Issues Related to RCC

Issues Related to Other Government Departments

Issues Related to Interim Protective Measures

Functions and Organization of ArchSD and PSB

Illustration Diagrams and Drawings of Common Building

Elements and Glossary of Terms

1.1 Purposes of the Handbook

The Property Services Branch (PSB) of Architectural Services Department (ArchSD)

A variety of services are provided by PSB

In order to provide efficient and effective maintenance services, PSB needs to

This handbook serves to provide a guide to management departments with

Handbook on Minor Repairs to Government Properties

This handbook aims to:-

Provide a layman guide with basic technical information which the

Increase management departments awareness on proper upkeep of

departments for prompt and systematic reporting of common minor

Provide guidance to management departments to arrange interim

1.2 Characteristics of Minor Repairs

Timely execution of minor repair works is essential to maintaining health

Cost of administration and management in minor repair works is

Examples of common minor defects can be referred to Chapter 4.

Handbook on Minor Repairs to Government Properties

ROLES AND RESPONSIBILITIES IN

management and maintenance of properties not only prevents deterioration, but

Minor repairs are usually requested and initiated by management departments

Handbook on Minor Repairs to Government Properties

ROLES AND RESPONSIBILITIES IN

2.2 Facilities Maintained by Other Maintenance Agents

departments should approach the appropriate maintenance agents for

Fire alarm system

Gas supply system

(d) Security system

Handbook on Minor Repairs to Government Properties