Directors 9 Final Section 57 Managers 2013/14 Performance Assessments Final Performance Assessments of lower level staff MM Municipal Manager Executive Mayor MSA and MFMA 31 July 2013 Outstanding 10 Finalise logistic processes in respect of each of the IDP and budget meetings and table a business plan to Management in this regard. IDP Office IDP Manager Internal Process 31 July 2013 Done, with process plan 11 Aug 2013 Convene IDP and Budget Steering Committee Meeting. (Dry Run) Final Discussion of Public Participation Meeting Processes. IDP Office IDP Manager MSA Ch 5 8 August 2013 Done, programme submitted to all Councillors 12 Operational Budget: Salary/Wages schedules to Directors for scrutiny & Corrections BTO CFO Directors Internal Process 17 August 2013 Done 13 IDP Public Participation Meetings. Communicate Capital Projects per Ward on 14/15 budget, Reconfirm / review service deliver/development priorities. IDP Office Office of the Speaker IDP Manager Directors Speaker Ward Councillors Mayor MSA Ch5 S29 20 – 23 August 2013 Done 14 Consult Sector Departments to establish programme/Projects for 5 years – engagements on IDP and Budget IDP Office BTO IDP Manager CFO MSA Ch5 S24 27 – 29 August 2013 Done, meeting held at Municipal library office 15 Adjustment of Budget Rollovers; changes on SDBIP and KPI’S as per Adjustment Budget BTO Corporate Services CFO Director Corporate Services MFMA S28 MBRR S23 31 August 2014 No Adjustment budget for 2012/13 16 Tabling of and briefing Council on the Draft 2014/15 IDP/Budget Process Plan for approval, including time schedules for IDP/Budget Public participation meetings. IDP Office BTO IDP Manager Chief Financial Officer MFMA S21(1)(b) 31 August 2013 Done
Item No Activity Co – Department Responsibility Legislative Requirement and Information Target date Progress against target & Comments 17 Sep 2013 Advertise the budget process and dates of IDP/Budget Public meetings on Municipal Website, Municipal Newsletter and Local Newspapers IDP Office IDP Manager Municipal Manager MSA and MFMA 3 September 2013 Only on the notice board of the Municipality 18 Attend District IDP Managers Forum Meeting. Develop uniform guidelines for IDP/Budget review. IDP Office IDP Manager Municipal Manager Internal Process 3 September 2013 Done 19 Forward adjustment budget (hard and electronic copies) to National Treasury and Provincial Treasury after approval. BTO CFO MFMA S28(7) 3 September 2013 No Adjustment budget 20 Review of Municipal Strategic Plan Workshop with Council: Review Municipal KPA and Strategic Objectives Office of the MM Municipal Manager Directors Council Internal Process 3 – 28 September 2013 Not done 21 Operational Budget: Salary/Wages schedules with corrections and recommendations to be returned to Finance Department All Departments Directors CFO Internal Process 28 September 2013 Done 22 Attend Quarterly Provincial IDP Manager Forum Meeting in preparation for IDP Indaba 2 IDP Office IDP Manager Internal Process 28 September 2013 Did not attend 23 Oct 2013 Two Day Neighbourhood Development Session with Wards to prepare Draft Neighbourhood Development Plans IDP Office IDP Manager Internal Process 1 & 2 October 2013 Done 24 Directorates to be provided with the previous financial year 5 year Capital Plan in order to be able to indicate any changes that need to be made and identify any new projects that needs to be added for the compilation of the Draft Capital Budget BTO CFO Directors Internal Process 5 October 2013 Done 25 Ward Committee Meetings: Discuss, scrutinise community needs as outcome of IDP/ Budget public engagement sessions to IDP forum. (IDP forum consolidate requests from all wards where after projects prioritized in line with available funding over five year period) Escalate IDP Office IDP Manager MSA 8 – 12 October 2013
community needs relating national/ provincial mandates to relevant organ(s) of state Done Item No Activity Co – Department Responsibility Legislative Requirement and Information Target date Progress against target & Comments 26 Oct 2013 Review and costing of municipal rates and tariffs. Preparation of tariffs and bulk resource (water (WaterBoard), electricity (NERSA), etc.) engagement documentation. Directors to be provided with the previous year’s operating expenditure / income actual and current year projections to be used as a base for new Operating Budget. (CFO will further submit budget guidelines to Budget Steering Committee for approval. Guidelines to include deadline dates by which Directorates have to meet as well as submission of requests per line item with a zero based budget) BTO CFO Directors Budget Steering Committee Internal Process 15 October 2013 Still under process 27 Attend District Stakeholders Engagement Session to inform Sector Departments and Stakeholders of IDP/Budget needs analysis. IDP Office IDP Manager Internal Process 16 October 2013 Done 28 Table Revised Strategic Plan in Council for approval Office of the MM Municipal Manager Internal Process 30 October 2013 Done 29 Review Municipal Spatial Development Framework Planning and Development Director Planning and Development Internal Process 31 October 2013 Done 30 Submit Quarterly Report (July 2014 – September 2014) on implementation of budget and financial state of affairs to Council Office of the MM Executive Mayor MFMA S52(d) 31 October 2013 Done and submitted to Council 31 Engagements with Provincial Government regarding any adjustments to projected allocations for next 3 years in terms of the MTREF BTO CFO Directors MFMA S28 31 October 2013 Done 32 Updating and review of strategic elements of IDP in light of the focus of Council IDP Office IDP Manager MSA 31 October 2013 Done
33 Nov 2014 Operational Budget: Income / Expenditure inputs and statistics to be returned to Budget Office All Departments Directors Internal Process 19 November 2013 Done and finalised 34 Nov 2013 Directors Identify/Create Projects as outcome of the prioritisation of development needs during IDP public engagements sessions within projected budget allocations. All Departments CFO Directors MSA 5 – 23 November 2013 Done 35 Convene IDP/ Budget Steering Committee Meeting: Identify projects per Ward with Budget Allocations; prioritise implementation and integration where possible. IDP Office IDP Manager IDP Steering Committee MSA 23 November 2013 Done 36 Review Municipal Strategies, objectives, KPA’s, KPI’s and targets. - Identification of priority IDP KPI’s incorporate in IDP and link to budget IDP Manager IDP Steering Committee CFO MSA and MFMA 1 – 30 November 2014 Done 37 Capital Budget: Inputs from the different Directorates to be returned to the Budget Office All Departments Directors Internal Process 30 November 2013 Done 38 Executive management articulates outcomes, objectives, priorities and outputs desired for next three years and submit capital budget project proposals for draft IDP Review document to Budget Office All Departments Budget Steering Committee Executive Management Internal Process 30 November 2013 Done 39 Based on financial statements of 2011/12 determine municipality’s financial position & assess its financial capacity & available funding for next three years BTO CFO Internal Process 30 November 2013 Audit action plan for 2012/13, waiting on report for compilation 2013/14 action plans 40 Finalise Salary Budget for 2014/2015 BTO CFO Internal Process 30 November 2014 Done 41 Submit Bulk Resource documentation (water (Water Board), electricity (NERSA)) for consultation on municipal tariffs for 2014/15 and the two outer Budget years. BTO CFO Internal Process 30 November 2014 Done by Technical
Department 42 Dec 2013 Finalise preliminary projections on operating revenue and expenditure budget for 2014/2015 BTO CFO Internal Process 10 December 2014 Done 43 Dec 2013 Convene IDP Representative Forum Meeting to give feedback and discuss outcome of Budget steering committee meeting IDP Office Municipal Manager IDP Manager CFO MSA 14 December 2013 Done 44 Dec 2013 Workshop 1: draft IDP, Budget and proposed tariffs and SDBIP with Council. Provide progress update to council against IDP/Budget process schedule and obtain approval for any adjustments to process. IDP Office Mayor Municipal Manager IDP Manager CFO MFMA & MSA Late November/ early December 2013 Section 72 45 Finalise expenditure on operational budget for the budget year and two outer years. BTO CFO Internal Process 21 December 2013 Section 72 46 Conclusion of Sector Plans and integration into the IDP document IDP Office IDP Manager MSA 21 December 2013 Done 47 Finalise departmental Plans and link to IDP All Departments IDP Manager Directors MSA 21 December 2013 Done 48 Jan 2014 Request and/ or follow-up with Water Board/ NERSA/ other Bulk Service providers for feedback on proposed municipal 2014/15 – 2015/16 tariffs and engagement documentation submitted in Nov 2014 BTO CFO MFMA 15 January 2014 Outstanding 49 Submit Draft IDP, Budget and SDBIP to Director Corporate Services with proposed schedule of Ward Committee Meetings for post IDP & Budget Feedback & Consultation Process IDP Office IDP Manager MSA 18 January 2014 Done 50 Executive Management finalise the draft IDP & Capital Budget for referral to IDP & Budget Steering Committees. Processes to be followed to be clearly set out in municipality’s budget management and implementation Office of the MM Municipal Manager Directors Internal Process 21 January 2014 Done
policy. 51 Tabling of 2014/14 Mid-Year Assessment (to potentially influence 2014/14) to Council Office of the MM Municipal Manager Directors MFMA S72 25 January 2014 Done 52 Meetings and formal consultation with Bulk Service Providers (ESCOM and relevant Water Board on bulk purchase price increase assumptions BTO CFO MFMA S23 28 & 29 January 2014 Still outstanding 53 Submit Quarterly Report (Oct 2014 – Dec 2014) on implementation of budget and financial state of affairs to Council. Consider combining with MFMA S. 72 mid-year performance assessment. Office of the MM Executive Mayor MFMA S52(d) 30 January 2014 Done 54 Jan 2014 Tabling of 2012/13 Annual Report to Council Office of the MM Municipal Manager MFMA S127(2) 31 January 2014 Done 55 Convening Budget Steering Committee Meeting for the purpose to discuss and prioritise draft Capital projects for the next three years Office of the MM Budget Steering Committee MSA S29 31 January 2014 Outstanding 56 Final review of municipal strategies, objectives, KPA’s, KPI’s and targets IDP Office IDP Manager IDP Steering Committee Internal Process 31 January 2014 Outstanding 57 Review all budget related policies BTO CFO MBRR 7 2 - 31 January 2014 Busy 58 Adjustment Budget: Finalise Capital and Operational budget projections for 2014/2015 BTO CFO MBRR 21 31 January 2014 Busy 59 Feb 2014 Submit Annual Report to Auditor General, Provincial Treasury and COGTA Office of the MM Municipal Manager MFMA S(127)(5)(b) 1 February 2014 Done 60 Directors Identify projects and forward local Budget Needs priorities to ZF Mgacwu. Project alignment between ZF Mgcawu and !Kheis Local Municipality All Departments Directors Internal Process 1 – 8 February 2014 In process 61 Ward Committee Meetings: Discuss and brief Ward Committees on Council’s revised strategic plan, Strategic Objectives and envisaged deliverables. IDP Office IDP Manager Internal Process 4 – 13 February 2014 Programme already submitted to Council
62 Review tariffs and charges and determine affordable tariffs and finalise income budget. BTO CFO MFMA s20 15 February 2014 Busy 63 Feb 2014 Attend Provincial IDP INDABA Incorporate Sector Departments Projects in Draft IDP. IDP Office IDP Manager Directors Internal Process 20 February 2014 Waiting for invite 64 Municipalities receive inputs from National and Provincial Government and other bodies on factors influencing the budget, e.g. Grant Allocations Office of the MM BTO Municipal Manager CFO 15 – 22 February 2014 Waiting on DORa report 65 Attend District IDP Managers Forum Meeting to discuss the alignment of IDP Strategic Development Goals with ZF Mgcawu DM. Draft IDP Presentations. IDP Office IDP Manager Internal Process 25 February 2014 Busy 66 Present Draft IDP and Budget to Steering Committees for quality check IDP Office BTO IDP and Budget Steering Committees MBRR S4 27 February 2014 Busy 67 Feb 2014 Submit first draft IDP to ZF Mgcawu DM for Horizontal Project alignment between the ZF Mgcawu DM and !Kheis Local Municipality IDP Office IDP Manager Internal Process 28 February 2014 65 Table Adjustment Budget to Council for approval Office of the MM Municipal Manager MBRR S23 28 February 2014 66 Amend IDP, SDBIP, KPI’s and performance agreements i.t.o adjustment budget Office of the MM Municipal Manager Directors MFMA 28 28 February 2014 67 2014 Present Draft IDP and Budget to Steering Committees for quality Check (Including recommendations / adjustments made at meetings of 27 February 2014) IDP Office BTO IDP and Budget Steering Committees MBRR 4 6 March 2014 68 Workshop 2: draft IDP, Budget and proposed tariffs and SDBIP with Council. Provide progress update to council against IDP/Budget process schedule and obtain approval for any adjustments to process. IDP Office BTO IDP Manager CFO Internal Process 11 & 12 March 2014 69 Forward Adjustment Budget (hard and electronic copies) to National and Provincial Treasury after approval BTO CFO MBRR 24 14 March 2014 70 Publication of approved Adjustment Budget after approval per MSA and on BTO CFO MBRR 26 14 March
municipal website 2014 71 Municipal Manager presents final draft IDP, Budget, SDBIP and Budget related policies to the Mayor for perusal and tabling to Council Office of the MM Municipal Manager Internal Process 18 March 2014 72 Municipal Manager submit draft IDP, Budget, and Related Policies to Director Corporate Services for inclusion in Council Meeting Agenda Office of the MM Municipal Manager Internal Process 20 March 2014 73 Table (and briefing of council) draft IDP, Budget, SDBIP and Related policies and proposed schedule of Ward Committee Meetings for IDP & Budget Feedback/Consultation Process to Council (Principal Approval) Office of the MM Municipal Manager MFMA S16 28 March 2014 74 Mar 2014 Training workshop for councillors to equip councillors for Public participation meetings. Briefing of councillors on logistical arrangements for public participation meetings. Office of the MM Municipal Manager And Sec 57 Managers, etc. MFMA 29 March 2014 74 Council to Consider and adopt an oversight report on 2011/12 Annual Report Office of the MM Municipal Manager MFMA S129(1) 28 March 2014 75 April 2014 Advertise & Inviting public comments on Draft Budget, Proposed Tariffs, and IDP Place copies of Draft Budget and IDP at all municipal buildings. Corporate Services BTO Director Corporate Services CFO MBRR S15 MFMA S22 2 April 2014 (Advertise) 2 – 26 April 2014 (public comments) 76 April 2014 Forward Copy of preliminary approved Budget ,IDP, SDBIP & related documents (hard and electronic copies) to National & Provincial Treasury – 10 working days after tabling Office of the MM CFO IDP Manager MFMA S22(b) 12 April 2014 77 Attend District IDP Managers Forum- Present Draft IDP for input. IDP Office IDP Manager Internal Process 16 April 2014 78 Public Consultation Meetings: Feedback / Consultation on preliminary approved IDP & Budget ( Details as per Annexure A) Office of the MM Municipal Manager Directors MBRR S15 MFMA S23 15 – 22 April 2014
79 Engagement with the Provincial Treasury on draft budget benchmark Office of the MM Municipal Manager MFMA Ch 5 24 April 2014 80 CFO and Director Corporate Service analyse public and Ward Committee comments and inputs on Draft IDP and Budget and prepare recommendations for Council’s perusal Corporate Services BTO CFO Director Corporate Services MBRR S16(1)(a) 30 April 2014 81 Submit Quarterly Report (Jan 2014 – Mar 2014) on implementation of budget and financial state of affairs to Council Office of the MM Executive Mayor MFMA s52(d) 30 April 2014 82 May 2014 Council considers public and Government Departments comments and inputs and revised IDP, Budget and SDBIP if necessary. Office of the MM Municipal Manager MBRR 16(1)(a) 2 – 10 May 2014 83 Present Final IDP, Budget and final draft SDBIP to Steering Committees for quality Check (Including recommendations made by all stakeholders and Council) IDP Office BTO IDP and Budget Steering Committees MBRR 4 14 and 15 May 2014 84 May 2014 Table final IDP, budget & related documents to Council for approval. Office of the MM Municipal Manager MFMA S24(1) 31 May 2014 85 June 2014 Inform local community on approved IDP and Budget Detail – Place Newspaper Article and Copies at Libraries Office of the MM Municipal Manager MBRR S18 3 June 2014 86 Send copy of approved Budget, IDP, & related documents (incl. final draft SDBIP) to National and Provincial Governments and other stakeholders Ensure Signed Quality Certificate as per S5 of MBRR is also attached. IDP Office BTO CFO IDP Manager MFMA S24(3) 14 June 2014 87 Publication of Approved Budget and IDP within 10 workings days on Municipal Website BTO IDP Office CFO IDP Manager MFMA S75(1)(a) 14 June 2014 88 Submit draft SDBIP to Mayor within 14 days after approval of budget Office of the MM Municipal Manager MFMA S69(3)(a) 14 June 2014 89 Mayor approves the municipality’s SDBIP within 28 days after the approval of the budget and submit hard and electronic copy to NT and PT Mayor’s Office Executive Mayor MFMA S(53)(1)(c)(ii) 28 June 2014 90 Place approved IDP, budget, SDBIP and related documents on CD for all councillors and distribute. IDP Office IDP Manager Internal Process 28 June 2014
effective telecommunication systems systems to all residents of the !Kheis Municipality by June 2014. Establishment of new communication systems and networks, i.e. Cellphones 12. Lack of electricity provision to all residents To provide access to electricity for all residents of !Kheis Municipality by June 2015. Provision of electricity networks to those areas without networks Erection of street lights in areas where needed
2.11 Legislation compliance status Compliance with the MFMA implementation requirements have been substantially adhered to through the following activities: In year reporting Reporting to National Treasury in electronic format has seen a marginal improvement since the turn of the year. Section 71 reporting to the Mayor (within 10 working days) has progressively improved and includes quarterly published financial performance on the municipality’s website. Internship Programme The municipality is participating in the Municipal Financial Management Internship programme and has employed five interns, undergoing training in various divisions of the Budget and Treasury Office, as well as other divisions in the finance department. There are currently no vacancies for financial internship. The current interns had only be appointed during December 2013, after the former interns had been permanently employed in the finance department. At March 2013 one financial intern successfully completed her internship and the other two will complete their internship in October 2013. Budget and Treasury Office The Budget and Treasury Office has been established in accordance with the MFMA. Audit Committee The Audit Committee is established but is currently non-functional Annual Report Annual report is compiled in terms of the MFMA and National Treasury requirements. MFMA Training The MFMA training module in electronic format is presented at the municipality and training is going. Policies An amendment of the Municipal Property Rates Regulations as published in Government Notice 363 of 27 March 2009, was announced in Government Gazette 33016 on 12 March 2010. The ratios as prescribed in the Regulations have been complied with.
Service Level and Above – – – – – – – – – (< min.service level) - prepaid (< min. service level) Other energy sources Below Minimum Service Level – – – – – – – – – Total number of – – – – – – – – – Name of municipal entity Refuse: at least once a week Service Level and Above – – – – – – – – – less frequently than once a week Using communal refuse dump Using own refuse dump Other rubbish disposal No rubbish disposal Below Minimum Service Level – – – – – – – – – Total number of – – – – – – – – – Services provided by 'external mechanisms' 2010/11 2011/12 2012/13 Current Year 2013/14 2014/15 Medium Term Revenue & Expenditure Framework Ref. Outcome Outcome Original Budget Adjusted Budget Full Year Forecast Budget Year 2014/15 Budget Year +1 2015/16 Budget Year +2 2016/17 Names of service providers Household service targets (000) Water: Piped water inside dwelling Piped water