SERVICE DELIVERY TARGETS AND PERFORMANCE INDICATORS 2014/15 PERFORMANCE REPORT - QUARTER 3 KPA :1.1. MUNICIPAL TRANSFORMATION AND INSTITUTIONAL DEVELOPMENT Goal : To ensure municipal transformation and organisational development in line with the MSA (2000) and Performance Regulations, and MFMA (2003); and to provide strategic leadership and direction Priority Area Strategic Objective Key Performance Indicators (KPI) 2014/15 Budget Vote No 2014/15 Baseline 2014/15 Annual Target Frequency Quarter 3 2014/15 Reasons For Deviations Steps Taken To Improve Evidence Performance Indicator Outcome Impact Output Measure Performance Target Actual Performance 1.1 OFFICE OF THE MUNICIPAL MANAGER : PERFORMANCE MANAGEMENT SYSTEM PMS POLICY FRAMEWORK To improve institutional performance, compliance and reporting Reviewed PMS Policy Framework of the Municipality approved Outcome 9: Responsive, accountable, effective and efficient Local Government System 100% compliance with Chapter 6 of the MSA Number of performance assessments conducted Compliance to section 38-41 of the MSA and Chapter 12 of the MFMA Performance Regulations 2001, 2006 (as amended) None Last review of PMS Policy Framework in 2013/14 Reviewed PMS Policy Framework for 2014/15 Quarterly Implement PMS Policy Framework The Framework was submitted to Council in Quarter 1 None Not applicable Report approved and council resolution on the reviewed PMS Policy Framework AGREEMENTS Number of performance agreements of section 57/54 mangers signed 100% compliance with Chapter 6 of the MSA Performance agreements for Newly appointees signed within 60 days Adherence to the Performance Regulations 2006 (as amended) MSA Number and date of performance agreements Performance agreements for all existing S54A and S56 managers signed within 30 days in terms of section 57 of the MSA within the prescribed timeframe None 7 signed performance agreements annually 7 signed performance agreements by 1 July Quarterly Implement PMS Policy Framework Completed in Q1 all 7 senior managenet signed None Not applicable Hard copies of 7 signed performance agreements 1.2 DEPARTMENT CORPORATE SERVICES Labour Relations To maintain labour and employee relations Number of labour related functions rendered Outcome 12: An efficient, effective and development oriented public Sound labour relations at the workplace Labour Relations Act Organisational Rights Agreement None Approved Organogram Approved HR policies Low vacancy Quarterly Vacancies filled within 3 months LLF 3 Local Labour forum meetings sat during this quarter under review. Held a Staff Indaba on the 17th of March 2015. None n/a Hard copies of minutes, adverts, offer letters, appointment
5 to 15 minutes 1.5 DEPARTMENT COMMUNITY SERVICES Culture, Sport and Recreation To promote sports and culture development in the community Number of sport and cultural events organised for the community Sport structures supported Developed youth participating actively is sporting activities % of successful events organised R57,500 2 2 Monthly 1 Sport Federation committee was supported by coordinating its meeting including transport for members. Employees’ indigenous games were conducted to improve wellness and cohesion. None n/a Reports 1.2 Analysis for Early Warning for Municipal Transformation and Institutional Development Programme Planned objectives Planned indicators Reported on Number not achieved Department Percentage achieved Challenges sited Comments by PMS POE Confirmation Internal Audit comments KPA 1 MUNICIPAL TRANSFORMATION AND DEVELOPMENT TOTAL NUMBER OF OBJECTIVES 14 16 TOTAL NUMBER REPORTED ON 12 2 ALL AFFECTED DEPARTMENTS 85% AFFECTED DEPARTMENT REGARDING NOT ACHIEVED TARGETS Development of Master and Sector Plans To develop a Roads and Stormwater Master Plan (Phase 2) Credible Roads and Storm-water Master Plan No 1 Technical services Minus None Steps be taken to improve the matter urgent Culture, Sport and Recreation To promote sports and culture development in the community Number of sport and cultural events organised for the community Yes 0 Community services Minus None Function moved to the office of the Executive mayor Skills Development To spend a% of the municipal budget on training of skills % of municipality’s budget actually spent on implementing its Workplace Skills Plan Yes 0 Corporate Services Minus None The dpt reported on the objective but not actually addressing budget spent this affects reliability, completeness and accuracy of
information To report on the Workplace Skills Plan (WSP) submitted to LGSETA annually before June WSP submitted to LGSETA by 30 June annually Appointment of a Skills Development Facilitator Yes 0 Corporate Services Minus None Dpt reported on nr of trainings repeated above and not reported on the Skill Facilitator, this principle applies as above Litigations To provide high quality legal services Number of cases against council Yes 0 Corporate Services Minus None Dpt did not actually addressed issue of cases against council this affects reliability, completeness and accuracy of information MORE AFFECTED DEPARTMENT(S) DPT AFFECTED Nr of affected objectives indirectly Percentage affected Directly affected objectives OVERALL TOTAL POSSIBLY ACHIEVED 64% OVERALL NR NOT ACHIEVED 36% TOTAL NUMBER OF OBJECTIVES URGENT ATTENTION!! TECHNICAL 0 1 20% 1 OBJ COMMUNITY 0 0 0% 1 OBJ CORPORATE SERVICES 5 50% 3 50% 60% 10 OBJE COMPARISON OF DEPARTMENTS’ CONTRIBUTION TO KPA PER PRE-DETERMINED OBJECTIVES Corporate Services = 10 Community Services = 5 PMS = 2 Technical Services = 1 Performance in bar graph format The matter of the reliability, validity, accuracy and completeness of report it what was considered here, particularly on Corporate Services as it is the most affected Department, however this can still change to become 60% achieved instead of not achieved Recommendation
Maintenance network repaired and maintained responsive economic infrastructure network according to NERSA license infrastructure / equipment To provide free basic services to households earning less than R1,100 per month (R2.300) Number of registered indigent households receiving free basic electricity per month Sustainable provision of electricity to registered indigent households Sustained access to basic electricity services Number of indigent households receiving free basic electricity Budget spent on vouchers 50kwh of electricity provided per household per month CFO 7,525 households 7,525 households Quarterly 7,525 households 7,525 None None Reports on service delivery Roads: Access to Roads To maintain all gravel roads Kilometres of road gravelled and graded / bladed Improved access to road infrastructure Improve the structure of gravel roads and safety of road users Kilometers of gravel roads maintained R300,000 0630/3825 500km 600km Monthly Quarterly 150km 242.7km The department exceeded the target due to the assistance provided by GSDM. None Monthly activity reports To maintain all paved roads m2 paved roads m2 roads resealed/ patched Safe road infrastructure and prolonged lifespan m2 of paved roads maintained R784 000 0620/3800 EPWP 80m2 roads resealed /patched 100m2 Monthly Quarterly 25m2 46.3m2 This is a reactive maintenance activity. The department attended to additional potholes caused by the deteriorating road surfaces. None Monthly activity reports Roads: Reduction of Gravel Roads To reduce gravel roads Kilometers of road to be constructed Outcome 6: An efficient, competitive and responsive economic infrastructure network Output 2: Improved Access to basic services Amount of budget spent Kilometers of roads built % of kilometres of roads constructed R15,000,000 9805/5015 9805/5073 4km 1.3km Monthly Quarterly R5,250,000 0 (100% Completed PMU None n/a Hard copies Completion Certificate 2.2 DEPARTMENT PLANNING AND ECONOMIC DEVELOPMENT (SPATIAL PLANNING)
Connections electricity to households by providing bulk electricity benefiting from the service per to reduce a backlog from various wards competitive and responsive economic infrastructure network of kWh electricity less than R1.100 per month 9805/5140 customers Live. council resolution 2.4 DEPARTMENT COMMUNITY SERVICES Waste Management: Maintenance To provide refuse removal services weekly Number of households with access to removal of refuse bins / bags / skip bins Outcome 10 : Protect and enhance environment assets and natural resources Waste Classification Regulations (2013) National Policy for the Provision of Refuse Removal to Indigent Households (2011) Number of households with weekly waste collection Waste Act (2008) National Domestic Waste Collection Standard (2011) Waste Classification Regulations (2013) R3 370 308 Vote 0450 Weekly removal of 12,853 refuse bins / bags 12,853 households per week Quarterly 12 853 households per week 12853 accessed refuse removal once a week and areas covered are Badplaas, Elukwatini, Ekulindeni, Empuluzi, Carolina and Silobela. Skip bins were emptied effectively. Waste was collected weekly at Doornkop and Rainbow Farm (PTY) LTD. Revenue collected for Doornkop – R 8856.86 Rainbow Farm (PTY) -R 7599.20 Revenue collected for 05 Special waste removals R 475.00 TOTAL :R 16836.06 None n/a Hard copies of reports Hard copy of timetable Free Basic Waste Service To provide a free basic refuse removal service to indigent households (households earning less than R1.100 per month (R2.300) Number of indigent households with access to free refuse removal services National Domestic Waste Collection Standard National Policy for the Provision of Refuse Removal to Indigent House-holds (2011) Approved and updated indigent register Number of indigent households R1 132 797 0405/4333 7500 households 7500 households Quarterly 7500 households 3 reports submitted indicating number of indigent. Number of registered indigent as at 31st March was 16430. None n/a Hard copies of reports Disposal Sites To maintain disposal sites Number of disposal sites maintained Compliant landfill sites Clean environment Waste Act (2008) Number of disposal sites National Domestic Waste % of disposal sites maintained Vote 0405 5 disposal sites weekly 5 disposal sites weekly Quarterly 5 disposal sites weekly Partially done Reasons for deviations not stated why done partially? Urgent steps to be taken Hard copies of reports Hard copy of timetable
Collection Standard (2011) Waste Classification Regulations (2013) Cemeteries and Parks To provide cemetery services Number of cemeteries developed and maintained Number of spatially defined areas where the remains of people are or otherwise interred Number of cemeteries R1 933 674 Vote 0405 5 cemeteries 5 cemeteries Quarterly 5 cemeteries Graves were availed for burials: Elukwatini: 13 adults Ekulindeni: 10 adults and 1 Child Badplaas: None Carolina: 06 Adults Silobela: 27 adults and 1 Child Empuluzi: 22 adults and 05 Children Revenue collected for burial: R 13 301.25 None n/a Hard copies of reports Environmental Health ?????tCTS /ECTOR COMMUNITYd To enforce environmental health laws / by-laws Number of health / hygiene inspections conducted at food outlets and shops Outcome 10 : Protect and enhance environment assets and natural resources Clean environment, reduced health hazards ,diseases Number of inspections / enforcements conducted at various facilities R0 240 inspections 240 inspections Monthly Quarterly 60 inspections 137 Environmental health inspections conducted. Refer to attachment. 04 Trees were planted around Carolina/Silobela None n/a Hard copies of reports Hard copy of timetable 2.5 DEPARTMENT PUBLIC SAFETY Traffic and enforcement To provide visible policing and law enforcement Different law enforcement activities Improve road safety Improve road safety Number of summonses R61,000 0511/4525 0511/4515 0511/4587 1,710 summonses 3,400 summonses Quarterly 850 1291 summons Amount- R485 870 Received-R75 500 Two road blocks One escort None n/a Report To provide traffic calming measures Reduce vehicle speeding Suitable control measures R500,000 0511/6015 Identification of hot spots 8 speed humps 8 R125,000 Quarterly 2 None Cash flow Steps to be taken to address matter Copy Registration and Licensing To process all applicants Number of permits and licenses issued eNatis practice Minimise fraud and corruption Number of registrations and licenses processed R136,000 0509/4485 0509/3515 Registration and licensing Registration and licensing Quarterly registration and licensing 3007 licensed 457 registered No backlog n/a Hard copy register K53 Testing To improve new K53 office Office space for Examiner None None Procurement and installation of mobile offices R70,000 0509/6007 Specifications and quotations R0 R70,000 Quarterly R0 None Cash flow Steps to be taken to address matter Report
2.2 Analysis for Early Warning for Basic Service Delivery Programme Planned objectives Planned indicators Reported on Number not achieved Department Percentage achieved Challenges sited Comments by PMS POE Confirmation Comments Internal Audit KPA : BASIC SERVICE DELIVERY TOTAL NUMBER OF OBJECTIVES 24 24 TOTAL NUMBER REPORTED ON 18 6 75% AFFECTED DEPARTMENT REGARDING NOT ACHIEVED TARGETS TOWN PLANNING To facilitate integrated human settlement and promote cohesion Number of sites developed for mixed land uses 2 2 PED They reported on lay outs The dpt reported on the Objective but not clear on the number if achieved and this will affect reliability, completeness and accuracy of information To have land (ha) procured for Brownfield development (in situ) identified, or to market such land Number of hectares / sites / erven identified for new development Sanitation To provide new access to basic sanitation service Number of households benefiting from new access to sanitation 1 1 PMU Rand Water to appoint the Local Contractor Efforts to engage rand water to speed up appointments K53 Testing To improve new K53 office Office space for Examiner 1 1 PUBLIC SAFETY Cash flow Steps to be taken to address matter To provide traffic calming measures Reduce vehicle speeding 1 1 Disposal Sites To maintain disposal sites Number of disposal sites maintained 1 1 COMMUNITY SERVICES Partly Dpt targeted 5 but said partly this does not tell how many were attended ,this will affect reliability, accuracy of supplied information MORE AFFECTED DEPARTMENT(S) Dpt affected Nr of affected objectives indirectly Percentage affected Directly affected objectives OVERALL TOTAL POSSIBLY ACHIEVED OVERALL NR NOT ACHIEVED TOTAL NUMBER OF OBJECTIVES URGENT ATTENTION!! 6 25 6 18 6 24
COMPARISON OF DEPARTMENTS’ CONTRIBUTION TO KPA PER PRE-DETERMINED OBJECTIVES Technical Services, = 8 Project management, = 5 Community Services = 4 Public Safety = 2 Planning and economic Development = 2 Finance Budget and Treasury = 1 Performance in bar graph format Achieved 2014/15 PERFORMANCE REPORT - QUARTER 3 KPA 3.1. LOCAL ECONOMIC DEVELOPMENT Goal : To provide or promote sustainable livelihoods through socio-economic development and other related services Priority Area Strategic Objective Key Performance Indicators (KPI) 2014/15 Budget Vote No 2014/15 Baseline 2014/15 Annual Target Frequency Quarter 3 2014/15 Reasons For Deviations Steps Taken To Improve Evidence Performance Indicator Outcome Impact Output Measure Performance Target Actual Performance 3.1 DEPARTMENT PLANNING AND LOCAL ECONOMIC DEVELOPMENT Local Economic Development To review the approved 2012/13 LED Strategy for the 2014/15 financial year An approved LED Strategy Programs implemented annually Outcome 7: Vibrant equitable, sustainable rural communities contributing towards food security for all Outcome 4: Decent employment through inclusive economic growth Approved LED Strategy for 2013/14 Operational budget Approved LED Strategy for 2013/14 Reviewed LED Strategy for 2014/15 Quarterly Identify anchor projects Terra Wind Energy Project Progress Report: The estimated budget for the project amounts to R1 650Bn, expected date for operation is October 2017. Local Community will own about 2.5% of the project. Currectly the project Status is as follows: . Full EIA Completed .3 years on site wind data collected Hard copies of report to Council
unit incoming and outgoing mail •Develop protocol for records management financial year correspondences, including posts/email. and records Public Participation To ensure involvement of all stakeholders in the affairs of the municipality. Number of minutes / oversight reports per structures; Involvement of community organisations in matters of local governance Promotion of participatory democracy and good governance Number of ward committee meetings held R3,200.000 Vote No? •12 Ward Committee meetings per ward (264) •4 Public Participation and Oversight meetings per year Number of meetings in the previous financial year 300 meetings Quarterly 75 meetings 66 Ward Committee meetings held during this quarter under review. 9 ward committee meetings did not sit as per their schedules. The reasons vary from resignation of a councillor and other ward, the members of the committee had a problem with the Ward Councillor. Request the Office of the Speaker to intervene. Copies of monthly reports Minutes of Ward Committee meetings Minutes of Public and Oversight meetings 4.3 DEPARTMENT PUBLIC SAFETY Community Safety Forum (CSF) To coordinate and facilitate CSF meetings Number of meetings held Reduce crime Reduce crime Number of successful CSF meetings held R0 4 meetings 4 meetings Quarterly 1 meeting 1 meeting held None Minutes Disaster Recovery Centre To keep a disaster recovery centre functional Number of identified risks and mitigated Number of identified risks and mitigated Approved Disaster Plan in place % of disaster reduction R676,553 Vote Review Disaster Plan Review Disaster Plan Monthly Risk assessment Risk assessment – 10 wards None Report 4.4 DEPARTMENT PLANNING AND ECONOMIC DEVELOPMENT Integrated Development Plan (IDP) To facilitate and promote integrated development and community involvement in the delivery of municipal services 2015/16 IDP adopted by Council Outcomes Integrated human settlements, access to services and efficient and effective delivery of services MSA Chapter 5 and revised IDP Framework Reviewed 2014/15 IDP Approved IDP Quarterly Review strategies, prioritise MTEF projects Integrate inputs and adopt draft IDP The draft ID was approved for public participation and subsequently approved by council on the 31 March 2015 Copy of final IDP signed off by Executive
4.5 DEPARTMENT SERVICES Annual Financial Statements To submit annual financial statements within the prescribed timeframe Annual financial statements and draft annual report submitted to AG by 31 Aug ito MFMA S126 Consolidated annual financial statements submitted to AG by 30 Nov 2014 ito MFMA S126 Outcome 9: Responsive, accountable, effective and efficient Local Government System Financially unqualified audit opinion Municipal Finance Management Act (2003) Municipal Structures Act (1998) Municipal System Act (2000) Vote No Financially qualified audit opinion 31 Aug 30 Nov 31 Mar Financially unqualified audit opinion Monthly Quarterly MFMA S126 Consolidated AFS submitted to AG by 30 Nov 2014 MFMA S126 Consolidated AFS submitted to AG by 30 Nov 2014 not applicable this only a process towards finally AFS due in 2015 August None n/a Audit outcome Budget-related Policies To review, adopt and implement the budget-related policies Number of budget- related policies reviewed through budget process Outcome 12: An efficient, effective and development oriented public service and an empowered fair and inclusive citizenship 5 policies Outcome 9: Responsive, accountable, effective and efficient local government system Outcome 9: Responsive, accountable, effective and efficient local government system Vote No 3 policies reviewed -SCM -Credit Control and Debt Collection -Indigent 5 policies Quarterly Submit 2 policies for review Reviewed SCM, Credit Control and Debt Collection Policy and Indigent Policy for consultation Reviewed SCM, Credit Control and Debt Collection Policy and Indigent Policy, Overtime policy, Subsistence and Travel Allowance Policy and Rates policy for consultation Clean Audit 2014 To achieve total compliance with the requirements of the MFMA (2003) Number of audit queries resolved Audit outcome Improved audit reports progressively leading to a clean audit report by 2014 Effective and efficient operation of the municipality Outcome 9: Responsive, accountable, effective and efficient local government system Vote No Unqualified audit opinion Financially unqualified audit opinion Monthly Quarterly Report on Audit Action Plan Audit Action Plan updated and submitted to Provincial Treasury and Council Hard copies of reports
Monthly Financial Reporting To submit monthly S71 reports Number of monthly S71 reports submitted Outcome 12: An efficient, effective and development oriented public service and an empowered fair and inclusive citizenship 12 reports from the Financial System submitted to Council, Provincial Treasury and National Treasury 10% Done on monthly basis 12 monthly S71 reports submitted to National Treasury 12 monthly S71 reports submitted to National Treasury Monthly Quarterly 3 monthly S71 reports 3 Monthly S71 Reports submitted to National Treasury Hard copies of S71 reports Supply Chain Management To ensure transparent, fair, equitable, competitive and cost effective SCM process Number of awards made through SCM processes 5% Quarterly SCM Reports % of awards made in line with SCM Policy Vote 4 quarterly SCM reports 4 quarterly SCM reports Quarterly 1 Quarterly SCM Reports submitted to Council Assets To account for assets Number of quarterly inventory stock counts Updated Asset Register 10% improvement accountability 10% improvement accountability GRAP compliant asset register % of inventory accounted for / number accounted for Vote GRAP asset register in place but still needs corrections 4 quarterly inventory stock counts Updated fixed asset register ready in Aug 2014 Quarterly Inventory stock count done Bank Account in terms of Section 11 of the MFMA (2003) To adhere to legislative requirements by reporting, withdrawals Number of reports Decreased non- compliance to Act and Regulations Decreased non- compliance to Act and Regulations Adherence to MFMA % of reports produced and submitted timely Deviations declared Vote 4 quarterly reports 4 Quarterly Reports, letters of deviations to AG, Treasury 1 Quarterly Investment withdrawals submitted to Council None None Indigent Register To update the indigent register and have Council approval Approved policy in time National Indigent Policy Guidelines (2002) FBW strategy FBE and FBAE policy FBS policy Free Basic Alternative Policy (2007) FBRR National Indigent Policy guidelines National Indigent Policy Guidelines (2002) •FBW strategy •FBE and FBAE policy •FBS policy •Free Basic Alternative Policy (2007) •FBRR National Indigent Policy Guidelines Indigent register and policies reviewed annually Approved indigent policy and number of indigents per policy Vote 5787 households 1 Jul 5780 households 12257 indigent registered households
4.2 Analysis for Early Warning for Good Governance and Public Participation Programme Planned objectives Planned indicators Reported on Number not achieved Department Percentage achieved Challenges sited Comments by PMS POE Confirmation Internal Audit comments KPA 4: GOOD GOVERNANCE AND PUBLIC PARTICIPATION TOTAL NUMBER OF OBJECTIVES 19 18 indicators/targets TOTAL NUMBER REPORTED ON 19 0 ALL AFFECTED DEPARTMENTS 100 % AFFECTED DEPARTMENT REGARDING NOT ACHIEVED TARGETS 19 Objective 20 indicators /targets 19 reported All Minus None n/a SUMMARY MORE AFFECTED DEPARTMENT(S) Dpt affected Nr of affected objectives indirectly Percentage affected Directly affected objectives OVERALL TOTAL POSSIBLY ACHIEVED OVERALL NR NOT ACHIEVED TOTAL NUMBER OF OBJECTIVES 0 0 0 0 0 0 0 COMPARISON OF DEPARTMENTS’ CONTRIBUTION TO KPA PER PRE-DETERMINED OBJECTIVES Corporate Services = 3 Public Safety = 2 Planning and economic Development = 1` Finance Budget and Treasury = 8 PMS = 2 Total number of Objectives =19 Performance in bar graph format as expressed in percentage form
Wasteful Expenditure To minimise wasteful expenditure Number of measures implemented in line with MFMA 1 Minus Not reported SUMMARY MORE AFFECTED DEPARTMENT(S) Dpt affected Nr of affected objectives indirectly Percentage affected Directly affected objectives OVERALL TOTAL POSSIBLY ACHIEVED OVERALL NR NOT ACHIEVED 25 % TOTAL NUMBER OF OBJECTIVES URGENT ATTENTION!! Finance 3 75 % 3 75% 4 OBJ Performance in bar graph format as expressed in percentage form Recommendation The department to critically consider giving attention to the objectives not met as this will have an impact at the end of the year