To effectively collect revenue To manage the implementation of the Property Act To monitor and manage the growth in debtors To monitor the extent of bad debt To refrain the financial viability of the municipality To send out consumer accounts timeously To monitor the effective working of statutory funds To ensure that all vehicles are licensed To test and issue licences Good Governance and Public Participation To prepare the IDP within the prescribed legal guidelines To ensure client satisfaction To prepare an Annual Report To encourage public participation in all council activities To keep the general public informed of Council activities and initiatives To review the municipal Communication Policy and Plan To approve the recognition system for best performers To assist the community even during lunch time To improve service delivery To ensure that all employees and councillors wear name badges as per approved budget To develop an HIV/AIDS Strategy To review the Indigent Policy Powers, function and duties of the Municipality: In terms of Section 156 (1)(a), Chapter 7 of the Constitution of the Republic of South Africa, 1996 read with Section 83 (1), Chapter 5 of the Local Government: Municipal Structures Act (No. 117 of 1998), the Municipality has the following powers, functions and duties; Schedule 4B of the Constitution of the Republic of South Africa, 1996. Air pollution; Building regulations; Child care facilities; Electricity reticulation; Fire fighting; Local tourism;
Spending on renewal of existing infrastructure to eliminate backlog (Rand R200,000 Spending on renewal of existing infrastructure to eliminate backlog (Rand 000). Spending on maintenance to ensure no new backlog created (Rand 000) R200, 000 Total spending to eliminate backlogs (Rand 000) R400, 000 Roads Backlog Backlog to be eliminated (No. of households not receiving minimum standard of service) R146,969 District was resp. District was resp. R155,720 R3,400 MIG R3,400 MIG R153,726 R6,297 MIG R6,297 MIG Backlog to be eliminated (percentage –HH identified as HH in the Municipality) Spending on renewal of existing infrastructure to eliminate backlog (Rand 000) Spending on maintenance to ensure no new backlog created (Rand 000) R380,000 Total spending to eliminate backlogs (Rand 000) Building and zoning plans 2010/2011 Application outstand 1 July 2010 Category Number of new applications received 2010/2011 Total value of applications received Rand Applications outstanding 30 June 2011 0 Residential new 6 R1,901.500 0 0 Residential additions 2 R122,250 0 1 Commercial 1 R847,500 0 0 Industrial 0 0 0 0 Other 0 0 0 CHAPTER 3: RESOURCE, LEADERSHIP AND MANAGEMENT
Strategic planning and monitoring; Responsible for Effective and efficient of decisions of Council; Internal audit; Political office bears and structures advice; and Financial Provincial and National Govt.; Revenue management; Debt management; Expenditure management; Financial reports; Budget control and monitoring; Procurement; Financial control ; and Budget formulation Facility for Human Resource Security and cleaning; Legal services; Fire fighting; Council support; Disaster Planning and Land Use Management; Housing Development Facilitation; Electricity and gas reticulation; Street lighting; Responsible for air pollution; Responsible for municipal public works; Responsible for storm water management; Responsible for cleansing; Responsible for fencing and fences; Responsible for municipal Libraries; Billboards; Street trading; Traffic and policing; Motor licensing; Roadworthy testing; tourism; Promotion of Economic Development; Responsible for cemeteries and crematoria; Responsible for burial of animals; Responsible for local sports facilities; Responsible for markets; Responsible for municipal abattoirs; Responsible for municipal parks and recreation; Responsible for refuse removal, refuse dumping site and solid waste management. Senior Management: All three (4) senior managers (Heads of Departments) have been appointed together with the Municipal Manager during the period under review. Directorate Director Responsible Committee Municipal Manager V.M. Kubeka Mr (since 18 February 2002) Council and Oversight Committee Chief Financial Officer G.P.N. Mhlongo (17 March 2010) Budget and Treasury Committee and Budget Committee. Director Corporate Services M.K. Matlala Mr ( 2010) Corporate Services Committee. Director Technical Services RS Technical Services Committee. Ntshangase
Mr ( 09 May Director Community Service TO ( 03 May Community Service Committee Employment Equity Development The Municipality had developed and approved the employment equity plan for 2011/2012 and this plan is being reviewed from time to time. Mr TO Mthethwa was appointed the equity manager and he sits in all the recruitment, selection and appointments committee to give the report on the implementation of the plan in this regard. Annual reports are submitted to the Department of Labour on this matter. There has been no major improvement in this regard. (See the table below) Employment Equity Implementation Designation Group Group Women Total Top Management (HOD) 4 0 1 5 Middle Management (MANCO) 7 0 1 8 Professional Staff 6 1 3 10 Hundred (100%) percent of the total top management is made up of the designated group while non-designated group is zero (0%) percent. The middle management is one hundred (100%) percent designated group. Seventy five (75%) percent of the professional staff is made up of the designated group and twenty five (25%) percent is the women. This is a slight change from the previous year which is in the right direction. See the table below to illustrate figures;
Other R 0 0 V.M. Kubeka Manager) R487,841 0 0 0 R271 776 0 R759,617 GPN (CFO) R334,237 0 R175,172 0 R509,408 Senior R596,295 0 R442,200 0 R1,038,495 Pension and medical aid funds statistics: The below illustrates contribution by the Municipality to pension funds and medical aids; Pension Fund Description No of Members Employees Contribution Employers Contribution Total joint Municipal Employees Provident Fund (5%) 30 R101,910.64 R197, 826.54 R299, 737.18 Employees Provident Fund (7%) 9 R45, 234.11 R87, 807.39 R133, 041.5 Employees Provident Fund (9.5%) 5 R36, 781.23 R71, 398.86 R108, 180.09 Superannuation Fund 4 R110, 632.55 R102, 455.27 R213, 087.82 Retirement Fund 3 R12, 423.73 R37, 271.2 R49, 694.93 Government Employee Pension Fund Nil Nil Nil Nil Municipal Councillors Fund 7 R119, 495.56 Nil R119, 495.56 Total 58 R426, 477.82 R496, 759.26 R923, 237.08 Medical Aids Description No of Members Employees Contribution Employers Contribution Total
The Municipality had developed a workplace skill development plan which was approved by Council. CHAPTER 4: SERVICE DELIVERY REPORT The Municipality developed a performance management plan at the level of the heads of departments and an organisation score card was developed. Performance was recorded by municipal officials and it appears in the tables below; DEPARTMENTAL SCORECARD FOR THE MUNICIPAL MANAGER 1 JULY 2010 – 30 JUNE 2011 Ref No. LEGISLATIVE KPA MUNICIPAL KPA DEPARTMENTAL KEY PERFORMANCE INDICATOR PROJECT OR PROGRAMMERS DESCRIPTION MID-YEAR TARGET ANNUAL TARGET FREQUENCY / TIMELINE MID YEAR REPORT ANNUAL REPORT (FINAL) MM1 Municipal transformation and Institutional Development Institutional Development Delegation policy To review the Delegation Policy Delegation policy in Delegation policy in place. Annually A delegation policy is in place and all Heads of Departments have been given a policy. A delegation policy is in and all HODs and Councillors has a policy. MM2 Municipal Transformation and Institutional Development Internal relations To strengthen relationships between administration and council and its committees Council resolution adopted. 1 process plan Annually A process plan was approved by Council to address the internal relations A process plan was approved by Council and it addresses internal relations. MM4 Municipal Transformation and Institutional Development Good Governance Number of SCOPA reviewed To review the effectiveness of in place To review the of SCOPA by June 2011 Quarterly A meeting shall sit on the 10 March 2011. A meeting was held on the 10 March 2011 which is the only meeting scheduled for the year.
MM9 Good Governance Traditional Leadership Forum To establish a Traditional leadership Forum which will meet quarterly Minutes of joint meetings. 2 meetings Four meetings Quarterly Agreements were reached with administrator at the office of the Traditional leaders in Newcastle that joint meetings be held. Traditional leadership was of the view that a meeting be held with the new Council. MM10 Municipal and Institutional Development Council To institute regular meetings of party whips in order to have fully functional council. Four parties’ whips meetings held minutes. 2 meetings Four whips meetings Quarterly One meeting was held by December 2010. Two (2) meetings of the Chief Whips were held. Ref No. LEGISLATIVE KPA MUNICIPAL KPA DEPARTMENTAL KEY PERFORMANCE INDICATOR PROJECT OR PROGRAMME DESCRIPTION MID-YEAR TARGET ANNUAL TARGET FREQUENCY / TIMELINE MID YEAR REPORT ANNUAL REPORT (FINAL) MM11 Good Governance and Public Participation Public Participation To encourage strong public presence at Council meetings Access register records Placed all Council agendas at the library Placed all Council agendas at the library Quarterly Members of the public do get agendas at the library and therefore attends Council meetings. Agendas of Council are placed in the library for the public to get hold of them.
Ref No. NATIONAL KEY PERFORMANCE AREA MUNICIPAL KEY PERFORMANCE AREA KEY PERFORMANCE INDICATOR MID-YEAR TARGET FREQUENCY TIMELINE MID YEAR REPORT FINAL ANNUAL REPORT ANNUAL TARGET CFO1 Municipal Financial Viability and Management Credible database To develop local suppliers database Credible database forms in place Monthly Credible data base has been created it is 70% complete The database was developed 1 Suppliers database by June 2011 CFO2 Economic Development External Investments To promote Investment attraction At least one potential investor should have made a presentation to one of the Council portfolio committees Monthly One potential investor has shown interest and a presentation is scheduled for the next council in March 2011. A presentation has been done by the Chinese for the development of an industrial centre, together with the development of a small scale shopping mall. 1 presentation was made by a potential investors To have one investment finalised by 30 June 2011. CF03 Local Economic Development Local Economic Development To establish partnership with LED institutions Contact with LED should have been established. Quarterly Still in the process of establishing partnership with LED. Due to the vacant position of the IDP officer not filled prior the financial year end the performance target is delayed. 1 LED forum to be held by June 2011 CFO4 Financial Viability and Management Asset register To compile an updated register of all council assets An asset register should been updated by 31 January 2011. Quarterly The municipality does have an asset register, it is currently being updated to accommodate new assets that have been acquired for Asset register completed 1 Asset register completed by the 30 June 2011
2010/2011 it is% 100 updated CFO5 Good Governance and Public Participation Ward committees To pay ward committee travel reimbursement per meeting At least three (3) Ward Committees should be satisfactory paid travelling fees on time. Monthly Ward committees are paid on a regular basis. Ward 1,3,4 are paid immediately after their monthly meeting. There is still a challenge with ward 2. Claims are not submitted on time to the BTO office which result in delays when it comes to the paying of their claims. Ward Committees were paid R100 per seating CFO6 Financial Viability and Management Revenue MANCO to review the revenue enhancement strategy document A draft enhancement strategic document work shopped at a policy workshop to be arranged Quarterly The Revenues enhancement strategy has not yet been work shopped, the plan is to workshop the document together with the budget and IDP before the approval of the Final IDP and Budget. Revenue strategy was reviewed 1 Revenue enhancement strategy CFO7 Financial Viability and Management Indigent Register To finalize the review of indigent register The indigent Register has been rewied and presented to council for approval Annually The Indigent register has been finalised and approved by the Previous Council Municipality needs to aligned the indigent policy with the rates policy then source funds to write off the debt. The indigent register was reviewed 1 Indigent register by June 2011
CFO8 Financial Viability and Management Procurement To develop a credible form to ensure compliance into a database that is compliant for 2010/11 financial year. A credible database form would be in place and used for the 2010/2011 financial year. Annually A credible database form has been developed and is currently in use. The credible database form was developed 1 credible form by June CFO9 Financial Viability and Management Clean Audit To the 2009/10 issues and extended Manco to work on the management letter. Five (5) Management Committee meetings should be held by December 2010 to look at the audit queries. Monthly We have had about 2 Management committee meetings to look at audit queries due to capacity problems it was not possible to meet as regular. The dash board audit was also conducted looking at how previous queries have been resolve. 90% of issues on the dash board report were cleared 85% of the outstanding audit queries should be resolved CFO10 Financial Viability and Management Debtors Management To do major data cleansing on the current debtor’s book, be able to classify debtors according to their different categories e.g. Indigent, pensioners 50% of the work should have been started by this time Monthly The process of data cleansing to be incorporated during the implementation of the new financial system where records should be screened prior being loaded on to the new system of the new system in progress. Debtor’s module still to be Implementation of the new system in progress. Debtor’s module still to be implemented.
Ref No. NATIONAL KEY PERFORMANCE AREA MUNICIPAL KEY PERFORMANCE AREA KEY PERFORMANCE INDICATORS MID-YEAR TARGET ANNUAL TARGET LINE MID YEAR REPORT ANNUAL REPORT (FINAL) Good Governance and Public Participation Ward Committee Policy To develop a ward committee policy One policy developed 1 ward committee policy yearly Policy attached The policy was developed and completed CORP 2 Good Governance and Public Participation Ward Committee To develop a ward committee database One policy developed 1 ward committee database Quarterly Database attached The database was and completed developed CORP 3 Good Governance and Public Participation Ward Committee To do a skills audit on ward committees One Skills Audit Report 1 skills audit Quarterly Skills report part of Ward Committee database (attached) A skills was completed and report done Corp 4 Good Governance and Public Participation Integrated Development Plan (IDP) To include ward committee plans in the IDP 2 ward plans by December 2011 4 ward plans by June 2011 Quarterly Ward Committee included in the IDP year planner. Attached The year planner was been developed CORP 5 Good Governance and Public participation Ward committee To establish ward committee sub structures 2 ward committee sub structures 4 ward committee sub structures Quarterly Substructure to be constituted by June 2011 amongst new ward committee members Ward Committee Members were drawn from community structures CORP 6 Good Governance and Public Participation Ward Committee To have ward committee monitoring mechanism in place Minutes of meeting held kept in the department A monitoring mechanism in place by June 2011 Quarterly Monitoring system includes signing of out of pocket claims by councillors and DCS, minutes of meetings submitted for filing. Minutes from ward 1 and ward 2 were captured CORP 7 Municipal Transformation and institutional Development Skills profiling of Sec 57 Managers and line managers To audit skills, evaluate and grade posts. All Sec 57 Managers profiled. The rest of line managers and staff profiled. Quarterly Sec 57 profiles contained in gap skills profile of COGTA. The MDB report was compiled CORP 8 Municipal Transformation and institutional Development Review of all policies and of the Municipality To review delegation of powers and policies and publish bylaws Fifteen (15) policies and seven (7) bylaws reviewed and publicised for public comments All policies of Council and by laws reviewed and publicised. Quarterly Bylaws published on 10 February 2011. Municipal Policy Reviews in process to be The By-laws were reviewed using the Provincial Standard By-laws
for public comments concluded 30 June 2011. CORP 9 Municipal Transformation and institutional Development Development and implementation on WSP for 2010/2011 To review and submit WSP to LGSETA for 2010/2011. Verify budget for training and align it with WSP. MISG used for training in line with the WSP WSP reviewed and submitted to LGSETA. Quarterly WSP submitted to LGSETA on 25 June 2011. WSP was developed and training was aligned to it CORP 10 Municipal Transformation and institutional Development Review of the organisational structure To streamline similar functional to formulate job descriptions Labour Forum discussed and the new organisational structure New organisational structure Quarterly Approved organ gram attached The organogram was reviewed and aligned to the IDP objectives CORP 11 Municipal Transformation and institutional Development Corporate Image To refurbish the walls, name tags for offices, name tags of staff. All members should have and wear name tags during office hours. All offices and staff should have name tags and the walls should be furbished Quarterly One workshop per department is held before 30 June 2011 Name tags were purchased and used CORP 12 Municipal Transformation and institutional development Batho-Pele To induct new and current staff members on and to develop service delivery charter. All new staff members should be inducted by the second month of their appointment New and existing members should be inducted by June 2011. Quarterly All office staff, offices and vehicles tagged. Batho Pele Service Charter was developed and policies were reviewed CORP 13 Municipal Transformation and institutional development Council support functions. To appoint Council Secretary. Proposal to create post of council secretary sent to council with motivation Council Secretary should be appointed by June 2011. Quarterly Report to be brought to Council for approval of Council Secretary post converted to fix term period. The proposal was withdrawn by council. The post of committee officer was kept CORP 14 Economic Development Employ staff To advertise and employ of the Municipality. All Sect 55 vacancies and advertised should be filled by December 2010. All vacancies advertised be filled. Quarterly employment is ongoing. Staff turnover is at 90%. Staff recruitment policy was reviewed CORP 15 Municipal Finance Viability and Management Develop job descriptions To do job descriptions and role clarification by communicating to all employees. All current staff members shall have a job description that is approved and signed by all parties. Job description of all members should be in place by June 2011. Quarterly Traffic office in existence Two staff member to be sent for Training Additional examiner to be employed Job descriptions were developeed
processes observed at all CORP 25 Good Governance and Public Participation % Implementation of the Employee Wellness Plan (including the HIV/AIDS in the workplace policy) To progressively develop and implement strategic policies. HR Policies that include employee wellness adopted Employees referred to experts when need arises Quarterly Bylaws reviewed annually Employees referred to experts when need arises CORP 26 Good Governance and Public Participation % cascading of the Performance Management Policy and System to all none Section 57 Managers. To progressively develop and implement strategic policies. IT, Records and HR reports to form part of portfolio reports All portfolio meetings include line function reports Quarterly Line function reports included in the portfolio and monthly reports Portfolio report compiled CORP 27 Good Governance and Public Participation % referral to Council generated services delivery queries To ensure adequate support to Council and Council Committees and provide legal services thereto. All bid documents to be fully filled and legally compliant All bid documents legally compliant Quarterly Protection Services, Caravan Park, Game Part to submit annual tentative overtime schedule to minimise budget orientated/pushed overtime. Contracts developed for all projects through bid documents CORP 28 Good Governance and Public Participation % implementation of the plan to address in the management letter (Departmental) To ensure effective fiscal discipline through continuous monitoring and reporting Present and update on the dashboard report in Manco meetings Reduction in Dashboard quiries Quarterly 90% of issues raised in the dashboard report addressed Dash board was a standing item in Manco meetings CORP 29 Good Governance and Public Participation % revision and updating of Municipal by laws To guide the promotion of adherence to Municipality by laws To customise Provincial Standard By-laws By-laws Quarterly 10 Standard prepared and awaiting approval Standard Provincial By-laws were sourced
Vending Machine November 2010 No. Consultant/Service Provide Type of Project Contract Value 1 Syntell Networks Prepaid Electricity Vending Machine R3,970.04 December 2010 No Consultant/Service Provide Type of Project Contract Value 1 P & N Environmental Consultants Management of the Game and Caravan Park R8, 758 2 Syntell Networks Prepaid Electricity Vending Machine R3,851.93 January 2011 No Consultant/Service Provide Type of Project Contract Value 1 P & N Environmental Consultants Management of the Game and Caravan Park R8, 758 2 Syntell Networks Electricity Prepaid Vending Machine R3,851.93 February 2011 No Consultant/Service Provide Type of Project Contract Value 1 P & N Environmental Consultants Management of the Game and Caravan Park R8, 758 2 Syntell Networks Prepaid Electricity R3,851.93
Vending Machines March 2011 Consultant/Service Provide Type of Project Contract 1 Fujitsu Support and Monthly charges 0 April 2011 No Consultant/Service Provide Type of Project Contract Value 1 P & N Environmental Consultants Management of the Game and Caravan Park R8, 758 2 HSK Simpson Valuation Roll R9, 166.64 3 Payday Payroll system R9,587.40 4 Syntell Networks Prepaid Electricity Vending Machines R7,703.86 May 2011 Consultant/Service Provide Type of Project Contract Value 1 P & N Environmental Consultants Management of the Game and Caravan Park R8, 758 2 Syntell Networks Prepaid Electricity Vending Machine R3,851.93 3 HSK Simpson Valuation Roll R9,166.64 4 Pay Day Payroll system R6,537.9 June 2011 No Consultant/Service Provide Type of Project Contract Value
March 2011 Consultant/Service Provide Type of Project Contract 1 Fujitsu Support and Monthly charges R54, 706.41 2 Lekwa Consultants Professional fees R96,588.48 April 2011 Consultant/Service Provide Type of Project Contract 1 Fujitsu Financial system support R13,699.22 May 2011 Consultant/Service Provide Type of Project Contract 2 Fujitsu Support & License fees R36,153.09 3 CQS Business Integrity Financial Statements Software R78,565.38 4 Lekwa Consultants Professional fees R49,159.03 June 2011 No Consultant/Service Provide Type of Project Contract Value 1 P & N Environmental Consultants Management of the Game and Caravan Park R26, 274. 2 Bluepoint Draft LED Strategy & IDP R65,208 3 CQS Business Integrity Financial Statements Software R19,926.06 4 P & N Environmental Consultants Management of the Game and Caravan Park R26,274 Consultants that were paid more than one hundred thousand (R100, 000) rand but less than one million (R1m) rand. September 2010 No. Consultant/Service Provider Type of Project Contract Value 1 Ernst and Young GRAP conversion R351,800