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COMMUNITY LIBRARY CONDITIONAL GRANT

4th Quarter Performance:

2011/12 Financial year

Purpose & objective of the Purpose & objective of the GrantGrant

Goal is to enable South African society to gain access to knowledge and information that will improve their socio-economic situation. Purpose is to transform urban and rural community library infrastructure, facilities, and services (primarily targeting previously disadvantaged communities through a recapitalized programme at provincial level in support of local government and national initiatives.

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Improved library infrastructure and services that reflect the specific needs of the communities they serve. Presently 79 libraries have been renovated since the inception of the grant. Two libraries are under construction i.e. Mdantsane and Mount Ayliff libraries. This has improved library usage as these libraries are now accessible.

Transformed and equitable library and information services delivered to all rural and urban communities. During 2010/11 a total of 70,000 library materials have been purchased and delivered to public libraries.

Improved co-ordination and collaboration between national, provincial and local government on library services. The Stakeholders Consultative Workshop and library Summit has improved relationship with Municipalities.

Improved culture of reading. South African Library for the Blind benefits from the Grant by providing a special service for people with visual disabilities.

Improved staff capacity at urban and rural libraries to respond appropriately to community knowledge and information needs. Qualified librarians have been employed and deployed to public libraries. Opening and closing times at our libraries have since improved with 55% since these libraries now open 8hours a day due to additional staff appointed.

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Expected outcomesExpected outcomes

Summary of Summary of Expenditure as per economic Expenditure as per economic classificationclassification

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Project Budget Expenditure VarianceConstruction of Mdantsane Library

R26,671 R24,186 R2,485

Construction of Mount Ayliff Library

R5,000 R4,914 R86,000

Construction of Lady Frere Library(Professional fees)

R406,000 R0 R406,000

Construction of Tsolo Library

R150,000 R0 R150,000

Upgrading of libraries

R15, 976 R5,387 R10,589

Summary of Summary of Expenditure as per economic Expenditure as per economic classification:classification:

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Economic classification

Budget Expenditure Variance

Building and other fixed structures

R60,007 R47,801 R12,206

Goods & Services incl. Professional fees and furniture

R28,707 R21,784 R6,923

Compensation of employees

R13,530 R11,697 R1,833

Transfer to South African Library for the Blind

R2,000 R2,000M -

Machinery & Equipment R10,767 R8,855M R1,912

Outcome: Transformed and equitable library Outcome: Transformed and equitable library and information services delivered to all rural and information services delivered to all rural

and urban communitiesand urban communitiesOutput:Output:

Number of libraries provided with furnitureNumber of libraries provided with furniture

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Target Actual Variance0 20 No target was set for the 4th quarter

as the tender was advertised timeously. Technical challenges were identified during the award stage and it had to be re-advertised. The tender was finally awarded in January 2012 and service providers managed to deliver only for 20 libraries.

Outcome: Outcome: Improved Library infrastructure and services Improved Library infrastructure and services delivered to all rural and urban communities.delivered to all rural and urban communities.

Output: Number of Community libraries Output: Number of Community libraries establishedestablished

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Target Actual Variance0 0 Construction of libraries are multi-

year projects. Both Mdantsane and Mt Ayliff libraries are projected for completion in August 2012. Lady Frere and Tsolo libraries are at design stages as planned.

Outcome:Outcome:Improved Library infrastructure and services Improved Library infrastructure and services delivered to all rural and urban communities.delivered to all rural and urban communities.Output: Number of libraries upgraded and rehabilitatedOutput: Number of libraries upgraded and rehabilitated

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Target Actual Variance / Progress20 5 Projects for 2011/12 were submitted to

Public Works in February 2011(before the end of the 2010/11 financial year) but contractors were appointed on the last quarter of the last financial year. 12 Libraries that were carried over from 2010/11 financial were completed during 2011/12 and out of 20 libraries that were identified for 2011/12 only 5 were completed and remaining 15 Libraries have been carried over to the current financial year.

Outcome:Outcome:Improved Library infrastructure and services Improved Library infrastructure and services delivered to all rural and urban communities.delivered to all rural and urban communities.

Output: Number of modular libraries providedOutput: Number of modular libraries provided

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Target Actual Variance / Progress

12 8 Out of 12 Modular libraries, 8 have been delivered and paid for. The four could not be delivered due to the effect of the weather conditions on the roads.

Outcome:Outcome:Improved staff capacity at urban and rural Improved staff capacity at urban and rural

libraries to respond appropriately to libraries to respond appropriately to community needs.community needs.

Output: Number of qualified librarians appointed Output: Number of qualified librarians appointed and existing personnel compensated.and existing personnel compensated.

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Target Actual Variance

77 60 There is high staff turn over due to contractual appointment on conditional grant. 17 staff members have since resigned during the financial year.

Outcome:Outcome:Improved staff capacity at urban and rural Improved staff capacity at urban and rural

libraries to respond appropriately to libraries to respond appropriately to community needs.community needs.

Output: Number of library workers trainedOutput: Number of library workers trained

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Target Actual Variance

0 70 There was no target for the 4th quarter. Library workers that were trained in the last quarter were the ones that could not be trained in the 3rd quarter due to logistical challenges.

Outcome:Outcome:Improved culture of reading:Improved culture of reading:

Output: Increased number of users in librariesOutput: Increased number of users in libraries

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Project Expenditure Variance

7 7 Promotional and advocacy programmes were celebrated in all districts some culminated in Provincial events.

Constraints and Remedial Constraints and Remedial actionsactions

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Outcome Constraint Remedial action

Improved library infrastructure and services delivered to all rural and urban communities

Infrastructure projects are awarded to emerging contractors by Public Works and these contractors always have cash-flow challenges. This affect completion periods and service delivery.

Projects are submitted to Public Works timeously so that these contractors can start early and be able to finish their works within a financial year.

Constraints and Remedial Constraints and Remedial actionsactions

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Outcome Constraint Remedial action

Improved library infrastructure and services delivered to all rural and urban communities

SITA delays in billing because their invoices come from their Head Office.

Meetings to re-negotiate with SITA to de-centralize their billing system are held at National level. At Provincial level meetings are held with local SITA to pressurize them to submit invoices on time.

Constraints and Remedial Constraints and Remedial actionsactions

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Outcome Constraint Remedial action

Improved staff capacity at urban and rural libraries to respond appropriately to community needs.

Conditional Grant staff turn over: staff resigns constantly as a result of condition of their employment (Contractual). This impact on service delivery especially at public libraries as some libraries have to be closed again.

Conditional staff should be incorporated into Equitable Share to ensure sustenance and continuity.

Monitoring capacityMonitoring capacity

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• The Department has a monitoring and evaluation unit under Strategic Planning Management component that is assisting in ensuring that projects are done according to plans( Business Plan; Annual Performance Plan& Operational Plan). Reporting is done quarterly.

In-Year-Monitoring is done internally to check the spending patterns as against cash-flow projections. These reports are then sent to Provincial and National Treasuries (through DAC).

Monthly and quarterly reports are submitted to DAC and quarterly reviews are held with DAC in compliance with Division of Revenue Bill (DORA)

Conditional Grant has its administration unit with the Project Manager ; Acquisitions and Admin. Officers.

Provincial Evaluation Committee monitors performance of community grant through out the year.

AchievementsAchievements

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New Libraries: Mt Ayliff and Mdantsane libraries are on the last phases and due for completion in August 2012.

11 Containers are functional with qualified personnel and 8 Modular libraries have been delivered to rural areas during.

Outdoor learning equipment :Jungle gyms have been installed in 15 Libraries through out the province.

Since the inception of conditional grant, the department has managed to renovate a total of 84 out of 120 libraries through the province.

Detection systems have been installed in all identified libraries. Presently, the Province has provided internet and e-mail facilities to

a total of 88 (eighty-eight) libraries. 11 Libraries are providing services for people with visual disabilities.

Conclusion Conclusion

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The high priority in the Province is provision of infrastructure to our libraries. Infrastructure is too technical and has to be outsourced to implementing agents i.e. Public Works & Coega.

Due to appointment of librarians, libraries that were closed and others opening for short hours are now operating normally.

Irrespective of the challenges that we are encountering, there is improvement in terms of spending on infrastructure. During the last financial year the province spent 73% of its budget and for 2011/12 80% has been spent.

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THANK YOU!