DEPARTMENT OF PUBLIC WORKSDEPARTMENT OF PUBLIC WORKS

PPRESENTATION TO THE PORTFOLIO RESENTATION TO THE PORTFOLIO COMMITTEE ON PUBLIC WORKSCOMMITTEE ON PUBLIC WORKS

DPW RESPONSIBILITIES AT ROBBEN ISLANDDPW RESPONSIBILITIES AT ROBBEN ISLAND

22 MAY 2012 22 MAY 2012

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PRESENTATION OUTLINEPRESENTATION OUTLINE

• STAKEHOLDERSSTAKEHOLDERS• AGREEMENTS WITH DAC/RIMAGREEMENTS WITH DAC/RIM• FUNCTIONSFUNCTIONS• CHALLENGESCHALLENGES• ISSUES RAISED BY PORT FOLIO COMMITTEEISSUES RAISED BY PORT FOLIO COMMITTEE

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Department of Public Works The Department of Public Works describes its mandate as “...the custodian and manager of all national governments’ fixed assets, for which other legislation does not make another department or institution responsible...”SA Heritage Resources Agency In terms of section 13 (1) of the National Heritage Resources Act 1999 (Act 25 of 1999), the general functions of SAHRA are inter alia to establish national principles, standards and policy for the identification, recording and management of the national estate. Heritage resources authorities and other relevant bodies (such as RIM) must function in accordance with the guidelines of SAHRA. Robben Island Museum Robben Island Museum functions under the auspices of the National Minister of Arts and Culture and SAHRA. In terms of the Cultural Institutions Act, 1998 (Act 119 of 1998), RIM has been declared a Cultural Institution. Its powers and functions are described in section 8 of the Act. Its primary function is to develop and operate the island as a national and international heritage and conservation institution. It is managing the Island as a living museum, and in particular, the collections and movable assets under its care. With regard to the immovable assets, Section 8 (1)(b) of the Act provides that it may inter alia hold, preserve and safeguard all immovable property placed in its care. This excludes the maintenance function.

STAKE HOLDERSSTAKE HOLDERS

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STAKE HOLDERSSTAKE HOLDERS Department of Arts and Culture

The Department of Arts and Culture (DAC) renders no direct services or manages any

of the national estate. It promotes arts and culture in South Africa. It administers

legislation through which it attains its objectives, such as the Cultural Institutions Act,

1998 (Act 119 of 1998); the National Heritage Council Act, 1999 (Act 11 of 1999) and

the National Heritage Resources Act, 1999 (Act 25 of 1999). The budget for RIM is

approved and motivated by the DAC.

Department of Environmental Affairs

The Department of Environmental governs all World Heritage Sites in South Africa and

has an obligation to regularly prepare reports about the state of conservation and the

various protection measures put in place at their sites. These reports allow the World

Heritage Committee to assess the conditions at the sites and, eventually, to decide on

the necessity of adopting specific measures to resolve recurrent problems.

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STAKE HOLDERS contd.STAKE HOLDERS contd.

World Heritage Committee•The purpose of the World Heritage Convention is to establish "an effective system of collective protection of the cultural and natural heritage of outstanding universal value". Articles 4-6 of the Convention state that World Heritage Sites belong primarily to countries, and that the nation state signing the treaty also agrees to do "all it can" to protect these sites

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AGREEMENTS WITH DAC/RIM

There are specifically two agreements in place that govern the functions of DPW on RI.A Memorandum of Understanding that was signed in 2006 and with amendments. This memorandum was signed between Department of Arts & Culture and Department of Public Works.A Service Level Agreement that was signed in 2006 between Robben Island and Department of Public Works. This agreement is out-dated and provisions as per the Government Immovable Asset Management Act must be incorporated in a future agreement. One of the requirements of the Integrated Conservation Management Plan further requires that this agreement must be updated and that it must include the role of Department Arts & Culture as well as the South African Heritage Resources Agency.

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FUNCTIONS KPAs STAFF SCOPE/AREA OF WORK

FINANCIAL PERFORMANCE

PROJECT MANAGEMENT

• Execute Capital and Planned Maintenance Projects

• Manage the provision of bulk utility services

3 Project Managers Scope/area of work determine by the needs of client.

Capital Projects:•Allocation 2011/12: R18 million•Expenditure 2011/12: R 13.6 million•12 projects

Maintenance Projects:•Allocation 2011/12: R7.7 million•Expenditure 2011/12: R8.2 million•3 Projects

WORKSHOPS Perform reactive Day to Day maintenance and emergency repairs.

•1 x Artisan Superintendent

•2 x Artisan Foreman(Carpenters)

•1 x Painter (vacant)•2 x Plumber, •1 x Bricklayer(vacant )•1 x Handyman •1 x Admin clerk•Electricians x 2, [this is a critical post] vacant

•Handyman post- 1 •4 x Tradesman Aid II

• Medic-clinic• Lighthouse • Power Station, • Final approach beacon

for Cape Town International Airport

• Landing lights on the runway

• Fog horn for misty weather

• Desalination plant• Sewage System• Assist with all function

(VIP & Ministerial)• Fire fighting services• Standby & After Hour

Emergency Services

Budget for Day to Day Maintenance:•Total budget for Arts and Culture 2011/12: R3.8 million•Expenditure for Arts and Culture 2011/12: R3.6 million•Arts and Culture include Robben Island, Iziko Museums, National Library and Afrikaans Taal Monument.

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FUNCTIONS KPAs STAFF SCOPE OF WORK FINANCIAL PERFORMANCE

HORTICULTURE Daily maintenance and upkeep of both formal and informal areas.

• 1 Horticulturist

• 1 Foreman

• 9 Groundsmen

• 1 Driver

• Fire break maintenance.

• Clear road perimeter (1.5 to 3 meter from road-side).

• Tree felling (dead, dangerous and alien trees).

• Mowing and gutting of both formal and informal grass areas.

• Maintenance of sport fields. (Cricket, rugby, soccer field and golf course.)

• Maintenance of 3 graveyards.

• Disposal of garden waste and garden waste management.

• Maintenance of air strip and helicopter pad.

• Coastal road clean ups.

• Landscape planning and implementation.

• Allocation for 2011/12: R790k

• Expenditure for RIM only 2011/12:R149k

• Budget is for entire region.

CHALLENGES

WorkshopsThe safekeeping and supply of material and spares Necessary expertise not available, hence the importance of filling the vacant posts.Residing on the Island with no amenities?

ProjectsConservation significance and the possible use of each building first to be determined by RIM before any project can be startedLimited capacity of the ferry to cart material and contractorsFerry often not sailing – either no staff, high seas or in use for something else

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ISSUES RAISED BY PORT FOLIO ISSUES RAISED BY PORT FOLIO COMMITTEECOMMITTEE

1. What is the R8.6 million spent on fuel? •The funds were spent to purchase fuel for the generators. These generators must generate electricity 24/7 for the complete Island. The fuel is purchased from RIM at a rate determined by RIM.   For the last 12 months R7.771.412,39 was paid to RIM for diesel and R819.000,00 was spent on the operating and maintenance cost of the generating plant.

2.Why are we only buying 40 L of fuel from petty cash and that for

six vehicles•According to procurement procedure on petty cash, we cannot exceed R500,00 this allows only 40l of petrol for workshop vehicles only. Horticulture purchase their own petrol. The Department was informed by Robben Island to reduce the quantity of petrol it transports to the Island due to permit restrictions and also to replace the petrol vehicles with diesel ones. The process of procuring the diesel vehicles has commenced and the regional office is awaiting the date of delivery from the service provider.

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ISSUES RAISED BY PORT FOLIO ISSUES RAISED BY PORT FOLIO COMMITTEE cont.COMMITTEE cont.

3. Why is the admin clerk waiting 3 weeks to a month for stationary•The processes followed to procure stationery can sometimes lead to periods of three weeks to a month delay in receiving such stationery, especially when the stationery is procured from outside service providers. The scheduling of the requisitioning of stationery will be improved to ensure the timeous delivery of stationary.

4. Why are the geysers bursting, is it because of the saltiness of the

water?•In the past (1996 -2003) when the geysers, toilets and fire hydrants were connected to the bore holes and the quality of the water was very brackish (very salty) the life cycle of the geysers was approximately 6 months. The kitchens were provided with fresh water from Cape Town. Since then a separate line was installed to all the houses providing good quality water to the entire house. There should at present not be any geysers bursting due to water quality or pressure problems, as all houses are fitted with pressure control units and the water quality is monitored daily. Geysers that are now bursting will be due to normal wear and tear.

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ISSUES RAISED BY PORT FOLIO ISSUES RAISED BY PORT FOLIO COMMITTEE cont.COMMITTEE cont.

5. When was the island 3 weeks without water?•In June 2010 the water membrane at the desalination plant was damaged (contaminated) by a severe red tide. A new membrane was ordered from Germany and took some time before it could be delivered. During this period bottled water was provided to the residents of the island by the contractor. Two 2500 L water tanks were also provided by the contractor which was kept full.

6.Why are the two rubber ducts parked and at what intervals are they tested to ensure that the 60hp engines which cost R70 000 are operational. For what are the rubber ducts used?7.Workshop is in possession of one Rubber duct not two. The Rubber duct has a petrol driven engine. It is not tested on regular basis because of the shortage of petrol on the Island. It is complying according to the local authority, meaning, it does have a sea worthy certificate which is due for renewal in 2012. Usage of the Rubber duct is only for emergency purposes, e.g. if someone gets ill during the course of the night, if all the boats are full and there is an emergency.

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ISSUES RAISED BY PORT FOLIO ISSUES RAISED BY PORT FOLIO COMMITTEE cont.COMMITTEE cont.

7. Is the sewage pipes blocked ?•No sewage pipes are blocked. Several of the sewage and main water lines were replaced and/or upgraded the past two years. There are normal blockages occurring and are rectified immediately.

8.Why is the horticultural section not cleaning the yards of the

houses•The practice in the Department is that where official accommodation is used the tenant must attend to the garden themselves.

9. Why is the staff not informed about the proposed FM contract•The staff have been informed on several occasions, the last occasion was on the 5th May 2011, where the workshop Superintendent together with Horticultural Supervisor, Director: Property Management, Principal Artisan Superintendent were given a full presentation on the proposed FM contract

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ISSUES RAISED BY PORT FOLIO ISSUES RAISED BY PORT FOLIO COMMITTEE cont.COMMITTEE cont.

10. What is happening to the school and the shop•The school falls under the Department of Education and it was closed due to the number of children and the shop is managed by Robben Island

12. What portion of the R3.8 million for Day to Day is allocated to RI

•The allocation is made to the Department of Arts and Culture as a department with no separation of the budget for a specific building or institution receiving.

13. Provide a breakdown of the 149K spend by horticulture

•Fuel, for lawnmowers, vehicles: R70 000

•Protective clothing: R24 000

•Spares end repairs to equipment: R35 000

•Horticultural items such as Fertilizer, plants, compost, etc: R20 000

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14. Why is the vacant post not filled, how many times were the posts advertised and what is the requirements of the postsa.Post: Painters (x7) Centre: Cape Town Ref: 2011/451 Advertised: 22 May 2011Closing Date: 3 June 2011 one post was identified for Robben IslandRequirement of the post: A completed Apprenticeship and passed Trade Test in terms of the Provisions of Section 13(2)(h) of the Manpower Training Act, 1981, as amended or a Certificate issued under the Provision of the Repealed Section of the same Act. Knowledge of Health and Safety will be a recommendation.Person identified for Robben Island declined the offer, post must be re-advertised.

b.Post: Painters (x1) Centre: Robben Island Ref: 2011/703BAdvertised: 30 Oct 2011 Closing Date: 11 Nov 2011Results: No suitable candidates. Requirement: A completed Apprenticeship and passed Trade Test in terms of the Provisions of Section 13(2)(h) of the Manpower Training Act, 1981, as amended or a Certificate issued under the Provision of the Repealed Section of the same Act. Knowledge of Health and Safety will be a recommendation.

ISSUES RAISED BY PORT FOLIO ISSUES RAISED BY PORT FOLIO COMMITTEE cont.COMMITTEE cont.

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c. Post: Artisan Foreman Electrical (x1) Centre: Robben Island Ref: 2011/697B Advertised: 30 Oct 2011 Closing Date: 11 Nov 2011

Submission sent to HO: 9 May 2012.

15. Why was the original report not submitted on the 16 March The original report was submitted by the regional office on the 15 March 2012 but due to an oversight it was not submitted to the Port Folio Committee and for this the Department apologises.

16. Why is the staff getting overtime for emergency work and after hours work performed when they stay on the island •Overtime is paid in excess of normal working hours whether it’s during the week or weekends. Prior approval from the supervisor is sought before it can be performed. Staff members who stay on the Island work normal working hours and if they are required to perform after hour duties is regarded as overtime.

•Emergency work is performed in the event that an emergency occurs, for this a standby roster will be done by the manager. Staff members on standby will be paid standby allowance, this is not the same as overtime.

•It is therefore possible for employees to get both standby and overtime at any given time due to the geographical location of RI as well as manpower/skills challenge

ISSUES RAISED BY PORT FOLIO COMMITTEE cont.ISSUES RAISED BY PORT FOLIO COMMITTEE cont.

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17. When last was Robben Island painted?              

The houses on the perimeter street were painted in 2010 and some off the other houses were done as requested. When a restoration project is done the relevant buildings are painted as part of the project. RIM will not allow for any painting to be done without their approval and they do not have the capacity to assess many areas at the same time.

ISSUES RAISED BY PORT FOLIO COMMITTEE cont.ISSUES RAISED BY PORT FOLIO COMMITTEE cont.

CAPITAL PROJECTS

  Allocation Expenditure CommentsProjects in planning R14.399.822 R6.852.925  Blue Stone Quarry     Project delayed due to RIM and SAHRA

disagreement on way forward

Conversion of Old Power Station in storage space

    Project delayed as RIM first had to decide on usage of space and set the requirements as specialised items will be stored

New FM Contract     Planning progressing well, but initial delays occurred as final decisions on what must be included was only given beginning May.

Restoration of WWII structures – 2nd phase

    Project delayed due to not being on the ICMP of 2007-2012, but on 2013 -2018

11. Provide a breakdown of the projects both capital and planned and deal with the under and over expenditure. Why are young people not used on the job

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  Allocation Expenditure CommentsProjects in construction R4.114.291 R6.534.215  Water and Sewage work     Term contract and progressing wellUpgrade, Maintenance and Operation of base load generating plant

    Progressing well, additional work was required and approved by DAC

  Allocation Expenditure CommentsProjects in completion phase R327.993 R295.184  Repairs and Renovations to Office accommodation

    Completed

Repairs and Renovations to Block A & C

    Completed

Repairs and Renovations of Maximum Prison

    Completed

Repairs and Renovations to Sobukwe complex

    Completed

PLANNED MAINTENANCE PROJECTS

  Allocation Expenditure CommentsProjects in construction R5.133.810 R4.966.458  Repairs and renovations to recreational facilities

    Project progressing well

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  Allocation Expenditure CommentsProjects in completion phase R2.594.652 R3.278.379  Repairs and Renovations to houses on perimeter street

    Completed

Repairs and Renovations to WWII structures phase 1

    Contractual additions due to delays cause by ferry problems as well as contract price adjustments

THANK YOU!THANK YOU!

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