draft service delivery and budget implementation plan … · deal with it and take an action to...

UMzimkhulu Municipality

DRAFT

Service Delivery and Budget Implementation Plan for the Year

1 July 2014 to 30 June 2015

UMZIMKHULU MUNICIPALITY

DRAFT SERVICE DELIVERY AND BUDGET IMPLEMENTATION PLAN

2014/2015

DRAFT SDBIP 2014/2015 Page 2 of 131

TABLE OF CONTENTS

FOREWORD BY HIS WORSHIP THE MAYOR .......................................................................................................3

1 INTRODUCTION BY THE MUNICIPAL MANAGER ........................................................................................3

2 MONTHLY PROJECTIONS OF REVENUE TO BE COLLECTED BY SOURCE .......................................... 10

3 MONTHLY PROJECTIONS OF OPERATING AND CAPITAL EXPENDITURE FOR EACH VOTE ............. 15

4 QUARTERLY PROJECTIONS OF SERVICE DELIVERY TARGETS AND PERFORMANCE

INDICATORS FOR EACH VOTE ................................................................................................................. 22

5 WARD INFORMATION ................................................................................................................................ 123

6 THREE-YEAR DETAILED CAPITAL WORKS PLAN .................................................................................. 126

7 CONCLUSION .............................................................................................................................................. 129



2014/2015


FOREWORD BY HIS WORSHIP THE MAYOR

I am very grateful and thrilled to present the Service Delivery and Budget Implementation

Plan (SDBIP) for 2014/2015 financial year.

Section 69(3) (a) of the MFMA requires the accounting officer to submit a draft SDBIP to

the mayor no later than 14 days after the budget and drafts of the performance agreement

as required in terms of the 57(1) of the Municipality Systems Act.

Once the SDBIP is finalized, the council needs to take cognisance of the document, so

that they can play oversight function more effectively. The document helps to hold the

management accountable in the delivery of services to UMzimkhulu community. The

document comprises of the revenue and expenditure projections provided by the budget

office of the municipality. It encapsulates the vision of the municipality in its endeavors to

achieve the goals through IDP.

The council should take it upon itself that the implementation is not compromised and the

managers are held accountable to all activities being performed within the municipality.

The council will use the SDBIP to measure officials performance particularly managers

who account directly to the council.

I then tender the SDBIP to you which has been approved by me for 2014/2015 financial

year. I therefore stand firm that the SDBIP will be monitored without doing any favor or

prejudice. If there is a deviation in terms of performance, the council will unequivocally

deal with it and take an action to rectify underperformance.

His Worship

M.P. MPABANGA

THE MAYOR

UMzimkhulu Municipality



2014/2015


1. INTRODUCTION BY THE MUNICIPAL MANAGER

It is with great pleasure that UMzimkhulu municipality has accorded with two certificate of

recognition for a clean audit in 2012/2013 financial year. This happens after enormous

financial leverage that UMzimkhulu municipality is receiving from external stakeholders. It

moves steadily towards becoming a town than a village. The focal point now is to stimulate

economic growth and ensure that the economy is able to absorb labour, eventually reduce

unemployment.

The Service Delivery and Budget Implementation Plan is developed in order to monitor the

plans prioritised for implementation in 2014/2015 financial year. The council will use it as a

yard stick to measure the municipalitys performance against the set objectives. Ultimately,

the members of the community will have to play a role in ensuring that the interaction is kept

in intact. Public participation ensures that our people are conversant with the municipalitys

programs.

The IDP and Budget for 2014/2015 have been synergised and the municipality will be able to

implement its programmes effectively. The Budget is cash backed, it is not inflated and it is

being augmented by the Division of Revenue Act which deals with allocations to

municipalities. Therefore, the council has formulated policies to guide the implementation of

the budget as well as monitoring. The SDBIP is a key component of the municipalitys long-

term financial forecasting and planning model. The SDBIP serves as contract signed between

the administration, council and community expressing the goals and objectives set by the

council as quantifiable outcomes that can be implemented by the administration over the next

twelve months.

The SDBIP sets the tone of what will transpire in the next financial year in terms of municipal

objectives and goals. As alluded above that it is a mutual contract or agreement between the

Mayor and the Municipal Manager as well as the Senior Managers. By law the Mayor should

peruse the document in order to ascertain himself and for the council the authenticity of the

document. Then the Mayor will have to append his signature.

The Municipal Manager Zweliphansi S. Sikhosana



2014/2015


1.1 Vision, Mission & Core Values

Vision

To become an economically viable Municipality by 2030

Mission

Is to develop our institutional capacity by using all resources at our

disposal to deliver quality and sustainable services through public

participation

Core Values

Commitment

Our councilors and employee pledge to serve the community of UMzimkhulu with dedication,

integrity and in a transparent manner affirming their constitutional right.

Accountability

In recognition of the centrality of our municipalitys commitment to serve, we will actively promote a

culture of holding our Councilors and Employees accountable for their actions, positive and

otherwise.

Professionalism

Our approach to work and service is driven by the ethos of competency and excellence. We will

continuously develop our Councilors and Employees to ensure that they stay on top their service

game.



2014/2015


Legislative Mandates

In terms of Section 53 (1) (c) (ii) of the Municipal Finance Management Act, Act No 53 of 2003, the

Service Delivery Budget and Implementation Plan is defined as a detailed plan approved by the Mayor

of a Municipality for implementing the Municipality's delivery of municipal services and its annual

budget, and must indicate the following:

(a) projections for each month of

(i) revenue to be collected, by source; and

(ii) operational and capital expenditure, by vote.

(b) service delivery targets and performance indicators for each quarter, and

(c) any other matters prescribed.

According to Section 53(c)(ii) of the Municipal Finance Management Act, the Mayor is expected to

approve the Service Delivery Budget Implementation Plan within 28 days after the approval of the

budget In addition, the Mayor must ensure that the revenue and expenditure projections for each

month and the service delivery targets and performance indicators as set out in the Service Delivery

Budget Implementation Plan are made public within 14 days after their approval.

As per Municipal Finance Management Act Circular No 13, National Treasury currently prefers not to

prescribe other matters to be included in the Service Delivery Budget and Implementation Plan. This is

to ensure good governance and accountability on the part of Municipalities. However, there are five

minimum requirements that the National Treasury requires to form part of the Service Delivery Budget

and Implementation Plan (Municipal Finance Management Act Circular No. 13). These are outlined

below:

1. Monthly projections of revenue to be collected by source;

2. Monthly projections of expenditure (operating and capital) and revenue for each vote;

3. Quarterly projections of service delivery targets and performance indicators for each vote;

4. Ward information for expenditure and service delivery; and

5. Detailed capital works plan broken down by ward over a 3-year period.



2014/2015


In terms of the Municipal Finance Management Act, a Vote is a Department or a functional area of a

Municipality and represents the various levels at which the Council approves the budget.

As indicated by the National Treasury in Municipal Finance Management Act Circular No 13, the

biggest challenge for Municipalities is to develop meaningful non-financial service delivery targets and

indicators.

1.2 The DRAFT SDBIP Process at UMzimkhulu Municipality

Strategic direction

and priorities set

by Council

Municipal Budget Policy

Statement with indicative

allocations for Revenue and

Expenditure including initial

tariff modelling etc. (Prepared

by the municipal Budget &

Treasury Office)

Draft Departmental SDBIPs with

proposed monthly and quarterly

projections for the 1st year and

annual projections for the two

outer years rolled up into the

draft SDBIP

Department 1

SDBIPDepartment 2

SDBIP

Department 3

SDBIP

Draft SDBIP

Draft Budget with

proposed annual

measurable

performance indicators

and projections for outer

two years

Approved Budget

Approved SDBIP with

monthly projections for

revenue and expenditure

and quarterly projections for

service delivery targets and

performance indicators

Approved annual

performance agreements for

municipal manager and

senior managers

Figure 1: SDBIP Process

The Service Delivery and Budget Implementation Plan is a consolidated document, which incorporates

and takes into account information contained in the Integrated Development Plan of the Municipality,

Operational Plans for each Department and the budget statements for each Department within the

Municipality. Resultantly, the completion of the Service Delivery and Budget Implementation Plan

hinges on the finalization of the above documentation.



2014/2015


The UMzimkhulu Municipality began its budgeting process during the 2013 year, in which Municipal

Officials participated in a strategic planning session. Input into the Departments strategic objectives

and outputs for the 2014/2015 budget year were gathered and formed the basis of the individual

Departmental Operational Plans.

Assigned to these strategic objectives and outputs were a set of targets, which the Municipal Officials

viewed as vital to achieve in order to meet the service delivery requirements of the UMzimkhulu

Community.

Subsequently, the Integrated Development Plan of the Municipality was completed. Information in

each Departmental Operational Plan was consolidated with other relevant information to complete the

Integrated Development Plan. Departmental budgets were developed after thorough consultative

procedures with the relevant stakeholders

With all the relevant information needed for the Service Delivery and Budget Implementation Plan,

work began to fulfill the requirements of Section 53 of the Municipal Finance Management Act. Initially,

meetings were held with the relevant Departmental heads and staff, in which their Operational Plan

and budget statements for 2014/2015 year were discussed These discussions facilitated the alignment

of the strategic objectives and outputs to the budget statements, allowing for expenditure to be

projected across the 2014/2015 year in terms of the service delivery targets set for the strategic

objectives and outputs.

A Three year detailed Capital Works Plan was also compiled, which is a fair projection of capital

expenditure to be incurred by the Municipality. Once complete, the above information was

consolidated into the Service Delivery and Budget Implementation Plan.



2014/2015


1.3 Strategic Outcomes

Figure 1: Strategic Outcomes

MUNICIPAL TRANSFORMATIONAL AND

INSTITUTIONAL DEVELOPMENT

KPA

LOCAL ECONOMIC DEVELOPMENT

BASIC SERVICE DELIVERY &

INFRASTRUCTURE INVESTMENT

FINANCIAL VIABILITY & FINANCIAL

MANAGEMENT

GOOD GOVERNANCE & COMMUNITY

PARTICIPATION

IDP Goals

To build capacity and skills of the community, councillors and staff of Umzimkhulu Local Municipality to deepen

democratic participation in decision making and all development processes and to facilitate horizontal and

vertical communication with all stakeholders

To mainstream and integrate issues of poverty, unemployment, environment and HIV/AIDS within the main

development agenda of the municipality and to address them holistically

To reduce the backlog in services such as waste removal and physical infrastructure such as roads as well as

social infrastructure such as clinics, sports and recreation facilities, libraries and arts and culture

To manage municipal financial resources in a way that will ensure financial viability and sustainability, and the

alignment of the budget with the needs and priorities of the stakeholders

To develop systems to facilitate co-operative governance and inter-governmental relations especially with the

district, other spheres of government and service providers to maximise the development impact within

Umzimkhulu Local Municipality

To develop an organisational architecture, business processes and policies, which will enable the municipality

to fulfil its constitutional and legislative mandates and achieve its vision and mission

To facilitate growth and development of the local economy in a way that generates opportunities for sustainable

job creation, poverty reduction and improves BBBEE

To address issues of youth, women, disabled and vulnerable sectors of society on an integrated basis

To ensure that the number of households eligible for free basic services is increased

To manage and promote informed integrated planning , development, and housing and local economic

development that accelerates service delivery and ensures sustainable communities

To manage and promote informed integrated planning , development, and housing and local economic

development that accelerates service delivery and ensures sustainable communities



2014/2015


2. MONTHLY PROJECTIONS OF REVENUE TO BE COLLECTED BY SOURCE

Table 1: Monthly Projections of Revenue by Source for the period July to December 2014

Revenue by Source

Jul

2014

Aug

2014

Sep

2014

Oct

2014

Nov

2014

Dec

2014

Consumer Debtors 697,500 697,500 697,500 697,500 697,500 697,500

MIG Funding 15,000,000 15,000,000

Conditional Grants 3,027,667 3,027,667 3,027,667 3,027,667 3,027,667 3,027,667

Equitable Share 50,142,000 36,000,000

Interest & Investment Income 166,667 166,667 166,667 166,667 166,667 166,667

Interest on outstanding Debtors 20,833 20,833 20,833 20,833 20,833 20,833

Fines 50,000 50,000 50,000 50,000 50,000 50,000

Licenses & Permits 20,833 20,833 20,833 20,833 20,833 20,833

Other 289,012 289,012 289,012 289,012 289,012 289,012

Total Revenue by Source (Balanced to Cash-flow)

69,414,512 4,272,512 4,272,512 4,272,512 55,272,512 4,272,512



2014/2015


Revenue by Source

Jan 2015

Feb 2015

Mar 2015

Apr 2015

May 2015

Jun 2015

Total for 2014/2015

Consumer Debtors 697,500 697,500 697,500 697,500 697,500 697,500 8,370,000

MIG Funding 11,033,000 41,033,000

Conditional Grants 3,027,667 3,027,667 3,027,667 3,027,667 3,027,667 3,027,667 36,332,000

Equitable Share 30,000,000 116,142,000

Interest & Investment Income 166,667 166,667 166,667 166,667 166,667 166,667 2,000,000

Interest on outstanding Debtors

20,833 20,833 20,833 20,833 20,833 20,833 250,000

Fines 50,000 50,000 50,000 50,000 50,000 50,000 600,000

Licenses & Permits 20,833 20,833 20,833 20,833 20,833 20,837 250,000

Other 289,012 289,012 289,012 289,012 289,012 289,012 3,468,142

Total Revenue by Source (Balanced to Cash-flow)

4,272,512 4,272,512 45,305,512 4,272,512 4,272,512 4,272,512 R208,445,142

Table 2: Monthly Projections of Revenue by Source for the period January to June 2015



2014/2015


Revenue By Source 2014/2015

Source Amount

R

Consumer Debtors 8,370,000

MIG Funding 41,033,000

Conditional Grants 36,332,000

Equitable Share 116,142,000

Interest & Investment Income 2,000,000

Interest earned on outstanding Debtors 250,000

Fines 600,000

Licenses & Permits 250,000

Other 3,468,142

TOTAL 208,445,142

Table 3: Revenue by Source

TOTAL BUDGET R208, 445, 142

Figure 2: Revenue by Source

116,142,000

41,033,000

36,332,000

8,370,000

3,468,142

2,000,000

600,000

250,000

250,000

Equitable Share

MIG Funding

Conditional Grants

Consumer Debtors

Other Income

Interest on Investments

Fines

Interest on outstanding Debtors

Licenses & Permits

REVENUE

REVENUE



2014/2015


Month Amount

R

July 69,414,512

August 4,272,512

September 4,272,512

October 4,272,512

November 55,272,512

December 4,272,512

January 4,272,512

February 4,272,512

March 45,305,512

April 4,272,512

May 4,272,512

June 4,272,512

TOTAL R208,445,142

Table 4: Revenue by Month



2014/2015


Figure 3: Revenue by Month

0

10,000,000

20,000,000

30,000,000

40,000,000

50,000,000

60,000,000

70,000,000

Revenue

Revenue


DRAFT SERVICE DELIVERY AND BUDGET AND IMPLEMENTATION PLAN

2014/2015


3. MONTHLY PROJECTIONS OF OPERATING AND CAPITAL EXPENDITURE FOR EACH VOTE

EXPENDITURE &

REVENUE BY VOTE

JULY 2014 AUGUST 2014 SEPTEMBER 2014 OCTOBER 2014

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

Office of the Municipal

Manager

0 0 0 667,775 0 667,775 0 667,775

Executive and Council 0 0

0 1,405,486

0 1,405,486

0 1,405,486

Budget & Treasury Office 0 0 0 1,414,653 0 1,414,653 0 1,414,653

Corporate Services 0 0 0 1,458,572 0 1,458,572 0 1,458,572

Community & Social

Services

0 0 0 1,261,137 1,000,000 1,000,000 0 1,261,137

Strategic Planning,

Development & Housing

0 0 0 876,546 200,000 876,546 0 876,546

Infrastructure 6,366,000 0 6,366,000 2,675,681 6,366,000 2,675,681 6,366,000 2,675,681

TOTAL 6,366,000 6,366,000 5,779,838 7,566,000 5,779,838 6,366,000 11,559,676

Table 5: Monthly Projections of Operating & Capital Expenditure for the period July to October 2014



2014/2015


EXPENDITURE &

REVENUE BY VOTE

NOVEMBER 2014 DECEMBER 2014 JANUARY 2015 FEBRUARY 2015

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

Office of the Municipal

Manager

0 667,775 200,000 667,775 0 667,775 0 667,775

Executive and Council 0 1,405,486

100,000 1,405,486

0 1,405,486

0 1,405,486

Budget & Treasury Office 0 1,414,653 100,000 1,414,653 0 1,414,653 400,000 1,414,653

Corporate Services 2,000,000 1,458,572 0 1,458,572 0 1,458,572 0 1,458,572

Community & Social

Services

0 1,261,137 0 1,261,137 0 1,261,137 0 1,261,137

Strategic Planning, Dev&

Housing

0 876,546 0 876,546 0 876,546 200,000 876,546

Infrastructure 6,366,000 2,675,681 6,366,000 2,675,681 6,366,000 2,675,681 6,366,000 2,675,681

TOTAL 8,366,000 11,559,676 6,766,000 11,559,676 6,366,000 8,477,095 6,966,000 8,477,095

Table 6: Monthly Projections of Operating & Capital Expenditure for the Period November 2014 to February 2015



2014/2015


EXPENDITURE

& REVENUE

BY VOTE

MARCH 2015 APRIL 2015 MAY 2015 JUNE 2015

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

CAPEX

R

OPEX

R

Office of the

Municipal

Manager

0 667,775 0 667,775 0 667,775 0 667,779

Executive and

Council

1,405,486

0 1,405,486

0 1,405,486

0 1,405,483

Budget &

Treasury Office

0 1,414,653 0 1,414,653 0 1,414,653 0 1,414,655

Corporate

Services

2,000,000 1,458,572 0 1,458,572 0 1,458,572 0 1,458,568

Community &

Social Services

0 1,261,137 0 1,261,137 0 1,261,137 0 1,261,134

Strategic

Planning, Dev&

Housing

0 876,546 0 876,546 0 876,546 0 876,545

Infrastructure 6,366,000 2,675,681 6,366,000 2,675,681 6,366,000 2,675,681 6,366,000 2,675,679

TOTAL 8,366,000 8,477,095 6,366,000 12,715,643 6,366,000 12,715,643 6366,000 12,715,643

Table 7: Monthly Projections of Operating & Capital Expenditure for the Period March to June 2015



2014/2015


CAPITAL &OPERATIONAL EXPENDITURE BY VOTE

TOTAL FOR 2014/2015

CAPEX

R

OPEX

R

Office of the Municipal Manager 100,000 10,324,890

Executive and Council 100,000 17,629,937

Budget & Treasury Office 100,000 24,822,546

Corporate Services 4,000,000 22,382,183

Community & Social Services 1,500,000 20,671,325

Strategic Planning, Development & Housing 400,000 12,374,324

Infrastructure 76,395,680 38,891,648

TOTAL 82,591,680 147,096,853

Table 8: Capital & Operational Expenditure by Vote



2014/2015


Vote Capex

R

Vote: Office of the Municipal Manager 100,000

Vote: Executive and Council 100,000

Vote: Budget & Treasury Office 100,000

Vote: Corporate Services 4,000,000

Vote: Community & Social Services 1,500,000

Vote: Strategic Planning, Development & Housing 400,000

Vote: Infrastructure 76,395,680

TOTAL 82,591,680

Table 9: Monthly Capital Expenditure per Vote

Figure 4: Monthly Capital Expenditure per Vote

00.10.20.30.40.50.60.70.80.9

1

Capex

Capex



2014/2015


Vote Opex

R

Vote: Office of the Municipal Manager 10,324,890

Vote: Executive and Council 17,629,937

Vote: Budget & Treasury Office 24,822,546

Vote: Corporate Services 22,382,183

Vote: Community & Social Services 20,671,325

Vote: Strategic Planning, Development & Housing 12,374,324

Vote: Infrastructure 38,891,648

TOTAL 147,096,853

Table 10: Monthly Operational Expenditure by Vote

Figure 5: Monthly Operational Expenditure by Vote

05,000,000

10,000,00015,000,00020,000,00025,000,00030,000,00035,000,00040,000,000

Opex

Opex



2014/2015


Quarter Amount

R

Quarter One 22,064,529

Quarter Two 44,129,056

Quarter Three 32,361,308

Quarter Four 48,541,960

Total 147,096,853

Table 11: Quarterly Expenditure by Vote

Figure 6: Quarterly Expenditure by Vote

Quarter One, R 22 064 528.

Quarter Two, R44 129 056

Quarter Three, R32 361 960

Quarter Four,R48 541 960



2014/2015


DEPARTMENTAL ARRANGEMENT

4.1 Office of the Municipal Manager, Executive & CouncilDept.100 &200 4.2 Corporate Services...Dept.300 4.3 Budget & Treasury OfficeDept.400 4.4 Community and Social Services...Dept.500 4.5 Strategic Planning, Development and Housing...Dept.700 4.6 Infrastructure and Engineering.Dept.800



2014/2015


4. QUARTERLY PROJECTIONS OF SERVICE DELIVERY TARGETS AND PERFORMANCE INDICATORS FOR EACH VOTE

4.1 Office of the Municipal Manager, Executive & Council IDP

indicator

No.

OUT PUTS INDICATORS Target 2013-2014

Quarter 1 Quarter 2 Quarter 3 Quarter 4

Total Budget Jul-Sep Oct-Dec Jan-Mar Apr-Jun

Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

IAS 01

Audit Plan

Submission of Draft Audit Plan to Standing Committee for Council approval

Not applicable

Not Applicable

Submission of Draft Audit Plan to Audit Committee for comments

(1) Submission of Draft Audit Plan to EXCO and (2) Submission of Draft Audit Plan to Council for adoption

1

IAS 02

No of Quarterly Reports submitted to Standing Committee and Audit Committee for noting

1st Quarter Audit Plan Implementation Report presented to Standing Committee and Audit Committee for noting

406.00

2nd Quarter Audit Plan Implementation Report presented to Standing Committee and Audit Committee for noting

406.00

3rd Quarter Audit Plan Implementation Report presented to Standing Committee and Audit Committee for noting

406.00

4th Quarter Audit Plan Implementation Report presented to Standing Committee and Audit Committee for noting

406.00

1 625.00

2



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

IAS 03

Audit Opinion

No of Quarterly submissions of AG Dashboard Reports to AG and Audit Committee

1st Quarter Implementation Report on the AG Dashboard

406.00

2nd Quarter Implementation Report on the AG Dashboard

406.00

3rd Quarter Implementation Report on the AG Dashboard

406.00

4th Quarter Implementation Report on the AG Dashboard

406.00

1 625.00

3

IAS 04

MPAC Seatings

No of MPAC seatings coordinated

2 - 1st Quarter MPAC seating coordinated

2 - 2nd Quarter MPAC seating coordinated

2 - 3rd Quarter MPAC seating coordinated

2 - 4th Quarter MPAC seating coordinated

4

IAS 05

Internal Audit Policy

Submission of Draft Internal Audit Policy to Standing Committee for Council Adoption

Not applicable

Not Applicable

Review of current Internal Audit Policy for gaps

812.00

Submission of Draft Internal Audit Policy to Standing Committee for Council Adoption

812.00

1 625.00

5

IAS 06

Internal Audit Assessments

Internal Audit Assessment Report presented to Council

Not applicable

Not Applicable

(1) Internal Audit Assessment and (2) Action Plan presented to Audit Committee

30 000.00

Internal Audit Assessment Report Presented to Council

6



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

IAS 07

No of AC seatings coordinated

1st Quarter Audit Committee Seating Coordinated

2 500.00

2nd Quarter Audit Committee Seating Coordinated

(1) Internal Audit Assessment and (2) Action Plan presented to Audit Committee

25 000.00

Internal Audit Assessment Report Presented to Council

25 000.00

7

IAS 08

Audit Committee

Invitation correspondence to AC on presentation of AG Report to Council

Not applicable

Not Applicable

Invitation correspondence to AC on presentation of AG Report to Council - 7 days prior to seating 3rd Quarter Audit Committee Seating Coordinated

1 625.00

1 625.00

8

IAS 09

No of Quarterly IA Reports submitted to Audit Commitee

1st Quarter IA Report submitted to AC

406.00

2nd Quarter IA Report submitted to AC

406.00

3rd Quarter IA Report submitted to AC

406.00

4th Quarter IA Report submitted to AC

406.00

1 625.00

9



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

IAS 10

Forensic Investigation

Presentation of Forensic Investigations Report to Council by service provider

As per targeted date




10

IAS 11

No Anti Fraud zonal awareness campaigns on Internal Audit

Not applicable

Not Applicable

5 Zonal Awareness Campaigns conducted

1 625.00

Not applicable

1 625.00

11

IAS 12

Ad Hoc Audits

% Quality of Ad Hoc Audits to relevant legislation

100% Quality and legislation compliance of Audit Reports

406.00



406.00


406.00

1 625.00

12

IAS 13

Audit Opinion on Ad Hoc Audits

Within required timeframes

406.00



406.00


406.00

1 625.00



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

Risk Management

RM 01

Risk Policy

Submission of Draft Risk Policy to Standing Committee for Council Adoption

Not applicable

Not Applicable

Review of current Risk Policy for gaps

642.00

Submission of Draft Risk Policy to Standing Committee for Council Adoption

643.00

1 285.00

13

No of Quarterly Reports on the implementation of Risk Management Methodology/ Policy

1st Quarter Risk Management/ Policy Implementation Report submitted

321.00

2nd Quarter Risk Management/ Policy Implementation Report submitted

321.00

3rd Quarter Risk Management/ Policy Implementation Report submitted

321.00

4th Quarter Risk Management/ Policy Implementation Report submitted

321.00

1 285.00

14

RM 02



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

RM 03

Risk Management

No of Risk Assessments conducted and Risk Assessment Reports presented to Standing Committee

Not applicable

Not Applicable

Not applicable

(1) Strategic Risk Assessment conducted and Report presented, (2) Operational Risk Assessment conducted and Report presented and (3) IT Risk Assessment Conducted and Report Presented

60 000.00

61 285.00

15

RM 04 No of Risk Management Reports presented to Standing Committee

3 Monthly Risk Management Reports presented to Standing Committee

321.00


321.00


321.00


321.00

1 285.00

RM 05

Risk Committee

No of seatings of the Risk Committee

1st Quarter Risk Committee seating

321.00

2nd Quarter Risk Committee seating

321.00

3rd Quarter Risk Committee seating

321.00

4th Quarter Risk Committee seating

321.00

1 285.00



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

RM 06

Risk Register

% up to date of Risk Register

100% up to date

321.00

100% up to date

321.00

100% up to date

321.00

100% up to date

321.00

1 285.00

RM 07

Fraud Prevention Policy Implementation

No of monthly implementation reports presented to Standing Committee for Council and Audit Committee Noting

3 Monthly Implementation Reports submitted to Standing Committee

321.00


321.00


321.00


321.00

1 285.00



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

Contracts Management

CM 01

Contracts Register

No of monthly Reports submitted to Standing Committee on Contract Management

3 Monthly Reports submitted

139.00


139.00


139.00


139.00

556.00

17

CM 02

% up to date of Contracts Register

100% up to date

139.00

100% up to date

139.00

100% up to date

139.00

100% up to date

139.00

556.00

18

CM 03

Contract Management

Submission of Draft Contracts Management Policy to Standing Committee for Council Adoption

Not applicable

139.00

Not Applicable

139.00

Review of current Contracts Management Policy for gaps

139.00

Submission of Draft Contracts Management Policy to Standing Committee for Council Adoption

139.00

556.00

19

CM 04

No of Quarterly Reports on the implementation of Contracts Management Policy

1st Quarter Contracts Management Policy Implementation Report submitted

139.00

2nd Quarter Contracts Management Policy Implementation Report submitted

139.00

3rd Quarter Contracts Management Policy Implementation Report submitted

139.00

4th Quarter Contracts Management Policy Implementation Report submitted

139.00

556.00

20



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

CM 05

Contracts Filing

% Of service provider contracts signed and Annexure filed at Contracts

100% of Contracts signed this quarter filed at contracts and compliant to policy

139.00

100% of Contracts signed this quarter filed at contracts and compliant to policy

139.00

100% of Contracts signed this quarter filed at contracts

and compliant to

policy

139.00

100% of Contracts signed this quarter filed at contracts

and compliant to

policy

139.00

556.00

21

CM 06

Timespan from signing by MM to filing of new contracts

Contracts filed 1 day after signing by MM

139.00

Contracts filed1 day after signing by MM

139.00

Contracts filed 1 day

after signing by MM

139.00

Contracts filed 1 day

after signing by MM

139.00

556.00

22

CM 07

Contract Management

Remedial Action implementation Reports submitted to MM on non-performing contractors

3 Monthly Reports submitted to MM

139.00

3 Monthly Reports

submitted to MM

139.00

3 Monthly Reports

submitted to MM

139.00

3 Monthly Reports

submitted to MM

139.00

556.00

23

CM 08

%Compliance by Service Provider to SLA

100% Compliance

139.00

100% Compliance

139.00

100% Compliance

139.00

100% Compliance

139.00

556.00

24



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

CM 09

SLA Compliance

Report on non-performing service provider

Joint Report submitted to MM - User Department and Contracts. Within a week from identification

139.00


139.00


139.00


139.00

556.00

25

Public Participation

PP 01

Ward Committee Meetings

No of Ward Committee Meetings coordinated

60 Ward Committee Meetings coordinated

312.00


312.00


312.00


312.00

1 250.00

27

PP 02

IDP Budget Roadshows

No of IDP Budget Roadshows conducted

20 Budget Roadshows conducted in 20 Wards

625.00

Not Applicable

20 Budget Roadshows conducted in 20 Wards

625.00

Not Applicable

1 250.00

28

PP 03

Annual Report Hearing

Annual Report Hearing coordinated

Not Applicable

Not Applicable

1 Annual Report Hearing coordinated

1 250.00

Not Applicable

1 250.00

29

PP 04

Ward Committee Capacity Building

No of Ward Committee Trainings coordinated

5 Ward Committee Training coordinated

312.00


312.00


312.00


312.00

1 250.00

30



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

PP 05

Ward Committee Elections

Time span for Ward Committee Election from reported vacancy

Elections held with 90 days from reported vacancy




31

PP 06

Ward Operations

No of Monthly Ward Operations Reported presented to Standing Committee, Speaker and COGTA

3 Ward Operations Reports presented

312.00


312.00


312.00


312.00

1 250.00

32

PP 07

Submission of Draft Public Participation Policy to Standing Committee for Council Adoption

Not applicable

Not Applicable

Review of current Public Participation Policy for gaps

625.00

Submission of Draft Public Participation Policy to Standing Committee for Council Adoption

625.00

1 250.00

33



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

PP 08

Public Participation Policy

No of Quarterly Reports on the implementation of Public Participation Policy

1st Quarter Public Participation Policy Implementation Report submitted

312.00

2nd Quarter Public Participation Policy Implementation Report submitted

312.00

3rd Quarter Public Participation Policy Implementation Report submitted

312.00

4th Quarter Public Participation Policy Implementation Report submitted

312.00

1 250.00

34

Communication

COM 01

Corporate Identity Policy

Submission of a Draft ULM Corporate Identity Policy to Standing Committee for Council Adoption

Research on Municipal Corporate Identity Policy Framework

167.00

1st Draft Compiled

167.00

Benchmarking and consultations on 1st Draft

167.00

Submission of Final Draft Policy to Standing Committee for Council Adoption

167.00

667.00

36

COM 02

Publication of SDBIP for public viewing

SDBIP made public within allocated timespan after signing by Mayor

Not Applicable

Not Applicable

Not applicable

SDBIP made public within 14 days after signing by Mayor

667.00

667.00

37



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

COM 03

Annual Performance Report

Publication of 2013 - 2014 APR on Municipal Media Platforms

Publication of 2013 - 2014 APR on Municipal Media Platrforms

Not Applicable

Not applicable

Not Applicable

38

COM 04

Annual Report

Publication of 2013 - 2014 AR on Municipal Media Platrforms

Not Applicable

Not Applicable

Publication of 2013 - 2014 AR on Municipal Media Platrforms

667.00

Not Applicable

667.00

39

COM 05

Office appeal and Protocol Pictures

All Management Offices to have RSA Flags and RSA Leadership Pictures

Not Applicable

167.00

Research on current status

167.00

Acquisition of flags and pictures

167.00

All Management Offices to have RSA Flags and RSA Leadership Pictures

167.00

667.00

40

COM 06

Municipal Billboards

Review of billboard content

1st Quarter Billboard Review Report

167.00

2nd Quarter Billboard Review Report

167.00

3rd Quarter Billboard Review Report

167.00

4th Quarter Billboard Review Report

167.00

667.00

41

COM 07

Municipal Attire

Submission of Draft Attire design to Standing Committee for approval

Not Applicable

Research on current status

222.00

Draft design and consultations

222.00

Submission of Draft Attire design to Standing Committee for approval

223.00

667.00

42



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

COM 08

Municipal Newspaper

Frequency of newspaper publishing and distribution

1st Quarter Newspaper Edition produced and distributed

167.00

2nd Quarter Newspaper Edition produced and distributed

167.00

3rd Quarter Newspaper Edition produced and distributed

167.00

4th Quarter Newspaper Edition produced and distributed

167.00

667.00

43

COM 09

Marketing and Communications Strategy

Submission of Draft Marketing and Communications Strategy to Standing Committee for Council Approval

Not Applicable

Not Applicable

Review of current Strategy for gaps

Submission of Draft Marketing and Communications Strategy to Standing Committee for Council Approval

167.00

667.00

44

COM 10

Communications Forum

Established forums and frequency of seatings

(1) Established Forums and (2) 3 Monthly seatings

167.00

3 Monthly seatings

167.00

3 Monthly seatings

167.00

3 Monthly seatings

167.00

667.00

45

COM 11

Municipal Website

Frequency of content updates on the website

Within 2 days of submission of new content

167.00


167.00


167.00


167.00

667.00

46

COM 12

Media Management

Time span to responses on media queries





47



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

COM 13

Media Briefings

Timespan for organizing media briefings from internal request

Within 24 hours from noting/event/ stipulated time

167.00


167.00


167.00


167.00

667.00

48

COM 14

Events Policy and Procedure Manual

Submission of a Draft ULM Events Policy and Procedure Manual

Research on Municipal Events Policy and Procedure Manual Framework

167.00

1st Draft Compiled

167.00

Benchmarking and consultations on 1st Draft

167.00

Submission of Final Draft Policy and Procedure Manual to Standing Committee for Council Adoption

167.00

667.00

COM 15

Promotions Material

Promotional Material acquired

Not Applicable

Not Applicable

Research on current status and Needs analysis

Acquisition of material

Monitoring and Evaluation

MAE 01

No of Monthly

SDBIP Reports submitted to Standing Committee for approval

3 Monthly SDBIP Reports

181.00


181.00


181.00


181.00

727.00



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

MAE 02

SDBIP Report

No of Quarterly SDBIP Reports submitted to AC for Council adoption

1st Quarter SDBIP Report submitted to AC for Council adoption

181.00

2nd Quarter SDBIP Report submitted to AC for Council adoption

181.00

3rd Quarter SDBIP Report submitted to AC for Council adoption

181.00

4th Quarter SDBIP Report submitted to AC for Council adoption

181.00

727.00

MAE 03

Mid Term Performance Report submitted to AC for Council adoption

Not Applicable

Not Applicable

Mid Term Performance Report submitted to AC for Council adoption

727.00

Not Applicable

727.00



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

MAE 04

Annual Performance Report

Presentation of Draft 2013 - 2014 Annual Performance Report to Council for adoption

(1) Draft APR Presented to Committees for comment and (2) Draft Annual Performance Report presented to Council for adoption (3) Approved APR submitted to COGTA, AG and Treasury

Not Applicable

Not applicable

Not Applicable

MAE 05

Annual Report

Presentation of Draft 2013 - 2014 Annual Performance Report to Council for adoption

Not Applicable

Draft APR Presented to Committees for comment

200 000.00

(1) Draft Annual Performance Report presented to Council for adoption and (2) Draft APR Presented to AG

Not Applicable

200 000.00



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

MAE 06

Oversight Report

Submission of Oversight Report to Standing Committee for Council Adoption and presentation to MEC - CoGTA

Not Applicable

Not Applicable

Submission of Oversight Report to Standing Committee for Council Adoption and submission to MEC - CoGTA

Not Applicable

MAE 07

Submission of Performance Agreements for all Managers identified as per Policy (MM, Sect 56 and immediate below)

(1) Submission of Performance Agreements for all Managers identified as per Policy (MM, Sect 56 and immediate below) and (2) Submission of PAs to COGTA

727.00

Not Applicable

Not applicable

Not Applicable

727.00

MAE 08

Individual Performance Management System

Individual Performance Assessment Conducted

1st Quarter Assessments

Not Applicable

Not Applicable

Not Applicable



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

Not Applicable

2nd Quarter Assessments

Not Applicable

Not Applicable

Not Applicable

Not Applicable

3rd Quarter Assessments

727.00

Not Applicable

727.00

Not Applicable

Not Applicable

Not Applicable

Annual Assessments

MAE 09

No of IPMS Reports Submitted to Standing Committee for AC Approval

Not Applicable

Mid Term IPMS Report submitted

Not applicable

150 000.00

Annual IPMS Report submitted

15 727.00

3 Monthly Reports for Standing Committee approval

181.00


181.00


181.00


181.00

727.00

MAE 10

Monitoring and Evaluation Policy

Submission of Draft M&E Policy to Standing Committee for Council Adoption

Not Applicable

Not Applicable

Review of current policy for gaps

Submission of Draft M&E Policy to Standing Committee for Council Adoption

727.00

727.00



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

MAE 11

Council Resolutions

No of Reports submitted to MM on Council Resolutions Implementation

1st Quarter Report submitted to MM

181.00

2nd Quarter Report submitted to MM

181.00

3rd Quarter Report submitted to MM

181.00

4th Quarter Report submitted to MM

181.00

727.00

MAE 12

M&E Reporting

No of Quarterly M&E Reports submitted to COGTA

1st Quarter Report submitted to COGTA

2nd Quarter Report submitted to COGTA

3rd Quarter Report submitted to COGTA

4th Quarter Report submitted to COGTA

OPERATIONAL COST

12 046.00

207 283.00

222 728.00

97 058.00 539 115.00

OTHER OPERATIONAL COST

6 779 029.50

6 779 029.50

6 779 029.50

6 779 029.50

27 116 118.00

TOTALS

6 791

075.50

6 986

312.50

7 001

757.50

6 876

087.50 27 655 233.00

4.2 CORPORATE SERVICE DEPARTMENT

Administration



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

ADM 01

Effective Management and safeguarding of municipal records

Qaurterly Assessment Reports by Provincial Archives presented to Standing Committee

1st Quarter Report Presented to Standing Committee

2nd Quarter Report Presented to Standing Committee

3rd Quarter Report Presented to Standing Committee

4th Quarter Report Presented to Standing Committee

1

ADM 02

Verification of Register as per daily output (Postal order, Fax, Mail and correspondence)

Verification of Register daily

1

000.00


200.00


200.00


200.00

1 600.00

2

ADM 03

Provincial Archives Report Presented to Standing Committee

Not Applicable

Provincial Archives Report presented to Standing Committee

Not Applicable

Not Applicable

3

ADM 04

Electronic Document Management System

Submission of Technical Specifications to SCM by date

Conduct Needs Analysis

Benchmarking

500.00

1st Draft Specifications

Technical Specifications submission to SCM

400 000.00

400 500.00

4

ADM 05

Implementation of Customer Care Policy

Monthly reports presented to MANCO and Standing Committee

3 Reports presented to MANCO and Standing Committee




5



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

ADM 06

No of staff trained in Batho Pele Policy

(1) Batho Pele Committee Seating - 15 August 2014 and (2) Batho Pele Training for 5 Receptionists and PAs

1

000.00

Batho Pele Training of 5 Staff

1 000.00


1 200.00


1 200.00

4 400.00

6

ADM 07

Customer Care System

Submission of Customer Care System Technical Specifications to SCM

Conduct Needs Analysis

Benchmarking

1st Draft Specifications

Technical Specifications submission to SCM

496 000.00

496 000.00

7

ADM 08

Submission of Performance Agreements for all Contracted Managers

Signed Performance Agreements submitted by date

(1) Sending of Memo to All Departmental Managers and (2) Filing of all received Performance Agreements

Not Applicable

Not Applicable

Not Applicable

8



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

ADM 09

Re-orientation of PMS to Levels 1 - 9

1st Quarter OMS Implementation Report submitted to MANCO

2 500.00

2nd Quarter OMS Implementation Report submitted to MANCO

1 500.00

3rd Quarter OMS Implementation Report submitted to MANCO

1 500.00

4th Quarter OMS Implementation Report submitted to MANCO

9

ADM 10

Assessments

Quarterly Assessments Reports submitted to MANCO

1st Quarter Assessment Report submitted to MANCO

500.00

2nd Quarter Assessment Report submitted to MANCO

500.00

3rd Quarter Assessment Report submitted to MANCO

500.00

4th Quarter Assessment Report submitted to MANCO

500.00

2 000.00

10

ADM 11

Compliance to PMS Policy

% Compliance to PMS Policy

100% Compliance

100% Compliance

100% Compliance

100% Compliance

1

1

ADM 12

Developed and approved Municipal Policies (2015 - 2016)

Submission of Draft Policies to Standing Committee for Council Adoption by date

Not Applicable

Review of Policies

5 000.00

Presentation of Draft Policies for Council Adoption

Not Applicable

12

ADM 13

Promotion of Access to Information Act

Quarterly Implementation Reports submitted to MANCO

(1) Develop PAI Act Register and (2) 1st Quarter Report on functioning

500.00

2nd Quarter Report on functioning

500.00

3rd Quarter Report on functioning

500.00

4th Quarter Report on functioning

500.00

2 000.00

13

ADM 14

Sorting and Distribution of mail as per priority and recipients

Incoming mail reflecing on Register book

Sorting within 12 hours from receipt

500.00


500.00


500.00


500.00

2 000.00

14



2014/2015


IDP

indicator

No.




Target Budget

R Target

Budget

R Target

Budget

R Target

Budget

R

ADM 15

Outgoing mail reflecting on Register book

Sent within 24 working from receipt

500.00


500.00


500.00


500.00

2 000.00

15

ADM 16

Adhere to the information classification manual (registry).

Quarterly Reports from Provincial Archives

1st Quarter Report Presented to Standing Committee

500.00

2nd Quarter Report Presented to Standing Committee

500.00

3rd Quarter Report Presented to Standing Committee

500.00

4tht Quarter Report Presented to Standing Committee

525.00

2 025.00

16

Fleet Management

FM 01

Fleet Management Policy

% compliance with the fleet management policy and procedures

100% compliance

draft service delivery and budget implementation plan … · deal with it and take an action to...

Documents