EASTERN CAPEDEPARTMENT OF SPORT RECREATION,

ARTS & CULTURETHIRD QUARTERLY REPORT 2009/10

COMMUNITY LIBRARY CONDITIONAL GRANT

19 MAY 2010

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TABLE OF CONTENTS

Trends in allocationsFunding and Top Slicing for 2009/2010Projected Cash-flows and transfers3rd Quarter PerformanceAchievementsReason for deviation and Remedial actions Monitoring capacityConstraintsConclusion

TRENDS IN ALLOCATIONS

Economic Classification 2009/10 2010/11 2011/12

Compensation of Employees

R10,505M R11,920M R12,920M

Goods and Services R27,961M R27, 444 R28,471M

Transfers and Subsidies R1M R1M R1M

Building and other fixed structures

R10,213M R32, 211 32,211

Machinery and equipment R5,836M R6, 372 R6,372M

TOTAL R55,515M R77, 240M R80, 974M

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FUNDING AND TOP SLICING 2009/10

ACTIVITIES R '000

Books/Library Material 11,518

Staff/Staff Training 1,098

ICT Infrastructure (Cabling & Data-line) 4,000

New Library Management system 3,680

ICT Operating Expenditure 1,000

Upgrading of Library infrastructure 10,213

Purchase of library containers 2,100

Security for Library Books and Staff 2,000

Literacy (Programme) 1,200

Special services provided (SALIB) 1,000

Maintenance of library facilities 4,000

Stakeholders Consultative Workshop 200

Building of new facility: Mt’ Ayliff-Alfred Nzo District 3,000

Compensation of employees 10,505

Total 55,515

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PROJECTED CASHFLOWS AND TRANSFERS

Cash flow amount Transfers

April 3,886,050 11,674

May 3,886,050  

June 2,775,750  

July 2,220,600 13,894

August 4,996,350  

September 5,551,500  

October 4,441,200 19,999

November 7,216,950  

December 7,216,950  

January 3,886,050 9, 948

February 4,996,350  

March 4,441,200  

Total 55,515

55,515

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3rd Quarter Performance

Outputs Approved Budget

Committed Actual expenditure

Under or over expenditure

Compensation of employees 10,505,000 - 6, 821,000 3, 684,000

Provision of Library materials 11,518,000 870,865 9, 586, 526 542, 609

Upgrading of library infrastructure 10,213,000 2, 239,000 5, 714,000 2, 260,000

Provision of ICT Infrastructure 4,000,000 1,958,000 2,042,000 -

Training of library workers 1,098,000 42,000 412,000 644,000

Installation of security system 2,000,000 37,010 - 1,962,990

Library Management Information System 3,680,000 - 3,680,000 -

Literacy programme 1,200,000 10,889 158, 330.00 1,031,781

Purchase of ICT equipment 1,000,000 2,940 11,045 986,015

Special services provided 1,000,000 1,000,000 - -

Purchase of Library Containers 2,100,000 - - 2,100,000

Stakeholders Consultative Workshop 200,000 - 200,000 -

New Facilities built 3,000,000 - - 3,000,000

Maintenance of library facilities 4,000,000 134,000 1, 200,099 2,665,901

Admin. Costs 518,000 6,230 298,000 213,770

TOTAL 55,515 6,3000,934 30,123,000 19,091,066

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ACHIEVEMENTS

A server that will link all libraries and the Provincial Office has been purchased and delivered, libraries that have been cabled will be connected to 79 Libraries in order to benefit from internet and e-mail.

All library materials have been purchased and R5,714M has been paid, the remaining is awaiting delivery.

14 Libraries have been installed with CCTV security systems: 2 libraries per district (Alfred Nzo; Amathole; Cacadu; Chris Hani; Nelson Mandela; O.R. Tambo and Ukhahlamba.

Eastern Cape has been identified to change from PALS library management system to BROCADE. An amount of R3,680m has since been paid to SITA for installation of this new system.

35 Libraries have been cabled and 20 have been installed with data-lines. The payment will be effected in January. These libraries will be able to benefit from internet and e-mail services.

Contractors are working at all sites and there will be a saving which will complement the Mdantsane Library Project which was initiated by National Department.

Tender for library tattle-tapes detection system has been advertised. The budget for the tender is R4M for twenty libraries.

The Department is in partnership with South African Library for the Blind to provide services for partially blind people. A sum of R1M has been committed to assist in this project. The following libraries are going to benefit: Cedarville (Alfred Nzo District); Stutterheim (Amathole District); Mlungisi (Chris Hani District); Graaf Reinet & Humansdorp (Cacadu District); Mthatha Reference (O.R. Tambo District) and Aliwal North (uKhahlamba District).

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Reasons for deviation and remedial actionsREASONS FOR DEVIATIONS REMEDIAL ACTION

Building of new library in Mt ’Ayliff could not take off. There has been challenges in the capturing of infrastructure budget in the Department and this ended up not entered in the B3Treasury infrastructure document.

This amount has since been re-directed to Mdantsane Library Project. The project was initiated by National Dept. of Arts & Culture but due to compliance issues, it was transferred to our department. This project will continue in the next financial year.

There were delays in the appointment of twelve librarians due to renovations that were still taking place at the libraries where the librarians were going to be placed .

Twelve librarians have since been employed, ten has already assumed their duties in December 2009 and two will start in January 2010.

Delays in the procurement of ICT equipment were due to renovations in the libraries.

The Libraries that have been identified for ICT equipment has since been renovated and equipment will be procured in the next quarter.

The project of container libraries is still on hold because of challenges encountered in the previous financial year’s tender (2008/09). The matter is being addressed through Departmental Legal Advisers.

The budget for Container Libraries has been re-directed to the payment of library security systems. The project will be resuscitated in the next financial year.

Literacy programme delayed to kick start due to challenges in the payment of stipend to trainers.

Trainers have submitted required documentation and the project is going to continue.

The budget for maintenance of ICT library facilities has been earmarked for provision of data-lines at public libraries but there were delays in the implementation of the project by the Premier’s Office and SITA.

The project has since been implemented, data-lines have been installed in twenty libraries and payment will be effected in the fourth quarter.

There is still a lack of credible service providers for training of library workers.

Local institutions have been approached for assistance in the training of proffessionals.

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Monitoring capacity• The Administration of Conditional Grant is centralized. There is a

project manager and core staff at head office that ensures that the project functions effectively and efficiently.

• The Department gets support from Local Municipalities on staff deployed in community libraries.

The Department has a monitoring and evaluation component that is assisting in ensuring that projects are done according to plans.

For ICT purposes, Conditional Grant has employed three network controllers that work together with SITA in all ICT projects.

User and circulation statistics at community libraries are monitored by both Municipalities and Districts.

Constraints

SITA delays in the implementation of projects. Dept. of Public Works categorizes our projects

as incubators.Constitutional arrangements for delivery of

library services still remains a challenge.

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Conclusion

On a straight line, the Department was supposed to be at 75%. The actual expenditure is at 54% and commitments and actual expenditure is presently at 66%.It is with pleasure to inform the committee that the Department has managed to reach 91,1% by the closing of the financial year.

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THE END

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