ALFRED NZO DISTRICT MUNICIPALITY MID-TERM …...AFS reviews. The assignment was not performed None...

[Type text]

Alfred Nzo District Municipality

Mid-term Report

2013/14

ALFRED NZO DISTRICT MUNICIPALITY MID-TERM REPORT 2013/14

Page 1

SERVICE DELIVERY TARGETS 3

1. OFFICE OF THE MUNICIPAL MANAGER 3

1.1. INTERNAL AUDIT 3

1.2. RISK MANAGEMENT 6

1.3. OFFICE OF THE SPEAKER 10

1.4. INTERGOVERNMENTAL RELATIONS 13

1.5. COMMUNICATIONS 15

1.6. SPECIAL PROGRAMMES UNIT 18

2. INFRASTRUCTURE DEVELOPMENT & MUNICIPAL SERVICES 23

2.1. PROJECT MANAGEMENT UNIT 23

2.2. WSA UNIT 35

2.3. WSP UNIT 46

3. COPORATE SERVICES 57

3.1. ICT DEPARTMENT 57

3.2 LEGAL SERVICES 61

4. LED & DEVELOPMENT PLANNING 71

4.1 SPATIAL PLANNING 71

4.2. GIS 74

4.3. IDP 76

4.4. LOCAL ECONOMIC DEVELOPMENT 78

5. BUDGET AND TREASURY OFFICE (BTO) 88

5.1. BUDGETING & REPORTING 88

5.2. SUPPLY CHAIN MANAGEMENT 90

5.3. INCOME 92

5.4. EXPENDITURE 95

5.5. ASSET MANAGEMENT 96

5.6. FINANCIAL SYSTEMS MANAGEMENT 99


Page 2

6. COMMUNITY DEVELOPMENT SERVICES 104

6.1. ISD & CUSTOMER CARE 104

6.2. MUNICIPAL HEALTH SERVICES 110

6.3. SACHR 114

6.4. DISASTER MANAGEMENT 117

6.5. FIRE & RESCUE SERVICES 122

6.6 THUSONG SERVICE CENTRE 126

7. MID TERM EXPENDITURE PROJECTIONS (OPEX & CAPEX PER MUNICIPAL VOTE) 128

8. MID- TERM ENDORSEMENT 130

9. ANNEXURE 1 131

9.1 DEVIATIONS REGISTER 131

10. ANNEXURE 2 150

10.1 ALFRED NZO DISTRICT MUNICIPALITY PROCUREMENT PLAN 150

11. ANNEXURE 3 151

11.1 REGISTER OF AWARDED BIDS 151


Page 3

SERVICE DELIVERY TARGETS

The Alfred Nzo District Municipality has set itself the target of implementing 16 programs for 2013/2014 financial year, which are aligned to the IDP Reviewed Priorities. The programs have been identified as the following:

1. OFFICE OF THE MUNICIPAL MANAGER

1.1. INTERNAL AUDIT

NKPA 5 : Good Governance and Public Participation Objective : To instill good governance in all Municipal operations, ensure public participation and provide critical strategic support to the Municipality.

Table 5.1.1

Measurable Objective Outcome

KPI

Tar

ge

t

Output Targets for Quarter 1 & 2

Actual Performance for Quarter 1 & 2

Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

De

velo

p s

trat

eg

ic in

tern

al

aud

it p

lan

.

Pag

e: 8

8 E

12

5.1.

1.1

Ensure that Risk Based Internal Audit Plan 2012-13 is in place

Risk Based Internal audit plan Approved by Audit committee

1 Adopted internal audit plan

Compile Internal Audit Plan: Strategic Coverage Plan & Operational Plan

internal Audit Plan was compiled and approved by the Audit Committee

Nil

Nil

None None Internal audit plan Yes

5.1.

1.2

Ensure that Internal Audit Charter is up date.

Revised IA charter

1 Updated Internal Audit Charter

Revise the existing Internal Audit Charter

The Internal Audit Charter has been revised and aligned with Circular 65

Nil

Nil

None None Internal audit charter

Yes


Page 4

Table 5.1.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

5.1.

1.3

To achieve clean audit on previous years queries Establish whether all disclosures are made in the financial statements. This includes checking whether the statements reconcile with the trial balance as well as with supporting work papers.

Number of AFS Reviews Conducted

100

% Reviewed AFS before submission to AG

Perform internal audit assignment: AFS reviews.

The assignment was not performed

Nil

Nil

None

The assignment was not performed due late preparation of AFS.

During the year under review, quarterly Financial Statements will be reviewed by the Internal Audit Office.

No

5.1.

1.4

Test whether annual performance reports are aligned with targets set in (SDBIP) and performance agreements of senior managers. Determine the extent of compliance with

No. of Internal Audit Performed

31 S

epte

mb

er

Internal Audit Report: Annual Performance Information

Perform Internal Audit Assignment: Performance Information

The assignment was performed

Nil

Nil

None None Internal audit report

Yes


Page 5

Table 5.1.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

performance management regulations and theMSA

5.1.

1.5

Controlling the issuing and receipting of requests for information by the external auditors. Assisting in the resolution of differences between the management team and the external auditors

No. of RFI responded

31 O

ct 2

013

RFI register (with no issues of non-submission)

External Audit Coordination by Internal Audit office

Coordination of Information from management to external auditors was performed

Nil

Nil

None None Audit report Yes


Page 6

1.2. RISK MANAGEMENT

NKPA 5 : Good Governance and Public Participation Objective : To instill good governance in all Municipal operations, ensure public participation and provide critical strategic support to the Municipality.

Table 5.1.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

vie

w o

f ri

sk m

anag

em

en

t fr

amew

ork

Pag

e: 8

8 E

12

5.1.

2.1

To Develop and implement risk management framework

% of Risk management framework completed.

100

%

Adopted risk management framework.

Procurement of services provider

R 0

.00

5.1.

2.2


Number of risk assessments workshop conducted. 4

Up to date Organization risk register

One risk assessment conducted and risk register updated

Municipal wide risk assessment was performed in November 2013

R 0

.00

N0ne

Attendance register, Risk Assessment report, Risk Register

Yes

5.1.

2.3


Number of risk assessments workshop conducted. 4

Up to date Organization risk register

One risk assessment conducted and risk register updated

Draft organizational risk register is In place

R 0

.00

None Risk register Yes

5.1.

2.4

To develop and implement a fraud prevention and anti-corruption plan

% of fraud prevention implementation plan implemented. 10

0%

Revise a fraud prevention plan

Review fraud prevention plan

Draft Fraud Prevention Plan is in place

R 0

.00

None Fraud Prevention Plan


Page 7

Table 5.1.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

5.1.

2.5

To develop and implement a fraud prevention and anti-corruption plan 2013-14

% of anti -corruption plan implemented.

100

%

Revise Anti-corruption strategy

Review Anti-corruption strategy

There is no work done in relation to Anti -corruption strategy

R 0

.00

The target has not been achieved due to insufficient of human capital within the Risk Management Unit. (Corrective measure: Fraud and Anti-corruption plan revised during the next quarter).

5.1.

2.6

To develop and implement a fraud prevention and anti-corruption plan 2013-14

No of fraud prevention and anti- corruption awareness conducted. 4

Facilitate fraud awareness to all ANDM employees

Conduct one workshop

Fraud awareness workshop was conducted to all employees of ANDM R

30

0 0

00

.00

296

00

0.0

0

None None Attendance registers

Yes

Test whether over the counter receipts are properly recorded and timeously banked. Test whether direct deposits are identified and properly recorded in financial records.

No. of Internal Audits performed

1

Internal Audit Report: Revenue Collection and Cash Management

Conduct Internal Audit on Revenue Collection and Cash Management (1)

The Internal Audit assignment was performed

R0

.00

R0

.00

None Audit Committee minutes, IA report


Page 8

Table 5.1.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

To provide assurance on whether the key management controls in place are adequate and effective to eliminate and/or minimize the high risks areas as identified on the Overtime payment processes. 2013-14

No. of Internal Audit performed

1

Internal Audit Report: Overtime Processes

Conduct Internal Audit on Overtime processes (1)

The Internal Audit Assignment was conducted and a report was also tabled to the Audit Committee and management

R0

.00

R0

.00

None Audit Committee minutes, Internal Audit Report

Yes


Page 9

Table 5.1.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Test whether annual performance reports are aligned with targets set in service delivery and budget implementation plans (SDBIP) and performance agreements of senior managers. Determine the extent of compliance with performance management regulations and Municipal System Act. 2013-14

No. of Internal Audit performed

1

Internal Audit Report: Performance Information (Q1)- (1)

Conduct Internal Audit on Performance Information for the period July 2013- Sept 2013

The Internal Audit Assignment was performed and reported accordingly.

R0

.00

R0

.00

None

Audit Committee minutes, Internal Audit Report

Yes


Page 10

1.3. OFFICE OF THE SPEAKER

NKPA 5 : Good Governance and Public Participation Objective : To instill good governance in all Municipal operations, ensure public participation and provide critical strategic support to the Municipality

Table 5.1.3


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Co

mm

un

ity

Str

uct

ure

s fo

r C

on

sult

atio

n

Pag

e: 8

8 E

14

5.1.

3.1

To facilitate effective communication with all relevant structures

% of targeted people attended summit.

100

% 100% of people to attend summit

1 Summit with Traditional Leaders convened

The summit is was not conducted rather an assessment and monitoring session for traditional leaders in council was facilitated by the provincial house

R 1

25 0

00

R6

00

0

The Provincial House of Traditional Leaders urged the ANDM to host the assessment and monitoring session

The Summit is planned to take place in the third quarter.

Attendance Register

Yes

5.1.

3.2


Number of Public Participation Policy developed and adopted by council. 1

Public participate Policy adopted by June.

Facilitate development of Public participate Policy

A draft policy is in place and will be presented with the reviewed policies of the ANDM to Council for adoption.

R 1

25 0

00

R6

5 31

5.0

0

None None Draft policy Yes

5.1.

3.3


Number of participants in the Moral Regeneration Movement.

All LMs and critical stakeholders participating in MRM.

Establishment of district MRM

This was not achieved

R 1

25 0

00

R 1

0 0

00

.00

The office assisted MRM stakeholder, the Council of Churches to attend Religious Parliament.

Local municipalities are to be encouraged to establish their MRMs in order to form a district MRM

Invoice for hired transport

Yes


Page 11

Table 5.1.3


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.


Number of participants in the Moral Regeneration Movement.

All LMs and critical stakeholders participating in MRM.

Establishment of district MRM

Conducted MRM workshop

R12

5 0

00

R 8

450

.00

To identify key stakeholders that will form part of District MRM

LMs to be encouraged to finalise formation of their MRM

Attendance Register

5.1.

3.4


% of targeted delegates to attend APRM summit.

100

%

100% of delegates to attended APRM summit.

The objective was not achieved

R 0

.00

Target to be reconsidered as the programme depends to the provincial one.

No

Pag

e: 8

8 E

16

5.1.

3.5


Number of Speakers Forum meetings held. Target 1 per Q.

4

Four meetings held

2 forum meetings convened

1 forum meeting has been convened

R 5

00

00

0

R3

250

.00

None None Attendance Register & Minutes

Yes

Mu

nic

ipal

pu

blic

ac

cou

nts

co

mm

itte

e

Pag

e: 8

8 E

12

5.1.

3.6

To provide oversight role on Municipal programmes

Number of MPAC meetings held.

4

Four MPAC meetings convened

One MPAC meeting convened

2 MPAC meetings convened

R 3

7 50

0

R 2

4 4

98

.69

None None Attendance register & Minutes

Yes

Op

en

Co

un

cil

day

Pag

e: 8

8 E

16

5.1.

3.7

To conduct one open council meeting

Date of open Council day held

Open Council Day held

N/A

N/A

R 0

.00

N/A N/A N/A


Page 12

Table 5.1.3


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Wh

ipp

ery

me

eti

ng

s

Pag

e: 8

8 E

16

5.1.

3.8

To conduct Whippery and Constituency Work meetings for effective functioning of the council

Number of Whippery meetings held.

4

Four Whippery meetings held

One Whippery meeting convened

Whippery meeting was held

R 4

0 0

00

R 2

40

0.0

0

None None Attendance register

Yes

5.1.

3.9

To conduct Whippery and Constituency Work meetings for effective functioning of the council

Number of Constituency Work meeting held.

4

Four Constituency Work meeting convened

One Constituency Work meeting convened

Constituency work meeting was held

R 9

0 0

00

.00

R2

40

00

.00

None None Attendance register

Yes

Co

un

cil c

aucu

s

Pag

e: 8

8 E

16

5.1.

3.10

To prepare for council meetings

Number of Council Caucus meetings held.

4

Four Council Caucus meetings convened

1 caucus meeting convened

Caucus meeting was held

R 5

0 0

00

R 9

60

0.0

0 None None

Attendance register

Yes

Co

un

cil S

tud

y G

rou

ps

and

wo

rksh

op

s

Pag

e: 8

1 A

13

5.1.

3.11

To capacitate Councillors on Municipal processes

Number of Council Study Groups and workshops conducted.

4

Four study groups and workshop conducted

One council study group and workshop conducted

One Study Group/Workshop convened

R 3

60

00

0.0

0

R26

6 1

99

.24

The objective has been achieved. Workshop was held at Sani Pass Resort

None Attendance & Report

Yes


Page 13

1.4. INTERGOVERNMENTAL RELATIONS

NKPA 5 : Good Governance and Public Participation Objective : To instill good governance in all Municipal operations, ensure public participation and provide critical strategic support to the Municipality

Table 5.1.4


KPI

Tar

ge

t


Actual Performance

for Quarter 1 & 2

Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

IGR

an

d S

tak

eho

lde

rs m

anag

em

en

t

Pag

e: 8

8 E

11

5.1.

4.1

To promote effective good

governance

Number of IGR

framework adopted.

1

Adopt IGR framework by

June 2013

Procurement of services provider

IGR terms of reference

developed but not adopted

R 0

.00

R 0

.00

The Technical Support forum requested the Department of Local Govt and

Traditional Affairs and SALGA to

assist IGR unit in the development of District Wide

IGR terms in-house.

IGR terms of reference developed

District Wide IGR terms

Yes

5.1.

4.2


governance

Number of IGR meetings

held.

4 Four IGR

meetings held Two IGR meeting

convened

Municipal Managers Forum meeting were held twice

DIMAFO (Electricity

Forum)

R0

.00

R0

.00

None

None

None

None

Attendance register and

report


minutes

Yes

Yes

5.1.

4.3


governance

Number of meetings held with

stakeholders.

4

Four stakeholders

meeting convened

One meeting convened with stakeholders

One stakeholder meeting sat

One IDP rep forum

convened

None None


report

Attendance register

Yes


Page 14

Table 5.1.4


KPI

Tar

ge

t


Actual Performance

for Quarter 1 & 2

Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Mu

nic

ipal

co

op

era

tive

ag

ree

me

nts

(MIR

& P

roto

col)

Pag

e: 8

8 E

11

5.1.

4.4


governance

Number of policy

agreement signed.

1

Adopt Municipal Cooperative Agreement

Policy by June

Municipal Cooperative Policy agreement

Not achieved

R 0

.00

The OTP is still busy with the

development of Provincial

International Strategy which

will be cascaded to District

Municipalities.

The OTP is assisting the IGR

unit with the development

Municipal Cooperative Policy Agreement, from

the Provincial strategy on

International relations.

No

5.1.

4.5


governance

Number of bilateral or multilateral

meeting held locally or

international.

4

1 Bilateral or multilateral

meeting held with Ekurhuleni

3 Bilateral meetings between ANDM and Ekurhuleni and OR

Tambo District Municipality

R0

.00

None None


report

Yes

5.1.

4.6


governance

Number of Signed

Cooperative Agreements

3

Three Cooperative Agreements

signed

Engagements between ANDM and

Ekurhuleni for the signing of MOU

R 0

.00

The signing of the MOU between Alfred Nzo and

Ekurhuleni is delayed by the

Ekurhuleni legislative process.

Whereby they have to include

Alfred Nzo as icon in MOU the

previous MOU with OR Tambo

as an icon.

It will be signed in the 2nd quarter

2013/2014 financial year

Report


Page 15

1.5. COMMUNICATIONS

NKPA 5 : Good Governance and Public Participation Objective : To instill good governance in all municipal operation, ensure public participation and provide critical strategic support to the Municipality

Table 5.1.3


KPI Target Output Targets for Quarter 1 & 2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention Poe

PO

E A

tta

ched

Yes

/No

AID

P

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Ne

wsl

ett

er

Pro

du

ctio

n

Co-ordinate, maintain and strengthen a well functional communication system that proactively informs the public across the district.

Newsletter production

Two Newsletters to be produced

Newsletters produced

02 Newsletters 02 newsletters produced

R20

0 .0

00

.00

R 2

50 6

00

,00

None None Yes Yes

Ne

wsl

ett

er

:Bra

ille

T

ran

slat

ion

Disseminate information according to the language that will be understandable to the communities of the district.

Newsletter Translation

Two Newsletters to be translated

Two Newsletters translated in two Languages (Xhosa & Sotho)

Translation of two Newsletter

02 newsletters have been translated

R 2

5 0

00

00

R 2

3 8

00

,00

None None Yes Yes

Leaf

let

s

Pro

du

ctio

n

To inform and mobilize communities on developmental government programmes

Leaflets to be produced

04 Leaflets to be produced quarterly

04 Leaflets to be produced quarterly

04 Leaflets to be produced

09 Leaflets have been produced

R15

00

0 0

0

R 9

98

0 ,0

0

None None Yes Yes


Page 16

Table 5.1.3




Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

AID

P

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Co

mm

un

ity

Ou

tre

ach

es

To build partnership with strategic stakeholders in bringing government services and information to communities

Community Outreaches to be conducted quarterly

02 Outreaches to be conducted quarterly

02 Outreaches to be conducted quarterly

04 Community Outreaches to be conducted

09 Community Outreaches have been conducted

R75

00

0 0

0

No

ne

Activities that have been conducted were done with sister department within the municipalities and they shouldered financial expenses.

Budget will be committed in the 3rd & 4th quarter.

Yes Yes

Me

mo

rial

Le

ctu

res

To commemorate the life of Alfred Baphethuxolo Nzo and also conduct a Council Outreach to extend reach to communities

Celebrate Legacy of stalwarts of the district

Memorial Lectures to be conducted

Memorial Lectures to be conducted

01 Memorial Lecture to be conducted

02 Memorial Lectures of O.R. Tambo was conducted

None None Yes Yes

Bra

nd

ing

an

d

Mar

ke

tin

g

To keep good image of the municipality in a positive standard

To keep good image of the municipality in a positive standard

Branding and Marketing Activities

Brand and Market the institution

Municipality programmes and assets branded.

21 Branding and Marketing activities done

R1.

5 m

illio

n

R 6

27

94

1.0

0

None None Yes Yes

Pu

bli

city

Co

sts

Informing communities about municipal programmes and information.

publicity activities to be done

Publicize Government develop mental Programmes

20 publicity activities to be done

92 publicity activities to be done

92 publicity activities done

R22

0 0

00

.00

R

74

8 7

32. 0

0

None None Yes Yes


Page 17

Table 5.1.3




Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

AID

P

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Au

dio

vis

ual

s an

d E

qu

ipm

en

t

Pag

e: 8

8 E

13

5.1.

5.1

To have credible equipment to record institutional programmes

To procure credible equipment to record institutional programmes

To Ensure that audio visuals are available

10 Audio Visuals / devices have been procured

Audio Visuals and equipment procured

10 Audio Visuals and equipment procured

R 3

70 0

00

.00

R 2

19 7

44

0

0

None None

Yes

Yes

Ro

ad

Sig

nag

e

To install signage on district entry points

To procure and install signage on district entry points

To ensure that all entry points are branded

Points of the district must be branded

08 district points to be branded

08 district entry points of the district are branded

R32

56

0.0

0

None None Yes Yes


Page 18

1.6. SPECIAL PROGRAMMES UNIT

NKPA 5 : Good Governance and Public Participation Objective : To instill good governance in all municipal operation, ensure public participation and provide critical strategic support to the Municipality

Table 5.1.6


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Yo

uth

de

velo

pm

en

t p

rog

ram

me

s an

d im

ple

me

nta

tio

n

Pag

e: 8

5 B

36

5.1.

6.1

To review and develop SPU policies

Number children programmes and support coordinated.

6 Children

supported

6 children programmes and support coordinated

-District Children’s Advisory Council not reviewed -Training of children’s advisory council not done -OVC Christmas party conducted -Children Advisory Council not sat 22

5 0

00

127

00

0

None attendance by stakeholders

Seek IGR intervention Differed to 3rd quarter

Report and register

Ye

s

5.1.

6.2


Number youth programmes and support coordinated.

8

Youth supported 8 youth programmes and support coordinated

-District Youth Council training conducted -1Carrier exhibition conducted in 2 schools - 2District Youth council meetings sat - Youth in sport conducted -1 Alcohol and substance abuse conducted -Student assistance progarmme conducted -2Youth against alcohol and substance abuse campaigns conducted R

300

00

0

309

435

.40

None None Report and register ye

s


Page 19

Table 5.1.6


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

5.1.

6.3


Number elderly programmes and support coordinated.

6

Elderly supported 6 elderly programmes and support coordinated

-Reviewed Older persons Structure -2Older persons forum meetings -Older persons training conducted -Golden Games hosted -Older persons day commemorated -Older persons Christmas party held 35

0 0

00

165

730

00

0

Nil Report and register

Ye

s

5.1.

6.4


Number of disabled persons programmes and support coordinated.

7

Disabled persons supported

7 disabled persons programmes and support coordinated

-Assessed disability community -4 education support programmes conducted -Disabled Youth structure established -20 Disabled Women empowerment -3 District disability forum meetings -International day for disabled people commemorated 29

5 0

00

1427

00

.00

Nil Nil Report and register

Ye

s


Page 20

Table 5.1.6


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

5.1.

6.5


Number gender programmes and support coordinated.

4 Gender

supported

4 gender programmes and support coordinate

-National Women’s day commemorated and celebrated -16 days of activism on no violence against women and children campaign conducted -Boys Indaba not conducted -Men’s awareness campaign on men’s values not conducted -2 District men and 2District women’s forums sat 28

0 0

00

1427

00

.00

Time constraints because of festive season

Nil Differed to 3rd quarter

Report and register

Ye

s

HIV

/AID

S c

oo

rdin

atio

n c

are

an

d s

up

po

rt

pro

gra

mm

me

s

Pag

e: 8

5 B

36

5.1.

6.6


Number HIV/AIDS programmes and support coordinated.

10 HIV/AIDS

supported

10 HIV/AIDS programmes and support coordinated

-4HIV and AIDS awareness conducted -1HIV and AIDS Institutionalized days commemorated -WIPPA established -Data collection for Support groups collected -8 Support groups trained -OVC structure not reviewed -2 DAC meetings sat -1 MIPPA workshop conducted 4

00

00

0

1052

77.5

0

Nil None attendance by stakeholders

Seek intervention from IGR and differed to 3rd quater

Report and register

Ye

s


Page 21

Table 5.1.6


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

De

velo

pm

en

t o

r re

vie

w o

f S

PU

po

licie

s

Pag

e: 8

5 B

36

5.1.

6.7


% of SPU Policies reviewed implemented.

100

% 100% policies adopted

-6 SPU policies not reviewed and developed -SPU Strategy not developed R

35 0

00

0

Nil

No

5.1.

6.8


Number of Intergenerational session held.

1 Intergenerational session held.

-Intergenerational Session not conducted

R 5

0 0

00

Nil

Time constraints due to festive season

Differed to 3rd quarter

Report and register Y

es


Page 22

Ta

rge

t a

ch

ieve

d, 8

2

Ta

rge

t p

art

ially

ach

ievd

, 2

Ta

rge

t n

ot a

ch

ieve

d, 2

4

0

10

20

30

40

50

60

70

80

90

%

Mid - Term Performance 2013/14

Target achieved Target partially achievd Target not achieved


Page 23

2. INFRASTRUCTURE DEVELOPMENT & MUNICIPAL SERVICES

2.1. PROJECT MANAGEMENT UNIT

NKPA : Basic Service Delivery Objective : To facilitate access to free basic water, sanitation, housing and electricity

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention POE

PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

AN

DM

VIP

SA

NIT

AT

ION

Pag

e: 8

4 B

26

5.2.

1.1

Mbizana To increase

access to sanitation by

2500 households

Number of households with access

to sanitation facilities

250

0

VIPs constructed

Advertisement of contacts

Appointment of contractors

Construction of 1250 VIP structures

Completed VIP toilets

Ward 11- 173 Ward 3 – 750 Total = 923 5

00

0 0

00

.00

3 36

8 6

35.4

5 New tender not advertised due to budget limitation, slow progress on

site

Letters, Adjust budget to

accommodate new work before

advertising for appointment of

contractors. Register new

projects with MIG

Happy letters

Ye

s, H

app

y le

tte

rs

Pag

e: 8

4 B

26

5.2.

1.2

Ntabankulu To increase


1250 households



1250

VIPs constructed Construction of 1250

VIP structures Completed VIP toilets

Total = 1887

5 0

00

00

0.0

0

7 17

3 4

45.

53

Accessibility to some villages is still a challenge.

Find another solution to serve

areas where there is no access,

preferable use lightweight structure.

Happy letters

Ye

s, h

app

y le

tte

rs


Page 24

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Pag

e: 8

4 B

26

5.2.

1.3

Matatiele To increase


1875 households



1875


structures completed Completed VIP toilets

Total =408

3 74

0 0

00

.00

0

Delays in the extension of the contract of the

contractor I THE Zone Centre

Appointed contractors to

speed up delivery.

Appointment Letters, and Happy

Letters

Ye

s

Pag

e: 8

4 B

26

5.2.

1.4

Umzimvubu To increase


1875 households



1875


structures completed Completed VIP toilets

Total = 1251

3 74

0 0

00

.00

588

970

.00

Delays in the extension of the contract of the

contractor I THE Zone Centre

Appointed contractors to

speed up delivery.

Appointment Letters, and Happy

Letters

Ye

s

Fob

ane

su

b-r

eg

ion

ph

ase

1

Pag

e: 8

3 B

12

5.2.

1.5

Provide access to

2305 household

with potable water

Number of targeted

households with access to potable

water

230

5 2305 households provided with potable water

Construction of WTW Not achieved

3 0

00

00

0.0

0

60

1578

.00

Contractor’s slow progress

Issue a warning to the contractor and

request a turn-around plan to

remedy the situation and

improve progress, failing which, terminate the

contract.

Final warning letter Ye

s


Page 25

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Installation of mechanical and

electrical components Not Achieved

The WTW is not complete, delays by the contractor resulting to the

appointed contractor not starting o site

Fast track the WTW contract

Mve

nya

ne

wat

er

sup

ply

Pag

e: 8

3 B

12

5.2.

1.6

To Provide access to 800

household with potable

water

Number of targeted


water

80

0 800 households

provided with potable water

Source development Connection to existing

reticulation Not achieved

4 7

73 1

00

.18

66

90

82.

00

Identification of springs,

measuring of pipelines and developing of

BOQs has taken longer than

expected, delays in appointment of

contractors.

Contractors have been appointed

and onsite.

Appointment Letters Y

es

KW

AB

AC

A R

WS

-

SE

CT

ION

3 (

BU

LK

PIP

ELI

NE

)

Pag

e: 8

3 B

12

5.2.

1.7

To provide access to

17 496 household

with potable water

Number of targeted


water

174

96

17 496 households


Construction of 16,5 km clear bulk water

mains Achieved

6 0

00

00

0.0

0

12 0

76 0

53.0

0

None None Practical

Completion Certificates

Ye

s

CA

BA

- M

DE

NI

WA

TE

R S

UP

PLY

Pag

e: 8

3 B

12

5.2.

1.8



water

Number of targeted


water

589

589 households provided with potable water

Connect electricity and commissioning of

projects Achieved

500

00

0.0

0

1 0

36 8

80

.00

Challenges have been with electricity

connection but have been resolved.

None Practical

completion certificate.

Ye

s


Page 26

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

HLA

NE

WA

TE

R S

UP

PLY

Pag

e: 8

3 B

12

5.2.

1.9

To Provide access to

2337 household

with potable water

Number of targeted


water

2337


Construction of storage reservoirs

Installation of pumps Achieved

3 0

00

00

0.0

0

5 9

24 7

08

.00

Installation of pumps is delayed by Eskom Power

supply

Follow up with Eskom on

installation of power.

Progress report Ye

s

Construction of bulk pipelines

Achieved

RB

IG U

mzi

mvu

bu

Pag

e: 8

3 B

12

5.2.

1.10

To Provide households

with potable water

Km’s of Bulk pipeline

completed 8k

ms

8km bulk pipeline constructed and

completion of weirs.

Construction of 8km bulk pipeline

100% Construction of weir completed

Not Achieved

10 0

00

00

0.0

0

7 79

7 9

48

.72

Slow approval of method

statements by DEDEA

Method statements approved, contractor

progressing well.

Approval Letters Ye

s

Th

ola

me

la w

ate

r su

pp

ly

Pag

e: 8

3 B

12

5.2.

1.11



water


completed 18k

m’s

18km bulk and reticulation pipe

line and three reservoirs

constructed

Refurbishment of weir. Construction of break

pressure tanks and river crossings

Not achieved

7 0

00

00

0.0

0

1 0

74 2

93.

21

Contractor’s slow progress

Issue a warning to the contractor and

request a turn-around plan to

remedy the situation and

improve progress, failing which, terminate the

contract.

Progress report Ye

s


Page 27

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Siq

hin

ge

ni w

ate

r

Pag

e: 8

3 B

12

5.2.

1.12


2529 household

with potable water


completed 17k

m’s

+17km bulk and reticulation pipe

line and three reservoirs

constructed

Appoint contractors for bulk pipe line and

mechanical works And reservoirs

Achieved

5 0

00

00

0.0

0

3 73

4 5

08

.71

None None

Adverts and Appointment

letters

Ye

s

Construction of 4Km bulk pipelines, Pump house and reservoir

Not Achieved

Late appointment of contractors,

only appointed in October 2013

Contractors appointed to

speed up construction

Qw

idla

na

Wat

er

Su

pp

ly A

rea

1 &

2

Pag

e: 8

3 B

12

5.2.

1.13


3752 household

with potable water

KM’s of reticulation

network Constructed

47k

m’s

46Km pipe line constructed

Construction of 20km reticulation network

Construction of break pressure tank

Achieved

6 0

00

00

0.0

0

5 34

2 6

38.0

0

None None Progress reports and site meeting

minutes

Ye

s

CA

BA

ZI

Pag

e: 8

3 B

12

5.2.

1.14

To Provide access of potable

water to 980 households

KMs of rising main

constructed 2KM

’s 980 households


Appointment of contractors for 8km

rising main, pump station and storage

reservoirs

Target achieved

3 75

0 0

00

.00

5 6

70 2

21.0

0

None None Appointment

letters and progress reports

Ye

s


Page 28

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Cab

azan

a W

ate

r S

up

ply

Pag

e: 8

3 B

12

5.2.

1.15

To provide water to

3,756 households

Number of reservoirs

constructed 7

4 clear water storage reservoirs

constructed

Appointment of service provider to

construct 7 Bases for storage reservoirs

constructed

Achieved

6 2

50 0

00

.00

2 22

0 0

59.0

0

Appointment letter

Ye

s

Deliver 4 storage reservoirs

Not Achieved

1st contractor terminated as the contractor under

priced

To re-advertise for a new contractor

Termination letter

Te

rmin

atio

n le

tte

r

Fob

ane

su

b-r

eg

ion

p

has

e 2

Pag

e: 8

3 B

12

5.2.

1.16


2223 household

with potable water

Number of targeted


water

2223


Advertise for contractors

Construction of command reservoirs

Not achieved

3 0

00

00

0.0

0

0

Project put on hold until phase 1

construction o WTW is complete.

Complete phase 1 before

commencing with phase 2

No

Mal

uti

/ m

atat

iele

/ ra

mo

hla

ko

ana

wat

er

Pag

e: 8

3 B

12

5.2.

1.17


5468 household

with potable water

Number of targeted


water

546

8 5468 households


Advertise tender Apply for Eskom power

supply.

Award tender and commence

construction

Achieved

1 0

00

00

0.0

0

1 0

77 9

28.7

5

None Advert &

Appointment letter Ye

s


Page 29

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Qw

idla

na

Wat

er

Su

pp

ly A

rea

3 &

4

Pag

e: 8

3 B

12

5.2.

1.18



water

Number of targeted


water

89

7

Construction of reticulation of

pipe line

Appointment of contractor

Not achieved

50 0

00

.00

0.0

0 Delays in

advertising tenders.

Speed up the evaluation and adjudication of

tenders

Advert

Ye

s, A

dve

rt

Qw

idla

na

Wat

er

Su

pp

ly A

rea

5

Pag

e: 8

3 B

12

5.2.

1.19



water

Number of targeted


water

429

Construction of reticulation of

pipe line

Appointment of contractor

Not achieved

50 0

00

.00

0.0

0 Delays in

advertising tenders.

Speed up the evaluation and adjudication of

tenders

Advert

Ye

s, A

dve

rt

NT

IBA

NE

WA

TE

R

SU

PP

LY P

HA

SE

2

Pag

e: 8

3 B

12

5.2.

1.20

To provided 3205

households with potable

water

Number of targeted


water

320

5

1,2Mgl WTW constructed 4 operator

houses built.

Preparation of platform and blinding and casting concrete

for the base and fixing steel for reservoirs and

shuttering

Not Achieved

10 0

00

00

0.0

0

14 1

30 9

44

.00

Slow progress by some of the contractors.

Issue out warning letters to all

contractors who have not achieved their targets and

finally terminate if they still do not

preform.

Progress reports Ye

s

KW

AB

AC

A R

WS

-S

EC

TIO

N 1

(W

TW

)

Pag

e: 8

3 B

12

5.2.

1.21


17 496 household

with potable water

Number of targeted


water

49

6

17 496 households

provided with portable water

Appointment of professional service

provider to complete WTW

designs

Not achieved

1 0

00

00

0.0

0

0.0

0

Effort was put on the current

pipeline contract to finish and

parallel to it try to appoint for the

WTW.

Proposal was that this project be

included under the Consortia that is

currently undertaking

Mkemane Dam feasibility study.

Speed up advertising

No


Page 30

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

BO

MV

INI N

YO

KW

EN

I - B

ULK

WA

TE

R S

UP

PLY

Pag

e: 8

3 B

12

5.2.

1.22

To develop water source

to supply 2892


water

Number of targeted


water

289

2

Weir constructed 3 pump stations

equipped Pumping main

6km constructed

Appoint contractor to facilitate Abstraction

license

Achieved

50 0

00

.00

194

014

.24

Tenders Delays in advertising

tenders.

Appointment Letter Y

es

Construct 3km pumping main

Not Achieved Delays in the

appointment of contractor

Contractor appointed in

November 2013, to fast track

implementation

Gre

ate

r m

biz

ana

reg

ion

al s

chem

e

reti

cula

tio

n

Pag

e: 8

3 B

12

5.2.

1.23

To provide access to

42932 household

with potable water

Number of targeted


water

429

32 42932 households

provided with portable water

Get project appraised and recommended for implementation by the Department of Water

Affairs

Achieved

3 0

00

00

0.0

0

0.0

0

Implementation has not started as

the engineers have not yet been

appointed for design and

implementation.

Extend appointment of the engineers

DWA project recommendation

letters

Ye

s,

Um

zim

vub

u w

ard

14

w

ate

r

Pag

e: 8

3 B

12

5.2.

1.24

To Provide 2243


water

Number of targeted


water

224

3

Construction of reservoirs, pipe lines and pump

stations

Appointment of contractors &

Construction of Bulk Mains

Not achieved

50 0

00

.00

96

4 2

41.

43

Delays in the approval of

funding by MIG

Project to be advertised for the

appointment of engineering consultants

MIG Approval Letter Y

es


Page 31

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Um

zim

vub

u w

ard

13

Pag

e?

Pag

e: 8

3 B

12

5.2.

1.25

To Provide 1155


water

Number of targeted


water

1155

Construction of reservoirs, pipe lines and pump

stations

Appointment of contractors

Facilitation of project DWA approval &

Construction of bulk mains

Not achieved

50 0

00

.00

3 12

3 72

2.54

Delays in the approval of

funding by MIG

Project to be advertised for the

appointment of contractors

MIG Approval Letter Y

es

Up

- g

rad

ing

of

nta

ban

ku

lu t

ow

n s

ewe

r sy

ste

m

Pag

e 8

6 B

24

5.2.

1.26

To Provide access to portable

water and water born sanitation

Km’s of pipeline

constructed 30.5

km

’s Construction of

WTWW, 30,5km Bulk sewer pipe

line and reticulation.

Appoint contractor for WWTW

Construction 8km of Bulk Sewer pipe line

Achieved

3 0

00

00

0.0

0

6 3

53 2

82.

00

Issuing of appointment letter delayed

within SCM

Contractor to quickly commence construction and

speed up progress

Appointment letter Ye

s

Construction of WWTW 20%

Not achieved

Issuing of appointment letter delayed

within SCM

Contractor to quickly commence construction and

speed up progress

Progress Report Ye

s

Mat

atie

le w

tw

refu

rbis

hm

en

t

Pag

e: 8

4 B

15

5.2.

1.27

To Refurbish Matatiele treatment works by June 2014

Km’s of pipeline

constructed 13k

m’s

13km rising main constructed and

WTW refurbished

13km pipeline constructed

100% completed WTW refurbishment

Not achieved

2 0

00

00

0.0

0

2 22

4 3

92.

00

Most of the refurbishment

work is completed;

however the entire work on

the WTW is being finalized.

Fast tack progress on site

Progress report & minutes of site

meetings

Ye

s


Page 32

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Kw

a-b

hac

a

aug

me

nta

tio

n

(so

uth

)

Pag

e: 8

4 B

15

5.2.

1.28

To Refurbish existing water

scheme by June 2014

Km’s of pipeline

constructed and replaced

21k

m’s

Replacement of 21 km dilapidated

reticulation pipeline

Replacement of 3km old reticulation

pipeline

Refurbish 5 old reservoirs

Achieved

1 0

00

00

0.0

0

923

524

.00

Progress reports

and adverts Ye

s

Mat

atie

le r

eg

ion

al

bu

lk w

ate

r su

pp

ly

Pag

e: 8

3 B

12

5.2.

1.29

To Provide 3314

households with potable water by 2015

% of project progress 70

%

Procurement of 12kilometres of

pipes

Award tender material

Commence construction

Not achieved

3 0

00

00

0.0

0

48

7 51

4.9

8

Tender for supply of material done,

but supplier delaying to purchase

resulting to delays in award of

construction contractor

Engage with the supplier and speed

up construction.

Letter of appointment Y

es

MT

AY

LIFF

- P

ER

I -

UR

BA

N

Pag

e: 8

4 B

26

5.2.

1.30

To upgrade Mt Ayliff

WTW from 5Mgl to 6Mgl by June 2014

% of upgraded

WTW in MT Ayliff

WTW upgraded to 6Mgl

Appointment of contractors for the

upgrade

Construction of raw water storage

reservoir

Not achieved

50 0

00

.00

0.0

0

Revision of designs and

recommendation by sector

department for implementation

Apply for funding and Finalize

designs and get the project ready for construction

Progress report. Ye

s

UP

- G

RA

DIN

G O

F

MB

IZA

NA

TO

WN

S

EW

ER

E S

YS

TE

M

Pag

e: 8

4 B

24

5.2.

1.31

To conduct a feasibility

study for the sewer

reticulation by June 2014

% of feasibility study

completed

Detail feasibility report and preliminary

designs.

Conduct procurement processes

Feasibility Study

conducted

Not achieved

200

00

0.0

0

194

014

.24

Delays with the appointment of consultants, but the tender was advertised and

closed.

Fast track the appointment of

consultants

Minutes of Bid Specification Committee

Ye

s,


Page 33

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Fin

anci

al

Man

age

me

nt

Pag

e: 8

5 B

32

5.2.

1.32

To control and manage

the expenditure

of capital grants by June 2014

% of targeted capital grants

controlled and managed

Creditors paid within 30 days

from the date of receipt of invoices.

Monitor transfers from ANDM main account to relevant call accounts

Achieved

0.0

0

0.0

0

None None Transfer letters Ye

s

Ex

pan

de

d p

ub

lic

wo

rks

pro

gra

m

Pag

e: 8

5 B

36

5.2.

1.33

To create 815 full time

equivalence.

Number of- jobs created 32

14

3124 jobs created

781 jobs created and reported to EPWP

Target achieved

2 0

00

00

0.0

0

4 9

58 0

39.0

0

None

Employee contracts have expired and the request was to

List of people employed Y

es

ISD

Co

ord

inat

ion

Pag

e: 8

5 B

36

5.2.

1.34

To maximize community

participation on all MIG projects

Number of community meetings

held

Community meetings for

project inceptions

Coordinate community meetings

Achieved

0.0

0

0.0

0

None None

Community meetings

attendance registers

Ye

s

Ram

oh

lak

oan

a/M

alu

t

i S

ew

er

Pro

ject

–

Ph

ase

2

To provide access to sanitation

sewer reticulation

to 210 households

3.15 kms of sewer

reticulation lines

constructed.

Achieved, 4.2

kilometers has been done

1 38

1 4

67.

00

3 50

6 5

70.4

5

None

Need to add more budget to this project as the

current budgeted amount is already

depleted

Progress reports Ye

s


Page 34

Table 5.2.1


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Mt.

Fre

re P

eru

-Urb

an

Wat

er

Su

pp

ly

Conduct water &

sanitation feasibility

study for the Mt. Frere

Peri-urban areas

No target set

Be

lfo

rd B

ulk

Pip

eli

ne

s (M

alu

ti

Re

gio

nal

)

Replace aged infrastructure by June 2014

Replacement of 2,4 km pipeline

Appoint

contractor for phase 2

Not achieved

2 0

00

00

0.0

0

4 0

75 0

36.2

5

Delays in supply of steel pipes by manufacturers

Contractor to increase

production on site. Progress report Y

es


Page 35

2.2. WSA UNIT

NKPA 2 : Basic Service Delivery Objective : To facilitate access to free and basic water sanitation, housing and electricity

Table 5.2.2


KPI

Tar

ge

t

Output Targets for Quarter 1 &

2

Actual Performance for

Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure

Reason For Variance Means

Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Tar

iff

mo

de

lin

g a

nd

Tar

iff

Po

licy

for

the

AN

DM

Pag

e: 8

3 B

15

5.2.

2.1

To determine cost of water provisioning, policy and a

Tariff Modeling Tool in the ANDM

by 2014

Number of working

sessions to demonstrate

the functionality of the model

2

1 functional tariff model and a tariff

policy

Appointment of PSP and development of the tariff policy and a

tariff model

Completed tariff model and policy

but still to be approved 8

76 0

24.4

5

594

80

0.0

0

Data acquisition hindered progress to a certain extent.

More working

session to demonstrat

e the functionalit

y of the model to

be conducted

for approval of the model and policy.

Progress reports

Ye

s, P

rog

ress

re

po

rts

Wat

er

Re

sou

rce

Mo

nit

ori

ng

Pag

e: 8

3 B

15

5.2.

2.1

To Install water level monitoring devices in boreholes,

water sources, dams

and reservoirs.

Number of water level monitoring

devices installed

58

58 monitoring devices installed and

equipped with automatic data logging system.

30 water level devices installed

35 devices installed

1 6

00

00

0.0

0

1 6

05

050

.12

Project in progress N/A Progress reports,

minutes of progress meetings

Ye

s, P

rog

ress

re

po

rts


Page 36

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

vie

w o

f th

e W

CD

M

stra

teg

y d

ocu

me

nt

Pag

e: 8

3 B

13

5.2.

2.1

To Develop WCDM

strategy document to

include Ntabankulu &

Mbizana

Number of strategy

developed and

submitted

1

Completed WCDM strategy document and submitted for council adoption.

Submission of strategy Report

Detailed investigation and

analysis of data for final reporting. 30

0 0

00

.00

198

36

0.0

0 PSP delayed

convening the inception meeting leading to a major

contractual dispute

Dispute resolved and the project

progresses well

Progress reports Ye

s

Wat

er

Inve

nto

ry

Pag

e: 8

3 B

13

5.2.

2.1

To enhance water balance calculations in

the ANDM water supply schemes by

2014

Installation of PRVs at

Mount Frere and Mount

Ayliff, Maluti, Matatiele and

Cedarville. Active visible

leak detection surveys

carried out in the ANDM.

Installation of bulk water

meters at key billing points

and zones including

Government Institutions.

Carrying meter audits for the entire

ANDM.

8 P

RV

s, 1

0 z

on

e m

ete

rs,

7 to

wn

wat

er

sup

ply

sch

em

es,

had

me

ter

aud

its

com

ple

ted

Completed meter audits in all ANDM town water supply schemes totaling to 7. PRVs installed to

reduce pipe pressure totaling to 12 PRV

installation. Zone metering

resulting in 7 ANDM towns zoned

8 PRV installation 3 town water supply

meter audits completed

6 PRV installations 4 town water

supply schemes meter audits completed 50

0 0

00

.00

200

00

0.0

0

PSP appointed for the PRV installation

in the Matatiele region terminated

the contract without notifying the client

(ANDM).

Still to appoint another PSP to

continue with the project

Meter audit data, reports of the zone meter installations

Ye

s


Page 37

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Inst

alla

tio

n o

f au

tom

atic

dat

a lo

gg

ing

or

tele

me

try

and

bu

lk m

ete

rs a

t th

e

inle

t an

d o

utl

ets

of

WW

TW

an

d W

TW

.

Pag

e: 8

3 B

13

5.2.

2.13

To Install data logging and telemetric

system in the inlet and

outlet bulk meters of the

WTWs

Number of data logging

and telemetric

system installed

20 20 data logging and

telemetric systems installed

5 inlet and outlet and outlet bulk meters installed with data

logging system

Not achieved

500

00

0.0

0

Nil

Project was advertised and evaluated but

appointment was never made.

Solution sought from supply chain to

no avail.

Pursue resolution

form supply chain

Terms of reference, tender document

and advert

Ye

s

Inst

alla

tio

n o

f co

nsu

me

r m

ete

rs a

nd

de

vice

s in

urb

an a

reas

of

AN

DM

Pag

e: 8

3 B

13

5.2.

2.14

To Install pre-paid meter

with restrictive or

trickling water devices

in some ANDM urban

areas

Number of prepaid meters

installed

580

580 of pre-paid meters and devices

installed

200 consumer meters to be installed at

Highlands (Bizana) Not achieved

700

00

0.0

0

Nil




no avail.

Pursue resolution

form supply chain


and advert

Ye

s

Ex

plo

rin

g o

the

r re

ven

ue

coll

ect

ion

sys

tem

Pag

e: 8

3 B

13

5.2.

2.15

To Investigate 10 possible

water services pay-points in

the ANDM

Number of pay points activated

10

10 pay-points discovered and 10

service level agreements made

with pay-point institutions

5 services pay-points attained with SLA

signed Not achieved

350

00

0.0

0

Nil




no avail.

Pursue resolution

form supply chain


and advert

Ye

s


Page 38

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Wat

er

Co

nse

rvat

ion

aw

are

ne

ss c

amp

aig

ns

in

the

AN

DM

Pag

e: 8

3 B

13

5.2.

2.15

To educate the ANDM

communities about the

importance of conserving water as a

resource by June 2014.

Number of campaigns

convened in the ANDM

towns

7

Community mobilization on

curbing water losses in the ANDM

Planning and strategize effective WCDM

community outreach campaigns

In progress Nil -

Endeavour to align the programme with

water and environmental

calendar.

none Minutes of planning

sessions Ye

s

Imp

lem

en

tati

on

of

the

MW

IG P

rog

ram

me

Pag

e: 8

3 B

13

5.2.

2.15

To Provide interim

potable water supply to

2000 households

with potable water

Number of water supply schemes that

are either refurbished or re-developed

17

17 water supply schemes that are

either re-activated or renewed

5 schemes renewed 8 schemes renewed

6 0

00

00

0.0

0

6 6

77 3

74

.24

None None Progress reports Ye

s

Ass

et

Re

pla

cem

en

t P

lan

Pag

e: 8

3 B

13

5.2.

2.15

To develop an ANDM

infrastructure asset

replacement plan

Number of plans

developed and

submitted

1

Completed asset replacement plan

document and submitted for

council adoption.

Appointment of a PSP to undertake the

infrastructure asset replacement plan.

Procurement of a service provider

1 0

00

00

0.0

0

Nil

Delayed submission of TOR to supply

chain

Fast track the process

Terms of reference Ye

s


Page 39

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Ad

vert

ise

me

nt

of

ind

ige

nt

po

licy

for

LMs

Pag

e: 8

3 B

13

5.2.

2.16

To Undertake

awareness campaigns

about indigence

Number of advertisemen

ts run for indigent

application

4

4 service level agreement with

advertising agencies.

8 advertisements per local municipality

none

200

00

0.0

0

Nil

Lm’s conducted their own

community engagement

approach

None None No

Tra

nsl

atio

n o

f in

dig

en

t P

olic

y t

o

ind

ige

no

us

la

ng

uag

es

Pag

e: 8

3 B

13

5.2.

2.17

To Ensure that ANDM

indigent policy is non-

discriminating in terms of

ANDM languages.

Number of languages

policy translated to

4

Completely translated indigent policy into 4 ANDM

indigenous languages.

Completed and translated version of

Indigent policy

Completed and translated version of Indigent policy

200

00

0,0

0

197

00

0.0

0

None None Translated indigent

policy yes

B

Ind

ige

nt

reg

iste

r

veri

fica

tio

n

Pag

e: 8

3 B

13

5.2.

2.18

To Verify indigent

households in the ANDM

Number of indigent

households verified

20 0

00

.00

20 000,00 indigent households verified

20 000 Households to be

verified

15 000 Households to be

verified

200

00

0.0

0

184

00

0.0

0

Lack of human capacity

Population of

organogram

Verified indigent register ye

s

Se

ctio

n 7

8 (

1 an

d 3

)

Pag

e: 8

5 B

32

5.2.

2.25

To Assess the capabilities of

the municipality(A

NDM) in water services

provision

Number of section 78

assessment completed

1

Completed Section 78 assessment

report and implementation

guidelines for the ANDM.

Stakeholder engagement

Completed Section 78 assessment

report

1 30

0 0

00

.00

1 0

00

00

0

None None Section 78 Report Ye

s


Page 40

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

gu

lato

ry

Pe

rfo

rman

ce

Man

age

me

nt

Sys

tem

Pag

e: 8

5 B

32

5.2.

2.26

WSA performance measurement

compliance tool

% Blue Drop Status

achieved

100

% BDS and GDS evaluation scores

-

Preparations for the 2013 BDS assessment

sessions

R6

00

,00

0.0

0

Nil None None Assessment reports Y

es

Feas

ibili

ty S

tud

ies

for

12

War

ds

in M

atat

iele

an

d

Um

zim

vub

u L

Ms

Pag

e: 8

3 B

14

5.2.

2.23

To Undertake feasibility

studies for water backlog for the ANDM

in 12 wards

Number of feasibility

studies completed,

technical report

submitted to DWA

12 Feasibility studies to

be undertaken in 12 wards of the ANDM

Appointment of consultants

Technical reports completed

Preliminary designs for 12 wards and submitted

to DWA

Completed preliminary Designs and

technical reports submitted to DWA 4

0 0

37 9

49

.21

27 1

08

511

.57

None none

DWA Approval letters, Preliminary

designs and reports, Technical

Reports

Ye

s

Re

vie

w W

ater

Se

rvic

es

Bac

klo

g e

rad

icat

ion

str

ate

gy

Pag

e: 8

3 B

12

5.2.

2.3

To review the water services

backlog eradication strategy for

ANDM

Number of water services

backlog eradication

strategy adopted

1

Completed and adopted backlog

eradication strategy document for the

ANDM.

Appoint service provider

Inception phase of the project

Service provider appointed

Project inception report submitted 34

6 4

23.0

1

346

423

.01

None None

Water services backlog eradication

strategy adopted

Ye

s


Page 41

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

WS

DP

Re

vie

w in

to

ne

w D

WA

req

uir

em

en

ts

Pag

e: 1

03

4.1

.2

To review the existing

ANDM WSDP into new DWA requirements

and align it with the IDP

Service provider

appointed to review the Document

1 Completed reviewed document

Completed reviewed document

Completed reviewed document

R39

3,30

0.0

0

R39

3,30

0.0

0

None None Completed reviewed document

Ele

ctri

city

Se

cto

r P

lan

Pag

e: 8

4 B

27

5.2.

2.7

To review the existing

electricity sector plan

Arrange meetings with

local municipalities Identify and

fill gaps Submit the

plan for adoption

1

Completed and adopted electricity

sector plan.


Implementation of identified projects in the sector plan

R20

0,0

00

.00

R51

,723

.82

None None Completed

electricity sector plans

yes

Feas

ibili

ty s

tud

ies

Sir

ho

qo

be

ni,

Mke

man

e a

nd

Nta

ban

kulu

Pag

e8

3 B

14

5.2.

2.27

To Conduct dam

feasibility studies to

address bulk water supply.

Number of 4 concept

document completed

and submitted to

DWA

4

Completed concept reports

Submission of concept documents

to DWA for approval.

Approval of the concept reports DWA

Concept and viability report

R30

00

00

0.0

0

R30

00

00

0.0

0

There are outstanding

payments due to reduced budget by

ANDM

Implement council

resolution to use

funds from ANDM

reserves

Concept and viability report Y

es


Page 42

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Ru

ral r

oad

Ass

et

Man

age

me

nt

Sys

tem

Pag

e: 8

4 B

27

5.2.

2.24

To Develop rural road and

asset management

system for the ANDM.

Number of road and

asset management

system adopted

1

Complete rural assessment system


Visual Assessments

completed

R3,

44

4,4

43.

00

R208,077.4

5

None

No

ne

Visual Assessment Reports Y

es

Feas

ibili

ty S

tud

ies

for

12 c

lust

ers

Pag

e :8

3 B

14

5.2.

2.23

Investigating the proposed regional bulk water supply in sufficient

detail that the project can be deemed to be implementation ready and

qualify for RBIG grant

Funding

12 Service provider

appointed to undertake feasibility

studies for 30 wards

clustered into 12 clusters

12 Submission of

Business Plans Business plans

submission Business plans

submission

R6

,20

0,0

00

.00

R8

00

,00

0.0

0

None None Completed

Business Plans

Bu

sin

ess

pla

ns

fo

r f

or

8 W

ard

s

Pag

e :8

3 b

14

5.2.

2.23

Prepare business plans

for 8 wards

Tender advertise for PSPs to bid

6+

8

Submission of Business Plans

Tender closed on 12 Dec.2013

Submitted Tender Documents

R1,

60

0.,

00

0.0

0

Nil None None

Submitted Tender Documents


Page 43

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Clim

ate

Ch

ang

e

Ad

apta

tio

n s

trat

eg

y

Pag

e: 8

3 B

13

5.2.

2.2

To Develop the ANDM

Climate change

adaptation strategy.

Number ANDM Climate change

adaptation strategy adopted

1

Completed and adopted climate

change adaptation strategy,

Inception report

-Inception reporting

-Vulnerability Assessment 50

00

0.0

0

0.00

External funding was secured from

CSA for this project and therefore the

internal funds have not been used.

Bu

dg

et

to b

e u

sed

fo

r

the

Clim

ate

Ch

ang

e

Su

mm

it t

hat

has

to

take

pla

ce in

Ap

ril

2014

aft

er

com

ple

tio

n

of

the

vu

lne

rab

ility

stu

dy.

Draft Vulnerability Assessment Report Y

es

Wat

er

Saf

ety

Pla

n

Pag

e: 8

3 B

16

5.2.

2.4

To Develop ANDM water safety plan

Number of water safety plan adopted

1 Completed and adopted water

safety plan

Inception report and site inspection report

Inception report complete Site visits

conducted in all Water Treatment

Works Risk assessment

report completed and risk

prioritization completed.

Draft Water Safety Plan

450

00

0.0

0

340

00

0.0

0

Project is going as planned; no delays or challenges are

experienced on this project.

None require at

this

Adopted Water Safety Plan

Ye

s

Co

asta

l man

age

me

nt

pla

n

Pag

e: 8

3 B

11

5.2.

2.5

To Develop ANDM Coastal

Management Plan

Date coastal management plan adopted

1

Completed and adopted water

safety plan

Inception reporting Terms of reference

together with a tender document

completed and submitted to SCM for procurement

processes. Project advertised.

350

00

0.0

0

0.0

0

Tender for this project has not been

evaluated

Request evaluation committee to fastrack

its processes.

Terms of reference Advert from Daily

dispatch.

Ye

s


Page 44

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Inte

gra

ted

Was

te

Man

age

me

nt

Pla

n

Pag

e: 8

3 B

13

5.2.

2.6

To Develop ANDM IWMP

Number of ANDM IWMP

adopted

1

Completed and adopted IWMP for

the ANDM.

Inception reporting Terms of reference

together with a tender document

completed and submitted to SCM for procurement

processes Project advertised

350

00

0.0

0

0.0

0

Tender for this project has not been

evaluated

Request evaluation committee to fastrack

its processes.

Terms of reference Advert from Daily

Dispatch.

Ye

s

Dam

Saf

ety

Man

age

me

nt

Pag

e: 8

3 B

16

5.2.

2.10

To Implement the adopted dam safety

plan

% of dam safety plan

implemented

100

%

Completed emergency

preparedness plan for Ntabankulu and

Matatiele town dams

Inception reporting

Specification submitted to Supply Chain

Management. R10

0 0

00

.00

0.00

Project was submitted to supply Chain on the 5th of

August 2013 for advertisement on a 7 day notice but it

was only advertised end of September 2013. After advert Supply Chain took

another month before appointing

and upon request to appoint (21/11/2013), it was pointed out that there was no response and they

had not written anything to sensitize

the department about this finding

Emergency Preparedne

ss Plan to be re-

advertised on the 13th of January

2014.

None No


Page 45

Table 5.2.2


KPI

Tar

ge

t


2


Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Wat

erb

orn

e d

ise

ase

e

me

rge

ncy

re

spo

nse

pla

n

Pag

e: 8

3 B

11

5.2.

2.11

To Implement the adopted waterborne emergency response

plan.

Number of awareness campaign conducted

4

4 awareness WERP outreaches in the

ANDM

1 awareness campaign in Ntabankulu LM and 1 awareness campaign in

Umzimvubu LM

1 awareness campaign in

Umzimvubu LM and 1 awareness

campaign in Mbizana LM

R25

0 0

00

.00

233

00

0.0

0

Due to unavailability of relevant

stakeholders, the awareness

campaigns were re-arranged hence the

awareness was conducted in Mbizana not

Ntabankulu LM. Nta

ban

kulu

aw

are

ne

ss

cam

pai

gn

to

be

co

nd

uct

ed

on

the

20

th o

f Fe

bru

ary

2014

.

Attendance Register

Minutes of the

meetings

Invoices for the procured material.

Ye

s

Wat

er

qu

alit

y m

on

ito

rin

g

Pag

e: 8

5 B

32

5.2.

2.21

To ensure compliance monitoring

based on the regulators standards

Number of water quality

reports submitted

12

12 water quality monitoring reports

6 water quality monitoring reports

6 water quality monitoring

reports

R30

0 0

00

.00

143

244

.00

None

No

ne

Water quality monitoring reports

Ye

s


Page 46

2.3. WSP UNIT

NKPA : Basic Service Delivery Objective : To facilitate access to free and basic water, sanitation,

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

To

ols

& E

qu

ipm

en

t

Pag

e 1

20 :

(B

.1.5

)

5.2.

3.1

To Develop and procure operations

and maintenance

tools and equipment,

by June 2014

WTW, WWTW and

Sanitation ponds test

kits. Portable Jetting

machine and accessories.

100

% Delivery of test kits (6 no of test kits for

WTW and WWTW list)

- Portable Jetting

machine and accessories

Procurement processes

6 test kits for WTW

and WWTW

SCM processes 1 no of test kits for WTW and WWTW

procured 1 25

0 0

00

.00

207

121.

70

Service providers under

quoted for Umzimvubu and Matatiele WTW

and WWTW

re-advertise for Matatiele and Umzimvubu

-speed up procurement processes for

jet vehicle.

List of tools and equipment

Tender document Appointment letter Delivery Notes and

Payment certificates

Yes


Page 47

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Dro

ug

ht

Re

lief

Inte

rve

nti

on

Pro

ject

s

Pag

e 1

20 :

(B

.1.5

)

5.2.

3.2

To Develop the business

plan & implement

water drought relief schemes. By

June 2014

Five drought relief

schemes provided this financial year.

(Xholobeni Mowa

Nyanzela Nkalweni Malenge)

5

Conduct assessments of

areas that needs intervention

-Verification of the scope of work and

compile BOQs

-Appointment of

service providers for

the supply of

materials and pre-

fabricated

reservoirs;

-Xholobeni, Nyanzela and Mowa

completed

Finalization of tender document for

appointment of service provider

-specification submitted to SCM for a seven day notice advertisement.

1 0

00

00

0.0

0

128

736

.57

Project funding not on ANDM

approved budget votes though it was budgeted for, approved and

also appears on ANDM final

SDBIP

-issue checked and sorted out

with budget department

and allocation reflects on Quarter 2

budget tracking.

-7 day notice adverts on

drought relief projects sent

for publication

List of villages Tender document

Appointment letters

Payment certificate Completion certificate

Closeout reports

Yes

Dri

llin

g o

f b

ore

ho

les

Pag

e: 8

3 B

15

5.2.

3.3

No. of boreholes to

be drilled, tested and

equipped by June 2014

4 boreholes drilled in Nkantolo

Gudlintaba Buwa

Ngwegweni

4

Supply chain management

processes

-Appointment of service provider for drilling and incasing

of 4 boreholes of Nkantolo

Gudlintaba

Finalization of tender document for procurement

processes

Tender document awaiting bid spec

submission

500

00

0.0

0

0.0

0 finalization of

tender document a

Tender document

finalized and will be sent to

bid spec committee for

approval

-Tender document

Yes


Page 48

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Mai

nte

nan

ce o

f R

ep

airs

an

d -

Mat

atie

le W

ate

r &

San

itat

ion

Infr

astr

uct

ure

sch

em

es

Pag

e: 8

3 B

15

5.2.

3.5

To provide access and

prevent unexpected break downs on water and

sanitation schemes by JUNE 2014

Maintenance

of:

-47 water

schemes,

-Belfort and Matatiele

Water Treatment

Works -Matatiele

Wastewater Treatment

Works -Sewer

pipelines -Cedarville

Ponds -Sceptic Tanks

47

Maintenance of concrete reservoirs,

weirs, springs, pipelines & pumps.

-Routine

maintenance and M&E.

-Unblocking and jetting of sewer

systems ; maintenance of

sewer main holes -Emptying of sceptic

tanks

-Maintenance of concrete reservoirs,

weirs and springs and pipelines.

-Emergency water carting

-Payment of electricity

-Routine maintenance and M&E.

-Purchase of purification chemicals

-Unblocking and jetting of sewer systems ;

maintenance of sewer main holes

-Maintenance of ponds

-Emptying of sceptic tanks









-Maintenance of ponds -Emptying of sceptic

tanks

4 6

86

250

.00

3 6

65

212.

35

M&E Contracts expired

-Bulk Material contracts expired

-M&E Contracts expired

-Purification

Chemical Contracts

expired

speed up procurement processes for Bulk material

-speed up

procurement processes for

M&E and Purification

chemical

Tender Documents

Appointment letter

-Payment Certificates for jetting vehicles.

-Delivery register

Yes


Page 49

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

pai

rs a

nd

Mai

nte

nan

ce o

f W

ate

r &

San

itat

ion

In

fras

tru

ctu

re

sch

em

es

-Um

zim

vub

u

Pag

e: 8

3 B

15

5.2.

3.6




Maintenance

of:

75 water

schemes,

-Mt. Ayliff &

Mt. Frere

Water

Treatment

Works and

Wastewater

Treatment

Works

-Sewer

pipelines

-Sceptic Tanks

75



-Routine




sewer main holes -Emptying of sceptic

tanks




















tanks

4 6

86

250

.00

3 33

8 1

17.8

2




-Purification

Chemical Contracts

expired


-speed up



chemical

Tender Documents

Appointment letter


-Delivery register

Yes


Page 50

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

pai

rs a

nd

Mai

nte

nan

ce o

f W

ate

r &

San

itat

ion

In

fras

tru

ctu

re

sch

em

es

-Mb

izan

a

Pag

e: 8

3 B

15

5.2.

3.7




Maintenance

of:

-32 water

schemes,

-Nomlacu & Bizana Water

Treatment Works

-Mbizana Pond

-Sceptic Tanks

31



-Routine maintenance and

M&E. -Emptying of sceptic

tanks




















tanks

4 6

86

250

.00

2 52

0 8

92.

35




-Purification

Chemical Contracts

expired


-speed up



chemical

Tender Documents

Appointment letter


-Delivery register

Yes


Page 51

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

pai

rs a

nd

Mai

nte

nan

ce o

f W

ate

r &

San

itat

ion

In

fras

tru

ctu

re

sch

em

es

- Nta

ban

kulu

Pag

e:8

3 B

15

5.2.

3.8




Maintenance

of:

-33 water

schemes,

-Ntabankulu Water

Treatment Works

-Ntabankulu Pond

-Sceptic Tanks

33



-Routine




sewer main holes Emptying of sceptic

tanks




















tanks

4 6

86

250

.00

2 38

2 16

1.8

2




-Purification

Chemical Contracts

expired


-speed up



chemical

Tender Documents

Appointment letter


-Delivery register

Yes


Page 52

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

furb

ish

me

nt

and

Re

pla

cem

en

t o

f W

ate

r

Infr

astr

uct

ure

- M

atat

iele

Pag

e: 8

3 B

11

5.2.

3.9

To Develop, cost &

implement the

refurbishment of Water Services

infrastructure by June 2014

08 schemes identified for refurbishmen

t Chibini

Mahlabathini Magonqolwe

ni Nkungwini

St Paul Gudlintaba

Rashule Black

Diamond

9

-08 schemes Conduct

assessments of identified areas that

needs refurbishment

-Procurement processes


1 0

00

00

0.0

0

0.0

0

awaiting the appointment of

service providers from

SCM

Awaiting appointment of service provider

SCM to fastrack the

appointment of a service

provider.

- 7 day Advert

Yes

Re

furb

ish

me

nt

and

R

ep

lace

me

nt

of

Wat

er

Infr

astr

uct

ure

–U

mzi

mvu

bu

Pag

e:

5.2.

3.10

To Develop, cost &

implement the



7 schemes to be

refurbished. Lower

Dambeni Natala

Sirhoqobeni Canele

Lugangeni

7

7 schemes Conduct


needs refurbishment


7 no of schemes Conducted assessments of identified areas that needs refurbishment

Verified scope of work and compile BOQs

1 0

00

00

0.0

0

930

539

.98

-SCM to fastrack the

appointment of a service

provider

- 7 day Advert

Yes


Page 53

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

furb

ish

me

nt

and

Re

pla

cem

en

t

of

Wat

er

Infr

astr

uct

ure

-Mb

izan

a

Pag

e: 8

3 B

11

5.2.

3.11

To Develop, cost &

implement the



1 scheme to be

refurbished. Mbizana bulk

pipeline of 15km

1

1 water scheme.

Conduct assessments of

identified areas that needs

refurbishment


-In-house

refurbishment in progress

Finalize tender document

-In-house refurbishment

in progress 1 0

00

00

0.0

0

232

80

4.9

1

Finalization of tender

document

Finalize tender document and submit to SCM

for procurement

processes.

-Payment Certificates

Yes

Re

furb

ish

me

nt

and

Re

pla

cem

en

t o

f W

ate

r In

fras

tru

ctu

re -

Nta

ban

kulu

Pag

e: 8

3 B

11

5.2.

3.12

To Develop, cost &

implement the



8 schemes to be

refurbished. Dungu

Xhama / Lokwe

Fort Donald Mandiliva –

Sidakeni Exhibeni Silindini

Mzwakazi

8

6 schemes Conduct


needs refurbishment


-Refurbishment for Silindini in progress


-Refurbishment for Silindini in progress

1 0

00

00

0.0

0

254

70

0.0

0

Still waiting for SCM to appoint

a services provider for the

tender that closed 23

November 2013

SCM to fast track

procurement process of 7

day advertisement

- 7 day Advert

Yes


Page 54

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

furb

ish

me

nt

and

R

ep

lace

me

nt

of

Wat

er

Infr

astr

uct

ure

- M

nce

ba

Wat

er

Sch

em

e

Pag

e: 8

3 B

11

5.2.

3.13

To Develop, cost &

implement the


infrastructure. by June 2014

1 water scheme (29

Villages) Conduct

assessments of identified

areas that needs

refurbishment

1

Appointment of service providers

Refurbishment of the water scheme.

Service providers appointed.

Refurbishment work in progress

Refurbishment work in progress

1 0

00

00

0.0

0

546

114

.26

Delays due to

inclement weather

conditions Construction programme to

be revised.

Tender document

Appointment letters

Payment certificate

Yes

Re

furb

ish

me

nt

and

R

ep

lace

me

nt

of

San

itat

ion

In

fras

tru

ctu

re -

Mb

izan

a P

on

ds

Pag

e: 8

3 B

11

5.2.

3.14

To Develop, cost &

implement the

rehabilitation of Mbizana

pond. By June 2014

Mbizana Pond

refurbished

1


-60% completion

100% completion 70% completion

1 9

00

00

0.0

0

1 22

3 6

28.0

9

Delays due to inclement weather

conditions

Construction pragramme to

be reviewed

Tender document

Appointment letters

Payment certificate

Yes

Re

furb

ish

me

nt

and

R

ep

lace

me

nt

of

San

itat

ion

In

fras

tru

ctu

re

– N

tab

anku

lu P

on

ds

Pag

e: 8

3 B

11

5.2.

3.15

To Develop, cost &

implement the

rehabilitation of

Ntanankulu pond.

By June 2014

Ntabankulu Pond

refurbished

1


-60% completion

100% completion 40% completion

1 50

0 0

00

.00

40

3 15

7.0

4

Slow construction

progress on site by contractor

Construction pragramme to be reviewed

Tender document

Appointment letters

Yes


Page 55

Table 5.2.3


KPI

Tar

get


2


Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

POE

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

furb

ish

me

nt,

Au

gm

en

tati

on

an

d

Re

pla

cem

en

t o

f W

ate

r In

fras

tru

ctu

re -

Ce

dar

ville

Pag

e: 8

3 B

11

5.2.

3.16

To Develop, cost &

implement the

refurbishment,

Augmentation and

replacement of water

infrastructure. By June 2014

1 pre-fabricated reservoir

replacement and bulk pipeline

1

1 pre-fabricated reservoir replaced


Project procurement process stopped

750

00

0.0

0

0.0

0

Project funding not on ANDM

approved budget votes though it was budgeted for, approved and

also appears on ANDM final

SDBIP.

Quires raised by employees on the number of

air conditioners to be serviced

and maintained

Project to be implemented using MWIG

Funding from DWA and will

be implemented

in 2014/15

Target to be moved to

2014/15 financial year.

Yes

Bu

ildin

g M

ain

ten

ance

&

Alt

era

tio

ns

Pag

e: 8

3 B

15

5.2.

3.17

All Municipal buildings

maintained by June 2014

Maintenance of municipal

buildings

100

%

Appoint service provider to replace

and service air conditioners

Appoint structural

consultant

Appointment of structural consultant

Procurement Processes

1 0

00

00

0.0

0

143

437

.67

New tender document

finalized and to be submitted

to bid spec for replacement of

air conditioners

Tender document

Yes

Ve

hic

les

Le

asin

g

Pag

e: 8

4 B

23

5.2.

3.18

Leasing of Motor

Vehicles. By June 2014

24 vehicles leased by the municipality

24

24 leased vehicles. Ongoing payment of

invoices for the 24 leased vehicles.

Payment of invoices for 24 vehicles

2 30

0 0

00

.00

3 52

1 9

54.0

0

None None

Payment

certificates

Closeout report Yes


Page 56

Ta

rge

t a

ch

ieve

d, 6

5

Ta

rge

t p

art

ially

ach

ievd

, 4

Ta

rge

t n

ot a

ch

ieve

d, 4

0

10

20

30

40

50

60

70

%

Mid - Term Performance 2013 - 2014



Page 57

3. COPORATE SERVICES

3.1. ICT DEPARTMENT

NKPA 1 : Institutional Transformation and Organisation al Development Objective : To provide excellent administrative support and stable ICT services.

Table 5.3.1


KPI T

arg

et



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure

Reason For Variance Means Intervention

Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

So

ftw

are

Lic

ensi

ng

an

d

Mai

nte

nan

ce

Pag

e: 8

2 A

22

5.3.

1.1

To upgrade an maintain software licenses for uninterrupted ICT services

% of software with valid licenses

100

%

Maintained and renewed Software licenses

Procurement process for all required hardware and software

Cibecs and Teamviewer licences have been purchased. Proposal for Microsoft licenses has been received and is under consideration.

40

0 0

00

64

80

0

None None

Order for Cibecs and Team viewer Draft proposal from Microsoft

Ye

s


Page 58

Table 5.3.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Har

dw

are

eq

uip

me

nt

and

ne

two

rk u

pg

rad

es

5.3.

1.2


% of SAN upgrade completed

100

%

Additional disk space on the Server

Procurement process for all required hardware and software

Procurement processes completed. Order was issued out to the appointed service provider. Waiting delivery of hardware and software procured, and availability of the consultants for final configuration and signoff

350

00

0

0 Delay in the delivery

of hardware Delivery on 15 January 2014.

Order for hardware and Software

Ye

s

5.3.

1.3


% of switch upgrade completed

100

%

Upgraded Network switches and installed network points

Procurement processes for the upgrading of switches and cabling.

Procurement processes started for the Upgrade of switches and cabling but still in awaiting finalization of the award.

200

00

0

0

- -

Specification and advert SCM checklist

Ye

s


Page 59

Table 5.3.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Co

mm

un

ity

ICT

Ce

ntr

e

Pag

e: 8

2 A

22

5.3.

1.4

To establish 4 Computer centres

Number of centres established

4

Four (4) Community ICT Centres

Identification of four (4) hosting sites

4 x sites identified as the Libraries in Matatiele, Mt Ayliff, Ntabankulu and Mbizana Service provider for cabling has been appointed to start the work on 15 January Procurement for desks and computers is awaiting appointment of service provider.

700

00

0

0

Pictures of identified sites Order for networking Checklists for computers and desks

Ye

s

De

velo

p a

nd

imp

lem

en

t M

SP

an

d IC

T S

trat

eg

y

Pag

e: 8

2 A

22

5.3.

1.5

To develop an world class Master Systems Plan and ICT strategy

Number of MSP adopted

1

Adopted ICT MSP Procurement Processes for the development of the ICT MSP

TOR were developed.

300

00

0

0

TOR

Ye

s

5.3.

1.6

% of MSP projects implemented

100

%

Implemented MSP projects

Draft ICT strategy presented to Stakeholders

Implementation to be done after the adoption of the strategy

Nil -

-


Page 60

Table 5.3.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Inte

rfac

e/i

nte

gra

tio

n

of

syst

em

s an

d

mai

nte

nan

ce

Pag

e: 8

2 A

22

5.3.

1.7

To have integrated seamless systems

% of system integration project completed

100

%

Integrated Municipal systems


SAMRAS and VIP system have been integrated.

Nil - - Interface report

Ye

s


Page 61

3.2 LEGAL SERVICES

Table 5.3.2


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Leg

al A

dm

in S

erv

ice

s

Pag

e: 8

1 A

12

5.3.

2.1

To ensure representation in all legal related matters

% of cases against ANDM handled and managed

100

%

Reduced number of litigations and cases handled.

Prepare briefs to Attorneys Request reports from attorneys and Submit quarterly report to MM Attend all necessary court cases & Prepare pleadings

Briefs to attorneys were prepared. Progress Report prepared and submitted to MM for each case handled. 32 cases were handled against & for the Municipality. 1

00

00

0

R25

011

.30

Delays from attorneys to submit reports

Submission of reports within Q3

Copy of instruction letters. Copy of the progress report

Yes

100% of Contracts drafted, analysed and vetted

…… contracts submitted drafted, analysed and vetted

Register of contracts No

5.3.

2.3

Number of compliance Circulars Developed

12 Legislatively

compliant Municipality

6 compliance Circulars Drafted and submitted to MM

3 compliance Circular drafted and submitted to MM

nil

nil

Under staffing within the Section

Filling of the vacancies

Copy of the circular Yes


Page 62

Table 5.3.2


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Leg

al A

dm

in S

erv

ice

s

5.3.

2.5

Number of Fine schedules for By-Law implementation approved by Magistrates

2 Improve by-law enforcement

Drafted fine schedules for all ANDM promulgated By-Laws

Submitted the Schedules to Magistrates for approval

nil

nil

Awaiting approval by Mbizana Magistrate

To set an appointment with the Magistrate of Mbizana Magisterial area.

Approved fine schedules for Ntabankulu and drafts for Mbizana

Yes

5.3.

2.7

1

Reduced number of litigations and cases

Development of the Legal Services Strategy and presentation to relevant stakeholders for adoption

-

Nil

Nil

- To be developed in Q#

- -


Page 63

Table 5.3.3

Measurable

Objective

Outcome

KPI

Targ

et Output

Targets for

Quarter 1 & 2

Actual

Performance for

Quarter 1 & 2

Bu

dg

et

for

Q1

&2

Act

ual

Ex

pen

dit

ure

Reason For

Variance

Means

Intervention Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

jects

IDP

Lin

k

Item

No

.

Reco

rds

Man

ag

em

en

t

Syst

em

Pag

e: 8

1 A

15

5.3

.3.1

To ensure

maintenance

and

implementation

of phase one of

an EDMS.

% of EDMS

implementation

project

completed 1

00

%

A sound EDMS

and a paperless

information

environment

Procurement

processes

Manual appropriate

filing in accordance

with the required

filling system

Procurement of

filling cabinets 700 0

00

-

Delays in the

preparations for

procurement

TOR to be

developed in Q3

Order &

Delivery note

Yes

Secu

rity

Serv

ices

Pag

e: 8

2 A

24

5.3

.3.2

To ensure

overall

safeguarding of

municipal

properties and

assets

% of buildings

and movable

assets protected

10

0%

Reduced

number of

reported

incidents

Conclusion of

procurement

processes

Monitoring of

appointed service

providers

Advert was issued

out and service

providers awarded

to provide security

services in all

municipal offices &

satellite offices

Monthly meeting

held with service

providers in

monitoring their

performance 2.5

millio

n

2 593

935 None None

Appointment

letters and

minutes of

meetings

/attendance

registers

yes

5.3

.3.3

To ensure

overall

safeguarding of

municipal

properties and

assets

% uptime of

access control

system

10

0%

Effective

monitoring of

access control

to the

Municipal Main

Building

Procurement

processes

TOR developed and

advert issued out

for access control at

the main municipal

entrance.

350 0

00

-

Delays in the

procurement

processes

-------

Advert &

TOR


Page 64

Table 5.3.4.1

Measurable

Objective

Outcome

KPI

Targ

et Output

Targets for

Quarter 1 & 2


Quarter 1 & 2

Bu

dg

et

for

Q1

&2

Act

ual

Ex

pen

dit

ure

Reason For

Variance

Means

Intervention Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

jects

IDP

Lin

k

Item

No

.

Inte

gra

ted

Well

ness

pro

gra

mm

e

Pag

e: 8

2 A

24

5.3

.4.1

To ensure an

operationalized

integrated

Wellness

Programme.

Number of

employees

assisted

10

0%

Operationalized

Integrated

Wellness

Programme.

EAP awareness

sessions

Wellness day/EAP Session

held on the 27 September

2013

60 medical

examinations

conducted for Water

Services employees.

6 consultations and

advice done.

13 OHS inspections

done on ANDM sites

9 counselling; follow

ups treatment and

referral. R 3

50 0

00

R 2

01 8

75.2

2

None None

Employee

attendance

registers

Referral Letters

OHS inspection

report

Yes


Page 65

Table 5.3.4.1

Measurable

Objective

Outcome

KPI

Targ

et Output

Targets for

Quarter 1 & 2


Quarter 1 & 2

Bu

dg

et

for

Q1

&2

Act

ual

Ex

pen

dit

ure

Reason For

Variance

Means

Intervention Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

jects

IDP

Lin

k

Item

No

.

Perf

orm

an

ce m

an

ag

em

en

t S

yst

em

Pag

e: 8

1 A

15

5.3

.4.2

To implement

and monitor

IPMS and EPMS

that is

complaint to

legislation

% of

employee on

electronic

PMS

25

%

Broad coverage

of all employees

by IPMs and

electronic PMS

up and running

45 fixed term

employees

Performance

contracts signed.

All sec 56 Managers

and MM have signed

their contracts and

submitted to Province

for compliance

purposes.

Out of 39 managers on

contract only 10 has

not submitted their

scorecards

Tender for the

refinement and

implementation of the

PMS was issued and

awaiting appointment.

450 0

00

428 378.6

6

Non-cooperation

from fixed term

contract employees

Speedy

awarding of the

tender

Copies of signed

PA

Attendance

registers

Advert for PMS

Yes

5.3

.4.3

Year-end

Function

% of

employee

assessed

according to

PMS policy

50

%

Performance

and service

based awards

conferred to

permanent

employees

Monitoring of

permanent

employees

performance by

Supervisors

The end year function was

held on the 13 December

2013 to acknowledge

employees

contribution/performance.

300 0

00

581 8

97

Ongoing Monitoring

of permanent

employees

performance by

Supervisors.

PMS training

for

supervisors to

be held

Pictures and event

Programme Yes


Page 66

Table 5.3.4.1

Measurable

Objective

Outcome

KPI

Targ

et Output

Targets for

Quarter 1 & 2


Quarter 1 & 2

Bu

dg

et

for

Q1

&2

Act

ual

Ex

pen

dit

ure

Reason For

Variance

Means

Intervention Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

jects

IDP

Lin

k

Item

No

.

Po

licy d

evelo

pm

en

t an

d r

evie

w

Pag

e: 8

1 A

12

5.3

.4.4

legislative

complaint

policies

adopted

% of policies

legally

tested

1

00

%

Legislative

complaint

polices

coordinated and

adopted by

Council

Draft new and

reviewed policies

available for

comments by

Custodians

Draft policies

workshopped to MANCO

on the

14 – 16 July 2013.

Councillors Policy

conference was held on

the 08 – 11 September

2013.

All CPS policies were

presented to the Standing

Committees on the 04 &

07 October 2013 150 0

00

191 5

20

Non-adoption

of reviewed and

new policies by

Council is

delaying the

implementation

Adoption of

policies before

end of Q3

Attendance

registers

Copies of draft

policies

Yes

Em

plo

ym

en

t Eq

uit

y

Pla

n I

mp

lem

en

tati

on

Pag

e; 8

1 A

14

5.3

.4.5

To ensure that

Employment

Equity targets

are met by

complying with

the adopted

Employment

Equity Plan and

Employment

Equity Act

%

compliance

with

municipal

equity plan

90

%

Meeting the

Employment

Equity targets

set as per the

employment

equity plan

Preparation of the

annual

employment equity

report for

submission to DoL

Continuous

monitoring of the

implementation of

the EE Plan

A service Provider was

appointed for the Annual

Employment Equity

Report submitted on the

09 December 2013.

A letter of

acknowledgement form

DoL was received on the

09th

December 2013 200 0

00

179 0

00

None None

Letter of

acknowledgement

for Submission

form DoL

Yes

Rete

nti

on

an

d

success

ion

pla

nn

ing

Pag

e: 8

1 A

16

5.3

.4.6

To ensure the

Implementation

of the Retention

Strategy to all

qualifying

employees

Number of

employees

retained as

critical and

or scarce

skills

attracted 6

Scarce skills

employee

retained

Adoption of the

draft Retention

strategy

Draft retention strategy

work shopped

Nil

Nil

Non-adoption of

retention strategy

by Council is

delaying the

implementation

None

Attendance

registers

Draft Retention

Strategy

Yes


Page 67

Table 5.3.4.1

Measurable

Objective

Outcome

KPI

Targ

et Output

Targets for

Quarter 1 & 2


Quarter 1 & 2

Bu

dg

et

for

Q1

&2

Act

ual

Ex

pen

dit

ure

Reason For

Variance

Means

Intervention Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

jects

IDP

Lin

k

Item

No

.

Revie

w o

f th

e O

rgan

isati

on

al

Str

uctu

re

Pag

e 8

1 A

11

5.3

.4.7

To ensure that

Council has a

function based

organizational

structure

Number of

organogram

adopted

1

Adopted

organogram

Consultation

processes/sessions

commence for the

review of the

organizational

structure

Draft Organogram

workshopped to MANCO

on the

14 – 16 July 2013.

Councillors workshopped

on the 08 – 11 September

2013.

Presented to the Standing

Committee on the 04 &

07 October 2013 200 0

00

200 0

00

Non-adoption of

the organogram

by Council is

delaying the

implementation

the placement

committee

Adoption of

Organogram

before end of

Q3

Copy of the draft

organogram

Attendance

Registers

Yes

Develo

pm

en

t o

f st

ructu

red

in

du

cti

on

Pag

e: 8

1 A

13

5.3

.4.8

To ensure that

employees are

fully inducted

% of new

employees

inducted

10

0%

Number of

induction

sessions held

Roll out of the

induction

programme on

municipal functions

and operations

Three induction

sessions were held as

follows:

04 November 2013 in

Mount Frere Satellite

Office – 26 employees

attended

05 November 2013 in

Matatiele Satellites

Office - 45

06 November 2013 in

Bizana Satellites

Office - 75

50 0

00

5 1

20

Non adoption of

the policies

Adoption of

policies in Q3

Attendance

register of

induction session

held

Yes


Page 68

Table 5.3.4.1

Measurable

Objective

Outcome

KPI

Targ

et Output

Targets for

Quarter 1 & 2


Quarter 1 & 2

Bu

dg

et

for

Q1

&2

Act

ual

Ex

pen

dit

ure

Reason For

Variance

Means

Intervention Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

jects

IDP

Lin

k

Item

No

.

Co

ord

inati

on

of

all

tra

inin

g a

nd

develo

pm

en

t p

rog

ram

mes

Pag

e: 8

1 A

13

5.3

.4.9

To ensure that

the

implementation

of the WSP

resulting in

productive

employees

% of

workplace

skills plan

budget

spent

10

0%

Number of

employees

trained

LGSETA Training

Providers

contracted.

Twelve (12) trainings

conducted and 132

beneficiaries

Five (5) certificate

programmes are being

implemented

51 Interns provided with

on-the job training

training

Seven employees

awarded bursary to

further their studies 500 0

00

1 5

36 5

16..2

9

None -

Copies of

Certificates

Letter of

appointments for

interns

Award letters/List

of awarded

employees

Yes

Est

ab

lish

men

t o

f th

e D

istr

ict

Job

Evalu

ati

on

Un

it

Pag

e: 8

1 A

12

5.3

.4.1

0

To ensure that

district has a

fully-fledged

Job evaluation

Unit

Number of

posts

evaluated

by the Unit

and

moderated

by the

Provincial

Audit

Committee

10

0%

All posts

evaluate

Consultative

sessions held with

Local Municipalities

MOU signed with

the Local

Municipalities

Consultation with Local

municipalities

conducted.

A meeting was held on

the 22 November 2013

where SALGA

confirmed that they are

waiting for the

finalization of the

contract with delloitte

for the municipality to

be able to proceed

with the procurement

of the JE system

250 0

00

Nil

Delays in the

finalisation of

contract between

SALGA & Delloitte

Letter to be

written to

SALGA for

recategorisation

of the

municipality

and

establishment

of DJE unit

Attendance

register/invitation

letters

Yes


Page 69

Table 5.3.4.1

Measurable

Objective

Outcome

KPI

Targ

et Output

Targets for

Quarter 1 & 2


Quarter 1 & 2

Bu

dg

et

for

Q1

&2

Act

ual

Ex

pen

dit

ure

Reason For

Variance

Means

Intervention Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

jects

IDP

Lin

k

Item

No

.

Ex

tern

al B

urs

ary

Sch

em

e

Pag

e: 8

2 A

24

5.3

.4.1

1

To ensure that

bursaries on

scarce/rare skills

are awarded to

ANDM

Municipal area

students

Number of

bursaries

issued

2

0

Number of

students

registered at

tertiary

institutions to

study

scarce/rare skills

fields

Advert issued

Media, Schools,

Notice boards

Advert issued

Media, Schools, Notice

boards

Advert issued in

October 2013 and the

closing date for new

applicants is the 17th

January 2014

Five students registered

at tertiary in 2013

academic year 50 0

00

131 8

60

Non-verification of

applications

submitted by

students before

awarding

Screening prior

to award

Copies Proof of

payment

List of

assisted/registered

students

Yes


Page 70

Ta

rge

t a

ch

ieve

d, 8

2

Ta

rge

t p

art

ially

ach

ievd

, 2

9

Ta

rge

t n

ot a

ch

ieve

d, 7

0

10

20

30

40

50

60

70

80

90

%




Page 71

4. LED & DEVELOPMENT PLANNING

4.1 SPATIAL PLANNING

NKPA 6 : Cross Cutting Objective : To develop and implement a credible IDP, SDF, OPMS and DMP

Table 5.4.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Sp

atia

l Pla

nn

ing

(C

apac

ity

Sup

po

rt t

o

all L

Ms)

Pag

e: 8

9 F

11

5.4

.1.1

To offer Spatial Planning capacity support to Local Municipalities

Number of planning tools developed

2

Adopt 2 Municipal Planning tools in line with the district Suite of Plans.

Collate 4 municipal Spatial Planning Needs / reports

Spatial Planning Needs have been collated and completed

R40

0 00

0

R40

0 00

0

None None Spatial Planning Needs Report

Yes

Dis

tric

t P

lan

nin

g

Foru

m E

stab

lish

me

nt

Pag

e: 8

6 C

15

5.4

.1.2

To create a platform for continuous dialog and cooperative working in District Development Planning

Number of meetings held with quorum

12

12 district planners forum meeting held

To hold 3 planners forum meetings

4 Planners forum meetings were held

R 0

00

R 0

00

None None Attendance Registers Meeting Minutes

Yes


Page 72

Table 5.4.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

AN

DM

SD

F R

evi

ew

Pag

e: 8

9 F

12

5.4

.1.3

To keep up with spatial development trends and set development priorities within the District by 2013/14

Number of reviewed SDF adopted.

1

Reviewed and adopted Spatial Development Framework document.

Collective Analysis of 5 SDF`s within the District (DM & LM`s) Seek external funding for the review of district SDF

LM`s SDF analysis has been completed. Findings report has been issued. Funding has been secured from RDLR

R 0

00

R0

00

None None Confirmation letter from RDLR

Yes

Au

tom

ate

d F

ilin

g

Sys

tem

Pag

e: 8

9 F

11

5.4

.1.4

Data maintenance of Statutory development applications for 4 LM`s

% of filing system compliance to national archives

100

%

Operational Automated Filling system

Compilation of Terms of Reference for the Service Provider

Terms of Reference were developed

R0

00

R0

00

None None Terms of reference Yes

Str

ee

t U

rban

A

est

he

tics

Pla

n

Pag

e: 8

9 F

11

5.4

.1.5

To quantify Urbanity projects identified in all District spatial planning frameworks

% of projects with bill of quantities

100

%

Creation of 100% bill of quantities for all urbanity projects

Compilation of Terms of Reference for the Service Provider

None

R0

.00

R0

.00

Project budget was downscaled, to R60 000 and as such it is practically impossible to implement this project

This project will be omitted during the SDBIP Review and Adjustment Budget

None No

Gu

ide

line

s o

n S

mal

l T

ow

n R

est

ruct

uri

ng

and

Re

vita

lizat

ion

Pag

e: 8

9 F

12

5.4

.1.6

To create Uniform guidelines for 6 ANDM small towns for restructuring & revitalization.

Number of towns with adopted land use guide documents

6

Completed and adopted Land-use guide document for 6 small towns

Submission of 1 inception report by the service provider

Inception Report, Status Quo & Strategic plan completed.

R35

8 00

0

R26

3 00

0

None None Inception Report, Status Quo / Situational Analysis

Yes


Page 73

Table 5.4.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

No

dal

De

velo

pm

en

t

Fram

ew

ork

s (M

biz

ana

&

Nta

ban

kulu

LM

`s)

Pag

e: 8

9 F

12

5.4

.1.7

To create detailed development strategies for 2 ANDM secondary nodes.

Number of Nodal development framework adopted

2

2 adopted Nodal development frameworks

Submission of 2 Nodal development strategies by the service providers

Nodal development Frameworks completed

R 7

20 0

00

R80

0 00

0

Funding was drawn from this vote during the workshop for stakeholders regarding these Plans

None Council Resolution for the adoption of the respective Plans.

Yes

Lan

d U

se

Man

age

me

nt

Fram

ew

ork

(LU

MF)

Pag

e:8

9 F

12

5.4

.1.8

To develop district wide guidelines for 4 LM`s to craft their land use schemes.

Number of LUMF adopted

1

1 Adopted district wide LUMF by council.

Compilation of Terms of Reference for the Service Provider Submission of Project process plan (Inception Report) Completion of analysis phase and status quo

Terms of reference completed

R 1

80 0

00

R0

00

SPLUMA regulations have not yet been accented and as such the project had to be placed on hold

To fast-track the project as soon as the regulations are enacted

None No

Lan

d A

ud

it (

Mb

izan

a &

Um

zim

vub

u L

M`s

)

Pag

e:8

9 F

12

5.4

.1.9

To create a comprehensive land use Database for 2 LM `s

Number of land use audits completed

2

2 adopted land-use audit documents

Completion of Terms of Reference and appointment of Service Provider finalized

Terms of reference Completed Service provider has not yet been appointed

R90

000

R0

00

Procurement Processes have been stalled

Fast Track procurement processes follow up on the sitting of the Specification committee

None No


Page 74

4.2. GIS

Table 5.4.2


KPI

Tar

get

Output Targets for Quarter 1 & 2 Actual Performance for Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ual

Ex

pen

dit

ure

Reason For Variance

Means Intervention

Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Item

No.

GIS

Sha

red

Ser

vice

Impl

emen

tatio

n

Pag

e: 8

9 F

11

5.4.

2.1

Implement GIS Shared Service to ensure access to GIS Services by 2015.

Number of LMs with access to GIS resources

4 4 LMs have access to GIS resources and services. 4 Signed MOU’s with LM’s

-Procure & Install software (4LM’s) -Conduct Workshops within LMs -Establish Shared Service Task Team -Launch Shared Service

A Service provider was appointed to procure & Install software. 1 Workshop was conducted at Matatiele LM

R40

0 00

0.00

R2

206.

60

The appointed service provider to procure software declined. Challenges in securing appointments for conducting workshops with decision makers for 3 LMs hence No MOU signed

-Procure software directly from ESRI. -Appointments to conduct the 3 remaining workshops have been secured for Q3. The Launch of shared service can be done afterwards.

- Specification, Quotation committee minutes, Order. -Attendance register for 1 workshop conducted.

YE

S

GIS

Dat

a M

aint

enan

ce

Pag

e: 8

9 F

11

5.4.

2.2 Spatial Data

Maintenance to ensure an Up-to-date GIS Database By 2015.

Number of LMs with rural sanitation data captured

4

Data Captured for: Rural Sanitation for 4LMs

-Capture GPS coordinates for VIPs for 4 LM’s

Data captured from happy letters submitted by PMU. GIS interns trained on GPS use for VIP data capture.

R50

000

.00

R7

524.

00

Physical verification of more VIPs delayed due to faulty GPS devices.

Physical verification to commence in Q3 2014

Happy letters from PMU. Sanitation Maps Attendance Register for GPS training of field workers Y

ES

5.4.

2.4

Number of LMs with social infrastructure data captured

2

Social Infrastructure for 2LMs

-Develop TORs -Follow-up Procurement processes -Appoint Service Provider -Incorporate captured data into the GIS database

Data captured for Umzimvubu ward 1-9&26 and Ntabankulu ward 1-8

R60

0 00

0

R23

7 75

0.92

None None Reports, Maps, attendance registers for meetings.

YE

S


Page 75

Table 5.4.2


KPI

Tar

get

Output Targets for Quarter 1 & 2 Actual Performance for Quarter 1 & 2

Bu

dg

et

for

Q

1&2

Act

ual

Ex

pen

dit

ure

Reason For Variance

Means Intervention

Poe

PO

E A

ttach

ed

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Item

No.

5.4.

2.4

Data Captured for Urban Sanitation for 3 towns

7

Number of Towns with captured sewer lines.

None None

NIL

NIL

None None None

NO

GIS

Str

ateg

y

Impl

emen

tatio

n

Pag

e: 8

9 F

11

5.4.

2.5

Implement GIS Strategy and Policy by 2014.

Number of workshops conducted

1

-Workshop -Annual review of Strategy

-Conduct Workshops

Stakeholder Consultation workshop conducted on the 4th/11/2013

R30

0 00

0.00

R28

2 3

42.0

6 None None Attendance registers, Report.

YE

S

GIS

Aw

aren

ess

Exp

o

Pag

e: 8

9 F

11

5.4.

2.6

Promote GIS Awareness amongst GIS users by 2014

Number of people attending GIS open day

50

GIS Open Day for Outreach and Education about GIS

-Coordinate the GIS Open Day Event -Develop a Concept Document -Develop a programme for the day

-Draft programme developed -Interested presenters consulted -Draft concept document developed

R20

0 00

0

NIL

The budget for this project was combined with the GIS Implementation Strategy vote.

Open day to be combined with the Launch in Q 3

Draft Concept document.

YE

S

GIS

Infr

astr

uctu

re

Upg

rade

Pag

e: 8

9 F

11

5.4.

2.7

Stable and highly available GIS services

% of GIS infrastructure upgrade completed

100%

Up to-date GIS software and hardware

-GIS Software maintenance renewal -Procure hardware for GIS personnel.

-GIS Software maintenance renewed with ESRI. -Computers procured

R20

0 00

0.00

R26

3 21

9.00

None None Order, Invoice, ESRI confirmation.

YE

S


Page 76

4.3. IDP

Table 5.4.3


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

IDP

Re

vie

w

Pag

e:8

9 F

13

5.4

.3.1

Develop and implement a credible IDP

Number of LMs consulted on District IDP development

4

4 LMs consulted on District IDP development

Development of 1IDP Process Plan and facilitate adoption process by the Council

- IDP Process Plan for 2014/15 financial year adopted by council - 1 IDP Rep Forum held

R10

00

0.0

0

R23

80

0.0

0

Poor attendance by sector departments

ANDM to liaise with Office of the Premier to assist in addressing the issue of poor attendance of Government Departments

Council Resolution Attendance Register

Ye

s

5.4

.3.2

Develop and implement a credible IDP

Number of meetings held

4

IDP developed with stakeholder engagement

Conduct 2 Meetings (Rep & Steering Committees)

-IDP Rep Forum held on the 30th of September 2013 -IDP Steering Committee Meeting & IDP Rep Forum held on the 19th of November 2013 R

00.0

0

R00

.00

Poor attendance by government departments

ANDM to liaise with Office of the Premier to assist in addressing the issue of poor attendance of Government Departments

Attendance registers

Yes

5.4

.3.3

Transfer of IDP Support Funding to 4 LMs

Number of LMs supported with Funding

4

4 LMs supported with Funding

Transfer of Support Funding to 4 LMs

Funding was transferred to 4 LMs in support of IDP Development Processes

R 6

00 0

00

R 6

00 0

00

None None Transfer Vouchers from 4 LMs

Yes


Page 77

Table 5.4.3


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Dis

tric

t La

nd

Cla

ims

Tas

k T

eam

Pag

e: 8

9 F

13

5.4

.3.4

To facilitate a 25% settlement of Land Claims in ANDM by 2017

% of lodged claims approved

12

12 Meetings held by Task Team

6 Meetings/Stakeholder engagement

One meeting was held

R0

0

R0

0

Poor attendance by key stakeholders in the 1 meeting held

The number of meetings will be down scaled to 1 per quarter during the Mid-term and SDBIP Review

Attendance registers Meeting Minutes

Yes


Page 78

4.4. LOCAL ECONOMIC DEVELOPMENT

NKPA 3 : Promotion of Social and Economic Development IDP OBJECTIVE : To Promote and Boost Local Economy

Table 5.4.4


KPI T

arg

et



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance Means Intervention Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

De

velo

pm

en

t o

f D

istr

ict

En

erg

y R

eg

en

era

tio

n s

trat

eg

y

Pag

e: 8

6 C

13

5.4

.4.1

Create conducive environment for development of sustainable energy programs

% of energy regeneration strategy completed

100

%

Adopted district energy regeneration strategy

Develop one

Situational / SWOT

Analysis

Present Draft

Strategy to

stakeholders

Draft Situational/ SWOT Analysis has been developed Draft Strategic Framework has been developed and presented to stakeholders.

R 2

50 0

00

.00

R25

8 9

91.

90

None None

Draft Situational/SWOT Analysis Report Strategic Framework Report Attendance Register

Ye

s


Page 79

Table 5.4.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Ag

ricu

ltu

ral P

rod

uct

ion

B

usi

ne

ss P

lan

Pag

e: 8

6 C

13

5.4

.4.2

Production of grain and create sustainable markets

% of Grain Production Business plan developed and adopted ANNUAL TARGET: 100% 10

0%

Adopted Grain Production Business Plan

To complete procurement processes Mobilise stakeholders Inception Report

Terms of Reference developed, Service Provider appointed Inception Report developed

R55

00

0.0

0

R12

94

.40

The Inception Report is still under review; therefore the service provider could not be paid for this milestone.

Actual expenditure for the Inception Report is anticipated to take place during the third quarter.

Terms of Reference Advert Appointment Letter Inception Report

Ye

s


Page 80

Table 5.4.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Ru

ral D

eve

lop

me

nt

Su

mm

it

Pag

e: 8

6 C

15

5.4

.4.3

Critical dialogue to ensure integrated planning and implementation of rural development programs

Number of delegates attending rural development summit.

100

Rural Development Summit successfully hosted

Final Draft Concept Document and hosting of the summit Summit Report

Rural Development Summit Concept Document developed. Rural Development Summit Situational Analysis Report developed. The Wild Cost Development Programme Summit was held as a pre-summit to the broader Rural Development Summit for ANDM. Wild Coast Development Programme Pre-summit Report developed. Draft Rural Development Strategy developed to inform summit proceedings.

R8

00

00

0.0

0

R38

9 0

40

.97

Due to the high investment potential associated with the proposed Wild Coast Development Programme, decision was taken to put the broader ANDM Rural Development Summit on hold in order to accommodate the hosting of the Wild Coast Development Programme Pre-summit. The pre-summit report will be utilised to inform the broader ANDM Rural Development Summit which will be held in the third quarter.

Rural Development Summit will be held in the third quarter.

Rural Development Summit Concept Document and Situational Analysis Report Wild Coast Pre-Summit Report Attendance Register

Ye

s


Page 81

Table 5.4.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Imp

lem

en

tati

on

o

f In

vest

me

nt

Att

ract

ion

str

ate

gy

Pag

e: 8

6 C

11

5.4

.4.4

Development and implementation of Investment attraction strategy

% of investment attraction strategy completed

100

%

Adopted investment attraction strategy

Finalisation of Investment Attraction Strategy Terms of reference, Procurement process and Inception Report

Terms of Reference finalised Service provider appointed Inception Report developed Draft Investment Attraction Strategy developed R

250

00

0.0

0

R 1

33 0

22.5

0

None

None

Terms of Reference Appointment Letter Investment Attraction Strategy Report Inception Report

Ye

s

Be

ach

to

Be

rg a

nd

T

ou

rism

Co

rrid

or

De

velo

pm

en

t P

lan

Pag

e: 8

6 C

13

5.4

.4.5

Stimulate tourism between coastal and mountainous areas of the district

% of Beach to Berg and Corridor Development Business Plan developed 10

0%

Adopted Beach to Berg and Corridor Development Business Plan

Terms of reference, Procurement processes, Inception report

Terms of Reference developed Procurement processes underway. Project has been advertised. R

70 0

00

.00

R13

419

.40

Delays with the project have been experienced with regards to procurement processes.

Procurement process will be finalised during the third quarter. Inception Report will be developed during the third quarter.

Terms of Reference Advert

Ye

s


Page 82

Table 5.4.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Fen

cin

g o

f A

rab

le L

and

(4

0h

a)

Pag

e: 8

6 C

13

5.4

.4.6

Sustainable grain production

Number of Arable Land fenced

40

ha

Complete fencing of identified arable land

Terms of reference

Stakeholder

mobilisation and

procurement

processes

Appointment of

service providers

and fencing of 40

ha

Terms of

reference for

the for fencing

of arable land

have been

developed.

R56

0 0

00

R0

.00

Delays with the project have been experienced with regards to the procurement process.

Procurement process will be finalised during the third quarter.

Terms of Reference

Ye

s

Gra

in P

rod

uct

ion

(8

0h

a)

Pag

e: 8

6 C

13

5.4

.4.7

Formalization of grain production for creation of sustainable markets and trigger agro processing

Number of hectors (ha) ploughed

80

ha

Mechanization and ploughed 80 ha

Terms of reference, stakeholder mobilization and procurement process. Contracting and Ploughing of 80 ha of lands

Terms of Reference developed Service provider appointed Inception Report developed Progress Report developed R

100

0 0

00

.00

R0

.00

The LED Section is currently faced with high staff shortages; this compromises the performance of the department. As a result although progress has been made on the project there has been delays in the appointment of the service provider and no payments have been made as part of project progress.

Recruitment process is underway.

Terms of Reference Advert Appointment Letter Inception Report Progress Report

Ye

s


Page 83

Table 5.4.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Cap

acit

y B

uil

din

g f

or

SM

ME

& C

oo

ps

Pag

e: 8

6 C

14

5.4

.4.8

To ensure self -sustainable SMME and Coops

Number of SMMEs and Coops capacitated

100

100 SMME and cooperatives supported

Terms of reference, procurement processes and Capacity building of 50 SMME and cooperatives

Terms of Reference developed. Procurement process underway, project advertised on the municipal notice board. R

500

00

0.0

0

R0

.00

Delays have been experienced with regards to the procurement of the service providers to conduct capacity building.

Procurement and training of 50 SMMEs and cooperatives has been planned to take place during the third quarter.

Terms of Reference Advert

Ye

s

Inst

itu

tio

nal

Arr

ang

eme

nts

an

d p

artn

ers

hip

s

Pag

e: 8

6 C

15

5.4

.4.9

Coordinate sitting of IGR LED structures for integrated economic development planning and implementation

Number of LED meetings coordinated

4

4 quarterly LED meetings held

Quarterly meetings of DST, Tourism and LED Fora

1 DST Meeting

held

1 LED Forum

meetings held

R

60

00

0

R8

66

4.9

8

None None Meeting Minutes Attendance Registers

Ye

s


Page 84

Table 5.4.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Gra

in S

tora

ge

Fac

ilit

ies

Pag

e: 8

6 C

13

5.4

.4.1

0

Sustainable grain production to stimulate agro-processing

% of Grain Storage Facilities constructed

100

%

Constructed grain storage

Terms of reference and procurement of service provider

Terms of reference developed Funds transferred to Matatiele Local Municipality for the procurement and construction of storage facilities R

300

0.0

0

R6

00

00

0.0

0

ANDM has not undertaken procurement however has transferred funds to the benefiting municipality which is Matatiele Local Municipality (MLM) as a form of support. MLM will undertake the procurement of storage facilities. An MOU has been signed to this effect.

None

Terms of Reference Proof of transfer MoU

Ye

s


Page 85

Table 5.4.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Dis

tric

t R

eso

urc

e M

ob

ilis

atio

n P

roje

ct

Pag

e: 8

6 C

15

5.4

.4.1

1

Human resource support towards mobilization of financial and non-financial support LED initiatives at local level

Number of MOUs signed with stakeholders

4

Implemented resource mobilization enrichment sessions

One business plan developed. DST quarterly business plan enrichment sessions One business plan developed DST quarterly business plan enrichment session

DST Meeting held to discuss funding opportunities Assisted two cooperatives with business plan development 2 Draft MoUs developed Development Opportunities Meeting held R

25 0

00

.00

R0

.00

The LED Section is currently faced with high staff shortages; this compromises the performance of the department. As a result although progress has been made on the project there has been delays in the appointment of the service provider and no payments have been made as part of project progress.

Recruitment process underway.

DST Meeting Minutes Business Plans Draft MOU

Ye

s


Page 86

Table 5.4.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re


PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Po

vert

y A

lle

viat

ion

Pro

ject

s

Pag

e: 8

6 C

13

5.4

.4.1

2

Provide support to poverty alleviation projects

Number of poverty alleviation projects supported

4

Funded viable projects in 4 LMs.

Develop funding procedure manual, stakeholder mobilization Procurement of service provider

Terms of Reference developed 22 poverty alleviation projects have been submitted and approved by the Mayoral Committee to receive support Service provider appointed R

200

0.0

0

R0

.00

None None

Terms of Reference Advert Appointment Letter

Ye

s


Page 87

Ta

rge

t a

ch

ieve

d, 7

2

Ta

rge

t p

art

ially

ach

ievd

, 2

9

Ta

rge

t n

ot a

ch

ieve

d, 1

3

0

10

20

30

40

50

60

70

80

%




Page 88

5. BUDGET AND TREASURY OFFICE (BTO)

5.1. BUDGETING & REPORTING

NKPA 4 : Financial Viability and Management Objective : To ensure complete and accurate accounting of all transactions, and to report all financial information in accordance with the MFMA.

Table 5.5.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l

Ex

pen

dit

ure

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

ID

P P

roje

cts

IDP

Lin

k

Ite

m N

o.

Bu

dg

et

pre

par

atio

n a

nd

m

anag

em

en

t

Pag

e: 8

7 D

14

5.5.

1.1

To prepare and adopt all the budget documents and related Budget policies in terms MFMA

Number of budget approved

2

Approved Budget Process Plan for 2013/2014 financial year

Approved Budget Budget and IDP Process Plan n Council. IDP Review Road Shows

IDP and Budget process plan drafted and approved by Council – 28 August 2013. 1st Budget adjustment approved 3x IDP Rep. forums R

0.0

0

R0

.00

None None

Council resolution. Budget process plan Minutes of IDP Rep. Forum and attendance register

Yes

Bu

dg

et

and

R

ep

ort

ing

Pag

e: 8

7 D

14

5.5.

1.2

To report and comply with the Treasury Statutes in particular the MFMA.

Number of reports submitted

16

Section 71 monthly reports submitted timeously and presented accurately.

Monthly and quarterly reports to management and Council and to various organs or state.

Sec. 71 reports sent monthly to NT/PT Prepared Sec. 52 / 72 to the Mayor Management and Council R

0.0

0

R 0

.00

None None

Reports to NT / PT / Cogta Management and Council minutes and resolution S71/72/52 Reports

Yes


Page 89

Table 5.5.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l

Ex

pen

dit

ure

Reason For Variance

Means Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

ID

P P

roje

cts

IDP

Lin

k

Ite

m N

o.

An

nu

al F

inan

cial

Sta

tem

en

ts a

nd

Au

dit

Rep

ort

s

Pag

e: 8

7 D

16

5.5.

1.3

To prepare and submit AFS 2012/13 to the Auditor-General in line with MFMA. To attend and resolving of audit queries.

% of audit queries resolved

10

Compilation and Submission of AFS to Auditor General by 31 August 2012/13.

Submit AFS to Audit Committee and Auditor General Submit consolidated AFS to AG Audit queries effectively resolved within timeframes Submit Adjustment Budget

AFS 2012- 2013 submitted to Audit Committee on the 27th and Auditor General on the 28th August 2013. Submitted consolidated AFS to AG on the 30th September 2013 Submitted revised 2012 AFS to AG 70% of AG queries resolved for 2012 90% resolved of AG queries raised for 2013 R

1.7m

R 0

.00

R

1,8

R 1

7m

R 0

.00

R

1.8

Due to prior year misstatements and poor control environment

Develop System of procedures and align to Job description and Improve control environment. Draft Audit Action plan as per the audit Report

Audit Report. Confirmation from AG for submission. Copy of signed AFS

Yes


Page 90

5.2. SUPPLY CHAIN MANAGEMENT

Table 5.5.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

An

nu

al p

rocu

rem

en

t p

lan

Pag

e: 8

7 D

13

5.5.

1.1

To Co-ordinate Procurement Plans for all departments

% of bids awarded within 90 days

100

%

Develop and implement an annual procurement plan.

Awarding of bids within Timeframes stipulated in the annual procurement Plan.

Demand Management plan developed The BSC sits every Tuesday. continuously Awarding of bids within time frames stipulated in the annual procurement plan N

il

Nil

Non submission of terms of reference by user departments.

Reminders by SCM to user departments.

MANCO resolutions for P/P; Mid-term P/P reports. Minutes of all bid Committees.

Yes

Su

pp

ly C

hai

n M

anag

eme

nt Pag

e: 8

7 D

13

5.5.

1.2

To procure goods in a cost effective and efficient manner as per the approved SCM policy in order to achieve service delivery objectives

% of policies SCM and procedures implemented

100

%

Council Approved SCM Policy and Procedure Manuals.

Implementation SCM policy & procedures.

SCM policy implemented. Automated orders were processed according to specification. Backlog on awards has been reduced to minimum. Awards are done timeously. N

il

Nil

None None Mid-term reports. Yes

5.5.

1.3

Number of mid-term reports

16

Reporting on the effectiveness of the implementation of the SCM policy,

Mid-term reports Commitment Register

Mid-term Commitment Register is done.

None None Mid-term Reports . Yes


Page 91

Table 5.5.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l

Ex

pen

dit

ure


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Su

pp

lier

Dat

abas

e

Man

age

me

nt

Pag

e: 8

7 D

13

5.5.

1.4

To maintain an update Supplier Database

% of supplier database updated

100

%

Placing of adverts on municipal website, local and provincial newspapers.

Adverts - local and provincial media.

Not yet done.

125k

Nil

Due to completion of financial Statements and AG on site, this project as running late

Terms of reference will be fast track and award will be done before the end second quarter.

Advert – Database forms. Updated Suppler Database

No

Co

ntr

act

Man

age

me

nt

Pag

e: 8

7 D

12

5.5.

1.5

To coordinate and update the contracts register

% of Contracts and SLA’s updated

100

%

Updated Contracts Register.

Maintenance of contracts and SLA’s. updating of contracts Register.

Contract register is updated

Nil

Nil

Contract Register has gaps in terms of extensions that are need for projected exceeded its time frame. Where expenditure is done through cessions that are not coming forth in time. Contract register is not confirmed by user departments its completeness and validity.

BTO – SCM section need to sit once a month , table the contract register to project managers to agree on the information per project on the contract register

Updated contract register

Yes


Page 92

5.3. INCOME

Table 5.5.3


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Re

ven

ue

Co

llect

ion

an

d D

eb

t m

anag

em

en

t

Pag

e: 8

7 D

11

5.5.

3.1

To develop and Implement a Revenue Enhancement Strategy

Number of revenue enhancement Strategy

1

Adopted Revenue Enhancement Strategy

- Develop TOR of the strategy

- Approve draft revenue enhancement strategy

A draft strategy has been developed and is awaiting review

R20

0k

Nil

- Delays due to the audit

- Management decided to do the strategy in-house

Review sessions to be coordinated at 3rd quarter

Draft strategy

Yes

Pag

e: 8

7 D

12

5.5.

3.2

Review and implement Credit Control and Debt Mgmt. Policies

% of Credit Control and Debt policies implemented

100

%

Customers contacted to make payment

Decrease debt by 5% Monthly reports on revenue collection

Partially achieved Collected R2 663 931,25

Nil

Nil

Non implementation of credit Control policy due to incomplete customer data on the system

Perform data cleansing exercise

Monthly reports

Yes

Pag

e: 8

7 D

11

5.5.

3.3

To enhance Revenue collection and Implement Debt Management

% of revenue enhancement strategy implemented

100

%

Adopted Credit Control Policy Increase collections to 50% of billings

Approve & Implement Credit Control and Debt Man. Policy

Prioritized debt collection strategies to top 20 accounts weekly Made telephone calls reminding customers to pay Made contact sessions with Department of Health for payment of its accounts Attended municipal debt meetings arranged by DLGTA. N

il

Nil

Incomplete customer data exist on our billing system (SAMRAS)

Debt collectors are capturing customer data forms on the system. Municipal newsletter invites customers to update their details on the municipal billing system, where this is a standing item

Signed Policy and Council Resolution for approval

Yes


Page 93

Table 5.5.3


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Collected R2 663 931,25 (32%)

on the municipal news-letter.

Co

nsu

me

r d

ata

cle

ansi

ng

Pag

e: 8

7 D

11

5.5.

3.4

To update consumer information on billing system and prepaid water system

% of Customer information updated.

100

%

Updated Customer data

Updated customer information

51% achieved Nil

Nil

Information supplied by customers need further verification

Obtain valuation roll from local Municipality and match it against the information on SAMRAS.

Coordination with GIS Department.

Completed and captured data verification forms.

Yes


Page 94

Table 5.5.3


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


Poe

PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Co

nsu

me

r b

illin

g a

nd

po

stag

e o

f m

on

thly

acco

un

ts t

o a

ll co

nsu

me

r

Pag

e: 8

7 D

11

5.5.

3.5

To bill monthly and send statements to all consumers timeously

Number of statements sent to customers on time.

12

Accurate and timely monthly billing before the 7th of every Month.

Billing and sending of statements to all customers on time

Partially Achieved

R9

M

R8

.3M

Late capturing of meter readings due to vacant meter readers positions Vacant position of a billing accountant Incorrect customer details on SAMRAS

Documented clear procedures and cut off dates. Appoint the services of a Billing Accountant by end of March 2014. Perform data cleansing to ensure all un-billed customers are billed.

None

Yes

Ind

ige

nt

Ho

use

ho

ld

Pag

e: 8

7 D

15

5.5.

3.6

To subsidies indigent household by 6kl of water per month

% of households with access to free basic water and sanitation

100

%

Provision of free basic services to qualifying consumers on a monthly basis

Timeous provision of free basic services to qualifying applicants Review of indigent register

Achieved

Nil

Nil

None

None Interface SAMRAS with the prepaid water system Intell

Indigent Register. Monthly Subsidy Reports.

Yes


Page 95

5.4. EXPENDITURE

Table 5.5.4


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Pay

roll

Man

age

me

nt

Pag

e: 8

7 D

14

5.5.

4.1

Timeous payment of Municipal Officials and Councillors.

% of salaries processed by 15th and 25th of each month.

100

%

Timely and accurate payment of Salaries

Salaries released by the 15th and 25th pay-runs for each month.

Achieved

R 0

.00

R 0

.00

None

None

Pay-run report. Payroll Recon Reports -Emp201

Yes

Ex

pe

nd

itu

re

Man

age

me

nt

Pag

e: 8

7 D

14

5.5.

4.2

Timeous payment of all Service providers within 30 days of invoicing

% of Creditors paid within 30days from receipt of invoice.

100

%

Creditors paid within 30 days from receipt of invoice.

Payments processed within 30 days of receipts of invoice

Approximately 90 % of Payments were processed within 30 days of receipt of invoices

R0

.00

R 0

.00

Delay on submission of invoices by receiving departments.

Terminating use of Cheque- requisitions for non – recurring payments.

Creditors Recon. Quarterly withdrawal reports. Outstanding orders listing.

Yes

VA

T C

on

tro

l

Pag

e: 8

7 D

11

5.5.

4.3

To maximize the collection of VAT

Number of VAT returns submitted monthly.

12

Submission of VAT returns

Submit VAT returns monthly

5 Vat Returns Submitted to SARS.

R 4

.2m

illio

n

R 2

.6 m

illio

n

Non-compliant invoices from suppliers.

Refer all non – compliant vat invoices back to suppliers.

VAT201 SARS Statement Monthly - Vat Recon.

Yes


Page 96

5.5. ASSET MANAGEMENT

Table 5.5.5


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Fix

ed

Ass

et

Re

gis

ter

(FA

R)

up

dat

e an

d

man

age

me

nt

Pag

e: 8

7 D

14

5.5.

5.1

To produce GRAP compliant Fixed Asset Register To ensure that municipal assets are soundly managed and safeguarded at all times. To account and safeguard Municipal assets

% of GRAP compliance fixed assets register implemented.

100

% FAR updated on a monthly basis and training of staff

Physical asset verification of movable assets done quarterly and Reconcile

Movable Assets FAR updated with additions monthly. Q1 verification performed and results reconciled to FAR. Q2 verification to commence on 13 January 2013

R8

00

k

R57

0k

Due to audit process and closure of Municipal Offices Q2 verification to commence on 13/01/2013.

Perform Q2 verification.

Q1 Verification sheets (AM1). Monthly FAR vs GL Reconciliations (AM2).

Yes.

Insu

ran

ce o

f

Mu

nic

ipal

ass

ets

Pag

e: 8

7 D

16

5.5.

5.2

To safeguarding of Council assets against loss

% Assets insured

100

%

Insurance Contract. Claims register

Update Insurance portfolio with Insurer continuously

Achieved

R1,

8m

R9

72k

None None

Proof of payment (AM3). Renewal contract (AM4). Claims register (AM5)

Yes


Page 97

Table 5.5.5


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Fle

et

Man

age

me

nt

Pag

e: 8

7 D

11

5.5.

5.3

To safeguard and properly manage Council Fleet

% of Fleet management register

100

%

Active Fleet Management System Updated Fleet register

Procurement of Fleet Management System.

Implement fleet management system Update Municipal Fleet register monthly

Project to be advertised. Municipal Fleet register updated monthly as at 30 November 2013 – partialy achieved.

R20

0k

Nil

Procurement of Fleet Management System awaiting advertisement.

Advertise project.

BSC minutes. Municipal Fleet Register (AM6)

Yes

Inve

nto

ry M

anag

eme

nt

Pag

e: 8

7 D

12

5.5.

5.4

To Maintain and update inventory records

Number of Stock take reports

4

Quarterly stock counts for all Stock and reconciliation

Perform quarterly stock take. Reconcile stock take results to GL. Investigate and report on discrepancies

Quarter 1 stock take performed. Q2 stock take in progress. Reconciliation to GL not yet performed.

Nil

Nil

Stock issues not captured on SAMRAS therefore unable to reconcile stock take results to system quantities. New staff appointed at stores need training, old staff need refresher training. Q2 stock take commenced late due to closure of offices.

Training of staff required. Stock issues to be captured on a weekly basis at satellite stores once training is conducted. Meeting with SAMRAS is scheduled for 17 Jan ’13, training will be discussed.

Q1 Stock take sheets (AM7)

Yes

Pag

e: 8

7 D

12

5.5.

5.5

% of reviewed re-order levels

100

%

Re-order levels set. Set re-order levels for all stock items.

Not Achieved. Nil

Nil Stock issues not

captured on SAMRAS

Capture stock issues on SAMRAS. Use the already set re-order levels

None no


Page 98

Table 5.5.5


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Pag

e: 8

7 D

12

5.5.

5.6

Number of inventory reconciliated

12

Monthly reconciliations of inventory

6 months reconciliations in respect of all stores.

Monthly manual reconciliations performed for Q1 & Q2 up to end November 2013.

Nil

Nil

SAMRAS reconciliations not yet performed as issues are not captured (as per above). At the time of reporting the information from satellite stores had not been collected as yet.

Training of staff required. Stock issues to be captured on a weekly basis at satellite stores once training is conducted. Stock issues and stock reconciliations to be finilised by end of 3rd quarter.

Manual Monthly stock reconciliations (AM9)

Yes

Man

age

me

nt

of

Lon

g-t

erm

Li

abili

tie

s

Pag

e: 8

7 D

11

5.5.

5.7 To ensure that

long term liabilities are effectively and efficiently managed

% DBSA Loan paid

100

%

Repayment of DBSA Loan

Pay DBSA loan installment timeously

Achieved.

1,8

m

1,8

m

None None Proof of payment. Yes

Pag

e: 8

7 D

11

5.5.

5.8

% of liability register updated

100

%

Liability register maintained and updated quarterly

Update liabilities register

Achieved. Nil

Nil None None

Liabilities Register (AM10)

Yes

Pag

e:

87

D12

5.5.

5.9

To ensure that long term liabilities are effectively and efficiently managed

Number of statements and liability register reconciled.

12

Reconciliation of long term liabilities

Reconciliation of DBSA loan statements to GL and liabilities register

Achieved. Nil

Nil None None

Monthly reconciliations (AM11)

Yes


Page 99

5.6. FINANCIAL SYSTEMS MANAGEMENT

Table 5.5.6


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Imp

lem

en

t al

l Mo

du

les

on

SA

MR

AS

Pag

e: 8

7 D

14

5.5.

6.1

To provide financial management system support across the Organisation timeously.

umber of samras modules implemented

4

No. of modules implemented

Implementation of Samaras Modules

1.Sundry Debtors Module Implemented 2.VIP/Samras Interphase Implemented 3.Stores Module Implemented partially 4.-Assets Module in progress, Template for import issued. 5. Creditors Sub Ledger partially implemented

R25

0K

R18

1K

R18

1K

3.Stores Training for new staff planned for Q3 4.Assets Awaiting finalization of import parameter from excel to Samras 5.Sub ledger parameters are incorrect and needs to be revisited

3.Stock take to

be done.

Stock to be

reconciled with

system.

Training to be

provided by

end January

2014

4. Samras to

finalize import

parameters by

end March 2014

5.Samras to

finalize

parameter

setting by Jan

2014

Statement for Sundry Debtor VIP/Samras interphase transactions Report from Samras for Stores Template from Samras Correct creditors Age Analysis

YES


Page 100

Table 5.5.6


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Mai

nte

nan

ce o

f Fi

nan

cial

Sys

tem

s

Pag

e: 8

7 D

11

5.5.

6.2

% of parameters and vote structures maintained

100

%

Reduced number of errors No of trained staff

Maintenance of system parameters and Vote structure in terms of GRAP

All votes linked to NT Codes. Parameters for NT reporting done. New Ledger Accounts opened and correct NT codes and Vat codes Linked for new accounts

Vat indicators for

Votes still need

verification

No training for quarter

due to AG onsite

Verify vat

indicators for

votes by Jan

2014.

Training

schedule to be

developed and

conducted in

quarter 3

Report from Samras on Nominal Ledger Codes. Training Schedule

YES


Page 101

Table 5.5.6


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

5.5.

6.3

Number of reports sent to management

12

Timeously and accurate presentation of reports

Month-end reports

Month ends were done July - 7 August Aug - 9 September Sept- 8 October Nov- 6 December-0 Dec- 12 January Statements were extracted and reports were sent to Managers

There was a system

problem with the

statements for August

2013.

Statements had

incorrect billing due

dates.

In November there

were a number of

Accounts that had not

billed accurately.

A call was

logged at

helpdesk.

New

programme

was run to

correct error.

Statements re-

done correctly.

Incorrect

account

indicators were

fixed and those

accounts billed

correctly in

December 2013.

Deviation Reports

IE and ML Reports

Debtors Age

Analysis

Budget vs Actuals

YES


Page 102

Table 5.5.6


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re


Poe

PO

E A

tta

ched

Yes

/No

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

5.5.

6.4

Number of journals filed and authorized.

12

No of journals approved with valid supporting document

Authorised and Properly filed journals

July2013:46Jnls Aug2013:39Jnls Sep2013:47Jnls Oct2013-61 Jnls Nov2013-53 Jnls Dec2013- 27 Jnls

NONE NONE Audit trail of journals from system

YES

Mai

nte

nan

ce o

f Fi

nan

cial

Sys

tem

s

Pag

e: 8

7 D

11

5.5.

6.5

To provide financial management system support across the Organisation timeously.

% of access control forms approved.

100

%

Approved Access control forms for users

Approved access control

Maintenance of

users done.

None

None

Authorized access forms

YES

5.5.

6.6

% of license fees paid.

100

%

Payment of license fees

Paid license fees

No payment made in Q1 Licence fee payment was made in Q2 SLA was signed.

R70

0k

R6

13k

None None

Signed SLA Proof of Payment for License Fees

YES


Page 103

Ta

rge

t a

ch

ieve

d, 7

8

Ta

rge

t p

art

ially

ach

ievd

, 1

6

Ta

rge

t n

ot a

ch

ieve

d, 6

0

10

20

30

40

50

60

70

80

90

%

Mid - term Performance 2013/2014



Page 104

6. COMMUNITY DEVELOPMENT SERVICES

6.1. ISD & CUSTOMER CARE

NKPA 5 : Good Governance and Public Participation Departmental Objective : To provide a comprehensive community development services package throughout the district

Table 5.6.1


KPI T

arg

et



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Cu

sto

me

r C

are

Ce

ntr

e U

pg

rad

e(

Vo

ice

Re

cord

ing

)

Pag

e: 8

5 B

37

5.6

.1.1

To improve customer care call center

% of calls logged resolved within 5 days

100

%

Call center efficiency improved

Business specification for system developed

Business Specification has been sent out to SCM, project now at tender stage.

R50

00

0

R50

00

0

None None

No

ne

Ye

s

ISD

& C

ust

om

er

Car

e P

ub

lic E

du

cati

on

and

Co

mm

un

ity

Aw

are

ne

ss P

rog

ram

me

Pag

e: 8

5 B

37

5.5.

6.2

To increase sense of accountability and ownership by communities.

Number of workshops held 4

ISD Public Education and Awareness Workshops held in all LM’s.

Training of 20

community

structures on

Committee Skills,

Constitution and

roles and

responsibilities

4 in each LM

Public Education and Awareness on Water Use conducted in all four municipalities

22 Community

structures have been

trained on

committee skills.

1111

R50

00

0

None None

None Y

es


Page 105

Table 5.6.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

To

encourage

adequate

Health &

hygiene

practices by

ANDM

Communitie

s

To encourage adequate Health & hygiene practices by ANDM Communities

Conduct Health

and Hygiene

awareness’s to 15

Communities in

ANDM

15 awareness campaigns have been conducted

15 awareness campaigns have been conducted

Training manuals attendance registers and reports

5.5.

6.3

Number of employees attending customer care day event

20

Customer Care Day for all ANDM employees held

Customer care day successfully hosted for all employees and Cllrs on the 20th November 2013 as one of CDS Batho pele flagship projects. Glass engraved vision, mission a Batho Pele Principles have been

Customer care day successfully hosted for all employees and Cllrs on the 20th November 2013 as one of CDS Batho pele flagship projects

R22

5 0

00

R244 914

Some activities from Q 1 were implemented in Q2.

N/A

Photos and attendance register


Page 106

Table 5.6.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

procured and installed at the reception area.

Cu

sto

me

r C

are

Ce

ntr

e

Mar

keti

ng

Pag

e: 8

8 E

13

5.6

.1.4

To inform ANDM Communities about ANDM and its Services

Number of road shows held

4

Increased number of ANDM Customer Care line Users

Road show held for 2LMs

Road show not done, but we saw the need to start training the recently appointed front line personnel from all depts. in Ntabankulu LM

R15

00

0

NIL

Ntabankulu LM has just had a customer care unit, and it was felt necessary that we start with personnel before we move out to communities

None

Bat

ho

Pe

le C

ham

pio

nsh

ip

Pro

gra

mm

e

Pag

e: 8

8 E

13

5.6

.1.5

To promote the culture of practical application of Batho Pele Principles by all ANDM Service Units

Number of ANDM Batho Pele Championship Committees established

1

Functional Batho Pele Committee ANDM Service units with prioritized Batho Pele flagship projects

Regular Committee meetings held Progress reports on unit flagship projects

Two Committee Committee meetings held Glass engraved vision, mission and Batho Pele Principles have been procured and installed at the reception area R

150

00

0.0

0

R25

76

0

Issue to be escalated to Senior Management

Attendance registers for previous meetings


Page 107

Table 5.6.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Cu

sto

me

r S

atis

fact

ion

Su

rve

ys

Pag

e: 8

5 B

37

5.6

.1.6

To enhance the quality of services rendered by ANDM

Number of customer satisfactory surveys conducted

1

Customer satisfaction surveys conducted for all LMs

Business specification for Customer Satisfaction surveys developed

Calls for proposals from suitable service provided and TORs have been submitted to SCM BSC Committee

R4

50 0

00

nil

DELAYS ON SCM Processes

Sp

ee

d u

p S

CM

pro

cess

es

Draft TORS

TORS

De

velo

pm

en

t an

d Im

ple

me

nta

tio

n o

f IS

D G

uid

elin

es

To ensure that there is maximum stakeholder participation in the development initiatives of ANDM

Number of structures established and capacitated

Approved ISD Guidelines,( List of Project structures, Minutes of meetings held) ANDM ISD District Forum Established ( List of Forum Members, Report

Draft ANDM guidelines Established ISD forum

Draft ANDM ISD guidelines in place, ANDM ISD forum in place ( Budget 75 000

750

0

R65 1 50

None Training manuals attendance registers and reports


Page 108

Table 5.6.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Pro

cure

me

nt

of

pro

tect

ive

eq

uip

me

nt

and

clo

thin

g

Pag

e: 8

5 B

31

5.6

.1.7

To Reduce injury on duty

% of Staff supplied with protective clothing

100

%

Protective clothing and equipment delivered and distributed to all Unit staff members

Facilitate procurement processes

Quotations have been sought through SCM for supply and delivery of PPEs

R 5

0 0

00

Nil

Sp

ee

d u

p S

CM

pro

cess

es

Cri

me

Pre

ven

tio

n

Pag

e: 8

8 E

15

5.6

.1.8

To promote crime free district through crime awareness programs

Number of active community safety forums

1

All District Community Safety Fora operational and effective

Finalize Development of Local Safety Forum

All local Safety fora are functional

R20

0 0

00

R26

60

0

Lack of commitment by Senior Members of government departments

Strengthen relations with Sector departments through individual stakeholder engagements

5.6

.1.9

Number of district community safety launched

1

Active community safety forums

Nil


Page 109

Table 5.6.1


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

5.6

.1.1

0

% Development of the district safety plan

100

%

Adopted district safety plan

5.6

.11


Page 110

6.2. MUNICIPAL HEALTH SERVICES

Table 5.6.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Wat

er

and

fo

od

sam

ple

s a

nal

ysis

/ P

rocu

rem

en

t o

f sa

mp

ling

eq

uip

me

nt

(Lab

ora

tory

serv

ice

s)

Pag

e: 8

5 B

31

5.6

.2.1

To Apply and enforce the implementation of SANS

Number of water pollution samples taken

754

188 water pollution samples taken quarterly

188 samples taken & analysed

116 water samples were taken.

R37

5,0

00

.00

R33

8,9

91.

00

It has been attributed to by the samples that were taken previous year and charged the current year

Servicing of kits took longer than anticipated. Advert stage

1.Still engaging with other Laboratories to use them at reasonable

5.6

.2.2


Number of food samples taken, analyzed and communicated

852

852 food samples taken

213 food samples taken, analysed & communicated

Only 11 food

samples were

analysed

during this

term

NHLS inflated sample prices from R45.00 to R400.00 per sample

Still engaging with other Laboratories to that are reasonable.

5.6

.2.3


Number of Offices provided with sampling equipment and associated re-agents 4

4 satellite offices set up

4 satellite offices provided with sampling equipment and associated re-agents

Service provider for servicing of kits has been appointed

R14

4,2

59.0

0

Order No:15856

Yes


Page 111

Table 5.6.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Pag

e: 8

5 B

31

5.6

.2.4

Apply and enforce the implementation of SANS

Number of food safety awareness campaigns conducted

40

8

408 food safety awareness campaigns conducted

102 Food safety Awareness in different Wards

343 food safety awareness conducted

650

,00

0.0

0

97,

500

.00

The positive variance has been assisted by awareness campaigns

Individual & monthly Reports, trainings on caterers done

Yes

Eva

luat

ion

of

bu

sin

ess

es

(ru

ral a

nd

urb

an)

Pag

e: 8

5 B

31

5.6

.2.5

To Develop and enforce MHS by-laws and scope of practice.

Number of businesses inspected

120

120 businesses inspected

20 businesses inspected

543 Businesses inspected (Rural & Urban)

R50

,00

0.0

0

R4

0,5

00

.00

The evaluations were assisted by the awareness campaigns

None Reports (individual & monthly)

Yes


Page 112

Table 5.6.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Cap

acit

y b

uild

ing

(fo

od

an

d m

eat

qu

alit

y, w

ate

r an

d a

ir q

ual

ity

mo

nit

ori

ng

, was

te

man

age

me

nt

mo

nit

ori

ng

, su

rve

illan

ce a

nd

pre

ven

tio

n o

f co

mm

un

icab

le d

ise

ase

s, d

isp

osa

l

of

the

de

ad, c

he

mic

al s

afe

ty)

Pag

e: 8

5 B

31

5.6

.2.6

To Develop and enforce MHS by-laws and scope of practice

% of Chemical safety awareness programmes conducted

100

%

100 % of MHS personnel capacitated on EHS

Engage on the initial processes in inception of MHS Court in the DM

In-house workshop on Chemical Safety of MHS personnel Application for Police clearance done for all MHS personnel Capacitation of EHPs on MHS court processes World Environmental Health Day for the DM and National Events capacitated MHS personnel on the Scope of Practice Workshop on chemical safety (Oil spillage) Workshop on food labeling R

585,

00

0.0

0

None Attendance registers


Page 113

Table 5.6.2


KPI

Tar

ge

t



Bu

dg

et

for

Q

1&2

Act

ua

l E

xp

end

itu

re

Reason For Variance


PO

E A

tta

ched

Yes

/No

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

Pro

cure

me

nt

of

two

sa

telli

te p

refa

bri

cate

d

off

ice

s

Pag

e: 8

5 B

31

5.6

.2.7

To Develop and enforce MHS by-laws and scope of practice

Number of satellite prefabricated offices purchased

4

Availability of two satellite prefabricated offices

Procurement procedures and tendering

Awaiting the issuing of an appointment letter for the movement of a park home from Umzimvubu Goats to Mbizana DMC R

30,0

00

.00

R0

.00

Continuous follow up with SCM

None

Pro

cure

me

nt

of

off

ice

fu

rnit

ure

fo

r th

e

de

par

tme

nt

Pag

e: 8

5 B

31

5.6

.2.8

Develop and enforce MHS by-laws and scope of practice

Number of delivery of office furniture

1

All satellite offices with office furniture Availability of the 8 Laptops

Facilitate the procurement of furniture and laptops

No laptops, but was informed that 90 days has elapsed so the process needs to be started afresh

R50

,00

0.0

0

Could not purchase the laptops as the issue of order was drastically delayed

To

sta

rt t

he

pro

cess

fro

m

scra

tch

None


Page 114

6.3. SACHR

Table 5.6.3


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means of Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

He

rita

ge

an

d m

use

um

, co

mm

emo

rati

on

of

falle

n h

ero

es

and

he

roin

es

Pag

e: 8

8 E

15

5.6

.3.1

Preserve history of the fallen heroes and heroines, Repatriation of the remains of the Mowa turmoil, erection of monument.

% of exhumation and monument erection done

100

% Monuments, graves, reports, photo pictures

Process of exhumation and monument erection done

Site inspection done, procurement Service provider appointed and date for exhumation set

R20

0,0

00

.00

R15

0,0

00

.00

- Re-adverts Inspection reports on exhumation and re-burial processes

Re

po

rt, p

ho

to p

ictu

res

5.6

.3.2

Honor legacy program of O.R. Tambo

Number of people attending memorial lecture 10

0

Memorial lecture, signing of MOU with other municipal partners

Signing of MoU, or Tambo memorial lecture, wreath-laying

Wreath-laying for OR Tambo, Memorial lecture Choral music festival R

0.0

0

R28

,00

0.0

0

None Photographs, reports

5.6

.3.3

Commemorate Khananda hill heroes

Number of Commemoration of Khananda hill heroes 1

Khananda hill monument

Erection of an already existing monument

Not erected

R0

.00

R

28,0

00

.00

Rescheduled to 3rd

quarter due to former president’s passing

Waiting for the Department of Arts and Culture National to announce date of the event

Photograph

5.6

.3.4

Commemorate Ngqindilili hill heroes

Number of Commemoration of Ngqindilili hill heroes

1

Ngqindilili heroes commemorated

Commemoration done

The commemoration postponed due to the passing of the president

R0

.00

R

28,0

00

.00

Preparations for the late former State President of the Republic of South Africa

None Report


Page 115

Table 5.6.3


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2

Act

ua

l E

xp

end

itu

re

Reason For Variance

Means of Intervention

Poe

PO

E A

tta

ched

Y

es /N

o

IDP

P

roje

cts

IDP

Lin

k

Ite

m N

o.

5.6

.3.5

Honor Alfred Nzo Legacy program

Number of Honor Alfred Nzo Legacy program 1

Report, photo picture

R0

.00

R28

,00

0.

00

De

velo

pm

en

t o

f ar

ts a

nd

cult

ure

Pag

e: 8

8 E

15

5.6

.3.7

To align cultural activities

Number of cultural activities

4 Report, photo picture

Alignment of the cultural activities in the district

District Cultural festival done

R4

00

,00

0.0

0 None None

Concept document, photographs, final report

Ye

s

De

velo

pm

en

t o

f sp

ort

and

re

crea

tio

n

Pag

e: 8

8 E

13

5.6

.3.8

Promotion of film production

Number of film productions

1

Report, documentary

A documentary to be initiated

Screening of documentary not done

Time constraints

Screening of documentary to be done in 3rd quarter

Documentary, Report

No


Page 116

Table 5.6.3


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

De

velo

pm

en

t o

f sp

ort

an

d r

ecr

eat

ion

Pag

e: 8

8 E

13

5.6

.3.9

Promotion of Jazz evening

Number of promotion of Jazz evening

1

Ph

oto

pic

ture

s an

d

rep

ort

s

Pag

e: 8

8 E

13

5.6

.3.1

0

Promote sport participation internationally

Number of sport codes promoted and supported

6

Could not attend as the funding had

to be used for SALGA games

Budget had to be referred to SALGA municipal games

None

Accommodation was procured for the players

Re

po

rts

Pag

e: 8

8 E

13

5.6

.3.1

1

Promotion sport participation provincially

SALGA municipal games

6

Participation in SALGA games and also hosting the provincial event

Full participation in the games in all sporting codes

Hosted the Provincial SALGA

games Participated in all

the codes

None

None

Concept doc, reports, trophies, pictures

Ye

s

Pag

e: 8

8 E

13

5.6

.3.1

2

Promotion sport participation of young women

Number of people participating in sport events

500

Participation in national Spar Netball Championships

8 games played in one week- won 6

None

None

Reports, trophies

Ye

s


Page 117

6.4. DISASTER MANAGEMENT

Table 5.6.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure

Reason For Variance Means Intervention POE

PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Dis

aste

r M

anag

eme

nt

Cap

acit

y B

uild

ing

Pag

e: 8

5 B

33

5.6

.4.1

Promote a culture of risk avoidance among stakeholders by capacitating all role players

Number of people trained on disaster management

50

50 people trained on disaster management

Number of stake holders provided with training

Capacitated disaster management role players in the functioning of the District Disaster Advisory Forum Establishment of Ntabankulu Disaster Management Forum 75

00

0

58 3

29

NIL

NIL

Attendance register, Order no, Certificates

Ye

s

Dis

aste

r M

anag

eme

nt

Pu

blic

Ed

uca

tio

n &

C

om

mu

nit

y A

war

en

ess

Pro

gra

mm

e P

age

: 85

B33

5.6

.4.2

Disaster Management Policy Framework

Number of Disaster Management awareness campaigns conducted

4

Awareness campaigns/programs and promotional material

1 awareness campaign

Trained councilors and officials on disaster management institutional capacity building, risk assessment, risk assessment, risk reduction and response and recovery R

200

00

0

R16

4 4

50

NIL Nil

Attendance registers; Order no Certificates

Ye

s


Page 118

Table 5.6.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Number of Disaster Management awareness campaigns conducted

4

Awareness campaigns/programs and promotional material

3 awareness campaigns

Conducted Community Leaders workshops in Disaster Management at Ntabankulu (ward 15,16,17, 2) Umzimvubu ( Ward 19,20,21)

NIL NIL

Attendance registers; Order no

Ye

s

5.6

.4.3

Disaster Management Policy Framework

Number of reviews of the Disaster management policy framework

1

Adopted disaster management policy and framework

adopted reviewed policy framework

Conducted consultation workshops which led to the adoption of the policy framework in July R

175

00

0

172

48

2

Nil Nil

Order no Attendance register Adopted policy document

Ye

s

Dis

aste

r m

anag

em

en

t vo

lun

tee

r p

rog

ram

me

Pag

e: 8

5 B

33

5.6

.4.4

Establishment of volunteer units in all LMs to participate in disaster related issues

Number of volunteer units established in LM’s

Fou

r (

4)

loca

l mu

nic

ipal

itie

s

Volunteer units established

Unemployed youth

Unemployed youth sourced from LM’s and a unit of Disaster Management Volunteers has been established Provision of protective clothing for disaster management volunteers R

175

00

0

165

520

Nil Attendance registers; Order no Certificates

Ye

s


Page 119

Table 5.6.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Capacitate Disaster Management Volunteers

Provision of training of 25 Disaster Management Volunteers on the Introduction of Disaster Management 25

vo

lun

tee

rs f

or

fou

r LM

’s

Capacitate Disaster Management Volunteers

Capacitate the Disaster Management Volunteers in understanding the disaster management concept

Payment of stipend for Disaster Management Volunteers Provision of training for Disaster Management Volunteers by DMS 17

5 0

00

216

14

3

HELP HELP Attendance registers , Orders, Payment Schedules

Ye

s

Dis

aste

r M

anag

eme

nt

inte

gra

ted

resp

on

se a

nd

re

cove

ry

Pro

cure

me

nt

of

dis

aste

r

man

age

me

nt

Pag

e: 8

5 B

33

5.6

.4.5

To Implement uniform approach to the disaster management.

% of community members receiving support and relief

50%

50% improvement in support and relief

Number of assisted affected members

Facilitate for the procurement of relief material for all four disaster management satellite centres Distribution of emergency relief material to 57 beneficiaries affected by devastating effects of fire and heavy rainfalls R

500

00

0

R 0

Nil Nil Nil

Ye

s


Page 120

Table 5.6.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Pag

e: 8

5 B

33

5.6

.4.6

To procure protective clothing for disaster management staff

% of protective equipment procured

100

%

Supply chain management processes in place

All disaster practitioners and volunteers

Service provider for procurement has been appointed, and awaiting for delivery

R50

00

0

0

Nil Nil Specification Order no

Ye

s

Implementation of uniform approach to the disaster management information. Reduced the potential impact in respect of personal injury, health ,loss of lives, property, infrastructure, environment and government services.

% of community members receiving support and relief

4 s

att

elit

e ce

ntr

es

50% improvement in support and relief

Number of assisted affected members

Procurement of relief material for Maluti Disaster Management Satellite Centre and Mount Frere Disaster Satellite Centre

R 5

00

00

0

R 1

60

00

0

Nil Nil

Specification , Tender processes Order no Delivery notes

Ye

s


Page 121

Table 5.6.4


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

To procure protective clothing for disaster management staff

% of protective equipment procured

100

%

Supply chain management processes in place

Disaster Management Practitioners

Service provider for procurement has been appointed, and awaiting for delivery

R 5

0 0

00

R 5

7 9

44

HELP HELP Specification, Tender process, order no, Delivery note

Ye

s


Page 122

6.5. FIRE & RESCUE SERVICES

Table 5.6.5


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Tra

inin

g c

en

ter

est

ablis

hm

en

t –

Mo

un

t Fr

ere

Pag

e: 8

5 B

35

5.6

.5.1

To establish functional fire stations at Mount Frere

% of Fire stations established and functional

100

%

100% functional fire stations

Facilitate procurement processes

Tender document developed and submitted to Supply Chain to be scrutinised by the Specification Committee

R 1

50 0

00

.00

Nil

The first phase of the project was dismissed at Evaluation and had to be redone.

Supply Chain Committees must sit quite regularly.

Tender document. Proof of submission to Supply Chain

Ye

s

Faci

litat

e t

he

re

cru

itm

en

t an

d s

up

po

rt

to k

ey

Fire

& R

esc

ue

Se

rvic

e o

bje

ctiv

e

Pag

e: 8

5 B

35

5.6

.5.2

To establish functional fire and rescue services

Number of fire and rescue in-house training sessions conducted

Maintenance of shift strength to at least 4 fire fighters per shift per station

Conduct 12 in-house training sessions

12 training sessions conducted

R 3

26 4

00

.00

R 1

96

020

.00

Attendance registers for trainees

Nil Attendance registers for training sessions

Ye

s


Page 123

Table 5.6.5


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Fire

an

d R

esc

ue

Se

rvic

es

Po

licie

s an

d B

y- L

aw E

nfo

rce

me

nt

Pag

e: 8

5 B

35

5.6

.5.3

To Apply and enforce the implementation of South African National Standards.

Number of occupancies inspected

200

200 occupancies inspected

50 occupancies inspected

50 Occupancies inspected

Nil

Nil

N/a n/a Fire safety inspection forms and reports

Ye

s

5.6

.5.4

-Develop and review district fire and rescue services master plan.

Date Develop and review district fire and rescue services master plan. A

NN

UA

L T

AR

GET

: 30

Ju

ne -Master plan

document produced -Fire and rescue vehicles replacement policy document developed Developed SOP documents

Develop terms of reference and facilitate appointment of services provider

In the process of developing terms of reference for the tender

R 2

0 0

00

.00

Nil

Delayed research response from SAESI

Project to be carried over to the next financial year.

n/a

Ye

s

Pro

cure

me

nt

of

Fire

and

Re

scu

e S

erv

ice

s e

qu

ipm

en

t

5.6

.5.5

-Develop and review district fire and rescue services master plan.

Number of Fire & life safety awareness campaign conducted

100

100 Fire & life safety awareness conducted

Facilitate procurement of promotional material. 20 awareness sessions conducted

20 fire safety awareness sessions conducted

R 4

5 0

00

.00

Nil

Delayed procurement processes

Speeding up procurement processes

Awareness attendance registers and programs

Ye

s


Page 124

Table 5.6.5


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Pag

e: 8

5 B

35

5.6

.5.6

Fire stations established and operational.

%of required equipment procured

100

%

Availability of equipment

Facilitate procurement of fire and rescue equipment

Procurement documents developed and submitted to Supply Chain

R 1

650

000

.00

R 7

75 5

27.1

8

R 550 000.00 re-adjusted for the procurement of Fire and Rescue Services vehicles.

n/a Invoices for rescue equipment

Ye

s

Pro

cure

me

nt

of

po

rtab

le r

adio

s an

d

soft

war

e

Pag

e: 8

5 B

35

5.6

.5.7


Number of 2 way radios installed

40

Functioning two way radios

Facilitate procurement of 2 way radios

Procurement

documents

developed and

submitted to

Supply Chain

R 5

00

0.0

0

Nil

Delayed procurement processes.

Speeding up of procurement processes.

Attendance register and minutes for the sitting of specification committee

Ye

s

Pro

cure

me

nt

of

Fire

and

Re

scu

e S

erv

ice

s ve

hic

les(

1 X

Fir

e

tan

ker,

2 X

Sta

ff

Tra

inin

g

Tra

nsp

ort

ers

, 5 X

Le

ase

ve

hic

les)

P

age

: 85

B35

5.6

.5.8


Number of fire fighting vehicles available

5

Availability of fire fighting vehicles, staff transporters & lease vehicles

Facilitate procurement of fire and rescue equipment & lease of 5X4X4 double cab vehicles

Procurement

documents

developed and

submitted to

Supply Chain

R 5

00

0.0

0

Nil

n/a n/a

Tender documents Minutes for specification committee Tender adverts

Ye

s


Page 125

Table 5.6.5


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

De

velo

pm

en

t o

f C

om

mu

nit

y

Em

erg

en

cy R

esp

on

se T

eam

s (C

.E.R

.T)

Pag

e: 8

5 B

35

5.6

.5.9

Communities supported through special programmes initiatives.

% Development of C.E.R.T document

100

%

C.E.R.T document

Development of concept document Procurement process

Concept document produced and submitted for approval

R50

00

0.0

0

Nil

n/a n/a Project concept document

Ye

s

Fire

an

d R

esc

ue

Inte

rnal

Cap

acit

y B

uild

ing

Pag

e: 8

5 B

35

5.6

.5.1

0

Apply and enforce the implementation of South African National Standards.

Number of jobs shadowed

Job shadowing in areas of best practice

n/a

R 1

00

00

0.0

0

Nil

Elongated fire season Areas for job-shadowing identified and submitted for approval.

Job shadowing documents

Ye

s

Pro

cure

me

nt

of

pro

tect

ive

eq

uip

me

nt

& c

loth

ing

Pag

e: 8

5 B

34

5.6

.5.1

1

Apply and enforce the implementation of South African National Standards.

% of employee receiving protective clothing and uniforms

100

%

Facilitate procurement of protective clothing and uniform

Procurement documents developed and submitted to Supply Chain

R 9

70 0

00

.00

Nil

N/a Evaluation of the project must be sped up

Tender advert Attendance register for briefing session Records for opening of tender box on the closing date

Ye

s


Page 126

6.6 THUSONG SERVICE CENTRE

NKPA 5 : Good Governance and Public Participation

Departmental Objective: To provide a comprehensive community development services package throughout the district

Table 5.6.6-


KPI

Tar

ge

t



Bu

dg

et

for

Q1&

2 A

ctu

al

Ex

pen

dit

ure


PO

E A

tta

ched

Y

es /N

o

IDP

Pro

ject

s

IDP

Lin

k

Ite

m N

o.

Co

nst

ruct

ion

of

2Th

uso

ng

Ce

ntr

es

esta

blis

he

d a

nd

fu

nct

ion

ing

by

2014

Pag

e: 8

5 B

37

5.6

.6.1

Improved Thusong Centre and customer care services

Number of operational centres

4

An operational OR Tambo Service Centre in Nkantolo Upgraded service standards in Nophoyi Thusong Centre Initiated a Thusong service in Thaba Chicha and Silindini Thusong Centre

Consultation processes for Construction of Nkantolo and Thabchicha Thusong finalised Stabilized services rendered by departments at Nophoyi Thusong Centre

Letters of intent submitted to Department of Human Settlement for Nkantolo and Thabachicha Thusong Centre Thusong services are rendered once a week.

200

,00

0.0

0

Nil

N/A

Progress reports, Copy of letter of intent

Ye

s

Est

ablis

hm

en

t o

f a

Th

uso

ng

Se

rvic

e

Ce

ntr

e U

nit

by

2014

Pag

e: 8

5 B

37

5.6

.6.2

Appointment of Thusong Centre Manager

Vibrant Thusong Centre

1

Fully functioning Thusong Centre Servicesz

1 Thusong Centre Manager appointed

None

Delays on advertisement of the post.

Speed up recruitment processes

Recruitment Plan

Ye

s


Page 127

Ta

rge

t a

ch

ieve

d, 7

4

Ta

rge

t p

art

ially

ach

ievd

, 9

Ta

rge

t n

ot a

ch

ieve

d, 2

4

0

10

20

30

40

50

60

70

80

%

Mid - term Performance 2013/2014



Page 128

7. MID TERM EXPENDITURE PROJECTIONS (OPEX & CAPEX PER MUNICIPAL VOTE)

These projections relate to cash paid and should reconcile to the cash flow statement adopted with the budget documentation. Each key GFS function is a “vote” and must have associated with it as appropriate: operating expenditure; revenue; capital expenditure; and measurable performance objectives. Measurable performance objectives include service delivery targets and other financial and non-financial indicator

Expenditure (Opex and Capex) by Municipal Vote

MID YR BUDGET OPEX

MID YR BUDGET CAPEX

MID YR ACTUAL EXP.-OPEX

MID YR ACTUAL EXP.-CAPEX

VARIANCE OPEX

VARIANCE CAPEX %ge

VARIANCE OPEX

%ge VARIANCE

CAPEX

R R R R R R R R

OFFICE OF THE MUNICIPAL MANAGER 30 563 586 505 000 17 409 044 32 798 (13 154 542) (472 202) (43) (94)

BUDGET & TREASURY OFFICE 57 724 388 2 200 000 49 967 101 25 063 (7 757 287) (2 174 937) (13) (99)

CORPORATE SERVICES 20 116 489 2 450 000 15 895 525 19 100 (4 220 964) (2 430 900) (21) (99)

INFRASTRUCTURE DEVELOPMENT & MUNICIPAL SERVICES

59 679 354 407 302 059 50 701 769 180 168 638 (8 977 585) (227 133 421) (15) (56)

COMMUNITY DEVELOPMENT SERVICES 28 362 429 2 604 970 20 261 415 1 835 850 (8 101 014) (769 120) (29) (30)

PLANNING AND ECONOMIC DEVELOPMENT

11 316 633 200 000 5 861 587 197 220 (5 455 046) (2 780) (48) (1)

TOTAL 207 762 877 415 262 029 160 096 441 182 278 669 (47 666 436) (232 983 360) (23) (56)


Page 129

30 563 586

57 724 388

20 116 489

59 679 354

28 362 429

11 316 633

17 409 044

49 967 101

15 895 525

50 701 769

20 261 415

5 861 587

40 000 000 80 000 000

OFFICE OF THE MUNICIPALMANAGER

BUDGET & TREASURY OFFICE

CORPORATE SERVICES

INFRASTRUCTUREDEVELOPMENT &…

COMMUNITY DEVELOPMENTSERVICES

PLANNING AND ECONOMICDEVELOPMENT

Opex Actual

Opex Budget

400 000 000

OFFICE OF THE MUNICIPALMANAGER

BUDGET & TREASURYOFFICE

CORPORATE SERVICES

INFRASTRUCTUREDEVELOPMENT &…

COMMUNITYDEVELOPMENT SERVICES

PLANNING AND ECONOMICDEVELOPMENT

505 000

2 200 000

2 450 000

407 302 059

2 604 970

200 000

32 798

25 063

19 100

180 168 638

1 835 850

197 220

Capex Actual

Capex Budget


Page 130

8. MID- TERM ENDORSEMENT

PREPARED BY:

PRINT NAME: MZ SILINGA Municipal Manager of Alfred Nzo District Municipality Signature: Date:

APPROVAL BY:

PRINT NAME: COUNCILLOR E.N. DIKO Executive Mayor of Alfred Nzo District Municipality

Signature:

Date:


Page 131

9. ANNEXURE 1

9.1 DEVIATIONS REGISTER

DATE PAYEE DESCRIPTION AMOUNT ORDER NO REASON DEPARTMENT APPROVED

09/07/2013 Kibo lodge Conference for 25 people attending PMD from 15-19 july in kokstad

R 34 057.50 21 042

Nature of the services makes it impractical to advertise

CPS Yes

18/07/2013 Veri Source Consulting Cc

Verification of certificates for 14 candidates

R 2 941.20 11 873

Only service provider for these services

CPS Yes

19/07/2013 Thekwini Toyota Kostad

Request order to fix Universal joints for front driving shaft for the Toyota S/Cab CWP 244 EC

R 3 517.66 11 891

It was impractical to obtain 3 qoutes due the nature of the services & also the service provider near by

CDS Yes

19/07/2013 C & S Husqvarna Repairs for seven Skid Units R 29 200.00 11 885

It was impractical to obtain 3 qoutes due the nature of the services & also the Skid unit by Husqvarna

CDS Yes


Page 132

19/07/2013 Heinz Toyota Order for servicing a vehicle FKP 033 EC

R 4 443.56 11 889


CDS Yes

19/07/2013 Arch Actuarial Consulting

Actuarial services in respect of ANDM'S employee Benefit liabilities

R 10 260.00 11 895

It was impractical to obtain 3 qoutes

BTO Yes


Request order to replace discs & brakes pads to FVP 908 EC Toyota D/Cab

R 3 868.95 11 920


CDS Yes

02/08/2013 E.C Today Publishing

Publishing of ANDA CEO advert to be published

R 2 808.96 11 933

Advert on Pronvicial Newspapers

ANDA Yes

05/08/2013 Thekwini Toyota Kokstad

Repairs fro DYR 257 ec motor vehicle

R 9 459.01 11 960

Nature of the services makes it impractical to obtain 3 qoutes & also the car need genuine parts

BTO Yes


Request for order to replace discs & brake pad of FVP 897 EC

R 4 372.13 11 984


CDS Yes


Page 133

20/08/2013 Informer Newspaper

Quarter advert for Womens month calender of events

R 4 500.00 12 001

Advert on local newspapers need to circulate Alfred Nzo District to reach a number of communities

Municipal Managers Office

Yes

05/08/2013 Villagehood Media House


R 4 100.00 12 007



Yes

20/08/2013 Izwi Le Africa Quarter advert for Womens month calender of events

R 5 000.00 12 010



Yes

06/08/2013 Pondo News Quarter advert for Womens month calender of events

R 5 980.00 12 017



Yes

06/08/2013 Ikwezi Publishers Quarter advert for Womens month calender of events

R 4 500.00 12 025



Yes


Page 134

06/08/2013 Fever Publication


R 3 009.60 12 056



Yes

08/08/2013 Institute of Internal Auditors

Internal auditorsconference registration for T Fono & N Marubelela

R 17 898.00 12 265

Only Institute of Internal Auditors in South Africa

Internal Audit Unit

Yes

12/08/2013 Inkonjane Community Radio

Live outdoor broadcasting of the Women's month Programme

R 42 000.00 12 269

Need for marketing on local radio with launguage which is widely used within our district.


Yes

12/08/2013 Alfred Nzo Community Radio

Live outdoor broadcasting of the Women's month Programme

R 42 000.00 12 276

Need for marketing on local radio with launguage which is widely used within our district.


Yes

12/08/2013 Pondo News Placing advert of IDP review 2014-2015

R 8 320.00 12 314

Advert on local Newspapers


Yes

14/08/2013 Mthi-Omhle Trading & Projects

Request for bus to transport 65 people attending provincial womens day

R 45 500.00 12 467


Yes


Page 135


Request order to repair propshaft yolk for model toyota s/cab registration CWP 244 EC

R 4 104.00 12 588


CDS Yes

16/08/2013 Healthcare Waste Management

Request order for registration fees for 2 people attending a training

R 13 680.00 12 729

CDS Yes

16/08/2013 Pondo News Adverts for 3 Posts Manager: PMU, WSP & PA Exc Mgr: LED & Planning

R 8 320.00 12 743

Advert on Local Newspapers to reach vast number of candidates as per Recruitment Policy

CPS Yes

16/08/2013 Dispatch Media Adverts for 3 Posts Manager: PMU, WSP & PA Exc Mgr: LED & Planning

R 13 680.00 12 733

Advert on Pronvicial Newspapers to reach vast number of candidates as per Recruitment Policy

CPS Yes

16/08/2013 Times Media (Pty) Ltd

Adverts for 3 Posts Manager: PMU, WSP & PA Exc Mgr: LED & Planning

R 33 516.00 12 755

Advert on National Newspapers to reach vast number of candidates as per Recruitment Policy

CPS Yes

15/08/2013 Elster Kent Metering (Pty) Ltd

Request for purchase prepaid meter components ( Matatiele & Cedarville)

R 197 513.35 12 648

Sole service provider of the pre-paid meters installed in Cedarvile & Matatiele

IDMS Yes


Page 136

19/08/2013 Kibo Lodge Accommodation, meals & conference facilities for 24 delegates

R 44 790.60 12 844


CPS Yes

20/08/2013 Disaster Management Solutions

Request for payment of proffessional fees for the service provider conducting a Disaster Mgt

R 46 854.00 12 865

Only Institute of Disaster Management Solutions in South Africa

CDS Yes


Advert for post for Executive Manager: CDS

R 35 020.80 12 993

Advert on National Newspapers to reach vast number of candidates as per Recruitment Policy

CPS Yes

22/08/2013 Dispatch Media Advert for post for Executive Manager: CDS

R 5 087.25 13 007


CPS Yes

22/08/2013 Pondo News Advert for post for Executive Manager: CDS

R 4 800.00 13 020

Advert on Local Newspapers to reach vast number of candidates as per Recruitment Policy

CPS Yes

23/08/2013 Veri Source Consulting

Qualification verification for 24 qualifications

R 2 736.00 13 044

CPS Yes

23/08/2013 Ikwezi Publishers Placing advert of IDP review 2014-2015

R 6 800.00 13 031


Office of the MM

Yes


Page 137


Placing advert of IDP review 2014-2016

R 8 500.00 13 030


Office of the MM

Yes

23/08/2013 Izwi Le Africa Placing advert of IDP review 2014-2017

R 8 000.00 13 029


Office of the MM

Yes

28/08/2013 Anix Trading 129 Cc

Order for supply & delivery of water at Mt Ayliff

R 34 200.00 13 091

Emergency water supply due to non-availability of water

IDMS Yes

28/08/2013 Anix Trading 129 Cc

Order for supply & delivery of water at Mt Ayliff

R 68 400.00 13 089

Emergency water supply due to non-availability of water

IDMS Yes

02/09/2013 Derricks Auto Repairs

Order for certificate of roadworthy FPD 581 EC

R 12 855.00 13303 Nature of the services makes impossible to ask 3 qoutations

IDMS Yes

03/09/2013 Sagiya Development (Pty) Ltd

Supply and delivery of fuel at Mbizana

R 150 000.00 13332 Emergency - due to unavailabity of diesel to water pump

IDMS Yes

03/09/2013 Wozani Berg Gasoline

Supply and delivery of fuel at Mzimvubu


IDMS Yes

03/09/2013 Sagiya Development (Pty) Ltd

Supply and delivery of fuel at Matatiele


IDMS Yes


Page 138


Live coverage of cultural festival

R 42 000.00 13364 Need for marketing on local radio with launguage which is widely used within our district.

MM's Office : Communication

Yes

04/09/2013 Heinz Toyota Order for service for Maluti response vehicle FKP 033 EC

R 3 477.75 13418 It was impractical to obtain 3 qoutes due the nature of the services & also the service provider near by

CDS Yes

05/09/2013 Pondo News IDP Budget & PMS Notice advert on Pondo News

R 7 500.00 13437 Advert on local newspapers need to circulate Alfred Nzo District to reach a number of communities


Yes

05/09/2013 Izwi Le Africa Quartely page advert on Izwi Le Afrika for the Cultural Festival



Yes

05/09/203 Ikwezi Publishers Quartely page advert on Ikwezi Newspaper for the Cultural Festival



Yes


Page 139


Quartely page advert on Ingqayi Yabafazi Newspaper for the Cultural Festival



Yes


Quartely page advert on Fever Publication for the Cultural Festival



Yes

06/09/2013 Umhlobo Wenene Fm

Pre promos, adverts and live coverage of cultural Festival

R 210 000.00 13445 Need for marketing on provincial radio with launguage which is widely used within our district.


Yes

19/09/2013 Veli's Hiring & Décor Service

Supply & delivery of water at Umzimvubu areas

R 124 830.00 13635 Emergency - due to limited number & breakdowns of municipalities water tankers

IDMS Yes

19/09/2013 Veli's Hiring & Décor Service

Supply & delivery of water at Matatiele areas


IDMS Yes


Page 140

20/09/2013 Anix Trading 129 cc

Supply & delivery of water at Ntabankulu areas


IDMS Yes

27/09/2013 Ingqayi Yabafazi Cleaners

Supply & delivery of water at Matatiele areas


IDMS Yes

27/09/2013 Sakhula Projects cc & Catering

Supply & delivery of water at Mbizana areas


IDMS Yes

27/09/2013 Times Media (pty) Ltd

Request for advertising vacant post on a national newspaper

R 30 834.72 13721 Advert on National Newspapers to reach vast number of candidates as per Recruitment Policy

CPS Yes


Repairs to the engine for the toyota bakkie DYR 257 EC

R 23 163.75 13737 It was impractical to obtain 3 qoutes due the nature of the services & also the service provider near by

BTO Yes


Page 141


Request order to fix clutch plate, & wiring an disk pads for FVP 904 EC

R 13 841.46 13838 It was impossible to obtain 3 qoutations & also Thekwini is the only service provider nearby ANDM offices

CDS Yes


Request to service & attend to braking system of DTG 975 EC


CDS Yes

08/10/2013 Sydfred Motors Request an order for the servicing of a honey sucker machine FSX 292 EC

R 23 755.17 13931 It was impossible to obtain 3 qoutations & also Sydfred is the only service provider nearby ANDM offices

IDMS Yes

08/10/2013 Heinz Toyota Request an order for the servicing & repairs of toyota hillux DVD 834 EC


IDMS Yes


Request for service & repairs of toyota bakkie DVD 841 EC


IDMS Yes


Page 142


Request for repairs to the Honey Sucker

R 11 770.00 13987 It was impossible to obtain 3 qoutations & also Nissan is the only service provider nearby ANDM offices

IDMS Yes


Request to replace front disc & disc pads for FSM 515 EC


IDMS Yes


Orders for service & body welding of Dyna diesel truck FBF 866 EC


IDMS Yes


Request order to attend clutch & pressure plate for FMS 705 EC


CDS Yes


Request order to do major service for fire engine FXC 048 EC


CDS Yes


Page 143


Request order to conduct major service for skid unit CWP 244 EC


CDS Yes


Request order to replace front disc & disc Pads to FSM 515 EC


CDS Yes

01/11/2013 Arch Actuarial Consulting cc

Municipality's employee benefits for the financial year ended June 2013

R 5 472.00 10061 It was impractical to obtain 3 qoutes, the service provider is already doing the work

BTO Yes

01/11/2013 Anix Trading 129 cc

Request payment Anix Trading supplying & delivering of water at Umzimvubu

R 119 999.80 Che 23869 Emergency - due to limited number & breakdowns of municipalities water tankers

IDMS Yes

05/11/2013 The Voice Clinic (Pty) Ltd

Training on public speaking R 78 991.74 14639 Voice Clinic is the solely service provider in South Africa

MM- COMM Yes


Placing EC SALGA Games on Fever Publication


MM- COMM Yes


Page 144

08/11/2013 Izwi Le Africa Placing adverts of 16 Days of Activisim Programmes on Izwi Le Africa Newspaper


MM- COMM Yes

08/11/2013 Ikwezi Publishers Placing adverts of 16 Days of Activisim Programmes on Ikhwezi Publishers Newspaper


MM- COMM Yes

08/11/2013 Pondo News Placing adverts of 16 Days of Activisim Programmes on Pondo News Newspaper


MM- COMM Yes

08/11/2013 Informer Newspaper

Placing EC SALGA Games on The Informer Newspaper


MM- COMM Yes

08/11/2013 VillageHood Media House

Placing adverts of 16 Days of Activisim Programmes on Ikhwezi Publishers Newspaper


MM- COMM Yes


Page 145

08/11/2013 Inkonjane Community Radio

Live reads of the 16 Activisim Programmes in Inkonjane Community Radio


MM- COMM Yes

08/11/2013 C & S Husqvarna Reuest order for repairing 6 ANDM generators.

R 9 720.00 14807 Generators need to be repaired & be fitted with genuine parts to maintain their book value.

CDS Yes

14/11/2013 Sydfred Motors Request an order for the servicing & repairs of Honey Sucker FCX 292 EC

R 21 275.92 14989 It was impossible to obtain 3 qoutations & also Sydfred is the only service provider nearby ANDM offices for Isuzu

IDMS Yes


Advert - Manager WSP R 29 494.08 15072 Advert on National Newspapers to reach vast number of candidates as per Recruitment Policy

CPS Yes

14/11/2013 Pondo News Adverts for posts Manager WSP, Fleet, EHP

R 9 960.00 15703 Advert on Local Newspapers to reach vast number of candidates as per Recruitment Policy

CPS Yes


Page 146

18/11/2013 Pricewater House Coopers

Purchase for anodised aluminium barcode Labels

R 14 802.90 15228 Service provider has a pre-determined database for the municipalities barcoding sequence

BTO Yes

18/11/2013 LT Printers Quality Service

Request for printing paper for orders with new logo.

R 4 375.00 15230 Service provider have a sequnce number of the papers used.

BTO Yes

22/11/2013 Pondo News Advert - Suv vehicle for Deputy Executive Mayor

R 6 656.00 15452 Need for marketing of projects on local newspapers to reach number of service providers

BTO Yes

22/11/2013 Pondo News Advert - Supply & delivery of Fire & Rescue Service


BTO Yes

22/11/2013 Pondo News Advert - Tanker Pumper R 6 656.00 15457 Need for marketing of projects on local newspapers to reach number of service providers

BTO Yes

22/11/2013 Pondo News Advert - Backlog Eradicatio Strategy


BTO Yes


Page 147

22/11/2013 Pondo News Adver - Portable Water Supply System


IDMS Yes


Request for roadworthy certificate for dumper truck CFY 838 EC

R 84 050.00 15506 It was impossible to obtain 3 qoutations & also only Nissan dealership andm offices

IDMS Yes

26/11/2013 Ikwezi Publishers Advert for council meeting that will sit on the 12/12/13

R 5 000.00 15590 Need for marketing on local newspapers so that interested public can attend sitting

MM- COMM Yes

26/11/2013 VillageHood Media House

Advert for council meeting that will sit on the 12/12/13

R 5 000.00 15588 Need for marketing on local newspapers so that interested public can attend sitting

MM- COMM Yes

27/11/2013 Johnstone's Kokstad Cc

Requestfor repairs to the clutch of FKV 204 EV

R 11 526.48 15612 It was impossible to obtain 3 qoutations & also only Johnstone's kokstad dealership andm offices

BTO Yes

28/11/2013 SBS Water Systems (Pty) Ltd

Request for qoutation of steel water resevoirs for Belford WTW Maluti

R 453 618.54 15618 SBS Tanks is only supplier of precast resevoirs who supply the Galaxy Tpye of reservoirs

IDMS Yes


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28/11/2013 Thekwini Toyata Kokstad

Request for order repairs of toyota DVD 841 EC


IDMS Yes

29/11/2013 Thekwini Toyata Kokstad

Conduct a major service & install the battery for DVN 971 EC


CDS Yes

02/12/2013 Successories t/a LM Marketing & Distribution

Trophy awards for year end function

R 36 633.90 15760 It was advertised on the Municipal notice board & website, no qoutation received

CPS Yes


Request an order for the servicing of a TLB Machine CYF 862 EC


IDMS Yes

03/12/2013 Thompson Commercial Vehicles

Request an order for service to be done on a nissan UD 330, FPV 721 EC

R 20 010.00 15792 It was impossible to obtain 3 qoutations & also only Thompson Commercial dealership andm offices

IDMS Yes


Request of an order for replacement of Honey Sucker pump CLM 091 EC.


IDMS Yes


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04/12/2013 Wozani Berg Gasoline

Procurement of diesel of 10 000 lt


IDMS Yes

09/12/2013 Thompson Commercial Vehicles

Request an order for repairs of water truck FHJ 741 EC

R 153 900.00 15858 It was impossible to obtain 3 qoutations & also only Thompson Commercial dealership andm offices

IDMS Yes

10/12/2013 Zana Manzi Services (Pty) Ltd

Matatiele town CBD Emergency Sewer Pipe Damage

R 70 390.73 15869 Emergency - due to sewer pipe damage

IDMS Yes

11/12/2013 Pondo News Advert for the last council meeting sitting for 2013 in Pondo News


MM-COMM Yes


Media bulk buying in Alfred Nzo Community Radio


MM-COMM Yes

R 5 398 129.71


Page 150

10. ANNEXURE 2

10.1 ALFRED NZO DISTRICT MUNICIPALITY PROCUREMENT PLAN


Page 151

11. ANNEXURE 3

11.1 REGISTER OF AWARDED BIDS

ALFRED NZO DISTRICT MUNICIPALITY MID-TERM …...AFS reviews. The assignment was not performed None...

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