JJoohhnn TTaaoolloo GGaaeettsseewwee …taologaetsewe.gov.za/sites/default/files/reports/JTG Annual... · JJoohhnn TTaaoolloo GGaaeettsseewwee DDiissttrriicctt MMuunniicciippaalliittyy

JJoohhnn TTaaoolloo GGaaeettsseewwee

DDiissttrriicctt MMuunniicciippaalliittyy

AANNNNUUAALL PPEERRFFOORRMMAANNCCEE RREEPPOORRTT

22001133//22001144

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Table of Contents DESCRIPTION

PAGE No.

Chapter 1

2

Overview

2

Chapter 2

3

Key Performance Area 1: Municipal Financial Viability Key Performance Area 2: Basic Services and Infrastructure Key Performance Area 3: Good Governance and Public Participation Key Performance Area 4: Municipal Transformation and Organization Development Key Performance Area 5: Local Economic Development

3 5

13

19

21

2

CHAPTER 1 1. OVERVIEW As stipulated in the Municipal Finance Management Act (MFMA) No. 56 of 2003, Circular No. 11, every municipality and municipal entity must prepare an annual report for each financial year in accordance with the MFMA and, during the MFMA transitional period, the Division of Revenue Act and the Municipal Systems Act 2000. The purpose of the annual report is:

to provide a record of the activities of the municipality or entity; to provide a report on performance in service delivery and budget implementation; and to promote accountability to the local community.

In the past, annual reports have often been used solely to promote the positive image of the municipality with little focus on comparing actual with promised performance. The MFMA now requires the municipality to report on all aspects of performance providing a true, honest and accurate account of the goals set by council and the success or otherwise in achieving these goals. The annual report is a key performance report to the community and other stakeholders and, once approved by the council, must be placed on the municipal website, copies sent to various authorities and made available to the wider community. The annual report requires the collection and consolidation of a range of financial and nonfinancial information about the municipality. It provides an authoritive record of the activities and performance of the municipality for each financial year. In time it will serve as a key historic record for each municipality revealing the progress, growth and development of municipal services and performance.

3

CHAPTER 2

KEY PERFORMANCE AREA 1: MUNICIPAL FINANCIAL VIABILITY – ACTUAL PERFORMANCE

2013-2014

OBJECTIVE KEY PERFORMANCE INDICATOR

UNIT OF MEASUREMENT BASE-LINE ANNUAL

TARGET MID-YEAR (Q1+Q2)

YEAR-END

(Q3+Q4) EXPECTED IMPACT

ACTUAL PERFOR-MANCE

ATTAINED / NOT ATTAINED

IF NOT, REASONS FOR NOT

ATTAINING

CORRECTIVE MEASURES TO BE

TAKEN. Credible annual budgets compiled according to the requirements of the MFMA and relevant legislation

Council resolution to approve Annual Budget

Annual Budget adopted in May 2012

1 Budget n/a 1 Good governance and compliance with legislation

1 Attained n/a n/a

Credible adjustment budgets compiled according to the requirements of the MFMA and relevant legislation

Council resolution to approve Adjustment Budget

Adjustment Budget adopted in Feb 2013

1 Budget 1 n/a Good governance and compliance with legislation

1 Attained n/a n/a

Number of Section 71 Reports

Reporting system in place

12 Reports 6 6 12 Attained n/a n/a Expenditure monitored regularly – through MFMA Section 71 reports and quarterly reports to Council Number of municipal

expenditure reports


4 Reports 2 2

Good governance and compliance with legislation 4 Attained n/a n/a

All local municipalities supported with the execution of financial management functions through CFO Forum

Number of meetings In place 4 Reports 2 2 Good governance and compliance with legislation

0 Not attained Non attendance of Local Municipalities

Matter to be addressed in District IGR

Number of letters of submission of Section 71 reports to prescribed and Council resolution, respectively

System in place 12 Letters 6 6 12 Attained n/a n/a

Number of Mid-year budget and performance reports


1 Report n/a 1 1 Attained n/a n/a

Number of quarterly Supply Chain Management reports


4 Reports 2 2 4 Attained n/a n/a

To promote and enhance the financial viability of all municipalities in the DM

All reporting requirements of National and Provincial Treasury, COGHSTA, Council and Management are complied with in a timely manner

Council resolution to approve Annual Financial Statements


1 Report 1 n/a

Good governance and compliance with legislation

1 Attained n/a n/a

4




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Number vendor lists updated

System in place 1 List n/a 1 1 Attained n/a n/a

Financial by-laws and policies and tariffs reviewed

A set of by-laws and policies and tariffs reviewed

System in place 1 Set n/a 1 1 Attained n/a n/a

Revenue enhancement and management strategy developed and implemented

Council resolution to approve revenue enhancement strategy

System in place 1 Strategy n/a 1

Reduce grant dependency Ability to implement district programmes 1 Attained n/a n/a

Number of grant reports

System in place 12 Reports 6 6 12 Attained n/a n/a Conditions of external

revenue sources such as grants (MIG, MWIG, EPWP, MSIG, FSIG complied with by all municipalities

Number of CFO meeting

Structure in place 4 Reports 2 2

Improved service delivery


Matter to be addressed in District IGR

Number of updates on asset registers

System in place 1 Register n/a 1 1 Attained n/a n/a To ensure a clean

audit in line with the requirements of Operation Clean Audit by 2014

Asset register established and maintained Number of assets

register and general ledger reconciliations performed

None 12 Reconcilations

12 Attained n/a n/a

Assets insured Council resolution to approve updated Insurance Policy

System in place 4 Updates 2 2

Accurate community wealth/equity

4 Attained n/a n/a

5

KEY PERFORMANCE AREA 2: BASIC SERVICES AND INFRASTRUCTURE DEVELOPMENT (BSI) – ACTUAL PERFORMANCE

2013-2014




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN.

Rural Roads Asset Management System established

Council resolution to approve project

New management system

1 Project with Business Plan and Service Level Agreement

1 n/a

Coordinated and quality improved roads network (year 1-complete identification of roads in the municipality)

1 Attained n/a n/a

Graduates recruited, capacitated and absorbed

Number of progress monitoring reports

New programme 16 Reports 8 Reports 8 Reports developed Engineering

human capital 12 Not attained

The recruitment started in the second quarter in line with the commencement of the RRAMS programme

Adherence to planning time frames will be ensured

Integrated Transport Plan (ITP) reviewed

Council resolution to approve plan

2005/2006 ITP developed and approved May 2005

1 Plan n/a 1 Plan Improved public and private transportation quality

0 Not attained Funding to start the project was availed in the third quarter

Plans in place to complete the ITP in the 3rd quarter of the 2014/15 financial year

Gamagara LM internal road paving EPWP business plan approved and implemented

Number of implementation and job creation progress report per project

One (1) project implemented in 2012-2013

2 Reports 1 report 1 report Improved driving surface quality 2 Attained n/a n/a

Ga-Segonyana LM internal road paving EPWP business plan approved and implemented



4 Reports 2 reports 2 reports Improved driving surface quality 4 Attained n/a n/a

To provide road and transport services

Joe Morolong LM internal road paving EPWP business plan approved and implemented



4 Reports 2 reports 2 reports Improved driving surface quality 4 Attained n/a n/a

District Municipality appointed as water authority (dependent on approval of Sec.78 assessment)

Section 78 assessment report

New programme

1 Assessment Report and notice

n/a

1 Assessment Report and notice

Improved provision of water services in the district

0 Not attained Delays in appointments

Service provider appointed and the report is planned to be completed in 2014/15

To provide and manage bulk services

Integrated Infrastructure Strategy/Plan developed

Council resolution to approve strategy/plan

New strategy/plan

1 Strategy/ Plan

n/a 1 Strategy Plan

Coordinated, effective infrastructure for various services

0 Not attained No resources as was anticipated through the MISA

This will be done in line with the preparation of the

6




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Programme SIP 6 business plan

preparation of the JTGDM

District Municipality provides bulk water and sanitation services

Number of progress monitoring reports New service 4 Reports 2 reports 2 reports Sustained, uninterrupted

water services (bulk) 4 Attained n/a n/a

Housing Sector plans and accreditation business plan reviewed and updated

Council resolution to approve reviewed plan

Developed document and approved in March 2011

1 Plan n/a 1 Plan Improved housing needs address management 0 Not attained Late appointment of

service provider

Housing Sector plan to be completed in the first quarter of 2014/15 financial year

Housing register compiled and maintained

Council resolution to approve housing register

New register 1 Register n/a 1 Register High accuracy on housing backlog identification

0 Not attained Late appointment of service provider

Needs register be completed in 2014/15

Mandela Day House(s) constructed

Number of houses constructed

New programme 1 House 1 House n/a Proper housing for the

needy 1 Attained n/a n/a

A business plan submitted to COGHSTA

New programme

1 Business Plan

1 Business Plan n/a 1 Attained n/a n/a Special Programmes (16

Days of activism against Women and Children Abuse) houses constructed Number of houses

constructed New programme - 1 House

Built n/a

Proper housing for the needy

0 Not attained Challenges of minimal serviced site allocation

Alternative site to be identified and allocated in 2014/15

Engineering services provide for 200 sites in Ga-Segonyana Area


New programme 4 Reports 2 Reports 2 Reports

Integrated water, sanitation and roads services for 200 households

4 Attained n/a n/a

Kuruman mixed housing development project concluded


New programme 4 Reports 2 Reports 2 Reports Reduction in housing

needs 4 Attained n/a n/a

Mothibistad Rental Housing constructed (Dependent on funding from COGHSTA)


New programme 4 Reports 2 Reports 2 Reports Reduction in housing

needs 4 Attained n/a n/a

Vanzylsrus engineering services improved



Improved sanitation service standards (from basic to water borne services) in Van Zyl’s Rus

4 Attained n/a n/a

Houses provided in response to disasters

Number of disaster houses

Three (3) disaster houses built in 2012-2013

Dependent of disaster incidents

0 2 houses

alleviated disaster impact on families directly affected by unstable dwelling structures

2 Attained n/a n/a

Houses for military veterans constructed


Two (2) houses constructed in 2012-2013

4 Reports 2 Reports 2 Reports Reduction in housing needs 4 Attained n/a n/a

To provide adequate housing to the residents of the District

Ga-Segonyana LM cemetery fencing and

Number of implementation and

One (1) project

8 Reports 4 Reports 4 Reports (a) neat and environment ally sound

22 Attained n/a n/a

7




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. cleaning EPWP business plan approved and implemented

job creation progress report per project

implemented in 2011-2012

cemeteries (b)employment created

Joe Morolong LM cemetery fencing and cleaning EPWP business plan approved and implemented



24 Reports 12 Reports 12 Reports

(a) neat and environment ally sound cemeteries (b)employment created

22 Not attained

Number of cemeteries in Joe Morolong LM were five in the first half of the financial year

Clear targets are set in the 2014/15 financial year

Job creation through the manufacturing of paving blocks/bricks



(a) neat and environment ally sound cemeteries (b)employment created

4 Attained n/a n/a

8

KEY PERFORMANCE AREA 2: BASIC SERVICES AND INFRASTRUCTURE DEVELOPMENT (CDS) – ACTUAL PERFORMANCE

2013-2014




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN.

Employee wellness policy developed and implemented

Council resolution to approve policy New policy 1 Policy 1 n/a

Wellness of employees to ensure better service delivery

1 Attained n/a n/a

Continued implementation of the Section 78 assessment of MHS 2008


New programme 4 Reports 2 2

Implement a comprehensive Municipal Health Function for the District

3 Not attained Lack of funding Secure more funding

Comprehensive Municipal Health Services Strategy Developed

Council resolution to approve strategy

New strategy/plan 1 Strategy n/a 1

Ensure implementation of strategic MHS objectives within the IDP of JTGDM

1 Attained n/a n/a

Municipal Health By-laws promulgated A set of by-laws New by-laws 1 Set of by-

laws n/a 1

Ensure that operational EHP’s have the legal back-up to execute their responsibilities

0 Not attained Lack of funding

By-laws are budgeted for in the new financial year 2014/15.

Municipal Health policies developed A set of policies New policies 1 Set of

policies n/a 1

Ensure that implementation of strategies developed for MHS is executed according to relevant legislation

0 Not attained By-laws not yet promulgated

Policies will be developed once the by-laws are in place.

1. To provide municipal health services to the communities of the District

Municipal Health tariffs and penalties developed

A set of tariffs and penalties

New tariffs and penalties

1 Set of tariffs and penalties

n/a 1

Ensure that penalties and tariffs speak to the developed by-laws for proper implementation

0 Not attained Municipal Health policy not yet developed

Tariffs and penalties will be developed once the municipal health policy is in place.

Water sampling programs for both JMLM and GSLM implemented


New programme 4 Reports 2 2 Properly monitored water

for human consumption 4 Attained n/a n/a

Reviewed groundwater protocol

Protocol approved in June 2005

1 Reviewed protocol n/a 1 0 Not attained Groundwater Protocol of

2005 (water and sanitation) reviewed Number of progress

monitoring reports New programme 4 Reports 2 2

Assist in the implementation of projects and programmes to ensure protection of groundwater

0 Not attained

Lack of funding

Groundwater protocol is budgeted for in the new financial year 2014/15.

2. To monitor the quality of water in the District

Awareness programmes provided (including inter alia demand management and conservation of


New programme

4 Reports 2 2 Councils, communities and implementers being aware of the possible groundwater pollution

4 Attained n/a n/a

9




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. groundwater) with incorrect

implementation of projects and programmes.

All drinking water posing a potential health risk in the entire district chlorinated

Number of water chlorination reports

4 reports submitted 12 Reports 6 6 Water safe for human

consumption 12 Attained n/a n/a

Food premises frequently inspected

Number of food premises inspection reports

4 reports submitted 12 Reports 6 6

Food premises to comply with the Foodstuffs, Cosmetics and Disinfectants Act, 54 of 1974.

12 Attained n/a n/a

Food sampling programs continuously implemented

Number of food sampling reports

4 reports submitted 12 Reports 6 6 Ensure selling and

provision safe food 12 Attained n/a n/a

3. To provide food quality/ safety control services

Food quality awareness programmes continuously provided

Number of awareness programme reports


Communities and food premises managers being aware of safe food handling practices

12 Attained n/a n/a

Frequent waste inspections performed

Number of waste monitoring inspection reports


Monitoring of illegal waste management practices to promote a clean environment

10 Attained n/a n/a

Water pollution monitoring programme implemented and maintained

Number of water pollution monitoring programme reports


To identify and monitor possible pollution sources

10 Attained n/a n/a

Environmental pollution monitoring programme implemented and maintained

Number of environmental pollution monitoring programme reports


Monitoring of Environmental Pollution to ensure remedial steps is taken by polluters

10 Attained n/a n/a

Leakage/seepage control monitoring programme implemented and maintained

Number of leakage/seepage pollution monitoring programme reports


Sampling of leakage/seepage and water sources at possible sources of pollution

4 Attained n/a n/a

Awareness programmes provided



Communities, councils and implementers being aware of the risk of possible waste pollution

4 Attained n/a n/a

Information system on waste flows developed and maintained



Ensure that waste information of local municipalities are included in the national waste information system

4 Attained n/a n/a

4. To monitor waste management systems-refuse, health care waste, hazardous waste and sewage

Integrated Waste Management Programme/Plan of 2004 reviewed

Council resolution to approve reviewed plan

Developed document

1 Plan n/a 1 Completion of the plan to enable municipalities to have a IWMP as a tool for planning and

1 Attained n/a n/a

10




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. information purposes

Joe Morolong LM supported to establish waste landfill sites


New programme 4 Reports 2 2 An established waste site

for Joe Morolong 4 Attained n/a n/a

Local Municipalities assisted to institute recycling measures and to protect scarce resources

Number of recycling and environmental protection progress reports


Reduction of waste at landfill sites to impact in budget constraints and environmental pollution and to ensure the extension of the life expectancy of waste sites

4 Attained n/a n/a

Frequent inspections of premises performed

Number of health surveillances inspection reports


Identify environmental health risk factors that might have a detrimental effect of the health and wellness of communities and to promote remedial actions

4 Attained n/a n/a 5. To provide Health Surveillance Services




Councils, communities being aware of environmental pollution risk factors

4 Attained n/a n/a

Communicable diseases monitored

Number of communicable disease monitoring reports

New programme 12 Reports 6 6 Data the occurrence of

communicable diseases 12 Attained n/a n/a

Communicable disease outbreaks investigated

Number of communicable disease outbreak investigation reports


Determine the source of the communicable disease outbreak and preventative measures to be taken.

12 Attained n/a n/a

6. To survey and prevent communicable disease outbreaks (excluding immunisations)




Affected communities being made aware of preventative measures in regard to a communicable disease outbreak

4 Attained n/a n/a

Frequent vector control inspections performed

Number of vector control inspection reports


Determine the prevalence of vectors in the prevention of communicable diseases.

4 Attained n/a n/a 7. To do vector control



4 reports submitted

4 Reports 2 2 Communities, shop owners and councils being made aware of the role vectors play in the

4 Attained n/a n/a

11




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. spread of communicable diseases

All vector control personnel trained

Number of vector control training report

New programme 1 Report n/a 1 Trained personnel on

vector control 0 Not attained

Department of Environmental Affairs letter of approval and/or amended Section 12 notice

New programme 1 Notice n/a 1 0 Not attained Air quality function

still with Province n/a

Number of air quality measuring equipment acquisition report

New programme 1 Report n/a 1 0 Not attained Air quality function

still with Province n/a

Air quality management function taken charge of, equipment in place, sufficient trained staff appointed

Number of staff recruitment and training report

New programme 1 Report n/a 1

Reduce air pollution in District

1 Attained n/a n/a

Air quality in the District monitored

Number of air quality monitoring reports


To reduce air pollution and get data of air pollution

0 Not attained

Province not submitting reports to the District Municipality

The District municipality will engage more with Province regarding the reports in the financial year 2014/15.

Tariff and penalty structure developed

A set of tariffs and penalties

New tariffs and penalties

1 Set of tariffs and penalties

n/a 1 Income creation for the District through air quality licensing

0 Not attained

Mining freight traffic through towns managed (relayed)

Number of freight management and relay progress reports

New programme 4 Reports 2 2 0 Not attained

8. To control environmental pollution

Possible carbon credit revenue activities/opportunities identified

Number of carbon credit opportunity investigation report


Traffic Dept Guidelines on transport of carbon waste through towns 0 Not attained

Air quality function still with Province

Tariffs, penalties, freight management and carbon credit investigation report can be initiated when the District municipality is in charge of Air Quality management

All funeral parlours and places providing similar services are meeting environmental health standards

Number of funeral parlours inspection reports


Funeral service delivery premises compliant to relevant legislation

4 Attained n/a n/a

Cemeteries are properly maintained and proper graveyard registers are maintained

Number of cemetery inspection reports


Authorities in charge of cemeteries being made aware of their responsibility in regard to maintenance of cemeteries and the registers thereof

4 Attained n/a n/a

9. To manage disposal of the dead

Pauper burials are performed

Number of pauper burial reports

4 reports submitted

4 Reports 2 2 Ensure that unknown and poverty stricken deceased members of

0 Not attained No pauper burial was performed or reported.

District Municipality to coordinate

12




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. the community being granted a proper pauper burial in the absence of other authorities or family member not being able to dispose of the diseased

Funeral parlour and headstone and other service provider levy system established

Levy system investigation report


Ensure that funeral parlours being enabled to deliver a proper service in term of the National Health Act, 61 of 2003

0 Not attained

Funeral parlour and headstone and other service provider levy system will be established when the by-laws are in place.

By-laws are budgeted for in the new financial year 2014/15.

Mechanisms for stakeholder participation, technical advice and planning through the District Disaster Management Advisory Forum established and maintained and NDMC guidelines disseminated

Number of district Disaster Management Advisory Forum Meeting reports


Integrated Institutional Capacity for Disaster Risk Management

3 Not attained Manager not available for the 4th Quarter meeting

Manager to prioritize Forum

Disaster Risk Assessment reviewed for each municipality

Council resolution to approve reviewed assessment report

1 report submitted 1 Report n/a 1

Integrated Institutional Capacity for Disaster Risk Management

0 Not attained

The Disaster Risk assessment review for each municipality will be clearly outlined in the Disaster Management Framework when it is complete.

The review of the Disaster Management Framework is budgeted for in the new financial year 2014/15.

Review of Disaster Management Framework

Council resolution to approve reviewed disaster management framework

DMF adopted in 2012-2013

1 Framework n/a 1

Policy foundation for what needs to be addressed through the disaster risk management efforts in the Municipalities

1 Attained n/a n/a

10. To provide disaster management services

Review of Disaster Management Plan

Council resolution to approve reviewed disaster management plan

DMP adopted in 2012-2013 1 Plan n/a 1

Specifies in detail how the requirements and policies of the Disaster Management Framework will be implemented

1 Attained n/a n/a

13

KEY PERFORMANCE AREA 3: GOOD GOVERNANCE AND PUBLIC PARTICIPATION – ACTUAL PERFORMANCE

2013-2014




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN.

Council resolution to approve reviewed IDP

Reviewed IDP 2013-2014

1 Plan n/a 1 1 Attained n/a n/a

Integrated Development Plan (IDP) reviewed and approved

Council resolution to approve annual IDP framework and process plan

IDP Framework and Process Plan 2013-2014

1 Plan n/a 1

A credible IDP addressing the needs of the communities in the District 1 Attained n/a n/a

Organizational Performance Management Systems (OPMS) Framework reviewed

Council resolution to approve reviewed OPMS Framework

Reviewed OPMS Framework 2013-2014

1 Plan 1 n/a 1 Attained n/a n/a

Individual Performance Management Systems (IPMS) Policy reviewed

Council resolution to approve reviewed IPMS Policy

Reviewed IPMS Policy 2013-2014

1 Policy 1 n/a 0 Not attained

No consultation session held to make inputs on draft

Participate in the consultation process in 2014-15 financial year

Municipal/Top-Layer Service and Budget Implementation Plan (SDBIP) approved

Council resolution to approve Municipal SDBIP

Municipal SDBIP 2013-2014

1 Plan n/a 1 1 Attained n/a n/a

Council resolution to approve Departmental SDBIP’s

Departmental SDBIP’s 2013-2014

5 Plans n/a 5 5 Attained n/a n/a

Number of signed Section 56 & 57 performance contracts

Performance Contracts in place

6 Contracts n/a 7 7 Attained n/a n/a

Number of signed operational personnel performance contracts

Performance Contracts in place

4 Contracts n/a 4 4 Attained n/a n/a

1. To ensure effective strategic integrated sustainable development planning and performance management in the District

Departmental/Technical SDBIP’s approved

Number of Municipal Quarterly performance review reports (inclusive of mid-year performance and annual performance review)

Performance Reporting System in place

4 Reports 2 2

Effective accountability internally and externally

4 Attained n/a n/a

14




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Number of quarterly individual performance assessment monitoring reports

System in place 4 Reports 2 2 4 Attained n/a n/a

Number of Annual Senior Management performance assessment reports

System in place 6 Reports 6 n/a 0 Not attained

2013-2014 Annual performance review is scheduled for 17th September 2014

Adhere to planning timeframes

All SDF’s in the District reviewed every 5 years and LM’s supported LM’s supported to establish and maintain land use management systems for all areas

Number of IDP Regional Forum minutes/ meeting reports

2 meeting reports 4 Reports

Sustainable forward spatial plans for all municipalities

2 Not attained Meetings convened but LM were not available

Matter to be addressed at District IGR Forum

Extended Inter-Governmental Relations (IGR) Forum met regularly

Number of meetings Three (3) meetings took place

4 Meetings 2 2 3 Not attained Executive Mayor was unavailable

Council related activities to be prioritized

Mayoral Forum met regularly Number of meetings

Two (2) meetings took place

4 Meetings 2 2 0 Not attained Non attendance of Local Municipalities


Speakers’ Forum met regularly Number of meetings




Municipal Managers’ Forum met regularly Number of meetings




IDP Regional Forum met regularly Number of meetings




Local Economic Development Forum met regularly

Number of meetings Two (2) meetings took place



Corporate Forum met regularly Number of meetings




Basic Services and Infrastructure Forum met regularly

Number of meetings Two (2) meetings took place



Community Services Forum met regularly Number of meetings




2. To foster and promote good inter-governmental relations

Youth Advisory Forum met regularly Number of meetings


4 Meetings 2 2

Improved stakeholder relations and district governance



15




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN.

District HIV and AIDS Forum met regularly Number of meetings


4 Meetings 2 2 4 Attained n/a n/a

Regional Housing Forum met regularly Number of meetings




District Communicators’ Forum met regularly Number of meetings



CFO Forum met regularly Number of meetings Two (2) meetings took place



Council and Committees met regularly Number of meetings

Eight (8) meetings took place


Audit Committee met regularly Number of meetings

Committee in place and functional


MPAC met regularly Number of meetings

MPAC in place, 2 meetings held

4 Meetings 2 2 2 Not attained Lack of capacity to deal with MPAC related matters

Further hands-on train was done in June 2014

Budget Steering Committee met regularly Number of meetings

Four (4) meetings took place

4 Meetings 2 2 2 Not attained Committee could only sit twice

Municipal Manager to engage with Mayor

Management met regularly Number of meetings 12 meetings took place 12 Meetings 6 6 4 Not attained

Other meetings were held one on one with different HoDs

Ensure that Management meetings are held on a monthly basis

3. To govern its own (municipal) affairs and oversee implementation

All internal departments met regularly Number of meetings

Four (4) meetings took place

4 Meetings 2 2

Improved stakeholder relations and district governance

0 Not attained Meetings could not take place due to availability

Management to ensure internal meetings take place in the 2014-2015 financial year

Number of newsletters 2 Newsletters 4 Newsletters 2 2 2 Not attained Insufficient articles

submitted Departments to submit articles

A set of annual calendars

Distributed a set of annual calendars

1 Set 1 n/a 1 Attained n/a n/a

A set of business cards printed

New programme 1 Set 1 n/a 1 Attained n/a n/a

Good internal and external communication established and maintained

Promotional materials Distributed a set of dairies and folders

1 Set 1 n/a

In order to maintain high level of awareness of the municipality identity and brand, and promote awareness of John Taolo Gaetsewe District Municipality to the diverse audience 1 Attained n/a n/a

4. To improve community and stakeholder participation in the affairs of the municipality

Public informed of important issues and events

Number of notice registers

New programme 1 Register n/a 1 In order to keep abreast

with issues around 1 Attained n/a n/a

16




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Number of website update reports

New programme 12 Reports 6 6 12 Attained n/a n/a

Number of reports New programme 4 Reports 2 2 4 Attained n/a n/a Communities and stake-

holders consulted on the affairs of the municipality

Number of press releases and media interviews

New programme 4 Articles 2 2 4 Attained n/a n/a

Stakeholder register established and maintained Number of registers New

programme 1 Register n/a 1 1 Attained n/a n/a

Communication Strategy reviewed

Council resolution to approve reviewed Communications Strategy

Strategy in place 1 Strategy n/a 1

communications and media trends in and around the municipality, including regional, provincial, national and international trends

1 Attained n/a n/a

Legislative compliance monitoring register established and maintained

Number of compliance monitoring reports

System in place 12 Reports 6 6 Compliance with

Legislative requirements 3 Not attained Started with compliance reports in the 4th quarter

Adhere to planning timeframes

5. To ensure a clean audit in line with the requirements of Operation Clean Audit by 2014

Annual Audit Action Plan compiled and implemented

Number of implementation and monitoring reports

Queries raised by Auditor-General

4 Reports 2 2

Governance structures are functional and supported and effective oversight

4 Attained n/a n/a

Strategic risk register annually updated for all municipalities

Number of update reports

System in place 16 Reports 8 8 4 Not attained

Unavailability of managers in Municipalities.

Annual assessment to be done in Q1 of 2014-2015

Implementation of strategic risk management register monitored



Mitigation of operational risk or threats facing the municipality 3 Not attained

Unavailability of managers in Gamagara LM


Number of registers New programme 7 Registers 7 n/a 6 Not attained Unavailability of

managers


Operational risk registers for all departments compiled and implemented Number of

implementation and monitoring reports

New programme 4 Reports 2 2 0 Not attained

Operational Risk Registers were completed in Q2 and the monitoring assessment will be done in Q3.

Monitoring assessment will be done in Q3.

Risk Management Committee established and meeting regularly

Number of meetings New programme 4 Meetings 2 2 0 Not attained

Chairperson of RMC has been appointed in Q4.

RM meetings will be held quarterly in the new financial year.

Council resolution to approve Ethical Framework

New programme

1 Framework n/a 1 1 Attained n/a n/a

6. To establish and maintain a combined assurance shared service to all municipalities in the District Municipality

Ethical behaviour promoted and monitored Council resolution to

approve Anti-Fraud and Corruption Policy

Policy in place 1 Policy n/a 1

Governance structures are functional and supported and effective oversight

1 Attained n/a n/a

17




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Ethics Steering Committee established and meeting regularly

Number of meetings New programme 4 Meetings 2 2 0 Not attained Ethics committee

not yet established

MM to appoint member of Ethics Committee

Number of plans Plan in place 1 Plan n/a 1 1 Attained n/a n/a

Number of letters and management responses

System in place 16 Letters 8 8 16 Attained n/a n/a

Adequacy and effectiveness of risk, internal controls and governance processes of all municipalities Number of

implementation and monitoring reports


Number of reports

Qualified Opinion for 2012-2013 from Auditor-General

1 Report 1 n/a 1 Attained n/a n/a Annual external audit concluded


System in place 4 Reports 2 2

Receive a positive audit outcome

4 Attained n/a n/a

Establishment of fully fledged and capacitated units to deal with targeted groups coordinated


New programme 4 Reports 2 2 Capacitated Unit to deal

with targeted groups 0 Not attained Lack of capacity Capacity to be improved

Needs and challenges of targeted groups identified and addressed

Annual survey report New programme 1 Report n/a 1 Needs of targeted groups

addressed 0 Not attained Lack of capacity Capacity to be improved

A set of strategies to address needs of targeted groups

New programme

1 Set of strategies n/a 1 0 Not attained Lack of capacity Capacity to be

improved

Strategies to address needs and challenges of targeted groups developed maintained and implemented



Needs of targeted groups addressed

0 Not attained Lack of capacity Capacity to be improved

Number of skills database progress reports

New programme 4 Reports 2 2 0 Not attained Lack of capacity Capacity to be

improved Skills development programmes established and maintained Number of progress


Targeted groups are able to compete with the market in terms of skills 0 Not attained Lack of capacity Capacity to be

improved Beneficiary identification reports

New programme 1 Report n/a 1 0 Not attained Lack of capacity Capacity to be

improved Training of 13 disabled children annually on NQF level 5 facilitated Number of progress


Targeted groups are able to compete with the market in terms of skills 0 Not attained Lack of capacity Capacity to be

improved

Employment of people with disabilities in the private sector coordinated

Number of coordination reports


People with disabilities have access to employment opportunities in the private sector

0 Not attained Lack of capacity Capacity to be improved

7. To promote the interests and rights of targeted groups – women, children, youth, disabled, elderly

Youth jobs in Waste programmes implemented


New programme 4 Reports 2 2 Youth capacitated 0 Not attained Lack of capacity Capacity to be

improved

18




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Youth Environmental Service Programme implemented (9 youths employed)


New programme 4 Reports 2 2 Youth employed and

capacitated 0 Not attained Lack of capacity Capacity to be improved

19

KEY PERFORMANCE AREA 4: MUNICIPAL TRANSFORMATION AND ORGANIZATIONAL DEVELOPMENT – ACTUAL PERFORMANCE

2013-2014




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Council resolution to approve HR Strategy

New programme 1 Strategy n/a 1 1 Attained n/a n/a

Council resolution to approve staff structure

System in place

1 Resolution n/a 1 1 Attained n/a n/a

Number of Human Resource reports

New programme 4 Reports 2 2 4 Attained n/a n/a

Comprehensive HR Strategy developed and maintained

Council resolution to approve reviewed Skills Retention Strategy

Strategy in place 1 Strategy n/a 1

Positive impact on staff morale and the guarantee of sound labour relations

0 Not attained Due to internal processes not followed.

Target it set for 2014/2015 FY

Council resolution to approve Work Skills Plan

Plan in place 1 Plan n/a 1 1 Attained n/a n/a

Number of annual training reports

System in place 1 Report n/a 1 1 Attained n/a n/a

Adequate opportunities for the development of employees and councillors established and maintained

Number of skill audit report

System in place 1 Report n/a 1

Improve service delivery and suitable skilled employees and councillors.

1 Attained n/a n/a

Training Committee revived and functional Number of meetings New

programme 4 Reports 2 2 The successfully implementation of the WSP

4 Attained n/a n/a

Training needs identified and development plans developed for all employees and councillors

Number of monitoring reports


Suitable skilled employees and councillors

1 Attained n/a n/a

Council resolution to approve Employment Equity Plan

System in place 1 Plan n/a 1 1 Attained n/a n/a

Number of monitoring and implementation reports

New programme 1 Report n/a 1 1 Attained n/a n/a

Equitable employment opportunities and service for all

Number of progress and monitoring reports


Successful implement of equal opportunities for designated groups.

4 Attained n/a n/a

Number of LLF meetings

System in place 4 Meetings 2 2 8 Attained n/a n/a

To provide a comprehensive and integrated human resource service to ensure an effective organization for all municipalities in the District

Sound labour relations in the District established, promoted and maintained Number of staff

discipline and grievance reports


Improvement of communication between the employer and employee. 4 Attained n/a n/a

20




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Corporate Services Forum established to support LM’s with HR Strategy establishment and maintenance

Number of progress and monitoring reports


Sharing of skills, best practices and improvement of interrelations in the District

4 Attained n/a n/a

Council resolution to approve IT asset management and replacement strategy

New programme 1 Strategy n/a 1 1 Attained n/a n/a

IT systems improved

Number of meetings New programme 12 Reports 6 6

Better data management , centralising of information and to improve access to information in the organisation 12 Attained n/a n/a

To improve and maintain the ITC systems, facilities and equipment

Municipal website functional and regularly updated



Compliance with MFMA and improved access for information by cliental.

12 Attained n/a n/a

Council resolution to approve Municipal Code

Document in place 1 Code n/a 1 1 Attained n/a n/a To review and

promulgate by-laws in all munici-palities

Municipal Code compiled and updated and new and current policies

Number of prioritised policies for review

System in place 8 Policies 4 4

Improve internal controls, procedures and facilitates decision making process

8 Attained n/a n/a

Effective logistical arrangements for Council and Committees meetings made

Number of minutes System in place 8 Minutes 4 4

Improve and fast-track good governance, decision making process and oversight

8 Attained n/a n/a

Buildings are clean, maintained and repaired



Ensure a safe, hygiene environment within the workplace

4 Attained n/a n/a

Number of amendments and additions to file plan reports


Number of destruction certificates

System in place 1 Certificate n/a 1 1 Attained n/a n/a

Number of electronic documents management register updates

New system 4 Register 2 2 4 Attained n/a n/a

To provide and maintain effective administrative systems

Records management policy is maintained and implemented

Number of issued pest control certificates

System in place

2 Certificates 1 1

Ensure corporate memory and easy reference to information

2 Attained n/a n/a

21

KEY PERFORMANCE AREA 5: LED – ACTUAL PERFORMANCE 2013-2014

OBJECTIVE KEY PERFORMANCE

INDICATOR UNIT OF

MEASUREMENT BASE-LINE ANNUAL TARGET

MID-YEAR (Q1+Q2)

YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN.

Reviewed DGDS Council resolution to approve Reviewed DGDS

Document developed 1 Strategy n/a 1

A coordinated approach to Development in the District, with Social Partners.

0 Not attained No Budget for review

Review Q2 in the new year

Reviewed LED Strategy Council resolution to approve Reviewed LED Strategy

Document developed 1 Strategy n/a 1

A researched strategy to inform/advice on Development Potential and Programmes for implementation

0 Not attained DTI slow for the review process

Completed in Q2 of the new year

To effectively co-ordinate the implementation of the LED Strategy and DGDS in the District in line with PGDS, DSDF and other policies District LED Coordinating

committee established.

Number of meetings New programme

4 Meeting reports 2 2

A researched strategy to inform/advice on Development Potential and Programmes for implementation

4 Attained n/a n/a

To facilitate optimal participation of Social Partners in the Economic Growth Initiatives of the District

Functional LED Forum Number of meetings Structure in place


Stakeholder Relations for Integrated LED Planning and Monitor Economic Growth Initiatives in the District

0 Not attained

Relevant Stakeholders are not attending meeting

Review the Stakeholder and establish the Structure

SLP’s effectively coordinated to benefit entire District

Number of meetings Structure in place


Effective coordinated Social and Labour Plans that benefit entire District

4 Attained n/a n/a To effectively co-ordinate Social and Labour Plans (SLP’s) to benefit the entire district

Regional Development Agency (multi-sectorial and multi-stakeholder) established and maintained

Development of feasibility study

New programme 1 Study n/a 1

Regional Development Agency (multi-sectorial and multi-stakeholder) established and maintained

0 Not attained Appointment for Consultant happen end June2014

Completed in Q2 new year

Functional CRDP Coordinating Structure established and maintained

Number of meetings Structure in place 4 Minutes 2 2 A coordinated CRDP in

the District 0 Not attained Unavailability of stakeholders to establish structure

Structure be establish Q1 new year

District Farmers Markets established and maintained in bigger towns



Established Sustainable Market for District farmers

0 Not attained Relevant Sector has no budget

Implemented Q2 in new year

Skills development programmes and/or Community Awareness



Information Sharing/Dissemination on LED Opportunities and Programmes

4 Attained n/a n/a

To facilitate the co-ordination of CRDP for creation of vibrant equitable and sustainable rural communities and food security throughout the District Establishment of food bank

monitored and supported Number of monitoring reports

New programme 4 Reports 2 2 Sustainable Food

Security in the District 0 Not attained Relevant Sector has no budget

Launch in Q2 new year

22




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN. Job creation reported on at LED Forum on all programme, across sectors (e.g. EPWP, MIG, SLP projects, water projects etc) and SMME awareness campaigns performed



Sustainable Job/Employment Opportunities created through EPWP, MIG and SLP’s

0 Not attained Unemployment population increase daily

Coordinate and report all job opportunities

Establishment of Women and Youth co-operatives in all local municipalities within the district facilitated and progress monitored



Established supported Cooperatives within the District

0 Not attained

Number of Cooperatives already established in the previous financial year more than enough

Need to Monitor and submit already established Cooperatives in fourth Quarter

District wide SMME Database developed and maintained



Established supported Cooperatives within the District

4 Attained n/a n/a

Functional SMME Forum for the District facilitated


New programme 4 Reports 2 2 District wide SMME

Database 0 Not attained Dynamics of elected structures

Establish structures and arrange SMME’sawareness

Business Simulation HUB (across JTG District) established and maintained



Participation of SMME’s in Economic Development Processes

0 Not attained Availability of land for use took long process

Implemented Q2 new year

Construction Incubation and Mentorship promoted and monitored

Number of monitoring reports per municipality

New programme 4 Reports 2 2 Capacitate and support

SMME Development 4 Attained n/a n/a

To facilitate the creation of jobs/ employment opportunities in the district

SMME Development/ Informal Markets in Rural Areas promoted



SMME Informal Markets to Empower SMME’s in the Rural Areas

0 Not attained Relevant Sector has no budget

Launch in Q2 new year

Number of needs identification reports

New programme 1 Report n/a 1 0 Not attained

Locals not submitting needs list

Request list for needs and projects to be supported in the new year

To facilitate increased LED capacity in the District

Enhanced LED capacity in the District

Memorandum of Understanding with LM’s

New programme

3 Memorandums

n/a 3

Signed Memorandum of Understanding between JTG District municipality and Local Municipalities for LED Capacity and Support

0 Not attained Locals not submitting needs list

Develop agreement for supporting projects

District Tourism Association established


New programme 4 Reports 2 2 Functional District

Tourism Association 0 Not attained Current Association not function able

Review and establish Tourism Association in new year

Market system developed and maintained


New programme 4 Reports 2 2 Effective Market System 4 Attained n/a n/a

To enhance tourism development and Promote the District as a preferred Tourism Destination

Tourism statistics Monitored Number of tourism statistic reports


4 Reports 2 2 Improved Tourism Statistics 4 Attained n/a n/a

23




YEAR-END


ACTUAL PERFOR-MANCE



ATTAINING


TAKEN.

Tourism Information Office Upgraded



Improved and Informative Tourism Office

0 Not attained

There were no improvement made, hence no monitoring reports

Avail budget for improvements in 2014-2015

Provincial Tourism contributed to financially



District Participation and contribution on Provincial Tourism Programme’s

2 Attained n/a n/a

Exhibitions executed


New programme 2 Reports 1 1 District Participated

Exhibition 2 Attained n/a n/a

Media Tours attended/performed


New programme 2 Reports 1 1 Local Tourism Tours 2 Attained n/a n/a

Exhibition material developed/ upgraded



District Developed /upgraded Tourism Brochures / materials

1 Attained n/a n/a

Acquisition of land for Economic Development

Number of agreements

New programme

1 Agreement n/a 1 Land available for

economic use 0 Not attained Availability of land for use took long process


Acquisition of State Owned Land for Economic Development monitored


New programme 2 Reports 1 1 Acquired land for

Economic use 0 Not attained Availability of land for use took long process


To facilitate availability of land for Economic Development

Commonage Farms maintenance and monitored

Number of reports per project


Monitor and support Municipal Commonage Farms

9 Not attained Three farms for nine reports per Quarter

Three farms for nine reports per Quarter

Documents

JJoohhnn TTaaoolloo GGaaeettsseewwee …taologaetsewe.gov.za/sites/default/files/reports/JTG Annual... · JJoohhnn TTaaoolloo GGaaeettsseewwee DDiissttrriicctt MMuunniicciippaalliittyy