SC20/2015 DIRECTORATE DEVELOPMENT SERVICES: IDP: PERFORMANCE MANAGEMENT: 3rd QUARTER TOP LAYER SDBIP REPORT

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1 ITEM OPSKRIF/ITEM HEADING SC20/2015 DIRECTORATE DEVELOPMENT SERVICES: IDP: PERFORMANCE MANAGEMENT: 3rd QUARTER TOP LAYER SDBIP REPORT SR20/2015 DIREKTORAAT ONTWIKKELINGSDIENSTE: GOP: PRESTASIEBESTUUR: 3de KWARTAAL TOPVLAK SDBIP VERSLAG [Report compile in both languages / Verslag saamgestel in beide tale] LêER NOMMER/FILE NUMBER 5/1/3 PURPOSE / AIM OF REPORT The aim of the report is to ensure compliance with the performance regulations and to notify Council on the outcomes of the performance report of the Municipality for the 3rd quarter (January to March 2015). DOEL VAN VERSLAG Die doel van die verslag is om voldoening aan die prestasieregulasies te verseker en om die Raad in kennis te stel van die uitkomste van die prestasieverslag van die Munisipaliteit vir die 3de kwartaal (Januarie tot Maart 2015). BACKGROUND Section 1 of the MFMA defines the SDBIP as: a detailed plan approved by the Mayor of the municipality in terms of section 53 (1) (c) (ii) for implementing the municipalities delivery of services and the execution of its annual budget and which must include the following: (a) Projections for each month of- (i) (ii) Revenue to be collected, by source; and Operational and capital expenditure, by vote; (b) Service delivery targets and performance indicators for each quarter. This report focuses on the Service Delivery targets and performance indicators for each quarter. AGTERGROND Artikel 1 van die MFBW omskryf die SDBIP as: n Gedetailleerde plan wat deur die Burgemeester van die munisipaliteit goedgekeur is ingevolge artikel 53 (1) (c)(ii) vir implementering van die munisipaliteit se dienslewering en die uitvoering van sy jaarlikse begroting wat die volgende moet insluit:

2 (a) vooruitskattings vir elke maand van - (i) (ii) inkomste wat ingevorder staan te word, per bron; en bedryfs- en kapitaalbesteding, per begrotingspos; (b) Diensleweringsteikens en prestasie-aanwysers vir elke kwartaal. Hierdie verslag fokus op die Diensleweringsteikens en prestasie-aanwysers vir elke kwartaal. DISCUSSION The SDBIP serves as a contract between the administration, council and community expressing the goals and objectives set by the council as quantifiable outcomes that can be implemented by the administration in the applicable financial year. It provides the link between the mayor, the council (executive) and the administration, and facilitates the process for holding management accountable for its performance. It is therefore a management, implementation and monitoring tool that will assist the mayor, councillors, municipal manager, senior managers and community to monitor the municipality s performance on a quarterly basis. The SDBIP will ensure that appropriate information is circulated internally and externally for purposes of monitoring the implementation of the budget, the execution of projects, the performance of senior management and the achievement of the strategic objectives set by council. BESPREKING Die SDBIP dien as n kontrak tussen die administrasie, raad en gemeenskap wat die oogmerke en doelwitte uiteensit wat deur die raad as kwantifiseerbare uitkomste gestel is en wat deur die administrasie in die betrokke finansiële jaar geïmplementeer kan word. Dit bied n skakel tussen die burgemeester, die raad (uitvoerend) en die administrasie en fasiliteer die proses om bestuur vir sy prestasie aanspreeklik te hou. Dit is dus n bestuurs- implementering- en moniteringinstrument wat die burgemeester, raadslede, munisipale bestuurder, senior bestuurders en die gemeenskap in staat stel om die munisipaliteit se prestasie op n kwartaallikse grondslag te monitor. Die SDBIP sal toesien dat geskikte inligting intern en ekstern versprei word vir die doeleindes van monitering van die implementering van die begroting, die uitvoering van projekte, die prestasie van senior bestuur en die bereiking van die strategiese doelwitte wat deur die raad gestel is. The Revised 2014/15 SDBIP was approved by council during February The elements that necessitated the revision of the SDBIP were: / Die Hersiene 2014/15 SDBIP is in Februarie 2015 deur die raad goedgekeur. Die elemente wat hersiening van die SDBIP genoodsaak het, was as volg: 1. The adjustment budget/ Die aansuiweringsbegroting: Changes to the budget necessitate changes to the SDBIP./ Veranderinge aan die begroting het veranderinge aan die SDBIP genoodsaak.

3 2. Auditor general s recommendation on the 2013/2014 Performance Audit./ Ouditeur-generaal se aanbeveling op die 2013/2014 Prestasie-oudit. The process for the revisions was as follows: One on one sessions were held with the respective Directors and their heads of departments to ensure consistency with planned objectives, indicators and targets and also to ensure that the KPI s and targets followed the SMART principles (specific, measurable, reliable and time bound). The revision of the top structure of the SDBIP was deemed necessary in order to comply with the expectations of the Office of the Auditor General. This is also an effort to work towards maintaining the municipalities clean audit report in During discussions with the Municipal Manager and Deputy Director Technical Services around the 3rd quarter SDBIP report, it was identified that a 2 review to the Technical Services indicators is essential. The reasons for the review are highlighted as follows: Ref./ Verw. TL70 TL71 TL72&73 TL74,TL 75&TL76 Indicator/ Aanwyser Works; Purchase of electric Chipper Works; Purchase of a Loader Works Works Unit of measurement/ Meeteenheid phase 3 as per project plan phase 3 as per project plan phase 2 as per project plan phase 2 as per project plan Target/ Teiken Comments/ Kommentaar This KPI is forthcoming twice on the Technical SDBIP, namely TL66 as well. This KPI, TL70 should then be removed accordingly since we will report performance under TL66 We anticipated to buy a loader with the allocation from RBIG, however when the allocation was confirmed (ref SBVL) the allocation was reduced meaning that the purchase of the loader cannot be expedited. This KPI TL71 should then be removed. TL72 and 73 should be removed as they are a duplication of TL23 and these activities have already been performed. Further I noticed that under heading unit of measurement we mention phase 2. This is incorrect, in fact it should be phase 3

4 Die proses van hersiening was as volg: Een-tot-een sessies is met die onderskeie Direkteure gehou om konsekwentheid met beplande doelwitte, aanwysers en teikens te verseker asook toe te sien dat die KPI s en teikens die SMART-beginsels (spesifiek, meetbaar, betroubaar en tydsgebonde) gevolg het. Die hersiening van die topstruktuur van die SDBIP word nodig geag ten einde aan die verwagtinge van die Kantoor van die Ouditeur-generaal te voldoen. Dit is ook n poging om n skoon ouditverslag vir die munisipaliteit in 2015 te behou. Tydens samesprekings met die Munisipale Bestuurder en Adjunk Direkteur: Tegniese Dienste SDBIP rondom die 3de kwartaal verslag, was dit vasgestel dat 'n 2 hersiening na die Tegniese Dienste aanwysers is noodsaaklik. Die redes vir die hersiening word uitgelig soos volg: LEGAL RESPONSIBILITIES The Municipal Finance Management Act No. 56 of 2003 (MFMA) and National Treasury MFMA Circular No. 13. Section 54(1)(c) of MFMA. WETLIKE IMPLIKASIES Die Wet op Munisipale Finansiële Bestuur, Wet No. 56 van 2003 (MFMA) en Nasionale Tesourie MFMA Omsendbrief No. 13. Artikel 54(1)(c) van MFMA. FINANSIELE IMPLIKASIES/FINANCIAL IMPLICATIONS Not applicable / Nie van toepassing KOMMUNIKASIE IMPLIKASIE/COMMUNICATION IMPLICATION Not applicable / Nie van toepassing RECOMMENDATION TO COUNCIL : It is recommended: 1. That council takes note of the outcome of the 3rd quarter performance report of the Municipality. 2. That council approves the review of the SDBIP with respect to TL70; TL71; TL72; TL73, TL74 and 76

5 AANBEVELING AAN RAAD : Dit word aanbeveel : 1. Dat die raad kennis neem van die uitkoms van die 3de kwartaal prestasieverslag van die Munisipaliteit. 2. Dat die raad die hersiening van die SDBIP ten opsigte van TL70; TL71; TL72; TL73, TL74 en 76 RESOLVED BY COUNCIL : 28 MAY 2015 After the Chairperson had given the Councillors an opportunity, and the item had been thoroughly discussed, on a proposal by Councillor PU Stanfliet, and seconded by Councillor K Tiemie, it was resolved as follows: 1. Council takes note of the outcome of the 3rd quarter performance report of the Municipality. 2. Council approves the review of the SDBIP with respect to TL70; TL71; TL72; TL73, TL74 and 76 For finalization by the Deputy Director : Development Services, Mrs. B Swartland. BESLUIT DEUR RAAD : 28 MEI 2015 Nadat die Voorsitter geleentheid aan die Raadslede gegee het, en die item behoorlik bespreek is, word op aanbeveling van Raadslid PU Stanfliet, gesekondeer deur Raadslid K Tiemie, as volg besluit : 1. Die Raad neem kennis van die uitkoms van die 3de kwartaal prestasieverslag van die Munisipaliteit. 2. Die Raad neem kennis van die hersiening van die SDBIP ten opsigte van TL70; TL71; TL72; TL73, TL74 en 76 Vir afhandeling deur die Adjunk-Direkteur : Ontwikkelingsdienste, Me. B Swartland.

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