MINUTES of a SPECIAL MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING (MPAC) held on 28-02-17
SOL PLAATJE MUNICIPALITY REFERENCE : 3/1/3/5/2 Office of the Municipal Manager ENQUIRIES : Mrs C Senekal/S Africa-Campher 14 February 2017 (Tel: 053 830 6207 / 6230) SPECIAL MPAC MEETINGS FEBRUARY MARCH 2017 NOTICE is hereby given that SPECIAL MPAC meetings of the City Council will be held in the Council Chamber, First Floor, Old Building, Civic Offices, Kimberley on THURSDAY, 16 FEBRUARY (14:00), MONDAY, 20 FEBRUARY (09:00), THURSDAY, 23 FEBRUARY (09:00), MONDAY, 27 FEBRUARY (14:30) AND WEDNESDAY, 1 MARCH 2017 AT 09:00. BUSINESS: Consideration of the Annual Report 2015/16 for the Oversight Report 2015/16. 16.02.17 Municipal overview, Overall performance, Governance/Management arrangement, Institutional capacity, Community feedback and public participation Presentations by: 20.02.17 Directorate: Infrastructure & Services 23.02.17 Directorate: Corporate Services Directorate: Strategy, Economic Development & Planning Services 27.02.17 Directorate: Financial Services 01.03.17 Directorate: Community & Social Development Services Discussion of Oversight Report PLEASE TAKE NOTE OF THE REVISED DATES CIRCULATION: MEMBERS Cllr N Buda (Chairperson) Cllr M Lekhatlanya Cllr P R van Wyk Cllr L Steenkamp Cllr H Pieterse Cllr P J Vorster Municipal Manager Office of the Executive Mayor Office of the Speaker ED: Community & Social Development Services ED: Strategy, Economic Development & Planning Services CLLR N BUDA CHAIRPERSON ED: Corporate Services Chief Financial Officer Policy Manager Legal Advisor Manager Internal Audit Communication Manager Manager: Committee Services Manager Internal Audit Communication Manager Manager : Committee Services Administrator: Committee Services Administrative Assistant: Committee Services For Information: Security Officer Chief Caretaker
MINUTES Special MPAC 28 FEBRUARY 2017 RES. NO. ITEM NO & HEADING PAGE ANNEXURE A. APPLICATION FOR LEAVE 1 B. PRESENTATION Presentation: Corporate Services 1-2 Power point presentation Presentation: Financial Services 2-3 Extract Annual Report
1 SOL PLAATJE MUNICIPALITY MINUTES OF A SPECIAL MPAC MEETING HELD ON TUESDAY, 28 FEBRUARY 2017 AT 08:30, PRESENT: Members: Cllr N Buda (Chairperson) Cllr P R Van Wyk Cllr P J Vorster Non-member Cllr F L Thulo Cllr N D Maditse (from 09:45 until 11:30) Cllr B Springbok (from 13:00) Cllr O B Plaatjie (from 13:30) Chief Financial Officer (Z L Mahloko), ED: Corporate Services/Acting ED: Strategy, Economic Development & Planning (K R Sebolecwe), ED: Community & Social Services (K A Bogacwi), Chief Audit Executive (N Molepo), MPAC Administrator (M V Masime), General Manager: LED (P Sithole), Senior Town Planner (V O Siyengo), Manager: Expenditure (G J Mopharing), and the Manager: Committee Services. A. APPLICATION FOR LEAVE Cllr L Steenkamp ED: Strategy, Economic Development & Planning (N Kesiamang) Acting ED: Infrastructure & Services (T Raseobi) ABSENT WITHOUT LEAVE Cllr M Lekhatlanya Cllr H Pieterse B. PRESENTATION 1. Directorate Corporate Services presented by Executive Director (K R Sebolecwe) The ED: Corporate Services commented as follows: ANNEXURE Presentation Chapter 3 & 4 TASK Appeals: the meeting noted that council had to implement the SALGA general annual increase. The TASK system was implemented. Compliance / filling of positions and the collective agreement in terms of benchmarking as per a National agreement. Council then started to address the appeals in 2015 which has a huge financial implication. That some positions were not included in the 2014 benchmarking process. All of this contributed to a high employee cost. Vacant posts on a municipality staff establishment should be filled within 6 months unless there is a compelling reason not to do so.
2 MINUTES - SPECIAL MPAC MEETING 28-02-17 Security KPI s: that 6% of the security KPI s have not been met due to financial resources. Injuries, sickness and suspensions: in terms of injuries on duty SPM is unable to prematurely calculate IOD for any future injuries. NOSA report on Homevale: a certificate must be issued for work in confined spaces which has not been done. Skills Development Plan: 14 councillors underwent training in 2014. Training will be arranged for councillors who are interested. Disciplinary committee: senior officials is afraid to chair the disciplinary committees. If an employee is suspended it is a cost to council. Staff should take responsibility else must be instructed. (see attached documentation in terms of pending / finalized cases). Hawks: did not received their report. The unions should be part of the process since they have a role in the organization. Financial misconduct: Pay roll and issue at building services. Equity: people with specific needs. Presently the infrastructure environment is not conducive. Two percent disabled should be appointed in terms of the guidelines. 2. Directorate Financial Services presented by CFO (Z L Mahloko) (from 12:30) The CFO commented as follows: ANNEXURE Extract Annual Report Chapter 5 Consultancy work (pp.439-444): noted. Asset management (p. 458): noted. Fleet replacement 2015/16:(p.466) noted that it was withdrawn from the report. Sources of finance: (p.479) noted. Capital spending on five largest projects: (p.483) noted. Capital projects per ward: (p.485) presented by MM during overview. The following sections were noted: 5.8.2 (p489) Service backlogs as at 30 June 2016 5.8.3 (p.491 MIG expenditure 2015/16 on service backlogs
3 MINUTES - SPECIAL MPAC MEETING 28-02-17 5.9 (p.495) Cashflow outcomes 5.10 (p.499) Borrowing and investments 5.10.3 (p. 502) Comment on borrowing and investments 5.11 (p.503) Supply chain management 5.12 (p.504) GRAP compliance 6.1 (p.505) AG report on financial performance 2014/15 6.2.3 finalized but not inserted. 6.4 still to be inserted 6.5 to be drafted Appendix A (p. 514 517) councillors attendance Remuneration: that the category be determined in terms of different criteria: Full time employees grade 6 municipality Councillors grade 5 municipality Executive directors grade 5 municipality. The meeting closed at 13:45. Chairperson date
4 MINUTES Special MPAC 22 February 2017