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National KPA No. Priority Turn Around Focal Area Capacity Assessment Findings Target for December 2010 Municipal Action Unblocking Action Needed from other Spheres and Agencies COGTA(MIG) & DWA to consider increasing allocation per bus. Plans submitted Responsible Official Allocat ed SEDs Technical and Finance Project ed Budget
January 2010
Access to Water
Funding
Report on funding options for eradication of backlogs from internal funds and development of WCDM 11% eradication of backlogs
Access to Water
Eradication of backlog
26% Backlogs
DWA & MIG to provide/allocate more funding per bus. Plans submitted
Mr Ncube
R0.6m
R300m
Access to Water
Water loss
Develop & implement Water Conservation and Demand Management Plan Review all SLA
R3m
R15m
Access to Water
Service level agreement (SLA) not in place for WSP, NM & Seme Municipality Verification of baseline information
Mr Ncube/M Nkosi
Access to Sanitation
Draft CIP
SED:Planning Cogta and Statsa to consider funding Backlog Study DWA to consider provide/allocate more funding per bus. Plans submitted R1,5m
R3m
Access to Sanitation
Eradication of backlog
27,3% backlogs
10% eradication of
R45m
Page 1
No.
National KPA
January 2010
Municipal Action
Unblocking Action Needed from other Spheres and Agencies through Regional Bulk Services Grant
Responsible Official
backlogs
Task Team to submit recommendati ons on the review of the SLA with WSP
Mr Ncube/M Nkosi
Lack of strategic alignment between WSA and WSP Non compliance with reporting requirements by Entity Outdated WSDP (Last reviewed in 2006)
10
Draft WSDP
Finalise WSDP
R215 000
R45m
11
R30m
Page 2
No.
National KPA
January 2010
Municipal Action
Unblocking Action Needed from other Spheres and Agencies business plan
Responsible Official
sanitation 12 BASIC SERVICE DELIVERY Management and maintenance of water and sanitation
Ntshingwayo Maintenance Program (Planned and Preventative Plan/Framewor k) To develop and implement a Maintenance Program( Planned and Preventative Framework) Implement WCDM
13
Final WCDM
Mr Ncube
R3m
R15m
14
Upgrade infrastructure
15
Lack of policy and and bylaws for infrastructure development Accuracy of household data
Ad hoc upgrade of infrastructure based on development demands 5560 Households (100%) backlogs (areas include
16
Access to electricity
S Dube
R7.358m
R70m
Ingogo 600, Rooipoint 800, Charlestown 1500, Bosworth 500), 2000 (36%) yr2011
Page 3
No.
National KPA
January 2010
Municipal Action
Responsible Official
Siyahlalala 1000, Soul City Mad Sec 3 60, Dry Cut 500, Ingqayizivele 600) 1860 (33%) yr2012
1200(22%)yr 2013
17
100% Capacity
P Haripersad
R12 m
18
100%
128%
None
P Haripersad
R1.2 m
R4 m
19
18 at year end
To install High Mast Lights in line with allocated budget To improve turn around time for installation of High Mast Lights
None
P Haripersad
R3,2m
R10m
Page 4
No.
National KPA
January 2010
Municipal Action
Unblocking Action Needed from other Spheres and Agencies DOE and ESKOM to render technical and financial support
Responsible Official
BASIC SERVICE
Access to FBE
Communities not benfitting from FBE Subsidy through ESKOM Initiated engagements with ESKOM to resolve the matter
Formalise a data base of beneficiaries in ESKOM License area , aligned to Indigent Register of Newcastle municipality
P Haripersad
P Haripersad
Review of ESDP to include Infills 20 BASIC SERVICE DELIVERY Management and Maintenance of electricity infrastructure Staff shortage 30% of budget 50% To fill critical posts in line with revised structure Cable faults & theft are variables Old municipal fleet 90%-100% end finance year To eliminate uncertainty by enforcing security measures To engage Community Services (Security Section) MM and CFO to fast track prioritization of critical posts P Haripersad To be confirme d and allocate d through prioritisa tion on 2010/11 provisio
Page 5
No.
National KPA
January 2010
Municipal Action
Responsible Official
21
Funding
Mr V Khumalo
R 62 m
22
Backlogs eradication
735 km backlog
15 km to be eradicated
Mr V Khumalo
R 32 m
R 1,728 b
23
Funding
Mr S Dube
24
Roads maintenance
Mr J Thulasee
R 19m
R 180 m
All future new roads infrastructure to include speed humps in specifications and designs Roll out of program for installation of speed humps in potential accident zones
Director : Civils
R600k
R600k pa
25
BASIC
% MIG
Non-
51 % spent
70 % targeted
Appointment of
Engagement
V Khumalo
R 62m
Total
Page 6
No.
National KPA
January 2010
Municipal Action competent consultants and/or Officials Improving contract management and cashflow management Ensure 100% of MIG expenditure annually
Unblocking Action Needed from other Spheres and Agencies with Cogta (MIG) and DWA regarding review of policies on the appointment of consultants for projects
Responsible Official
SERVICE DELIVERY
expenditure
26
Siyenza Manje has deployed Gert to assist with all DBSA reports
27
Undercapacitated PMU Strengthening of the PMU 90% position filled by December 2010 To investigate VAT Claimed to top up to projects
Identify funding through grants to increase capacity and engage National MIG on proposed business plan Source Additional funding to supplement MIG Allocations Cogta to assist and advise SED : Technical /BTO
28
To investigate the 14% contribution for consultants to be injected into project where internal capacity is available 29 BASIC SERVICE Fleet Old fleet (Average 20 Low turn around time for repairs to Report on Fleet Implementing Fleet Management Pravesh Haripersad R2.5m
Page 7
No.
National KPA
January 2010
Municipal Action
Responsible Official
DELIVERY
Management
Management Options
System
30
Skills development
T Mjilo/All SEDs
31
Skills development
32
REDS revenue loss and impact on Financial viability Ring fencing process Finalised Quarterly Reports on Status of Reds to EXCO
P Haripersad
33
Finalise Storm Water Master Plan for Newcastle and Madadeni areas
Finalise and implement Stormwater Master Plan for entire municipal area M Nkosi Legal/ WSA Manager DBSA and Cogta(MIG) to consider Business Plan R100 000.00 R50m
34
Page 8
No.
National KPA
January 2010
Municipal Action
Responsible Official
35
Fire hydrants Poorly maintained / non-existent / un-serviced areas Draft Plan for Fire Hydrants To develop an maintenance and provision plan for Fire Hydrants
WSA Manager
36
Serious Challenges
None
?????
R60 million
37
Closure of existing site and Identification and permitting of a new landfill site
None
R15 million
38
BASIC SERVICE DELIVERY Parking Meter Revenue Loss of parking meter revenue
39
Page 9
No.
National KPA
January 2010
Municipal Action
Unblocking Action Needed from other Spheres and Agencies fast track response on transfer of Health Provincial Cogta to respond to request made in 2009
Responsible Official
R500 00
40
SDF not covering the entire Municipal area. (Housing backlog estimated at 30 000 units)
Approved Local Area Development Plan for Kilbarchan Ingagane Balangeich Identify another Local Area for Spatial Development Framework planning Undertake SDF review.
SDF to be implemented incrementally Annual review. Facilitate approvals by Province Appoint project and programme managers for implementing approved projects. Implement approved projects. Annual review of
Internal Departments to include service provision in departmental plans and coordination through Coordination Committee
Page 10
No.
National KPA
January 2010
Municipal Action
Responsible Official
Implementatio n of funded housing projects. Review of Housing Sector Plan 41 Formalization of informal settlements (What is required i.r.o. township formalization, basic services and housing) No info Planning and settlements design stages with respect to Siyahlala la, JBC, H39, Khathide Rural project. Settlements Establishment Applications submission
Detailed layout planning Identify areas for infill and Greenfield development
M.O. Shozi
R500k
In-house
42
LED
Alignment with other initiatives, e.g. URP, and implementatio n of LED proposals. Alignment needs to be ascertained.
Annual Review of LED strategy to address alignment with URP and other provincial and national strategies Annual Review of LED strategy to address alignment with URP and other provincial and national strategies Appointment
N/A
F. Alberts
R400k
43
LED
N/A
F. Alberts
44
LED
E. Nyathikazi
R540k
Page 11
No.
National KPA
January 2010
Unblocking Action Needed from other Spheres and Agencies MM to consider untilization of funds for critical posts
Responsible Official
45
LED
Increase focus on tourism as one of the key potential local economic development drivers Housing Delivery
Report submitted for the incorporation of the Tourism unit to the Municipality
E Nyathikazi/T Mjilo
46
Housing need and associated backlogs growing rapidly and not being addressed effectively
Busy packaging projects involving 21760 households; i.e. Siyahlala la (1200), Emawozeni (150), H39 (2000), Osizweni E Phase II (1240), Osizweni III (670), Khathide rural housing (1500) and JBC (15 000) Identifying and/or acquiring more land for housing development
Implementatio n of funded housing projects Reengineering of housing delivery processes. Initiate green field development.
Appoint project and programme managers for implementing approved projects. Identify and release land for various income group and various housing forms Finalise Land Disposal Policy (Investigate options for the release of land below market value to cater for varying income categories) Set-up and maintain housing data base
MM
S. Mkhize
Servicing suitable municipal owned land for middle income housing and releasing it
Identify land for infill development and release of municipal owned land for middle income development. Have in place a fully functional and updated housing data-
Page 12
No.
National KPA
January 2010
Municipal Action
Responsible Official
base 47 BASIC SERVICE DELIVERY Tenure upgrade Process of transferring state provided houses to beneficiaries too slow 48 LED SMME Development SMME Development should be part and parcels of the economic development strategy. 49 LED Implement "Sebenzel iKhaya" program 50 Good Governanc e and Public Participati on Functionality of Ward Committees Wards established insufficient human and financial support for functionality. No mechanism to participate in municipal matters, Currently only one municipal official is responsible to service 31 wards. All 31 wards are now functional. Public Participation Unit needs additional staff. Quarterly Reports on Ward Committees to be tabled to Council and Continuous training about Ensure that the full functionality, effectiveness is sustained. Implement "Sebenzel iKhaya" program as a component of SMME development Ward Committee reports to be N/A EJ Nyathikazi and S Dube R100k SMME development currently undertaken on an ad hoc basis Mainstreaming SMME development within the organization N/A F Alberts Significant number of Beneficiaries of government housing schemes still do not have full title over properties they occupy Assign more people in EEDBS and estate section Finalize EEDBS implementatio n Accelerate Implementation of EEDBS MM K. kubheka
COGTAs Intervention
Mthi Mduna
Page 13
No.
National KPA
January 2010
Municipal Action
Responsible Official
There still has no mechanism to participate in Municipal matters. Currently the ward committee reports go as far as the COO but not to Council.
feedback. Improve the relationship between Ward Commitees and Ward Councillors.
51
Broader public participation policies and plans (Implemented framework) Public Communication systems
No framework
Draft Framework.
Review implementation
Mthi Mduna
52
No info
Not applicable.
None
Siza
IDP Forums Revisit/Reprior Investigate the financial implication of extending communication via the national radio 53 Complaints management systems No customer satisfaction survey Not available Set up a call centre itise the draft budget by May 2010
Siza Ntombela
Page 14
No.
National KPA
January 2010
Responsible Official
54
Customer complaints
Internal Process
Siza Ntombela
55
Not all wards have CDWs and no formal links. Council opinion CDWs not accountable to them as they are part of Province but should be transferred to municipality accountable to Manager for Public participation.
There are only 4 CDW for 31 Wards which are shared with other sector Depts. No control over CDWs.
Mthi Mduna
56
Stability of Council
Relationship between parties is poor due to power struggle, resulting in distrust and walk outs. Does not function as a cooperative structure rather with individual issues.
Page 15
No.
National KPA
January 2010
Municipal Action
Responsible Official
No Relationship with District 57 Delegation of functions between political and administration No delegations Draft delegation Approved by Council Finalise the delegation policy and implementation with annual review. COGTA and Provincial Treasury Manager Legal Service M. Nkosi
There is a perception that politics has filtered down to the administration Council to identify training needs Need for councillors to understand the administration .
Council
58
Training of Councillors
Mr Hauptfleisch
59
Does not have a oversight framework. Cllrs not aware of oversight role, and indicate they receive no monthly reports. Reports from Exco to Council are submitted, but no feedback on resolutions taken. Council not aware of systems and procedures in place in the
No Oversight Framework
None
MUNICIPAL MANAGER/SED s
SED to submit and/or present reports on execution of resolutions monthly to Portfolio Committees
Page 16
No.
National KPA
January 2010
Municipal Action
Responsible Official
municipality. 60 Feedback to communities (Ward councillor to ward committee and vice versa) Perception council does not take community view into consideration. Communicatio n takes place on ad hoc basis. Perception council does not take community view into consideration 61 Oversight Committee/ Municipal SCOPA composition 62 Finalise strategies for development of high Priority Sector Plans 63 Evaluate effectiveness of Organisational Structure Finalise the Micro Structure MM Departments to draft sector plans in house Dysfunctional Oversight COmmittee Establish a SCOPA by June 2010 Establish and ensure a functional Municipal SCOPA Cogta to render technical support Speaker/ COO Public participation framework will address the issue. Steamlining of communication through ward publi meetings. Mthi
Page 17
No.
National KPA
January 2010
Municipal Action
Responsible Official
aligned to IDP 64 Institution al developme nt and transforma tion 65 Vacancies (S57) Status of filling of vacant positions MM & 1 S57 offical is on suspension but would appear that the process is not in accordance with the regulations Approx 50% vacancy rate In progress to be finalized by Council in May 2010 All section 57 positions to be filled Fill all Section 57 positions T Mjilo Included in 2010/11 Budget HR Policies availability, adoption and implementation Council not aware of systems and procedures in place in the municipality. All HR policies and procedures in place however subject to review and workshop as and when required Workshop targeted stakeholders on all current HR policies and procedures Annually to review SALGA to at least 3 policies as provide generic and when required policies and assistance To develop and approve HR Plan by 2011 T Mjilo Nil R1m for 2010/11 required for consulta nts to assist
66
All critical positions as identified and funded and approved by MM to be filled prior to December 2010
Critical positions to be filled as and when vacancies occur Workstudy to be involved in identifying critical vacancies and advise MM on the urgent filling thereof All Section 57 Agreements to be finalized within 1 month of approval of budget
LLF and MM
T Mjilo
67
MM and SED Corporate Services suspended, vacancy for SED Community Services
All Section 57 agreements finalized and implemented. Monthly evaluations and monitoring in line with PA
None
Page 18
No.
National KPA
January 2010
Municipal Action
Responsible Official
68
Performance Evaluations processes not finalised Has a Skills Audit been conducted for all employees No info and as well there is a gap identified regarding the implementatio n of WSP
Performance evaluations finalized upto 2009/10 Skills Audit report will be presented by December 2010 Will have Skills Audit Report by 2011. Quarterly reports to be submitted to LLF and Manco on the implementation of the WSP Annually review WSP and implement SALGA, LGSETA, LOGOLA to rollout training T Mjilo D Jansen CoGTA to render technical support on Skills audit D Jansen N/A
69
70
No info- non compliance with minimum competency levels and need for the development of strategies
2009/10 WSP in place with compliance certificate and in progress with 2010/11 WSP
WSP will approved and submitted to LGSETA by 30 June 2010 and incorporate the Minimum Competency levels in WSP Establish committee to undertake minimum competency assessments and submit recommendati ons to comply with Regulations
71
D Jansen /T Mjilo
?????
Develop a Councillor Training Policy Skills Audit and PDPs for all Councillors finalised and Accredited Training Plan incorporated
Page 19
No.
National KPA
January 2010
Municipal Action
Responsible Official
into WPSP 72 Functionality of LLF Relationship between management and unions is poor. No regular meetings. LLF meetings take place and workshop has been conducted by Kwanaloga to enhance the good relationship between the unions and managementEmployer side should be represented(all SEDs to attend) MM and all SEDs to attend LLFs To review the composition of management , EXCO and Portfolio Committee members in the LLF. All SEDs to attend and have LLF meetings at least once a month to comply with the agreements but if no items there will be no meeting To be approved by December 2010 Will have the plan in place by December 2010 Quarterly reports to the Portfolio Committee on implementation of EEP 74 Decentralized Office Accommodation office accommodatio n Appointment of Consortium for Office accommodation proposals Appointment of Contractor 75 Finalise office rental arrangements as an interim measure (if Implement Phase 1 by 2010/11 To consider office rental as an interim measures Manco 30% of Planning Phase 1 complete Finalise extension plans for Civic Building for centralization of office accommodation E Hauptfleisch R10m Capital LLF, Manco, Porfolio, Exco and Council T Mjilo T Mjilo
73
No Info
Page 20
No.
National KPA
January 2010
Municipal Action
Responsible Official
approved by Manco) 76 ICT - Upgrade infrastructure 77 No IT Section Recruitment Process for ICT Manager Establish IT Section and develop IT policies IT Manager N Kadiramwando
78
Health and safety issues not managed in terms of Occupational Health and Safety Act Designation of official as a Chief Safety Officer
In-House
79
T Mjilo
80
Training for senior managers for conducting induction departmentall y for new employees
81
Training on Disciplinary
Kwanaloga to support
In-house
Page 21
No.
National KPA
January 2010
Responsible Official
accountable/re sponsible for discipline of subordinates Revenue Enhancement Strategy has been developed. RES has been submitted to Exco and was referred to the FSPC. to HR
Nzuza
Financial Viability
Employ Staff, coordinate departments within the Municipality and public participation. Review TOR for appointment of a new service provider. Intervention by Provincial Treasury to assist in the recovery of Government Debt.
R2 500 000
83
Debtors management
Implement incentives scheme to recover outstanding debt. Install flow regulators(pha sed Approach annually) Verification of Indigents (10% per ward) 90% of verification processed to be phased Implement the Revenue Enhancement Strategy.
R3m ????
????
84
A cash and investment policy as well credit control and debt collection policy is in place. Provision is note adequately
85
SED : BTO
Page 22
No.
National KPA
January 2010
Responsible Official
made on the budget. As the capital budget provision increase, this provision must also increase proportionally. 86 Capital expenditure Slow spending 24% spent 50% Monthly reporting of turnaround times for SCM and Creditors
Employ and train staff in the SCM Unit. (Critical Posts) SCM processes to kick in May 2010.
?????
Communicate SCM norms and standards to all internal role-players by July 2010 87 Clean Audit Unqualified audit 2007/2008. Qualified Audit 2008/2009. Budget not aligned to IDP of local or district. Favourable audit opinion for 09/10 Complete the asset classification ito GRAP 17. Consolidate the AFS . Clean audit for 10/11 and onwards
Assets not classified according to GRAP 17. Consolidated AFS has not been achieved due to non submission from Uthukela Water. Budget aligned to IDP locally
SED : BTO
Consult with Uthukela Water and the AG due to the backlog of financial statements.
Page 23
No.
National KPA
January 2010
Municipal Action Consult with Uthukela Water and the AG due to the backlog of financial statements.
Unblocking Action Needed from other Spheres and Agencies MM/AG/MEC CoGTA
Responsible Official
88
Submitted on time. Consolidated AFS has not been achieved due to non submission from Uthukela Water.
Consolidated AFS has not been achieved due to non submission from Uthukela Water.
SED : BTO
89
To internally prepare financial statements for Financial Year 10/11 by August 2010 Asset management Current Asset Register is not GRAP compliant. A service provider was appointed to verify and tag assets. To have a GRAP compliant asset register. Implement recommendation of the Service Provider ito business processes and asset management policy. Develop and implement an Asset Management Plan Credibility, and transparency of Supply Chain Management Council aware they are not involved in SCM system, but unaware of oversight role. Reports on the implementation of the Supply Chain Management Policy and Deviations are submitted quarterly since July 2009 Workshop on roles and responsibilities on SCM matters for Councillors and officials Implement the new FMS. New Service Provider Manager : SCMU Manager: Budget Implementatio n R2 000 000
90
91
???
92
R4,5m
Page 24
No.
National KPA
January 2010
Municipal Action
Responsible Official
Appointment of additional staff with required competency standards Review of the composition of Bid Committees By June 2010 Workshop/Trai ned Committees on SCM related matters and case law 93 and Anti Fraud and Corruption Approval of Anti Fraud and Corruption Policy by July 2010 Risk Manager
Page 25
2. Fast Track Sustainable Human Settlements through Housing and Rural Development Program 3. Finalise Consolidated Infrastructure Plan and Capital program implementation 4. Debt Management increase payment factor
5. Finalisation of Micro Structure, Filling of critical posts & Compliance Minimum Competency levels and training of
Councillors by 2012 6. Clean Audit 2014 7. Effective functioning of municipal SCOPA 8. Effective and functioning ward committees 9. Anti- Corruption and Fraud Prevention program 10. Halving poverty and unemployment by 2014
Page 26