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2014/2015 FIRST QUARTELY PERFORMANCE REPORT
10/2/2014
GREAT KEI LOCAL MUNICIPALITY 2014/2015 FIRST QUARTELY PERFORMANCE REPORT
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015
DEPARTMENT: CORPORATE SERVICES
KEY PERFORMANCE AREA: MUNICIPAL TRANSFORMATION AND INSTITUTIONAL DEVELOPMENT
KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental Activity as per
SDBIP
Actual Achieved
Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
C01 Promote Accountable and efficient administration
Number of Workshops on Council Policies
Workshop to be held on policies
Achieved 100% N/A N/A Council Resolution
C02 Number of Policies Reviewed
12 policies to be reviewed
Achieved 100% N/A N/A Approved Policies
C03 Records Keeping Management Completed (Training, Policies & Manual System)
Procedure Manual to be in place
Achieved N/A N/A Attendance Register of the inspection.
C04 Promote Accountable and efficient administration
Number of reports submitted to Council on Council Resolutions Implemented.
Report to be submitted to council within
the first quarter
Not Achieved The reports will be
submitted for the second quarter
There was no report submitted for this quarter.
No evidence
Number of By-Laws Promulgated
Promulgated By-Laws.
Not yet due N/A. N/A N/A
% of completed Job Descriptions for all employees
Completed Job Descriptions
Not yet due N/A N/A N/A
C05 Promote Innovation Learning and Growth
Workplace Skills Plan Developed & Adopted.
Establish training
committee
Achieved 100% N/A N/A Council Resolution
% of WSP Targets Achieved
% of WSP Targets
Achieved
Not yet due N/A N/A N/A
C06 No. of Reports submitted to Standing committee and Council on the Implementation of the WSP
Report submitted to
council on WSP implementation.
Not achieved Report will be
submitted for the 2nd quarter.
The delays were for seating emanates from budget constraints.
N/A
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental Activity as per
SDBIP
Actual Achieved
Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
C07 Number of learnership programme implemented.
Recruitment and selection
Not achieved This will be considered in the next
quarter when
budget is available
Documentation was submitted to LGSETA for Learnerships programmes, still waiting for response from LGSETA of the outcome.
N/A
C08 Ensure Employment Equity adherence
Employment Equity Plan Completed & submitted to Department of Labour.
Completed employment equity plan
Not yet due N/A N/A N/A
%of Employment Equity Plan Targets Achieved
1% target to be achieved
Not Yet due N/A N/ N/A N/A
C09 Achieve Positive Employee Climate
Number of LLF Meetings held
One LLF meeting for the
first quarter
Not achieved It will be considered in the next
quarter.
Due to operational challenges the Local Labour Forum could not seat in this quarter.
N/A
% of employees that have signed code of conduct.
Code of conduct in place
Achieved 100% N/A N/ N/A Signed code of
conduct.
Number of team building exercise held
O one team building to be
conducted
Not Yet due N/A N/A
N/A
Employee satisfaction
survey conducted
% of staff turn over 2% staff turn Over
Not achieved Staffdidn’t turn over as
anticipated
N/ N/A N
% % implementation of the outcomes of the employee satisfaction survey
50 % implementation
Not yet due N/A N/A N/A
C010 Promote Accountable & Efficient Administration
Developed Council Calendar
Developed council
calendar
Achieved 100% N/A N/A N/A
C011 Adverts for Council Meetings
Advert for council meeting
Achieved N/A N/A Advert from Daily Dispatch
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental Activity as per
SDBIP
Actual Achieved
Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
C012 Number of Standing committee
One standing committee
meetings for the 1st quarter.
Achieved 100% N/A N/A Standing committee attendance registers.
DEPARTMENT: TECHNICAL, INFRASTRUCTURE & COMMUNITY SERVICES
KEY PERFORMANCE AREA: INFRASTRUCTURE DEVELOPEMNT AND SERVICE DELIVERY
KPI no. Project per SDBIP Quarterly Target per SDBIP
Planned Departmental Activity as per
SDBIP
Actual Achieved
Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
INFRA 01 Increase refuse collection points
Refuse collection plan/register
All areas as per the Plan
Achieved N/A N/A Refuse collection plan
INFRA02 Waste Management Equipment Purchased.
Waste Equipment June 2015 100 000 100%
Co conduct cleanest town campaign
To procure equipment Campaign conducted
Not yet due N/A N/A N/A
INFRA03 Licensed Landfill Site
Unlicensed Landfill Site 30 June 2015 Not yet due N/A N/A N/A
INFRA04 % of households earning not more than 2 state pensions have access to free basic services (electricity)
Report to council on access to electricity.
Report to council
Achieved N/A N/A Electricity access report
INFRA05 Number of Households provided with Sanitation (Reporting
Report to council on sanitation provision
Quarterly report to council
Not achieved To be considered in the next quarter.
This is the competence of ADM, update has not been provided by ADM.
N/A
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no. Project per SDBIP Quarterly Target per
SDBIP Planned
Departmental Activity as per
SDBIP
Actual Achieved
Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
INFRA06
Number of households provided with Water(Reporting)
Report on households provided with water.
Households provided with water report
Not achieved To be considered in the next quarter
No Report from ADM, as this is the competence of the district.
N/A
INFRA07 Number of households provided with refuse removal (reporting)
All households in all wards.
Report on refuse removal
Achieved N/A N/A Refuse removal report.
INFRA08 Number of households provided with Housing (reporting)
Report houses provided Quarterly report Partially achieved
This has been moved for the 4th Quarter.
The application for 429 houses in Chinsta East submitted and the benafisaries list for the rest.
The application for 429 and beneficiary list.
INFRA09 Number of households provided with electricity (Reporting)
Report on households provided with electricity.
Progress report Achieved N/A N/A Report on households provided with electricity.
INFRA010 Nomzamo Day care centre
Appointment letter Appointment letter for a contractor.
Achieved N/A N/A Appointment letter
INFRA011 Road to Orphanage home.
Appointment letter Appointment letter for a contractor.
Achieved N/A N/A Appointment letter
INFRA012 Makhazi Internal Streets.
Appointment letter Appointment letter for a contractor.
Achieved N/A N/A Appointment letter
INFRA013 Zone 10 Internal Streets.
Appointment letter Appointment letter for a contractor.
Achieved N/A N/A Appointment letter
INFRA014 Belekumntwana Internal Streets.
Appointment letter Appointment letter for a contractor.
Achieved N/A N/A Appointment letter
INFRA015 Sidi Internal streets.
Appointment letter Appointment letter for a contractor.
Achieved N/A N/A Appointment letter
INFRA016 Mangqukela Internal streets.
Appointment letter Appointment letter for a contractor.
Achieved N/A N/A Appointment letter
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no. Project per SDBIP Quarterly Target per
SDBIP Planned
Departmental Activity as per
SDBIP
Actual Achieved
Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
INFRA017 Lusasa Internal streets
Appointment letter
Appointment letter for a contractor.
Achieved
N/A N/A Appointment letter
INFRA018 Bhola day care centre
Appointment letter Appointment letter for a contractor.
Achieved N/A N/A Appointment letter
INFRA019 Number of Trees distributed in all wards
Trees distributed in all wards
Report on trees distributed
Not achieved This will be considered in the 4th quarter.
The support will be requested from environmental affairs.
N/A
INFRA020 Number of cemeteries cleaned (through EPWP)
Cleaned cemeteries Report on cleaned cemetries
Achieved N/A N/A Signed report on cleaned cemeteries.
INFRA021 Number of reports on patrol made by Traffic Officers
Report on patrols for the first quarter.
Report on patrols.
Not achieved This report has been extended for 2nd Quarter.
This will be dealt with in the second quarter.
N/A
INFRA022 Number of drivers licence and Leaners
Report on drivers licence for the first quarter
Report on drivers licence and learners.
Achieved N/A N/A N/A
INFRA023
INFRA024 Project list submitted to Eskom
Existing list List submitted to Eskom.
Achieved N/A N/A List submitted to Eskom.
INFRA025
Monitoring of MoU signed with Eskom.
Signed MoU. MoU signed with Eskom.
Not yet due N/A N/A N/A
INFRA026 Length (km) of roads maintained (gravel)
Roads gravelled Report on roads gravelled.
Achieved N/A N/A Report on roads graveled
INFRA027
Number of Projects Rolled Over Completed
19 Projects rolled over 19 Projects N/A N/A N/A N/A
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no. Project per SDBIP Quarterly Target per
SDBIP Planned
Departmental Activity as per
SDBIP
Actual Achieved
Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
INFRA028 Review Housing needs register
Register in place Reviewed housing need register
Not yet due N/A N/A N/A
INFRA029 Number of reports submitted on the Maintenance of Municipal Buildings.
Report on maintenance of municipal buildings.
Report on maintenance
Not achieved The progress report will be done in the 2nd quarter.
This target will be considered in the 2nd quarter.
N/A
INFRA030 Percentage of Budget spent on maintenance
25% of maintenance budget spent.
25% spending on maintenance budget.
Achieved N/A N/A Maintenance budget report.
DEPARTMENT: BUDGET & TREASURY
KEY PERFORMANCE AREA: FINANCIAL VIABILITY
KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental
Activity as per SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
F01 Improve Asset
Management
Asset Register Updated Updated asset register
Not achieved Report in the next quarter
The asset register will be updated in the next quarter
N/A
F02 Number of Reports to standing committee/Council on Status of Assets
Reports to standing committee and council.
Not achieved Report in the next quarter
The report will be prepared in the next quarter.
F03 Achieve Clean
Administration
Number Asset Verifications Conducted
Asset verification report.
Achieved N/A N/A Asset verification report.
F04 Number of reconciliations conducted (Debt, Bank, Salaries, & Fixed Assets)
Reconciliation reports
Achieved N/A N/A Reconciliation reports
F05 Timeous Compilation of Report of Achieved N/A N/A Petty cash,
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental
Activity as per SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
all Registers (Petty Cash, SCM, Invoices, Updates on Valuation Roll)
compilation SCM, invoices and update on valuation roll.SCM vendor database.
F06 Promote Financial Accountability
Updated and Approved Indigent Register
Updated indigent register
Not yet due N/A N/A N/A
F07 Number of Reports on the Indigent Registration and Verification,
Report on indigent registration and verification.
N/A N/A No registration for the first quarter.
N/A
F08 % Reduction of Bad Debts.
F09 % Bad Debt Written -Off
F010 Vat Reconciliation Report submitted
3
F011 Number of meetings with Rate Payers conducted.
F012 Developed & Complete General Valuation Roll (GVR)
(GVR) Achieved N/A N/A Electronic version of the GVR
F013 Promote Financial Accountability
% of Municipal Budget Actually Spent on Capital Projects for 2014/2015 financial year.
Budget spent report on capital projects.
Achieved N/A N/A Budget spent report
F014 2013/2014 Annual Financial Statements (AFS) Consolidated and submitted to AG
AFS Achieved N/A N/A AFS and proof of submission to AG.
F015 Implementation of Procurement Plan
Procurement plans implementation report.
Achieved N/A N/A Procurement plans implementation report.
F016 Number of reports on Supply Chain Management
Report on SCM compliance.
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental
Activity as per SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
(Compliance with MFMA)
F017 Number of Reports on Supply Chain Management ((Demand & Acquisition)
F018 Number of Reports on Financial State of the Municipality (Section 71 MFMA)
Section 71 report
Achieved N/A Section 71 reports are being submitted although sometimes, time is a challenge.
Section 71 reports.
F019 Promote Financial Accountability
Training Conducted on SCM, Procedure Manual and MFMA.
Training conducted
Not yet due N/A N/A N/A
F020 % Reduction in Irregular and Unauthorized Expenditure
Report on reduction of irregular and unathorised.
Not yet due N/A N/A N/A
F021 Timeous Payment of Salary for Staff and Councillors
Timeous payment of salary report
Achieved N/A N/A Salary Recon report
F022 To Promote accountability & transparency
2013/2014 Annual Financial Statements Submitted to the Office of Auditor-General (AG)
Proof of submission of the AFS
Achieved N/A N/A Proof of submission
F023 Adjustment Budget of 2014/2015 Approved Council
Adjustment budget
Not yet due N/A N/A N/A
F024 Number of Section 71 Reports submitted to the Mayor and other authorities.
Section 71 reports
Section 71 reports N/A N/A Section 71 reports for the 1st quarter
F024
Number of mid-term budget and performance assessment report.
Mid-term budget and performance assessment.
Not yet due
N/A
N/A
N/A
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015
DEPARTMENT: STRATEGIC SERVICES
KEY PERFORMANCE AREA: LOCAL ECONOMIC DEVELOPMENT
KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental
Activity as per SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
LED 01
2014/2015 Process Plan
Develop and implement Process Plan
Process Plan
Achieved. The Process Plan has been approved by Council.
N/A N/A 2014/2015 IDP/PMS and Budget Process Plan
LED 02
2014/2017 IDP Develop, Review and implement IDP
2014/2017 IDP
Achieved. The 2014/2015 IDP has been approved by Council.
N/A N/A 2014/2017 IDP
LED 03
2015/2016 SDBIP Develop and implement SDBIP
2015/2016 SDBIP
Not Yet Due N/A N/A N/A
LED 04
Convene IDP Representative Forum Meetings 5
1 IDP Representative Forum Meeting
Achieved. The IDP Representative Forum was convened on the 22nd August 2014.
N/A N/A Attendance register and minutes
LED 05
Performance Management
Implement PMS Submit S46 report to Council and various institutions
Achieved. 2013/2014 Draft annual report was submitted to Audit committee, council for approval, Auditor General
N/A N/A Draft annual report and council resolution
LED 06
Strategic Planning Strategic planning session
Not yet due N/A N/A N/A
LED 07
Job Creation through EPWP,CWP, LED and capital Projects
Number of jobs creations 200 Jobs to be created.
Not yet Due N/A N/A N/A
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental
Activity as per SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
LED 08
Support initiatives for SMMEs/Cooperatives
20 1 Not achieved To be considered in the next quarter
This was not achieved due to budget constraints. To be considered in the next quarter.
N/A
LED 09
Training Programmes provided to SMMs
4 trainings
One training for the quarter
Partially achieved To be done in the next quarter.
This was postponed on the 30th September 2014 due to matters beyond our control.
N/A
LED 010
Development funding applications to various agencies & institutions
4 funding applications
1 Not Yet Due N/A N/A N/A
LED 011
Exhibition for Agricultural Support
2 Exhibition for Agricultural Support
1 Not Yet Due N/A N/A N/A
LED 012
Tourism & Heritage initiatives conducted. Number if reports on the Tourism & Heritage Programmes
2 Tourism and Heritage initiatives held
1 This was done in partnership with ADM and Nkonkobe Municipality
N/A N/A Photo Pictures
LED 013
Summer Festival Summer Festival held Summer festival
Not yet due N/A N/A N/A
LED 014
Number of EPWP recruits
Number of EPWP recruits
30 EPWP recruits
Not yet due N/A N/A N/A
LED 015
Number of induction programmes for new recruits held on EPWP
Number of Induction programmes
1 To start in the second quarter.
N/A N/A N/A
Number of reports submitted to Standing Committee and Council on EPWP (4)
1 Achieved N/A N/A The CWP report submitted to standing committee.
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015
DEPARTMENT: MUNICIPAL MANAGER’S OFFICE
KEY PERFORMANCE AREA: GOOD GOVERNANCE
KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental Activity as per
SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
G01 Achieve Clean Audit
Procurement Plan Developed
1 Achieved N/A N/A Procurement plan
Turnaround Time on Bid Specification
N/A N/A N/A N/A
Turnaround Time on Bid Evaluation
N/A N/A N/A
Turnaround Time on Bid Adjudication
N/A
Plan to Address Auditor General Queries
N/A
G02 Enhance Communication.
Develop & Revised Communication Strategy
Communication strategy
Achieved N/A N/A Communication strategy
Number of newsletter Publication
One newsletter for the 1st quarter.
Not achieved This will be considered second quarter
N/A N/A
G03
Promote Accountable, efficient and Transparent organization
Number of MFMA Section 52 Reports submitted to council
N/A N/A Reported under BTO
This is being reported under BTO, while it also reflect on good governance.
N/A
G04 Number of Audit Committee Meetings
Audit committee meeting
Achieved N/A N/A Audit committee minutes
G05 Internal Audit Plan Developed
Internal audit plan
Achieved N/A N/A Internal audit plan.
G06 Revised Risk management Strategy
Risk management strategy
Achieved N/A N/A Risk management strategy
G07 Revised Fraud and Corruption Strategy
Fraud and corruption strategy
Not yet due N/A N/A N/A
G08 Number of Internal Audit reports submitted to audit
Internal audit report
Achieved N/A N/A Internal Audit report submitted
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental Activity as per
SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
committee to audit committee
G09 Number of Audit Committee reports submitted to council
Audit committee report
Achieved N/A N/A Audit committee report
G10 Number of meetings and reports of Municipal Public Accounts Committee
MPAC report and Meeting
Not achieved Report will be available in the 2nd quarter.
The report was not yet finalized in the first quarter.
N/A
G11 Number of Meetings and reports of IGR forums
IGR report Achieved N/A N/A IGR report
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015
DEPARTMENT: MAYOR’S OFFICE
KEY PERFORMANCE AREA: PUBLIC PARTICIPATION
KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental Activity as per
SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
P01 Procurement Plan Developed
Procurement plan being developed
Departmental procurement plan
Achieved N/A N/A Procurement plan
P02 Public Participation
& Petitions Strategy
Developed &
Adopted
Public Participation & Petitions Strategy
Public Participation & Petitions Policy
Not Yet Due N/A
P03 Number of reports
on Ward
committees
Monthly reports from ward committees.
Monthly reports from Ward committees.
Partially achieved Considered in 4th quarter
Only one ward that has submitted a report
Ward report.
P04 Number of
capacity building
programmes for
ward committees
Capacity building programme
Awaiting one training that is funded by LGSETA
Not yet due.
Number of public
participation
events supported
Public participation event
Supported public participation event.
Not achieved Moved to 3rd quarter.
Due to budget constraints it had to be moved to 3rd quarter.
N/A
P05 Y
Youth Summit held
Youth summit To have a youth summit
Not Achieved Considered in the next quarter
Not implemented due to budget constraints. NYDA has not yet confirmed its support
N/A
P06 O outreach, Support &
Advisory
Programmes
Conducted
Outreach and advisory programme conducted
To conduct outreach and advisory programme.
Achieved
N/A N/A Outreach report and revival of MRM.
GREAT KEI LOCAL MUNICIPALITY FIRST QUARTELY PERFORMANCE REPORT 2014/2015 KPI no.
Project per SDBIP Quarterly Target per SDBIP
Planned Departmental Activity as per
SDBIP
Actual Achieved Variance Comment on Deviation & Actions to mitigate
Proof of Evidence
P07
Nu Number of
Women’s Forum
meetings Held
Women forum meeting
To have a woman forum meeting.
Not Achieved Moved to 2nd quarter
The planned one could not materialised
N/A
P08 W
WomenDevelopme
nt summit held
Women development summit
To have a woman development summit.
Not achieved Moved 4th quarter
Due to budget constraints it had to be moved to the 4th quarter.
N/A
P09 Number of Support
initiatives to the
children and
elderly people.
Support initiative to children and elderly
Support initiative
Not yet due N/A N/A N/A
P010 Number of disability forums meetings held and reports submitted
Disability forums report
Report on disability forums
Not achieved Moved to 4th quarter
N/A N/A
P011 No. of HIV/AIDS
awareness
held.
HIV/AIDS
awareness
Awareness
held
Not yet due N/A N/A N/A
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