AGENDA AND MINUTES of a SPECIAL COUNCIL MEETING held on of the Speaker/Committee/Cou… · (N Molepo), Policy Manager (S Setlogelo), Legal Advisor (V Pitso), Manager Committee Services

AGENDA AND MINUTES

of a

SPECIAL COUNCIL MEETING

held on

22-02-17

SOL PLAATJE MUNICIPALITY

REFERENCE: 3/1/3/5/1 Office of the Municipal Manager ENQUIRIES: Mrs C S Senekal 14 February 2017 (Tel: 053 830 6207)

SPECIAL COUNCIL MEETING – 22.02.17 Notice is hereby given that a SPECIAL COUNCIL MEETING of the Sol Plaatje Municipality

will be held in the Council Chamber, Civic Offices, Kimberley on WEDNESDAY,

22 FEBRUARY 2017 at 10:00.

BUSINESS: 1.

Approval of Adjustments Budget and Adjustment of the SDBIP KPI’s and Targets for the year ending 30 June 2017

E JOHNSON SPEAKER

CIRCULATED TO: Cllr E Johnson (Speaker) Cllr O Matika (Executive Mayor) Cllr E L Badenhorst

Cllr M J Beylefeld Cllr P D Bishop Cllr A N Boqo Cllr W J Boshoff Cllr H I Buda Cllr D S Chinkuli Cllr M S Doyle Cllr L F Duba Cllr O C Fourie Cllr B P Francis Cllr B P Gilbert Cllr J T Gomba Cllr S H Griqua Cllr N Hammer Cllr W M Keetile Cllr B J Keme Cllr S N Kika Cllr G P Kock Cllr F Kruger Cllr P P Kwagile Cllr M J Lekhatlanya Cllr C B Lewis Cllr R Liebenberg Cllr M Louw Cllr R A Ludick Cllr N D Maditse Cllr B J Makhamba Cllr O E Matshedisho Cllr M Meintjies Cllr L P Meleng Cllr H B Miller Cllr P M Mohapi

Cllr O J Mokae Cllr N Mokgalagadi Cllr G K Monyamane Cllr R T Morwe Cllr M M Moshweu Cllr S Mpampi Cllr I M Mpangiso Cllr H M Mpanza Cllr T C Ngoma Cllr E Niemann Cllr C Pearce Cllr G I Petoro Cllr K C Phiri Cllr L H S Pieterse Cllr O B Plaatjie Cllr Y T Qonga Cllr K M Sebego Cllr D T Setlholo Cllr L N Shushu Cllr B Springbok Cllr D L Steenkamp Cllr B J Stout Cllr M P Thabane Cllr F L Thulo Cllr D J P Van der Merwe Cllr W A Van Rooyen Cllr Cllr P R Van Wyk

Cllr L Visagie Cllr P J Vorster Cllr M R Wapad Municipal Manager Chief Financial Officer (Z L Mahloko) Acting ED: Infrastructure & Services / PMU Manager (G Jele) Acting ED: Community & Social Development Services (K Bogacwi) ED: Strategy, Economic Development & Planning Services (N Kesiamang) ED: Corporate Services (K R Sebolecwe) Policy Manager (S Setlogelo) Communications Manager (S Matsie) Chief Audit Executive (N Molepo) Legal Advisor (A N Pitso) Manager: Committee Services Administrator: Committee Services Control Administrative Assistant: Committee Services

FOR INFORMATION: Chief Caretaker

Security Officer Press

i

AGENDA AND MINUTES Special Council Index 22 February 2017

ITEM NO & HEADING PAGE ANNEXURE

A. OPENING 2 B. APPLICATION FOR LEAVE OF ABSENCE 2 C. BUSINESS:

Directorate Financial Services Budget & Treasury Office

1. 2.

Approval of Adjustment Budget and Adjustment of the SDBIP KPI’s and Targets for the year ending 30 June 2017 Amendments to measurable performance objectives, indicators and targets COMMENTS

3 5 7 - 9

Separate report + (Separate speech)

1 – 3 + 1 - 22

Directorate Corporate Service Human Resources

1. Attendance of AGM meeting of the Cape Retirement Fund

10 1 – 6

Office of the Municipal Manager

1. ED: Infrastructure & Services 12 *Confidential (Separate report)

. 1

SOL PLAATJE MUNICIPALITY AGENDA AND MINUTES OF A SPECIAL COUNCIL MEETING HELD ON WEDNESDAY, 22 FEBRUARY 2017 AT 10:00 PRESENT: The Speaker (Cllr E Johnson)

Executive Mayor (Ald O M Matika) Cllr E L Badenhorst Cllr M J Beylefeld (until 11:30) Cllr P D Bishop Cllr A N Boqo Cllr W J Boshoff Cllr H U Buda Cllr D S Chinkuli Cllr M S Doyle Cllr L F Duba Cllr O C Fourie Cllr B P Francis Cllr B P Gilbert Cllr J T Gomba (from 10:20) Cllr N Hammer Cllrl W M Keetile Cllr B J Keme Cllr G P Kock Cllr P P Kwagile Cllr M J Lekhatlanya Cllr C B Lewis Cllr R A Ludick Cllr N D Maditse Cllr B J Makhamba Cllr O E Matshediso Cllr M Meintjies Cllr L P Meleng Cllr H B Miller Cllr P M Mohapi Cllr O J Mokae Cllr M Mokgalagadi Cllr G K Monyamane Cllr M M Moshweu Cllr S Mpampi Cllr T H Mpanza Cllr T C Ngoma Cllr E Niemann Cllr C Pearce Cllr G I Petoro Cllr K C Phiri Cllr O B Plaatjie Cllr Y T Qonga Cllr K M Sebego Cllr D T Setlholo Cllr L N Shushu Cllr D L Steenkamp Cllr F L Thulo Cllr D J P van der Merwe Cllr W A Van Rooyen Cllr L Visagie Cllr P J Vorster Cllr M R Wapad

.

AGENDA AND MINUTES Special Council 22 February 2017 C. Business

2

Municipal Manager (G H Akharwaray), Chief Financial Officer (Z L Mahloko), ED: Corporate Services (K R Sebolecwe), Acting ED: Infrastructure & Services (T Raseobi), Acting ED: Community & Social Development Services (C F M Langford), Chief Audit Executive (N Molepo), Policy Manager (S Setlogelo), Legal Advisor (V Pitso), Manager Committee Services (C S Senekal), Administrator: Committee Services (S Campher) and the Administrative Assistant: Committee Services (D Botha). A. OPENING

The Speaker welcomed all present and requested Cllr Visagie to open the meeting with a prayer.

B. APPLICATION FOR LEAVE OF ABSENCE

The Municipal Manager reported and it was – RESOLVED: 1. That the written applications for leave of absence as applied for be approved in

terms of the Code of Conduct for councillors: Cllr F Kruger Cllr S H Griqua Cllr R Liebenberg Cllr M Louw Cllr R T Morwe Cllr I M Mpangiso Cllr L H S Pieterse Cllr M P Thabane

ABSENT WITHOUT LEAVE

Cllr S N Kika __________________________________________________________________________

3 AGENDA AND MINUTES Special Council Directorate Financial Services 22 February 2017 Budget & Treasury Office C. Business

1. Approval of Adjustment Budget and Adjustment of the SDBIP KPI’s and Targets

for the year ending 30 June 2017 (Mrs Z L Mahloko) 22 February 2017

--------------------------------------------------------------------------------------------------------------------------- Purpose The purpose of this report is to obtain approval of the additional adjustments to the approved 2016/17 Medium Term Revenue and Expenditure Framework (2016/17 MTREF) in terms of Section 28 of the Municipal Finance Management Act 56 of 2003. Background

The 2016/17 MTREF was approved by Council on 25 May 2016 in accordance with

MFMA Section 24 (1). Section 28 of MFMA requires a municiopality to revise an

approved annual budget through an adjustment, and section 28 (4) requires that only

the mayor may table an adjustment budget in the municipal council.

After careful consideration of the actual year to date performance of the approved

original capital and operational budgets, it became necessary that the municipality’s

budgets be adjusted to reflect the actual performance as well as the projected

performance for the rest of the financial year.

In terms of section 23 (1) of the Municipal Budget and Reporting Regulations

Government Gazette No. 32141 17 April 2009, the following is required;

An adjustment budget may be tabled in council at any time after the mid-year budget

and performance assessment has been tabled in council, but not later than 28 February

of the current financial year.

There are various factors that played a role in the revision of the approved budget as

detailed in the annexure.

Aligned to the approved MTREF is the top layer SDBIP. MFMA Circular 13 stipulates

that the top layer of the SDBIP and its targets cannot be revised without notifying

council, and if there is to be changes in service delivery targets and performance

indicators, this must be with the approval of council. Following approval of an

adjustments budget (section 54 (1) © of MFMA).

Annexures Schedule B tables and charts – Adjustment Budget 2016/17 MTREF Adjusted 2016/17 SDBIP KPI’s and Targets

ANNEXURE Separate report

The Executive Mayor’s Speech is set out in the annexure. ANNEXURE

Separate speech


Motivation None Personnel Implications None Financial Implications There are no further financial implications other than as indicated in the annexure. Legal authority and implications Section 28 of MFMA and Municipal Budget and Reporting Regulations 2009. Consultation Municipal Manager, all Executive Directors and Senior Managers, Budget Steering Committee (Chaired by Executive Mayor) and Mayoral Committee. Contact person Ald O M Matika – Chairperson of Budet Steering Committee G H Akharwaray – Municipal Manager Z L Mahloko – Chief Financial Officer

RECOMMENDATION: 1. That the operational and capital adjustment budget as tabled in Schedule B tables

and charts be approved as listed below: 1.1 Table B1 – Adjustment Budget Summary 1.2 Table B2 – Adjustment Budget Financial Performance (standard classification). 1.3 Table B3 - Adjustment Budget Financial Performance (revenue and expenditure

by municipal vote). 1.4 Table B4 - Adjustment Budget Financial Performance (revenue and expenditure). 1.5 Table B5 – Adjustment Capital Expenditure Budget by vote and funding. 1.6 Table B6 – Adjustments Financial Position 1.7 Table B7 – Adjustments Budget Cash Flows 1.8 Table B8 – Cash back reserves and accumulated surplus reconciliation 1.9 Table B9 – Asset Management 1.10 Table B10 – Basic Service Delivery Management 1.11 Table SB1 – SB19 – Supporting tables

2. That the adjusted SDBIP KPI’s and targets be approved by Council.

C16/02/17 RESOLVED:

1 – 2 As recommended. __________________________________________________________________________


2. Amendments to measurable performance objectives, indicators and targets (Mrs ZL Mahloko) 22 February 2017

Purpose To present the changes made to the measurable performance objectives, indicators and targets as contained in the IDP and 2016/17 SDBIP for approval by council. For noting / for decision by The item/report has NOT been considered by a portfolio committee. This item is for recommendation by the Executive Mayor to Council.

Background A review performed on the objectives, indicators and targets currently contained in the IDP and SDBIP revealed that a number of targets, indicators and objectives required revision in order to ensure that the “SMART” criteria is met:

Specific: the nature and the required level of performance can be clearly identified

Measurable: the required performance can be measured

Achievable: the target is realistic given existing capacity

Relevant: the required performance is linked to the achievement of a goal Time-bound: the time period or deadline for delivery is specified.

In terms of the National Treasury Framework for Managing Programme Performance Information (FMPPI) a good performance indicator should be:

Reliable: the indicator should be accurate enough for its intended use and respond to changes in the level of performance.

Well-defined: the indicator needs to have a clear, unambiguous definition so that data will be collected consistently, and be easy to understand and use.

Verifiable: it must be possible to validate the processes and systems that produce the indicator. A portfolio of evidence (POE) must be produced

Cost-effective: the usefulness of the indicator must justify the cost of collecting the data.

Appropriate: the indicator must avoid unintended consequences and encourage service delivery improvements, and not give managers incentives to carry out activities simply to meet a particular target.

A review performed on the objectives, indicators and targets currently contained in the IDP and SDBIP revealed that a number of targets, indicators and objectives required revision in order to ensure that the “SMART” criteria is met:

Specific: the nature and the required level of performance can be clearly identified

Measurable: the required performance can be measured

Achievable: the target is realistic given existing capacity

Relevant: the required performance is linked to the achievement of a goal Time-bound: the time period or deadline for delivery is specified.


In terms of the National Treasury Framework for Managing Programme Performance Information (FMPPI) a good performance indicator should be:

Reliable: the indicator should be accurate enough for its intended use and respond to changes in the level of performance.

Well-defined: the indicator needs to have a clear, unambiguous definition so that data will be collected consistently, and be easy to understand and use.

Verifiable: it must be possible to validate the processes and systems that produce the indicator. A portfolio of evidence (POE) must be produced

Cost-effective: the usefulness of the indicator must justify the cost of collecting the data.

Appropriate: the indicator must avoid unintended consequences and encourage service delivery improvements, and not give managers incentives to carry out activities simply to meet a particular target.

Relevant: the indicator must relate logically and directly to an aspect of the institution's

mandate, and the realisation of strategic goals and objectives. Based on the evaluation performed against the above criteria certain changes were required. Annexures Refer to Annexure A for a summary of changes made. SDBIP ANNEXURES p. 1 – 3 + p. 1 - 22 Motivation

Reference is made to the final outcomes and Auditor General’s opinion on performance

reporting and predetermined objectives. The municipality is aiming for a clean audit and

performance reporting has a major contribution to make in achieving this. It is against this

background that a thorough review of the IDP, IDP review, Budget and SDBIP was conducted

to ensure consistency of objectives and projected performance and quarterly targets.

Personnel Implications

No further personnel implications other than the hours spent by the Financial Services

Directorate in reviewing the Portfolios of Evidence (POE’s) against the objectives in the current

year’s IDP review and SDBIP in preparing for the 2015 audit process.

Financial Implications

None

Legal Authority and Implications

Section 41 of Municipal Systems Act

National Treasury Framework for Managing Programme Performance Information (FMPPI)

Consultation Executive Mayor, Municipal Manager, CFO and other senior managers


Contact Person L. Marais Financial Manager Contact number : 053-830 6578

RECOMMENDATION:

It is recommended that the proposed changes be approved by the council.

C17/02/17 RESOLVED:

As recommended.

COMMENTS: Demolition of shacks

That the demolision of illegal shacks be prioritised.

Water & Sanitation

That water losses is due to ineffective labour.

That there being a lack of toilets in Diamond Park informal settlement and needs to be

addressed. No electricity is installed above the toilet and there cannot be toilets without

water. The shacks in Riemvasmaak needs sanitation.

That the swimming pool behind the supermarket near Soul City be upgraded and that

the sewer situation in the same area be addressed.

Electricity

That Roodepan and Lerato Park electrification be prioritized.

Soul City – open electrical switches need to be fixed, electricity shuts down and the

response time being too slow.

That the project for high mast lights being a long outstanding issue. If the contractor

does not deliver, council must act.

Staff morale/attitude must be addressed within the Electricity Section.

Roads & Stormwater

That blocked stormwater drains be cleaned and maintained.

That Ritchie, Platfontein and Riverton stormwater intakes be improved.

Service Delivery

That service delivery being slow i.e. the condition of roads and refuse removal.

Improvement is not tangible notwithstanding the budget for roads and stormwater.

Cannot have lax attitude leading to ineffective labour.


Debt collection

The the directorate financial services persevere to collect outstanding revenue since

the consumer’s cost being so high that council can hardly survive. The council cannot

spend more than it generates.

Refuse removal

That refuse removal is not up to standard. That personnel address illegal dumping and

target guilty persons.

That the refuse dump is not up to standard and needs to be addressed i.e. retain the

necessary labour and skills.

That wards be cleaned more efficiently.

Transport

That big trucks must use alternative routes since tar roads are damaged. Use better

quality bricks – cement fades away. Interlocking for heavy trucks seem to be

successful.

The Traffic Department seem to be overbudgeting. It is questionable whether they are

trying to compensate for lack of skills.

The township is full of potholes and heavy rainfall influence capacity levels of

stormwater drains causing flooding and blockages.

That councillors be issued with a report regarding the petrol theft.

That the Department Safety & Liaison informed council that the motor vehicle licensing

function will be transferred to the Post Office with effect 1 April 2017. Staff and

budgetary implications will be presented to the Corporate Services committee.

That motorists who transgress be issued fines in terms of the AARTO Act.

That council is not implementing the resolution to re-open Bultfontein Road and a report

must be submitted to council in this regard.

That weigh bridges be developed to regulate heavy truck movement on roads.

That due to increased population it puts pressure on how effective the drainage system

functions and must be addressed urgently. R20 million has been allocation for roads

& stormater and must be strictly monitored.

Indigents

That indigent verification is moving slow. That the policy be implemented as required.

Safety & Security

That security must be upgraded. Money is stolen and drastic steps must be taken.

Budget

That new IDP process be noted. The budget, IDP and SDBIP is aligned.

That capital spending be encouraged to reduce roll-overs.

Disaster Management

That a presentation on disaster management be conducted to clarify the authority that

lies with FBDM.


Reporting

That Chairpersons must take responsibility to report issues to the Mayor and be

directed as to how they must process issues.

That accountability and reporting be emphasized.

That developments be made public to enhance positive reporting.

General

That the poor benefit from the budget.

That Council needs to determine future priorities verses existing priorities.

___________________________________________________________________

10 AGENDA AND MINUTES Special Council Directorate Corporate Services 22 February 2017 Human Resources C. Business

1. Attendance of AGM meeting of the Cape Retirement Fund T. Phuthi 20 February 2017

Purpose To report back on the newly three (3) nominated delegates who will attend the Twentieth Annual General Meeting of the Cape Retirement Fund in Belville on Friday, 24 February 2017. Background At the Ordinary Council meeting held on 1 February 2017 the names of the three (3) officials that were elected to attend the AGM of the CRF was tabled. Council resolved per resolution C10/02/17 that officials may attend the meeting subject thereto that the process for nominating delegates be reviewed to reflect equality of race and gender. Another meeting was called with the members of the CRF on 7 February 2017 to re-elect delegates in terms of the council resolution. Mesdames A Marais, C S Senekal and Mr de Villiers were replaced with Ms B Galeboe, Mr T H Molusi and Mr A M Khoza, At the meeting Mesdames C S Senekal, B Booth and A M Jansen were elected as alternates.

ANNEXURE p. 1 - 6

Legal Authority In terms of the rules of the Fund the members of the Fund must elect three (3) member delegates to attend the AGM. Financial Implications Yes Vote No. : 2112230576011IJ1ZZ7E

Amount Budgeted : R1200000

Amount Spent : R465016.75

Amount Committed : R43 954.17

Amount Available : R691029.08

Amount Required : R3 698.48 x 3 (Accommodation)

Vote No. : 2112230577011IJ1ZZ7E

Amount Budgeted : R500 000

Amount Spent : R135 644.59

Amount Committed : R0

Amount Available : R364 355.41

Amount Required : R744 x 3 (Daily Allowance)

Vote No. : 2112230583011IJ1ZZ7E


Amount Spent : R81 159.35



11 AGENDA AND MINUTES Special Council Directorate Corporate Services 22 February 2017 Human Resources C. Business

Amount Required : R20 943.17 (Flight)

Vote No. : 2112230581011IJ1ZZ7E


Amount Spent : R193751.93



Amount Required : ±R900 (Car Hire)

Consultation None Contact Person T Phuthi Human Resource Manager Ext 6353

FOR INFORMATION

C18/02/17 NOTED

12 AGENDA AND MINUTES Special Council Office of the Municipal Manager 22 February 2017 C. Business

1. ED: Infrastructure & Services

(G H Akharwaray)

The item is marked – *confidential – not for publication and is set out in the annexure.

ANNEXURE *Confidential

Separate report

RECOMMENDATION:

As set out in the mentioned report.

C19/02/17 RESOLVED:

This item is minuted in the Separate Minute book in terms of Section 20 of the Municipal Systems Act 32 of 2000.

The meeting closed at 11:50. __________________________________ _________________________ SPEAKER DATE

SPECIAL COUNCIL MEETING

22-02-17

Amendments to measurable performance

objectives, indicators and targets

ANNEXURES

p. 1 – 3

SPECIAL COUNCIL

MEETING

22-02-17

ATTENDANCE OF AGM MEETING OF THE

CAPE RETIREMENT FUND

ANNEXURES

p. 1 - 6

SPECIAL COUNCIL

MEETING

22-02-17

ANNEXURES

SPECIAL COUNCIL

MEETING

22-02-17

SDBIP

ANNEXURES

p. 1 - 22

SPECIAL COUNCIL

MEETING

22-02-17

Approval of Adjustment Budget and Adjustment of the SDBIP KPI’s and Targets for the year ending 30 June

2017

ANNEXURES

SEPARATE REPORT +

(SEPARATE SPEECH)

Documents

AGENDA AND MINUTES of a SPECIAL COUNCIL MEETING held on of the Speaker/Committee/Cou… · (N Molepo), Policy Manager (S Setlogelo), Legal Advisor (V Pitso), Manager Committee Services