EASTERN CAPEDEPARTMENT OF SPORT RECREATION,

ARTS &CULTUREFIRST QUARTER REPORT

GRANT – RECAPITALIZATION OF LIBRARY SERVICES

SEPTEMBER 2009

2

Table of contentsGrant purposeBusiness PlanBudget Trends: 2007/2008; 2008/2009; 2009/2010Funding for 2009/2010Monitoring capacityProjected Cashflow and TransfersHighlights of expenditure1st Quarter ReportUnder expenditure and reason for deviationWay Forward

3

Grant Purpose

Purpose of the Grant is to have transformed urban and rural community library infrastructure, facilities and services (primarily targeting previously disadvantaged communities) through a recapitalized programme at National, provincial and local government.

Business Plan

The business and implementation protocol were signed on the 7th April 2009. It is after the signing of the business plan that the project kick-started.

There are 118 Public Libraries in the Province. Libraries were clustered into three groups for the

implementation of infrastructure and upgrading: 2007/08 36 2008/09 43 2009/10 39

4

Budget Trends

Financial Year Allocation Expenditure Percentage Expenditure

2007/08 22,680,000 10,491,048 46%

2008/09 42,588,000 35,891,971 84%

2009/10 55,515,000 3,592 (1st quarter) 6%

5

6

FUNDING FOR 2009/2010

ACTIVITIES R '000

Books/Library Material 11,518

Staff/Staff Training 1,098

ICT Infrastructure (Cabling & Data-line) 4,000

New Library Management system 3,680

ICT Operating Expenditure 1,000

Upgrading of Library infrastructure 10,213

Purchase of library containers 2,100

Security for Library Books and Staff 2,000

Literacy (Programme) 1,200

Special services provided (SALIB) 1,000

Maintenance of library facilities 4,000

Stakeholders Consultative Workshop 200

Building of new facility 3,000

Compensation of employees 10,505

Total 55,515

Monitoring Capacity

Project Manager and support staff employed.Regular in loco inspections by the monitoring section of the Strategic Planning component.In year monitoring reports to Provincial and National Treasury, and the Department of Arts and Culture.Quarterly reports to Provincial and National Treasury, and the Department of Arts and CultureAnnual reports to Provincial and National Treasury, and the Department of Arts and Culture

7

8

PROJECTED CASHFLOW AND TRANSFERS

Cash flow amount Quarterly Transfer

R 11,674,000Date

17-Apr-09

Apr-08 3,886,050

May-08 3,886,050    

Jun-09 2,775,750    

Jul-09 2,220,600

Aug-07 4,996,350    

Sep-07 5,551,500    

Oct-07 4,441,200

Nov-07 7,216,950    

Dec-07 7,216,950    

Jan-08 3,886,050 -

Feb-08 4,996,350    

Mar-08 4,441,200    

Total 55,515 11,674

9

HIGHLIGHTS OF EXPENDITURE (1ST Quarter 2009/10) A server that will link all libraries to Provincial Office has been purchased and delivered. Thirty

five (35) libraries that have been cabled and with network up and running will be connected to internet and e-mail.

A plan for the Literacy Programme has been approved. Implementation started with the training of trainers.

Procurement plan for purchasing of library material has been approved. Publishers are sending in quotations as per requests.

14 Libraries have been installed with CCTV security systems: 2 libraries per district (Alfred Nzo; Amathole; Cacadu; Chris Hani; Nelson Mandela; O.R. Tambo and Ukhahlamba.

The Department has already signed service level agreement with SITA for implementation of BROCADE to replace PALS.

Orders for cabling of 14 libraries have been issued to SITA. Contractors for the upgrading of libraries are on site at 23 libraries: Chris Hani: 8;

Ukhahlamba 2; Cacadu 5; Nelson Mandela 6; O.R. Tambo 1. Selection process for the 12 public librarians’ posts has started and will be finalized by the

end of September.

10

Budget and Actual expenditure

Q1Outputs Approved Budget Committed Actual expenditure Time frames

Compensation of employees 10,505,000 615,000

31 March 2010

Provision of Library materials 11,518,000 100,785 2nd quarter

Upgrading of library infrastructure 10,213,000 95,649 349 ,000 3rd Quarter

Training of library workers 1,098,000 45,030 61,355 2nd Quarter

Installation of security system 2,000,000 51,299 212,852 3rd Quarter

Library Management Information System (Brocade)

3,680,000 - 3,680,000 3rd Quarter

Literacy programme 1,200,000 30,105 - 3rd Quarter

Purchase of ICT equipment 1,000,000 381,000 619,000 3rd Quarter

Purchase of Library Containers 2,100,000 - - 3rd Quarter

Stakeholders Consultative Workshop 200,000 - - 3rd Quarter

New Facilities built 3,000,000 - - 3rd Quarter

Maintenance of library facilities 4,000,000 1,595,793 2nd quarter

Admin. Costs 518,000 15,520 2nd quarter

TOTAL 55,515 719,388 3,592,000

11

Under expenditure and reason for deviationUpgrading of Library Infrastructure

Projected Expenditure: R2,500,000 Expenditure: R349,000 Commitments: R95,649 Reasons for under expenditure:

There has been a challenge in the capturing of infrastructure budget within the department and this is being rectified by Provincial Treasury.

12

Under expenditure and reason for deviation Library material

Projected Expenditure: R500,000 Expenditure: Nil Commitments: R100,785 Reasons for under expenditure:

• There has been a delay in the approval of procurement plan due to late update of database for suppliers. The process has taken off in the second quarter.

13

Under expenditure and reason for deviation ICT Infrastructure

Projected Expenditure: R4,630M Expenditure: Nil Commitments: Nil Reasons for under expenditure:

In terms of projections the cabling of libraries and implementation of BROCADE was to be done in the 1st quarter by SITA. Due to delays in the site visits orders could not be issued, they have been issued in July.

14

Under expenditure and reason for deviation Compensation of employees.

Projected Expenditure: R1,157,452 Expenditure: R615,000 Commitments: R425,452 Reasons for under expenditure:

There are12 vacant posts for public librarians. These are going to be filled by 01 November 2009.

There has been some changes in the structure of the department. This has resulted in some librarians being paid in wrong codes. Journals are going to be made to rectify this.

15

Total budget and Actual expenditure

Budget for 2009/10: R55, 515, 000 Not transferred R43,841,000 Actual transferred R11,674,000 Committed R719,388 Actual Expenditure R3,592,207 Under Expenditure R 7,462,405

16

Budget for 2009/2010

Budget for 2009/2010: R55,515,000

Way Forward

To progress with the implementation of literacy programme.Installation of tattle-tape security system to 20 libraries.Delivery of library material by service providers as from September.Signing-off of 14 cabled libraries

17

18

THE END

THANK YOU