2014/2015 first quartely performance reportgreatkeilm.gov.za/wp-content/uploads/2014/11/... ·...

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


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.



SDBIP

Actual Achieved


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


%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


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




SDBIP

Actual Achieved


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


SDBIP

Actual Achieved


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


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


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.



INFRA012 Makhazi Internal Streets.



INFRA013 Zone 10 Internal Streets.



INFRA014 Belekumntwana Internal Streets.



INFRA015 Sidi Internal streets.



INFRA016 Mangqukela Internal streets.




SDBIP Planned


SDBIP

Actual Achieved


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



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.


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


SDBIP Planned


SDBIP

Actual Achieved


Proof of Evidence

INFRA028 Review Housing needs register

Register in place Reviewed housing need register


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.


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,






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


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


% 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.






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.


Training Conducted on SCM, Procedure Manual and MFMA.

Training conducted


F020 % Reduction in Irregular and Unauthorized Expenditure

Report on reduction of irregular and unathorised.


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


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


DEPARTMENT: STRATEGIC SERVICES

KEY PERFORMANCE AREA: LOCAL ECONOMIC DEVELOPMENT

KPI no.





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


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






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


LED 014

Number of EPWP recruits

Number of EPWP recruits

30 EPWP recruits


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.


DEPARTMENT: MUNICIPAL MANAGER’S OFFICE

KEY PERFORMANCE AREA: GOOD GOVERNANCE

KPI no.



SDBIP


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


G08 Number of Internal Audit reports submitted to audit

Internal audit report

Achieved N/A N/A Internal Audit report submitted




SDBIP


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


DEPARTMENT: MAYOR’S OFFICE

KEY PERFORMANCE AREA: PUBLIC PARTICIPATION

KPI no.



SDBIP


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.




SDBIP


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


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


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