Ephraim Mogale Local Municipality

EPHRAIM MOGALE LOCAL MUNICIPALITY

2013/2014 SDBIP QUARTER 1 DEPARTMENTAL PERFORMANCE RESULTS

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LEGEND FOR PERFORMANCE RESULTS

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Colour Code Rating

RED KPI not achieved

ORANGE KPI almost achieved

GREEN KPI achieved

GREEN 2 KPI achieved above expectation

BLUE KPI achieved – outstanding performance

INFRASTRUCTURE SERVICES DIRECTORATE

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Target Actual Rating Performance Comment Corrective Measures Target Actual Rating

D61 Technical Services Director: Technical Services

No of reports submitted 1 1 G The report is submitted 1 1 G

D62 Technical Services Civil Services Km of roads to graded 100 140.87 G2 The report has been submitted 100 140.87 G2

D63 Technical Services Civil Services m2 of base and surface patches repaired

80 669.95 B The report is submitted 80 669.95 B

D64 Technical Services Civil Services Km of storm-water drain and channel cleaned

20 24 G2 The report is submitted 20 24 G2

D65 Technical Services Civil Services Km of tarred roads marked 90 59.8 R We could not achieve mainly due to the fact that the offi cer was on leave in August 2013

The offi cer is back at work and we will speed up the work as far as road marking.

90 59.8 R

D69 Technical Services Civil Services Vehicles 3 3 G The report is submitted 3 3 G

D70 Technical Services Civil Services Develop & implementation of a maintenance plan

1 1 G The report is is submitted 1 1 G

Ref Directorate Sub-Directorate KPISep-13

Overall Performance for Jul 2013 to Sep 2013

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D73 Technical Services Civil Services Electrical minor issues of municipal building maintained

15% 0% R We have not repaired any items regarding electricity

As and when the electrical maintenance issues reported we wil then repair.

15% 0% R


Extension of offi ces feasibility study

1 0 R We are still busy preparing the specification for the project

We will finalise the specification,advertise and appoint in the Current quarter

1 0 R


Full time equivalent work opportunity created

30 0 R The no work oppotunities created mainly due to the fact that all capital project have not been appointed yet

Most of the project will be appointed this month,and we will start reporting going forward.

30 0 R

D90 Technical Services Electrical Services PURCHASE LIGHT DELIVERY VEHICLE

1 0 R Not achieved. Specification submitted on 31 July 2013 to the Technical Director. Resubmitted 13 August 2013. LDV vehicle not yet procured as planned. Request is with Supply Chain Management Division reported as outstanding in the monthly reports to Community Services Director.

Will request that the Supply Chain Manager to expedite the purchase of the of the LDV.

1 0 R



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D91 Technical Services Electrical Services PUBLIC LIGHTING MAINTENANCE - Street lights

1,059 914 O Old aerial platform breakdown. New aerial platform not licensed, registered and fuel card. Still installing material that was purchased during previous financial year so spending low. We don't want to purchase as EEDSM project might still be implemented.

New aerial platform now registered and with fuel card. Waiting for modification on toolbox and access ladder. We started to implement on site reports.

1,059 914 O

D92 Technical Services Electrical Services PUBLIC LIGHTING MAINTENANCE - Masts

62 13 R Base line should be 58. Old vehicle breakdowns. New vehicle not delivered, registered, and issued with fleet card. Transfer of toolbox and fitment of access ladder still outstanding. Low expenditure as we still use material purchased in previous financial year. Waiting for EEDSM project.

Amend baseline. Vehicle now registered and issued with fleet card. Complete toolbox transfer and access ladder fitment. We did start the implementation of onsite reports.

62 13 R



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BUDGET AND TREASURY SERVICES (BTO) DIRECTORATE

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BUDGET AND TREASURY SERVICES (BTO) DIRECTORATE

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BUDGET AND TREASURY SERVICES DIRECTORATE

Budget and Treasury Operations


D49 Budget and Treasury Operations

Chief Financial Offi cer

Units of Free basic electricity provided to indigents

2,000 0 R Indegent register not finalised for 1st quarter implementation.

Corporate Service to finalise register si that budget and treasury can implement accordingly.

2,000 0 R



100% Compliance with GRAP standards

100% 25% R No Non compliance findings raised by the auditor general as of 30 September 2013 with GRAP standards.

Audit Action Plan to be developed in instances of reported non compliance

100% 25% R


Financial Accounting

Improved and maintenance of current revenue collection rate on monthly billing

90% 95% G2 Average collection rate on monthly billing is above target of 90%.

To engage other stakeholders for measures to recover long outstanding debts or propose write off on terms of prescripts of law.

90% 95% G2



Approved Financial Statements submitted by 31 August

1 1 G Annual Financial Statements submitted to the AG within th prescribed time frames

N/A 1 1 G



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Quarterly Financial Statements presented to Executive Committee

1 0 R Draft prepared and Sec 52 reports issued for directors comments

Completed statement to be submitted at the end of the month follolwing the end of quarter month

1 0 R


Financial Management

Report on FMG Conditional grant spending

22% 27.65% G2 The target has been over achieved, mainly due to additional finance offi cials registered on the MFMP programme with UP

N/A 22% 27.65% G2


Supply Chain & Auxiliary Services

To ensure 100% implementation of SCM policy

1 1 G Deviation reports compiled and reviewed. All deviations were approved in accordance with council approved policy and treasury regulations

To reduce number of deviation by arranging an SCM workshop for councillors and management.

1 1 G



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% Implementation of procurement plan for capital expenditure to ensure effi cient spending of conditional and unconditional capital grants

25% 25% G Capex expenditure at zero% at end of quarter, however all projects awards were made in compliant with the procurement plan.

To liase with directors and review the procurement plan in line with planned spending patterns. This is because the achievement of procurement plan does not correlate with capex spending at end of quarter.

25% 25% G


Financial Accounting

% of creditors due paid within 30 days

85% 100% G2 All creditors owing for services procured between 1st of Ju;y to 30 September were paid within 30 days

None 85% 100% G2



% of Capex Budget spent 25% 0% R Not Achieved Procurement Plan developed. however not thouroughly implemented. To be incorporated with municipal calendar.

25% 0% R



No of quarterly stock take reports produced

1 1 G Stock take conducted 1 1 G



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CORPORATE SERVICES DIRECTORATE

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Corporate Services


D27 Corporate Services Human Resources Number of Job Descriptions developed,

4 6 B 6 Job descriptions were developed in the first quarter and evidence submitted.

4 6 B

D28 Corporate Services Director: Corporate Services

Quarterly report on implementation of Employment Equity Plan

1 1 G EE Meeting held on the implementation of the EE plan challneges is that the organogram interdicted and post could not advertise

1 1 G

D31 Corporate Services Human Resources No of meeting to determine the functionality of OHS Committee

1 1 G Minutes and attendance register for OHS meeting submitted.

1 1 G

D33 Corporate Services Human Resources No of meeting to determine the functionality of Training Committee, (Training & development Bursary Policies)

3 0 R Meeting for discussing bursary schemes was held in the fourth quarter of the last financial year 2012/2013.

Meeting for discussing bursary schemes was held in the fourth quarter of the last financial year 2012/2013.

3 0 R

Sep-13Overall Performance for Jul

2013 to Sep 2013Ref Directorate Sub-Directorate KPI

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D34 Corporate Services Human Resources Number of staff to train 13 26 B 26 Staff members were trained during the first quarter and traning attendance register and proof of payments were submitted.

13 26 B

D38 Corporate Services Human Resources Number of Councillors trained

4 2 R 2 trainings for councillors were conducted in the first quarter.

We will ensure that number of trainings for councillors is increased.

4 2 R

D39 Corporate Services Human Resources Number of reports on weekly reconciliation of leave.

13 6 R Quarterly reports submitted. Will submit Monthly report and not weekly report. The target to be reduced to 3 per quarter.

13 6 R

D40 Corporate Services Human Resources Monitoring of employee data on employees reporting for work

3 3 G Quartely exceptional report submitted. In process of linking the clocking machine with the payroll system.

3 3 G


Established and Functional Local Labour Forum,

1 1 G LLF functional and held meetings on monthly

1 1 G



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D42 Corporate Services Human Resources No of meeting to determine the functional Local Labour Forum,

3 2 R Minuites and attendance register of the labour forum meetings submitted.

The third meeting was supposed to be held on the 20th of September 2013 but the meeting was postponed to 01 October 2013.

3 2 R


Number of newsletters produced

1 0 R Target not achived Contract expired June 2013, finalising re-appointment of service provider

Advert will be flighted by 07 Oct 2013 and service provided to be appointed by 30 November 2013

1 0 R

D46 Corporate Services Council Support Services

Number of mayoral outreach programmes held,

4 0 R Nothing has been done on the mayoral outreach programmes.

Mayoral outreach to be done in the second quarter.

4 0 R


Number of Ward Committee meetings held.

48 40 O Minutes of the meetings and attendence register submited

Minutes of the meetings and attendence register will be filled

48 40 O



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An approved indigent register

1 0 R Indigent register not approved by council.

Indigent register to be approved in the second quarter.

1 0 R


Number of council meetings held

1 5 B 5 council meetings were held in quarter 1, minutes and attendance register submited.

1 5 B


Number of Exco meetings held.

3 4 G2 Minutes & attendance register of the EXCO meetings submitted.

3 4 G2


Number of programs implemented by the council.

1 3 B Evidence on special programmes submitted for disabled,women and moral regenaration.

1 3 B

D53 Corporate Services Administration & Legal Services

Percentage of queries handled.

100% 100% G 13 queries were received and 13 queries were resolved

100% 100% G



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Number of reviewed Disaster Recovery Plan.

1 1 G The Municipality entered into an agreement for off site backup and disaster recovery. The report are sent to the Municipality on line on daily basis and consolidated on monthly basis.

on going 1 1 G


Number of approved policies in line with legislation

3 3 G Overtime, Travelling and subsistence and recruitment policies have been approved

3 3 G


No of Procurement orders of furniture & equipment

1 0 R Nothing has been done Awaiting for Technical services to finish up with the renovations for the offi ce space before procuring any offi ce furniture.

1 0 R



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COMMUNITY SERVICES DIRECTORATE

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D104 Community Services Director: Community Services

Specifications and procurement plan for vehicle

1 0 R Procurement process has to begin through deviation.

Acting CFO commented that we move through the supply chain of advertising.

1 0 R

D106 Community Services Manager: Environmental Services

Solid waste services delivery in Leeufontein RDP to benefit 750 household

13 0 R We could not run the trips of collection due to lack of refuse bins. Specification meeting was held and tender closed for 900 bins on 11 October 2013.

The truck did run their first run on Wednesday 9 October 2013 , but without much success. The Ward Councillar and Ward liason offi cers must have a follow up meeting with the Community . As soon as delivery take place of the bins the bins will be distributed and the full service will run

13 0 R



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Awareness campaigns 1 0 R No Lac meeting held Several district meetings attended by HIV AIDS coordinator

Co ordinator did provide programme. The focus needs to shift to our own programme in wards as requested from him.

1 0 R


Implementation of Sport & Recreation Strategy

1 0 R The challenge of the grievance by the Sport officers was addressed by the Acting Municipal Manager and from October 2013 a programme was submitted from Oct

A proper quarterly report will in future be submitted

1 0 R


Machinery and Equipment for solid waste and Parks section

1 0 R Specification drawn submitted to Director and Acting Technical Director for purpose of procurement procedures which was later to be changed by acting MM

The instruction recently was that Supply chain procedures must be properly followed which will be done

1 0 R


Machinery and Equipment: 3 ton LDV

1 0 R Management change dthe original plan to deviate and instruction to follow SCM procedure

Proper SCM procedures will be done

1 0 R



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PLANNING AND ECONOMIC DEVELOPMENT

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PLANNING AND ECONOMIC DEVELOPMENT

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PLANNING AND ECONOMIC DEVELOPMENTPlanning and Economic Development


D10 Planning and Economic Development

LED Cooperative clusters assisted

1 1 G Report complied not applicable 1 1 G


Town Planning Compliance with Town Planning Scheme regulations

100% 0% R 4 Town Planning Applications were received , and were sent through to council and they were differed because they requested a visit to the sites and an amendment to the Ordinances Act 1986.

They have been taken to the sites of the evern and they applications have scheduled for the next Executive Council.

100% 0% R


Town Planning Compliance with National Building Regulations: Building plans approved within 5 days

100% 0% R No buildings plans received from the public.

Not Applicable 100% 0% R


IDP Organizational performance reports submitted on time.

1 1 G Performance report for 1 st quarter for 2013/14 for Planning and Economic development completed

1 1 G


IDP Performance assessments for MM and section 56 Managers

1 0 R Quarter 1 assessment to be arranged during Oct 13 in liaison with Acting MM

Assessment to be arranged during October 2013

1 0 R


IDP Performance plan of organisation

1 1 G Plan included in approved IDP for 2013/14

1 1 G



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MUNICIPAL MANAGER DIRECTORATE

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MUNICIPAL MANAGER DIRECTORATE

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MUNICIPAL MANAGER DIRECTORATEMunicipal Manager


D1 Municipal Manager Internal Audit Reports submitted timeously to Audit Committee per Annual Audit Plan.

3 1 R There was a mistake during the compilation of SDBIP. the target include the performance report.

To review the SDBIP 3 1 R

D2 Municipal Manager Internal Audit Performance reports submitted to EXCO every quarter within the prescribed time frames.

1 1 G Report is submitted 1 1 G

D3 Municipal Manager Internal Audit Reviewed internal Audit Charter by the first quarter.

1 0 R No ordinary Audit Committee was held in the first quarter

It will be submitted for review on the 04 October 2013

1 0 R

D4 Municipal Manager Internal Audit Reviewed Risk Assessment Report.

1 0 R no audit committee was held during the first quarter.

It will be submitted for review on the 04 October 2013

1 0 R

D9 Municipal Manager Internal Audit Audit committee reports 1 0 R the meeting was held on the 04 October 2013. it will be submitted on that date.

to submit it on the 04 October 2013

1 0 R



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Ephraim Mogale Local Municipality