2018/2019 idp, pms and budget process plan · mnquma local municipality – 2018/2019 idp/pms and...

2018/2019 IDP, PMS AND BUDGET

PROCESS PLAN

Contact:

The Office of the Municipal Manager

Mnquma Local Municipality

Butterworth 4960

Tel: 047- 401 2400

Fax: 047- 4910195

MNQUMA LOCAL MUNICIPALITY – 2018/2019 IDP/PMS AND BUDGET PROCESS PLAN

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TABE OF CONTENTS

1.INTRODUCTION 1.1 Legislative Framework 1.2 Process Plan 1.3 IDP Informants 1.4 Sector Plans Developed

2. IDP/BUDGET/PMS REVIEW PROCESS 2.1 IDP Review Phases 2.2 Phase 1: Preparing for IDP Review 2018/2019 2.3 Phase 2: Monitoring, Evaluation and Updated Analysis 2.4 Phase 3: Objectives, Strategies, Projects and Programmes 2.5 Phase 4: Consolidation 2.6 Phase 5: Approval

3. INSTITUTIONAL ARRANGEMENTS 3.1 IDP Planning Process Flow

4. MECHANISMS FOR ALIGNMENT

5. MONITORING AND AMENDMENTS

6. BINDING PLANS AND LEGISLATION

7.MECHANISMS AND PROCEDURES FOR PUBLIC PARTICIPATION 7.1Communication 7.2 Appropriate Language Usage

8. IDP/PMS &BUDGET ACTION PLAN

9. BUDGETORY REQUIREMENTS


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1. INTRODUCTION

Integrated Development Plan (IDP) is designed:

To strengthen the link between local, provincial and national priorities and objectives,

resource allocation and implementation,

To provide a means whereby municipalities can maintain and communicate IDP

information, thereby supporting ease of access and use by stakeholders across all

spheres of government,

To support coordination between sectors, clusters and priority areas,

To support the timely submission of key planning information to all spheres of

government.

It therefore involves various internal stakeholders at all levels as enshrined in the legal framework.

The process plan outlines role players, responsibilities and timelines for developing the Integrated

Development Plan.

1.1. LEGISLATIVE FRAMEWORK

The Local Government: Municipal Systems Act No 32 of 2000:

35 “(1) An integrated development plan adopted by the council of a municipality (a) is the principal

strategic planning instrument which guides and informs all planning and development, and all

decisions with regard to planning, management and development in the municipality”;

(b) “binds the municipality in the exercise of its executive authority…”

25 “(1) Each municipal council must, within a prescribed period after the start of its elected term, adopt a

single, inclusive and strategic plan for the development of the municipality which

(a) links, integrates and co-ordinates plans and takes into account proposals for the

development of the municipality:

(b) aligns the resources and capacity of the municipality with the implementation of the plan:

(c) forms the policy framework and general basis on which annual budgets must be based;

(d) complies with the provisions of this Chapter; and

(e) is compatible with national and provincial development plans and planning requirements

binding on the municipality in terms of legislation.”

In accordance with this legislation, the Mnquma Local Municipality’s IDP, as the principal planning

document, sets out the long-term vision of the Municipality as:


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Mnquma Local Municipality IDP also details the:

development of priorities and objectives, which contribute towards achieving this

vision, over the Councils elected term;

strategies, which are the means by which these objectives will be achieved;

IDP programmes and projects which link to the strategies and contribute to the

achievement of the objectives.

Mnquma Local Municipality will review and further develop its IDP and Budget in accordance with the

requirements set out in the Local Government: Municipal Systems Act No. 32 of 2000, the Local

Government: Municipal Planning and Performance Management Regulations 2001 and the Municipal

Finance Management Act No. 56 of 2003.

In terms of the Municipal Systems Act No 32 of 2000 a municipality is required to review its IDP

annually. Annual revisions allow the municipality to expand upon or refine plans and strategies, to

include additional issues and to ensure that these plans and strategies inform institutional and

financial planning. .

Local Government: Municipal Systems Act No.32 of 2000 Section 34

“A municipal council –

(a) must review its integrated development plan

(i) annually in accordance with an assessment of its performance measurements … and

(ii) to the extent that changing circumstances so demand and

(b) may amend its integrated development plan in accordance with a prescribed process”

1.2. THE IDP PROCESS PLAN

It is required by legislation that a municipal council adopt a process to guide the planning, drafting and

adoption of its IDP.


“Adoption of process-(1) each municipal council…must adopt a process set out in writing to guide the planning

drafting adoption and review of its integrated development plan.”

This Process Plan outlines the programme to be followed and provides detail on the issues specified

in the Act. A Process Plan is required to include:

a programme specifying time-frames for the different steps;


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outline mechanisms, processes and procedures for consultation of the community, organs of

state, traditional authorities and role-players;

identify all plans and planning requirements binding on the municipality, and

be consistent with any other matters prescribed by legislation.


“ Process to be followed-(1) the process followed by a municipality to draft its integrated development plan,

including its consideration and adoption of the draft plan, must –

(a) be in accordance with pre-determined programme specifying timeframes for the different steps;

(b) through appropriate mechanisms, processes and procedures established in terms of Chapter 4 allow

for-

i. the local community to be consulted on its development needs and priorities;

ii. the local community to participate in the drafting of the IDP;

iii. organs of state, including traditional authorities, and other role players to be identified and

consulted on the drafting of the IDP;

(c) provide for the identification of all plans and planning requirements binding on the municipality in

terms of national and provincial legislation; and

(d) be consistent with any other matters that may be prescribed by regulation”

1.3. IDP INFORMANTS

The IDP is a multi-sectoral planning document requiring inputs from all spheres of government and

community members. Local Government: Municipal Systems Act No 32 of 2000 prescribes elements

of a credible Integrated Development Plan. Sector plans to be included in the IDP include but not

limited to the following:

KEY SECTOR PLANS TO BE INCLUDED IN IDP

RELEVANT LEGISLATION SECTOR PLAN REQUIRED

Section 26 of the Local Government: Municipal

Systems Act No 32 of 2000

Local Economic Development Plan

Spatial Development Framework

Disaster Management Plan

Financial Plan, which must include a budget projection for at least

three years.

Section 41 of Local Government: Municipal

Systems Act No 32 of 2000

Performance Management System

Section 53 of Disaster Management Act No 57 of

2002

Disaster Management Plan

Skills Development Act No 97 of 1998 Workplace Skills Plan

Employment Equity Act No. 55 of 1998 Employment Equity Plan

Section 9 of Housing Act No 107 of 1997 Housing Sector Plan/Strategy


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POLICIES AND PLANS TO CONSIDER

POLICY SUBJECT MATTER

National Development Plan (Vision 2030) The National Development Plan (NDP) offers a long-term perspective. It

defines a desired destination and identifies the role different sectors of

society need to play in reaching that goal

Back to Basics Approach Outlines the pillars of the Back-to Basics approach

Putting people first

Delivering basic services

Good governance

Sound financial management

Building capacity

New Growth Path (NGP) A framework for economic policy and a driver of the country’s job strategy.

The strategy sets out critical markers for employment creation ,and identifies

where viable changes in the structure and character of production can

generate a more inclusive and greener economy over the medium to long

run

Eastern Cape Provincial Growth and

Development Plan

Overarching development strategy for the Eastern Cape Province

Land redistribution for Agricultural Development

(LRAD)

Primarily deals with agricultural land redistribution.

Deals with the transfer of agricultural land to specific individuals or groups.

Deals with commonage projects to improve access to municipal and tribal

land for grazing purposes.

OTHER CONSIDERATIONS

Changing internal and external circumstances

Comments from the MEC on IDP Review 2018/2019

Mnquma Local Municipality Surveys

Reports from community engagements

Council’s Strategic Planning Sessions

1.4. Sector Plans Developed

The following sector plans that support implementation of the IDP have been developed by the

municipality:

Master Plan Vision 2025

Housing Sector Plan

Integrated Waste Management Plan

Spatial Development Framework

Integrated Environmental Management Plan

SPU Strategy


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Local Economic Development Strategy

Revenue Enhancement Strategy

The municipality has aligned strategic objectives with five key local government performance areas as

follows:

Basic Service Delivery and Infrastructure Development

Municipal Transformation and Institutional Development

Municipal Financial Viability and Management

Local Economic Development

Good Governance and Public Participation

2. IDP REVIEW PROCESS

The 2018/2019 IDP Review process is described in Figure 1 below; as a continuous cycle of planning,

implementation and evaluation.

Figure 1: IDP 2018/2019 Review Process

Detailed below is the programme with time frames and a description of what is expected to happen

throughout the IDP review process.

1. PREPARATION

2. MONITORING & EVALUATION – UPDATED ANALYSIS

3. OBJECTIVES, STATEGIES, INDICATORS &

TARGETSPROJECTS & PROGRAMMES (LINKED TO

BUDGET)

4. CONSOLIDATE/ INTEGRATE IDP & BUDGET

(INCLUDING OPERATIONAL PLANS)

P U

B L

I C P

A R

T I C

I P A

T I O

N 5. APPROVAL - COUNCIL ADOPTS IDP & BUDGET

IDP IMPLEMENTATION

PERFORMANCE

MANAGEMENT


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2.1 IDP PHASES

A detailed action plan with time frames and dates for the various phases and the identified activities

follows in the next section. Whilst the format of the action suggests that the IDP process follows

sequential steps.

2.2 Phase 1: Preparing for IDP Review 2018/2019

During this phase all the institutional preparations and arrangements to ensure that the process runs

smoothly:

designing an action programme for the process, indicating main activities, and time frames;

assigning roles and responsibilities;

putting in place organizational arrangements, the procedures and mechanisms for public

participation.

The key “output” of this preparation phase is a Process Plan, to be approved by Council.

2.3 Phase 2: Monitoring & Evaluation and Updated Analysis

The purpose of the Analysis Phase is to establish baseline in each key performance area to inform

objectives and strategies. The key informants for this phase are:

community needs and aspirations

knowledge of available and accessible resources.

information of the dynamics influencing the development in the municipality.

The process will involve gathering and collating relevant information, including:

identification of what has been achieved and the gaps with respect to 2018/2019 Integrated

Development Plan

progress with the implementation of current programmes and projects;

new information from internal and external sources, such as:

- new policy and legislation

- budget information from other spheres of government - identifying potential and available

funding from all sources

- more or improved in-depth information about the existing situation and priority issues,

information about new development and trends - including information arising out of

sector plans

- input from stakeholder organizations and community members


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The output of this phase will be an updated situational analysis, wherein the prioritized/key issues for

are identified to inform objectives and strategies.

2.4 PHASE 3: OBJECTIVES, STRATEGIES, PROJECTS & PROGRAMMES

The information from the situational analysis phase will inform objectives, strategies phase. Projects

and programmes will be identified for implementation to ensure that set objectives and strategies are

realized.

2.5 PHASE 4: CONSOLIDATE REVIEWED IDP 2018/2019

It is anticipated that during this phase:

the IDP programmes & projects will be further refined through the work of Clusters and

Directorates;

the draft IDP will be presented to the Clusters, IDP/PMS and Budget Representative Forum;

and

the IDP Report will be consolidated for submission to Council.

Once the draft IDP and Budget 2018/2019 has been approved by Council, they will be advertised for

public comments and will be presented and discussed in public meetings (IDP and Budget Road-

shows) across the municipality.

2.6 PHASE 5: APPROVAL

During this phase consideration will be given to the comments arising out of the public participation

process and review of 2018/2019 IDP will be submitted, together with the budget, to Council for final

adoption.

3. INSTITUTIONAL ARRANGEMENTS, ROLES & RESPONSIBILITIES

3.1 ROLES AND RESPONSIBILITIES OF INSTITUTIONAL STRUCTURES

The proposed roles and responsibilities of institutional structures are described in the table below:

STRUCTURE COMPOSITION AND RESPONSIBILITY

Mnquma Local Council

The Mnquma Municipal Council is the political decision-making body of the municipality and

the Council has the responsibility to:

consider and adopt the IDP Process Plan & time schedule for the preparation, tabling &

approval of the annual budget;

consider and adopt the IDP and annual Budget;

ensure the municipal budget is coordinated with and based on the IDP;

adopt a Performance Management System (PMS)

Monitor progress and IDP implementation


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The Executive Mayor of

Mnquma Local Municipality

The Executive Mayor of Mnquma Local Municipality has the responsibility for the preparation

and implementation of the IDP, Budget & Performance Management. In his executive capacity

he has to:

be responsible for the overall oversight, development and monitoring of the process or

delegate IDP & PMS responsibilities to the Municipal Manager;

ensure that the budget, IDP & budget related policies are mutually consistent & credible;

Submit the revised IDP & the Annual Budget to the municipal Council for adoption;

Ward Councillors ,

Ward Committees & CDWs

Ward Councillors are the major link between the municipal government and the residents. As

such, their role is to:

link the planning process to their constituencies and/or wards;

ensure communities understand the purpose and the key mechanisms of the IDP, Budget

process, Performance Management and are motivated to actively participate;

Facilitate public consultation and participation within their wards.

Provide feedback to their communities on the adopted IDP and Budget.

IDP, PMS & Budget Steering

Committee

The IDP/PMS Steering Committee will be established to provide general political guidance over

the IDP / PMS & Budget development process. The Steering Committee will be chaired by

Executive Mayor and will be constituted of all Mayoral Committee Members, whipery and

Management Technical support will be provided by the:

Municipal Manager

Director Strategic Management

CFO: Budget and Treasury;

Director Corporate Services

Other relevant officials.

Municipal Manager

The Municipal Manager has the responsibility to provide guidance and ensure that the

administration actively participates and supports the development and review of the IDP and

Budget and works towards its implementation and to carry the following activities:

preparing the Process Plan for the development and review of the IDP;

undertaking the overall management and co-ordination of the planning and development

process under consideration of time, resources and people

ensuring that the development process is participatory, strategic, implementation-oriented,

integrated with the budget process, is horizontally and vertically aligned and satisfies

sector planning requirements ;


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IDP/PMS/Budget

Technical Steering Committee

The IDP/Budget/PMS Technical Steering Committee is chaired by the Municipal Manager.

Directors and Middle Management are the members of the committee. The tasks of the

Technical Committee are to:

provide technical oversight and support to the IDP/ Budget development and its

implementation;

consider and advise on IDP/ Budget content and process;

ensure inter-directorate co-operation, co-ordination, communication and strategic thinking

to address priority issues

ensure sector and spatial co-ordination and alignment

ensure IDP, PMS and budget alignment

ensure the municipality is oriented to implement the IDP

ensure time-frames set for the review are met.

Municipal Directorates

Municipal Directorates are responsible for sector planning and for the implementation of the

IDP. The participation of all Departments is thus critical and they :

provide technical / sector expertise and information, throughout the IDP Budget process;

ensure that the development process is participatory, integrated, strategic,

implementation-oriented, budget linked and aligned with and satisfies sector planning

requirements;

Representative Forum and

Community Stakeholders

The IDP/ PMS/ Budget Representative Forum constitutes the structure that institutionalises

sectoral participation in the IDP Process. The members of the IDP Representative Forum

include Community members, Business, Government & NGO sectors

The Executive Mayor or her nominee chairs the Forum. The Forum has the following functions

and duties:

represents the interests of their constituents in the IDP process;

provide an organisational mechanism for discussion and consensus-building between all

stakeholders.

monitor the performance of the planning, implementation and review process;

ensures an efficient flow of information to and from stakeholder groups.

Director Strategic Management Director of Strategic Management is delegated to facilitate management and co-ordination of

the IDP development and review process, ensure the roll out of Performance Management

System and monitor the implementation of the IDP

3.2 IDP PLANNING PROCESS FLOW

The interrelationships between the various structures as identified above as well as the workflow

process to be followed in the drafting of the IDP is presented in the diagram below:


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The information and/or data contained at the end of each IDP phase is a culmination of the work that

shall have been concluded at the various sittings of the structures as depicted above. Engagements

with the various internal departments will be on-going and the external sector departments shall be

engaged in the clusters and inter-governmental relation forum.

Mnquma Local

Council

Mayoral Committee

IDP/PMS Steering

Committee

IDP/PMS/Budget

Technical Committee

IDP Clusters

Basic Service Delivery and Infrastructure Development Cluster

Socio-Economic Development Cluster

Finance and Institutional Transformation Cluster

IDP/PMS/Budget

Representative Forum

Good Governance and Public Participation Cluster


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4. MECHANISMS FOR ALIGNMENT

Municipal Manager and the delegated Director Strategic Management with executive management

will be responsible for ensuring the smooth co-ordination of the IDP review process.

The following IGR structures and processes must be established to ensure that proper coordination

as envisaged in the Intergovernmental Relations Framework Act No.13 of 2005 are realised.

IGR Structure Composition and Purpose

Mnquma Local Municipality Council Chaired by Council Speaker and composed of all the

Councillors and Traditional Leader deployed in Council. The

Council is a decision making body of the municipality and

ensures that the municipality has policies that are relevant for

the operations of the municipality. Council exercise oversight

through various committees on the implementation of the

policies.

Mayoral Committee Chaired by Executive Mayor and composed of 9 Mayoral

Committee members. The Mayoral Committee members are

responsible for various portfolios in the municipality and

oversee implementation of the IDP in the various portfolios they

are responsible for.

IGR Forum Chaired by the Executive Mayor, the IGR Forum will be

composed of the mayoral committee, Mayoral Committee,

Municipal Manager and executive management, senior

managers from sector departments, and senior managers from

government agencies and/or parastatals operating within the

municipality.

IDP/IGR Clusters Convened by Directorate Heads, these clusters will be

composed of managers and technical workers from the various

sectors of government (internal and external) including the

private sector.

5. MONITORING AND AMENDMENTS

It is imperative that the monitoring and review mechanisms be catered for in the IDP review process.

In relation to the monitoring and amendment of the IDP/ Budget/PMS Process Plan the following is

recommended:

The Municipal Manager and/or delegated official (Director Strategic Management) co-ordinate

and monitor the IDP review process;


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Progress to be reported to the Executive Mayor, and any deviations from the Process Plan

must be reported and approved by the Executive Mayor;

The Executive Mayor may advise the Council of any amendments that ought to be effected in

the process plan.

6. BINDING PLANS AND LEGISLATION

The Municipal Structures Act, No 117 of 1998, Municipal Systems Act, No 32 of 2000 (as amended),

and Municipal Finance Management Act, No 56 of 2003 are specific to local government. The

Municipal Systems Act has a specific chapter (5) dedicated to Integrated Development Plans and it is

the overarching piece of legislation with regard to development of the IDP.

National sector legislation contains various kinds of requirements for municipalities to undertake

planning. Sector requirements vary in nature in the following way:

A requirement that planning be undertaken as a component of, or part of, the IDP (like a

housing strategy and targets).

Links between the IDP and budget process as outlined in the Municipal Finance Management

Act, 2003.

Legal compliance requirement (such as principles required in the Development Facilitation

Act – DFA – and the National Environmental Management Act – NEMA).

More a recommendation than a requirement, which is deemed to add value to the municipal

planning process and product (in this case, Local Agenda 21).

These are highlighted in the table below:

Category of requirement Sector requirement National department Legislation/policy

Legal requirement for a local

plan

Integrated Transport

Plan

Department of Transport National Land Transport Act, No 5

of 2009

Waste Management

Plan

Department of

Environmental Affairs

White Paper on Waste

Management in South Africa, 2000

Spatial planning

requirements

Department of Rural

Development and Land

Reform

Development Facilitation Act, No 67

of 1995

Requirement for sector

planning to be incorporated into

IDP

Housing strategy and

targets

Department of Human

Settlements

Housing Act, No 107 of 1997

LED Department of

Cooperative Governance

and Traditional Affairs

Municipal Systems Act, No 32 of

2000

Integrated Infrastructure

Planning

Department of


Integrated Planning Act of 1997


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Category of requirement Sector requirement National department Legislation/policy


Spatial framework Department of



Municipal Systems Act, No 32 of

2000

Integrated Energy Plan Department of Energy White Paper on Energy Policy,

December 1998

Requirement that IDP complies

with

Environmental

Implementation Plans

(EIPs)

Department of


National Environment Management

Act, No 107 of 1998

Environmental

Management Plans

(EMPs)

Department of


National Environment Management

Act, No 107 of 1998

IDP/Budget alignment Department of Finance Municipal Finance Management

Act, No 56 of 2003

Developmental local

government

Department of Co-

operative Governance


White Paper on Local Government,

1998

The Provincial Spatial Development Plan and the Provincial Growth and Development Strategy will be

used as guiding policy documents during the review phase.

Mnquma Local Municipality will include all the planning documents that have been approved by

Council and other strategies that might be relevant to the IDP process, as accompanying documents

to the IDP.

7. MECHANISMS AND PROCEDURES FOR PUBLIC PARTICIPATION

The Local Government Municipal Systems Act No.32 of 2000 Section 16:

“Development of culture of community participation-(1)A municipality must develop a culture of municipal

governance that complements formal representative government with a system of participatory governance, and

must for this purpose-

(a) encourage, and create conditions for, the local community to participate in the affairs of the municipality,

including in—

(i) the preparation. implementation and development of its integrated development plan in terms of Chapter 5

(ii) the establishment, implementation and review of its performance management system in terms of Chapter 6

(iii) the monitoring and review of its performance, including the outcomes and impact of such performance

(iv) the preparation of its budget; and

(v) strategic decisions relating to the provision of municipal services in terms of Chapter 8


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(b) contribute to building the capacity of—

(i) the local community [to enable it to participate in the affairs of the municipality; and

(ii) councillors and staff to foster community participation; and

(c)use its resources, and annually allocate funds in its budget, as may be appropriate for the purpose of

implementing paragraphs (a) and (b).”

For purposes of compliance with this legislative requirement, Mnquma Local Municipality has

established formal structures for effective participation in the IDP processes. Below is a description of

the participatory function of each of the various structures established for the IDP process.

IDP/PMS and Budget Representative Forum – constituted of formal representatives of

various civic and community organisations as well as other formal structures affected by

the development efforts of the municipality such as:

o Traditional Leaders forums

o Established forums (business chambers and organisations)

o NGOs

o CBO

o CDWs and Ward Committees

The role of the IDP Forum is to verify and make additions to data collected through non-

formal participatory methods.

In addition to the formal process of representation through the IDP Representative Forum

engagement and other Council processes, Mnquma Local Municipality consults its

communities on an ongoing basis to solicit inputs in as far as the development challenges

they face are concerned. To do this in an effective, efficient and structured manner,

Mnquma Local Municipality has institutionalised a process of community engagement

through the Mayoral Imbizos. These are community meetings held at the ward level

where direct participation by communities is encouraged. To complement this process,

ward level planning where planning methods are used to gather data are utilised.

7.1. Communication

The Local Government Municipal Systems Act No 32 of 2000 Section 21

“Communication to local community-(1) When anything must be notified by a municipality through the media to the

local community in terms of this Act or any other applicable legislation, it must be done-

(a) in the local newspaper or newspapers of its area,

(b) in a newspaper or newspapers circulating in its area and determined by the council as newspaper of


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record

(c) by means of radio broadcasts covering the area of the municipality

The municipality will publicise all IDP meetings and engagements, publicise all documents and solicit

inputs from communities, publicise approval of documents, and publicise all IDP/PMS/Budget related

activities in the following media forms:

Print Media (local newspapers, formal notices on municipal buildings);

Electronic Media (municipal website); and

Audio-visual Media (radio stations)

7.2. Appropriate Language Usage

English will be used as the medium of exchange. However, in community meetings, the dominant

language to be utilised will be isiXhosa.

8. IDP/BUDGET/PMS ACTION PLAN

Tabulated herein below is a schedule of the programme to be followed by the municipality in its

process of reviewing the IDP. The dates indicated are as per the approved calendar of events and as

per prescripts of Section 28 and 29 of the Local Government Municipal Systems Act No 32 of 2000,

will be adhered to.

Target date Output required Coordinator Stakeholder

Planning Phase July - August

3rd

-31 July 2017 Compilation of Draft IDP, PMS and Budget

Process Plan Commence

Director Strategic

Management

All Directorates

25 July 2017 IDP/PMS and Budget Technical Steering

Committee to present Draft IDP,PMS &

Budget process plan 2018/2019, 2016/2017

Annual performance report

Director Strategic

Management

Municipal Manager, Directors,

Managers, PMS Coordinator

and IDP Coordinator

27 July 2017 Special Council Meeting Director Corporate

Services

Councillors, Traditional Leaders,

Executive Management and

members of the public

15 August 2017 Councillors workshop Director Strategic

Management

Councillors, Executive

Management


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18 August 2017 IDP, PMS and Budget Representative Forum

to present draft IDP, PMS and Budget

Process Plan 2018/2019 to the communities

for comments.

Executive Mayor

Portfolio Head Strategic

Management

Councillors, Sector

Departments, CDW’s and Ward

Committees

31 August 2017 Special Council Meeting – Adoption of

2018/2019 IDP/PMS and Budget Process

Plan and 1st Adjustment budget.

Director Corporate




31 August 2017 Submission 2018/219 IDP/PMS and Budget

Process plan to ADM and relevant sector

departments

Director Strategic

Management

Amathole District Municipality,

COGTA, Provincial Treasury

and National Treasury

ANALYSIS PHASE – SEP-OCT 2017

01-30 September

2017

Review of Situational Analysis Director Strategic

Management

All directorates

04 September 2017 Advertise 2018/2019 IDP/PMS and Budget

Process Plan on the local newspaper,

Director Strategic

Management, Chief

Financial Officer

Director Strategic & Chief

Financial Officer

04-08 September

2017

Directorate sessions – situational analysis

review

Director Strategic

Management

Directors, Managers, Section

Heads and Secretaries

18 September 2017 IDP/PMS and Budget Technical Steering

Committee to present Situational analysis

report

Director Strategic

Management

Municipal Manager, Directors,

Managers, PMS Coordinator

and IDP Coordinator

03-05 October 2017 Sourcing of Community Needs Director Strategic

Management

Ward Councillors and Members

of the public

11-16 October 2017 Directorate sessions to review of objectives

and strategies

Director Strategic

Management



17 October 2017 IDP, PMS and Budget Steering Committee –

Situational analysis report

Municipal Manager MM, Executive & Middle

Management

STRATEGIES PHASE November – January

09 November 2017 IDP, PMS and Budget Steering Committee Municipal Manager

Mayoral Committee, Executive

& Middle Management

27 November 2017 IDP, PMS and Budget Representative forum

– presentation and discussion of the

situational analysis report as well as needs

analysis report

Executive Mayor Executive Mayor, Councillors,

Ward Committees & CDW’s

10-11January 2018 Strategic planning session – refined

objectives and strategies and draft projects.

Prepare and produce the draft Strategic

Scorecard, Mid-term performance

assessment

Director Strategic

Management

Councillors, Executive & Middle

Management

INTEGRATION PHASE JANUARY - MARCH

05 March 2018 IDP/PMS and Budget Technical committee - Director Strategic MM, Executive & Middle


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Presentation of 1st draft IDP 2018/2019

draft 2018/2021 MTREF Budget

Management Management

12 March 2018 Council workshop to present Draft IDP

2018/2019, 2018/2021 Budget and budget

related policies

Council Speaker

All Councillors & Executive

Management

20 March 2018 IDP and PMS Representative Forum to

present draft Reviewed IDP and Budget

Executive Mayor Executive Mayor, Councillors,

Sector Departments, Ward

Committees & CDW’s

APPROVAL PHASE

28 March 2018 Ordinary Council Meeting tabling of the draft

2018/2019 IDP and 2018/2021 MTREF

Budget

Director Corporate

Servicers




29 March 2018 Publication of draft 2018/2019 IDP & Budget

and IDP /PMS and budget road-shows

Director Strategic

Management

Members of the public

29 March 2018 Submission of draft 2018/2019 IDP to

relevant sector departments

Director Strategic

Management

CoGTA, Provincial Treasury,

National Treasury and Auditor

General

03-06 April 2018 IDP, Budget and PMS Road shows Executive Mayor Councillors ,Traditional Leaders,

Ward Committees & Community

Members

07 May 2018 Councillors Workshop Council Speaker Councillors, Traditional Leaders

& Executive Management

21 May 2018 Management work session – preparation for

SOMA

Director Strategic

Management

Executive & Middle

Management

24 May 2018 Special Council Meeting (State Of the

Municipality Address)

Director Corporate

Services




01 June 2018 Publication of 2018/2019 final IDP and

2018/2021 MTREF Budget

CFO and Director

Strategic Management


04 June 2018 Submission of 2018/2019 IDP and2018/2021

MTREF Budget to relevant sector

departments

CFO and Director

Strategic Management

CoGTA, Provincial Treasury,

National Treasury and Auditor

General

15 June 2018 IDP, PMS and Budget Technical Steering

Committee to present 3rd

adjustment budget

and draft 2018/2019 Institutional Calendar

CFO and Director

Corporate Services

Municipal Manger, Executive &

Middle Management

19 June 2018 Facilitate printing of the IDP for 2018/2019 Director Strategic

Management

CFO

19 June 2018 Publication of the 2018/2019 SDBIP Director Strategic

Management



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Performance Management Timetable

Date Output required Co-ordinator Stakeholders

03-28 July 2017 Development of Performance Agreements

for S54A and S56 Managers

Director Strategic

Management

MM and Directors

07 July 2017 Submission of 2016/2017 4th

Quarter and

annual Performance Reports

Director Strategic

Management

All Directorates

27 July 2017 Tabling of Performance agreements for

S54A and S56 Managers to Council

Director Corporate

Services




31 July 2017 Submission of Performance Agreements for

S54A and S56 Managers

Director Strategic

Management

Department of Co-operative

Governance and Traditional

Affairs

31 July 2017 Publication of Performance Agreements for

S54A and S56 Managers

Director Strategic

Management

Members of the Public

15 August 2017 Council Workshop – presentation of

2016/2017 unaudited annual report

Council Speaker Councillors, Traditional Leaders

and Executive Management

31 August 2017 Special Council Meeting – tabling of

Unaudited Annual Report for 2016/2017

Director Corporate

Services




31 August 2017 Submission of Draft 2016/2017 Annual

Report to Auditor General and relevant

sector departments

Director Strategic

Management

Auditor General, Department of

Co-operative Governance,

Provincial Treasury and National

Treasury

04 September 2017 Publicise the 2016/2017 Unaudited Annual

Report

Director Strategic

Management


05 September 2017 Submission of draft Annual Report to MPAC

for verification

Director Strategic

Management

Municipal Public Accounts

Committee

03-06 October 2017 MPAC Roadshows on 2016/2017 Annual

report

Director Corporate

Services

MPAC, Mayoral Committee and

Members of the Public

09 October 2017 Submission of Performance reports and

performance information of the first quarter

Director Strategic

Management

All Directorates

October 2017 2016/2017 Annual reviews for Section 54A

and 56 Managers performance

Director Strategic

Management

Municipal Manager and Directors

26 October 2017 Special Council Meeting (Tabling Section 52

reports and 1st quarter perfomance report

Director Corporate

Services




24 November 2017 Finalisation of assessment of Annual Report

by MPAC

Director Corporate

services

Municipal Public Accounts

Committee

01-06 December 2017 Directorate session to assess Mid-Term Director Strategic Directors, Managers, Section


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Performance and review 2016/2017 SDBIP

in preparation for the management retreat

Management Heads and Secretaries

11-12 December 2017 Management Work Session: mid-term

performance and review of SDBIP

2017/2018

Director Strategic

Management

Municipal Manager, Executive &

Middle Management

14 December 2017 Ordinary council Meeting – Adoption of

2016/2017 Audited Annual report and

oversight Report

Director Corporate

Services




18 December 2017 Submission of audited annual report to AG,

Treasuries and Cogta

Director Strategic

Management

AG, CoGTA, Provincial Treasury

and National Treasury

18 December 2017 Submission of oversight report to Treasuries

and Cogta

Director Corporate

Services

CoGTA, Provincial Treasury and

National Treasury

18 December 2017 Publication of the oversight report Director Strategic

Management


08 January 2018 Facilitate Printing of 2016/2017 Annual

report

Director Strategic

Management

CFO

09 January 2018 Submission of Mid-term - Performance

reports and 2nd

Quarter performance Reports

Director Strategic

Management

All Directorates

22 January 2018 Special Council Meeting (Tabling of Mid-

Term Performance report)

Director Corporate

services




24 January 2018 Approval of reviewed 2018/2019 SDBIP by

Executive Mayor

Director Strategic

Management

Executive Mayor

25 January 2018 Submission of Mid-term Performance

assessment reports and reviewed SDBIP to

relevant sector Departments

Director Strategic

Management

CoGTA, Provincial Treasury and

National Treasury

07-08 February 2018 2016/2017 Mid-term Performance reviews Director Strategic

Management

Municipal Manager and Directors

07 April 2018 Submission of Performance reports and

performance information of the third quarter

Director Strategic

Management

All directorates

14-18 May 2018 Directorate sessions finalisation of SDBIP

and alignment with strategic scorecard

Director Strategic

Management



03-05 June 2018 Management Work session finalization of

2018/2019 SDBIP

Director Strategic

Management

Municipal Manager, Executive &

Middle Management

12-13 June 2018 Strategic Planning Session Director Strategic

Management

Councillors, Traditional Leaders

and Executive Management

15 June 2018 Approval of 2018/2019 SDBIP by

Executive Mayor

Director Strategic

Management

Executive Mayor

19 June 2018 Submission of the 2018/2019 SDBIP to

relevant sector departments

Director Strategic

Management

Auditor General, CoGTA,

Provincial Treasury and National


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Treasury

Audit committee Timetable

Target Date Output required Coordinator stakeholders

17 August 2017 Audit Committee Meeting to review 4th

quarter performance reports and annual

performance reports

Manager Internal Audit MM, Audit Committee Members &

Executive Management

27 October 2017 Audit Committee Meeting to review 1st

quarter performance reports



15 January 2018 Audit Committee Meeting to review 2nd

quarter performance reports and mid-

term performance reports



19 April 2018 Audit Committee Meeting Manager Internal Audit MM, Audit Committee Members &


Budget Schedule


06 July 2017 mSCOA Steering Committee Meeting

CFO MM, Executive Management

12 -15 July 2017 Review of Rollovers CFO MM, Executive Management

16 August 2017 mSCOA Steering Committee Meeting CFO MM, Executive Management

11 September 2017 mSCOA Committee Meeting CFO MM, Executive Management

02 October 2017 mSCOA Steering Committee meeting CFO MM, Executive Management

09-10 October 2017 Submission of personnel request forms CFO Directorates

19-20 October 2017 Analyse results of personnel expenditure CFO Directors

01 – 07 November

2017

Submission of budget request forms for

general expenses

CFO Directorates

06-10 November 2017 Check with National Treasury, Provincial

Government and District Municipality for

any adjustment to projected allocations

for the next three years.

CFO National Treasury

06 November 2017 mSCOA Steering Committee meeting CFO MM, Executive Management


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15-17 November 2017 CFO to collate budgets and analyse

results

CFO Directorates

28 November 2017 Submit process plan for review of Budget

Related policies

CFO BTO and Research and Policy

Development Unit

07 December 2017 mSCOA Committee meeting CFO MM, Executive Management

08 -9 January 2018 Review three year term capital budget

and operating projects

CFO Directorates

05 January 2018 mSCOA Steering Committee CFO MM, Executive Management

19 January 2018 Check with National Treasury, Provincial

Governments and Districts Municipalities

for any adjustment to projected

allocations for the next three years.

CFO National Treasury

22-23 January 2018 Analyze review of capital budget and

operating projects from Directorates

CFO Directorates

01 February 2018 mSCOA Steering Committee Meeting CFO MM, Executive Management

01 March 2018 mSCOA Steering Committee Meeting CFO MM, Executive Management

04 April 2018

mSCOA Steering Committee CFO MM, Executive Management

02 May 2018 mSCOA Steering Committee CFO MM, Executive Management

11 June 2018 mSCOA steering Committee CFO MM, Executive Management

Risk Management Committee Timetable

Target Date Output required Coordinator Stakeholders

10 August 2017 Implement Risk Management Policy in

line with the mission, IDP objectives and

goals of the municipality

Manager Risk

Management

MM, Executive Management

and Risk Management

Committee

25 October 2017 Implement Risk Management Policy in



Manager Risk

Management


and Risk Management

Committee

15 January 2018 Implement Risk Management Policy in



Manager Risk

Management


and Risk Management

Committee

18 April 2018 Implement Risk Management Policy in


Manager Risk

Management


and Risk Management


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Target Date Output required Coordinator Stakeholders

goals of the municipality Committee

03 May 2018 Implement Risk Management Policy in



Manager Risk

Management


and Risk Management

Committee

IGR MEETINGS & CLUSTER MEETINGS

DATE Output required Co-ordinator Stakeholders

01-04 August 2017 Cluster Meetings – present and review

performance of sectoral plans in line with the

2017/2018 plans

Cluster Champs Cluster champs, Executive and Middle

Management, Sector Departments

15 September 2017 IGR Meeting - Report and monitor progress

of sectoral plans in line with 2017/2018 plans

Executive Mayor Mayoral Committee, Executive

Management and Sector Departments

16-17 November 2017 Cluster Meetings – present and review


2017/2018 plans



07 December 2017 IGR Meeting - Report and monitor progress




16-19 February 2018 Cluster Meetings – present and review


2017/2018 plans



14 March 2018 IGR Meeting - Report and monitor progress




09-10 May 2018 Cluster Meetings – present and review


2017/2018 plans



14 June 2018 IGR Meeting - Report and monitor progress




9. BUDGETARY REQUIREMENTS

The IDP is the principal strategic document that informs all operations of the municipality and

therefore, in order to ensure that a document is reflective of the needs of the people and a realistic

resource base of the municipality must be developed. As such, on an annual basis, municipalities


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must make provision in their budgets for the development and/or review of the municipality’s IDP in

accordance with the process plan.

2018/2019 idp, pms and budget process plan · mnquma local municipality – 2018/2019 idp/pms and...

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