mid year assesssment report - swartland.org.za year assesssment... · 8 capital budget expenditure...

MID-YEAR BUDGET AND PERFORMANCE ASSESSMENT

J a n u a r y 2 0 1 4

REPORT SUBMITTED TO –

THE MAYORAL COMMITTEE ON 22 JANUARY 2014 THE COUNCIL ON 30 JANUARY 2014

TABLE OF CONTENTS

PART 1: IN-YEAR REPORT 1 Executive Mayor's report 1

1.1 Implementation of the Municipality's budget in accordance with the service delivery and budget implementation plan 1 1.2 Any financial problems or risks facing the Municipality 2 1.3 Annual Report and Audit Report 2 1.4 National and Provincial adjustments budgets 7 1.5 Necessity of an adjustments budget for the Municipality 7 1.6 Non-financial performance 7

2 Resolutions 15 2.1 Monthly budget statement and any supporting documents 15 2.2 Quarterly report on the implementation of the budget and the financial affairs for the municipality 15 2.3 Mid-year budget and performance assessment 15

3 Executive summary 16 3.1 Introduction 16 3.2 Consolidated performance 16

4 In-year budget statement tables 16 4.1 Table C1 Monthly Budget Statement Summary 17 4.2 Table C2 Monthly Budget Statement - Financial Performance (standard classification) 19 4.3 Table C3 Monthly Budget Statement - Financial Performance (revenue and expenditure by municipal vote) 21 4.4 Table C4 Monthly Budget Statement - Financial Performance (revenue and expenditure) 22 4.5 Table C5 Monthly Budget Statement - Capital Expenditure (municipal vote, standard classification and funding) 24 4.6 Table C6 Monthly Budget Statement - Financial Position 26 4.7 Table C7 Monthly Budget Statement - Cash Flow 27

PART 2: SUPPORTING DOCUMENTATION 1 Debtors' Analysis (Supporting Table SC3) 28 2 Creditors' Analysis (Supporting Table SC4) 29 3 Investment portfolio analysis (Supporting Table SC5) 29 4 Allocation and grant receipts and expenditure (Supporting Tables SC6 and SC7) 30 5 Councillor allowances and employee benefits (Supporting Table SC8) 32 6 Material variances to the service delivery and budget implementation plan 32 7 Capital programme performance 33 8 Capital budget expenditure (Supporting Tables SC12 and SC13) 60 9 Non-financial performance 64

QUALITY CERTIFICATION

Mid-year budget and performance assessment i.r.o. the first half of the 2012/13 financial year 1

PART 1: IN-YEAR REPORT

1 EXECUTIVE MAYOR'S REPORT

1.1 Implementation of the Municipality's budget in accordance with the service delivery and budget implementation plan

There are 69 projects on the capital budget for 2013/2014 with a total budget of R83.4 million. This includes multi-year projects. By end of December 2013, R29.4 million (35.3%) of the R83.4 million was spent. The breakdown per department is as follows:

Department Nr of projects Budget 2013/14 Exp to date - Dec 2013 % spent - Dec 2013

Civil Engineering 25 R48 811 152 R16 757 211 34%

Electrical Engineering 19 R12 555 000 R3 566 523 28%

Development Services 12 R20 618 390 R9 076 877 44%

Protection Services 3 R213 000 R23 137 10%

Financial Services 1 R28 967 R25 679 88%

Corporate Services 6 R428 000 R18 294 4%

Office of the Municipal Manager & Council 3 R825 000 R1 453 0.17%

Of the total operating budget of R478 million for 2013/2014, R206.6 million (43%) was spent by December 2013. The breakdown per department is as follows:

Department Budget 2013/14 Exp to date - Dec 2013 % spent - Dec 2013

Civil Engineering R184 395 568 R85 962 955 46%

Electrical Engineering R167 693 414 R75 903 274 45%

Development Services R13 309 126 R6 023 955 45%

Protection Services R27 134 305 R11 313 225 41%

Financial Services R37 297 343 R10 304 557 27%

Corporate Services R17 940 937 R8 355 155 46%

Office of the Municipal Manager & Council R31 110 239 R8 820 862 28%

No significant problems are experienced with implementing the service delivery and budget implementation plan.

2 Mid-year budget and performance assessment i.r.o. the first half of the 2012/13 financial year

The document included under Section 7 of Part 2 of this report reflects the following: (a) Projected expenditure per project per month (b) Actual expenditure per project per month (c) Notes where necessary regarding progress, problems, reasons and/or explanations

1.2 Any financial problems or risks facing the Municipality

The 2012-2017 Integrated Development Plan identified the following two major financial risks facing the Municipality and the root causes for each of the risks:

Risk Impact Likelihood Root causes If there is insufficient revenue to meet the demand for services

5/5 4/5 Non-core operational functions Incomplete / inaccurate revenue database Long term strategy not based on a realistic income potential External funding not investigated fully Tariffs that are not cost recoverable Surplus generated from electricity sales under serious threat

due to increase in cost causing reduced consumption and conversion to renewable energy

If services are expensive and unaffordable

4/5 3/5 Non-core operational functions High cost of maintaining and replacing services infrastructure No standard costing Tariffs that are not cost recoverable High increases in the cost of bulk increases (ESKOM, Water) Collective agreements regarding salaries Unfunded mandates

1.3 Annual Report and Audit Report

Status of implementation of Auditor-General recommendations:

Below is our assessment of the progress on commitments made by the accounting officer to address audit outcomes in the prior and current years relating to the AGSA key focus areas, as at 1 December 2013. The municipality is encouraged to strengthen its internal monitoring by assessing the fundamentals of internal controls on a frequent basis to ensure sustainable clean administration.


No Audit Outcomes Commitment made by Implementation Date Status LEADERSHIP 1 Information Systems No formal process in place to monitor

performance of IT vendors As previously reported, although service level agreements were in place for PROMUN and COLLABORATOR, management had not formally designed processes to monitor, review and measure the IT services to ensure that it is in line with agreed service levels..

Director: Financial Services Director: Corporate Services

28 February 2014 A formal process will be documented and implemented to monitor and address poor service delivery of the IT service providers.

Discussion was held with the System Provider of COLLABORATOR and a draft register has been developed.

2 Predetermine Objectives Swartland municipality does not have standard

operating procedures in respect of the roles and responsibilities for collecting, coordinating, verifying, storing and compiling information on the measurement and reviewing of key performance indicators and how the targets are measured.

Furthermore the roles and responsibilities for ensuring data integrity and quality assurance for measurement and reviewing of key performance indicators are not documented.

Accounting Officer All Directors Manager: Strategic Services

30 June 2014 Standard operating procedures will be developed for each indicator on the IDP.

FINANCIAL AND PERFORMANCE MANAGEMENT 3 Accurate and complete financial reports 3.1 Assets – Depreciation Depreciation in the fixed asset register for assets

disposed of in the current year was incorrectly calculated using the number of months in a year as thirteen months instead of twelve months. In this regard refer to table below:

Depreciation as per register - R423 562,15 Recalculated depreciation - R337 055,51

Manager: Financial Statements and Control Head: Assets

Finalised The error in the asset register has been rectified and the financial statements amended accordingly.


No Audit Outcomes Commitment made by Implementation Date Status 3.2 Difference between Asset Register, GL and

Financial Statements

The carrying value of investment property per the fixed asset register do not agree to investment property per the general ledger and the financial statements as indicated below: Investment property value - R31 223 021 Appendix B to the FS - R31 223 021 GL total Fixed asset register - R31 362 707 Difference - R139 686

Manager: Financial Statements and Control Head Assets

Finalised The corrections made by Management have been confirmed to be correct and were accepted by the Auditor-General.

3.3 Duplication of Bar Code numbers 50 assets in the fixed asset register have

duplicate barcodes numbers. Of these 50 assets, 8 have duplicated barcodes as well as duplicated costs.

Manager: Financial Statements and Control

31 May 2014 28 of the 50 assets with duplicate barcode numbers are correct and 22 barcodes have been captured incorrectly. Assets are thus not overstated and does not affect the financial statements. Incorrect barcodes will be rectified

3.4 Expenditure - VAT Some transactions related to the Cleaning Public

Open Spaces account (account number 657442000456) were incorrectly treated as Vatable expenses as it was noted that the supplier is not VAT registered.

Manager: Financial Statements and Control Accountant: Expenditure

28 February 2014 A correcting journal has been raised by the chief creditors’ clerk to the amount of R22 552,68 and processed after approval. The correction made by Management has been confirmed to be correct and accepted by the Auditor-General. A block function needs to be implemented to prevent reoccurrence in future.


No Audit Outcomes Commitment made by Implementation Date Status 4 IT systems 4.1 User access control

As previously reported, management have designed controls in the form of a documented and approved user account management procedure. However, the following weaknesses with regard to the management of user access were still identified: • Activities of system administrators were not monitored on a regular basis; • Regular reviews of user access were not performed to confirm whether access is in line with job roles and responsibilities for Payday.

Director: Financial Services Director: Corporate Services

28 February 2014 A list of all system users indicating their access will be generated bi-annually and verified for validity and appropriateness by their direct line managers. These reports will be coordinated by the relevant System Administrators and kept for audit purposes.

4.2 Smoke detectors not serviced Smoke detectors were installed in the server room and were required to be serviced at least annually. During the audit it was found that the smoke detector had not been serviced during the 2012-2013 financial year. Smoke detectors that have not been regularly serviced may not function correctly and may not timeously alert the municipality of a fire in the server room. This could lead to computer equipment being damaged and result in loss of data.

Director: Electrical Engineering Services Manager, ICT Services

31 January 2014 A schedule for the service of all IT equipment including the smoke detectors will be compiled and implemented. The Manager, ICT will perform regular inspections to ensure that serves are executed timeously. A report with the detail of tests executed will be obtained and kept for audit purposes.

5 Predetermined objectives 5.1 Presentation

Measures to improve performance for a total of 27% of the planned targets not achieved were not reflected in the annual performance report. Section 46 of the Municipal Systems Act requires disclosure in the annual performance report of measures taken to improve performance where planned targets were not achieved.

Accounting Officer Manager: Strategic Services

31 December 2013

The amended actual performances against targets as well as reasons and explanations of corrective actions to be taken have been documented against the 16 indicators highlighted by the AG. Will be adjusted on the SBS system and indicated as such in the Annual Report.


No Audit Outcomes Commitment made by Implementation Date Status 5.2 Reliability

The National Treasury Framework for Managing Programme Performance Information (FMPPI) requires that institutions should have appropriate systems to collect, collate, verify and store performance information to ensure valid, accurate and complete reporting of actual achievements against planned objectives, indicators and targets.

Five (5) targets are not reliable when compared to the information/source documentation and/or information provided.

The relevant directors of the applicable departments did not properly review the actual outcomes of the targets that are being reported on and therefore there is a risk of targets not being accurately reported on.


31 January 2014

The relevant performance assessments have already been rectified on the electronic system. The corrected information will be used in the final annual report for 2012/2013.

5.3 Usefulness of Performance Information The following regarding the usefulness of the targets and the indicators were identified: 1. Indicators/measures not well defined and not verifiable 2. Performance targets are not specific 3. Performance targets are not time bound 4.1 Inconsistent objectives 4.2 Inconsistent indicators 4.3 Inconsistent targets 5. Achievement of planned targets Of the total number of 154 targets planned for the year, 60 of targets were not achieved during the year under review. This represents 40% of total planned targets that were not achieved during the year under review.


31 January 2014

Each director to reassess their strategic KPI's and targets at the strategy/budget workshop during Dec'13 and submitted to Council for approval at the mid-year performance assessment in Jan'14.


1.4 National and Provincial adjustments budgets

There were small adjustments to certain grants only which had no major impact on the Municipality’s budget. Any changes will be tabled with the Municipality’s adjustments budget on 30 January 2014.

1.5 Necessity of an adjustments budget for the Municipality

There have been a few important changes to the operating budget. These changes make up the bulk of the reason why the Municipality has moved from a deficit of –R12 033 195 to a deficit of –R4 373 035. Some of the major changes are as follows:

On the expenditure side:

Employee related costs increased by R1 781 567. The increase can mainly be attributed to more accurate figures being available for allowances and overtime. Items affected include the standby allowance, overtime emergency services, overtime fixed allowances and overtime special projects. The 2013/14 budget was calculated incorrectly on the 2012/13 actual minus 20%.

Impairment of assets increased by R721 750. This increase is based on the 2012/13 actual audited figures for 2012/2013. Swartland made provision of R278 250 in the 2013/14 budget for asset impairment and the actual eventually amounted to R2 215 455. Swartland only started budgeting for this provision in 2012/13.

Repairs and maintenance increased by R402 378. This increase could mainly be attributed to the revision of costs at the dumping site amounting to R385 855. Housing Schemes increased with R16 523 because the building of new flats was postponed.

Departmental charges increased by R1 900 418 with electricity alone increasing by R1 404 132. This is due to the fact that the usage at the Malmesbury sewerage works was not fully budgeted for in the original budget.

General expenses increased by R14 735 931, mainly due to an increase in grant funding from the Provincial Department of Human Settlements amounting to R15 533 233. The grant funding is utilised to erect housing top structures.

Financial sundries decreased with R2 049 658. This decrease was required to partially compensate for the increases described in the five bullet points above.

On the income side:

All unspent grants and additional grants that were not originally budgeted for, as well as other conditional receipts not requested for roll over, have been listed.

Capital projects which are already completed and whose final expenditure is known are also adjusted. Items that are influenced by virement, incomplete projects for 2012/2013 as well as new projects for 2013/2014 as a result of emergencies are also included in the adjustments budget.

1.6 Non-financial performance

A number of necessary changes had to be made to the KPI’s and targets that stem from Chapter 7 of the IDP. These changes must be approved by Council. The amendments (only) are shown in the table below:


STRATEGIC OUTCOME 1: A FINANCIALLY SUSTAINABLE MUNICIPALITY WITH WELL MAINTAINED ASSETS

Actions Processes Responsible KPI’s / Standards SM 11/12 Targets

Output 1.1: Secured and increased sources of revenue 1.1.2 Maintain and improve on debt

collection Investigate further processes to increase the debt collection rate

Director Fin Services

Submit report on the vVarious projects or processes certified by the Director Fin Services

Annually by March

Install water demand management devices for revenue protection (only in low cost areas)

Director Fin Services

Number of devices installedInstallation of devices

379 in Abbotsdale by June 20142013/14

1.1.3 Secure new sources of revenue Investigate new sources of revenue, external funding sources and government grants

All directorsMun Manager

Investigate and discuss annually at a management meetingInvestigate and discuss at management meeting

Annually in Octoberby July

Director Protection Services

Investigate the possibility of installing parking meters or appointing parking marshals on a shared revenue basis.

By June 2014Nov 2013

Assist new businesses to establish in the area

Manager Planning

Report on engagements with stakeholders such as the Industrial Development Corporation to assist in bringing growth to the area

By June 2014July 2013

Mun Manager Report on tax- and tariff policy and incentives available to new businesses

By Oct 2014

Manager Planning

Report on area of land provided for development opportunities

By June 2014 July 2013

Determine interest in industrial land in Moorreesburg and report

By Feb 2014 Nov 2013

Director Civil Eng Services

% of larger projects that could be provided with sufficient infrastructure

100%(McDonald’s, West Coast College, Bokomo)

1.1.4 Ensure an accurate and well maintained income database

Develop a comprehensive income database

Director Fin Services and Dir Dev Services

Completion of database confirmed

By March 2013



1.1.5 Secure more external funding and government grants for soft services including long term funding for operating expenses

Investigate possible new external funding sources and government grants

Municipal Manager

Report on possible new external funding sources and government grants completed

Annually by Oct Sep

Output 1.3: Curtailing expenditure 1.3.1 Restructuring and outsourcing of

municipal disciplines and services

Investigate and report to the Mayoral Committee on the restructuring and outsourcing of various municipal disciplines

Municipal Manager

Investigation of possible services to be outsourced completed and reported to the Mayoral Committee

Annually by Oct By August 2013

1.3.2 Reduction in standby and overtime costs

Reduce standby services All directors Report to MayCo on reduction in standby services (Target = 15% in 2013/2014 and a further 5% in the subsequent two years)Reduction in standby services

By June 201415% in 2013/2014 A further 5% in the subsequent two years

Reduce overtime All directors Report to MayCo on reduction in overtime (Target = at least 10% in 2013/2014 and a further 5% in the subsequent two years)Reduction in overtime

By June 2014At least 10% in 2013/2014 A further 5% in the subsequent two years

STRATEGIC OUTCOME 2: SATISFIED, INVOLVED AND WELL INFORMED CLIENTS


Output 2.1: Prompt, courteous and responsive service that is sensitive to the needs/concerns of the public and respectful of individual rights 2.1.1 Maintain and measure standards

in the client services charter Develop an incidents system for measurement and reporting on the client services charter

Manager ICT and Director Corporate Services

Investigation done and KPI’s developedSystem developed

By end of June 2014

2.1.2 Test public opinion on municipal service delivery

Do a client satisfaction survey as a follow-up on the survey done in 2011

Manager Strat Services Dir Corporate Services

Survey completed By Dec 20142016



Output 2.2: External and internal clients that are well informed on municipal matters 2.2.1 Formulate and implement a

communication strategy and plan(see Note 1 below)

Compile the strategy and plan Dir Corporate Services

Strategy and plan compiled By June 20142013

Annual assessment and revision (if necessary) of communication strategy and plan

Manager Public Relations

Assessment and revision completed

Annually by June after completion of strategy and plan

Output 2.3: Citizens that are actively participating in municipal decision-making 2.3.1 Involve external and internal

clients in the compilation of municipal strategies, policies and programmes

Evaluate stakeholder involvement in policy making, projects and programmes

All directors Bi-annual dDiscussion of evaluation report by Management Team

Bi-annually after completion of communication strategy and plan

2.3.2 Ensure actively functioning and adequately represented ward committees

Distribution of ward information pamphlets

Manager Secr & Records

Pamphlets distributed Annually

STRATEGIC OUTCOME 3: AN EFFECTIVE, EFFICIENT, MOTIVATED AND APPROPRIATELY SKILLED WORK FORCE


Output 3.1: A motivated, productive work force pursuing Swartland Municipality’s vision, mission, philosophy and values 3.1.2 Improve staff interaction and

motivation Compile and implement programme for staff interaction, information and motivational sessions

Manager HR Manager Public Relations (Task Team)

Report on the implementation of staff interaction Programme compiled and implemented

Bi-annually in Jun and DecFrom 2015

Monitor the level of motivation of the workforce

Manager HR Perception / satisfaction survey completed

By end of 2014Annually

Output 3.2: A well trained and appropriately skilled work force, striving towards service excellence 3.2.1 Improve skills levels in the

organisation Review induction programme on a regular basis

Manager HR Review completed By end of 2014 and thereafter every second year Annually

Hold training sessions / special equipment programmes according to workplace skills plan

Manager HR Training provided according to workplace skills plan

Annually



Provide assistance through bursaries Manager HR Bursary approval process completed

Upon finalisation by SALGA

Implement TASK job evaluation guidelines to ensure regular review of job descriptions

Manager HR Guidelines implemented By June 20142013

3.2.2 Succession planning and career pathing

Compile succession / mentorship plan in respect of critical posts

Manager HR Succession / mentorship plan approved

By June 20142013

Compile a career path for every staff member

Manager HR Finalise for levels T12 and higher By JulyJune 2013

Output 3.3: Safe and healthy working environment 3.3.1 Establish a culture of workplace

health and safety Workplace safety awareness campaigns in all departments

Manager OHS Awareness campaigns conducted Commence July 2012 and Bi-annually thereafter

Directors Civil and Electrical Engineering Services and Development Services to have discussions with the Internal Auditor regarding the Start Card system

Dir’s Civil & Elec Eng Services and Dev Services

Report to Management Team on the outcome of the discussions

By quarter 3Sep 2013

STRATEGIC OUTCOME 4: ACCESS TO AFFORDABLE AND RELIABLE MUNICIPAL INFRASTRUCTURE


Output 4.1: Sufficient capacity in respect of infrastructure 4.1.1 Water, electricity and sewerage:

Ensure that there is always sufficient infrastructure capacity to accommodate demand

Ensure up to date master planning with respect to the three services

Civil and Electrical Engineering Services

Master plans for all three services up to date?

Up to date except Yzerfontein, Darling, Moorreesbrg

Annually or as required – subject to budget

Continuously monitor infrastructure capacity


Average capacity as measured by individual indicators in PMS

100% Maintain 100%

If not sufficient, plan and budget to rectify capacity in line with relevant master plan(s)


Project(s) to increase capacity identified and cost estimated submitted for budget purposes

100%Yes (annually by Nov)



Output 4.3: Reliable, safe and well operated and maintained municipal infrastructure (Measurements against benchmarks / standards to confirm reliability and safety levels) 4.3.1 Water, electricity and sewerage:

Ensure that the annual budget makes adequate provision for maintenance, renewal, upgrading and refurbishment of existing obsolete networks and equipment

Secure a realistic amount on the annual budget for this purpose

Note: All legislative and licence conditions re maintenance and refurbishment to be complied with, i.e. Nersa licence condition to allocate 5% of revenue annually.

Management team and Council

% compliance with Nersa licence condition with respect to 5% of revenue for upgrading and refurbishment annually

100% 50% (supply reasons)Maintain 100%


Amount allocated for water and sewerage in terms of depreciated value of assets must be made available for upgrading and refurbishment.

20% 50%100% by 2016

4.3.2 Roads and storm water: Speed up routine maintenance to temporarily stop the deterioration of roads and storm water

Secure an increased amount on the operating budget for routine maintenance of roads and storm water


Amount allocated for roads and storm water in terms of depreciated value of assets must be made available for upgrading and refurbishment.

10% 35%100% by 2016

OR

Acceptance of deteriorated roads and storm water and inevitable loss of asset

4.3.3 Gravel roads: Maintain existing policy i.e. existing gravel roads will not be tarred.

Maintain current condition of gravel roads and storm water


Adequate operational funding provided for maintenance from 2013/14. Report on how to improve cost.

R250 000R500 000 p.a. by 2016

4.3.5 Sport and recreation: Limit the resources allocated to sport and recreation based on the Municipality’s financial ability

Divide the responsibility in respect of maintenance of facilities between the Municipality and sport clubs

Determine existing resources allocated to sport and recreation;

Determine the maximum that the Municipality can allocate based on its financial ability


Amount allocated for sport and recreation in terms of depreciated value of assets must be made available for upgrading and refurbishment

30% by 2016100% of the maximum amount determined

4.3.7 Municipal Buildings and facilities: To be maintained to minimum level to prevent deterioration.

Secure a realistic amount on the annual budget for this purpose.


Amount allocated for buildings and facilities in terms of depreciated value of assets must be made available for upgrading and refurbishment

20% 30%100% by 2016


STRATEGIC OUTCOME 5: SUSTAINABLE DEVELOPMENT OF THE MUNICIPAL AREA (WITH SPECIAL EMPHASIS ON PREVIOUSLY NEGLECTED AREAS)


Output 5.1: Social development that improves people’s quality of life 5.1.2 Establish a meaningful and

sustained working arrangement or partnership between the Municipality and the NGO sector to address social challenges

Formalise a working arrangement/partnership

Mayor, MM and NGO sector

Memorandum of agreement or memorandum of undertaking signed between Municipality and the organised NGO sector

By DecOct 2013

Output 5.2: Sound management of the urban and rural environment 5.2.1 Implementation of the Spatial

Development Framework Focussed marketing of Swartland to optimise the potential of existing infrastructure

Municipal Manager

Meeting with all private developers to discuss marketing of Swartland

July 2012

Implement most efficient marketing strategy

After July 2012

Effectively manage scarce natural resources

All departments

Report on the number of projects / programmes that make use of or directly support energy and resource saving.renewable energy use

Quarterly after completion of the climate change strategy

Enforce relevant municipal legislation All departments

Create effective mechanisms for law enforcement

By July 2013

5.2.4 Implementation of the integrated human settlement plan

Finalise integrated human settlement plan and submit to council for final approval

Manager Housing

Document approved (subject to finalisation of BESP)

July 20142013

Compile budget programme for Council contributions

Dir Dev Services and Manager Housing

Budget programme completed Annually by Oct 2012

Output 5.3: Economic growth that benefits all 5.3.1 Formulate LED strategy and

action plan Complete LED strategy and action plan and align to the District wide competitiveness project.

Manager Strat Services Manager Social Development Management Team

Draft document approved End of March 2014Nov 2013


STRATEGIC OUTCOME 7: INCREASED COMMUNITY SAFETY THROUGH TRAFFIC POLICING, BY-LAW ENFORCEMENT AND DISASTER MANAGEMENT


Output 7.1: Increase in law compliance 7.1.1 Establish a more efficient and

focused structure in terms of registration and licensing of vehicles

Effectively address the underfunded mandates regarding driver and vehicle licensing

Chief Municipal Police

Enter into a SLA with PGWC End of June 2014 Implementation By 1 July 2014

7.1.2 Step up the enforcement of municipal by-laws and traffic legislation through restructuring of the Municipal Police Service

Bi-annual interaction with public prosecutors in respect of withdrawal of traffic fines and court sentences

Manager Traffic & Law Enforcement

Bi-annual interaction held Bi-annually by Dec and June

Investigate partnerships to monitor illegal structures

Dir Protection Services

Investigation completed Feb 2014Feb 2013

Review current by-laws applicable to traffic policing and law enforcement and update where necessary

Manager Traffic & Law Enforcement and Dir Corp Services

By-laws reviewed Before end of June 2013

7.1.3 Implement awareness campaigns with regards to law enforcement services

Major law enforcement awareness campaigns

Manager Traffic & Law Enforcement

At least two per annum Annually

Output 7.2: Strengthening of fire fighting service 7.2.1 Adopt a fire-fighting by-law Adjust Standard Fire-fighting By-law

according to local conditions and adopt Dir Protection Services

By-law adopted by Council End of Dec 2013

Annual review of by-law Chief Fire Services

By-law reviewed Annually after adoption of by-law


2 RESOLUTIONS

2.1 Monthly budget statement and any supporting documents

Monthly budget statements and supporting documents in terms of section 71 of the MFMA are submitted by the Director Financial Services to the Mayoral Committee or a Council Portfolio Committee. The reports cover the following: Investment portfolio (section 13 of the MFMA) Long term debt (section 46 of the MFMA) Revenue and expenditure (sections 64 and 65 of the MFMA) Capital budget SDBIP Debtors report Stand by and overtime Performance targets and actuals Personnel expenses (section 66 of the MFMA)

2.2 Quarterly report on the implementation of the budget and the financial affairs for the municipality

Quarterly reports in terms of section 52 of the MFMA are submitted by the Director Financial Services to the Mayoral Committee or a Council Portfolio Committee. The report covers the same information as is mentioned in respect of monthly budget statements in paragraph 2.1 above

2.3 Mid-year budget and performance assessment

At its meeting held on 22 January 2014 the Executive Mayoral Committee resolved -

(a) that cognizance be taken of the mid-year budget and performance assessment i.r.o. the first half of the 2013/14 financial year;

(b) that the assessment report be submitted to Council on 30 January 2014 in terms of Section 54(1)(f) of the MFMA;

(c) that the proposed amendments to the KPI’s and targets that stem from Chapter 7 of the IDP (as shown in the table under paragraph 1.6) be approved;

(d) that, following the above [and with reference to regulation 23(1) above], an adjustments budget on the 2013/14 budget be tabled for consideration at the council meeting on 30 January 2014; and

(e) that the Strategic Manager in cooperation with the Director Financial Services ensures that, in terms of Section 72 of the MFMA as well as regulation 35 above, the mid-year budget and performance assessment report -

(i) is submitted to National Treasury and Provincial Treasury, in both printed and electronic format, on 25 January 2014; and

(ii) is placed on the website for public scrutiny in terms of regulation 34(1), by no later than 4 February 2014.


3 EXECUTIVE SUMMARY

3.1 Introduction

The Municipal Manager, as accounting officer of the Municipality, is required in terms of Section 72(1) of the Municipal Finance Management Act (MFMA) No 56 of 2003, to -

(a) assess the performance of the Municipality during the first half of the financial year, taking into account-

(i) the monthly statements referred to in section 71 for the first half of the financial year;

(ii) the Municipality's service delivery performance during the first half of the financial year, and the service delivery targets and performance indicators set in the service delivery and budget implementation plan;

(iii) the past year's annual report, and progress on resolving problems identified in the annual report; and

(iv) the performance of every municipal entity under the sole or shared control of the municipality, taking into account reports in terms of section 88 from any such entities; and

(b) submit a report on such assessment to-

(i) the Executive Mayor of the Municipality;

(ii) the National Treasury; and

(iii) the relevant Provincial Treasury

3.2 Consolidated performance

The following table summarises the overall position on the capital and operating budgets

4 IN-YEAR BUDGET STATEMENT TABLES The in-year budget statement tables are presented in the paragraphs below. Supporting information, charts and explanations of trends and anomalies are given for each table where such information will assist with understanding the information contained in the tables.

Original Budget Adjustment Budget Actual Variance Variance %Operating Expenditure 470 108 184R -R 206 683 984R 263 424 200R 56%Operating Revenue 458 074 991R -R 212 778 017R 245 296 975R 54%Capital 83 479 509R -R 34 803 374R 48 676 135R 58%


4.1 Monthly Budget Statement Summary

WC015 Swartland - Table C1 Monthly Budget Statement Summary - M06 December

Original Budget

Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %Financial Performance

Property rates 69 020 – 5 131 40 539 34 537 6 001 17% 69 020 Serv ice charges 255 968 – 20 306 127 032 136 273 (9 241) -7% 255 968 Inv estment rev enue 10 820 – 23 297 1 017 (721) -71% 12 096 Transfers recognised - operational 53 629 – – 24 379 36 995 (12 616) -34% 53 629 Other ow n rev enue 25 770 – 3 327 15 510 12 777 2 734 21% 25 770

Total Revenue (excluding capital transfers and contributions)

415 207 – 28 787 207 757 221 599 (13 842) -6% 416 483

Employ ee costs 127 499 – 9 419 60 345 62 893 (2 548) -4% 127 499 Remuneration of Councillors 7 839 – 585 3 509 3 764 (255) -7% 7 839 Depreciation & asset impairment 74 104 – 6 126 36 758 36 373 385 1% 74 104 Finance charges 15 096 – 7 692 7 705 7 581 125 2% 15 096 Materials and bulk purchases 150 625 – 10 665 65 186 69 201 (4 014) -6% 150 625 Transfers and grants 2 083 – 18 1 286 743 544 2 083 Other ex penditure 92 862 – 5 725 26 872 38 822 (11 950) -31% 92 862

Total Expenditure 470 108 – 40 230 201 663 219 377 (17 714) -8% 470 108 Surplus/(Deficit) (54 901) – (11 443) 6 094 2 222 3 872 174% (53 625)

Transfers recognised - capital 42 868 – – – 42 868 (42 868) -100% 42 868 Contributions & Contributed assets – – – – – – –

Surplus/(Deficit) after capital transfers & contributions

(12 033) – (11 443) 6 094 45 090 (38 996) -86% (10 757)

Share of surplus/ (deficit) of associate – – – – – – – Surplus/ (Deficit) for the year (12 033) – (11 443) 6 094 45 090 (38 996) -86% (10 757)

DescriptionBudget Year 2013/14


WC015 Swartland - Table C1 Monthly Budget Statement Summary - M06 December

Original Budget

Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %Capital expenditure & funds sourcesCapital expenditure 83 480 – 16 431 31 130 31 587 (457) -1% 83 480

Capital transfers recognised 42 868 – 6 868 13 986 12 753 1 234 10% 42 868 Public contributions & donations – – – – – – – Borrow ing 8 949 – 570 620 2 325 (1 705) -73% 8 949 Internally generated funds 31 663 – 8 993 16 523 16 509 14 0% 31 663

Total sources of capital funds 83 480 – 16 431 31 130 31 587 (457) -1% 83 480

Financial positionTotal current assets 218 544 – 12 148 218 544 Total non current assets 1 786 784 – (1 955) 1 786 784 Total current liabilities 68 319 – 7 920 68 319 Total non current liabilities 174 806 – (3 496) 174 806

Community wealth/Equity 1 762 203 – 5 770 1 762 203

Cash flowsNet cash from (used) operating 73 530 – 13 437 (161 344) 83 822 (245 166) -292% 83 822 Net cash from (used) inv esting (83 256) – (4 117) (33 198) (23 835) (9 363) 39% (23 835) Net cash from (used) financing (4 829) – 74 (2 977) (2 650) (327) 12% (2 650)

Cash/cash equivalents at the month/year end 156 617 – – 12 593 228 508 (215 914) -94% 267 449

Debtors & creditors analysis 31-60 Days 61-90 Days 91-120 Days 121-150 Dys 151-180 Dys181 Dys-

1 YrOver 1Yr Total

Debtors Age AnalysisTotal By Income Source 4 198 653 5 207 311 1 113 234 10 066 45 630 Creditors Age AnalysisTotal Creditors 11 6 3 – – – – 616



4.2 Monthly Budget Statement - Financial Performance (standard classification)

Budget Year 2013/14Original Budget

Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %Revenue - Standard

Governance and administration 154 408 – 5 974 56 447 77 177 (20 730) -27% 154 408 Ex ecutiv e and council 59 866 – – 3 184 29 922 (26 738) -89% 59 866 Budget and treasury office 93 466 – 5 810 52 761 46 718 6 043 13% 93 466 Corporate serv ices 1 076 – 164 502 538 (36) -7% 1 076

Community and public safety 13 703 – 1 031 4 788 6 840 (2 052) -30% 13 703 Community and social serv ices 6 137 – 65 420 3 068 (2 648) -86% 6 137 Sport and recreation 2 742 – 188 1 530 1 361 169 12% 2 742 Public safety 4 561 – 741 2 715 2 280 435 19% 4 561 Housing 263 – 37 123 131 (8) -6% 263 Health – – – – – – –

Economic and environmental services 7 711 – 584 4 104 3 854 250 6% 7 711 Planning and dev elopment 1 808 – 124 855 904 (49) -5% 1 808 Road transport 5 903 – 460 3 249 2 950 299 10% 5 903 Env ironmental protection – – – – – – –

Trading services 282 234 – 21 196 142 408 141 060 1 348 1% 282 234 Electricity 180 514 – 14 211 90 618 90 220 399 0% 180 514 Water 37 367 – 2 917 13 836 18 676 (4 840) -26% 37 367 Waste w ater management 37 620 – 2 346 26 921 18 803 8 119 43% 37 620 Waste management 26 734 – 1 722 11 032 13 362 (2 330) -17% 26 734

Other 20 – 2 9 10 (0) -3% 20 Total Revenue - Standard 458 075 – 28 787 207 757 228 941 (21 184) -9% 458 075

Description

WC015 Swartland - Table C2 Monthly Budget Statement - Financial Performance (standard classification) - M06 December



Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %

Expenditure - StandardGovernance and administration 93 111 – 5 871 30 902 44 065 (13 163) -30% 93 111

Ex ecutiv e and council 27 379 – 1 262 8 232 13 930 (5 697) -41% 27 379 Budget and treasury office 40 868 – 2 028 10 816 17 448 (6 633) -38% 40 868 Corporate serv ices 24 865 – 2 581 11 854 12 687 (833) -7% 24 865

Community and public safety 49 661 – 3 894 22 061 25 504 (3 444) -14% 49 661 Community and social serv ices 12 637 – 912 5 781 6 461 (680) -11% 12 637 Sport and recreation 14 991 – 1 180 7 227 7 726 (498) -6% 14 991 Public safety 20 701 – 1 707 8 395 10 661 (2 266) -21% 20 701 Housing 1 332 – 95 658 657 1 0% 1 332 Health – – – – – – –

Economic and environmental services 58 169 – 5 206 28 768 29 648 (880) -3% 58 169 Planning and dev elopment 8 452 – 647 3 900 4 292 (392) -9% 8 452 Road transport 49 717 – 4 560 24 867 25 356 (488) -2% 49 717 Env ironmental protection – – – – – – –

Trading services 268 205 – 25 236 119 466 131 108 (11 641) -9% 268 205 Electricity 161 662 – 11 596 72 826 78 853 (6 027) -8% 161 662 Water 44 449 – 3 778 18 101 19 530 (1 429) -7% 44 449 Waste w ater management 38 320 – 8 150 17 633 20 540 (2 908) -14% 38 320 Waste management 23 774 – 1 712 10 908 12 185 (1 278) -10% 23 774

Other 962 – 23 467 485 (18) -4% 962 Total Expenditure - Standard 470 108 – 40 230 201 663 230 809 (29 147) -13% 470 108 Surplus/ (Deficit) for the year (12 033) – (11 443) 6 094 (1 869) 7 963 -426% (12 033)

Description


4.3 Monthly Budget Statement - Financial Performance (revenue and expenditure by municipal vote)

Vote DescriptionOriginal Budget

Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %Revenue by Vote

Vote 1 - Corporate Serv ices 6 134 – 162 460 3 067 (2 607) -85.0% 6 134 Vote 2 - Civ il Serv ices 103 222 – 7 106 52 561 51 591 970 1.9% 103 222 Vote 3 - Council 59 866 – – 3 184 29 922 (26 738) -89.4% 59 866 Vote 4 - Electricity Serv ices 180 514 – 14 211 90 618 90 220 399 0.4% 180 514 Vote 5 - Financial Serv ices 93 466 – 5 810 52 761 46 718 6 043 12.9% 93 466 Vote 6 - Dev elopment Serv ices 4 487 – 305 2 327 2 233 94 4.2% 4 487 Vote 7 - Municipal Manager – – – – – – – Vote 8 - Protection Serv ices 10 386 – 1 191 5 845 5 191 654 12.6% 10 386

Total Revenue by Vote 458 075 – 28 787 207 757 228 941 (21 184) -9.3% 458 075

Expenditure by VoteVote 1 - Corporate Serv ices 17 860 – 1 227 8 269 9 053 (784) -8.7% 17 860 Vote 2 - Civ il Serv ices 176 464 – 20 296 81 436 87 998 (6 562) -7.5% 176 464 Vote 3 - Council 23 006 – 965 6 365 11 639 (5 274) -45.3% 23 006 Vote 4 - Electricity Serv ices 161 662 – 11 596 72 826 78 853 (6 027) -7.6% 161 662 Vote 5 - Financial Serv ices 40 868 – 2 028 10 816 17 448 (6 633) -38.0% 40 868 Vote 6 - Dev elopment Serv ices 13 124 – 946 5 915 6 713 (799) -11.9% 13 124 Vote 7 - Municipal Manager 10 271 – 1 073 4 859 5 275 (415) -7.9% 10 271 Vote 8 - Protection Serv ices 26 853 – 2 099 11 177 13 830 (2 653) -19.2% 26 853

Total Expenditure by Vote 470 108 – 40 230 201 663 230 809 (29 147) -12.6% 470 108 Surplus/ (Deficit) for the year (12 033) – (11 443) 6 094 (1 869) 7 963 -426.1% (12 033)

WC015 Swartland - Table C3 Monthly Budget Statement - Financial Performance (revenue and expenditure by municipal vote) - M06 Budget Year 2013/14


4.4 Monthly Budget Statement - Financial Performance (revenue and expenditure)

The statement of financial performance compares the expenditure and revenue against the budget for the period ending 31 December 2013. The YTD variance for property rates for December stands at 17%. This is due to policy changes whereby consumers who are in default and have not settled their outstanding accounts, will be levied for the full year at the beginning of the financial year as they forfeit their right to be levied on a monthly basis. The same reason applies to sanitation and refuse where the variance stands at 21% and 6% respectively. The variance for water is -36%. This can be attributed to the prolonged winter season we have experienced. Consumers do not have to water their gardens or fill their pools etc. Revenue received from fines is at 32% above YTD budget projections. Swartland now has a new contract with Sintell from 1 July 2013 and new speed cameras have been installed in the municipal area. Grants and subsidies received variance currently stands at -34% because i.t.o GRAP the funds are only transferred to the general ledger once the conditions of the grants have been met. Revenue received in the month of December stands at R28.7 million. Variance for revenue received stands at 6% below budget projections for the month of December 2013.

Original Budget

Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %Revenue By Source

Property rates 69 020 – 5 131 40 539 34 537 6 001 17% 69 020 Property rates - penalties & collection charges – – – – – – – Serv ice charges - electricity rev enue 178 645 – 14 059 88 509 93 538 (5 029) -5% 178 645 Serv ice charges - w ater rev enue 33 265 – 2 861 13 274 20 607 (7 333) -36% 33 265 Serv ice charges - sanitation rev enue 24 844 – 1 822 15 079 12 492 2 587 21% 24 844 Serv ice charges - refuse rev enue 19 215 – 1 564 10 171 9 637 534 6% 19 215 Serv ice charges - other – – – – – – – Rental of facilities and equipment 3 088 – 198 1 812 1 775 37 2% 3 088 Interest earned - ex ternal inv estments 10 820 – 23 297 1 017 (721) -71% 10 820 Interest earned - outstanding debtors 1 276 – 153 859 580 279 48% 1 276 Div idends receiv ed – – – – – – – Fines 4 039 – 739 2 666 2 022 644 32% 4 039 Licences and permits 3 007 – 229 1 750 1 399 351 25% 3 007 Agency serv ices 2 539 – 219 1 353 1 262 91 7% 2 539 Transfers recognised - operational 53 629 – – 24 379 36 995 (12 616) -34% 53 629 Other rev enue 11 621 – 1 338 6 480 5 540 940 17% 11 621 Gains on disposal of PPE 200 – 451 591 200 391 195% 200

Total Revenue (excluding capital transfers and contributions)

415 207 – 28 787 207 757 221 599 (13 842) -6% 415 207


WC015 Swartland - Table C4 Monthly Budget Statement - Financial Performance (revenue and expenditure) - M06 December


Overall, operating expenditure is currently at 8% below our budgeted expenditure projection up to 31 December 2013. Employee related costs currently stand at 4% below the YTD budget projections. This is an acceptable variance. Swartland is very reluctant to write-off bad debts as we do not want to foster the habit of non-payment even though we make provision for it. It is often the case that those people who appear on the list of bad debts to be discussed to be written off, and are written off, appear on the same list of bad debtors to be written off the following year. Hence why the debt impairment variance is so high between what we make provision for and what is actually written-off. Grants and subsidies paid is 73% above the projected YTD expenditure.

Original Budget

Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %

Expenditure By TypeEmploy ee related costs 127 499 – 9 419 60 345 62 893 (2 548) -4% 127 499 Remuneration of councillors 7 839 – 585 3 509 3 764 (255) -7% 7 839 Debt impairment 10 748 – – – 3 158 (3 158) -100% 10 748 Depreciation & asset impairment 74 104 – 6 126 36 758 36 373 385 1% 74 104 Finance charges 15 096 – 7 692 7 705 7 581 125 2% 15 096 Bulk purchases 150 625 – 10 665 65 186 69 201 (4 014) -6% 150 625 Other materials – – – – – – – Contracted serv ices 3 453 – 281 1 584 1 692 (108) -6% 3 453 Transfers and grants 2 083 – 18 1 286 743 544 73% 2 083 Other ex penditure 73 397 – 5 444 25 288 33 971 (8 684) -26% 73 397 Loss on disposal of PPE 5 263 – – – – – 5 263

Total Expenditure 470 108 – 40 230 201 663 219 377 (17 714) -8% 470 108

Surplus/(Deficit) (54 901) – (11 443) 6 094 2 222 3 872 0 (54 901) Transfers recognised - capital 42 868 – – – 42 868 (42 868) (0) 42 868 Contributions recognised - capital – – – – – – – Contributed assets – – – – – – –

Surplus/(Deficit) after capital transfers & contributions

(12 033) – (11 443) 6 094 45 090 (12 033)

Tax ation – – – – – – – Surplus/(Deficit) after taxation (12 033) – (11 443) 6 094 45 090 (12 033)

Attributable to minorities – – – – – – Surplus/(Deficit) attributable to municipality (12 033) – (11 443) 6 094 45 090 (12 033)

Share of surplus/ (deficit) of associate – – – – – – Surplus/ (Deficit) for the year (12 033) – (11 443) 6 094 45 090 (12 033)


WC015 Swartland - Table C4 Monthly Budget Statement - Financial Performance (revenue and expenditure) - M06 December


4.5 Monthly Budget Statement - Capital Expenditure (municipal vote, standard classification and funding)


Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %Multi-Year expenditure appropriation

Vote 1 - Corporate Serv ices – – – – – – – Vote 2 - Civ il Serv ices 31 344 – 4 174 5 763 6 325 (562) -9% 31 344 Vote 3 - Council – – – – – – – Vote 4 - Electricity Serv ices – – – – – – – Vote 5 - Financial Serv ices – – – – – – – Vote 6 - Dev elopment Serv ices – – – – – – – Vote 7 - Municipal Manager – – – – – – – Vote 8 - Protection Serv ices – – – – – – –

Total Capital Multi-year expenditure 31 344 – 4 174 5 763 6 325 (562) -9% 31 344

Single Year expenditure appropriationVote 1 - Corporate Serv ices 428 – 8 18 165 (147) -89% 428 Vote 2 - Civ il Serv ices 34 937 – 11 108 20 138 18 614 1 524 8% 34 937 Vote 3 - Council 815 – – – 356 (356) -100% 815 Vote 4 - Electricity Serv ices 11 340 – 898 3 387 4 263 (876) -21% 11 340 Vote 5 - Financial Serv ices 1 244 – 71 654 295 359 122% 1 244 Vote 6 - Dev elopment Serv ices 3 148 – 160 1 144 1 397 (253) -18% 3 148 Vote 7 - Municipal Manager 10 – – 1 6 (5) -76% 10 Vote 8 - Protection Serv ices 213 – 13 23 165 (142) -86% 213

Total Capital single-year expenditure 52 136 – 12 257 25 366 25 262 105 0% 52 136 Total Capital Expenditure 83 480 – 16 431 31 130 31 587 (457) -1% 83 480

WC015 Swartland - Table C5 Monthly Budget Statement - Capital Expenditure (municipal vote, standard classification and funding) - M06 December

Vote Description


The total capital expenditure as at 31 December 2013 amounts to R 16 431 221 which is 1% below our projected expenditure for the first six months of the financial year. This is well in line with the initial budgeted figures for the first six months which is positive for the Municipality as it means the variance between the projected implementation and the actual implementation of the capital projects is low. With current spending trends on capital projects the way they are, we can expect our capital budget to be no less than 95% spent at the 30 June 2014.


Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %

Capital Expenditure - Standard ClassificationGovernance and administration 2 094 – 79 668 657 11 2% 2 094

Ex ecutiv e and council 825 – – 1 362 (361) -100% 825 Budget and treasury office 29 – 2 426 10 416 4155% 29 Corporate serv ices 1 240 – 77 241 285 (44) -15% 1 240

Community and public safety 4 739 – 245 1 305 2 587 (1 282) -50% 4 739 Community and social serv ices 3 551 – 160 1 150 1 562 (413) -26% 3 551 Sport and recreation 975 – 72 132 860 (728) -85% 975 Public safety 213 – 13 23 165 (142) -86% 213 Housing – – – – – – – Health – – – – – – –

Economic and environmental services 19 815 – 9 298 13 567 10 512 3 055 29% 19 815 Planning and dev elopment 109 – – 29 40 (11) -27% 109 Road transport 19 706 – 9 298 13 537 10 472 3 066 29% 19 706 Env ironmental protection – – – – – – –

Trading services 56 831 – 6 809 15 590 17 831 (2 241) -13% 56 831 Electricity 11 340 – 898 3 387 4 263 (876) -21% 11 340 Water 5 429 – 335 2 155 3 399 (1 245) -37% 5 429 Waste w ater management 35 509 – 4 465 7 813 7 565 248 3% 35 509 Waste management 4 553 – 1 111 2 235 2 603 (368) -14% 4 553

Other – – – – – – – Total Capital Expenditure - Standard Classification 83 480 – 16 431 31 130 31 587 (457) -1% 83 480

Funded by:National Gov ernment 22 395 – 3 604 5 267 3 500 1 767 50% 22 395 Prov incial Gov ernment 19 623 – 3 203 8 658 8 403 255 3% 19 623 District Municipality – – – – – – – Other transfers and grants 850 – 62 62 850 (788) -93% 850

Transfers recognised - capital 42 868 – 6 868 13 986 12 753 1 234 10% 42 868 Public contributions & donations – – – – – – – Borrowing 8 949 – 570 620 2 325 (1 705) -73% 8 949 Internally generated funds 31 663 – 8 993 16 523 16 509 14 0% 31 663

Total Capital Funding 83 480 – 16 431 31 130 31 587 (457) -1% 83 480

Vote Description


4.6 Monthly Budget Statement - Financial Position


Adjusted Budget

YearTD actual

Full Year Forecast

R thousandsASSETSCurrent assets

Cash 500 – 16 137 500 Call inv estment deposits 156 117 – – 156 117 Consumer debtors 49 611 – 9 285 49 611 Other debtors 6 835 – (13 930) 6 835 Current portion of long-term receiv ables 24 – – 24 Inv entory 5 457 – 656 5 457

Total current assets 218 544 – 12 148 218 544

Non current assetsLong-term receiv ables 640 – – 640 Inv estments – – – – Inv estment property 33 920 – – 33 920 Inv estments in Associate – – – – Property , plant and equipment 1 751 681 – (1 955) 1 751 681 Agricultural – – – – Biological assets – – – – Intangible assets 542 – – 542 Other non-current assets – – – –

Total non current assets 1 786 784 – (1 955) 1 786 784 TOTAL ASSETS 2 005 328 – 10 193 2 005 328

LIABILITIESCurrent liabilities

Bank ov erdraft – – – – Borrow ing 3 752 – – 3 752 Consumer deposits 7 212 – 308 7 212 Trade and other pay ables 51 525 – 9 227 51 525 Prov isions 5 830 – (1 615) 5 830

Total current liabilities 68 319 – 7 920 68 319

Non current liabilitiesBorrow ing 137 883 – (3 496) 137 883 Prov isions 36 922 – – 36 922

Total non current liabilities 174 806 – (3 496) 174 806 TOTAL LIABILITIES 243 125 – 4 424 243 125

NET ASSETS 1 762 203 – 5 770 1 762 203

COMMUNITY WEALTH/EQUITYAccumulated Surplus/(Deficit) 1 660 078 – 5 770 1 660 078 Reserv es 102 125 – – 102 125

TOTAL COMMUNITY WEALTH/EQUITY 1 762 203 – 5 770 1 762 203

Description

WC015 Swartland - Table C6 Monthly Budget Statement - Financial Position - M06 December


4.7 Monthly Budget Statement - Cash Flow

As cash flow budgeting is a fairly new concept within the municipal space, it is evident with all the major variances that the initial budget projections are not in line with what is actually realising. At a workshop in Hermanus in October 2012, Carl Stroud of National Treasury took municipal representatives through a methodology based on realistic yet conservative assumptions in order to draw up an acceptable cash flow budget over the MTREF. Swartland Municipality has done a dry run using this methodology and intend to implement it with the next budget process.


Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %CASH FLOW FROM OPERATING ACTIVITIESReceipts

Ratepay ers and other 337 811 – 48 658 273 022 182 207 90 816 50% 182 207 Gov ernment - operating 53 629 – 11 135 51 527 36 995 14 533 39% 36 995 Gov ernment - capital 42 868 – 7 000 9 000 42 868 (33 868) -79% 42 868 Interest 10 820 – 45 297 1 598 (1 301) -81% 1 598 Div idends – – – – – – –

PaymentsSuppliers and employ ees 354 418 – 53 180 486 533 171 522 (315 011) -184% 171 522 Finance charges 15 096 – 4 7 703 7 581 (122) -2% 7 581 Transfers and Grants 2 083 – 217 955 743 (212) -28% 743

NET CASH FROM/(USED) OPERATING ACTIVITIES 73 530 – 13 437 (161 344) 83 822 385 524 460% 83 822

CASH FLOWS FROM INVESTING ACTIVITIESReceipts

Proceeds on disposal of PPE 200 – – 591 200 391 195% 200 Decrease (Increase) in non-current debtors – – – – 12 (12) -100% 12 Decrease (increase) other non-current receiv ables 24 – – – – – – Decrease (increase) in non-current inv estments – – – – – – –

PaymentsCapital assets 83 480 – 4 117 33 789 24 047 (9 742) -41% 24 047

NET CASH FROM/(USED) INVESTING ACTIVITIES (83 256) – (4 117) (33 198) (23 835) 9 363 -39% (23 835)

CASH FLOWS FROM FINANCING ACTIVITIESReceipts

Short term loans – – – – – – – Borrow ing long term/refinancing – – – – – – – Increase (decrease) in consumer deposits 472 – 83 505 – 505 #DIV/0! –

PaymentsRepay ment of borrow ing 5 301 – 9 3 483 2 650 (832) -31% 2 650

NET CASH FROM/(USED) FINANCING ACTIVITIES (4 829) – 74 (2 977) (2 650) 327 -12% (2 650)

NET INCREASE/ (DECREASE) IN CASH HELD (14 555) – 9 394 (197 520) 57 336 57 336 Cash/cash equiv alents at beginning: 171 172 – 210 113 171 172 210 113 Cash/cash equiv alents at month/y ear end: 156 617 – 12 593 228 508 267 449

Description

WC015 Swartland - Table C7 Monthly Budget Statement - Cash Flow - M06 December


PART 2: SUPPORTING DOCUMENTATION

1 DEBTORS' ANALYSIS

After doing a comparison of outstanding debt, debt 90 days and older increased to R16.9 million when compared to November’s report which amounted to R12.3 million. There was an increase of roughly R770 185 in outstanding debt for 150 days and older.

Total outstanding debt has increased from R40.9 million in December 2012 to R45.6 million in December 2013, which is an increase of R4.6 million.

Swartland is currently not writing off bad debts and is trying every means possible to collect the outstanding debts.

Description

R thousands

NT Code

0-30 Days 31-60 Days 61-90 Days 91-120 Days 121-150 Dys 151-180 Dys 181 Dys-1 Yr Over 1Yr TotalTotal over 90 days

Actual Bad Debts Written Off against Debtors

Impairment - Bad Debts i.t.o Council Policy

Debtors Age Analysis By Income SourceTrade and Other Receiv ables from Ex change Transactions - Water 1200 3 234 670 141 318 88 137 53 1 518 6 157 2 113 – – Trade and Other Receiv ables from Ex change Transactions - Electricity 1300 10 998 1 626 60 340 22 73 14 559 13 692 1 008 – – Receiv ables from Non-ex change Transactions - Property Rates 1400 4 830 760 150 1 723 32 477 42 2 595 10 609 4 869 – – Receiv ables from Ex change Transactions - Waste Water Management 1500 2 009 520 84 2 207 25 202 27 2 358 7 431 4 819 – – Receiv ables from Ex change Transactions - Waste Management 1600 1 744 507 150 569 95 165 68 1 950 5 247 2 847 – – Receiv ables from Ex change Transactions - Property Rental Debtors 1700 29 15 2 2 2 2 1 68 121 75 – – Interest on Arrear Debtor Accounts 1810 – – – – – – – – – – – – Recov erable unauthorised, irregular, fruitless and w asteful ex penditure 1820 – – – – – – – – – – – – Other 1900 1 003 101 66 50 47 59 28 1 017 2 371 1 201 – –

Total By Income Source 2000 23 847 4 198 653 5 207 311 1 113 234 10 066 45 630 16 931 – – 2012/13 - totals only – – Debtors Age Analysis By Customer Group

Organs of State 2200 570 47 12 50 0 5 0 26 711 82 – – Commercial 2300 8 991 849 55 95 17 56 10 353 10 424 530 – – Households 2400 13 296 3 113 540 4 570 287 830 207 8 994 31 837 14 888 – – Other 2500 990 189 47 493 7 222 17 693 2 658 1 432 – –

Total By Customer Group 2600 23 847 4 198 653 5 207 311 1 113 234 10 066 45 630 16 931 – –

WC015 Swartland - Supporting Table SC3 Monthly Budget Statement - aged debtors - M06 DecemberBudget Year 2013/14


2 CREDITORS' ANALYSIS

3 INVESTMENT PORTFOLIO ANALYSIS

Budget Year 2013/14

R thousandsCreditors Age Analysis By Customer Type

Bulk Electricity 0100 – – – – – – – – – – Bulk Water 0200 – – – – – – – – – – PAYE deductions 0300 – – – – – – – – – – VAT (output less input) 0400 – – – – – – – – – – Pensions / Retirement deductions 0500 – – – – – – – – – – Loan repay ments 0600 – – – – – – – – – – Trade Creditors 0700 596 11 6 3 – – – – 616 50 Auditor General 0800 – – – – – – – – – – Other 0900 – – – – – – – – – –

Total By Customer Type 1000 596 11 6 3 – – – – 616 50

121 - 150 Days

151 - 180 Days

Description NT Code

0 - 30 Days

31 - 60 Days

Prior y ear totals for chart (same period)

WC015 Swartland - Supporting Table SC4 Monthly Budget Statement - aged creditors - M06 December

181 Days -1 Year

Over 1Year

Total61 - 90 Days

91 - 120 Days

Investments by maturityName of institution & investment ID

Period of Investment

R thousands Yrs/MonthsMunicipalityABSA 361 Day s Fix ed Deposit 28 June 2014 6.0% 90 000 – 90 000 ABSA Call Account 5.0% 31 972 (7 318) 24 654 Nedbank 177 Day s Fix ed Deposit 26 December 2013 5.3% 90 000 – 90 000

Municipality sub-total – 211 972 (7 318) 204 654

EntitiesN/A

TOTAL INVESTMENTS AND INTEREST – 211 972 (7 318) 204 654

WC015 Swartland - Supporting Table SC5 Monthly Budget Statement - investment portfolio - M06 DecemberType of

InvestmentExpiry date of

investmentMarket

value at end of the month

Accrued interest for the month

Yield for the month 1

(%)

Market value at

beginning of the month

Change in market value


4 ALLOCATION AND GRANT RECEIPTS AND EXPENDITURE


Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %RECEIPTS:

Operating Transfers and Grants

National Government: 35 696 – – 27 269 27 269 – 35 696 Local Gov ernment Equitable Share 32 506 – – 24 379 24 379 – 32 506 Municipal Sy stems Improv ement 890 – – 890 890 – 890 Finance Management 1 300 – – 1 300 1 300 – 1 300 EPWP Incentiv e 1 000 – – 700 700 – 1 000

Provincial Government: 15 683 – – 4 403 4 403 – 15 683 Community Dev elopment: Workers 28 – – – – – 28 Housing 10 500 – – 955 955 – 10 500 Libraries 4 759 – – 3 448 3 448 – 4 759 Proclaimed Roads Subsidy 178 – – – – – 178 Ilinge Lethu Centre 218 – – – – – 218

District Municipality: – – – – – – – [insert description] – – – –

Other grant providers: – – – – – – – [insert description] – – – –

Total Operating Transfers and Grants 51 379 – – 31 672 31 672 – 51 379

Capital Transfers and Grants

National Government: 22 395 – – 11 422 11 422 – 22 395 Municipal Infrastructure Grant (MIG) 17 395 – – 9 000 9 000 – 17 395 Energy Efficiency and Demand Side Management Grant 5 000 – – 2 422 2 422 – 5 000

Provincial Government: 30 208 – 13 812 17 449 17 449 – 30 208 Human Settlements 29 345 – 13 812 17 449 17 449 – 29 345 Libraries 355 – – – – – 355 Pedestrian Pathways: Darling (Phase 2) 508 – – – – – 508


Other grant providers: 850 – – 62 62 – 850 Lotto 850 – – 62 62 – 850

Total Capital Transfers and Grants 53 453 – 13 812 28 932 28 932 – 53 453

TOTAL RECEIPTS OF TRANSFERS & GRANTS 104 832 – 13 812 60 605 60 605 – 104 832

Description

WC015 Swartland - Supporting Table SC6 Monthly Budget Statement - transfers and grant receipts - M06 December



Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %EXPENDITURE

Operating expenditure of Transfers and GrantsNational Government: 35 696 – 2 337 14 336 8 275 6 062 73.3% 35 696

Local Gov ernment Equitable Share 32 506 – 2 014 12 202 6 661 5 541 83.2% 32 506 Municipal Sy stems Improv ement 890 – 30 340 445 (105) -23.7% 890 Finance Management 1 300 – 69 537 669 (132) -19.8% 1 300 EPWP Incentiv e 1 000 – 224 1 258 500 758 151.7% 1 000

Provincial Government: 15 683 – 423 2 534 8 058 (5 524) -68.6% 15 683 Community Dev elopment: Workers 28 – 3 24 14 10 69.8% 28 Housing 10 500 – – – 5 250 (5 250) -100.0% 10 500 Libraries 4 759 – 373 2 194 2 194 – 4 759 Proclaimed Roads Subsidy 178 – – – 89 (89) -100.0% 178 Ilinge Lethu Centre 218 – 48 316 511 (195) -38.1% 218


Other grant providers: – – – – – – – [insert description] – – – –

Total operating expenditure of Transfers and Grants: 51 379 – 2 760 16 871 16 333 538 3.3% 51 379

Capital expenditure of Transfers and GrantsNational Government: 22 395 – 3 604 5 267 3 500 1 767 50.5% 22 395

Municipal Infrastructure Grant (MIG) 17 395 – 3 604 5 143 2 000 3 143 157.1% 17 395 Energy Efficiency and Demand Side Management Grant 5 000 – – 124 1 500 (1 376) -91.7% 5 000

Provincial Government: 30 208 – 3 203 8 658 8 403 255 3.0% 30 208 Human Settlements 29 345 – 3 203 8 613 7 880 733 9.3% 29 345 Libraries 355 – – 5 165 355 Pedestrian Pathw ay s: Darling (Phase 2) 508 – – 40 358 (318) -88.9% 508

District Municipality: – – – – – – – – –

Other grant providers: 850 – 62 62 850 (788) -92.7% 850 Lotto 850 – 62 62 850 (788) -92.7% 850

Total capital expenditure of Transfers and Grants 53 453 – 6 868 13 986 12 753 1 234 9.7% 53 453

TOTAL EXPENDITURE OF TRANSFERS AND GRANTS 104 832 – 9 629 30 857 29 086 1 771 6.1% 104 832

Description

WC015 Swartland - Supporting Table SC7(1) Monthly Budget Statement - transfers and grant expenditure - M06 December


5 COUNCILLOR ALLOWANCES AND EMPLOYEE BENEFITS

6 MATERIAL VARIANCES TO THE SERVICE DELIVERY AND BUDGET IMPLEMENTATION PLAN The document under Section 7 below contains notes where material deviations from the approved annual budget were experienced with reasons why it occurred. The notes also indicate the actions that were or will be taken to rectify the situation.


Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %B C D

Councillors (Political Office Bearers plus Other)Basic Salaries and Wages 4 622 – 358 1 775 1 775 – 4 622 Pension and UIF Contributions 789 – 54 266 266 – 789 Medical Aid Contributions 198 – 18 89 89 – 198 Motor Vehicle Allow ance 1 641 – 128 633 633 – 1 641 Cellphone Allow ance 337 – 28 140 140 – 337 Housing Allow ances – – – – – – – Other benefits and allow ances – – – – – – –

Sub Total - Councillors 7 588 – 585 2 904 2 904 – 7 588

Senior Managers of the MunicipalityBasic Salaries and Wages 4 501 – 389 1 945 1 945 – 4 501 Pension and UIF Contributions 1 022 – 76 385 385 – 1 022 Medical Aid Contributions 268 – 22 109 109 – 268 Ov ertime – – – – – – – Performance Bonus – – – – – – – Motor Vehicle Allow ance 1 007 – 91 451 451 – 1 007 Cellphone Allow ance – – – – – – – Housing Allow ances – – – – – – – Other benefits and allow ances 374 – 151 361 361 – 374 Pay ments in lieu of leav e – – – – – – – Long serv ice aw ards 101 – – – – – 101 Post-retirement benefit obligations – – – – – – –

Sub Total - Senior Managers of Municipality 7 273 – 728 3 251 3 251 – 7 273

Summary of Employee and Councillor remuneration

WC015 Swartland - Supporting Table SC8 Monthly Budget Statement - councillor and staff benefits - M06 December


7 CAPITAL PROGRAMME PERFORMANCE

The following document reflects:

(a) Projected expenditure per project per month

(b) Actual expenditure per project per month

(c) Notes where necessary regarding progress, problems, reasons and/or explanations

2013/4 - [SDBIP] PROJECT SCHEDULES

SWARTLAND MUNICIPALITY

STRATEGIC MANAGEMENT SYSTEM

20 January 2014

Planned Activity

Actual MilestonePlanned Milestone

Actual Milestone on Planned Milestone

Actual Activity

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Office of the Municipal Manager

Office of the Municipal Manager General

pj-09-0021ab - Equipment Municipal Manager Municipal areaProject: Location:

Vote Nos: 108056701360

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Equipment/appliance - purch N/A

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %1 5001 500 500CapitalProjected Cash Flow 2 000 547 27.4%-47 -3.1%1 4531 453CapitalExpenditure to date

Integrated Development Planning

pj-10-0150 - MSIG: Changes and extensions to the Strategic Management System Municipal areaProject: Location:

Vote Nos: 114252000960

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Implementation N/A

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %20 00020 000 30 000 33 000OperatingProjected Cash Flow 80 000 44 880 56.1%15 120 75.6%35 12035 120OperatingExpenditure to date

pj-10-0151 - MSIG: Contract appointment of an IDP Practitioner in the Office of the Municipal Manager Municipal areaProject: Location:

Vote Nos: 114252001989

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Monthly salary N/A

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %58 1508 800 8 800 8 800 8 800 11 475 11 475 11 475 11 475 11 475 11 475 11 475 11 475OperatingProjected Cash Flow 136 000 70 947 52.2%6 903 11.9%65 0536 258 11 639 12 631 8 958 12 784 12 784OperatingExpenditure to date

pj-11-0109 - MSIG: Development and revision of the municipal IDP Municipal areaProject: Location:

Vote Nos: 114252001555


Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %10 00010 000 5 000OperatingProjected Cash Flow 19 042 12 126 63.7%-3 084 -30.8%

6 916658 6 258 1 750OperatingExpenditure to date

20 January 2014 Page 1 of 252013/4 - [SDBIP] PROJECT SCHEDULES

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Community Participation

pj-13-0101 - MSIG: Public Participation: Survey Municipal areaProject: Location:

Vote Nos: 114252002693

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Purchase of software N/A

Dec 13: Uitgawe van Professor Schutte word teen hierdie projek vereffen.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

190 000190 000OperatingProjected Cash Flow 243 838 228 849 93.9%-175 011 -92.1%14 9894 281 10 709OperatingExpenditure to date


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Civil Engineering Services

Civil Engineering Services General

pj-09-0021ac - Equipment Civil Services Municipal areaProject: Location:

Vote Nos: 528056701390

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Purchase Equipment N/A

Des 13: Besig met aankope, lys op aanvraag beskikbaar.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

40 00010 000 20 000 10 000 10 000 20 000 20 000 19 009CapitalProjected Cash Flow 109 009 79 788 73.2%-10 780 -26.9%29 22119 805 700 821 7 895CapitalExpenditure to date

pj-13-0096 - Ward Committees Municipal areaProject: Location:

Vote Nos: 108081901380

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Construction / Implementatio N/A

The funds have been allocated for capital projects in the different wards. See action plan for detail.Okt 13: Besig om kwotsies aan te vra vir die speeltoerusting en en ander items.Nov 13: Besig om kwotasies aan te vra, bestellings word Jan 2014 geplaas.Des 13: Besig om kwotasies aan te vra, bestellings word Jan 2014 geplaas.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %800 000CapitalProjected Cash Flow 1 100 000 1 100 000 100.0%0%

Parks and Amenities

pj-11-0058 - Equipment Parks: Global amount Municipal areaProject: Location:

Vote Nos: 528056701520

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Purchase Equipment N/A

Nov 13: Besig met aankope van toerusting, lys op aanvraag beskikbaar.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

10 00010 000 10 000 20 000 20 000 15 000CapitalProjected Cash Flow 75 000 4 411 5.9%60 589 605.9%70 58953 720 5 460 613 10 796 2 182CapitalExpenditure to date


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Roads

pj-09-0004 - Roads Swartland: Resealing of roads Municipal areaProject: Location:

Vote Nos: 702008401540

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Construction AfgehandelN/A

Jul 13: Besig met beplanningAug 13: Lys van strate wat herseel word goedgekeur deur UBK 11 Sept 2013.Sep 13: Projek geskeduleer vir 21 Okt 2013.Okt 13: Besig met implementering, begin op Koringberg en Moorreesburg.Des 13: Projekte soos geidentifiseer is afgehandel, maar die balans sal op die mees kritiese paaie spandeer word.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %4 000 0002 000 000 2 000 000 2 000 000 1 000 000CapitalProjected Cash Flow 7 000 000 770 658 11.0%2 229 342 55.7%6 229 3426 229 342CapitalExpenditure to date

pj-11-0060 - Equipment Streets and Storm Water: Global amount Municipal areaProject: Location:

Vote Nos: 708056701620

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Equipmen purchasing N/A

Des 13: Besig met aankope van toerusting, lys op aanvraag beskikbaar.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

40 00020 000 20 000 20 000 20 000 20 000 32 848CapitalProjected Cash Flow 132 848 50 304 37.9%42 544 106.4%82 54420 004 24 865 27 233 10 442CapitalExpenditure to date

pj-13-0028 - Vehicles Roads: Replace CK28966 (Concrete mixer) Municipal areaProject: Location:

Vote Nos: 708058801530

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process AfgehandelN/A1 2 Delivery/collection N/A

Aug 13: Bestelling geplaas, wag vir aflewering.Sep 13: Nuwe menger ontvang. Besparing van R30 307. Verwys na aansuiweringsbegroting.Okt 13: Afgehandel

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %30 000CapitalProjected Cash Flow 30 000 3 953 13.2%26 047 ??%

26 04726 047CapitalExpenditure to date


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pj-13-0098 - Pedestrian Pathways: Darling (Phase2) DarlingProject: Location:

Vote Nos: 702008401550

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process N/A1 2 Construction N/A

Jul 13: Besig met ontwerp.Aug 13: Verduidelik projek op terrein aan raadslede Cleophas en Rangasamy (6 Sep 2013)Sep 13: Projek uit op tender op 20 Sep 2013.Okt 13: Tenders gesluit op 11 Okt, besig met evaluering.Des 13: Tender toegeken op 04 Des 13. Konstruksie begin Jan 2014. Uitgawe van R39 680 was konsultantfooie.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %358 00050 000 8 000 50 000 100 000 100 000 50 000 50 000 50 000 50 000CapitalProjected Cash Flow 508 000 468 320 92.2%-318 320 -88.9%


Sewerage

pj-09-0001 - Sewerage: WWTW Malmesbury MalmesburyProject: Location:

Vote Nos: 642012601410 [CRRF]

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Payment of Retention N/A

Des 13: R 565 393 = RetensiebetalingS/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

4 984 750CapitalProjected Cash Flow 4 984 750 4 984 750 100.0%0%

pj-09-0003 - Telemetry: New installations Municipal areaProject: Location:

Vote Nos: 648012601490

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Purchase and Installation N/A

Des 13: Besig met beplanningS/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

20 00020 000 20 000 20 000 11 500CapitalProjected Cash Flow 42 900 42 900 100.0%-20 000 -100.0%

pj-10-0114 - Equipment Sewerage Municipal areaProject: Location:

Vote Nos: 648012601510


Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %10 000 10 000 8 000CapitalProjected Cash Flow 28 200 16 568 58.8%11 632 ??%

11 6323 038 2 393 6 201CapitalExpenditure to date


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pj-10-0157 - Sewerage: Upgrading of WWTW - Riebeek Kasteel and Riebeek West Various locationsProject: Location:

Vote Nos: 642012602190 [Donation]; 642012601440 [CRRF (R6 075 830)]; 642012601430 [CRRF (R3 713 905)]; 642012601420 [MIG]

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process N/A1 2 Construction / Implementatio N/A

Jul 13: Tenders het gesluit vir Siviel. Projek vertraag weens begrotingstekort, maar 'n poging word aangewend om die tekort te kry. Op 15 Julie 2013 was R3.5m deur PPC bekom plus 'n bykomende R1.5m in PPC se nuwe finansiële jaar (1 Oktober 2013) vir rioolaansuiweringswerke in Riebeek Kasteel. 'n Versoek is aan Departement Menslike Hulpbronne asook DWA gerig om albei R5m by te dra. Die tekort op hierdie oomblik beloop R11.5mAug 2013: Tender vir siviele werk toegeken 03 Sep 2013. Besig met evaluering van meganiese en elektriese tender. PPC bevestig skriftelik dat R5 miljoen oor drie finansiele jare uitbetaal sal word.Sep 13: Tender vir elektriese en meganiese werk word Okt 2013 toegeken.Okt 13: Tender vir elektriese en meganiese werk op 01 Okt 2013 toegeken, siviele konstruksie het begin op 07 Okt 2013.28 Okt 13: Interaksie met DHS om vir 'n addisionele R8.3 m aansoek te doen en die verwagting is dat dit tydens die DORA in Feb 2014 aangekondig sal word.Des 13: Konstruksievordering 5%.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %9 384 7352 784 735 3 300 000 3 300 000 3 300 000 3 300 000 3 300 000 3 300 000 3 300 000 3 300 000CapitalProjected Cash Flow 29 184 735 23 986 856 82.2%-4 186 856 -44.6%5 197 87932 566 1 556 637 3 608 676CapitalExpenditure to date

pj-13-0005 - Vehicles Sewerage: Replace CK29300 (Replace Tractor with Front-end loader) Municipal areaProject: Location:

Vote Nos: 648058801400

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process AfgehandelN/A1 2 Delivery/collection N/A

Jul 13: Besig om tenders aan te vra.Aug 13: Tenders aangevra, besig met evalueringSep 13: Tender toegeken op 12 Sep 2013. Besparing van R75000 (BTW uitgesluit). Verwys na aansuiweringsbegroting. Aflewering op Okt 2013.Okt 2013: Wag nog vir aflewering, verwagte datum is 04 nov 2013.Des 2013: Afegelewer die week van 04 Nov 2013.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %525 000CapitalProjected Cash Flow 525 000 0%525 000 ??%


pj-13-0008 - Sewerage: WWTW Moorreesburg MoorreesburgProject: Location:

Vote Nos: 642012601450

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Planning and Design N/A

Sep 13: Prosesingenieur aangestel vir ontleding van kapasiteit en voorstel vir opgradering.Des 13: Besig met ondersoek.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %125 000125 000 125 000CapitalProjected Cash Flow 250 000 250 000 100.0%-125 000 -100.0%


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Sports Fields

pj-09-0069 - Sport: Rosenhof - Fencing MoorreesburgProject: Location:

Vote Nos: 522031501560

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process N/A1 2 Construction N/A

Sep 13: Tenderdokument voltooi. Gaan uit op tender Okt 2013.Okt 13: Tenders aangevra. Sluit 31 Okt 2013.Des 13: Informele tender toegeken (tenderprys R47 895). Konstruksie begin Jan 2014.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %20 000 20 000 10 000CapitalProjected Cash Flow 50 000 50 000 100.0%0%

pj-11-0123 - Sport: Riebeek Wes Sports grounds (Lotto) Riebeek-WesProject: Location:

Vote Nos: 528031501570

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Planning and design N/A1 2 Construction N/A

Jul 13: Besig met beplanning.Aug 13: Besig met beplanning.Sep 13: Besig met tenderdokumentasie en indien van bouplanne.Okt 13: Tender sluit op 25 Okt 2013.Des 13: Tender toegeken op 04 Des 2013 (tenderprys R775 724). Konstruksie begin Jan 2014.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %850 000100 000 250 000 300 000 200 000 105 000CapitalProjected Cash Flow 955 000 893 362 93.5%-788 362 -92.7%


Storm Water

pj-09-0009 - Storm water: Upgrading of old networks (Swartland) Municipal areaProject: Location:

Vote Nos: 702008401580


Jul 13: Konstruksie 20% voltooi.Aug 13: Konstruksie 40% voltooi.Sep 13: Projek 60% voltooi. Hoofsaaklik in Alfastraat.Okt 13: Projek 80% voltooi.Des 13: Projek voltooi.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %650 000100 000 200 000 250 000 100 000CapitalProjected Cash Flow 650 000 125 072 19.2%-125 072 -19.2%524 92899 950 300 708 124 270CapitalExpenditure to date


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Water

pj-10-0040 - Water network: Kalbaskraal Riebeek-WesProject: Location:

Vote Nos: 762018901630


Aug 13: Projek 80% voltooi (spoorkruising en netwerk)Sep 13: Projek voltooi. Grondeienaars in kennis gestel dat huisaansluitings gedoen kan word volgens die normale prosedure.Okt 2013: Afgehandel, laaste betaling moet nog gedoen word.Des 2013: Afgehandel

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %400 000100 000 200 000 100 000CapitalProjected Cash Flow 400 000 157 444 39.4%-157 444 -39.4%242 556233 065 9 491CapitalExpenditure to date

pj-11-0062 - Equipment Water: Global amount Municipal areaProject: Location:

Vote Nos: 768056701690

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Purchase equipment N/A

Des 13: Besig met aankope van toerusting, lys beskikbaar op aanvraag.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

20 0005 000 10 000 5 000 5 000 10 000 13 200 10 000CapitalProjected Cash Flow 58 200 22 806 39.2%15 394 77.0%35 3943 862 21 362 10 170CapitalExpenditure to date

pj-12-0013 - Water: Upgrading/Replacement water reticulation network in following streets: Lowry Cole Abbatoir; Karee / Silwerboom; Alfa; Dennehof (R/W); Hoof (RK)

Municipal areaProject: Location:

Vote Nos: 762018901650

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Construction N/A

Jul 13: Hierdie is fase 2 van 'n projek wat verlede jaar begin is. Konstruksie 15% voltooiAug 13: Konstruksie 25% voltooiSep 13: Projek 67% voltooi.Okt 13: Projek 95% voltooi.Des 13: Projek 98% voltooi.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %2 100 000400 000 400 000 400 000 400 000 400 000 100 000CapitalProjected Cash Flow 2 100 000 1 150 579 54.8%-1 150 579 -54.8%

949 421495 807 140 666 37 780 275 168CapitalExpenditure to date


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pj-12-0022 - Water: Secondary Chlorination Municipal areaProject: Location:

Vote Nos: 762018901640

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Planning and Design N/A1 2 Procurement process N/A1 3 Construction N/A

Jul 13: Besig met beplanning.Aug 13: Besig met beplanning.Sep 13: Spesifikasies en hoeveelheidslyste afgehandel. Gaan uit op tender in Okt 2013.Okt 13: Besig om elektriese aansluiting finaliseer. Tenders word eers in Nov 2013 aangevra.Des 13: Projek herskeduleer as gevolg van gewysigde spesifikasies en hoeveelheidslys.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %100 000100 000 100 000 50 000CapitalProjected Cash Flow 250 000 248 760 99.5%-98 760 -98.8%


Cleaning Services

pj-09-0027 - Refuse bins, traps, skips Municipal areaProject: Location:

Vote Nos: 648054601720

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Purchase N/A

Nov 13: Kwotasies gevraDes 13: Bestelling geplaas. Aflewering tweede helfte van Jan 2014

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %22 440CapitalProjected Cash Flow 22 440 22 440 100.0%0%

pj-11-0059 - Equipment Refuse Removal: Global amount Municipal areaProject: Location:

Vote Nos: 648054601730


Sep 13: Aankope volgens ooreengekome lys.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

30 90020 000 10 900CapitalProjected Cash Flow 30 900 17 255 55.8%-17 255 -55.8%13 64513 645CapitalExpenditure to date

pj-11-0077 - Vehicles Refuse: Replace CK38964 (Truck) Municipal areaProject: Location:

Vote Nos: 648058801700

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process Projek uitgestel tot 2014/15N/A1 2 Delivery/collection Sien projek 12-0026N/A

Aug 13: Aankoop van vragmotor uitgeskuif na 2014/2015 vir finansiering van herwinningsaanleg en Riebeek Rioolwerke. Sien projek 12-0026 en 10-0157.S/Notes:


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pj-12-0026 - Refuse: Upgrading Recycling Plant Municipal areaProject: Location:

Vote Nos: 641004201710

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Tender process N/A1 2 Appoint contractor N/A1 3 Construction N/A

Jul 13: Tenders gesluit, besig met evaluering.Aug 13: Kontrakteur aangestel op 25 Julie 2013, tekort van R924 170 word gefinansier deur die nie-vervanging van CK 38964 (sien projek 11-0077). Herprioritisering van projekte word Jan 2013 met aansuiweringsbegroting reggestel.Sep 13: Projek 25% voltooi. Voltooiingsdatum geskeduleer vir Jan 2014.Okt 13: Projek 55% voltooi.Nov 13: Projek 70% voltooi.Des 13: Projek 80% voltooi. Voltooiingsdatum aangeskuif na middel Feb 2014.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %550 00050 000 500 000 500 000 950 000 500 000 924 171CapitalProjected Cash Flow 3 424 171 1 202 520 35.1%1 671 651 303.9%



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Corporate Services

Corporate Services General

pj-09-0021ad - Equipment Corporate Municipal areaProject: Location:

Vote Nos: 108056702040Notes: 2010/11 fin year: Subdivided - see projects 10-0141, 10-0142 and 10-0143


Des 13: R7 527.11 committed op Promun. Balans is R4 555.91S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

20 000 5 000CapitalProjected Cash Flow 25 000 12 083 48.3%12 917 ??%12 917410 1 691 2 794 8 022CapitalExpenditure to date

pj-12-0038 - MSIG: Upgrading of electronic document management system: Collaborator Municipal areaProject: Location:

Vote Nos: 114252003587


Sep 13: Initial quotation and scoping for Property Contracts administration system in the process of being scaled down to provide for Sale of Land and Lease Agreements only. Order to be placed when amended quotation is obtained from Business Engineering.Okt 13: Kwotasie word tans deur IT oorweegDes 13: R74323.20 committed op Promun

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %30 000 45 000OperatingProjected Cash Flow 74 000 74 000 100.0%0%

pj-13-0100 - MSIG: Revision of financial and other by-laws Municipal areaProject: Location:

Vote Nos: 114252002886


Sep 13: Projek op skedule. Eerste konsepverordeninge word in Nov aan die Raad voorgelê.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

100 000OperatingProjected Cash Flow 100 000 7 022 7.0%92 978 ??%92 97835 978 57 000OperatingExpenditure to date


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Administration: Properties and Contracts

pj-09-0024 - Halls and buildings: Sundry equipment Swartland Halls Municipal areaProject: Location:

Vote Nos: 108056702050


Sep 13: Daar word beplan om nuwe industriële stoof vir Wesbank Gemeenskapsaal te koop.Okt 13: SCM proses aan die gang vir aankoop van twee stowe (Wesbank en Darling)

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %30 000 18 000CapitalProjected Cash Flow 48 000 48 000 100.0%0%

Communication and Public Relations

pj-09-0166 - Libraries: Chatsworth Toilet and fencing ChatsworthProject: Location:

Vote Nos: 101004201990

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Obtain approval from DOH See notesN/A1 2 Adjust layout plans as per De N/A1 3 Redraft building plans N/A1 4 Tender process N/A1 5 Site meeting N/A1 6 Evaluation of tenders and ap N/A1 7 Construction N/A

Aug 13: Application to erect toilets was not approved by Dept of Public Works. Intervention being investigated.Sep 13: Meeting held with DOH. Approval denied again. MM undertook to take up the matter with HOD's of DOH and DCAS. If approval cannot be obtained, funds will be reallocated for book detection systemsOkt 13: Wag vir goedkeuring van DOW (weens tydsverlies mag projek na 2014/2015 aangeskuif word)Des 13: Projek is met aansuiweringsbegroting aangeskuif na volgende fin jaar.

S/Notes:

pj-13-0057 - Equipment Libraries Municipal areaProject: Location:

Vote Nos: 108056702010 [DCAS]


Okt 13: Kwotasies word tans ingewin vir addisionele boekrakke by Riebeek-Wes biblioteekDes 13: R3796.20 committed op Promun.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %40 000 10 000CapitalProjected Cash Flow 50 000 44 623 89.2%5 377 ??%

5 3771 623 3 754CapitalExpenditure to date


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pj-13-0058 - Equipment Libraries: Replace air conditioners Municipal areaProject: Location:

Vote Nos: 108052502020 [DCAS]

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Electricity Dept to provide sp N/A1 2 Procurement process N/A1 3 Installation N/A

Sep 13: Three airconditioners to be installed at Darling North, Westbank and Riebeek West Libraries.Des 13: R45 141.53 committed op Promun

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %50 00050 000CapitalProjected Cash Flow 50 000 50 000 100.0%-50 000 -100.0%

pj-13-0097 - Libraries: Book recovery system (Malmesbury Library) MalmesburyProject: Location:

Vote Nos: 108081902030


Aug 13: Waiting for quotationSep 13: Supply Chain busy with procurement process.Okt 13: Kwotasies hoër as verwag. Versoek vir addisionele fondse na aansuiweringsbegroting.Des 13: Bedrag aangesuiwer van R115 000 tot R255 000 (Chatsworth toiletgeriewe). Eerste bestelling in Jan 2014 (Malmesbury Bib) geplaas te word.

S/Notes:



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Development Services

Development Services General

pj-11-0097 - Equipment Development Services Municipal areaProject: Location:

Vote Nos: 348056701750


Des 13: Geen finaliteit oor die aankoop van tablette. Aankope van ander items is in proses om te realiseerS/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

40 00040 000 45 000 41 390CapitalProjected Cash Flow 126 390 123 321 97.6%-36 931 -92.3%3 0693 069CapitalExpenditure to date

Community Development

pj-10-0011 - Wesbank Thusong facility WesbankProject: Location:

Vote Nos: 343004201740

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Complete project plan N/A1 2 Tender process N/A1 3 Tenders - award and sign co N/A1 4 Construction / Implementatio N/A

Aug 13: Projek vir beplanning is deur DHS goedgekeur.Okt 13: DHS tans besig om aanstelling van die PRT te finaliseer. Weens die sloer van DHS met aanstelling van PRT blyk dit dat die R3m nie in Mun of DHS se fin jaar spandeer sal word nie. VPUU, indien dit goedgekeur word, sal 'n wesenlike invloed op hierdie projek hê.Des 13: Projek is met aansuiweringsbegroting met jaar aangeskuif

S/Notes:

Housing

pj-13-0010 - Housing Abbotsdale: Services and development costs - Sewerage AbbotsdaleProject: Location:

Vote Nos: 402012601470 [DHS]; 402012601460 [CRRF]


Jul 13: Dienste 65% voltooiAug 13: Dienste 70% voltooi. Die staking van ses weke in die konstruksiebedryf het die projek vertraag en sal voltooiingsdatum aangepas moet word.Okt 13: Dienste 90% voltooi. Sal by einde Nov voltooi wees.Des 13: Dienste 98% voltooi.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %3 390 965500 000 500 000 500 000 500 000 1 000 000 390 965CapitalProjected Cash Flow 1 817 183 304 458 16.8%-1 878 240 -55.4%1 512 7251 072 490 148 955 291 281CapitalExpenditure to date


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pj-13-0037 - Housing Abbotsdale: Services and development costs - Storm water AbbotsdaleProject: Location:

Vote Nos: 402008401600 [DHS]; 402008401590 [CRRF]



S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %8 906 9002 000 000 2 000 000 2 000 000 2 000 000 906 900CapitalProjected Cash Flow 8 906 900 2 272 022 25.5%-2 272 022 -25.5%6 634 8783 044 319 646 006 2 944 553CapitalExpenditure to date

pj-13-0046 - Housing Abbotsdale: Services and development costs - Water AbbotsdaleProject: Location:

Vote Nos: 402018901670 [DHS]; 402018901660 [CRRF]



S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %2 543 224250 000 250 000 500 000 500 000 500 000 543 224CapitalProjected Cash Flow 1 108 722 182 517 16.5%-1 617 019 -63.6%

926 205805 277 61 009 59 919CapitalExpenditure to date

pj-13-0065 - Housing Chatsworth: UISP (Upgrading of Informal Settlements Programme) - Sewerage ChatsworthProject: Location:

Vote Nos: 402012601480 [DHS]

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 To be compiled after approva N/A

Aug 13: ASLA/Devco is tans besig met aansoek na DHS. Skedule en cashflow sal na goedkeuring van projek opgestel word. Omgewingsuitklaring is verkry vir eerste 25 erwe.Sep 13: ASLA besig om aansoek voor te berei. Vergadering is met HDA gehou op 11 Okt om die oordrag van die grond te bespreek.Okt 13: ASLA het aansoek DHS ingedien op 8 NovDes 13: Wag op omgewingsgoedkeuring wat volgens projekskedule April 2014 moet gebeur. ASLA sal op die vroegste 1 Mei 2014 op terrein wees. Skrywe is intussen van HAD waar bevestig word dat hulle bereid is om die grond aan die Raad oor te dra sodra die oordrag van die grond tussen die onderskeie partye afgehandel is. Transnet is ook intussen versoek deur HAD om 'n power of attorney aan die Raad te verskaf om die aangewese 18 ha te ontwikkel.

S/Notes:



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pj-13-0073 - Housing Chatsworth: UISP (Upgrading of Informal Settlements Programme) - Streets and Stormwater ChatsworthProject: Location:

Vote Nos: 402008401610 [DHS]


Aug 13: ASLA/Devco is tans besig met aansoek na DHS. Skedule en cashflow sal na goedkeuring van projek opgestel word. Omgewingsgoedkeuring is verkry vir eerste 25 erwe.Sep 13: ASLA besig om aansoek voor te berei. Vergadering is met HDA gehou op 11 Okt om die oordrag van die grond te bespreek.Okt 13: ASLA het aansoek DHS ingedien op 8 NovDes 13: Wag op omgewingsgoedkeuring wat volgens projekskedule April 2014 moet gebeur. Skrywe is intussen van HDA waar bevestig word dat hulle bereid is om die grond aan die Raad oor te dra sodra die oordrag van die grond tussen die onderskeie partye afgehandel is. Transnet is ook intussen versoek deur HDA om 'n power of attorney aan die Raad te verskaf om die aangewese 18 ha te ontwikkel.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %1 950 000CapitalProjected Cash Flow 1 950 000 1 950 000 100.0%0%

pj-13-0081 - Housing Chatsworth: UISP (Upgrading of Informal Settlements Programme) - Water ChatsworthProject: Location:

Vote Nos: 402018901680 [DHS]


Aug 13: ASLA/Devco is tans besig met aansoek na DHS. Skedule en cashflow sal na goedkeuring van projek opgestel word. Omgewingsgoedkeuring is verkry vir eerste 25 erwe.Sep 13: ASLA besig om aansoek voor te berei. Vergadering is met HDA gehou op 11 Okt om die oordrag van die grond te bespreek.Okt 13: ASLA het aansoek DHS ingedien op 8 NovDes 13: Wag op omgewingsgoedkeuring wat volgens projekskedule April 2014 moet gebeur. Skrywe is intussen van HDA waar bevestig word dat hulle bereid is om die grond aan die Raad oor te dra sodra die oordrag van die grond tussen die onderskeie partye afgehandel is. Transnet is ook intussen versoek deur HDA om 'n power of attorney aan die Raad te verskaf om die aangewese 18 ha te ontwikkel.

S/Notes:

pj-13-0102 - Housing Abbotsdale: Professional fees AbbotsdaleProject: Location:

Vote Nos: 402081902151 [DHS]

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Planning and Surveying N/A

Okt 13: Projek 90% voltooi.Des 13: Projek 91% voltooi.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %1 754 000890 000 288 000 288 000 288 000 288 000 138 000 138 000 138 000 138 000 302 419CapitalProjected Cash Flow 2 896 419 1 755 207 60.6%-612 788 -34.9%1 141 212861 556 120 133 159 523 3 130CapitalExpenditure to date

pj-13-0104 - Housing Abbotsdale: Upgrading of sewerage pumpstation AbbotsdaleProject: Location:

Vote Nos: 402081902100


Okt 13: Projek 90% voltooi.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

213 00090 000 123 000 128 000 77 000CapitalProjected Cash Flow 440 000 440 000 100.0%-213 000 -100.0%2014/15 retention = R22 000. R418 000 + R22 000 = R440 000C/Notes:


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pj-13-0105 - Housing Abbotsdale: Reservoir and booster pump station AbbotsdaleProject: Location:

Vote Nos: 402081902110



2 040 9841 656 984 384 000 143 000 376 000CapitalProjected Cash Flow 2 694 741 2 694 741 100.0%-2 040 984 -100.0%2014/15 retention = R134 757. R2 559 984 + R134 757 = R2 694 741C/Notes:

pj-13-0106 - Housing Abbotsdale: External streets and stormwater AbbotsdaleProject: Location:

Vote Nos: 402081902125



1 164 958495 578 105 160 63 580 241 080 259 560 61 880CapitalProjected Cash Flow 1 307 196 1 307 196 100.0%-1 164 958 -100.0%2014/15 retention = R80 358. R1 226 838 + R80 358 = R1 307 196C/Notes:

pj-13-0107 - Housing Abbotsdale: Wall along the N7 AbbotsdaleProject: Location:

Vote Nos: 402081902130



2014/15 retention = R20 400. R387600 + R20 400 = R408 000C/Notes:


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Valuations

pj-09-0094 - Valuation - Supplementary Municipal areaProject: Location:

Vote Nos: 173252003613

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 First supplementary valuation1 1 Provide valuer with informati N/A1 2 Feedback from valuer on val N/A1 3 Advertise valuation roll N/A1 4 Implement valuation roll N/A2 Second supplementary valua2 1 Provide valuer with informati N/A2 2 Feedback from valuer on val N/A2 3 Advertise valuation roll N/A2 4 Implement valuation roll N/A

Des 13: Eerste aanvullende waardasie implementeer.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

200 000200 000 120 000OperatingProjected Cash Flow 320 000 220 550 68.9%-100 550 -50.3%99 45070 077 16 454 12 920OperatingExpenditure to date

Kontantvloei van R200 000 vir Sep 2013 is 'n beraamde bedrag van die voorgenome uitgawe en die werklike bedrag word bepaal deur die aantal items wat aan die waardeerder oorhandig word en wat dan sy rekening opmaak. Tweede aanvullende waardasie mag dalk hierdie besparing absorbeer

C/Notes:


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Electrical Engineering Services

Electrical Engineering Services General

pj-11-0034 - Vehicles Electricity: Replace CK27350 (Nissan Cabstar) Municipal areaProject: Location:

Vote Nos: 828058801760

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process DeliveredN/A1 2 Delivery CompletedN/A

Aug 13: Tender acceptedOct 13: Manufacturing on scheduleDec 13: Delivered and completed

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %750 000750 000CapitalProjected Cash Flow 750 000 2 061 0.3%-2 061 -0.3%747 939747 939CapitalExpenditure to date

pj-11-0096 - Equipment Electricity Municipal areaProject: Location:

Vote Nos: 828056701850

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Equipment/appliance - purch On scheduleN/A

Jul 13: Specifications and tenders being preparedAug 13: Orders places for: Mobile generator for cable fault location equipment, CT type multimeters, Phase rotation meters, earth leakage testers, Arcoustic ground microphone for cable fault detection, cable core cutters, gas blowtorch.Sep 13: Orders placed for arc flash explosion protection suits, mobile weed control sprayer, replacement of air conditioners.Dec 13: Delivery on schedule

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %198 00033 000 33 000 33 000 33 000 33 000 33 000 33 000 33 000 33 000 33 000 20 000CapitalProjected Cash Flow 350 000 128 788 36.8%23 212 11.7%221 21285 950 41 146 76 892 17 225CapitalExpenditure to date

Electricity Operations, Maintenance and Construction

pj-09-0044 - Electricity networks: New infrastructure Municipal areaProject: Location:

Vote Nos: 822014701830 [Yzerftn Replacement of minisub A3 caravan park]; 822014701820 [Darling Replacement of overhead LV networks]; 822014701810 [Mrb Replacement of MV switchgear Sterling, Jakaranda]; 822014701800 [Mby extension of MV switchgear Barocca and Brug substation]; 822014701790 [Replacements of proprietary prepayment meters]; 822014701780 [Extension of SCADA system]

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement and constructio On scheduleN/A

Aug 13: Tenders for SCADA upgrading, switchgear and minisubstations accepted.Oct 13: Barocca substation upgrading completed, delivery of switchgear and minisubstations on schedule.Dec 13: Minisubstations delivered.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %410 00010 000 10 000 110 000 280 000 10 000 1 710 000 470 000 770 000 260 000 370 000CapitalProjected Cash Flow 4 000 000 2 381 834 59.5%1 208 166 294.7%

1 618 16669 165 206 489 67 238 427 335 307 772 540 166 265CapitalExpenditure to date


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pj-10-0010 - CCTV Camera System Yzerfontein YzerfonteinProject: Location:

Vote Nos: 468056701960

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process N/A

Dec 13: Specifications to be submitted by Yzerfontein Residents Society.S/Notes:Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %

30 000 10 000CapitalProjected Cash Flow 40 000 40 000 100.0%0%

pj-10-0032 - Electricity: Supply Klipfontein regional sub/Tosca Municipal areaProject: Location:

Vote Nos: 822014701770

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process Material deliveredN/A1 2 Construction On scheduleN/A

Aug 13: Cables to be ordered by means of annual tenderSep 13: Installation of cable circuit to Barocca substation in process.Oct 13: Cable circuit to Barocca substation completed, excavation for cable circuit to Tosca substation iin process.Dec 13: 13: Cable circuit to Tosca substation 50% completed. Excavations in process

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %600 000200 000 200 000 200 000 200 000 200 000 200 000CapitalProjected Cash Flow 1 200 000 524 136 43.7%75 864 12.6%675 86431 368 7 344 12 240 13 583 270 449 340 880CapitalExpenditure to date

pj-13-0099 - Electricity: Energy efficiency and demand side management Municipal areaProject: Location:

Vote Nos: 828081901840

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process On scheduleN/A1 2 Installation N/A

Jul 13: Consultants appointed to undertake baseline consumption report.Aug 13: Evaluation of street lights and building electrical installations undertaken. Specifications for street light replacement and upgrading of Darling Museum lighting for energy efficiency being compiled.Sep 13: Baseline, Business and Implementation reports submitted. Tenders for street light replacement and Darling Museum building lighting invited.Oct 13: Informal tender for Darling museum lighting awarded for R148 330 Excl VAT. Tender for street light replacement closed.Dec 13: Informal tender for traffic signals awarded for R145 680 Excl VAT. Formal Tenders for replacement op street lights awarded. Delivery of street lights was expected in Nov 2013, but to government procedures the tender was awarded in Dec 2013.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %1 500 0001 500 000 700 000 700 000 700 000 700 000 700 000CapitalProjected Cash Flow 5 000 000 4 876 000 97.5%-1 376 000 -91.7%



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Information Management

pj-11-0100 - IT: MS Software Municipal areaProject: Location:

Vote Nos: 168065101870

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Microsoft software - purchasi N/A

July 2013 - Renewal due 30 September 2013 - Order can only be processed in SeptemberAugust 2013 - Purchase additional MS Terminal Server cal'sSeptember 2013 - Placed renewal order for Windows server en Terminal CAL'sNovember 2013 - With the approval of the new license module, we will refrain from any mayor MS licenses purchase and the funds available will be veriment to the Server vote.December 2013: Purchase additional TS Cals for newly purchased terminals.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %250 000CapitalProjected Cash Flow 250 000 165 774 66.3%84 226 ??%

84 22620 267 63 959CapitalExpenditure to date

pj-11-0103 - IT: Xen Municipal areaProject: Location:

Vote Nos: 168065101880

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Software - purchasing N/A

July 2013 - Order will only be placed in November 2013August 2013 - Order will only be placed in November 2013September 2013 - Order will only be placed in November 2013October 2013 - Order will only be placed in January 2014 to be in line with yearly renewal in Marh 2014.November 2013 - Order will only be placed in January 2014 to be in line with yearly renewal in Marh 2014.December 2013 - Order will only be placed in January 2014 to be in line with yearly renewal in Marh 2014.

S/Notes:


pj-11-0104 - IT: Terminal replacements Municipal areaProject: Location:

Vote Nos: 168065101900

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Equipment - purchasing N/A

July 2014 - Planned purchase in November 2013August 2014 - Planned purchase in November 2013September 2013 - Send specification to supply chain for tender. Moved purchase earlier due to greater need.October 2013: Informal tender placed on website.November 2013: Waiting for delivery.December 2013: Received terminals

S/Notes:



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pj-11-0105 - IT: Scanner replacements Municipal areaProject: Location:

Vote Nos: 168065101920


July 2013 - Planned purchase in January 2014August 2013 - Planned purchase in January 2014September 2013 - Planned purchase in January 2014October 2013 - Planned purchase in January 2014November 2013 - Planned purchase in January 2014December 2013 - Planned purchase in January 2014

S/Notes:


pj-11-0106 - IT: General capital Municipal areaProject: Location:

Vote Nos: 168065101930


July 2013 - Orders will be placed as need ariseAugust 2013 - Orders will be placed as need ariseSeptember 2013 - Orders will be placed as need ariseOctober 2013 - Orders will be placed as need ariseNovember 2013 - Orders will be placed as need ariseDecember 2013 - Orders will be placed as need arise

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %30 0005 000 5 000 5 000 5 000 5 000 5 000 5 000 5 000 5 000 5 000 5 000 5 000CapitalProjected Cash Flow 60 000 44 504 74.2%-14 504 -48.3%15 49610 886 4 610CapitalExpenditure to date

pj-11-0107 - IT: Wireless and fiber network Municipal areaProject: Location:

Vote Nos: 168065101860


July 13 - Busy with planning on new High Site WDS link.August 13 - Placed order to neaten data cabinets in SM area. Ongoing planning on High Site WDS link.September 2013 - Placed order to align data cabinets in SM area. Purchased Wireless equipment for Kapokberg - Darling link (replace Proxum link with MikroTik).October 2013 - MikroTik AP's puchased for SM Wifi networkNovember 2013: Purchase equipment for Darling, Traffic, Store en Law Enforcement linksDecember 2013: Received and installed purchased equipment. Planning next phase of purchase.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %50 00050 000 50 000 50 000CapitalProjected Cash Flow 150 000 119 973 80.0%-19 973 -39.9%30 02724 332 3 875 1 820 465CapitalExpenditure to date


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pj-12-0036 - IT: Monitor replacement Municipal areaProject: Location:

Vote Nos: 168065101910

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Procurement process N/A

Jully 2013: Purchase in September 2013August 2013: Purchase in September 2013September 2013: Will order later in the financial year as required.October 2013: Will order later in the financial year as required.November 2013: Will order later in the financial year as required.December 2013: Will order later in the financial year as required.

S/Notes:


pj-13-0052 - IT: New biometric equipment Municipal areaProject: Location:

Vote Nos: 168065101890


Sep 2013 - Planned purchase in February 2014December 2013 - Need to be evaluated in Februarie 2014. Purchase to be completed in May 2014.

S/Notes:


pj-13-0053 - IT: Server replacement Municipal areaProject: Location:

Vote Nos: 168065101940


July 2013 : Planned purchase in March 2014. Busy with preformance monitoring to retreive right information for new server specificationAugust 2013 : Awaiting result of preformance monitoringSeptember 2013: Meeting with vendor to discuss new developments in industry.October 2013: Received proposal from Vendor.November 2013: Requested updated propsal to include server and SAN to combine purchase in January 2014December 2013: Received updated quotations from vendor for tender.

S/Notes:


pj-13-0112 - IT: New Offices Municipal areaProject: Location:

Vote Nos: 168004202250


December 2013: Quotes received and order placed for furniture and cabinets.S/Notes:


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Financial Services

Financial Services General

pj-09-0021af - Equipment Financial Municipal areaProject: Location:

Vote Nos: 168056701950


Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %10 00010 000 10 000 4 500 4 467CapitalProjected Cash Flow 28 967 3 288 11.4%15 679 156.8%25 679305 12 614 1 505 3 300 6 244 1 712CapitalExpenditure to date

Asset and Vehicle Management

pj-10-0152 - MSIG: Unbundling of assets Municipal areaProject: Location:

Vote Nos: 114252000867


Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %250 000OperatingProjected Cash Flow 250 000 193 120 77.2%56 880 ??%

56 88029 160 27 720OperatingExpenditure to date

Reporting and Policy

pj-11-0108 - MSIG: Completion of financial statements according to GRAP standards Municipal areaProject: Location:

Vote Nos: 114252001640

Grp No Activity Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14 Notes (Activity)Activity Type1 1 Implementation CompletedN/A

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %25 000 25 000OperatingProjected Cash Flow 50 000 1 021 2.0%48 979 ??%

48 97948 979OperatingExpenditure to date


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Protection Services

Traffic and Law Enforcement

pj-10-0138 - Equipment Traffic and Law Enforcement Municipal areaProject: Location:

Vote Nos: 468056701970


Nov 13: R92409.88 committed on PromunDes 13: R78 722 committed on Promun. Balance of vote = R13 618.60

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %135 00045 000 90 000 45 000CapitalProjected Cash Flow 165 000 154 896 93.9%-124 896 -92.5%


Fire and Emergency Services

pj-10-0139 - Equipment Fire and Emergency Services Municipal areaProject: Location:

Vote Nos: 468056701980


Nov 13: R21946.30 committed on PromunDes 13: R8 914 committed on Promun.

S/Notes:

Projected/Actual ETD Jul13 Aug13 Sep13 Oct13 Nov13 Dec13 Jan14 Feb14 Mar14 Apr14 May14 Jun14Bdgt Type YTDDec Budget YTD Var Var % Year Bal Bal %30 00030 000 18 000CapitalProjected Cash Flow 48 000 34 968 72.8%-16 968 -56.6%13 03213 032CapitalExpenditure to date

20 January 2014 Page 25 of 252013/4 - [SDBIP] PROJECT SCHEDULES rpt SSchedule per Project Detail

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8 CAPITAL BUDGET EXPENDITURE

Original Budget

Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

% spend of Original Budget

R thousands %Monthly expenditure performance trend

July 700 – 102 102 700 598 85.4% 0%August 930 – 848 950 1 630 680 41.7% 1%September 1 487 – 6 310 7 260 3 117 (4 143) -132.9% 9%October 3 217 – 3 027 10 287 6 334 (3 954) -62.4% 12%Nov ember 7 499 – 4 416 14 704 13 832 (871) -6.3% 18%December 10 215 – 16 413 31 117 24 047 (7 070) -29.4% 37%January 8 745 – 32 792 – February 15 640 – 48 432 – March 11 747 – 60 180 – April 15 515 – 75 695 – May 5 992 – 81 686 – June 1 793 – 83 480 –

Total Capital expenditure 83 480 – 31 117

Month

WC015 Swartland - Supporting Table SC12 Monthly Budget Statement - capital expenditure trend - M06 DecemberBudget Year 2013/14


2012/13 Budget Year 2013/14Audited

OutcomeOriginal Budget

Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands 1 %Capital expenditure on new assets by Asset Class/Sub-class

Infrastructure – 25 478 – 4 406 11 459 9 820 (1 640) -16.7% 25 478 Infrastructure - Road transport – 11 864 – 2 945 6 675 5 782 (893) -15.4% 11 864

Roads, Pavements & Bridges 508 – – 40 358 318 88.9% 508 Storm water 11 356 – 2 945 6 635 5 424 (1 211) -22.3% 11 356

Infrastructure - Electricity – 5 000 – – 124 1 500 1 376 91.7% 5 000 Generation – – – – – – – Transmission & Reticulation 5 000 – – 124 1 500 1 376 91.7% 5 000 Street Lighting – – – – – – –

Infrastructure - Water – 2 621 – 60 926 779 (147) -18.8% 2 621 Dams & Reservoirs – – – – – – – Water purification – – – – – – – Reticulation Water 2 621 – 60 926 779 (147) -18.8% 2 621

Infrastructure - Sanitation – 3 494 – 291 1 513 1 209 (304) -25.2% 3 494 Reticulation 3 494 – – – – – 3 494 Sewerage purification – – 291 1 513 1 209 (304) -25.2% –

Infrastructure - Other – 2 500 – 1 111 2 222 550 (1 672) -303.9% 2 500 Waste Management 2 500 – 1 111 2 222 550 (1 672) -303.9% 2 500

Community – 3 190 – 160 1 524 1 673 149 8.9% 3 190 Other 3 190 – 160 1 524 1 673 149 8.9% 3 190

Other assets – 2 363 – 51 568 799 231 28.9% 2 363 General v ehicles – – – – – – – Specialised v ehicles – – – – – – – – Plant & equipment 1 102 – 41 461 592 131 22.1% 1 102 Computers - hardw are/equipment 223 – – 32 145 113 77.8% 223 Furniture and other office equipment 238 – 10 75 62 (13) -20.4% 238 Other 800 – – – – – 800

Total Capital Expenditure on new assets 1 – 31 031 – 4 617 13 552 12 292 (1 260) -10.3% 31 031

Description Ref

WC015 Swartland - Supporting Table SC13a Monthly Budget Statement - capital expenditure on new assets by asset class - M06 December



Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %Capital expenditure on renewal of existing assets by Asset Class/Sub-class

Infrastructure 46 944 – 11 684 16 005 15 390 (615) -4.0% 46 944 Infrastructure - Road transport 7 650 – 6 354 6 754 4 650 (2 104) -45.3% 7 650

Roads, Pavements & Bridges 7 000 – 6 229 6 229 4 000 (2 229) -55.7% 7 000 Storm water 650 – 124 525 650 125 19.2% 650

Infrastructure - Electricity 5 200 – 881 2 294 1 815 (479) -26.4% 5 200 Generation – – – – – – – Transmission & Reticulation 5 200 – 881 2 294 1 815 (479) -26.4% 5 200 Street Lighting – – – – – – –

Infrastructure - Water 2 750 – 275 1 193 2 600 1 407 54.1% 2 750 Dams & Reservoirs – – – – – – – Water purification 250 – – 1 100 99 98.8% 250 Reticulation Water 2 500 – 275 1 192 2 500 1 308 52.3% 2 500

Infrastructure - Sanitation 31 344 – 4 174 5 763 6 325 562 8.9% 31 344 Reticulation – – – – – – – Sewerage purification 31 344 – 4 174 5 763 6 325 562 8.9% 31 344

Infrastructure - Other – – – – – – –

Community 850 – 62 62 850 788 92.7% 850 Parks & gardens – – – – – – – Sportsfields & stadia 850 – 62 62 850 788 92.7% 850

Investment properties – – – – – – – Housing dev elopment – – – – – – – Other – – – – – – –

Other assets 4 325 – 69 1 427 2 975 1 548 52.0% 4 325 General v ehicles 750 – – 748 750 2 0.3% 750 Specialised v ehicles 2 000 – – – 2 000 2 000 100.0% 2 000 Plant & equipment 700 – – 551 – (551) #DIV/0! 700 Computers - hardw are/equipment 825 – 69 128 175 47 26.7% 825 Furniture and other office equipment 50 – – – 50 50 100.0% 50

Intangibles 330 – – 84 80 (4) -5.3% 330 Computers - softw are & programming 330 – – 84 80 (4) -5.3% 330 Other – – – – – – –

Total Capital Expenditure on renewal of existing ass 52 449 – 11 815 17 578 19 295 1 717 8.9% 52 449

Specialised vehicles 2 000 – – – 2 000 2 000 0 2 000 Refuse 2 000 – – – 2 000 2 000 0 2 000 Fire – – – – – – – Conserv ancy – – – – – – – Ambulances – – – – – – –

WC015 Swartland - Supporting Table SC13b Monthly Budget Statement - capital expenditure on renewal of existing assets by asset

Description



Adjusted Budget

Monthly actual

YearTD actual

YearTD budget

YTD variance

YTD variance

Full Year Forecast

R thousands %Repairs and maintenance expenditure by Asset Class/Sub-class

Infrastructure 10 436 – 1 112 4 878 5 188 310 6.0% 10 436 Infrastructure - Road transport 3 575 – 463 1 743 1 768 25 1.4% 3 575

Roads, Pavements & Bridges 264 – 225 225 132 (93) -70.3% 264 Storm water 3 311 – 238 1 519 1 636 117 7.2% 3 311

Infrastructure - Electricity 1 053 – 57 416 517 101 19.5% 1 053 Transmission & Reticulation 700 – 55 292 340 49 14.3% 700 Street Lighting 353 – 2 124 176 52 29.7% 353

Infrastructure - Water 1 043 – 67 349 521 173 33.1% 1 043 Reticulation Water 1 043 – 67 349 521 173 33.1% 1 043

Infrastructure - Sanitation 1 269 – 250 649 634 (15) -2.3% 1 269 Reticulation Sewerage 1 269 – 250 649 634 (15) -2.3% 1 269

Infrastructure - Other 3 496 – 275 1 721 1 747 27 1.5% 3 496 Waste Management 3 496 – 275 1 721 1 747 27 1.5% 3 496

Community 794 – 17 390 366 (24) -6.6% 794 Parks & gardens – – – – – – – Sportsfields & stadia 374 – 5 162 137 (25) -18.2% 374 Sw imming pools 91 – 1 103 86 (17) -20.0% 91 Libraries 21 – – – 10 10 100.0% 21 Recreational facilities 197 – 10 61 77 16 20.9% 197 Fire, safety & emergency 10 – – 2 5 3 63.3% 10 Security and policing 2 – – – 1 1 100.0% 2 Cemeteries 75 – 2 42 38 (5) -12.0% 75 Social rental housing 23 – – 20 12 (8) -70.1% 23

Other assets 6 474 – 490 2 722 3 505 783 22.3% 6 474 General v ehicles 3 707 235 1 386 1 875 489 26.1% 3 707 Specialised v ehicles – – – – – – – Plant & equipment 352 – 79 425 424 (1) -0.3% 352 Furniture and other office equipment 455 – 9 107 227 120 52.9% 455 Other Buildings 1 960 – 167 805 979 175 17.9% 1 960

Total Repairs and Maintenance Expenditure 17 704 – 1 618 7 990 9 059 1 069 11.8% 17 704

WC015 Swartland - Supporting Table SC13c Monthly Budget Statement - expenditure on repairs and maintenance by asset class -

Description


Repairs and maintenance is 11.8% below our budgeted expenditure projection for the month of December 2013. We try our best to obtain the maximum benefit from each of our assets.

9 NON-FINANCIAL PERFORMANCE

The following documents are included:

(a) The results in respect of the indicators and targets in Chapter 7 of the Integrated Development Plan; and

(b) The results in respect of the generic indicators and targets of the Municipal Manager and Directors.



22 January 2014

2013/4 - PERFORMANCE MANAGEMENT (IDP): DIRECTORS (Quarterly)

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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating

Botha, At - Director: Civil Engineering Services

Secured and increased sources of revenueStart Objective / Output:KPA: IDP Implementation (CES) (Weight = 20%) Avg Rating = 2.9

1: 100.0%(McDonald’s, West Coast College, Bokomo)

pr-13-0017: 1.1.3 Assist new businesses to establish in the area

1: % of larger projects that could be provided with sufficient infrastructure[Type=Avg All]

100.0% 3.0

Monthly Result NotesJ: 100%A: 100%S: 100%2: 100.0%(McDonald’s, West Coast College, Bokomo)

100.0% 3.0

Monthly Result NotesO: 100%N: 100%D: 100%

Safe and healthy working environmentStart Objective / Output:KPA: IDP Implementation (CES) (Weight = 20%) Avg Rating = 2.9

1: 100.0%By September 2013

pr-13-0018: 3.3.1 Have discussions with the Internal Auditor regarding the Start Card system

1: Report to Management Team on the outcome of the discussions by September 2013[Type=Qtr 1 Only]

100.0%Yes

3.0

Monthly Result NotesJ: N/aA: Yes Neem in aanvang 2 Sep 2013 (73 bladsye per maand)

S: N/a

22 January 2014 Page 12013/4 - PERFORMANCE MANAGEMENT (IDP): DIRECTORS (Quarterly)

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Sufficient capacity in respect of infrastructureStart Objective / Output:KPA: IDP Implementation (CES) (Weight = 20%) Avg Rating = 2.9

1: 100.0%pr-12-0076: 4.1.1 Continuously monitor infrastructure capacity

2: % of new applications for development on existing erven that can be accommodated[Type=Avg All]

100.0% 3.0

Monthly Result NotesJ: 100%A: 100%S: 100%2: 100.0% 100.0% 3.0Monthly Result NotesO: 100%N: 100%D: 100%

Affordable municipal infrastructureStart Objective / Output:KPA: IDP Implementation (CES) (Weight = 20%) Avg Rating = 2.9

1: 100.0%16%

pr-12-0086: 4.2.1 Maintain water losses at an acceptable level

1: % total water losses[Type=Avg All]

88.5%17.4% pm average

2.5

Monthly Result NotesJ: 17.4%A: 17.4%S: 17.4%2: 100.0%16%


2.5

Monthly Result NotesO: 17.89%N: 16.79%D: 16.38%

1: 0.0%pr-13-0021: 4.2.2 Develop standards for operating costs i.r.o. civil engineering services

1: Standards developed by Dec 2013[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%By Dec 2013

pr-13-0021: 4.2.2 Develop standards for operating costs i.r.o. civil engineering services


100.0%Yes

3.0

Monthly Result NotesO: N/aN: N/aD: Yes Vir water en riool en vergelyk dit met Drakenstein en Overstrand. Vergelyking word getref deur Woreley

Parsons en ge-evalueer ingevolge Waterdiensteplan. Die eindresultaat sal tydens 'n strategiese sessie met die nodige rolspelers gedeel word.

1: 100.0%Yes

pr-13-0022: 4.2.3 Refuse removal: Restructuring investigation

1: Investigation completed by end of Oct 2013[Type=Qtr 2 Only]

100.0%Yes

3.0

Monthly Result NotesJ: N/aA: YesS: N/a

Reliable, safe and well operated and maintained municipal infrastructureStart Objective / Output:KPA: IDP Implementation (CES) (Weight = 20%) Avg Rating = 2.9

1: 0.0%pr-13-0023: 4.3.4 Waste management: Address the six unlicensed waste disposal facilities in Yzerfontein, Moorreesburg, Riebeek West, Riebeek Kasteel, Koringberg and Darling

1: Apply to the Department of Environmental Affairs for the necessary permits by June 2014[Type=Qtr 4 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/a Aansoek gedoen vir Yzerfontein en Moorreesburg. Besig met publieke deelname.S: N/a2: 0.0% 0.0% 0.0Monthly Result NotesO: N/a In processN: Yes Permit is vir Yzerfontein bekomD: N/a Die lisensieringsproses word hanteer en befonds deur die Sentrale Regering. (Riebeek-Wes, Riebeek

Kasteel en Koringberg): Omgewingskonsultant is in Desember aangestel en die publieke deelname sal nou 'n aanvang neem.Darling: Slegs 'n aanpassingslisensie is nodig. Reeds in proses. ROD word verwag in Februarie 2014. Moorreesburg: Publieke deelname is voltooi. Wag vir ROD.


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 100.0%Yes

pr-13-0024: 4.3.6 Plan and budget for the provision of new (and the maintenance of existing) play areas for children with special reference to low-cost housing areas

1: Include the upgrading and development of parks in the area plans by 1 July 2013[Type=Qtr 1 Only]

100.0%Yes

3.0

Monthly Result NotesJ: YesA: N/aS: N/a1: 0.0%2: Planning and budgeting for the

upgrading and development of parks completed by October 2013[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%Yes

100.0%Yes

3.0

Monthly Result NotesO: Yes Beplanning en begroting vir die opgradering van parke is gefinaliseer en word die opgradering ingevolge

die SDBIP aangespreek.N: N/aD: N/a

Economic growth that benefits allStart Objective / Output:KPA: IDP Implementation (CES) (Weight = 20%) Avg Rating = 2.9

1: 0.0%By Dec 2013

pr-13-0025: 5.3.2 Adapt the Developers Contribution Policy

1: Discuss bulk capital contributions at the Water Monitoring Committee and give feedback of the end result to the Mayoral Committee by December 2013[Type=Qtr 2 Only]

0.0%Yes

NOTES: Completed0.0

Monthly Result NotesJ: YesA: N/aS: N/a


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%By Dec 2013


1: Discuss bulk capital contributions at the Water Monitoring Committee and give feedback of the end result to the Mayoral Committee by December 2013[Type=Qtr 2 Only]

100.0%Completed in Qtr 1

NOTES: Opvolgvergadering oor tariewe word gehou op 16 Jan 2014 met WDM, waar daar met ingang van 1 Julie 2014 geen grootmaat water DC verpligtend is nie, maar Swartland Munisipaliteit sal nog daaroor moet besluit.

3.0

Monthly Result NotesO: N/aN: N/aD: N/a


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Cooper, Kenny - Director: Financial Services

Secured and increased sources of revenueStart Objective / Output:KPA: IDP Implementation (FS) (Weight = 20%) Avg Rating = 0.0

1: 0.0%By Oct 2013

pr-12-0014: 1.1.1 Investigate the desirability of cost reflective depreciation charges and determine an appropriate strategy

1: Investigation and report on desirability of cost reflective depreciation charges completed and appropriate strategy determined by Oct 2013[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%By Oct 2013

100.0%Yes

3.0

Monthly Result NotesO: YesN: Yes Discussions were held on 11Dec 2013 in YZFD: Yes Discussions were held with various roleplayers, Chris von Holdt from Aurecon and Edward Brittain from

Yzerfontein Inwonersvereniging. Meeting scheduled for 11 Dec 2013 for further discussion. CFO proposes that Aurecon work through the Asset Register in an effort to check huge deviations in the value of assets as well as the life span thereof. Further that it is compulsary that directors and division heads take ownership of their asset register to determine the location of the asset, to check the economical replacement cost of the asset as well as the life span thereof. Any other suggestions can be discussed before 11 Dec 2013. MM should call for meeting with the directors to set clear guidelines for the process to be followed.

1: 0.0%Annually by March

pr-12-0017: 1.1.2 Investigate further processes to increase the debt collection rate

2: Investigation and report on processes to increase the debt collection rate completed annually by March[Type=Qtr 3 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a CFO visit Business Engineering 28-30 Oct to start developing the legal process of debt collection on

Collab and finish the reports in collaboration with Promun which will be tabled in the Portfolio Commiittee in Nov.


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 0.0%Annually by March

pr-12-0017: 1.1.2 Investigate further processes to increase the debt collection rate

2: Investigation and report on processes to increase the debt collection rate completed annually by March[Type=Qtr 3 Only]

0.0%N/a

0.0

Monthly Result NotesO: N/a In progressN: N/a In progressD: N/a In progress

1: 0.0%Annually by March

3: Submit report on the various projects or processes certified by the Director Fin Services annually by March[Type=Qtr 3 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 0.0%Annually by March

0.0% 0.0

Monthly Result NotesO: N/a In progressN: N/a In progressD: N/a In progress

1: 0.0%379 in Abbotsdale by June 2014

pr-12-0020: 1.1.2 Install water demand management devices for revenue protection (only in low cost areas)

2: Number of devices installed[Type=Qtr 4 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/a Presentation done by Aqua-Loc regarding Water demand management systemsA: N/aS: N/a Discussions still to be held with Aqua Loc i.r.o. the legality of the restriction of the water demand

management device.


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 0.0%379 in Abbotsdale by June 2014

pr-12-0020: 1.1.2 Install water demand management devices for revenue protection (only in low cost areas)

2: Number of devices installed[Type=Qtr 4 Only]

0.0%N/a

0.0

Monthly Result NotesO: N/a Tender to be evaluated and awarded in Nov 2013. First delivery of WDMM due for mid Jan 2014. As per

directorate decision the whole of Abbotsdale will be a pilot to install WDMM for credit control purposes. Due date is June 2014.

N: N/a Tender to be evaluated and awarded in Nov 2013. First delivery of WDMM due for mid Jan 2014. As per directorate decision the whole of Abbotsdale will be a pilot to install WDMM for credit control purposes. Due date is June 2014.

D: N/a Due date is June 2014.

Affordable and well managed budgetStart Objective / Output:KPA: IDP Implementation (FS) (Weight = 20%) Avg Rating = 0.0

1: 0.0%Annually by October

pr-12-0038: 1.2.1 Measure and report on financial performance against ratio’s and standards

1: Report on Municipality’s performance against ratio’s and standards annually by October[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/a Waiting for the completion of the financial statementsA: N/a Waiting for the completion of the financial statements

S: N/a Waiting for the completion of the financial statements

2: 100.0%Annually by October

100.0%Yes

REASONS: Waited for the final Annual financial statements. Ratios were determined at the end of Oct 2013 and used during the budget week from 3 - 6 Dec 2013. Same result was used during a workshop at Stellenbosch and also submitted to Provincial Treasury to path the process for the LGMTEC 3 during April 2014.

3.0

Monthly Result NotesO: YesN: N/aD: N/a


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Well managed and maintained assetsStart Objective / Output:KPA: IDP Implementation (FS) (Weight = 20%) Avg Rating = 0.0

1: 0.0%By June 2014

pr-12-0045: 1.4.1 Establish an asset management programme

1: Asset management programme established by June 2014[Type=Qtr 4 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/a Busy putting the asset register on PROMUNA: N/a Busy putting the asset register on PROMUN

S: N/a Busy putting the asset register on PROMUN

2: 0.0%By June 2014

0.0%N/a

0.0

Monthly Result NotesO: N/a Busy putting the asset register on PROMUNN: N/a Busy putting the asset register on PROMUND: N/a Busy putting the asset register on PROMUN


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Du Toit, Roelof - Director: Electrical Engineering Services

Safe and healthy working environmentStart Objective / Output:KPA: IDP Implementation (EES) (Weight = 20%) Avg Rating = 3.0



1: Report to Management Team on the outcome of the discussions by September 2013[Type=Qtr 1 Only]

100.0%Yes

3.0

Monthly Result NotesJ: N/aA: YesS: N/a

Sufficient capacity in respect of infrastructureStart Objective / Output:KPA: IDP Implementation (EES) (Weight = 20%) Avg Rating = 3.0

1: 100.0%pr-12-0077: 4.1.1 Continuously monitor infrastructure capacity

1: % of new applications for development on existing erven that can be accommodated[Type=Avg All]

100.0% 3.0

Monthly Result NotesJ: 100%A: 100%S: 100%2: 100.0% 100.0% 3.0Monthly Result NotesO: 100%N: 100%D: 100%

Affordable municipal infrastructureStart Objective / Output:KPA: IDP Implementation (EES) (Weight = 20%) Avg Rating = 3.0

1: 100.0%Maintain below 9%

pr-12-0085: 4.2.1 Maintain energy losses at an acceptable level

1: % total energy losses (technical + non technical)[Type=Avg All]

100.0%8.79% cumulative

3.0

Monthly Result NotesJ: 13.17% One month only - not indicative

A: 10% Departmental calculationS: 8.79% Departmental calculation


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%Maintain below 9%

pr-12-0085: 4.2.1 Maintain energy losses at an acceptable level

1: % total energy losses (technical + non technical)[Type=Avg All]

100.0%5.7% Cumulative

3.0

Monthly Result NotesO: 9.15% Departmental calculation

N: 8.95% Departmental calculationD: 5.7% Street lighting included, departmental calculation

1: 0.0%By Dec 2013

pr-13-0029: 4.2.2 Develop standards for operating costs i.r.o. electrical engineering services


0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%By Dec 2013

100.0% 3.0

Monthly Result NotesO: N/aN: N/aD: 100% Die verslag is gefinaliseer en word na Februarie se Portefeulje Komitee verwys om deelgemaak te word

van die GOP en Prestasiemeting.


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Humphreys, Philip - Director: Protection Services

Increase in law complianceStart Objective / Output:KPA: IDP Implementation (PS) (Weight = 20%) Avg Rating = 0.0

1: 100.0%By 1 July 2013

pr-12-0148: 7.1.2 Establish specialised unit for law enforcement after restructuring of Municipal Police to become Traffic and Law Enforcement

2: Unit established by 1 July 2013[Type=Qtr 1 Only]

100.0%Yes

3.0

Monthly Result NotesJ: Yes New Law Enforcement Unit in place from 1 July 2013A: N/aS: N/a


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Scholtz, Joggie - Municipal Manager: Office of the Municipal Manager

Secured and increased sources of revenueStart Objective / Output:KPA: IDP Implementation (MM) (Weight = 40%) Avg Rating = 3.0

2: 100.0%Annually in October

pr-13-0034: 1.1.3 Investigate new sources of revenue, external funding sources and government grants

1: Investigate and discuss at management meeting annually in October[Type=Qtr 2 Only]

100.0% 3.0

Monthly Result NotesO: Yes 28 Oct: Interaction with DHS to obtain R 8 300 000 (over two financial years) as a contribution to the

WWTW in Riebeek ValleyN: N/aD: Yes SASKO R2.1 million, MacDonalds R400 000, Van Zyl Familietrust R250 000. Letter to DAF to request

funding. Awaiting feedback.

1: 100.0%Annually by September

pr-13-0035: 1.1.5 Investigate possible new external funding sources and government grants

1: Report on possible new external funding sources and government grants completed annually by September[Type=Qtr 1 Only]

100.0%Yes

NOTES: SM obtained R2m in its 2013/14 fin year. Plus R1.5m from PPC in their new fin year (1 Oct 2014) and another R1.5m, 1 Oct 2015, for WWTW in Riebeek Kasteel. A request was submitted to the DHS as well as the DWA to co-contribute R6 m each. Meeting wih DHS scheduled for 28 Oct. Shortfall at present amounts to R11.5m, which will be tabled at the Jan 2014 adjustments budget.

3.0

Monthly Result NotesJ: N/aA: N/aS: Yes

Curtailing expenditureStart Objective / Output:KPA: IDP Implementation (MM) (Weight = 40%) Avg Rating = 3.0

1: 0.0%Annually by Oct

pr-13-0036: 1.3.1 Investigate and report to the Mayoral Committee on the restructuring and outsourcing of various municipal disciplines

1: Investigation of possible services to be outsourced completed and reported to the Mayoral Committee annually by Oct[Type=Qtr 2 Only]

0.0%N/a

0.0



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%Annually by Oct

pr-13-0036: 1.3.1 Investigate and report to the Mayoral Committee on the restructuring and outsourcing of various municipal disciplines

1: Investigation of possible services to be outsourced completed and reported to the Mayoral Committee annually by Oct[Type=Qtr 2 Only]

100.0%Yes

3.0

Monthly Result NotesO: Yes Yzerfontein Harbour outsourced with effect from 1 September 2013.N: N/aD: N/a1: 0.0%By Nov 2013

2: Liaison with trade unions by Nov 2013[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%By Nov 2013

100.0%Yes

3.0

Monthly Result NotesO: N/a Scheduled for November 2013N: Yes 7 Nov 2013: MM Roadshow interaction with Malmesbury staff group 1

8 Nov 2013: MM Roadshow interaction Darling and Yzerfontein staff 15 Nov 2013: MM Roadshow interaction with Moorreesburg and Riebeek West/Kasteel staff20 Nov 2013: MM Roadshow ineraction with Malmesbury staff group 221 Nov 2013: LLF meeting

D: N/a

1: 100.0%By Sep 2013

pr-13-0037: 1.3.1 Do a cost analysis on and investigate the outsourcing of essential services

1: Cost analysis and investigation completed and submitted to the Mayoral Committee by Sep 2013[Type=Qtr 1 Only]

100.0%Yes

3.0

Monthly Result NotesJ: N/aA: N/aS: Yes


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 0.0%By June 2014

pr-13-0038: 1.3.2 Reduce standby services (All directors)

1: Report to MayCo on reduction in standby services by June 2014 (Target = 15% in 2013/2014 and a further 5% in the subsequent two years)[Type=Qtr 4 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/a Was discussed on 29 July with Management Team. In processA: N/aS: N/a2: 0.0%By June 2014

0.0%N/a

0.0

Monthly Result NotesO: N/aN: N/aD: N/a Discussed in IDP Budget Week and amendments will be tabled with adjustments budget

1: 0.0%By June 2014

pr-13-0039: 1.3.2 Reduce overtime (All directors)

1: Report to MayCo on reduction in overtime by June 2014 (Target = at least 10% in 2013/2014 and a further 5% in the subsequent two years)[Type=Qtr 4 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/a Was discussed on 29 July with Management Team. In processA: N/aS: N/a2: 0.0%By June 2014

0.0% 0.0

Monthly Result NotesO: N/aN: N/aD: N/a Discussed in IDP Budget Week and amendments will be tabled with adjustments budget


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Citizens that are actively participating in municipal decision-makingStart Objective / Output:KPA: IDP Implementation (MM) (Weight = 40%) Avg Rating = 3.0

2: 100.0%pr-12-0053: 2.3.1 Evaluate stakeholder involvement in policy making, projects and programmes (All directors)

1: Report monthly on stakeholder involvement after completion of communication strategy and plan[Type=Avg All]

100.0% 3.0

Monthly Result NotesO: 100% 8 Oct: Interaction with the the Provincial Department of Transport, SANRAL, AECOM and ITS regarding

the upgrading of the N717 Oct: Interaction with SALGA (Western Cape) and X 4 local municipalities and district municipality regarding the functioning of ward committees, operation clean audit, anti-corruption, IGI structures and LED initiatives21 Oct: Discussion with the Business Chamber members regarding the development in Swartland22 Oct: Discussion with Van Zyl Family Trust regarding the McDonalds development22 Oct: Discussion with SASKO regarding land purchase24 Oct: Discussion with McDonalds24 Oct: Interaction with neighbouring business owners regarding upgrading29 Oct: Discussion with owners of Darling Dairy regarding the upgrading of the N729 Oct: Discussion with the YZV regarding budget inputs

N: 100% 8 & 12 Nov: PACA launch and trainingD: N/a

Economic growth that benefits allStart Objective / Output:KPA: IDP Implementation (MM) (Weight = 40%) Avg Rating = 3.0

1: 0.0%By end of Nov 2013

pr-12-0112: 5.3.1 Complete LED strategy and action plan and align to the District wide competitiveness project

2: Draft document approved by end of Nov 2013[Type=Qtr 3 Only]

0.0% 0.0

Monthly Result NotesJ: N/a The TOR was advertised on Tradeworld with closing date of 14 August 2013 at 14h00.A: N/a Waiting on PGWC

S: N/a PACA process scheduled for 20-24 Jan 2014

2: 100.0%By end of Nov 2013

0.0%N/a

REASONS: PACA process scheduled for 20-24 Jan 20140.0

Monthly Result NotesO: N/aN: N/aD: N/a 8 & 12 Nov: PACA launch and training


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Improved organisational focus and performanceStart Objective / Output:KPA: IDP Implementation (MM) (Weight = 40%) Avg Rating = 3.0

1: 100.0%Yes

pr-12-0114: 6.1.1 Regular strategy meetings with top management (Strat Manager)

2: Meetings with top management held quarterly[Type=Avg All]

100.0%Yes

3.0

Monthly Result NotesJ: N/aA: N/aS: Yes By Bestuursvergadering van 19 Sep

2: 100.0%Yes

100.0%Yes

3.0

Monthly Result NotesO: N/aN: N/aD: Yes 3-5 Dec IDP and Budget Week

Improved organisational control environmentStart Objective / Output:KPA: IDP Implementation (MM) (Weight = 40%) Avg Rating = 3.0

1: 0.0%Annually by July

pr-12-0118: 6.2.1 Annual revision of Risk Management Policy and Strategy (Internal Audit)

2: Framework finalised annually by July[Type=Qtr 2 Only]

0.0%60% cumulative

REASONS: A Risk Management Strategy format has been compiled by Prov Treasury which needs to adjusted according to the process to be followed by the municipality.INTERVENTIONS: The Risk Management strategy and implementation plan needs to be compiled and submitted to the Audit & Risk Management committee prior to it being submitted to council for approval and adoption.NOTES: RM Strategy outdated and need to be revisited by the Shared Services CRO

0.0

Monthly Result NotesJ: 50% RM Policy approved by MAYCO on 13/03/2013

A: 50% RM Strategy to be finalisedS: 60% Draft Risk Management Strategy compiled

2: 100.0% 60.0% REASONS: Risk Management policy approved in March 2013. RM Strategy in darft, still to be finalised.INTERVENTIONS: The Risk Management strategy and implementation plan needs to be compiled and submitted to the Audit & Risk Management committee prior to it being submitted to council for approval and adoption.NOTES: RM Strategy outdated and need to be revisited by the Shared Services CRO.

2.0

Monthly Result NotesO: 60% Risk Management Strategy to be finalisedN: 60%D: 60% Madell informed during Oct'13 & Jan'14


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1: 100.0%By Aug 2013

pr-12-0119: 6.2.1 Identify risks affecting the organisation (Internal Audit and Management team)

2: Updated risk assessment by Aug 2013[Type=Qtr 1 Only]

100.0% NOTES: Risk Assessments to be performed on a quarterly basis by the Shared Services CRO

3.0

Monthly Result NotesJ: 100% Updated in Jun'13 to be place on IGNITEA: N/AS: N/A Risk Assessments have been scheduled for Nov'13. Last performed in Jun'13

1: 0.0%Bi-annually for 2013/14

pr-12-0120: 6.2.1 Evaluate in light of the above-mentioned risk assessment (Internal Audit and Management team)

1: Evaluation completed bi-annually for 2013/14[Type=Qtr 4 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/AA: N/AS: N/A Risk Assessments scheduled for Nov'13

2: 0.0%Bi-annually for 2013/14

0.0%1 completed

NOTES: Risk Assessments to be performed quarterly by the Risk Manager Shared Services

0.0

Monthly Result NotesO: N/A Risk Assessments scheduled for Nov'13N: 100% Performed in Nov'13D: N/A

1: 100.0%Annually

pr-12-0121: 6.2.1 Compile RBAP according to updated risk assessments (Internal Audit)

2: RBAP updated annually[Type=Qtr 1 Only]

100.0% NOTES: RBAP has been compiled and submitted to the Audit Committee and MM on 08 August'12 for approval - To be Approved at AC on 23 August'13

3.0

Monthly Result NotesJ: 80% RBAP has been compiled

A: 100% RBAP approved by Audit CommitteeS: N/A


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Sound work ethicsStart Objective / Output:KPA: IDP Implementation (MM) (Weight = 40%) Avg Rating = 3.0

1: 0.0%Annually by August

pr-12-0125: 6.3.1 Fraud and Corruption awareness under staff and the public (Internal Audit)

2: Awareness campaign by external service provider for all departments up to supervisor level annually by August[Type=Qtr 2 Only]

0.0%N/a

REASONS: Awareness campaign was scheduled for 27 Sept'13 but postponed by Service Provider to 2 Oct'13INTERVENTIONS: Awareness campaign to be presented on 2 Oct'13

0.0

Monthly Result NotesJ: N/aA: N/a Notice attached to eaach employees payslipS: N/a Ethics training scheduled for 2 October 2013


100.0% NOTES: Fraud & Corruption Awareness campaign held annually3.0

Monthly Result NotesO: 100% Ethics training held 2 October 2013 - Presentation by Prof Erasmus of Nelson Mandela Metro UniversityN: N/AD: N/A


pr-12-0126: 6.3.1 Make staff and public aware of whistle blowing procedure and contact number (Internal Auditor)

2: Include in Fraud and Corruption awareness campaign annually by August[Type=Qtr 1 Only]

100.0% NOTES: A notice regarding Fraud & Corrupsion awareness and reporting will again be circulated with the August'13 payslips to all employees

3.0

Monthly Result NotesJ: N/AA: 100% Notice with August '13 paysheets to all employees

S: N/A

An effective, efficient and well disciplined institution with sustainable capacityStart Objective / Output:KPA: IDP Implementation (MM) (Weight = 40%) Avg Rating = 3.0

1: 0.0%pr-12-0131: 6.4.2 Maintain an effective independent Audit Committee function as per legislation (Internal Audit)

1: Annual evaluation of Audit Committee by Mayor and MM in January[Type=Qtr 3 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/AA: N/AS: N/A will be performed in November 2013


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 0.0%pr-12-0131: 6.4.2 Maintain an

effective independent Audit Committee function as per legislation (Internal Audit)

1: Annual evaluation of Audit Committee by Mayor and MM in January[Type=Qtr 3 Only]

0.0%N/a

0.0

Monthly Result NotesO: N/AN: N/AD: N/A To be performed in Jan '14

2: 100.0%Yes

pr-12-0132: 6.4.2 Manage the Municipality in an economically, effective and efficient way (Management team)

2: A clean audit obtained[Type=Qtr 2 Only]

100.0%Yes

3.0

Monthly Result NotesO: N/AN: N/AD: 100% Clean audit report received


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Steenkamp, Johan - Director: Development Services

Safe and healthy working environmentStart Objective / Output:KPA: IDP Implementation (DS) (Weight = 20%) Avg Rating = 3.0

1: 0.0%Bi-annually

pr-12-0068: 3.3.1 Workplace safety awareness campaigns in all departments (Manager OHS)

1: Awareness campaigns conducted bi-annually[Type=Qtr 4 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 0.0%Bi-annually

0.0

Monthly Result NotesO: N/a Verkiesing van nuwe veiligheidsverteenwoordigers van die werknemers vind plaas in Nov.N: N/aD: N/a



1: Report to Management Team on the outcome of the discussions in quarter 3[Type=Qtr 3 Only]

0.0%N/a

REASONS: Waiting for the election of the new safety representatives.

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 0.0% 0.0%

N/a0.0

Monthly Result NotesO: N/a Will be done after training session attended by Internal Auditor and Head O/E HealthN: N/a Attended training session on 30 Nov 2013D: N/a Vergadering vind plaas tussen relevante departemente en Interne Ouditeur waarna rapportering aan

Bestuurspan gedoen sal word.


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Social development that improves people’s quality of lifeStart Objective / Output:KPA: IDP Implementation (DS) (Weight = 20%) Avg Rating = 3.0

1: 0.0%By October 2013

pr-12-0097: 5.1.1 Committee must identify projects, prioritise, set objectives and submit to relevant department for budget consideration (All depts according to assigned responsibilities)

1: Report submitted by October 2013[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a Word voorgelê aan Bestuurspan op 25 Okt

2: 100.0%By October 2013

100.0%Yes

3.0

Monthly Result NotesO: Yes Bestuurspan op 25 Okt.N: Yes Op 13 Nov aan UBK voorgelêD: N/a Meeting planned for 18 Feb 2014 to finalise the implementation of the action plans

1: 100.0%Yes

pr-12-0098: 5.1.2 Formalise a working arrangement/partnership (see elaboration) (Manager Social Development and Strat Manager)

2: Working arrangement/ partnership formalised and documented by July 2013[Type=Qtr 1 Only]

0.0%No

REASONS: Het nie gerealiseer nie. Weskus Ontwikkelingsforum het versoek dat dit op die langebaan geskuif word a.g.v die afplatting in die ekonomie en gebrek aan kapasiteit by hulle. Daar gaan egter gepoog word dat die Social Development Forum van die Raad hierdie rol in die toekoms vervul.

0.0

Monthly Result NotesJ: N/aA: N/aS: No1: 0.0%By Dec 2013

3: Memorandum of agreement or memorandum of undertaking signed between Municipality and the organised NGO sector by Oct 2013[Type=Qtr 1 Only]

0.0%No

REASONS: Het nie gerealiseer nie. Weskus Ontwikkelingsforum het versoek dat dit op die langebaan geskuif word a.g.v die afplatting in die ekonomie en gebrek aan kapasiteit by hulle. Daar gaan egter gepoog word dat die Social Development Forum van die Raad hierdie rol in die toekoms vervul.

0.0

Monthly Result NotesJ: N/aA: N/aS: No


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Sound management of the urban and rural environmentStart Objective / Output:KPA: IDP Implementation (DS) (Weight = 20%) Avg Rating = 3.0

1: 0.0%By Oct 2013

pr-12-0101: 5.2.1 Implementation of SDF action plans (All departments)

2: Agree on programme, timeframes and costs and refer to budget prioritisation by Oct 2013[Type=Qtr 2 Only]

0.0% 0.0

Monthly Result NotesJ: N/aA: N/aS: N/a Action Plans currently prioritised and gouped into implementable projects. Will be discussed and

considered during budget process. Available funds in multi-year budget will then be prioritised and allocated.

2: 100.0%By Oct 2013

100.0%Yes

3.0

Monthly Result NotesO: N/a Must form part of IDP Budget weekN: N/aD: Yes Action plans were submitted at the budget week. Prioritisation meeting will be held on 7 Feb 2014.

1: 100.0%Yes

pr-12-0104: 5.2.2 Climate change awareness / strategy / initiatives for Swartland (Manager Planning and Strat Manager)

2: Formulate strategy / initiatives and implement by July 2013[Type=Qtr 4 Only]

0.0%N/a

REASONS: Waiting for BESP process to be finalised. Climate change strategy is part of this process.

0.0


N/a0.0

Monthly Result NotesO: N/a DEADP het CK Rumboll en Vennote aangestel. Is reeds aan die gang.N: N/a Proses aan die gangD: N/a Proses aan die gang

1: 100.0%By August 2013

3: Awareness sessions with all departments by Aug 2013[Type=Qtr 1 Only]

100.0%Yes

3.0

Monthly Result NotesJ: Yes 19 June

A: N/aS: N/a


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 100.0%pr-12-0104: 5.2.2 Climate change

awareness / strategy / initiatives for Swartland (Manager Planning and Strat Manager)

4: Continuously ensure the co-operation / involvement of other role-players[Type=Avg All]

0.0%N/a

REASONS: Part of first KPI above0.0


N/aREASONS: Sal gebeur na voltooing van BESP0.0


1: 100.0%Yes

pr-12-0106: 5.2.2 Effectively manage scarce natural resources (All departments)

1: Report on the number of projects / programmes that support energy and resource saving (quarterly after completion of the climate change strategy)[Type=Avg All]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%Yes

0.0%N/a

REASONS: Hang van voltooing van BESP0.0


1: 100.0%Yes

pr-12-0108: 5.2.3 Apply conditions of land use approval during implementation of projects (Relevant departments)

1: Report continuously on monitoring of the application of conditions[Type=Avg All]

100.0%Yes

3.0

Monthly Result NotesJ: N/aA: N/aS: Yes Word saam met uitklarings gedoen. Hersonerings moet egter opgevolg word.


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%Yes

pr-12-0108: 5.2.3 Apply conditions of land use approval during implementation of projects (Relevant departments)

1: Report continuously on monitoring of the application of conditions[Type=Avg All]

100.0%Yes

INTERVENTIONS: Capacity to be built regarding the implementation of SPUMA, LUPA and Integrated Zoning Scheme Regulations (R500 000)NOTES: Word saam met uitklarings gedoen. Hersonerings moet egter opgevolg word.

3.0

Monthly Result NotesO: N/aN: N/aD: Yes1: 100.0%0 maximum

2: Number of non-compliance[Type=Avg All]

100.0%0

3.0

Monthly Result NotesJ: 0A: 0S: 02: 100.0%0 maximum

100.0%0

3.0

Monthly Result NotesO: 0N: 0D: 0

1: 0.0%pr-12-0109: 5.2.4 Finalise integrated human settlement plan and submit to council for final approval (Manager Housing)

2: Housing pipeline revised annually by March[Type=Qtr 3 Only]

0.0%N/a

0.0


N/a0.0



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 0.0%Annually by Oct

pr-12-0110: 5.2.4 Compile budget programme for Council contributions (Dir Dev Services and Manager Housing)

2: Budget programme completed annually by October[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%Annually by Oct

100.0%Yes

3.0

Monthly Result NotesO: Yes Submitted to DF on 28 OctN: N/aD: N/a

2: 0.0%Annually by May

pr-13-0041: 5.2.1 Facilitate new income generating developments

1: Report on new income generating developments realised during term of Strategic Plan annually by May[Type=Qtr 4 Only]

0.0%N/a

0.0


Economic growth that benefits allStart Objective / Output:KPA: IDP Implementation (DS) (Weight = 20%) Avg Rating = 3.0

1: 100.0%By 1 July 2013


1: Amended policy approved by 1 July 2013[Type=Qtr 1 Only]

100.0%Yes

3.0

Monthly Result NotesJ: Yes Approved on 15 May 2013

A: N/aS: N/a


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Terblanche, Madelaine - Director: Corporate Services

Secured and increased sources of revenueStart Objective / Output:KPA: IDP Implementation (CS) (Weight = 20%) Avg Rating = 0.0

2: 0.0%pr-13-0049: 1.1.3 Assist new businesses to establish in the area

1: Determine interest in industrial land in Moorreesburg and report by February 2014[Type=Qtr 3 Only]

0.0% 0.0

Monthly Result NotesO: N/aN: N/aD: N/a Date of auction postponed to March 2014

Prompt, courteous and responsive service that is sensitive to the needs/concerns of the public and respectful of individual rightsStart Objective / Output:KPA: IDP Implementation (CS) (Weight = 20%) Avg Rating = 0.0

1: 0.0%By end of 2013

pr-13-0043: 2.1.1 Review the client services charter to evaluate and improve standards

1: Review completed by end of 2013[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%By end of 2013

100.0%Yes

3.0

Monthly Result NotesO: N/a Revised charter in process of being printedN: N/aD: Yes To be printed; revised document attached

1: 0.0%Annually after June 2014

pr-13-0044: 2.1.1 Communicate results of performance measuring to the public (positive as well as negative)

1: Annual report published in newsletter annually after June 2014[Type=Qtr 4 Only]

0.0%N/a

0.0



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 0.0%Annually after June 2014

pr-13-0044: 2.1.1 Communicate results of performance measuring to the public (positive as well as negative)

1: Annual report published in newsletter annually after June 2014[Type=Qtr 4 Only]

0.0% 0.0


A motivated, productive work force pursuing Swartland Municipality’s vision, mission, philosophy and valuesStart Objective / Output:KPA: IDP Implementation (CS) (Weight = 20%) Avg Rating = 0.0

2: 100.0%End of Dec

pr-12-0058: 3.1.2 Compile and implement programme for staff interaction and motivational sessions (Manager HR and Manager Public Relations)

1: Report on the implementation of staff interaction bi-annually in June and December[Type=Qtr 2 & 4]

100.0%Yes

3.0

Monthly Result NotesO: N/aN: N/aD: Yes Municipal Manager's Roadshow held in November 2013

1: 0.0%Annually from July 2014

pr-12-0060: 3.1.3 Develop and implement policy and standards for the recognition of achievement (Manager HR and Strat Manager)

2: Policy implemented annually from July 2014[Type=Avg All]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 0.0%Annually from July 2014

0.0%N/a

0.0



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 0.0%By Oct 2013

pr-13-0046: 3.1.1 Preparation for an Organisation and Work study / productivity survey

1: Preparation study completed by Oct 2013[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%By Oct 2013

100.0%Yes

3.0

Monthly Result NotesO: YesN: N/aD: N/a

A well trained and appropriately skilled work force, striving towards service excellenceStart Objective / Output:KPA: IDP Implementation (CS) (Weight = 20%) Avg Rating = 0.0

1: 100.0%By July 2013

pr-12-0067: 3.2.2 Compile a career path for every staff member (Manager HR)

2: Finalise for levels T12 and higher by July 2013[Type=Qtr 1 Only]

100.0%Yes

3.0

Monthly Result NotesJ: YesA: N/aS: N/a

An effective, efficient and well disciplined institution with sustainable capacityStart Objective / Output:KPA: IDP Implementation (CS) (Weight = 20%) Avg Rating = 0.0

2: 100.0%Bi-annually

pr-12-0130: 6.4.1 Apply disciplinary code (All departments)

1: Bi-annual application of code and reporting of hearing outcomes[Type=Qtr 2 & 4]

100.0%Yes

3.0

Monthly Result NotesO: N/a Report due in DecemberN: N/aD: Yes Report submitted on 13 Dec 2013

22 January 2014 Page 292013/4 - PERFORMANCE MANAGEMENT (IDP): DIRECTORS (Quarterly) rpt PM Directors QtrMth IDPActiveNotes

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22 January 2014

2013/4 - PERFORMANCE MANAGEMENT: DIRECTORS (Quarterly)

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Botha, At - Director: Civil Engineering Services

To lead and manage the Civil Engineering Services Department effectively and efficientlyStart Objective / Output:KPA: General Management (Weight = 30%) Avg Rating = 3.0

1: 0.0%Qtr 4 (Between 95% and 105%)

pr-09-0013: Ensure that capital expenditure is in line with budget and time frames

1: % of capital budget spent[Type=Qtr 4 Only]

1.9%cumulative

0.0

Monthly Result NotesJ: 0.0% Budget = R48 811 152, YTD = R25 003

A: 1.9% Budget = R48 811 152, YTD = R904 190S: 1.9% Budget = R48 811 152, YTD = R911 347

2: 0.0%Qtr 4 (Between 95% and 105%)

33.9%cumulative

0.0

Monthly Result NotesO: 9.7% Budget = R49 611 152, YTD = R4 816 804

N: 9.8% Budget = R49 611 152, YTD = R4 839 706D: 33.9% Budget = R49 611 152, YTD = R16 832 799

1: 0.0%Qtr 4 (95% pa)

pr-09-0014: Implement capital projects

1: Average % completion of capital projects[Type=Qtr 4 Only]

17.0%cumulative

0.0

Monthly Result NotesJ: 4%A: 8%S: 17%2: 0.0%Qtr 4 (95% pa)

48.0%cumulative

0.0

Monthly Result NotesO: 30.8%N: 40%D: 48%

1: 0.0%Qtr 4 (Between 90% and 100%)

pr-09-0015: Ensure that operating expenditure is in line with budget and time frames

1: % of operating budget spent[Type=Qtr 4 Only]

17.0%cumulative

0.0

Monthly Result NotesJ: 4.16 % Budget = R15 618 493, YTD = R649 054

A: 9.9% Budget = R15 618 493, YTD = R1 545 232S: 17% Budget = R15 548 493, YTD = R2 645 323

22 January 2014 Page 12013/4 - PERFORMANCE MANAGEMENT: DIRECTORS (Quarterly)

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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 0.0%Qtr 4 (Between 90% and 100%)



48.1%cumulative

0.0


N: 42.0% Budget = R15 524 993 YTD = R6 502 857D: 48.1% Budget = R15 524 993 YTD = R7 540 017

1: 100.0%pr-09-0016: Ensure that the workforce is appropriately skilled

1: % of planned training sessions realised[Type=Avg All]

100.0% 3.0

Monthly Result NotesJ: 100% MFMP, Roads Learnership, Code EC1 Training

A: 100% MFMP, Roads Learnership, Code EC1 Training, Disciplinary HearingsS: 100% MFMP, AET, Code EC1 Training

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% MFMP, AET, Code EC1 Training, Fire Fighter TrainingN: 100% MFMP, AET, Code EC1 Training, Chainsaw Training, Plumbing TrainingD: 100% MFMP, AET

1: 100.0%pr-09-0017: Implement all council decisions

1: % of due council decisions initiated[Type=Avg All]

100.0% 3.0

Monthly Result NotesJ: 100% 15/15 resolutions initiated/implemented

A: 100% 14/14 resolutions initiated/implementedS: 100% 2/2 restolutions initiated/implemented

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% 12/12 resolutions initiated/implementedN: 100% 10/10 resolutions initiated/implementedD: 100% 18/18 resolutions initiated/implemented


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-09-0018: Ensure proper performance and financial monitoring

1: Monthly performance assessments and reconciliation of departmental records of expenditure with finance records done?

1: Compliance

Compliance NotesJ: Assessments were done but no meetings were heldYesA: 19 AugYesS: 25 SepYes2: ComplianceCompliance NotesO: 21 OktYesN: 26 NovYesD: N/a

pr-09-0019: Ensure legal compliance in relation to the annual report

1: Departmental input to the annual report submitted by due date?

2: Compliance

Compliance NotesO: YesN: N/aD: N/a

pr-09-0020: Facilitate adequate budget planning

1: Budget requests provided to financial department in accordance with the budget time schedule?

2: Compliance


1: 100.0%0 maximum

pr-09-0021: Complete all assignments from the municipal manager by set date

1: Number of written warnings received from municipal manager[Type=Avg All]

100.0%0

3.0

Monthly Result NotesJ: 0A: 0S: 0


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%0 maximum



100.0%0

3.0


1: 90.0%pr-09-0022: Address all correspondence in a timely manner

1: % of all correspondence recorded by Collaborator less than 60 days old[Type=Avg All]

94.8%pm average

3.0

Monthly Result NotesJ: 95% 78/1603 items older than 60 daysA: 95% 92/1619 items older than 60 days

S: 94.5% 88/1622 items older than 60 days

2: 90.0% 93.1%pm average

3.0

Monthly Result NotesO: 94% 97/1608 items older than 60 daysN: 92.5% 121/1630 items older than 60 daysD: 93% 116/1651 items older than 60 days

1: 75.0%pr-09-0023: Implement transformation in the organisation

1: % of employment opportunities applied for appropriate equity appointments[Type=Avg All]

100.0% 3.0

Monthly Result NotesJ: 100% 2/2A: 100% 2/2

S: N/a No employment equity opportunities

2: 75.0% 100.0% 3.0Monthly Result NotesO: N/a No employment equity opportunitiesN: 100% 2/2D: 100% 3/3


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 100.0%pr-09-0024: Ensure that all

procurement comply with the legal process

1: % compliance with SCM policy with the exception of approved deviations[Type=Avg All]

99.4%pm average

3.0

Monthly Result NotesJ: 99.24% Totale Rekwisisies= 262; Foutiewe Posnr.= 1; Onvoldoende Fondse= 1A: 99.7% Totale Rekwisisies= 330; Foutiewe Posnr.= 1

S: 99.3% Totale Rekwisisies= 285; Foutiewe Posnr.=2

2: 100.0% 99.5%pm average

3.0

Monthly Result NotesO: 99.68% Totale Rekwisisies= 317; Onvoldoende fondse= 1N: 100% Totale Rekwisisies= 310D: 98.74% Totale Rekwisisies= 159, Onvoldoende fondse= 2

1: 90.0%pr-09-0025: Resolve all audit issues

1: % internal audit queries for which an action plan was submitted within 10 working days[Type=Avg All]

100.0% NOTES: An action plan to be submitted within 10 working days for Internal Audit findings issued.

3.0

Monthly Result NotesJ: N/A No reports issuedA: 100% Ongerymthede Rioolaanleg

S: N/a No rports issued

2: 90.0% 0.0%N/a

0.0

Monthly Result NotesO: N/A No reports issuedN: N/AD: N/A1: 100.0%2: % internal actions

implemented within agreed time frame[Type=Avg All]

89.0% REASONS: Due to a lack of a maintenance system to determine resources requirements and to monitor efficientcy, effectiveness and economical utilisation of resources including material.INTERVENTIONS: An asset management and maintenance system needs to be implemented.NOTES: No maintenance system to determine resources requirements and to monitor efficientcy, effectiveness and economical utilsation of resources including material.

2.5

Monthly Result NotesJ: 89% 1 of 9 audit findings to be implemented (Performance Management)

A: 89% 1 finding to be implementedS: 89% 1 finding to be implemented


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%pr-09-0025: Resolve all audit

issues2: % internal actions implemented within agreed time frame[Type=Avg All]

89.0% REASONS: Due to a lack of a maintenance system to determine resources requirements and to monitor efficientcy, effectiveness and economical utilisation of resources including material.INTERVENTIONS: An asset management and maintenance system needs to be implemented.NOTES: No maintenance system to determine resources requirements and to monitor efficientcy, effectiveness and economical utilsation of resources including material.

2.5

Monthly Result NotesO: 89% 1 of 9 findings not implemented

N: 89%D: 89%1: 100.0%3: % of Auditor General's queries

(comafs) for which an action plan was submitted within 5 working days[Type=Avg All]

0.0%N/a

NOTES: An action plan should be submitted within 5 working days for all Auditor General's queries (comafs) issued.

0.0

Monthly Result NotesJ: N/A Audit not commencedA: N/AS: N/A No COMAF's issued

2: 100.0% 100.0% NOTES: An action plan should be submitted within 5 working days for all Auditor General's queries (comafs) issued.

3.0

Monthly Result NotesO: 100% 3 AG findings raised regarding PDO'sN: N/AD: N/A1: 100.0%4: % of Auditor General's findings


98.7% NOTES: KPI to be supported by sufficient evidence3.0

Monthly Result NotesJ: 96% Evidence to be linked to outcomesA: 100%S: N/a


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issues4: % of Auditor General's findings implemented within agreed time frame[Type=Avg All]

0.0%N/a

REASONS: Unreliable evidence - outcomes not properly reviewedNo Standard Operating Procedures per KPIKPI's not well defined - non-conformance to SMART principlesINTERVENTIONS: All KPI's to be revisted1. Actual outcomes to be confirmed with evidence to ensure reliability.2. SOP's to be complied per KPI indicating responsibilities, data collection, verification process, e.g.3. Usefulness of information - KPI to conform to SMART principalsNOTES: 3 PDO findings to be implemented in accordance with agreed timeframe

0.0

Monthly Result NotesO: N/A Final AG 2012/13 report not issued yetN: 0% 3 of 3 PDO findings to be implementedD: 0% 3 AG findings to be implemented

pr-09-0026: Identify risks and implement controls

1: Quarterly confirmation of risk assessment?

NOTES: Risk Assessment to be updated quarterly1: Compliance

Compliance NotesJ: N/aA: N/aS: RA to be performed in Nov'13N/a

NOTES: Risk Assessments are performed by RM Shared Services

2: Compliance

Compliance NotesO: N/aN: Risk Assessment performedYesD: N/a

1: 100.0%pr-09-0028: Ensure employee involvement through communication

1: % of invocoms held according to approved schedule[Type=Avg All]

100.0% 3.0

Monthly Result NotesJ: 100% 22 Jul

A: 100% 28 AugS: 100%2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% 9 OktN: 100% 4 NovD: 100% 9 Des


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 100.0%3 months maximum

pr-10-0017: Reduce the average duration of vacancies

1: Average duration of vacancies after decision was taken by management to fill the post[Type=Avg All]

80.0%6.3 mnths

3.0

Monthly Result NotesJ: 5.7 mths Duties of 8 posts of labourer fulfilled by contract workers for a maximum of 7 months; awaiting feedback

from Dept of Water Affairs regarding certification of employees who have already completed the learnership in order to appoint them in the vacancies of Process Controller (WWTW)

A: 7 mths Duties of 7 posts of labourer fulfilled by contract workers for a maximum of 7 months; awaiting feedback from Dept of Water Affairs regarding certification of employees who have already completed the learnership in order to appoint them in the vacancies of Process Controller (WWTW)

S: 6.3 mths Duties of 8 posts of labourer fulfilled by contract workers for a maximum of 7 months; awaiting feedback from Dept of Water Affairs regarding certification of employees who have already completed the learnership in order to appoint them in the vacancies of Process Controller (WWTW)

2: 100.0%3 months maximum

80.0%7.5 months

2.5

Monthly Result NotesO: 7.3 mths Duties of 8 posts of labourer fulfilled by contract workers for a maximum of 7 months; awaiting feedback

from Dept of Water Affairs regarding certification of employees who have already completed the learnership in order to appoint them in the vacancies of Process Controller (WWTW)

N: 8.4 mths Duties of 6 posts of labourer fulfilled by contract workers for a maximum of 7 months; awaiting feedback from Dept of Water Affairs regarding certification of employees who have already completed the learnership in order to appoint them in the vacancies of Process Controller (WWTW)

D: 7.5 mths Duties of 3 posts of labourer fulfilled by contract workers for a maximum of 7 months; awaiting feedback from Dept of Water Affairs regarding certification of employees who have already completed the learnership in order to appoint them in the vacancies of Process Controller (WWTW)

1: 100.0%4% pm maximum

pr-10-0018: Promote a productive workforce

1: % of person days lost per month[Type=Avg All]

100.0%3.1 pm average

3.0

Monthly Result NotesJ: 3.1% 197/6279 person days lost due to sick leave

A: 3.2% 187/5775 person days lost due to sick leaveS: 3.0% 162/5440 person days lost due to sick leave



3.0

Monthly Result NotesO: 2.8% 175/6256 person days lost due to sick leaveN: 1.5% 89/5775 person days lost due to sick leaveD: 2.4% 118/4986 person days lost due to sick leave


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 0.0%Qtr 4

pr-11-0001: Ensure the effective monitoring of the EPWP with respect to implementation and reaching of targets

1: Number of person days of work created during the financial year[Type=Qtr 4 Only]

0.0%3118 cumulative

0.0

Monthly Result NotesJ: 1015A: 946S: 11572: 0.0%Qtr 4 7639 cumulative

0.0

Monthly Result NotesO: 1484N: 1649D: 13881: 0.0%Qtr 4

2: Number of work opportunities created during the financial year[Type=Qtr 4 Only]

0.0%83 cumulative

0.0


0.0


pr-12-0001: Adherence to the Municipality's Virement Policy

1: Not more than 4 virements with respect to any line item on the budget done during the financial year?

2: Compliance

Compliance NotesO: YesN: YesD: Yes


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingKPA: Civil Services (Weight = 30%) Avg Rating = 3.0pr-13-0005: Provide cheaper and more speed bumps

1: A proposal on alternatives and the cost of the different options submitted to the Mayoral Committee by August 2013?

1: Compliance

Compliance NotesJ: N/aA: N/aS: Voorgelê aan UBK op 11 SepYes

pr-13-0006: Ensure that the water level of the Perdeberg dam stays within an acceptable level (taking into consideration the contractual water rights)

2: Investigation into the water level of the dam historically during March and the determination of an acceptable indicator in this regard (Report submitted to MayCo by Nov 2013)

2: Compliance

Compliance NotesO: N/aN: Verslag voorgelê aan Raad op 28 Nov 2013YesD: N/a


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Cooper, Kenny - Director: Financial Services

To lead and manage the Financial Services Department effectively and efficientlyStart Objective / Output:KPA: General Management (Weight = 30%) Avg Rating = 2.9

1: 0.0%Qtr 4 (Between 95% and 105%)



49.8%cumulative

0.0

Monthly Result NotesJ: 43.0% Budget = R28 967, YTD = R12 458

A: 49.8% Budget = R28 967, YTD = R14 423S: 49.8% Budget = R28 967, YTD = R14 423

2: 0.0%Qtr 4 (Between 95% and 105%)

21.9%cumulative

0.0

Monthly Result NotesO: 76.8% Budget = R28 967, YTD = R22 255

N: 21.8% Budget = R1 865 924, YTD = R407 186D: 21.9% Budget = R1 865 924, YTD = R408 898

1: 0.0%Qtr 4 (95% pa)



49.0%cumulative

0.0


0.0


1: 0.0%Qtr 4 (Between 90% and 100%)



11.3%cumulative

0.0

Monthly Result NotesJ: 3.1% Budget = R37 297 342, YTD = R1 157 265

A: 8.2% Budget = R37 297 342, YTD = R3 049 649S: 11.3% Budget = R37 297 342, YTD = R4 221 996


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27.6%cumulative

0.0





100.0% 3.0

Monthly Result NotesJ: 100% MFMP, LGAAC, Interns

A: 100% MFMP, LGAAC, InternsS: 100% MFMP, Interns

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% MFMP, Interns, ODBC trainingN: 100% MFMP, InternsD: 100% MFMP, Interns



97.7%pm average

3.0

Monthly Result NotesJ: 97.67% 1/43 resolutions not initiated/implemented (Task id 2846698 - E Paulse)

A: 95.5% 2/44 resolutions not initiated/implemented (K Cooper Task Id 2924754; A Beneke Task Id 2868544)S: 100% 40/40 resolutions initiated/implemented

2: 100.0% 93.5%pm average

3.0

Monthly Result NotesO: 95.5% 1/23 resolutions not initiated/implemented (A Beneke: Task id 3035534)N: 96% 1/27 resolutions not initiated/implemented (K Cooper, Task Id 2969255)D: 89% 4/37 resolutions not initiated/implemented (P Swart, Task Id 3029178; K Cooper, Task Id 3031449,

3031489 & 3043021)


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1: Compliance

Compliance NotesJ: Geen vergaderingN/aA: 20 AugYesS: 26 SepYes2: ComplianceCompliance NotesO: 22 OktYesN: 25 NovYesD: N/a



2: Compliance

Compliance NotesO: N/aN: YesD: N/a



2: Compliance


1: 100.0%0 maximum



100.0%0

3.0



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100.0%0

3.0




91.5%pm average

3.0

Monthly Result NotesJ: 91.63% 362/4323 items older than 60 daysA: 92% 335/4361 items older than 60 days

S: 91% 377/4359 items older than 60 days

2: 90.0% 91.3%pm average

3.0

Monthly Result NotesO: 91% 405/4326 items older than 60 daysN: 91% 393/4310 items older than 60 daysD: 92% 364/4401 items older than 60 days



0.0% 0.0

Monthly Result NotesJ: N/a No employment equity opportunitiesA: 0% White Female appointed as Head Credit Control due to the fact that the post was advertised externally 3

times and no suitably qualified candidates from the generic black target group could be found.S: N/a No employment equity opportunities

2: 75.0% 100.0% 3.0Monthly Result NotesO: N/a No employment equity opportunitiesN: N/a No employment equity opportunitiesD: 100% 2/2


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100.0% 3.0

Monthly Result NotesJ: 100% Totale Rekwisisies= 93A: 100% Totale Rekwisisies= 62

S: 100% Totale Rekwisisies= 63

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% Totale Rekwisisies= 89N: 100% Totale Rekwisisies= 65D: 100% Totale Rekwisisies= 44



100.0% NOTES: An action plan to be submitted within 10 working days for all internal audiit findings raised for the below mentioned audit reports issued.

3.0

Monthly Result NotesJ: 100% Internal study BursariesA: 100% Financial Statements

S: N/A No reports issued

2: 90.0% 0.0%N/a

NOTES: An action plan to be submitted within 10 working days for all internal audiit findings raised for the below mentioned audit reports issued.

0.0

Monthly Result NotesO: N/A No reports issued

N: N/AD: N/A


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84.0% REASONS: Promun system needs to be change to automate certain functions in SCM process. Director Finance to workshop with system developers. Maintenance and Asset Management sytem to be implemented or developed.INTERVENTIONS: Director Finance to workshop with system developers.regarding maintenance system. Special attention to be given to the Promun access by the users and Meter Reading audits for implemetation of recommended controls.NOTES: 1. Warranties 2. Asset Register/ Maintenance 3. Verandering van Order 4. Front Office - aansluitings 5. Meter installeringsproses 6. Afwykingsverslag onvoldoende 7. SOP on access to Promun 8. Access not according to job responsibilities 9. Insufficient segragation of duties 10. Terminated staff access still active 11. No reports to montor changes to profiles

2.5

Monthly Result NotesJ: 81% 11 of 57 findings to be implemented - see notes above

A: 82% 10 of 57 findings to be implementedS: 84% 9 of 57 findings to be implemented

2: 100.0% 84.0% REASONS: Promun system reports to be developed as detection controls. Director Finance to workshop with system developers. Maintenance and Asset Management sytem to be implemented or developed.INTERVENTIONS: Director Finance to workshop with system developers.regarding maintenance system. Special attention to be given to the Promun access by the users and Meter Reading audits for implemetation of recommended controls.NOTES: 1. Warranties 2. Asset Register/ Maintenance 3. Front Office - aansluitings 4. Meter installeringsproses 5. Afwykingsverslag onvoldoende 6. Access not according to job responsibilities 7. Insufficient segragation of duties 8. Terminated staff access still active 9. No reports to montor changes to profiles

2.5

Monthly Result NotesO: 84% 9 of 57 findings to be implementedN: 84%D: 84%1: 100.0%3: % of Auditor General's queries


0.0%N/a

NOTES: An action plan should be submitted within 5 working days for all Auditor General's queries (comafs) issued.

0.0

Monthly Result NotesJ: N/A AG audit has not yet commencedA: N/A No COMAF's issued yetS: N/A No COMAF's issued yet


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issues3: % of Auditor General's queries (comafs) for which an action plan was submitted within 5 working days[Type=Avg All]

100.0% NOTES: An action plan should be submitted within 5 working days for all Auditor General's queries (comafs) issued.

3.0

Monthly Result NotesO: 100% 10 of 10 findings action plans were submitted timeously to the AGN: N/AD: N/A1: 100.0%4: % of Auditor General's findings

(comafs) implemented within agreed time frame[Type=Avg All]

81.0% REASONS: Promun Service Provider's contineouse access to the system and performance are not adequately monitored.INTERVENTIONS: SLA with the Service Provider indicates that access to the system should be available at all time. However, a report to monitor access and any changes in the system to be made available and should be monitored by the System Administrator.NOTES: 1. SOP of Vendor Performance - Promun 2. User Access to be managed 3. PM outcomes to be supported by evidence

2.5

Monthly Result NotesJ: 73% 3 of 11 findings to be implemented - see notesA: 81% 2 of 11 findings (2011/12) to be implementedS: 81% 2 of 11 findings (2011/12) to be implemented

2: 20.0% 11.0% REASONS: Unreliable evidence - outcomes not properly reviewedNo Standard Operating Procedures per KPIKPI's not well defined - non-conformance to SMART principlesPromun system controls needs improvementINTERVENTIONS: All KPI's to be revisted1. Actual outcomes to be confirmed with evidence to ensure reliability.2. SOP's to be complied per KPI indicating responsibilities, data collection, verification process, e.g.3. Usefulness of information - KPI to conform to SMART principals4. & 5. Reports to be develop to monitor Vendor performance and access control to Promun and PayDay.6. 7. & 8. System controls to be improvedNOTES: AG findings to be implemented in accordance with agreed timeframe3 PDO findings; Performance of Promun service provider; User access control; Depreciation of Assests; Duplication of Barcodes; VAT overstated

1.5

Monthly Result NotesO: N/A Final AG report not yet issuedN: 11% 8 of 9 findings to be implemented/rectified

D: 11%


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-09-0093: Identify risks and implement controls


NOTES: Risk Assessments to be performed on a quarterly basis1: Compliance

Compliance NotesJ: N/aA: N/aS: RA to be performed in November '13N/a

NOTES: Risk assessments are performed by RM Shared Services

2: Compliance

Compliance NotesO: N/aN: Risk assessment performed in November 2013YesD: N/a



66.7% 2.0

Monthly Result NotesJ: 0 No Invocom

A: 100% 8 August 2013S: 100% 27 September 2013

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% 3 Oktober 2013N: 100% 6 November 2013D: 100% 9 Desember 2013

1: 100.0%16.60%

pr-09-0096: PM Regulations Reg 10(g): Ensure general financial viability

1: % outstanding service debtors to revenue = B/CWhere -B - represents total outstanding service debtorsC - represents annual revenue actually received for services[Type=Qtr 1 Only]

100.0%16.58%

3.0

Monthly Result NotesJ: N/a Waiting for the completion of the AFSA: N/a Waiting for the completion of the AFSS: 16.58% 2011/12 = 16.60%


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 100.0%6.82%

pr-09-0096: PM Regulations Reg 10(g): Ensure general financial viability

2: % cost coverage = (B+C) / DWhere -B - represents all available cash at a particular time C - represents investmentsD - represents monthly fixed operating expenditure[Type=Qtr 1 Only]

100.0%6.13%

3.0

Monthly Result NotesJ: N/a Waiting for the completion of the AFSA: N/a Waiting for the completion of the AFSS: 6.13% 2011/12 = 6.82%

1: 100.0%16.46%

3: % debt coverage = (B-C) / DWhere -B - represents total operating revenue receivedC - represents operating grantsD - represents debt service payments (i.e. interest + redemption) due within financial year[Type=Qtr 1 Only]

100.0%15.48%

3.0

Monthly Result NotesJ: N/a Waiting for the completion of the AFSA: N/a Waiting for the completion of the AFS

S: 15.48% 2011/12 = 16.47%

pr-10-0022: MFMA Section 21(1)(a): Co-ordinate the processes for preparing the annual budget and budget-related policies

1: Processes co-ordinated NOTES: Word vanaf Nov 2013 gemonitor in Ignite Compliance Assist

1: Compliance

Compliance NotesJ: Done in AugustN/aA: YesS: Yes

NOTES: Word vanaf Nov 2013 gemonitor in Ignite Compliance Assist

2: Compliance



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-10-0023: MFMA Section 45(2): Sign a resolution of council which approves the debt agreement regarding the incurrence of short-term debt

1: Resolution, if applicable, signed?


1: Compliance

Compliance NotesJ: N/aA: N/aS: N/a


2: Compliance

Compliance NotesO: N/aN: N/aD: N/a



1: Average duration of vacancies after decision was taken by management team to fill the post[Type=Avg All]

100.0%1.75 months

3.0

Monthly Result NotesJ: 2 mthsA: 1 mthS: 1.75 mths2: 100.0%3 months maximum

100.0%2.6 months

3.0

Monthly Result NotesO: 2.2 mthsN: 2.6 mthsD: 2.6 mths





3.0




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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%4% pm maximum




3.0

Monthly Result NotesO: 2.8% 44/1564 person days lost due to sick leave

N: 3.1% 44/1407 person days lost due to sick leaveD: 1.5% 18/1224 person days lost due to sick leave

pr-11-0003: Monthly reconciliation of free units in respect of free electricity

1: Monthly reconciliation of free units in respect of free electricity done?

1: Compliance

Compliance NotesJ: YesA: YesS: Yes2: ComplianceCompliance NotesO: YesN: YesD: Yes

1: 0.0%By 30 Nov 2013

pr-11-0009: A fair property tax structure

1: Investigate the property tax structure in its totality with specific reference to tariff modelling[Type=Qtr 2 Only]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 100.0%By 30 Nov 2013

100.0%Yes

3.0

Monthly Result NotesO: N/aN: Yes Provisionally to be implemented by the end of March 2014 as part of the 90 day budget with specific

reference to the tariff applicable to the agricultural sectorD: N/a


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-12-0002: Adherence to the Municipality's Virement Policy


2: Compliance


1: 0.0%Qtr 4



0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 0.0%Qtr 4 N/a

0.0

Monthly Result NotesO: N/aN: N/aD: N/a1: 0.0%Qtr 4


0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a2: 0.0%Qtr 4 N/a

0.0



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-13-0002: Consider removing all the vacant posts from the organogram

1: Report in this regard to Management team

1: Compliance

Compliance NotesJ: N/aA: AfgehandelYesS: N/a2: ComplianceCompliance NotesO: N/aN: N/aD: N/a

pr-13-0003: Ensure the timeous purchase and issuing of protective clothing

2: Purchase and issuing of protective clothing completed (end of July 2013)?

1: Compliance

Compliance NotesJ: Tenders did not comply with minimum requirements because of 100% local content requirement. A

tender was therefore not rewarded.No

A: Order was placed - delivery due end of October.N/aS: N/a

pr-13-0004: Ensure the safeguarding of assets

1: Each director to confirm the existence of all moveable assets within the department at a relevant Management Team meeting (Bi-annually by October and April)

1: Compliance

Compliance NotesJ: N/aA: N/aS: N/a2: ComplianceCompliance NotesO: Impairment proses het wel plaasgevind. Formaat van template moet meer gebruikersvriendelik gemaak

word deur Arina Beneke.Yes

N: YesD: Yes


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-13-0004: Ensure the safeguarding of assets

2: All moveable assets that became unusable or that were lost or stolen reported immediately in the prescribed manner to the Head: Asset Management

1: Compliance

Compliance NotesJ: N/aA: N/aS: N/a2: ComplianceCompliance NotesO: N/aN: N/aD: N/a

pr-13-0008: Ensure the installation of electronic water control systems as opportunities arise (e.g. housing projects) is in terms of the financial capacity of the Municipality

1: Financial viability of the installation investigated and reported to the Management Team

1: Compliance

Compliance NotesJ: Presentation done by Aqua-LocN/aA: CFO in process of calculating affordabilityN/aS: CFO in process of calculating affordabilityN/a2: ComplianceCompliance NotesO: To be tabled at HOD meeting in Nov 2013 and tender to be evaluated and awarded in Nov 2013YesN: YesD: Tender awarded in December 2013Yes

pr-13-0009: Transfer of the last houses in housing scheme to the residents

1: Transfer completed by the end of 2013?

1: Compliance



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-13-0009: Transfer of the last houses in housing scheme to the residents

1: Transfer completed by the end of 2013?

NOTES: 4 houses still need to be transferred2: Compliance


pr-13-0010: Putting street names onto curbs

2: Establish the need for street names in different areas by Oct 2013

1: Compliance

Compliance NotesJ: N/aA: N/aS: N/a2: ComplianceCompliance NotesO: Plan was completed in October and will be submitted to HOD meeting on 13 Dec 2013YesN: N/aD: N/a

4: First phase of implementation completed (starting in Rozenhof and using existing staff)

1: Compliance

Compliance NotesJ: Still busy with projectN/aA: Still busy with projectN/aS: Still busy with projectN/a2: ComplianceCompliance NotesO: Still busy with project. Currently in Malmesbury area Correctional Services.YesN: Rozenhof and Correctional Services completedYesD: N/a

5: Report on further phases of implementation based on the availability of funds (Annually by Oct)

1: Compliance



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-13-0010: Putting street names onto curbs

5: Report on further phases of implementation based on the availability of funds (Annually by Oct)

2: Compliance

Compliance NotesO: Plan completed. To be submitted to HOD meeting on 13 Dec 2013YesN: N/aD: HOD meeting postponed to Jan 2014N/a


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Du Toit, Roelof - Director: Electrical Engineering Services

To lead and manage the Electrical Engineering Services Department effectively and efficientlyStart Objective / Output:KPA: General Management (Weight = 30%) Avg Rating = 3.0

1: 0.0%Qtr 4 (Between 95% and 105%)



0.0%4.1% cumulative

0.0


A: 3.7% Budget = R12 555 000, YTD = R459 328S: 4.1% Budget = R12 555 000, YTD = R510 947

2: 0.0%Qtr 4 (Between 95% and 105%)

28.9%cumulative

0.0



1: 0.0%Qtr 4 (95% pa)



17.5%cumulative

0.0

Monthly Result NotesJ: 0%A: 11.4%S: 17.5%2: 0.0%Qtr 4 (95% pa)

39.1%cumulative

0.0

Monthly Result NotesO: 25.9%N: 31.8%D: 39.1%

1: 0.0%Qtr 4 (Between 90% and 100%)



23.1%cumulative

0.0




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45.3%cumulative

0.0





100.0% 3.0

Monthly Result NotesJ: 100% MFMP, AET, Code EC1 Training

A: 100% MFMP, AET, Code EC1 Training, Disciplinary Hearings TrainingS: 100% MFMP, AET, Code EC1 Training

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% MFMP, AET, Code EC1 Training, Fire Fighter Training, MTCWE Wireless Engineering TrainingN: 100% MFMP, AET, Code EC1 Training, Chainsaw TrainingD: 100% MFMP, AET



100.0% 3.0


A: 100% 6/6 resolutions initiated/implementedS: 100% 3/3 resolutions initiated/implemented



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1: Compliance




2: Compliance




2: Compliance

Compliance NotesO: YesN: N/aD: Yes

1: 100.0%0 maximum



100.0%0

3.0



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100.0%0

3.0




87.0% 3.0



2: 80.0% 88.0%pm average

3.0

Monthly Result NotesO: 86.5% 30/224 items older than 60 daysN: 88.5% 27/234 items older than 60 daysD: 89% 26/233 items older than 60 days



0.0%N/a

0.0

Monthly Result NotesJ: N/a No employment equity opportunitiesA: N/a No employment equity opportunities


2: 75.0% 100.0% 3.0Monthly Result NotesO: N/a No employment equity opportunitiesN: N/a No employment equity opportunitiesD: 100% 1/1


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99.2%pm average

3.0


S: 97.73% Totale Rekwisisies= 44; Foutiewe Posnr.= 1




0.0%N/a

0.0

Monthly Result NotesJ: N/A No audit reports issuedA: N/AS: N/A2: 90.0% 0.0%

N/aNOTES: An action plan to address internal audit findings to be submitted within 10 working days

0.0



0.0%N/a

0.0

Monthly Result NotesJ: N/A No outstanding Internal Audit issuesA: N/AS: N/A


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0.0%N/a

NOTES: Internal audit findings to be implemented according to agreed action plan

0.0

Monthly Result NotesO: N/A No outstanding Internal Audit issuesN: N/AD: N/A1: 100.0%3: % of Auditor General's queries


0.0%N/a

NOTES: An action plan should be submitted within 5 working days for Auditor General's queries (comafs) issued

0.0

Monthly Result NotesJ: N/A AG audit has not commencedA: N/A No COMAF's issued yetS: N/A2: 100.0% 100.0% NOTES: An action plan should be submitted within 5 working

days for Auditor General's queries (comafs) issued3.0

Monthly Result NotesO: 100% 4 of 4 findings action plans were submitted timeouslyN: N/AD: N/A1: 100.0%4: % of Auditor General's actions


100.0% NOTES: KPI outcomes to be supprted by sufficient evidence3.0

Monthly Result NotesJ: 96% PM outcomes to be supported by evidence 1 of 26 to be implementedA: 100% Outstanding issues resolved

S: N/A


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issues4: % of Auditor General's actions implemented within agreed time frame[Type=Avg All]

0.0% REASONS: Unreliable evidence - outcomes not properly reviewedNo Standard Operating Procedures per KPIKPI not well defined - non-conformance to SMART principlesMaintenance not done on Smoke detectors (IT Server Room)INTERVENTIONS: All KPI's to be revisted1. Actual outcomes to be confirmed with evidence to ensure reliability.2. SOP's to be complied per KPI indicating responsibilities, data collection, verification process, e.g.3. Usefulness of information - KPI to conform to SMART principals4. Smoke detectors to be scheduled for maintenanceNOTES: 3 PDO findings and 1 IT finding (Smoke detector)

0.0

Monthly Result NotesO: N/A AG final report not yet issuedN: 0% 4 of 4 AG findings to be implemented

D: 0% 4 AG findings to be implemented



NOTES: Risk Asseessment to be performed quarterly1: Compliance



2: Compliance

Compliance NotesO: N/aN: Risk Assessment performed in November 2013YesD: N/a



100.0% 3.0

Monthly Result NotesJ: 100% 25 July

A: 100% 19 AugS: 100% 25 Sep

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% 21 OktN: 100% 25 NovD: 100% 09 Dec


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100.0%3 pm average

3.0

Monthly Result NotesJ: 4 mths Duties of 1 post performed by contract worker for 7 monthsA: 3 mths Duties of 1 post performed by contract worker for 7 months

S: 3 mths Duties of 2 posts performed by contract worker for 7 months



3.0

Monthly Result NotesO: 3 mths Duties of 2 posts performed by contract worker for 7 monthsN: 2.6 mths Duties of 2 posts performed by contract worker for 7 monthsD: 3.6 mths Duties of 2 posts performed by contract worker for 7 months





3.0





3.0




2: Compliance



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0.0%311 cumulative

0.0

Monthly Result NotesJ: 151A: 60S: 1002: 0.0%Qtr 4

0.0%561 cumulative

0.0



0.0%18 cumulative

0.0

Monthly Result NotesJ: 13A: 5S: 0 Daar was nie nuwe aanstellings vir die maand Augustus 2013 nie.

2: 0.0%Qtr 4 18 cumulative

0.0

Monthly Result NotesO: 0 geen nuwe aanstellingsN: 0 geen nuwe aanstellingsD: 0 geen nuwe aanstellings

pr-13-0014: Consider removing all the vacant posts from the organogram

1: Report in this regard to Management Team

1: Compliance

Compliance NotesJ: N/aA: AfgehandelYesS: N/a


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Humphreys, Philip - Director: Protection Services

To lead and manage the Protection Services Department effectively and efficientlyStart Objective / Output:KPA: General Management (Weight = 30%) Avg Rating = 3.0

1: 0.0%Qtr 4 (Between 95% and 105%)



1.8%cumulative

0.0

Monthly Result NotesJ: 0.1% Budget = R213 000, YTD = R305


2: 0.0%Qtr 4 (Between 95% and 105%)

10.9%cumulative

0.0


N: 4.7% Budget = R213 000, YTD = R10 105D: 10.9% Budget = R213 000, YTD = R23 137

1: 0.0%Qtr 4 (95% pa)



10.0%cumulative

0.0


30.0%cumulative

0.0


1: 0.0%Qtr 4 (Between 90% and 100%)



18.3%cumulative

0.0




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41.7%cumulative

0.0





100.0% 3.0

Monthly Result NotesJ: 100% Code EC1 Training

A: 100% Code EC1 TrainingS: 100% Code EC1 Training, Firearm Training

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% Code EC1 Training, Law EnforcementTraining, Air Brakes Training, Fire Fighter TrainingN: 100% Code EC1 TrainingD: N/a



100.0% 3.0





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1: Compliance




2: Compliance

Compliance NotesO: N/aN: N/aD: Konsep jaarverslag dien voor die UBK van 22 Jan 2014.Yes



2: Compliance

Compliance NotesO: Met with Budget Office on 31 October 2013 to finalise OPEX and CAPEXYesN: N/aD: N/a

1: 100.0%0 maximum



100.0%0

3.0



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100.0%0

3.0




90.8%pm average

3.0

Monthly Result NotesJ: 90.52% 64/675 items older than 60 daysA: 91% 63/681 items older than 60 days


2: 90.0% 88.1%pm average

3.0




0.0%N/a

0.0



2: 75.0% 0.0%N/a

0.0

Monthly Result NotesO: N/a No employment equity opportunitiesN: N/a No employment equity opportunitiesD: N/a No employment equity opportunities


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99.0%pm average

3.0

Monthly Result NotesJ: 100% Totale rekwisisies= 38A: 96.88% Totale Rekwisisies= 32; Onvoldoende Fondse= 1


2: 100.0% 98.9%pm average

3.0

Monthly Result NotesO: 96.55% Totale Rekwisisies= 29; Onvoldoende Fondse= 1N: 100% Totale Rekwisisies= 33D: 100% Totale Rekwisisies= 24



100.0% NOTES: Internal audit queries for which an action plan needs to be submitted within 10 working days

3.0

Monthly Result NotesJ: 100% Belstow - Nie-betaling van fakture - Jul'13A: N/A No reports issued


2: 90.0% 0.0%N/a

NOTES: Internal audit queries for which an action plan needs to be submitted within 10 working days

0.0



0.0%N/a


0.0

Monthly Result NotesJ: N/A No outstanding audit findingsA: N/AS: N/A


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0.0%N/a


0.0

Monthly Result NotesO: N/A No outstanding Internal Audit findingsN: N/AD: N/A1: 100.0%3: % of Auditor General's queries


0.0%N/a

NOTES: An action plan to be submitted within 5 working days for all Auditor General's queries (comafs) issued.

0.0


2: 100.0% 100.0% NOTES: An action plan to be submitted within 5 working days for all Auditor General's queries (comafs) issued.

3.0

Monthly Result NotesO: 100% 3 0f 3 findings action plans were submitted timeously - PDO'SN: N/AD: N/A1: 100.0%4: % of Auditor General's actions


98.0%pm average

NOTES: AG findings to be addressed according to agreed action plan

3.0

Monthly Result NotesJ: 96% Evidence to be linked or referenced to outcome of KPI'sA: 100% all outstanding findings have been addressed

S: N/A


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0.0% REASONS: Unreliable evidence - outcomes not properly reviewedNo Standard Operating Procedures per KPIKPI's not well defined - non-conformance to SMART principlesINTERVENTIONS: All KPI's to be revisted1. Actual outcomes to be confirmed with evidence to ensure reliability.2. SOP's to be complied per KPI indicating responsibilities, data collection, verification process, e.g.3. Usefulness of information - KPI to conform to SMART principalsNOTES: AG findings to be addressed according to agreed action plan

0.0

Monthly Result NotesO: N/A Final AG report not yet issuedN: 0% 3 of 3 findings to be implemented/ rectifiedD: 0% 3 PDO findings to be implemented



NOTES: Risk Assessment to be performed quarterly1: Compliance



2: Compliance

Compliance NotesO: N/aN: Risk Assessments performed in November 2013YesD: N/a



100.0% 3.0


A: 100% 22 AugS: 100% 25 Sept

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% 24 OctN: 100% 29 NovD: 100% 12 Des


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100.0%2 months

3.0

Monthly Result NotesJ: 7.3 mths Posts of Regional Inspector and Head Traffic and Law Enforcement in process of being filledA: 8.3 mths Posts of Regional Inspector and Head Traffic and Law Enforcement in process of being filled

S: 2 mths Posts of Head Traffic and Law Enforcement could not be filled as candidates were not successful in the interview. Post re-advertised.


100.0%4.5 months

3.0

Monthly Result NotesO: 2.5 mths Post of Head Traffic and Law Enforcement filled with effect from 1 January 2014 after re-advertisement.N: 3 mths Post of Head Traffic and Law Enforcement filled with effect from 1 January 2014 after re-advertisement.D: 4.5 mths Post of Head Traffic and Law Enforcement filled with effect from 1 January 2014 after re-advertisement.





3.0





3.0




2: Compliance



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0.0%1303 cumulative

0.0


0.0



0.0%26 cumulative

0.0

Monthly Result NotesJ: 26A: 0 Geen nuwe aanstellings vir die maand Augustus 2013 nie.S: 0 Geen nuwe aanstellings vir die maand September 2013 nie.


0.0

Monthly Result NotesO: 0 Geen nuwe aanstellingsN: 4D: 0 Geen nuwe aanstellings

pr-13-0011: Effectively prevent uncontrolled in migration

1: A plan for the effective control of illegal structures on either private or public land to be compiled and submitted by Dec 2013 (Look at what City of Cape Town did in this regard)

1: Compliance



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-13-0011: Effectively prevent uncontrolled in migration

1: A plan for the effective control of illegal structures on either private or public land to be compiled and submitted by Dec 2013 (Look at what City of Cape Town did in this regard)

2: Compliance


1: 0.0%pr-13-0012: Management of informal trading

5: Extend restricted areas to Yzerfontein and Riebeek Valley where the need for demarcated areas exist by June 2014[Type=Qtr 4 Only]

60.0%cumulative

0.0

Monthly Result NotesJ: N/a Process started in YzerfonteinA: 40% Demarcated area in Yzerfontein identified. Busy with public participation processS: 60% Proposed site advertised for comments.

2: 0.0% 80.0%cumulative

0.0

Monthly Result NotesO: 70% Adjacent home owners do not want the identified site. Received letters not in favour for the proposed

site. Stand over for January 2014.N: 75%D: 80%



1: Compliance



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Scholtz, Joggie - Municipal Manager: Office of the Municipal Manager

To promote local economic developmentStart Objective / Output:KPA: Good Governance and LED (Weight = 15%) Avg Rating = 3.0pr-09-0001: Promote local economic development through liaison with business role-players

1: Annual event with local business held before end of June 2014?

1: Compliance

Compliance NotesJ: N/aA: Sakekamer Moorreesburg 20 AugYesS: N/a2: ComplianceCompliance NotesO: N/aN: N/aD: N/a

1: 0.0%Qtr 4 (90% pa)

pr-09-0012: Promote and facilitate the creation of jobs

1: % of the LED funds actually spent[Type=Qtr 4 Only]

0.0%2.5% cumulative

NOTES: R3761.52 uitbetaal aan Agri Experts CC.0.0

Monthly Result NotesJ: 0% Budget = R150 000; YTD = R0

A: 2.5% Budget = R150 000; YTD = R3761.52S: 2.5% Budget = R150 000; YTD = R3761.52

2: 0.0%Qtr 4 (90% pa)

0.0%3.4% cumulative

NOTES: Des 13: Commitment made to contribute to the KykNet Outdoor Expo event.

0.0

Monthly Result NotesO: 3.4% Budget = R150 000; YTD = R5 024.68N: 3.4% Budget = R150 000; YTD = R5 024.68D: 3.4% Budget = R150 000; YTD = R5 024.68

To ensure an economical, effective, efficient and accountable organisationStart Objective / Output:KPA: Good Governance and LED (Weight = 15%) Avg Rating = 3.0pr-09-0003: Ensure sound management

1: Monthly management meetings held?

1: Compliance

Compliance NotesJ: 29 JulYesA: 27 AugYesS: 19 SepYes


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-09-0003: Ensure sound management

1: Monthly management meetings held?

2: Compliance

Compliance NotesO: 25 OctYesN: 27 NovYesD: N/a

1: 100.0%0 maximum

pr-09-0004: Promote proper procurement through sound management

1: Number of appeals against the municipality regarding the awarding of tenders that were upheld[Type=Avg All]

100.0%0

3.0

Monthly Result NotesJ: 0A: 0S: 02: 100.0%0 maximum

100.0%0

3.0


pr-09-0005: Promote implementation by ensuring that the performance of the municipality is monitored

1: Monthly performance and financial assessments done?

1: Compliance

Compliance NotesJ: Assessment was done but no meetings were heldYesA: 21 AugYesS: 27 SepYes2: ComplianceCompliance NotesO: 23 OktYesN: 27 NovYesD: N/a


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 100.0%pr-09-0007: Promote council's

objectives by ensuring tasks are implemented


100.0% 3.0




pr-09-0008: Ensure that participative planning takes place

1: Monthly checking of IDP/Budget process schedule done?

1: Compliance

Compliance NotesJ: N/aA: 21 AugYesS: 27 SepYes2: ComplianceCompliance NotesO: 23 OktYesN: 27 NovYesD: N/a

pr-10-0001: Ensure that the financial statement fairly represent the position of the Municipality and that performance information is reliable, accurate and complete

1: Was a clean audit obtained from the Auditor-General?

2: Compliance

Compliance NotesO: N/aN: N/aD: As per AG ReportYes


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-10-0004: MFMA Section 29(1): Authorise unforeseeable and unavoidable expenditure for which no provision was made in an approved budget in emergency or other exceptional circumstances

1: Unforeseeable and unavoidable expenditure, if any, authorised?

1: Compliance



2: Compliance


pr-10-0005: MFMA Section 31: Give approval that expenditure for a programme during a financial year may exceed the amount of that year's appropriation.

1: Approval, if applicable, given? 1: Compliance



2: Compliance



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-10-0006: MFMA Section 46(2): Sign a resolution of council which approves the debt agreement regarding the incurrence of long-term debt

1: Resolution, if applicable, signed?

1: Compliance



2: Compliance


pr-10-0007: MFMA Section 52(c): Take all reasonable steps to ensure that the municipality performs its constitutional and statutory functions

1: Municipality performed its constitutional and statutory functions?

1: Compliance

Compliance NotesJ: YesA: YesS: Yes


2: Compliance


pr-10-0010: MFMA Section 54(1): On receipt of section 71 monthly statements or section 72 mid-year assessment, check whether the municipality's approved budget is implemented in accordance with the SDBIP

1: Implementation of the approved budget in accordance with the SDBIP checked?

1: Compliance

Compliance NotesJ: N/aA: Gemonitor by PMS vergadering - 21 AugYesS: N/a


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-10-0010: MFMA Section 54(1): On receipt of section 71 monthly statements or section 72 mid-year assessment, check whether the municipality's approved budget is implemented in accordance with the SDBIP

1: Implementation of the approved budget in accordance with the SDBIP checked?


2: Compliance

Compliance NotesO: 23 OktYesN: 27 NovYesD: N/a

pr-10-0013: MFMA Section 54(1): On receipt of section 71 monthly statements or section 72 mid-year assessment, identify any financial problems facing the municipality

1: Financial problems identified, if any?

1: Compliance



2: Compliance


pr-10-0014: MFMA Section 55: If the municipality has not approved a budget by the 1st day of the budget year or if it encounters a serious financial problem referred to in section 136, to immediately report the matter to the MEC for local government

1: Was a serious financial problem referred to in section 136, if any, immediately reported to the MEC?

1: Compliance



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-10-0014: MFMA Section 55: If the municipality has not approved a budget by the 1st day of the budget year or if it encounters a serious financial problem referred to in section 136, to immediately report the matter to the MEC for local government

1: Was a serious financial problem referred to in section 136, if any, immediately reported to the MEC?


2: Compliance


pr-10-0015: MFMA Section 133(1): If accounting officer fails to submit financial statements to the Auditor-General or if the mayor fails to table the annual report, to promptly table in council a written explanation setting out the reasons for the failure

1: Written explanation, if applicable, tabled in the council?


2: Compliance


pr-13-0001: Consider removing all vacant posts from the organogram

1: Submit a report with the results to the Mayoral Committee by September

1: Compliance



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Steenkamp, Johan - Director: Development Services

To lead and manage the Development Services Department effectively and efficientlyStart Objective / Output:KPA: General Management (Weight = 30%) Avg Rating = 2.9

1: 0.0%Qtr 4 (Between 95% and 105%)



22.7%cumulative

0.0

Monthly Result NotesJ: 0.0% Budget = R24 780 327, YTD = R0

A: 0.0% Budget = R24 780 327, YTD = R0S: 22.7% Budget = R24 780 327, YTD = R5 783 642

2: 0.0%Qtr 4 (Between 95% and 105%)

39.7%cumulative

0.0



1: 0.0%Qtr 4 (95% pa)



60.0%cumulative

0.0


0.0


1: 0.0%Qtr 4 (Between 90% and 100%)



19.1%cumulative

0.0




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45.3%cumulative

0.0





100.0% 3.0

Monthly Result NotesJ: 100% MFMP

A: 100% MFMPS: 100% MFMP

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% MFMPN: 100% MFMPD: 100% MFMP, EMI Course



100.0% 3.0



2: 100.0% 98.0% 3.0Monthly Result NotesO: 100% 35/35 resolutions initiated/implementedN: 75% 2/8 resolutions not initiated/implemented (H Balie, Task id 2969615 & 2993978)D: 98% 1/64 resolutions not initiated/implemented (H Balie, Task id 3004580)


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1: Compliance

Compliance NotesJ: Geen vergaderingNoA: 20 AugYesS: 26 SeptYes2: ComplianceCompliance NotesO: 22 OktYesN: 26 NovYesD: N/a



2: Compliance




2: Compliance

Compliance NotesO: 28 OktYesN: N/aD: N/a

1: 100.0%0 maximum



100.0%0

3.0



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100.0%0

3.0




93.0% 3.0



2: 90.0% 93.5% 3.0Monthly Result NotesO: 94% 205/3326 items older than 60 daysN: 93% 240/3351 items older than 60 daysD: 93.5% 218/3345 items older than 60 days



0.0%N/a

0.0



2: 75.0% 0.0%N/a

0.0



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100.0% 3.0

Monthly Result NotesJ: 100% Totale rekwisisies= 39A: 100% Totale Rekwisisies= 43





0.0%N/a

0.0

Monthly Result NotesJ: N/A No reports issuedA: N/A No reports issued


2: 90.0% 0.0%N/a

NOTES: An action plan to be submitted within 10 working days for all Internal Audit findings raised.

0.0

Monthly Result NotesO: N/A No reports issuedN: N/AD: N/A


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75.0% REASONS: Integration of information from Promun into Collaborator for payments of capital contributions to be developed and tested. On completion the management reports and documentation of the process will be finalised.INTERVENTIONS: An e-mail was forwarded to Allen Yaxley and Monique le Roux to finalise the process. The process needs to be monitored contineousely to ensure imp[lementation not later than Nov'13.NOTES: Capital contribution 1. Monthly reconciliation 2. Management reports 3. Process flow & SOP. The 3 findings are related to each other and changes to the process influences the finalisation of all 3.

2.0

Monthly Result NotesJ: 75% 3 of 12 Findings still to be implemented (system development)A: 75% 3 findings outstandingS: 75%2: 100.0% 75.0% REASONS: Approved Capital Contributions captured on the

previous system needs to be integrated into the collaborator system. Data on system to be complete to ensure accurtae system reportsINTERVENTIONS: The performance of the Collaborator system provider to be monitored to ensure timeous finalisation of outstanding prosesses. Meeting was held with Business Engineering and they were requested to resolve the matter. Follow-up meeting will be held on 16 Jan 2014.NOTES: Capital contribution 1. Monthly reconciliation 2. Management reports 3. Process flow & SOP. The 3 findings are related to each other and changes to the process influences the finalisation of all 3.

3.0

Monthly Result NotesO: 75% 3 of 12 Findings still to be implemented (system development)N: 75%D: 75%1: 100.0%3: % of Auditor General's queries


0.0%N/a

NOTES: An action plan and comments on the findings issued by the AG to be submitted within 5 days from date of issue

0.0



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issues3: % of Auditor General's queries (comafs) for which an action plan was submitted within 5 working days[Type=Avg All]

100.0% NOTES: An action plan and comments on the findings issued by the AG to be submitted within 5 days from date of issue

3.0

Monthly Result NotesO: 100% 3 of 3 findings action plans were submitted timeously - PDO'sN: N/AD: N/A1: 100.0%4: % of Auditor General's actions


98.0% NOTES: PMS outcomes to be supported by evidence3.0

Monthly Result NotesJ: 96% PMS outcomes to be supported by evidence - 1 of 26 findings to be implementedA: 100% All AG findings have been addressed for 2011/12 AG audit

S: N/A2: 20.0% 0.0%

3 PDO findings to be implemented

REASONS: Unreliable evidence - outcomes not properly reviewedNo Standard Operating Procedures per KPIKPI's not well defined - non-conformance to SMART principlesINTERVENTIONS: All KPI's to be revisted1. Actual outcomes to be confirmed with evidence to ensure reliability.2. SOP's to be complied per KPI indicating responsibilities, data collection, verification process, e.g.3. Usefulness of information - KPI to conform to SMART principalsNOTES: Auditor-General's findings to be addressed according to the agreed timeframe

0.0

Monthly Result NotesO: N/A AG final report not yet issuedN: 0% 3 of 3 PDO findings to be implemented/ rectifiedD: 0% 3 PDO findings to be implemented



NOTES: Risk Assessments to be performed quarterly1: Compliance



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-09-0061: Identify risks and implement controls


NOTES: Risk assessments are performed by the RM Shared Services

2: Compliance

Compliance NotesO: N/aN: Risk assessment performed during Nov'13YesD: N/a



100.0% 3.0


A: 100% Invocom for August was held on 6 September. The scheduled invocom for 26 August 2013 was postponed due to a SALGA training programme.

S: 100% 30 Sep

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% 28 OktN: 100% 25 NovD: 100% 13 Des




100.0%5 months

3.0

Monthly Result NotesJ: 3 mthsA: 4 mths Filling of post of Community Development Officer put on hold

S: 5 mths Filling of post of Community Development Officer put on hold


80.0%7 months

NOTES: A contract appointment was made in the mean time.3.0

Monthly Result NotesO: 6 mths Filling of post of Community Development Officer put on holdN: 7 mths Filling of post of Community Development Officer put on holdD: 7 mths Filling of post of Community Development Officer put on hold


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating1: 100.0%4% pm maximum




3.0





3.0

Monthly Result NotesO: 2% 13/644 person days lost due to sick leaveN: 0.2% 1/588 person days lost due to sick leaveD: 0 0/504 person days lost due to sick leave



2: Compliance


1: 0.0%Qtr 4



1347 cumulative0.0


0.0



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35 cumulative0.0

Monthly Result NotesJ: 35A: N/a Geen nuwe aanstellings vir die maand Augustus 2013 nie.

S: N/a Geen nuwe aanstellings vir die maand September 2013 nie.


0.0

Monthly Result NotesO: 0 Geen nuwe aanstellingsN: 0 geen nuwe aanstellingsD: 0 Geen nuwe aanstellings

1: 100.0%pr-13-0007: The installation of electronic water control systems as opportunities arise (e.g. housing projects) and in terms of the financial capacity of the Municipality

1: Number of systems installed in Phase 1 of Abbotsdale[Type=Avg All]

0.0%N/a

0.0

Monthly Result NotesJ: N/aA: N/aS: N/a Will only be installed after first houses have been completed and successful procurement through the

Cape Town tender process

2: 100.0% 0.0%N/a

0.0




1: Compliance



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Terblanche, Madelaine - Director: Corporate Services

To lead and manage the Corporate Services Department effectively and efficientlyStart Objective / Output:KPA: General Management (Weight = 30%) Avg Rating = 2.9

1: 0.0%Qtr 4 (Between 95% and 105%)



0.5%cumulative

0.0

Monthly Result NotesJ: 0.0% Budget = R428 000, YTD = R0


2: 0.0%Qtr 4 (Between 95% and 105%)

4.3%cumulative

0.0


N: 2.4% Budget = R428 000, YTD = R10 272D: 4.3% Budget = R428 000, YTD = R18 294

1: 0.0%Qtr 4 (95% pa)



5.0%cumulative

0.0

Monthly Result NotesJ: 0% Still in planning process

A: 0%S: 5%2: 0.0%Qtr 4 (95% pa)

15.0%cumulative

0.0


1: 0.0%Qtr 4 (Between 90% and 100%)



21.1%cumulative

0.0




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46.6%cumulative

0.0





100.0% 3.0

Monthly Result NotesJ: 100% MFMP, AET

A: 100% MFMP, AET, Disciplinary Hearings TrainingS: 100% MFMP, AET

2: 100.0% 100.0% 3.0Monthly Result NotesO: 100% MFMP, AETN: 100% MFMP, AETD: 100% MFMP, AET



100.0% 3.0





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1: Compliance




2: Compliance




2: Compliance


1: 100.0%0 maximum



100.0%0

3.0



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100.0%0

3.0




94.4%pm average

3.0

Monthly Result NotesJ: 94.73% 1531/29025 items older than 60 daysA: 94.5% 1557/29210 items older than 60 days


2: 90.0% 93.8%pm average

3.0




0.0%N/a

0.0



2: 75.0% 0.0%N/a

0.0



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100.0% 3.0



2: 100.0% 98.8%pm average

3.0

Monthly Result NotesO: 100% Totale Rekwisisies= 60N: 100% Totale Rekwisisies= 63D: 96.43% Totale Rekwisisies= 28; Onvoldoende fondse= 1



100.0% NOTES: Action plan submitted within 10 working days after audit queries have been raised.

3.0

Monthly Result NotesJ: 100% Internal Study BursariesA: N/A No reports issued


2: 90.0% 0.0%N/a

NOTES: An action plan to be submitted within 10 working days after Internal Audit queries have been raised.

0.0



0.0%N/a

NOTES: Internal audit findings to be implemented according to agreed time frame

0.0

Monthly Result NotesJ: N/A No outstanding findingsA: N/AS: N/A


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0.0%N/a

NOTES: Internal audit findings to be implemented according to agreed timeframe.

0.0

Monthly Result NotesO: N/A No outstanding findingsN: N/AD: N/A1: 100.0%3: % of Auditor General's queries


0.0%N/a

NOTES: An action plan should be submitted within 5 working days after an Auditor General's query (comafs) was issued.

0.0


2: 100.0% 100.0% NOTES: An action plan should be submitted within 5 working days after an Auditor General's query (comafs) was issued.

3.0

Monthly Result NotesO: 100% 6 of 6 AG findings action plans were submitted timeouslyN: N/AD: N/A1: 100.0%4: % of Auditor General's actions


78.3% REASONS: Contineouse access, developments and changes to the Collaborator system are not adequately monitored.INTERVENTIONS: SLA with the Service Provider indicates that access to the system should be available at all time. However, a report to monitor access and any changes in the system to be made available and should be monitored by the System Administrator.NOTES: 1. SOP of Vendor Performance - Collab 2. User Access to be managed 3. PMS outcomes to be supported by evidence

2.0

Monthly Result NotesJ: 73% 3 of 11 findings to be implemented - see notes aboveA: 81% 2 of 11 findings to be implemented - Vendor performance and accessS: 81% 2 of 11 findings to be implemented - Vendor performance and access


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0.0% REASONS: Unreliable evidence - outcomes not properly reviewedNo Standard Operating Procedures per KPIKPI's not well defined - non-conformance to SMART principlesCollaborator vendor's performance and PayDay system access not monitored.INTERVENTIONS: All KPI's to be revisted1. Actual outcomes to be confirmed with evidence to ensure reliability.2. SOP's to be complied per KPI indicating responsibilities, data collection, verification process, e.g.3. Usefulness of information - KPI to conform to SMART principals4. & 5. Reports to be develop to monitor Collaborator Vendor performance and access control to PayDay.NOTES: Auditr-General's findings to be implemented/ rectified within agreed timeframe.3 PDO findings and 2 system controls to be implemented.

0.0

Monthly Result NotesO: N/A AG final report not yet issuedN: 0% 5 o 5 Findings to be implemented/ rectifiedD: 0% 5 AG findings to be implemented



NOTES: Risk assessments to be performed on a quarterly basis1: Compliance


NOTES: Risk assessments are perfomed by the RM Shared Services

2: Compliance

Compliance NotesO: N/aN: Risk Assessments performed during November 2013YesD: N/a



100.0% 3.0

Monthly Result NotesJ: 100% Invocom held 24 July 2013

A: 100% Invocom held 29 August 2013S: 100% Invocom held 26 September 2013


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRating2: 100.0%pr-09-0047: Ensure employee

involvement through communication


66.7% 2.0

Monthly Result NotesO: 100% Invocom held 23 October 2013

N: 100% Invocom held 26 November 2013D: 0% No invocom held due to conflicting schedules/holiday arrangements




100.0%0 months

3.0

Monthly Result NotesJ: 0 mthsA: 0 mthsS: 0 mths2: 100.0%3 months maximum

100.0%0 months

3.0

Monthly Result NotesO: 0 mthsN: 0 mthsD: 0 mths





3.0





3.0



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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-12-0006: Adherence to the Municipality's Virement Policy


2: Compliance


1: 0.0%Qtr 4



0.0%412 cumulative

0.0


0.0



0.0%6 cumulative

0.0

Monthly Result NotesJ: 6A: 0 Geen nuwe aanstellings vir die maand Augustus 2013 nie.S: 0 Geen nuwe aanstellings vir die maand September 2013 nie.


0.0

Monthly Result NotesO: 0 Geen nuwe aanstellingsN: 0 Geen nuwe aanstellingsD: 0 Geen nuwe aanstellings


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Quarterly TargetKey Performance IndicatorPerf Objective / Process Achieved Reasons / Interventions / NotesRatingpr-13-0047: Consider removing all vacant posts from the organogram


1: Compliance


22 January 2014 Page 722013/4 - PERFORMANCE MANAGEMENT: DIRECTORS (Quarterly) rpt PM Directors QtrMth ActiveNotes

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Mid-year budget and performance assessment i.r.o. the first half of the 2012/13 financial year

QUALITY CERTIFICATION

I, Joachim Jacobus Scholtz, Municipal Manager of Swartland Municipality (WC015), hereby certify that the mid-year budget and performance assessment has been prepared in accordance with the Municipal Finance Management Act and regulations made under that Act.

Signature

Date

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mid year assesssment report - swartland.org.za year assesssment... · 8 capital budget expenditure...

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