tshwane · tshwane (hct) - 4th quarter assessment report (2014/15 financial year) md matsena 1....

129

ANNEXURE A

MUNICIPAL PUBLIC ACCOUNTS STANDING COMMITTEE ANNUAL RESOLUTION TRACKING JULY 2015 TO APRIL 2016

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 17 JULY 2015

MATTERS CONSIDERED

AUTHOR/ INITIATOR

RESOLUTION STATUS/ EVIDENCE

Report on the status of lost/stolen laptops of councilors

MD Matsena 1. That cognizance is taken of the contents of this report.

2. That Group Audit and Risk Department, Insurance Management

submits Quarterly Reports on status of Insurance Claims.

3. That awareness workshop must be conducted to all Councillors

about the documentations and timelines for successful insurance

claims.

4. That Office of the Speaker work with Group ICT department to

purchase stolen laptops for the Councillors.

5. That Office of the Speaker work with Group ICT department to facilitate loan laptops for the Councillors.

Done Outstanding Outstanding Outstanding Outstanding

Creditors Age Analysis as at 31 May 2015 for the City

U Bandar 1.That it be recommended to the Council:

2. That cognizance is taken of the creditor’s age analysis as at 31 May 2015

Done Done

130

CALLING OF

REPORTS

MPAC 1. Reports of the PEU contract and termination agreement:

The signed agreement and the provision applied in

appointing the service provider.

The termination agreement.

The alleged letter from the Minister of Finance cautioning

the City with respect to this project.

2. Creditor Report

Report on payment done by:

Cheque

Cash

EFT volumes

3.. A report from internal audit on any deviation on the MFMA on:

Section 11: Withdrawals from the Municipal Bank account

Section 15: Appropriate of funds for expenditure

Section 19: Capital Progress

Section 65: Expenditure Management

Section 79/82: Delegation

4. Any deviation and what steps taken to rectify it.

The report must serve in the Section 79 Standing Committee: Pubic

Accounts meeting

of August 2015.

Outstanding

131

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 19 AUGUST 2015

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Annual Performance Report of the Section 79 Standing Committee: Public Account (MPAC) for 2014/2015 financial year

JRK Thema 1. That cognisance be taken of this report.

2. That summary of the reports that the Committee have not dealt with be submitted to the Section 79 Standing Committee: Public Accounts.

Done Outstanding

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING ON 11 SEPTEMBER 2015

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Ex Facto payments approved for tenders for the April 2015

MD Matsena 1. That the reason provided in this report regarding ex facto payment is satisfactory given the emergent nature of leaks.

2. That the condonation of the ex facto payment amounting to R 2

025 502.27 incurred by the Service Infrastructure (Water and Sanitation) is confirmed.

3. That there is no need to recover and/or take any remedial steps

against anyone as per the provisions of the MFMA.

Done Done Done

132

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Public Accounts Oversight Report on the Audit and the Performance Committee (APC) of the city of Tshwane and its Municipal Entities to the Mayoral Committee for quarter 3 of financial year 2014/2015 (January to March 2015)

MD Matsena

1.That cognizance is taken of the contents of this report 2. That the KPMG report on the Review of the IT Network Security for the City also be shared with MPAC to ascertain risk factors identified in the report and the action plans thereof.

Done Outstanding

Oversight Report over the In-year Financial Report (monthly and third quarter budget statement) for the period ending 31 March 2015.

MD Matsena 1. This item has been withdrawn from the agenda of the Section 79 Standing Committee: Public Accounts of 11 September 2015 as it has already been dealt with by the Committee in June 2015.)

Done

MPAC Oversight Report over the Housing Company Tshwane (HCT) - 4th Quarter Assessment Report (2014/15 financial year)

MD Matsena 1. That cognisance be taken of the contents of this report. 2. That the Council resolution be re-affirmed “That the entity submits

corrective measures in terms of non-achievement of the key performance indicators in the next quarter”.

3. That the Audit and Performance Committee of the City and

MPAC be furnished with the said report. 4. That the Chief Executive Officer of the Housing Company

Tshwane submit a report on litigations and all pending cases to MPAC at its meeting of October 2015.

Done Done Done Outstanding

133

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 09 OCTOBER 2015

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Group Financial Services Department (Revenue Management Division) Arrear debt owed to the City (31 May 2015)

MD Matsena 1. The reports be withdrawn from the agenda because the Committee already passed a resolution on 13 September 2013)

Done

Oversight Report over

the In-year Financial

Report monthly and

third quarter budget

statement for the

period ending 31

March 2015

MD Matsena 1. The reports be withdrawn from the agenda because the report has already been dealt with by the Committee in June 2015.)

Done

MPAC Oversight

Report over the 4th

Quarter Assessment

Report: Tshwane

Economic

Development Agency

(TEDA) for the

2014/15 financial year

MPAC Oversight

Report on the 4th

Quarter Assessment

Report: Sandspruit

Works Association

(SWA) for the 2014/15

financial year

MD Matsena 1.That cognizance is taken of the contents of these reports

Done

134

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Section 79 Standing Committee: Public Accounts Oversight Report on the Audit and the Performance Committee (APC) of the City of Tshwane and its Municipal Entities to the Mayoral Committee for quarter 3 of financial year 2014/2015 (January to March 2015)

MD Matsena 1. That the KPMG report on the Review of the IT Network Security for the City also be shared with MPAC to ascertain risk factors identified in the report and the action plans thereof.

Done

Oversight Report over the In-year Financial Report (monthly and third quarter budget statement) for the period ending 31 march 2015

MD Matsena 1. This item has been withdrawn from the agenda of the Section 79 Standing Committee: Public Accounts of 11 September 2015 as it has already been dealt with by the Committee in June 2015.)

Done

Office of the Speaker

MPAC Oversight Report over the Housing Company Tshwane (HCT) - 4th Quarter Assessment Report (2014/15

financial year)

MD Matsena 1. That cognizance be taken of the contents of this report.

2. That the Council resolution be re-affirmed “That the entity submits corrective measures in terms of non-achievement of the key performance indicators in the next quarter”.

3. That the Audit and Performance Committee of the City and MPAC be furnished with the said report.

4. That the Chief Executive Officer of the Housing Company Tshwane submit a report on litigations and all pending cases to MPAC at its meeting of October 2015.

Done

Done

Done

Outstanding

135

MATTERS CONSIDERED

AUTHOR/ INITIATOR


MPAC Oversight Report over the 4th Quarter Assessment Report: Tshwane Economic Development Agency (TEDA) for the 2014/15 financial year

MD Matsena 1. That this report be deferred to the Section 79 Standing Committee: Public Accounts meeting to be held on 9 October 2015.

Done

MPAC Oversight Report on the 4th Quarter assessment report: Sandspruit works Association (SWA) for the 2014/15 financial year.

MD Matsena 1. That this report be deferred to the Section 79 Standing Committee: Public Accounts meeting to be held on 9 October 2015.

Outstanding

136

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Calling of reports Oversight Committee

1. What by-law is used to enforce the above?

2. When was this decision approved in Council? 3. Sim Cards Each Councillor received new 1 Gig sim card.

With which service provider does COT have a contract?

4. What is the cost of each 1 Gig account?

5. How many people (Councillors plus Tshwane staff) have the

usage of these 1 Gig accounts?

6. Organogram of finance function-names of sub departments and

the relevant posts.

7.Water Department Tender for pavement repairs

Why is this tender not approved?

How will the back-log be addressed?

How many jobs are outstanding for the Metro?

Outstanding

8. Revenue collection:

To what extent do we comply with the policy (people are getting their

statements it shows that electricity was disconnected and these

people used pre-paid meters)

Outstanding

137

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 13 NOVEMBER 2015

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Group Financial Services Department (Revenue Management Division) Arrear debt owed to the City (31 May 2015)

U Banda 1. Withdrawn

the Committee already passed a resolution in June 2014 that only a summary of the arrear debt owed to the City be submitted to MPAC and the MPAC only be provided with further details if there are contraventions with Section 64 of the MFMA

Done

Public Accounts Oversight Report on Group Financial Services Department (Supply Chain Management) Ex facto payments approved for tenders for the month April 2015

MD Matsena 1. That the reason provided in this report regarding ex facto payment is satisfactory given the emergent nature of leaks

2. That the condonation of the ex facto payment amounting to R 2 025 502.27 incurred by the Service Infrastructure (Water and Sanitation) is confirmed

3. That there is no need to recover and/or take any remedial steps against anyone as per the provisions of the MFMA.

Done Done Done

Public Accounts Oversight Report on the Audit and the Performance Committee (APC) of the City of Tshwane and its Municipal Entities to the Mayoral Committee for quarter 3 of financial year 2014/2015 (January to March 2015)

MD Matsena 1.That cognizance is taken of the contents of this report 2. That the KPMG report on the Review of the IT Network Security

for the City also be shared with MPAC to ascertain risk factors identified in the report and the action plans thereof.

Done Not Done

138

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Oversight Report over the In-year Financial Report (monthly and third quarter budget statement) for the period ending 31 March 2015

MD Matsena 1.Withdrawn: The report has already been dealt with by the Committee in June 2015.)

Done

MPAC Oversight Report over the Housing Company Tshwane (HCT) - 4th

Quarter Assessment Report (2014/15 financial year)

MD Matsena 1. That cognizance be taken of the contents of this report.

2. That the Council resolution be re-affirmed “That the entity submits corrective measures in terms of non-achievement of the key performance indicators in the next quarter”.

3. That the Audit and Performance Committee of the City and

MPAC be furnished with the said report.

4. That the Chief Executive Officer of the Housing Company Tshwane submit a report on litigations and all pending cases to MPAC at its meeting of October 2015.

Done Not Done Done Not Done

MPAC Oversight report over the 4th

quarter assessment report: Tshwane Economic Development Agency (TEDA) for the 2014/15 financial year

MD Matsena 1. That cognisance be taken of the contents of this report 2. That sufficient rationale for irregular, fruitless, and wasteful

expenditure be provided and if satisfactory be condoned or written off by Council.

3. That progress on the implementation of the financial sustainability

report be reported and incorporated in the entity’s Q1 report for 2015/16 FY.

4. That the 4th quarter assessment report for Tshwane Economic

Development Agency (TEDA) for the 2014/15 financial year be subjected to an audit process for purposes of consolidation into the 2014/15 annual report.

Done Done Ongoing Ongoing

139

MATTERS CONSIDERED

AUTHOR/ INITIATOR


7. MPAC Oversight report on the 4th quarter assessment report: Sandspruit Works Association (SWA) for the 2014/15 financial year

MD Matsena 1. That cognisance be taken of the contents of this report. 2. That the following critical vacancies: Revenue Management Manager, Accountant Manager and Chief Financial Officer be filled urgently and a progress report in this regard be provided to the Committee in its meeting of January 2016.” 3. That the implementation of the monthly risk monitoring action plan as developed by the entity (SWA) take effect immediately and that the City Manager as the accounting officer submit a quarterly report to MPAC on its effectiveness.

Done Ongoing Ongoing

1. Oversight report over deviations for tenders above the threshold of R200 000,00 approved for the 4th quarter 2014/15 financial year

MD Matsena 1. That cognisance be taken of the contents of this report. 2. That the reasons provided for deviations are satisfactory. 3. That cognisance be taken that the Chief Financial Officer had given the note on financial statements of R37 220 636.99 on deviations for the 4th Quarter 2014/15. 4. That there is no need to investigate further and/or take remedial action as per the provisions of the MFMA. 5. That deviations for the 4th Quarter 2014/15 financial year be approved.

Done Done Done Done Done

140

MATTERS CONSIDERED

AUTHOR/ INITIATOR


2. Oversight report over Supply Chain Management Performance report for 4th quarter 2014/15 financial year: 1 April - 30 June 2015

MD Matsena 1. That cognizance be taken of the contents of this report. 2. That the City Manager as the Accounting officer must intervene and oversee implementation of City policies to enable meeting of BEE spending targets. 3. That the City Manager must provide MPAC at its January 2016 meeting with report outlining intervention methods that will enable the City to reach BEE spending targets. 4. That the Bid Adjudication Committee and Executive Adjudication Committee must increase approval of reports, and improve on turnaround time especially on reports that complement the City’s capacity to deliver basic and essential services. 5. That, in view of the high theft rate, the Executive Director: Supply Chain Management submit a report to the Section 79 Standing Committee: Public Accounts regarding the performance of the stores, inclusive of stock items, its safekeeping and remedial actions taken against officials responsible for the safeguarding of these items.

Done Ongoing Not Done Ongoing Not Done

3. Oversight report over Group Financial Services Department (Supply Chain Management) ex facto payments approved for tenders for the 4th

quarter 2014/ 15 financial year

MD Matsena 1. That cognisance be taken of the contents of the report. 2. The evidence and justification of the ex facto payment of the value of R45 769 867.86 incurred is satisfactory, however the Accounting Officer must furnish MPAC with a detailed breakdown of all ex facto payment items at its meeting in January 2016. 3. That the report mentioned in 2 above should also include consequential management and detail information regarding the ex facto payment of the following two contracts:

EX2015/06/01 (prepaid meters), inclusive of the two processes, namely the request for additional meters and the payment of the meters ordered; and

EX2015/06/03 (Attendance of the Convention in Lima, Peru).

Done Not Done Not Done

141

MATTERS CONSIDERED

AUTHOR/ INITIATOR


4. Oversight report on the Management Report of City of Tshwane Metropolitan Municipality

MD Matsena 1. That cognisance be taken of the contents of this report. 2. That proper and reliable records keeping system be implemented, monitored and progress be reported quarterly to MPAC by the City Manager. 3. That City Manager must report to MPAC remedial actions taken against public servant in the employ of the City who conducted business with the City in its meeting of January 2016. 4. That City Manager must submit a report to MPAC in its January meeting indicating how he has addressed issues raised in the management letter.

Done Not Done Not Done Not Done

4. Group Financial Services Department (Financial Reporting and Assets) Creditors age analysis as at 31 July 2015 for the City

MD Matsena 1.That it be recommended to the Council: 2. That cognizance is taken of the creditor’s age analysis as at 31 July 2015.

Done Done

5. Water and Sanitation Department (Management and Administration Support) Report called for by Councillor BR Topham during the Section 79 Standing Committee: Public Accounts meeting held on 11 September 2015 : Tender for pavement repairs

MD Matsena 1.That it be recommended to the Council 2. That cognizance be taken of the report regarding the tender for pavement repairs

Done Done

142

MATTERS CONSIDERED

AUTHOR/ INITIATOR


6. Group Financial Services Department (financial reporting and assets) Creditors Age Analysis as at 31 august 2015 for the city

MD Matsena 1.That it be recommended to the Council 2. That cognizance is taken of the creditor’s age analysis as at 31 August 2015

Done Done

143

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 15 JANUARY 2016

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Public Accounts Committee first quarter performance report for 2015/2016 financial year.

MD Matsena At 10:00 there was no quorum (7 members, Chairperson included) present. In accordance with Section 4(1) of the Rules and Orders By-laws, members of the Committee then waited 20 minutes to give the absent members the opportunity to join the meeting. At the expiry of 20 minutes after the time appointed for the meeting, the meeting still did not quorate and the meeting was therefore deemed postponed in accordance with Section 4(1) of the Rules and Orders. Members of the Committee present agreed that that the report on the agenda would be considered at the next ordinary meeting of the Section 79 Standing Committee: Public Accounts to be held on 12 February 2016 as pre-scheduled in the approved annual programme.

Done

144

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 12 February 2016

MATTERS CONSIDERED AUTHOR/ INITIATOR


Public accounts committee first quarter performance Report for 2015/16 financial year

MD Matsena 1. That cognisance be taken of this report.

2. That the committee considers outstanding reports and monitors implementation of all resolutions made during the quarter under review.

Done Not Done

145

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 22 March 2016

MATTERS CONSIDERED

AUTHOR/ INITIATOR


Report to respond to the request from municipal public Accounts committee on the quarterly report on the Monitoring and implementation of proper and reliable Records keeping system

MD Matsena 1. That it be recommended to the Council: 2. That MPAC takes note of the contents of the report.

Done Done

City of Tshwane annual report for 2014/15 financial year

Mayur Maganlal 1. That the City Manager, Mr Jason Ngobeni, attend the MPAC meeting in March 2016 when the Annual report will be discussed in order to provide answers and comply with section 129 of the MFMA. 2. That, subject to a legal opinion, members of the public be invited to attend the March MPAC meeting as observers when the Annual Report will be discussed.

Not Done Not Done

MPAC oversight report over the annual report of the city of Tshwane and its entities for the financial year 2014/15

MD Matsena 1. That cognisance be taken of the contents of this report. 2. That the Annual report be approved without reservations.

Done Done

Creditors age analysis as at 31 October 2015 for the city

Umar Bandar 1. That it be recommended to the Council:

2. That cognizance is taken of the creditor’s age analysis as at 30 November 2015.

Done Done

146

Creditors age analysis as at 30 November 2015 for the city

Umar Bandar 1.That it be recommended to the Council: 2. That cognizance is taken of the creditor’s age analysis as at 30 November 2015.

Done Done

Creditors age analysis as at 31 December 2015 for the City

Umar Bandar 1. That it be recommended to the Council: 2. That cognizance is taken of the creditor’s age analysis as at 31 December 2015.

Done Done

MPAC oversight report on supply chain management Performance report for 1st quarter of 2015/16 financial Year

MD Matsena That it be recommended to the Council: 1. That the Accounting Officer submit a report to MPAC in April 2016, stipulating controls to monitor contracts to avoid recurrence of ex-post facto payments resulting from expired contracts. 2. That the Supply Chain Management Division submit a report to MPAC in the meeting of April 2016, particular with regard to cancelled tenders, outlining the criteria used in appointing those service providers and clarify the effectiveness of that criteria in ensuring adherence to principles which are fair, equitable, transparent, competitive and cost effective, as well as the financial implications of the cancelled tenders as stipulated in paragraph 4.1.1 “Acquisition Management” of the report. 3. That a report be submitted to MPAC in April 2016, clarifying procurement of the legal library by Group Legal Services.


147

MPAC oversight report on supply chain management Performance report for 2nd quarter of 2015/16 financial Year.

MD Matsena 1. That the City Manager as the Accounting Officer submit a report to the MPAC meeting in April 2016 demonstrating adequate measures to ensure fair, equitable, transparent, competitive and cost effective supply chain processes. 2. That the Supply Chain Management Division submit and present a report in April 2016, clarifying the reasons which led to more males benefitting from BEE spent as compared to women, youth and people with disabilities. 3. That a report clarifying approval by the Executive Acquisition Committee of eight (8) reports for cancellation of tenders be submitted to MPAC by Supply Chain Management Division, in April 2016 MPAC meeting. 4. That a report be submitted and presented by Supply Chain Management Division in April 2016 clarifying the ex-post facto payment for the procurement of bins from Tshwane Hygiene. 5. That a detailed report on the losses related to theft in the plants, be submitted and presented to MPAC in April 2016 meeting. 6. That a report be submitted and presented to MPAC by the Supply Chain Management Division on the number of co-operatives conducting business with the City. 7. That the Supply Chain Management Division delivers a presentation to the Section 79 Standing Committee: Public Accounts at its next meeting to be held on 8 April 2016, explaining how the e-procurement system will equitably address issues of gender parity and provide fair representation and equal opportunities to youth, people with disabilities and co-operatives.”

Done Not Done Not Done Not Done Not Done Not Done Not Done Not Done

148

MPAC oversight report on mid-year budget and performance Assessment report in terms of section 88 of the municipal Finance management act, 2003 on housing company Tshwane (HCT) for July December 2015.

MD Matsena 1.That it be recommended to the Council: 2.That a report be submitted to MPAC in April 2016, outlining how the challenges listed, including but not limited to governance issues, will be addressed to improve performance of the entity.

Done Not Done

MPAC oversight report on mid-year budget and performance Assessment report in terms of section 88 of the municipal Finance management act, 2003 Tshwane economic development Agency (July - December 2015)

MD Matsena That it be recommended to the Council: 1. That a report be submitted by TEDA in the monthly oversight meeting of MPAC in April 2016, outlining reasons for not implementing and failure to review the sustainability model. 2. That TEDA submits a report to MPAC in April 2016, detailing its revenue generation streams and its long-term financial sustainability plans. 3. That TEDA submits a report to MPAC in April 2016 monthly meeting, with evidence of its solvency and liquidity position.


149

MPAC oversight report on in-year financial report (Monthly and Second Quarter Budget Statement) for the period ended 31 December 2015 and mid-year budget assessment

MD Matsena That it be recommended to the Council: 1. That the City Manager as the accounting officer, coordinates and ensures that all affected departments submits reports addressing all the findings expressed by the Committee under item 5 above (Table 1) with timeframe bound remedial actions to the MPAC meeting of April 2016 2. That it be noted that the rationale provided for bad debt written off by Council was satisfactory. 3. That all under-funded services which were prioritised and catered for in the approved budget adjustments be presented in the MPAC meeting of April 2016. 4. That the Mid-term Financial Performance for the period ending 31 December 2015 and Budget Adjustments be supported by MPAC.

Done Not Done Not Done Not Done Not Done

has the Municipality 8 April 2016.

Chairperson . Not Done

150

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 08 APRIL 2016

Meeting Cancelled

TITLE OF THE REPORT AUTHOR/INITIATOR


MPAC Oversight Report over the Annual Report of the City of Tshwane and its entities for the financial year 2014/15

MD Matsena

That it be recommended to the Council: 1. That cognisance be taken of the contents of this report. 2. That the Annual report be approved without reservations.

Done Done Done

Creditors age analysis as at 31 October 2015 for the city

U Banda That it be recommended to the Council: That cognizance is taken of the creditor’s age analysis as at 31 October 2015.

Done Done

Creditors age analysis as at 30 November 2015 for the city

U Banda That it be recommended to the Council: That cognizance is taken of the creditor’s age analysis as at 30 November 2015.

Done Done

Creditors age analysis as at 31 December 2015 for the city

U Banda That it be recommended to the Council: That cognizance is taken of the creditor’s age analysis as at 31 December 2015.

Done Done

151



MPAC oversight report on supply chain management Performance report for 1st quarter of 2015/16 financial Year

MD MATSENA

That it be recommended to the Council: 1. That the Accounting Officer submit a report to MPAC in April 2016, stipulating controls to monitor contracts to avoid recurrence of ex-post facto payments resulting from expired contracts. 2. That the Supply Chain Management Division submit a report to MPAC in the meeting of April 2016, particular with regard to cancelled tenders, outlining the criteria used in appointing those service providers and clarify the effectiveness of that criteria in ensuring adherence to principles which are fair, equitable, transparent, competitive and cost effective, as well as the financial implications of the cancelled tenders as stipulated in paragraph 4.1.1 “Acquisition Management” of the report. 3. That a report be submitted to MPAC in April 2016, clarifying procurement of the legal library by Group Legal Services.


152



MPAC oversight report on Supply Chain Management Performance Report for 2nd quarter of 2015/16 financial Year.

MD MATSENA

That it be recommended to the Council: 1. That the City Manager as the Accounting Officer submit a report to the MPAC meeting in April 2016 demonstrating adequate measures to ensure fair, equitable, transparent, competitive and cost effective supply chain processes. 2. That the Supply Chain Management Division submit and present a report in April 2016, clarifying the reasons which led to more males benefitting from BEE spent as compared to women, youth and people with disabilities. 3. That a report clarifying approval by the Executive Acquisition Committee of eight (8) reports for cancellation of tenders be submitted to MPAC by Supply Chain Management Division, in April 2016 MPAC meeting. 4. That a report be submitted and presented by Supply Chain Management Division in April 2016 clarifying the ex-post facto payment for the procurement of bins from Tshwane Hygiene. 5. That a detailed report on the losses related to theft in the plants, be submitted and presented to MPAC in April 2016 meeting. 6. That a report be submitted and presented to MPAC by the Supply Chain Management Division on the number of co-operatives conducting business with the City. 7. That the Supply Chain Management Division delivers a presentation to the Section 79 Standing Committee: Public Accounts at its next meeting to be held on 8 April 2016, explaining how the e-procurement system will equitably address issues of gender parity and provide fair representation and equal opportunities to youth, people with disabilities and co-operatives.”

Done Not Done Done Done Done Done Done

153



MPAC oversight report on Mid-Year Budget and Performance Assessment report in terms of section 88 of the municipal Finance management act, 2003 on housing company Tshwane (HCT) for July-December 2015.

MD MATSENA

That it be recommended to the Council: That a report be submitted to MPAC in April 2016, outlining how the challenges listed, including but not limited to governance issues, will be addressed to improve performance of the entity.

Not Done Not Done

154



MPAC oversight report on mid-year budget and performance Assessment report in terms of section 88 of the municipal Finance management act, 2003 Tshwane economic development agency (July - December 2015)

MD MATSENA

That it be recommended to the Council: 1. That a report be submitted by TEDA in the monthly oversight meeting of MPAC in April 2016, outlining reasons for not implementing and failure to review the sustainability model. 2. That TEDA submits a report to MPAC in April 2016, detailing its revenue generation streams and its long-term financial sustainability plans. 3. That TEDA submits a report to MPAC in April 2016 monthly meeting, with evidence of its solvency and liquidity position.

Not Done Not Done Not Done

MPAC oversight report on in-year financial report (Monthly And Second Quarter Budget Statement) for the period ended 31 December 2015 and mid-year budget assessment

MD MATSENA

That it be recommended to the Council: 1. That the City Manager as the accounting officer, coordinates and ensures that all affected departments submits reports addressing all the findings expressed by the Committee under item 5 above (Table 1) with timeframe bound remedial actions to the MPAC meeting of April 2016 2. That it be noted that the rationale provided for bad debt written off by Council was satisfactory. 3. That all under-funded services which were prioritised and catered for in the approved budget adjustments be presented in the MPAC meeting of April 2016. 4. That the Mid-term Financial Performance for the period ending 31 December 2015 and Budget Adjustments be supported by MPAC.

Not Done Not Done Not Done Not Done

155

RESOLUTION TRACKING FOR MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MEETING HELD ON 13 MAY 2016

TITLE OF THE REPORT INITIATOR RESOLUTIONS STATUS Creditors age analysis as at 31 January 2016 for the city

U Banda That it be recommended to the Council: 1. That cognizance is taken of the creditor’s age analysis as at 31 January 2016. 2. That Section 79 Standing Committee: Public Accounts undertake an Inspection-in- Loco on a date to determine specifically with regards with regard to the work of Accounts Payable in order for committee to identify possible gaps.

Done Done Done

Creditors age analysis as at 29 February 2016 for the city

U Banda That it be recommended to the council: That cognizance is taken of the creditor’s age analysis as at 29 February 2016.

Done Done

Intervention methods that will enable the city to reach its bee Spending targets as per the MPAC resolution of 13 November 2015 On the supply chain performance report of the 4th quarter 2014/15 Financial year

Bongani mntambo

That it be recommended to the council: 1. That cognisance be taken of the contents of this report. 2. That future SCM quarterly reports to include: . Performance of all committees. . No quorum report and measures taken against non-attending members.

Done Done Done

Intervention taken to reduce stock theft in stores as per the MPAC Resolution of 27 November 2015 on the supply chain Performance Report of the 4th quarter 2014/15 financial year

During the section 79 standing committee: public accounts meeting on 13 may 2016, The chairperson withdraws this item from the agenda. Reasons: 1. The initiator of the report is not indicated in the heading of the report. 2. The section 79 standing committee: public accounts did not take a resolution on 27 November 2015 as the committee did not have a meeting on that day, as Indicated in this report).

156

ANNEXURE B

SECTION 79 STANDING COMMITTEE PUBLIC ACCOUNTS ATTENDANCE REGISTER: 2015/16 FINANCIAL YEAR

Councillor: Jul 2015

Aug 2015

Sep 2015

Oct 2015

Nov 2015

Dec 2015

Jan 2016

Feb 2016

Mar 2016

Apr 2016

May 2016

Jun 2016

CM

IN CM

SCM

CM

IN CM

IN CM

IN CM

IN CM

IN CM

IN CM

IN CM

IN CM

IN CM

IN

Mathafa, OM (Chairperson)

P - P P P - - P - - - P - P - - - P -

Buthelezi, M p - A A P - - - P - - - P - - - - P -

Lehobye, DJ A - A A P - - - A - - - A - P - - - P -

Marishane, MS

P - A P P - - - P - - - P - P - - - P -

157

Glossary:

P=Present

A=Absent

CM=Committee Meeting

SCM=Special Committee Meeting

IN=Inspection-in-loco

L=Leave of Absence

S=Sick leave

N=Not a member then

Rambau, TV P

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ANNEXURE C

MUNICIPAL PUBLIC ACCOUNTS PROCESS PLAN FOR 2016/17 FINANCIAL YEAR

First Quarter: July to September

NUMBER MILESTONE DESCRIPTION

LEGISLATION

(MFMA/MSA) & CoT Policies

(Supply Chain Management Policy)

RESPONSIBILITY TIME-FRAME

1 Submission of 4th Quarterly and Annual Declaration of Unauthorised and Irregular Expenditure Report

MFMA, s 125(2)(d)(i) &

MFMA, s 32(4) Finance 31 July 2016

2 Submission of 4th Quarterly and Annual Deviation Report

MFMA, s 71 Government Notice 32141 dated 17 April 2009, and s.23 SCM Policy

Finance 31 August 2016

3 Service Delivery Budget Implementation Plan (SDBIP) for fourth quarter

MFMA, s53(1)(c)(ii) Finance 31 August 2016

4 Submission of municipality’s Annual Financial Statements to Auditor General

MFMA,s126(1)(a) City Manager 31 August 2016

5 Submit municipal entity Audited Financial Statements to parent municipality and to Auditor General

MFMA, s126(2) Municipal Entity Accounting Officer

31 August 2016

6 Submission of SDBIP for fourth quarter MFMA, s53(1)(c)(ii) Finance 30 September 2016

7 Report on disciplinary matters related to MFMA

MFMA, s62(1)(e) and MFMA, s 171(4)

City Manager 30 September2016

159

8 Report on functioning of audit committee

MFMA, s165 and MFMA, s166

Chairperson, Audit Committee

30 September2016

9 Monthly budget statements

MFMA, s71 Finance Monthly 2016

10 Performance agreements signed by the Municipal Manager and section 56 officials

MSA, s57(1) City Manager 30 September

11 Declaration forms completed/updated by Councillors and officials

MSA, Schedule 1,s5(6)(7)(8)(9) and MSA, Schedule 2,s4(5)(5A)(7)(8)

City Manager 30 September 2016

12 Submission of consolidated Annual Financial Statements (AFS) to Auditor-General (municipalities and entities)

MFMA, 126(1) City Manager 30 September 2016

160

Second Quarter: October to December

13 Submission of 1st Supply Chain Management Deviation report

MFMA, s 71, Government Notice 32141 of 17 April 2009 and s. 23 of CoT SCM policy

Finance 30 November 2016

14 Submission of 1st Quarterly Declaration of Unauthorized and Irregular Expenditure report

MFMA, s32 Finance 30 November 2016

15 Submission of 1st Quarterly Report (Performance and Financial)

MFMA, s52(d) Finance 30 November 2016

16 Submission of 1st Quarterly Financial Deviation Report

MFMA, s 71, Government Notice 32141 of 17 April 2009 and s. 23 of CoT SCM policy

Finance

30 November 2016

17 Auditor General submits to Parliament and the provincial legislatures the names of any municipalities which have failed or continue to fail to submit AFS

MFMA, s133(2) Auditor-General 31 October and quarterly thereafter 2016

18 Within three months of receiving AFS, Audit report is returned to Municipal Manager

MFMA, s126(3) Auditor-General 30 November/ 31 December 2016

19 Entity submits annual report to Municipal Manager MFMA, s87(11) Municipal Entity Accounting Officer

31 December 2016

20 Annual Financial Statements returned from Auditor-General, municipality to address issues raised by AG

MFMA, s126(3) Auditor-General 30 November: 2016

21 Submission of 1st quarterly report (performance and financial)

MFMA, s52(d) Mayor 31 December 2016

161

22 Report on disciplinary matters related to MFMA MFMA, s95(f) City Manager 31 December2016

162

Third Quarter: January to March

23 Submission of 2nd Quarterly (Mid-year) report (Performance and Financial)

MFMA, s72 City Manager 25 January 2017

24 Submission of Annual Reports of municipality and entities tabled in council

MFMA s127(2) Mayor 31 January 2017

25 Submission of the audited annual report MFMA, s121 City Manager 31 January2017

26 Submission of 2nd Quarterly Declaration of Unauthorized and Irregular Expenditure Report

MFMA, s 125(2)(d)(i)

and

MFMA, s 32(4)

Finance 28 February 2017

27 Submission of 2nd Quarterly SCM deviation report MFMA, s 71 Government Notice 32141 of 17 April 2009 and s.23 of CoT SCM Policy

Finance 28 February 2017

28 Report on SDBIP for second quarter MFMA, s 53(1)(c)(ii) City Manager 28February2017

29 Report on disciplinary matters relating to MFMA MFMA, s 62(1)(e)

and MFMA, s 171(4)

City Manager 28February2017

163

30 Exercise Oversight over Annual Report of the City and its Entities;

The Committee to get a briefing from the Auditor General ‘s office

The Committee to scrutinise the Annual Report and all other supporting documents

Solicit comments from the public

The Committee to generate questions and submit to the City Manager for written responses

The Committee to hold a hearing with the City Manager and his team

The Committee with the assistance of support staff will draft an oversight report and unanimously adopt it prior to table it in Council

The Oversight report tabled in Council within two Months

MFMA, s121 and MFMA s129(1)

MPAC 31 March 2017

164

Council to have considered the annual report and adopted oversight report.

MFMA, s121 and MFMA s129(1)

Council 31 March 2017

31 Within seven days of adoption of oversight report, the report ought to be made public.

MFMA s129(3) and MSA, s21A

City Manager Seven days after adoption by Council 2017

32 Convening of public hearings immediately after the release of the Auditor-General's report.

MFMA s129(3) and MFMA, s129(4)(a)

MPAC February/March 2017

Fourth Quarter: April to June

33 Submission of 3rd Quarterly Supply Chain Management Deviation Report

MFMA, s 71 Government Notice 32141 dated 17 April 2009, and s.23 SCM Policy

Finance 31 April 2017

34 Submission of declaration of unauthorised and irregular expenditure

MFMA, s 125(2)(d)(i) &

MFMA, s 32(4) Finance 31 May 2017

35 Submission of 3rd Quarterly report MFMA, s52(d) City Manager 31 May 2017

36 Submission of draft budget MFMA, chapter4 Finance 30 June 2017

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