MBOMBELA LOCAL MUNICIPALITY
INTEGRATED PROCESS PLAN
FOR THE COMPILATION OF 2015-2016 IDP REVIEW, BUDGET, PMS, RISK & HUMAN RESOURCES
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TABLE OF CONTENTS
Content Page
1. Introduction………………………………………………………………………………3
2. Legislative framework………………………………………………………………….3
3. Organizational structures/ IDP structures…………………………………………...4
4. Mechanisms and procedures for community participation……………………5
5. Schedule of key deadlines……………………………………………………………6
6. Conclusion………………………………………………………………………………12
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1. Introduction
Integrated Development Plan (IDP) is the principal strategic planning instrument which guides and informs the municipality’s planning and development. It enables both leadership and management to make informed decisions towards efficient and effective service delivery (Municipal Systems Act, 2000).
Section 34 of the Municipal Systems Act, No. 32 of 2000 states that, a municipal council must review its Integrated Development Plan (IDP) annually in accordance with an assessment of its performance measurements and to the extent that changing circumstances so demand, and may amend its Integrated Development Plan (IDP) in accordance with a prescribed process.
Section 28 of the Municipal Systems Act, No. 32 of 2000 states that each municipal council within a prescribed period after the start of its elected term, must adopt a process set out in writing to guide the planning, drafting, adoption and review of its Integrated Development Plan (IDP).
Moreover, section 21 of the Municipal Finance Management Act, No 56 of 2003 states that the mayor of a municipality must, at least 10 months before the start of the budget year, table in the municipal council a time schedule outlining key deadlines for the preparation, tabling and approval of the annual budget and the annual review of the Integrated Development Plan (IDP) as well as the budget related policies.
This report presents the process that will be followed during the compilation of the 2015-2016 IDP review, Budget, Performance Management, Risk Management and Human resources. The report outlines the process’s legislative framework; organizational structures responsible for the implementation and management of the process plan; mechanisms, processes and procedures for community participation and the key deadlines of the activities that are leading to the approval of the IDP and Budget.
It is important to note that the process plan was prepared in line with the Ehlanzeni District Municipality Integrated Development Plan Framework Plan as required in terms of section 27 of the Municipal Systems Act, No. 32 of 2000.
2. Legislative Framework
The following are the legislative framework for IDP, Budget and Performance Management System processes:
a) Municipal Systems Act, No. 32 of 2000 (As amended) b) Municipal Finance Management Act, No. 56 of 2003 c) Municipal Planning and Performance Management Regulations, 2001
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3. Organizational structures/ IDP/Budget Structures
This refers to the structures that are going to be responsible for the implementation of the process plan and management of the IDP and Budget processes, namely, Working Committee, IDP/Budget Steering Committee, IDP Technical Committee and IDP Representation Forum.
Figure 3.1: IDP/Budget structures
IDP/Budget IDP Technical Steering IDP Rep Forum Committee Committee
Table 3.1 indicates the composition and roles and responsibilities of each organizational structure:
COMPOSITION ROLES & RESPONSIBILITIES FREQUENCY/ VENUES TIME DATES OF THE MEETINGS A. Working Committee Senior Manager: Macro Ensure compliance to Monthly quarter Mayor’s 10h00 Policy & Planning - the integrated process (Dates will be Parlour Chairperson plan confirmed after Senior Manager: Budget the approval of Senior Manager: Human the process plan) Resources Senior Manager: Secretariat Senior Manager: Monitoring & Evaluation Senior Manager: Public Participation Senior Manager: Risk Management B: IDP/Budget Steering Committee Executive Mayor - Manage the Once per quarter Council 10h00 Chairperson IDP/Budget process, (Dates will be Chambers, Members of Mayoral including the process confirmed after Nelspruit Civic Committee plan the approval of Centre Municipal Manager Determine project the process plan) Chief Operation Officer prioritization model General Managers Determine projects to Senior Manager: Macro be funded
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Policy & Planning Determine the public Senior Manager: Budget participation models Senior Manager: Risk Monitor the Management implementation of Senior Manager: Human projects outlined in the Resources IDP Senior Manager: Present the draft Monitoring & Evaluation IDP/Budget to the Rep Senior Manager: Internal Forum Audit Present the draft IDP/Budget to Council for approval C: IDP Technical Committee Municipal Manager/Chief Advisory to the Once per month Council 10h00 Operation Officer - IDP/Budget Steering (Dates will be Chambers, Chairperson Committee confirmed after Nelspruit Civic General Managers Analyze the the approval of Centre Senior Managers community priorities & the process plan) Planners from Sector recommend possible Departments integrated solutions to SembCorp Silulumanzi the IDP/Budget Rand Water Steering Committee Organized Business Validation of technical information Alignment of sector plans Sector consultations D: IDP Rep Forum Speaker- Chairperson Serve as a Twice per cycle. Theatre, 10h00 Executive Mayor platform for (Dates will be Nelspruit Civic Chief Whip stakeholders confirmed) Centre Members of Mayoral engagement Committee Represent Chairpersons of Oversight constituency Committees interest in the Councilors IDP/Budget Municipal Manager process Chief Operation Officer Promote General Managers stakeholders Senior Managers integration and Manager: IDP alignment Manager: Budget Information CEO of Parastatals assimilation/ Traditional Authorities dissemination Ward Committees Capacity CDW development and NGO sharing Organized Business Comment of the draft IDP/Budget
4. Mechanisms, processes and procedures for community participation
Community participation is one of the key aspects in the IDP, Budget and Performance Management processes. Section 16 of the Municipal Systems Act, No. 32 of 2000, requires municipalities to develop a culture of municipal governance that complements formal representative government with system of participatory government. It also requires municipalities to encourage and create conditions for the local community to participate in the affairs of the municipality, including the IDP, Budget and Performance Management System processes.
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The municipality will use the approved public participation strategy to guide the process of community participation as it outlines how the municipality should involve the communities in the municipal processes.
The organizational structures as outlined in 3 above will form part of the methods of community participation in the IDP, Budget and Performance Management processes.
Community consultative meetings will be conducted in all the 39 wards (Community Based Planning) and per 5 municipal zones, namely, Mbombela A, Mbombela B, Mbombela C, Nsikazi and Hazyview zone.
The Ward Based Planning meetings will be led by the Ward Councillors, ward committees and Community Development Workers (CDW).
During the zonal meetings, each zone will have one meeting constituted by Members of Ward Committees (including Ward Councilors and representatives from the Traditional Authorities), Community Development Workers (CDW), key stakeholders such as LCBT, NAFCOC, Rates payers association, farmers association, youth associations, pastors association, Traditional Authorities, NGOs, Business, adjacent municipalities; provincial and national departments. Interested members of the public will also be allowed to attend the meetings.
Ward committees will be required to communicate the resolutions of the zonal meetings to their respective constituencies.
The meetings as outlined above will be conducted in two circles. The first round of the meetings will be held during the planning/analysis phase wherein the municipal performance report will be presented and the community priorities will be reconfirmed. The second round of meetings will be conducted after the adopted of the draft IDP and Budget, to give communities an opportunity to comment of the documents. In this process, the budget related policies will also be presented for comments.
A schedule outlining the dates, time and venues of the consultative meetings will be developed after the approval of the process plan. The schedule will be advertised on the Mpumalanga newspaper, Lowvelder newspaper, Ziwaphi newspaper, municipal website, municipal service centers, Traditional Authorities offices and local radio stations.
5. Schedule of key deadlines (Process plan)
Table 5 below outline the activities and the deadlines that will be followed during the compilation of 2015-2016 IDP Review, Budget, Performance Management, Risk and Human resources.
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Table 5: IDP, Budget, Performance Management, Risk Management & Human Resources Process Plan
ITEM STAGES IN THE PROCESS RESPONSIBILITY TIME FRAME NO. IDP/BUDGET/PMS PROCESS 1. ANALYSIS/PLANNING . Establish organisational structures (Working Executive Mayor 01 - 31 July 2014 Committee, IDP/Budget Steering Committee, Technical Committee & IDP Rep Forum) Assessment: IDP/Budget Steering 30 July 2014 . Assessment of the previous IDP/Budget Committee performance, level of development, backlogs & disaster; Review previous year’s processes, what worked well, what didn’t, where to improve and issues to address for legislative compliance and completion of the Budget Evaluation Checklist (BEC); Human resources challenges & gaps. . Tabling of the process plan before Council Executive Mayor 29 August 2014 . Advertisement of the approved process plan Macro Policy & Planning 05 September 2014 . Consultation: . Community meetings at ward level Public Participation, 01 - 30 September 2014 . Public participation meetings per 5 municipal Macro Policy & Planning 01-15 October 2014 zones; meeting with key stakeholders, Traditional & Finance Authorities, other municipalities, provincial and national departments
2. STRATEGY/ . Departmental strategic lekgotla’s for consideration All departments 15 October – 15 STRATEGISING of the public participation process November 2014 . Identification of risks Risk Management . Human resources consultation with departments on Corporate Services the organisational structure . Broader institutional Lekgotla IDP/Budget Technical 30 November 2014 Committee
. Mayoral Lekgotla IDP/Budget Steering 5-6 December 2014 Committee . Review budget related policies e.g. Tariff; Credit & CFO 15 December 2014 - Debtors control management, Rates, Indigent. February 2015 2014/15 IDP, BUDGET,PMS,RISK & HR PROCESS PLAN 8
. Review of the five year financial strategy – CFO 15 December 2014 - modelling and forecasts February 2015 . Development of capital programme and projects CFO 15 December 2014 - prioritisation/rationing model in line with council key February 2015 priorities PERFORMANCE MANAGEMENT PROCESS Table 2012/2013 Annual Performance Report Executive Mayor 29 August 2013 before Council Submit the 2012/2013 Annual Performance Report Monitoring & Evaluation 05 September 2013 to office of the Auditor General Submit the 2012/2013 Annual Performance Report Monitoring & Evaluation 05 September 2013 to MEC for Local Government First quarter performance review Municipal Manager 16-20 September 2013
3 PROJECTS & IDP PROCESS INTEGRATION/ . Designs of project proposals, setting of project All Departments 15 December 2014 – 14 PREPARATION objectives, targets and indicators. February 2015 . Integration of sector plans into the IDP to address All Departments 15 December 2014 – 14 community basic service needs e.g. water, roads, February 2015 electricity etc. . Presentation of integrated programmes and IDP/Budget Technical 28 February 2015 projects by departments to the IDP and Budget Committee Steering Committee . Broader institutional lekgotla IDP/Budget Steering 05-06 March 2015 Committee . Alignment of IDP with National and Provincial Plans IDP Rep Forum 15 March 2015
BUDGET PROCESS . Revision of the 2014/2015 approved MTREF CFO 28 November 2014 – 30 (operating and capital budget) for adjustments. January 2015 . Consolidation, integration and prioritisation of CFO 13 – 27 February 2015 projects submitted in accordance with the IDP priorities. . Broader institutional lekgotla. All Departments/MMC ‘s 05 –06 March 2015
. Prepare draft budget for the ensuing year All Departments 13-27 February 2015 2015/2016 and the projections for the two outer years (MTREF).
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PERFORMANCE MANAGEMENT PROCESS . Table 2012/2013 Annual Report before Council Executive Mayor 30 January 2014
. Report on current year’s budget implementation Municipal Manager 24 January 2014 Mid-year budget and performance assessment sec 72 of the MFMA.( Second Quarter review) . . Submit Section 72 Report to Executive Mayor Municipal Manager 24 January 2014
. Submit Section 72 Report to National Treasury Municipal Manager 24January 2014
. Submit Section 72 Report to Provincial Treasury Municipal Manager 24 January 2014
. Table the section 72 report to Council Municipal Manager 30 January 2014
5 APPROVAL/TABLING IDP PROCESS . Tabling of the draft IDP to IDP/Budget Steering Municipal Manager 12-13 March 2015 Committee . Tabling of draft amended Organisational Structure Corporate Service 12-13 March 2015 (if applicable) to IDP/Budget Steering Committee . Tabling of the draft Risk to IDP/Budget Steering Risk Management 12-13 March 2015 Committee . Workshop for Councillors on Draft IDP Executive mayor 18 March 2015 . Tabling of the draft IDP to Mayoral committee Municipal Manager 20 March 2015
. Table the draft IDP before Council Executive Mayor 31 March 2015 . Tabling of draft amended Organisational Structure Executive Mayor 31 March 2015 (if applicable) to Council . Tabling of the draft Risk to Council Executive Mayor 31 March 2015 . Advertise the draft IDP for Comments Macro Policy & Planning 01 – 30 April 2015 . Advertise the schedule for community consultative Municipal Manager 01 - 30 April 2015 meetings . 2nd community consultative meetings at ward level Public Participation, April 2014 - First 3ST week- and per 5 municipal zones; meeting with key Macro Policy & Planning Community meeting at stakeholders, Traditional Authorities, other & Finance ward level
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municipalities, provincial and national departments Last week- Zonal meetings
BUDGET PROCESS . Tabling of 2014/2015 adjustments budget before Municipal Manager 18 February 2015 Mayoral Committee. . Tabling of 2014/2015 adjustment budget before Executive Mayor 20 February 2015 Council
. Tabling of the draft Budget to IDP/Budget Steering Municipal Manager 12 - 13 March 2015 Committee . Workshop for Councillors on Draft Budget Municipal Manager 18 March 2015 . Tabling of the draft Budget to Mayoral committee Municipal Manager 20 March 2015
. Tabling of the draft operating and capital budget. Executive Mayor 31 March 2015 Sec 16 (2) MFMA together with draft resolution and related policies before Council. . Make public the draft budget in local newspapers, Municipal Manager 01 - 30 April 2015 libraries, municipal offices and invite public representations. . 2nd external consultation on the draft budget with Public Participation, 01 – 30 April 2015 the community, stakeholders, District municipality, Macro Policy & Planning provincial and national departments. & Finance . 2nd community participation meetings at ward Public Participation, 01 – 30 April 2015 level and per 5 municipal zones; meeting with key Macro Policy & Planning stakeholders, Traditional Authorities, other & Finance municipalities, provincial and national departments PERFORMANCE MANAGEMENT PROCESS . Tabling revised 2013/2014 SDBIP Municipal Manager 27 March 2014 . Public Participation and consolidation of the MPAC 01 February - 14 March feedback on the 2012/2013 Annual Report. 2014 . Table oversight report to Council after MPAC 27 March 2014 consideration of the 2012/13 Annual Report. . Submit the annual report and oversight report to Municipal Manager 04 April 2014 provincial legislature . Make public the oversight report within seven (7) Municipal Manager 04 April 2014 days of the adoption of the annual report. . Third Quarter Performance review Municipal Manager 14-19 April 2014
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6 APPROVAL IDP PROCESS . Consolidation of feedback from public Macro Policy & Planning 01 April – 08 May 2015 participation process and incorporation thereon into the final IDP. . Present the consolidated IDP to the IDP/Budget Macro Policy & Planning 13 May 2015 Steering Committee . Workshop for Councillors on final IDP Executive Mayor 15 May 2015 . Presentation of final IDP to stakeholders IDP Rep Forum 20 May 2015
. Tabling of final IDP to Mayoral Committee Municipal Manager 26 May 2015 . Table the final IDP before Council for approval Executive Mayor 29 May 2015 . Tabling of draft amended Organisational Structure Executive Mayor 29 May 2015 (if applicable) to Council . Tabling of the draft Risk to Council Executive Mayor 29 May 2015 . Advertise the approved IDP Macro Policy & Planning 01 – 15 June 2015 . Submit the approved IDP to the MEC of Local Municipal Manager 08 June 2015 Government within 10 days, after approval . Submit the final IDP to National Treasury Macro Policy & Planning 12 June 2015 BUDGET PROCESS . Consolidation of feedback from public Budget Office 01 April – 08 May 2015 participation process and incorporation thereon into the final budget. . Present the consolidated Budget to the IDP/Budget Budget Office 13 May 2015 Steering Committee . Workshop for Councillors on final Budget Executive Mayor 15 May 2015 . Presentation of final Budget to stakeholders IDP Rep Forum 20 May 2015
. Tabling of final budget to Mayoral Committee. Municipal Manager 26 May 2015 . Council to consider approval of the operating and Executive Mayor 29 May 2015 capital budget for the 2015/2016 – 2017/2018 financial years (MTREF) in terms of section 24 of the MFMA with council resolution. . Submit the approved operating and capital to Municipal Manager 01 - 12 June 2015 National and Provincial Treasuries in both printed and electronic copies and publish the documents in the website of the municipality. Finalising of all plans and budget working paper CFO / MM 15 - 30 June 2015 files to implement the approved budget.
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PERFORMANCE MANAGEMENT PROCESS . Municipal Manager to submit the 2014/15 draft Municipal Manager 12 June 2014 SDBIP to the Executive Mayor. . Executive Mayor approves the 2014/15 SDBIP Executive Mayor 26 June 2014 . Publish 2014/2015 performance agreements and Executive Mayor 11 July 2014 plans within 14 days on website . Municipal Manager to submit the draft 2014/2015 Municipal Manager 12 June 2014 performance agreements to the Executive Mayor . Approval of 2014/15 performance agreements Executive Mayor and 26 June 2014 Municipal Manager
. Submit 2014/2015 performance agreements to Executive Mayor 12 July 2014 MEC co-operative governance and traditional affairs. . Fourth Quarter Performance review Municipal Manager 15-19 July 2014
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6. Conclusion
IDP and Budget are the corner stone of local government. It is critical that all the role players in the IDP, Budget and Performance Management actively participate in the entire process.
It is believed that this process plan will assist the municipality to develop credible 2015- 2016 IDP Review and the Budget that will improve the lives of people within Mbombela municipal area.
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