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Mbombela Local Municipality MBOMBELA LOCAL MUNICIPALITY INTEGRATED PROCESS PLAN FOR THE COMPILATION OF 2015-2016 IDP REVIEW, BUDGET, PMS, RISK & HUMAN RESOURCES 2015/16 IDP, BUDGET,PMS, RISK & HR PROCESS PLAN 1 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 2015/16 IDP, BUDGET,PMS, RISK & HR PROCESS PLAN 2 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 2015/16 IDP, BUDGET,PMS, RISK & HR PROCESS PLAN 3 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 2015/16 IDP, BUDGET,PMS, RISK & HR PROCESS PLAN 4 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. 2015/16 IDP, BUDGET,PMS, RISK & HR PROCESS PLAN 5 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. 2015/16 IDP, BUDGET,PMS, RISK & HR PROCESS PLAN 6 2015/16 IDP, BUDGET,PMS, RISK & HR PROCESS PLAN 7 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
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