ANNEXURE 115/2013
` MBOMBELA LOCAL MUNICIPALITY
INTEGRATED PROCESS PLAN
FOR THE COMPILATION OF 2014/15 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. 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 2012/13 IDP review, Budget and Performance Management. The report outlines the process’s legislative framework; organizational structures responsible for the implementation of the process plan and management of the IDP, Budget and Performance Management System processes; 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, particularly the IDP process was prepared in compliance 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
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c) Municipal Planning and Performance Management Regulations, 2001
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, 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: IDP/Budget Steering Committee Executiv e 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 Civ ic Committee plan the approval of Centre Municipal Manager Determine project the process plan) Top Management (Head prioritization model of Departments) Determine projects to Manager: IDP - Secretary be funded Manager: Budget Determine the public Manager: Monitoring & participation models Ev aluation Monitor the Manager: Policy & implementation of Research projects outlined in the IDP Present the draft IDP/Budget to the Rep Forum Present the draft IDP/Budget to Council for approv al B: IDP Technical Committee
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Municipal Adv isory to the Once per month Council 10h00 Manager/Deputy IDP/Budget Steering (Dates will be Chambers, Municipal Manager - Committee confirmed after Nelspruit Civ ic Chairperson Analyze the the approval of Centre Technical Serv ices community priorities & the process plan) (Engineers) recommend possible Municipal Town Planners & integrated solutions to GIS the IDP/Budget Local Economic Steering Committee Dev elopment Validation of technical Rural Dev elopment information Community Serv ices Alignment of sector Planners from Sector plans Departments Sector consultations SembCorp Silulumanzi Bushbuckridge Organized Business Corporate Strategy - Secretary C: IDP Rep Forum Executiv e Mayor - Serv e as a Twice per cycle. Theatre, 10h00 Chairperson platform for (Dates will be Nelspruit Civ ic Members of Mayoral stakeholders confirmed) Centre Committee engagement Municipal Manager Represent Top Management (Head constituency of Departments) interest in the Manager: IDP - Secretary IDP/Budget Municipal Officials process CEO of Parastatals Promote Traditional Authorities stakeholders Ward Councilors integration and Ward Committees alignment CDW Information NGO assimilation/ Organized Business dissemination Capacity dev elopment and sharing 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.
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.
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Community consultative meetings will be conducted per 5 municipal zones, namely, Nelspruit A, Nelspruit B, Nelspruit C, Nsikazi and Hazyview. Each zone will have one meeting, and will be 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 commit t ees will be required t o communicat e t he resolut ions of t he zonal meet ings t o t heir respect ive const it uencies.
The meetings as outlined above will be conducted in t wo 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 per zones is outlined in table 6 below. It must be noted that the schedule will be advertised on the Mpumalanga newspaper, Lowvelder newspaper, Ziwaphi newspaper, municipal website, municipal service centers, post boxes and local radio stations.
It must also be not ed t hat t he meet ings (st akeholders and 5 zonal meet ings) will be chaired by the Executive Mayor. In the absence of the Executive Mayor, the Members of the Mayoral Committee will chair the meetings. Macro Planning and Policy, Finance and Public participation will be responsible for all t he logist ical arrangement s.
5. Schedule of key deadlines (Process plan)
Table 5 below outline the activities and the deadlines that will be followed during the compilation of 2014/15 IDP Review, Budget, Performance Management, Risk and Human resources.
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Table 5: IDP, Budget and Performance Management Process Plan
ITEM STAGES IN THE PROCESS RESPONSIBILITY TIME FRAME NO. IDP/BUDGET/PMS PROCESS 1` ANALYSIS/PLANNING . Establish organisational structures (IDP/Budget Executive Mayor 01 - 31 July 2013 Steering Committee, Technical Committee & IDP Rep Forum) Assessment: IDP/Budget Steering 30 July 2013 . 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 2013 . Advertisement of the approved process plan Macro Policy & Planning 22 & 29 August 2013 . Consultation: Macro Policy & Planning, . Community meetings at ward level Finance and Public 15 - 30 September 2013 . Public participation meetings per 5 municipal Participation 01-15 October 2013 zones; meeting with key stakeholders, Traditional Authorities, other municipalities, provincial and national departments . Identification of risks Risk management . Presentation of institutional risks to the Broader institutional Lekgotla . HR consultation with Departments on Corporate Services Organisational Structure 2. STRATEGY/ . Departmental strategic lekgotla’s for consideration All departments 15 October – 15 STRATEGISING of the public participation process November 2013
. Broader institutional Lekgotla IDP/Budget Technical 30 November 2013 Committee
. Mayoral Lekgotla IDP/Budget Steering 5-6 December 2013
Committee
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ANNEXURE 115/2013 . Review budget related policies e.g. Tariff; Credit & CFO 15 December 2013 – 14 Debtors control management, Rates, Indigent. February 2014 . Review of the five year financial strategy – CFO 15 December 2013 – 14 modelling and forecasts February 2014 . Development of capital programme and projects CFO 15 December 2013 – 14 prioritisation/rationing model in line with council key February 2014 priorities
PERFORMANCE MANAGEMENT PROCESS Table 2012/2013 Annual Performance Report Executive Mayor 29 August 2013 before Council Submit the 2012/2013 Annual Performance Report Macro Policy & Planning 05 September 2013 to office of the Auditor General Submit the 2012/2013 Annual Performance Report Macro Policy & Planning 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 2013 – 14 PREPARATION objectives, targets and indicators. February 2014 . Integration of sector plans into the IDP to address All Departments 15 December 2013 – 14 community basic service needs e.g. water, roads, February 2014 electricity etc. . Presentation of integrated programmes and IDP/Budget Technical 28 February 2014 projects by departments to the IDP and Budget Committee Steering Committee . Broader institutional lekgotla IDP/Budget Steering 6-7 March 2014 Committee . Alignment of IDP with National and Provincial Plans IDP Rep Forum 15 March 2014
BUDGET PROCESS . Revision of the 2013/14 approved MTREF (operating CFO 29 November 2013 – 31 and capital budget) for adjustments. January 2014 2014/15 IDP, BUDGET,PMS,RISK & HR PROCESS PLAN 8
ANNEXURE 115/2013 . Consolidation, integration and prioritisation of CFO 14 – 28 February 2014 projects submitted in accordance with the IDP priorities. . Broader institutional lekgotla. All Departments/MMC ‘s 06 –07 March 2014
. Prepare draft budget for the ensuing year 2014/15 All Departments 15-28 February 2014 and the projections for the two outer years (MTREF).
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 and Budget Steering Municipal Manager 6-7 March 2014 Committee . Tabling of draft Organisational Structure to Senior Corporate Service 17 March 2014 Management . Workshop for Councillors on Draft IDP & Budget Executive mayor 18 March 2014 . Tabling of the draft IDP to Mayoral committee Municipal Manager 20 March 2014
. Table the draft IDP before Council Executive mayor 27 March 2014 . Tabling of Final Organisational Structure before Corporate Service 27 March 2014 council . Advertise the draft IDP for Comments Macro Policy & Planning 01 – 30 April 2014 . Advertise the schedule for community participation Municipal Manager 01 - 30 April 2014
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ANNEXURE 115/2013 meetings per zone, venues, time and allocate resources. . 2nd community participation meetings per 5 Macro Policy & Planning April 2014 - First 3ST week- municipal zones; meeting with key stakeholders, Community meeting at Traditional Authorities, other municipalities, ward level provincial and national departments Last week- Zonal meetings
BUDGET PROCESS . Tabling of 2013/2014 adjustments budget before Municipal Manager 18 February 2014 Mayoral Committee. . Tabling of 2013/2014 adjustment budget before Executive Mayor 20 February 2014 Council
. Tabling of the draft Budget to IDP and Budget Municipal Manager 6-7 March 2014 Steering Committee . Workshop for Councillors on Draft IDP/Budget Municipal Manager 18 March 2014 . Tabling of the draft Budget to Mayoral committee Municipal Manager 20 March 2014
. Tabling of the draft operating and capital budget. Executive Mayor 27 March 2014 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 2014 libraries, municipal offices and invite public representations. . 2nd external consultation on the draft budget with Executive Mayor, 01 – 30 April 2014 the community, stakeholders, District municipality, speaker and MM provincial and national departments. . 2nd community participation meetings at five (5) Executive Mayor, 01 – 30 April 2014 municipal zones; meeting with key stakeholders, speaker and MM Traditional Authorities, other 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 2014/15 IDP, BUDGET,PMS,RISK & HR PROCESS PLAN 10
ANNEXURE 115/2013 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 6 APPROVAL IDP PROCESS . Consolidation of feedback from public Macro Policy & Planning 01 April – 07 May 2014 participation process and incorporation thereon into the final IDP. . Present the consolidated IDP to the IDP/Budget Macro Policy & Planning 9 May 2014 Technical Committee . Present the consolidated IDP to the IDP/Budget Macro Policy & Planning 13 May 2014 Steering Committee . Workshop for Councillors on final IDP/Budget Executive Mayor 16 May 2014 . Presentation of final IDP to stakeholders IDP Rep Forum 20 May 2014
. Tabling of final IDP to Mayoral Committee Municipal Manager 27 May 2014 . Table the final IDP before Council for approval Executive Mayor 29 May 2014 . Advertise the approved IDP Macro Policy & Planning 01 – 30 June 2014 . Submit the approved IDP to the MEC of Local Municipal Manager 01 – 30 June 2014 Government within 10 days, after approval . Submit the final IDP to National Treasury Macro Policy & Planning 01 – 30 June 2014 BUDGET PROCESS . Consolidation of feedback from public Budget Office 01 April – 07 May 2014 participation process and incorporation thereon into the final budget. . Present the consolidated Budget to the IDP and Budget Office 13 May 2014 Budget Steering Committee . Workshop for Councillors on final IDP/Budget Executive Mayor 16 May 2014 . Presentation of final Budget to stakeholders IDP Rep Forum 20 May 2014
. Tabling of final budget to Mayoral Committee. Municipal Manager 27 May 2014 . Council to consider approval of the operating and Executive Mayor 29 May 2014 capital budget for the 2014/15 – 2016/17 financial years (MTREF) in terms of section 24 of the MFMA with council resolution. . Submit the approved operating and capital to Municipal Manager 02 - 17 June 2014 National and Provincial Treasuries in both printed and electronic copies and publish the documents
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ANNEXURE 115/2013 in the website of the municipality. Finalising of all plans and budget working paper CFO / MM 17– 27 June 2014 files to implement the approved budget. 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 Perfomance 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 2014/15 IDP Review and the Budget that will improve the lives of people within Mbombela municipal area.
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