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Annual Report 2010-2011 Erongo Regional Council

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Annual Report 2010-2011 Erongo Regional Council Annual Report 2010-2011 VISION To become the leading Regional Council in socio-economic development. MISSION The Erongo Regional Council, committed to sustained regional development, will serve its customers through the delivery of prompt and accurate services by always striving for customer service, while remaining transparent and maintaining good partnerships. VALUES Customer excellence: To identify the needs and expectations of our target market and attend to them quickly and with care for our clients; furthermore to continuously solicit for ways to improve and maintain excellent service to our clients. Integrity: To be committed to maintain the same conduct and behaviour that we verbalise, to remain honest in all our dealings and to build trust in others and ourselves. Partnerships: To assure stakeholders of our dedication by working as a team to manage the region to their advantage in accordance with the rational principles entrenched in our distinctive legislation, and to maintain proper consultation with stakeholders with the utmost care. Good governance: To manage the region and its resources by maintaining clear standards and measures and by rendering prompt action; and also with personal attention, professional appearance and conduct and the continuous improvement of excellence. Transparency: To adhere to ethical standards and legal requirements in all the operations of the Erongo Regional Council, by being honest, fair, open and equitable in everything we do and say. 2 Erongo Regional Council - Annual Report 2010-2011 Contents PREFACE 4 ABBREVIATIONS AND ACRONYMS 5 PART A: DIRECTORATE: HUMAN RESOURCE MANAGEMENT, FINANCE AND ADMINISTRATION 6 DIVISION: HUMAN RESOURCE MANAGEMENT 6 1. Objective 6 2. Summary of employment 6 3. Main activities 7 4. Achievements and challenges 9 5. Conclusion 9 DIVISION: FINANCE 10 1. Objectives 10 2. Budget 2010/11 10 3. Annual Financial Statements 10 4. Statements 11 DIVISION: ADMINISTRATION 26 1. Objective 26 2. Summary of main activities 26 3. Conclusion 31 PART B: DIRECTORATE: PLANNING AND DEVELOPMENT SERVICES 32 1. Introduction 32 2. Development interventions 32 3. HIV/AIDS response 35 4. Food For Work/Cash For Work Programmes 35 5. Support to the Constituency Development Committees 35 6. Ad-hoc activities 36 7. Conclusion 37 PART C: DIRECTORATE: EDUCATION 38 1. Introduction 38 2. Main activities and achievements 38 3. Problems and constraints 42 4. Recommendations 43 5. Conclusion 43 PART D: DIRECTORATE: MAINTENANCE 44 1. Introduction 44 2. Functions of the Directorate as per decentralization plan 44 3. Personnel administration 44 4. Training 45 5. Budget 45 6. Transport 45 7. Work Performance: Departmental 46 8. Contractual services 47 9. Line Ministries Expenditure 48 10. Conclusion 49 11. Annexure: Operational Budget Maintenance 50 Erongo Regional Council - Annual Report 2010-2011 3 PREFACE rom change stems innovation, opportunities and creative thinking. For the Erongo Regional Council the 2010/2011 financial year was one of many changes. FThe main change was in the political structure of regional government. With elections in November 2010 an amendment to the Regional Councils Act in Parliament brought about a major change in the political structure heading the regional councils. The term of office of regional councillors was reduced from six to five years and office terms of regional councillors serving on Councils’ management committees were reduced from three years to two and a half years. Adding hereto was the announcement that regional governors were to be appointed by the President and not elected by the regional councillors any more. These announcements paved the way for the dedicated team of councillors for the next 5 years. Immediately the table was laid for accelerated development in the Erongo Region with special focus on settlement areas. Familiar faces remained and 3 new councillors stepped in creating a Council with expertise but which can also count on the vigour and enthusiasm of new councillors. Changes also come in the form of challenges. One of the major challenges in the year was Uis in the Daures Constituency being downgraded from a village to a settlement. This gave way to a long and continuous process to transform financial and human resources to fit into the context of a settlement. However with strong leadership skills and experience gained from administrating other settlements in our region the objective was to not only continue services rendered but also to improve services to the residents. The council continues to rely on the support, goodwill and cooperation of the residents of Uis to create a conducive environment for the efficient administration of Uis Settlement in the years to come. Since the Decentralisation Enabling Act (Act 33 of 2000) was passed the process of decentralization of the functions from Ministries to the Erongo Regional Council called for constant change management. During this period the decentralization of the maintenance function from the Ministry of Transport and Works which already started in 2009 gained momentum. With a regional office in Swakopmund and a sub-office in Walvis Bay execution of the delegated maintenance functions were more streamlined and reaction times to maintenance requests significantly reduced. Riding the wave of change is becoming a most important part of service delivery and social and economic development in an increasingly challenging environment. In order to survive and prosper we need to adapt, improve and most of all keep in touch with our customers. By applying change management practises the ERC’s committed, experienced and educated staff compliment endeavours to serve the Erongo region whatever changes await on the horizon. 4 Erongo Regional Council - Annual Report 2010-2011 Abbreviations and Acronyms CASS CONTINUOUS ASSESSMENT CDC CONSTITUENCY DEVELOPMENT COMMITTEE CLDC COMMUNITY LEARNING AND DEVELOPMENT CENTRE CRO CHIEF REGIONAL OFFICER DAC DISTRICT AIDS COMMITTEE ERC ERONGO REGIONAL COUNCIL ETSIP EDUCATION AND TRAINING SECTOR IMPROVEMENT PROGRAMME FNB FIRST NATIONAL BANK GAAP GENERALLY ACCEPTED ACCOUNTING PRINCIPLES GIPF GOVERNMENT INSTITUTIONS PENSION FUND GRN GOVERNMENT OF THE REPUBLIC OF NAMIBIA HAMU HIV AND AIDS MANAGEMENT UNIT HIV HUMAN IMMUNODEFICIENCY VIRUS AIDS ACQUIRED IMMUNO DEFICIENCY SYNDROME HOD HEAD OF DEPARTMENT HR HUMAN RESOURCES HRP HUMAN RESOURCE PRACTITIONER IFRS INTERNATIONAL FINANCIAL REPORTING STANDARDS JSC JUNIOR SECONDARY CERTIFICATE MFMC MY FUTURE, MY CHOICE MRLGHRD MINISTRY OF REGIONAL AND LOCAL GOVERNMENT, HOUSING AND RURAL DEVELOPMENT NBV NET BOOK VALUE NESE NATIONAL EXTERNAL SCHOOL EVALUATION NIED NATIONAL INSTITUTE FOR EDUCATIONAL DEVELOPMENT NSSC NATIONAL SENIOR SECONDARY CERTIFICATE NYCN NATIONAL YOUTH COUNCIL OF NAMIBIA OPM OFFICE OF THE PRIME MINISTER OVC ORPHANS AND VULNERABLE CHILDREN PPP PUBLIC/PRIVATE PARTNERSHIPS RACE REGIONAL AIDS COMMITTEE OF EDUCATION RACOC REGIONAL AIDS COORDINATING COMMITTEE REMU REGIONAL EMERGENCY MANAGEMENT UNIT RESE REGIONAL EXTERNAL SCHOOL EVALUATION SADC SOUTHERN AFRICAN DEVELOPMENT COMMUNITY SAT STANDARDIZED ACHIEVEMENT TEST TB TUBERCULOSIS TRC TEACHERS RESOURCE CENTRE UNAM UNIVERSITY OF NAMIBIA WOH WINDOW OF HOPE Erongo Regional Council - Annual Report 2010-2011 5 Part A: Directorate - Human Resource Management, Finance and Administration DIVISION: HUMAN RESOURCE MANAGEMENT 1. OBJECTIVE The Division is mainly responsible for advising the Council and making recommendations to the Public Service Commission on matters related to staff e.g. appointments, promotions, transfers, secondments, leave, disciplinary cases, grievances and retirements. The Division is also tasked with the coordination of the training function of the Council together with the members of the Training Committee by identifying staff members for training courses/workshops as part of the capacity building process. 2. SUMMARY OF EMPLOYMENT Number of approved posts : 119 Posts currently filled : 85 Number of additional appointments : 4 EMPLOYEES BY GENDER Male Female Management 4 3 Below Management 40 42 Total 44 45 Total number of staff at ERC 49% MaleMal % e 51% FemaleFemal % e 3. MAIN ACTIVITIES During the period under review the Division dealt with the following: 6 Erongo Regional Council - Annual Report 2010-2011 3.1 RECRUITMENT AND APPOINTMENT DUTY STATIONS DIVISION: POST Walvis Bay Urban Clerk: 2BL3 Regional Emergency Management Remu - Clerk SP2 Unit Swakopmund Head Office Transport - Clerk Grade 2BL3 Okombahe Settlement Driver 1BL3 Swakopmund Head Office Liaison Officer: 3AL1 Okombahe Settlement Clerk- Grade 2BL3 Swakopmund Head Office Training Officer: 3AL2 3.2 STAFF MOVEMENT A. RESIGNATIONS The following staff members resigned from the Public Service: 3. MAIN ACTIVITIES During the period under review the Division dealt with the following: 3.1 Recruitment and Appointments DUTY STATIONS DIVISION: POST Walvis Bay Urban Constituency Clerk: 2BL3 Regional Emergency Management Unit Remu - Clerk SP2 Swakopmund Head Office Transport - Clerk Grade 2BL3 Okombahe Settlement Driver 1BL3 Swakopmund Head Office Liaison Officer: 3AL1 Okombahe Settlement Clerk- Grade 2BL3 Swakopmund Head Office Training Officer: 3AL2 3.2 Staff Movements A. Resignations The following staff members resigned from the Public Service: DUTY STATIONS POSITIONS Walvis Bay Rural Constituency Clerk: 2BL3 Daures Constituency Clerk: 2BL3 B. Transfers DUTY STATIONS POSITION Swakopmund Head Office HRP: 2AL3 3.3 Compensation Administration The
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