Ordinary Council Meeting Agenda

ORDINARY COUNCIL MEETING

AGENDA

Date : 29 JUNE 2018 Time : 10:00 Venue : Kouga Council Chamber (Jeffreys Bay Unit) 2

KOUGA MUNICIPALITY (EC108) UMASIPALA I-KOUGA (EC108) MUNISIPALITEIT KOUGA (OK108)

NOTICE CONVENING A ISAZISO NGENTLANGANISO KENNISGEWING VAN MEETING VERGADERING

NOTICE IS HEREBY GIVEN that an OKU KUKWAZISA OKOKUBA KENNIS GESKIED HIERMEE dat ‘n Ordinary Council Meeting will intlanganiso yesigqeba Ye- Gewone Raadsvergadering in be held in the Kouga Council khansile eyakuba-kwikhansile die Kouga Raadsaal, (Jeffreys- Chambers, (Jeffreys Bay Unit on yase Kouga (Jeffreys Bay) baai Eenheid) gehou sal word op

DATE: 29 June 2018 UMHLA: 29 Isilimela 2018 DATUM: 29 Junie 2018

TIME: 10:00 IXESHA: 10:00 TYD: 10:00

H. BORNMAN H. BORNMAN H. BORNMAN SPEAKER USOMLOMO WOORDVOERDER

A G E N D A

1. NOTICE OF MEETING

2. OPENING AND WELCOME

3. LEAVE OF ABSENCE

4. ACKNOWLEDGEMENTS, CONDOLENCES & CONGRATULATIONS

5. STATEMENTS OR COMMUNICATIONS BY THE SPEAKER

6. STATEMENTS OR COMMUNICATIONS BY THE EXECUTIVE MAYOR

7. REPORT BACK: SARAH BAARTMAN DISTRICT MUNICIPALITY REPRESENTATIVES

None

8. REPORT BACK: INTERGOVERNMENTAL RELATIONS FORUM (IGR)

8.1 Minutes of IGR Steering Committee Meeting Held on 27 March 2018

Pages 8-36

9. REPORT BACK: MUNIMEC

None

10. STATUTORY MATTERS

11. CONFIRMATION OF MINUTES OF PREVIOUS COUNCIL MEETINGS

11.1 Minutes of Ordinary Council Meeting held on 31 May 2018

Pages 38-63

12. MATTERS DEALT WITH IN TERMS OF DELEGATED AUTHORITY BY THE EXECUTIVE MAYOR

(The reports by the Executive Mayor, in terms of the provisions of Section 63 of the Local Government Municipal Systems Act, 32 of 2000, on matters dealt with by the Executive Mayor in terms of delegated authority as detailed in the Minutes to be noted).

12.1 Minutes of a Mayoral Committee Meeting held on 17 April 2017 (approved at the Mayoral Committee meeting held on 22 May 2018)

Pages 66-76

12.2 Minutes of a Mayoral Committee Meeting held on 22 May 2017 (approved at the Mayoral Committee meeting held on 20 June 2018)

Pages 77-95

13. MINUTES AND REPORTS OF COMMITTEES OF THE COUNCIL

13.1 MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MINUTES

18/06/MPAC1 Write-off of Irregular Expenditure

(Item and Report will be distributed under separate cover as a Supplementary Agenda)

13.2 KOUGA AUDIT COMMITTEE

None

14. REPORTS BY THE OFFICE OF THE MUNICIPAL MANAGER

18/06/MM2 Council Resolutions for May 2018

Pages 97-100

18/06/MM3 Establishment of The Financial Misconduct Disciplinary Board in line with the Municipal Regulations on Financial Misconduct Procedures and Criminal Proceedings

Pages 101-103

18/06/MM4 Institutional Performance Report: 2017/18 Financial Year: Quarter 3: Period 1 July 2017 to 31 March 2018

Pages 104-108

15. REPORTS BY THE EXECTUIVE MAYOR

15.1 FINANCE

18/06/F1 Supply Chain Management/ Stores: Monthly Tenders, S39 Deviations for March 2018

Pages 110-112

18/06/F2 Write-Off in Respect of Irrecoverable Arrear Debts – Equitable Share

Pages 113-114

18/06/F3 Revenue Management: Indigent Support Policy

Pages 115-128

18/06/F4 Revenue Management: Hiring of Municipal Facilities Tariffs

Pages 129-131

18/06/F5 Outstanding Current Land Matters on The Leasing and Disposal of Municipal Properties

(Item will be distributed under separate cover as a Supplementary Agenda)

15.2 CORPORATE SERVICES

18/06/CORP1 Employment Equity: Status Quo Report

Pages 133-156

18/06/CORP2 Tools of Trade Policy – Revised on 16 May 2018

Pages 157-170

18/06/CORP3 Dissolution of Portfolio Committees and Establishment of Portfolio Committees to Council

Pages 171-173

18/06/CORP4 Municipal Finance Management Programme Postponement

Pages 174-176

18/06/CORP5 Kouga Municipality – Calendar of Meetings: 1 July 2018 to 20 June 2018

(Calendar of Meetings Schedule will be distributed under separate cover as a Supplementary Agenda)

Pages 177

18/06/CORP6 Review of the Staff Establishment

Pages 178-179

18/06/CORP7 Member Replacement and Additional Member for Rules and Ethics Committee

Pages 180

CONFIDENTIAL

16. CONFIDENTIAL MATTERS DEALT WITH IN TERMS OF DELEGATED AUTHORITY BY THE EXECUTIVE MAYOR

17. CONFIRMATION OF MINUTES OF PREVIOUS COUNCIL MEETINGS

17.1 Minutes of Ordinary Council Meeting held on 31 May 2018

Pages 183-184

18. MATTERS DEALT WITH IN TERMS OF DELEGATED AUTHORITY BY THE EXECUTIVE MAYOR

18.1 Minutes of “In Committee” Mayoral Committee Meeting held on 17 April 2017

Pages 187-188

18.2 Minutes of “In Committee” Mayoral Committee Meeting held on 22 May 2017

Pages 189-192

19. CONFIDENTIAL MATTERS FOR DISCUSSION

19. CORPORATE SERVICES

18/06/CCORP1 OBJECTION TO PERFORMANCE RESULTS: T TOM (DIRECTOR ADMINISTRATION, MONITORING, EVALUATION AND SPECIAL PROJECTS): 2016/17 YEAR

Pages 194-196

20. CLOSURE

______

Distribution list:

Executive Mayor Speaker All Councillors Municipal Manager All Directors Relevant Managers

REPORT BACK: INTERGOVERNMENTAL RELATIONS FORUM (IGR) 8

MINUTES OF A IGR STEERING COMMITTEE MEETING HELD ON TUESDAY 27 MARCH AT 10:20 IN THE COUNCIL CHAMBERS, JEFFREYS BAY UNIT

PRESENT:

Cllr E. van Lingen Executive Mayor Cllr H. Hendricks Speaker Cllr B. Williams Portfolio Councillor: Finance Cllr H. Bornman Portfolio Councillor: Corporate Services Cllr F. Campher Portfolio Councillor: Infrastructure & Engineering Cllr B Dhludhlu Portfolio Councillor: Planning, Dev & Tourism Cllr D. Benson Portfolio Councillor: Community Services Cllr W. Coenraad

OFFICIALS

Mr C. du Plessis Municipal Manager Mr V. Felton Director: IPD Mr K. Marais Manager: Town planning Ms V. Bouw Manager: LED Mr P. Felix Superintendent Ms L. Randall Media Liaison Officer Ms M. Jantjies Committee Clerk: Scribe

STAKEHOLDERS

Please see attached Attendance Register

1. OPENING & WELCOME The Executive Mayor welcomed everyone to the meeting, and asked them to introduce themselves.

2. APPLICATION FOR LEAVE OF ABSENCE / APOLOGIES

Cllr F. Baxter SAPS – Brig Le Bok, SAPS - Col Swartz DAFF – Akhona Tshaka DCS DOT – MB

3. PRESENTATIONS AND THE DISCUSSIONS THEREOF;

3.1 PRESENTATION - DEPARTMENT WATER AND SANITATION

PRESENTED BY: Mr Paul Chilton

Current scenario in the Province

Topical issues faced by the sector in the Province in relation to the Master Plan:

• High water services backlogs • Ageing infrastructure • Overview of the Blue Water Services Assessment – No blue/ green drop status • Persistent Drought with effects of Climate change • High water debts: Enforce payment even for consumers • Ecological system: Ailing state of our rivers, silting of dams, soil erosion • A need to advocate for water diversify mix: ground water, reuse, recycle, desalination in light of current drought and demand vs supply from water resources • Water conservation • Water demand management • A need to increase public awareness on the value of water • Regulate and re-allocate water use…Validation & Verification of water resources. • Address over use / illegal water use. • All these aimed at ensuring that there are reliable water services always

CONTEXT

• Water security is one of the biggest issues/challenges facing South Africa and the world in this 21st century. It presents a profound challenge to our social wellbeing and our economic growth. • World Economic Forum’s (WEF) Global Risks Report 2017 reports that this year the environmental concerns are more prominent than ever. • Urgent measures are required to protect the river systems as they transfer the life blood of the Nation around the country • About 50% of our water resources originate from 8% of our land. The high water yield areas should be protected through appropriate regulation

GROWTH RATE PER ANNUM

Growth WSA Rate p//Au Alfed Nzo .% Aathole -.% Buffalo City .% Chis Hai .% Joe Gai .% Nelso Madela Bay .% O.R.Tao .% Baiaas .% Blue Cae Route .% Cadeoo .% Ikezi .% Kouga .% Kou-Kaa .% Makaa .% Ndlae .% Sudays Rie Valley .% .%

DEMOGRAPHIC SPLIT PER WSA

WSA No of Couities No of HH No of People Ag Household size Alfed Nzo . Aathole . Buffalo City Metopolita . Chis Hai . Joe Gai . Nelso Madela Bay Metopolita . OR Tao . Baiaas . Blue Cae Route . Cadeoo . Ikezi . Kouga . Kou-Kaa . Makaa . Ndlae . Suday's Rie Valley . .

Water Services Interventions Considered: 2035 Objectives of this study were to:

• Determine the consumer requirements • The extent of their water requirements to ensure access to water supply up to 2035

Basic supply

Minimum water supply = yard connection Minimum Sanitation supply = Pour-flush toilets (rural and peri – urban) Full waterborne in urban

Water Conservation & Water Demand

Region % Non-Revenue Water % Water Losses % Revenue Water

Alfred Nzo 52.2% 52.8% 27.5% Amathole 56.1% 55.1% 30.9%

Buffalo City 45.7% 42.4% 19.4% Chris Hani 48.9% 49.8% 24.4% Joe Gqabi 53.0% 44.3% 23.5%

Nelson Mandela Bay 36.0% 32.8% 11.8% O.R.Tambo 50.8% 53.3% 27.1%

Baviaans 37.5% 17.6% 6.6% Blue Crane Route 35.9% 33.9% 12.2% Camdeboo 35.0% 30.6% 10.7%

Ikwezi 37.0% 40.4% 14.9% Kouga 48.5% 37.8% 18.3%

Kou-Kamma 31.0% 27.0% 8.4% Makana 27.0% 15.1% 4.1% Ndlambe 35.1% 37.7% 13.2%

Sundays River Valley 41.4% 33.9% 14.0% Eastern Cape 46.3% 37.8% 17.5%

Water Resources - Major Dams:

FSC WMA Water Resource Mm³ Mthatha Dam 244.7 Lubisi Dam 158.1 Ncora Dam 147.3 Mzimvubu to Keiskamma WMA Xonxa Dam 115.9

Bridle Drift Dam 98

Darlington Dam 180.9 Kouga Dam 126 Fish to Tsitsikamma WMA Impofu Dam 105.8 Beervlei Dam 85.8 Kommandodrift Dam 55.9

Gariep Dam 5 196.10 Vanderkloof Dam 3 171.30 Upper Orange WMA Katse Dam 1 519.20 Mohale Dam 857.2 Kalkfontein Dam 325.2

PRIORITY PROJECTS - KOUGA

ACIP PROJECTS 2013/14 - R 1 000 000 - WCDM 2014/15 - R 2 500 000 – WCDM - R4 000 000 – Community Water Supply Wavecrest 2015/16 - R 4 355 000 – WCDM - R4 535 000 – WWTW Refurbishment 2016/17 – R2 000 000 – Community Water Supply Wavecrest TOTAL – R18 390 000

KOUGA LM – WASTE WATER TREATMENT REFURBISHMENT: 2015/2016 Project description: WWTW – Refurbishment of three sewer pump stations Status: ACIP approved project Location: Eastern Cape: Jeffrey's Bay Jobs impact: Direct project construction jobs Projected cost to completion: R 4,535 million Project Scope: Refurbishment of 3 x sewer pump stations on the Jeffrey's Bay Main Sewer System. The refurbishment will include the replacement of sewer pumps complete with suction and discharge as well as electrical MCC panels. Pumps will be sized for peak wet weather flow conditions, but will operate on sump levels by means of variable speed drives in order not to overload inadequate size rising mains. The rising mains need to be upgraded under possible future contracts. Project schedule: Project started April 2015 Total project completion date March 2016 Expenditure / Progress: 100% Progress/Issues: DWS ACIP part of project finished 15

Kouga LM still continuing with own funding Connected issues: None WAY FORWARD ➢ Master Plan: Obtain input from external stakeholders; • DEDEAT • Department of Education • Department of Health ➢ WSA to sign off Abstract Summaries and include projects in WSDP and IDP 2018/19 by end February 2018. ➢ Master plan should be signed off by end February as the National Master plan will be signed off by Minster in March 2018. DWS INPUTS:

➢ The Department has in the meantime allocated 2 water tankers to assist with drought. ➢ The Department acknowledges the request for funding R 8m to address drought issues. The Department is trying to motivate on behalf of the municipality to access drought funding. ➢ No funding has been confirmed on the ACIP a meeting planned for the 19th in Pretoria for budget splitting and bidding across directorates. ➢ Analysis of options to improve water supplies and reduce demand on Western dams. Eg Groundwater, Orange river, Desalination. ➢ Licensing water uses. Draft & enforce conditions. ➢ Investigating unlawful use upstream of dams to enable flow to dams. ➢ Regulate water use and gazette restrictions to sustain economy and human survival. ➢ Facilitate stakeholder participation and monitoring of drought. Stakeholder agreements ➢ Collaboration to stop pollution of rivers. Charging offenders. ➢ Advice in water quality Mr Chilton suggested that Kouga Municipality enter an agreement with the Metro to make the planned Desalination Plant more economically viable. He further suggested that a bigger plant that operates 24/7 be established with Kouga Municipality and the Metro as off-takers. Mr Chilton stated that no new dams have been prioritized, as the current catchment areas are sufficient. The Executive Mayor stated that the period for both water tankers to be in Kouga area are 3 months, and requested an extension. Mr Chilton confirmed that he will get more information on an extension.

The Mayor enquired about the R8 million requested for exploration. The Mayor further mentioned that additional funding is required for the Waste Water Treatment Works. The Mayor stated that Kouga Municipality lost Thuyspunt due to failure in Infrastructure and Bulk Services, hence charges was laid against the previous administration. The Mayor enquired how WSA could assist the municipality in preparing for Thuyspunt.

Mr Chilton explained that he is not sure whether the R8 million has been approved yet.

Cllr Williams expressed his concern about the water meetings not being fruitful. The fact that WSA is unaware of the investigation into water desalination and it is also not in the Masterplan. Mr Chilton mentioned that they would like more consistent engagement of Kouga Municipality at the Water meetings. He further said that he would not encourage Kouga Municipality to.

4. PRESENTATION – DEDEA PRESENTED BY: Mr Leon Els

Mr Els mentioned that a representative from ECDC needs to be invited to the IGR meeting as well. He further explained that the department are funding Waste Management Projects through DEA.

Cllr Williams requested clarity on obtaining funding from National as well as Provincial for the Winterfest.

Cllr Campher enquired about the Liquor Board’s process of approving liquor licenses. Mr Els explained that the illegal taverns are a common problem around the country, and mentioned that the EC Liquor Act are being reviewed. Cllr Bornman enquired about Branding and signage on Public Roads, with regards to tourism. Mr Els explained that he will provide Mr Wayne Erlank the contact person at NMMB contact details, a funding request can be forwarded to their board.

The Mayor stated that there is a serious need for investors in Kouga. The Mayor further mentioned that a Workshop on Consumer Protection is urgently needed, as people’s ID books are being confiscated for loans.

Mr Els explained that it could be arranged that Eastern Cape Development Corporation (ECDC) come and address council, he further mentioned that IDZ’s investments are geared at the Industrial area. Mr Els also stated that the Mayor can request a workshop at the beginning of the Financial year.

The Speaker enquired what the view of the department is with regards to the municipality wanting to possibly change the Environmental Management Fee. Mr Els stated that he could not comment.

Cllr Benson enquired about the procedure for Kouga Municipality to establish a crematorium. Mr Els explained that there is a Climate Change workshop that will take place soon, where the municipality can submit a query.

Mr Els also confirmed that authorization has been granted for the Spit, as well as the Management Plan for the Seekoei has been approved so it could go to council.

5. PRESENTATION – DEPARTMENT OF HUMAN SETTLEMENTS PRESENTED BY: Mr Nkonki

It must be noted that all councilors residing in the “hotspots” has been invited to this meeting.

There are projects that were identified by the municipality as per the IDP and approved by the Department of Human Settlements for pre-planning activities. Due to unavailability of bulk infrastructure the projects could not commence since 2009.

The Human Settlements development is implemented by the Department of Human Settlements on municipality land, with available bulk infrastructure and identified available beneficiaries.

The projects in Kouga were initiated by the Municipality. The Department’s Regional Office and the Municipality have successfully worked together in housing developments in the area.

Most the of the projects that were undertaken few years ago are complete. Due to bulk infrastructure challenges, Eastern Cape Department of Human Settlements (ECDHS) intervened to unlock infrastructure challenges for future HS developments in Hankey, Patensie and Jeffrey’s Bay.

The following projects are in the pipeline (Hankey 990 (728), Hankey Weston, Patensie 280 and Kruisfontein 400). 18

PROJECT TASK PROJECT BUDGET STATUS COMMITMENT

HANKEY 990 1. WWTW 4. 100% Budget: R 21,80m 2. Pump 5. 100% Exp: R 21,69m Station 6. 100% 3. Reservoir

PATENSIE 1. WWTW 4. 80% Budget: R 278 42,21m 2. Pump 5. 95% Exp: R 35,53m Station 6. 95% 3. Reservoir

OCEANVIEW 1. Pump 4. 100% Budget: R 1500/ Station 47,39m 5. 100% PELLSRUS Exp: R 39,88m 2. Pump 220 6. 100% Station 3. Reservoir

HANKEY 1. Reservoir 2. 100% Budget: R WESTON 196 2,44m Exp: R 1,87m

TOTAL BUDGET EXPENDITURE R 113,65M (incl. vat) R 98,97

PROJECTS OVERVIEW

• In Jeffreys Bay there are two initiated projects Pellsrus 220 under construction and Oceanview 1500 contractor has been appointed, awaiting for the construction permit from the Department of Labour. • In Humansdorp there is Kruisfontein 391 project under construction, Arcadia 139 (Planning), Kruisfontein 2100 to be phased (bulk infrastructure under construction). • Hankey - Hankey 990 and Hankey Weston 196 under planning. • Patensie – Patensie 278 under planning

STATUS OF THE PROJECTS

Project Units Progress Status Outstanding Matter / Timeframes Responsible Name Challenge person

Kruisfontein 2109 1. The project will 1 Some pre-planning Nov. 2018 Kouga 2500 commence when activities, eg EIA could Municipality (2109) outstanding bulk not be finalised due to infrastructure is complete. infrastructure challenges.

Hankey 728 1. Municipality 3. The June 2018 Kouga 990 (728) is finalising finalisation Municipality pre-planning of the GP processes. and 2. The Engineering beneficiary designs. administration has commenced. 20

Hankey 196 1. Municipality is 3. The June 2018 Kouga Weston 196 finalising pre- finalisation Municipality (Mud planning of the GP Structures) processes. and 2. The beneficiary Engineering administration designs. has commenced.

Project Units Progress Status Outstanding Matter / Challenge Time- Responsible Name frame person

Jeffrey’s Bay 1500 1. The contractor 2. The contractor has not April. 2018 L. Nkonki - Oceanview has been commenced on site due June 2018 L. Nkonki 1500 appointment construction permit from the Dept of Labour. 3. The beneficiary administration process is in progress.

Pellsrus 220 220 1. The contractor 1. The beneficiary administration June 2018 L. Nkonki has commenced process is in progress with construction work. 21

Kruisfontein 391 70% on 1. The contractor is on site, 1. The beneficiary administration is June 2018 L. Nkonki 2500 (391) services 70% of the site works have progressing well, not yet finalised. been completed on services. The top structure construction is in good progress

Projet Uits Progress Status Outstadig Matter / Tiefraes Resposile Nae Challege perso

Patensie 278 278 1. Municipality is 3. The finalisation June 2018 Kouga finalising pre- of the GP and planning Engineering Muiipality processes. designs. 2. The beneficiary administration has commenced.

Arcadia 139 139 1. Municipality is 3. The finalisation June2018 Kouga finalising pre- of the GP and planning Engineering Muiipality processes. designs. 2. The beneficiary administration has commenced.

BLOCKED PROJECTS / DESTITUTE / RECTIFICATION

Project Name Units Progress Status Outstanding Matter / Timeframes Resposile Challenge perso

SEA VISTA 2 000, 2790 1. The mentioned four (4) 1. Municipality to fast- 2018 Kouga KWANOMAZO projects are affected by track plans to address 400 and the insufficient or non- the bulks services Muiipality THORNHILL 390 availability of bulk challenges for all these infrastructure services. projects.

Kruisfontein 208 208 108 1. 100 units The Kouga that 100 In progress Kouga could not be beneficiaries be constructed transferred to the 391 Muiipality are due to project. high water table.

DESTITUTE 31 25 1. There are 25 The contractor will May 2018 L. Nkoki - Hankey 1 destitute commence once the - Oyster Bay 1 beneficiaries Dept appoints the - Jeffreys Bay 23 that were contractor. identified and approved by the Dept. 2. SCM is busy with procurement process.

CONCLUSION

• The municipality must have proper plans to address the housing development by working on the bulk infrastructure services. • The land identified for future housing development must be owned by the municipality. • There must be beneficiaries and those beneficiaries must be scrutinised whether they qualify for grant funding. • The targets set by the national government is to focus on new business, as the backlog keep increasing every year.

• Communities must be educated to look after their properties and do the maintenance on their properties.

The Mayor shared her concerns about the following:

• The people of Oceanview that needs to move when construction starts, they do not feature anywhere on the plan • Loerie community • De Wet du Preez – Loerie Project • Sea vista land, during 2016 land has been an issue now Kouga municipality must buy land from the Department of Public Works. • How can the department assist the municipality with this process? Mr Nkonki explained that there is no land for development in Loerie and Sea Vista. Cllr Campher stated that the demarcation boundaries must be noted, the total number of houses are split in different wards.

Cllr Campher further mentioned that during 2014/2015 an Engineering Report was released confirming that 98 erven in Kruisfontein is not suitable for construction of houses.

Mr Felix stated that the contractor messed up the sewerage connections as well as the infrastructure in Kruisfontein. Mr Nkonki stated that the 98 erven in Kruisfontein were earmarked for middleclass citizens to buy and buld their houses on high rise foundations.

Cllr Bornman enquired a timeline on when activities will be actioned in Oceanview. Mr Nkonki replied that a permit will be issued once work has been done.

Cllr Dhludlu requested confirmation that the title deeds that were handed out in Thornhill includes water tanks as well as tarring of the roads.

Mr Nkonki explained that provision is only made for gravel roads, he further mentioned that there was a request that the Councillor communicate with the MEC, since there is trouble with the budget.

Mr Nkonki stated that they are motivating R2 billion for the project, since there are only R84 million available for 2018/2019. Mr Nkonki mentioned that they want to be able to finish all projects this year. 24

Cllr Dhludlu mentioned that the Steering Committee handed out keys without Municipal Officials being present. Cllr Campher expressed his concern about the 391 houses, and he stated that no keys will be handed out unless the work is done. He further expressed the huge need for FLISP housing.

PRESENTATION – GOVERNMENT COMMUNICATIONS & INFORMATION SYSTEMS (GCIS) PRESENTED BY: Mr Diba Nkume The Speaker mentioned that it must be noted that Kouga FM is in an Administration crisis.

STRATEGIC OBJECTIVES

1. Provide a responsive, cost-effective, compliant and business focused corporate services 2. Building people, products and processes to ensure an effective government communication system 3. Maintain and strengthen a well-functioning communication system that proactively informs and engages the publics 4. Provide an efficient and effective production, media bulk buying & advertising agency for government.

PROVINCIAL & LOCAL LIASION

➢ The Chief Directorate of Provincial & Local Liaison is mandated to strengthen the system of government communication & implement development communication through sound stakeholder relations & partnerships

➢ GCIS Provincial and Local footprint is especially useful to in providing much needed communication support to national departments which do not have a presence in provinces & districts.

KEY FUNCTIONS – PROVINCIAL & DISTRICT LEVEL

Cascading the National Communication Strategy based on the 05 key priorities of government to key local stakeholders through direct interface with local communities

Segmented stakeholder engagement to local communities through optimizing the following platforms:

Information seminars, dialogues, Road intersection blitz campaigns, symposium, Taxi rank/Mall/Train activations, Community media engagement.

Communication support to the State of the nation address (SONA) is our priority. Strengthen communication partnerships with various development practitioners and civil society formations at local level. e.g. CDWs, Business, Rate payers for a, Traditional leadership, CBOs, FBOs & NGOs.

Build relations with community media as an optimum partner for the delivery of development communication platform (both electronic (radio) and small community print publications)

Broaden the distribution base of govt information products at local level Maintain government distribution points at local level Ongoing scanning of communication environment on the implementation of communication campaigns on 5 priorities of government at local level Support initiatives to extend and strengthen the government communication system municipal level (called LGCS):

PRINT PLATFORMS

45 000 South Africa Yearbook, 20 000 Pocket Guide copies and 4 000 DVDs annually Translation and editing services 20.4 million Vuk’ uzenzele annually 4 800 Braille Vuk’ uzenzele annually and 12 online versions 48 000 GovComms newletter annually Comprehensive e-news feed both locally and internationally 144 000 Public Sector Manager magazines produced annually Use of social media platforms 12 Government dialogue annually Continuous assessment and updating of online content

COMMUNITY MEDIA

Communication through community media GCIS Officials work with government departments to generate content for regional & local media to discuss specific topics and issues Media networking sessions are hosted to provide community media with information around policies and programmes of Government. This platform is always used for Political Principals to engage with members of the Public on programmes and Policies of Government

IMBIZO PROGRAM OF GOVERNMENT

Public Participation Programme through themed focus weeks Uniquely South African Siyahlola Presidential Monitoring Programme Deputy President’s War On Poverty Programme At least ten events for Ministers, Deputy Ministers, Premier’ s EXCO outreach Executive Mayors and Mayors Monthly Councillor feedback meeting

CONTENT THRUST - 5 PRIORITIES OF GOVERNMENT

The Speaker enquired in what instances GCIS makes payments to radio houses. Whether the municipality could apply to GCIS for negotiations for the Mayor to be on radio. Mr Nkume stated that GCIS is all about building good relationships, and negotiating affordable rates. He stated that GCIS could assist in getting the Mayor on radio.

PRESENTATION – DEPARTMENT OF SOCIAL DEVELOPMENT (DSD) PROGRAMME 5 - COMMUNITY DEVELOPMENT AND RESEARCH TARGETS 2018/2019 PRESENTED BY: Ms Katrina Antoniou-Holroyd

DSD SERVICES Programme Sub-programme

2. Social Welfare Services Services to Older Persons Services to Persons with Disabilities HIV & AIDS Social Relief

3. Children And Families Care And Services To Families Child Care Protection ECD and Partial Care Child and Youth Care Centres Community Based Care Services for Children

4. Restorative Services Crime Prevention and Support Victim Empowerment Substance Abuse Prevention and Rehabilitation

5. Community Development Community Mobilization and Institutional Capacity Building Research Poverty Alleviation and Sustainable Livelihoods Community Based Research Youth Development Women Development

HR AND MANAGEMENT OF PROGRAMME 5 Officials - 5 CDP’s, 5 ACDP’S 2 Service Office - Hankey and Humansdorp Wards for 2017/2018: 1,4,6,7,13 Wards for 2018/2019: 1, 7, 13, 14, 15

COMMUNITY MOBILIZATION

INSTITUTIONAL CAPACITY BUILDING AND SUPPORT FOR NPO’S

POVERTY ALLEVIATION AND SUSTAINABLE LIVELIHOODS

COMMUNITY BASED RESEARCH AND PLANNING

YOUTH DEVELOPMENT

WOMEN DEVELOPMENT

CALL FOR PROPOSALS BUSINESSPLANS AND PROJECTS Projects funded in 2017/2018: Elderly Child Resort CNDC for R203 400 Call for Proposals for 2018 to 2019: Business Plans to possibly be funded in 2018 to 2019: Elderly Child Resort Soup Kitchen for R203 400 Bayahluma Sewing for R150 000 Sibheka Phambhili Foodgardens for R25 000 Kings and Queens Me Youth Structure for R50 000

Call for proposals for 2019 to 2020: The Speaker wanted to know who the Department of Social Development communicates with within the municipality. Ms Antoniou explained that they communicate with Ms Dreyer. Cllr Campher mentioned that the councillors don’t know all the different people across the wards in Kouga that receives funding from the municipality. The Mayor expressed her concern with the Department’s funding methodology towards creches and ECD Centres. It is difficult for them to survive when they receive their funding at the end of the term. She requested the Department to give urgent attention to the matter. Cllr Dhludlu mentioned that the Bayahluma project received R20 000 funding from the LED Department during 2017.

PRESENTATION – SOCIAL SERVICES AGENCY (SASSA) PRESENTED BY: Ms Siphokazi MANDATE

It is Government’s priority to drastically reduce poverty and social assistance is one of the most important poverty alleviation programmes. The mandate of the South African Social Security Agency (SASSA) is to contribute towards poverty alleviation through the efficient and effective administration payment of social grants to the most vulnerable and poorest members of Society. Operating since 2006, SASSA continues to pride itself as government’s flagship agencies aimed at mitigating the devastating impact of poverty and unemployment prevalent in our society. Through the distribution of various social grants SASSA aims at poverty elimination, promotion of social cohesion as well as contributing to economic development. SASSA subscribe to those values that promote democracy and a culture of respect for human rights & the following are paramount. Transparency Equity Integrity Confidentiality Customer Care Centred approach

COUNTER SERVICES: HUMANSDORP

SOCIAL GRANTS STATS PAYMENTS

SOCIAL RELIEF OF DISTRESS TARGETS PERSONS AFFECTED BY UNDUE HARDSHIP PERSONS AFFECTED BY DISASTER CHILDREN IDENTIFIED AS MALNURISHED CHILDREN IN NEED OF SCHOOL UNIFORM SEASONAL WORKERS

FOOD PARCELS AND SCHOOL UNIFORM EXPENDITURES

ICROP – PURPOSE Increase access/footprint to services in a co-ordinated manner (SDOP) Providing a platform to share information and obtain feedback about services rendered by SASSA (Beneficiary Education and Community Dialogues/Imbizo’s) Assessing service delivery needs to facilitate an appropriate response

CHALLENGES Large number of intake during the payment period are related to card replacement & deductions in social grants (LOAN SHARKS). Bank migration taking place causing an influx into the local office. New tender awarded to SAPO, card swapping from 1st April 2018 Policy deductions taking place in beneficiary accounts (Reg. 26a) Beneficiaries not informing the agency if they are relocating i.e. change of address. (FCG Review / other projects There are 10 Cooperatives identified. List is forwarded to SCM.

Ms Siphokazi mentioned that the SASSA card will only be functional until September, then the new SAPO cards will be used. Mr Felix enquired about SASSA’s plan of action to prevent loan sharks from exploiting the beneficiaries. Cllr Dhludlu requested that the statistics be made available per ward.

PRESENTATION – DEPARTMENT OF RURAL DEVELOPMENT AND AGRARIAN REFORM (DRDAR) PRESENTED BY: Ms Mpumi Bongco

VISION Vibrant, equitable sustainable rural communities and food security for all.

MISSION Promote, support and coordinate rural development and agrarian reform interventions to reduce poverty and underdevelopment through job creation, integrated food security programme, and equitable participation in development by all rural communities.

CITRUS COMODITY – R4 MILLION

INFRASTRUCTURE 2017/2018

FOOD SECURITY 2017/2018

STORAGE & ABLUTION FACILITY

5 HA DEVELOPMENT

The Speaker mentioned that projects are taking place in Kouga without the knowledge of the municipality. He enquired whether Ms Bongco are aware of the hub that Mr Pillay mentioned in the previous minutes. Ms Bongco confirmed that she is not aware of it.

Ms Bongco mentioned that all Agricultural applications must be done by the beneficiaries, no one can apply on their behalf.

1. CLOSURE

The Executive Mayor thanked everyone for attending and thanked them for their valuable input. He further mentioned that it was a productive session and declared the meeting closed.

The meeting terminated at 15:20

______MR C. DU PLESSIS DATE CHAIRPERSON

CONFIRMATION OF PREVIOUS COUNCIL MINUTES 38

MINUTES OF AN ORDINARY COUNCIL MEETING OF THE KOUGA MUNICIPALITY HELD AT THE KOUGA COUNCIL CHAMBER (JEFFREYS BAY UNIT) ON THURSDAY, 31 MAY 2018 AT 10:00

PRESENT: Councillors H Bornman (Speaker) H Hendricks (Executive Mayor) B Williams D Benson F Baxter FJ Campher BF Rheeder (Alderman) DM Nkomo L Vorster FJ Louw NS Botha B Dhludhlu WPD Gertenbach W Coenraad R Jantjies D Biggs M Dayimani P Nkwalase J Mayoni T Meleni V Vumazonke E Februarie S Jujwana C Mandeka M Peters A Mabukane

Officials & Municipal Manager C du Plessis (Municipal Manager) S Thys (CFO) V Felton (Director: I&E) F Mabusela (Director: Planning, Dev & Tourism) N Machelesi (Director: Community Services) C Dreyer (Manager: IDP) L Opperman (Manager: Legal Services) D de Jager (Manager: Human Resources) M Jantjies (Committee Services) L Makupula (Committee Services B Klopper (Committee Services)

1. NOTICE OF MEETING

The Speaker read the notice convening the meeting.

2. OPENING AND WELCOME

The Speaker welcomed everybody to the meeting and requested Councillor Cllr Peters to open the proceedings with a prayer.

The Speaker advised that the Confirmation Letter dated 22 May 2018 from the IEC for the replacement of the DA PR Councillor Van Lingen had been received. Cllr R Jantjies replaces EC van Lingen who ceased to hold office of Councillor in the Municipality.

The Speaker also advised that Cllr R Jantjies will be sworn in as a Councillor and requested Cllr R Jantjies to step forward to undertake the Oath of Office.

OATH OF OFFICE

I, Elia Robin Jantjies, do hereby swear that I will be faithful to the Republic of South Africa and will obey, respect and uphold the Constitution and all other laws of the Republic, and I solemnly promise to perform my functions as a Councillor of the Council of Kouga Municipality to the best of my ability – SO HELP ME GOD.

The Speaker advised that Cllr Carstens had resigned as a Kouga Councillor and therefore the submission of two supplementary items are being tabled to Council for approval. The two supplementary items tabled are as follows: -

18/05/CORP4 Re-composition Of the Municipal Public Accounts Committee (MPAC)

18/05/CORP5 District Representation

Cllr Dayimani requested a 30min recess – 10:15 Council reconvened at 10:50

3. LEAVE OF ABSENCE

C Matroos - with leave of absence V Camealio-Benjamin - with leave of absence

4. ACKNOWLEDGEMENTS, CONDOLENCES & CONGRATULATIONS

Birthday Wishes extended to: -

Cllr D Biggs Cllr S Jujwana

5. STATEMENTS OR COMMUNICATION BY THE SPEAKER

The Speaker stated that at present Initiation Forums are being established in Wards. Some issues have been experienced in the current financial year in terms of the Ward Development Fund Policy. The WDF Policy is to be approved and adopted by Council. All Ward Councillors have been sworn in as Commissioner of Oaths and may issue proof of residence. Cllrs need to collect their official stamps from the Office of the Speaker. Only Ward Councillors may issue proof of residence and not their Ward Assistants. All financial institutions have been advised.

The Speaker thanked all Councillors who were productively involved in the IDP Public Participation Process over the past two months. The Speaker also thanked the Manager: IDP for facilitating the process and presenting the IDP document.

The Speaker stated that the goal is to make Kouga Municipality the best municipality in the Eastern Cape and that all should strive to better service delivery to the community.

6. STATEMENTS OR COMMUNICATIONS BY THE EXECUTIVE MAYOR

Budget Speech – Attached ******

7. REPORT BACK: SARAH BAARTMAN DISTRICT MUNICIPALITY REPRESENTATIVES

None

8. REPORT BACK: INTERGOVERNMENTAL RELATIONS FORUM (IGR)

None

9. REPORT BACK: MUNIMEC

Cllr Dayimani enquired whether Kouga Municipality was part of the 8 Municipalities which have systems in place that can track spending on SMME’s and local supplies.

Resolved (31 May 2018)

1. That the Municipal Manager be requested to investigate whether Kouga Municipality is part of the 8 Municipalities which have systems in place that can track spending on SMME’s and local supplies.

2. That the Provincial Technical MUNIMEC meeting dated 27 February 2018 be noted.

3. That the Provincial Political MUNIMEC Meeting dated 1 March 2018 be noted.

10. STATUTORY MATTERS

11. CONFIRMATION OF MINUTES OF PREVIOUS COUNCIL MEETINGS

The Municipal Manager confirmed that all reports, are accurate and truthful.

11.1 The Minutes of Special Council Meeting held on 20 April 2018 were confirmed and accepted.

Proposed: B Williams Seconded: B Dhludhlu

11.2 The Minutes of Ordinary Council Meeting held on 25 April 2018 were confirmed and accepted.

Proposed: F Baxter Seconded: B Williams

11.3 The Minutes of Special Council Meeting held on 23 May 2018 were confirmed and accepted.

Proposed: B Williams Seconded: A Nkomo

12. MATTERS DEALT WITH IN TERMS OF DELEGATED AUTHORITY BY THE EXECUTIVE MAYOR

12.1 Minutes of the Mayoral Committee held on 17 April 2018 be withdrawn.

13. MINUTES AND REPORTS OF COMMITTEES OF THE COUNCIL

13.1 MUNICIPAL PUBLIC ACCOUNTS COMMITTEE MINUTES

Resolved (25 April 2018)

1. That the minutes dated 9 February 2018 be withdrawn and referred back to the MPAC.

13.2 KOUGA AUDIT COMMITTEE

None

14. REPORTS BY THE OFFICE OF THE MUNICIPAL MANAGER

18/05/MM1 RESOLUTIONS FOR APRIL & MAY 2018 (COUNCIL)

Resolved (31 May 2018)

1. That the Actions Sheets reflecting resolutions of the Council meeting for April & May 2018 be accepted.

2. That it be noted that the outstanding reports from all Directorates are to be submitted to their respective Portfolio Committee meetings.

3. That it be noted that all Council Committee agendas will be distributed in electronic format in terms of the decision taken by Council to go paperless with effect 1 May 2018.

4. That it be noted that hardcopies of all Council Committee agendas be requested in writing, if required, timeously to allow for the distribution of agendas by Administration as per the memorandum by the Municipal Manager dated 30 January 2018.

5. That timeframes be included in the Action Sheets in order to track progress as well as the responsible official to monitor unactioned matters for implementation/finalisation.

6. That Administration report on the progress for the appointment of a professional, experienced Service Provider to further investigate desalination as a sustainable source of water supply as a long- term measure and affordability, as approved by Council in January 2018.

18/05/MM2 REVIEW OF THE 2017/2022 INTEGRATED DEVELOPMENT PLAN: 2018/19 YEAR (1ST REVIEW, 2ND EDITION)

• Public Participation Process took place in all Wards to identify top 5 priority projects; • Priorities recommended by the Wards are either on the Operational Budget or Capital Budget – no budget votes connected to the top 5 projects on the Operational Budget; • Capital Budget projects are dealt with by Bid Specification Committee and currently aligning with the Budget; • All priorities indicated by the Wards were included in the IDP; • More projects can be considered with the Adjustments Budget;

Resolved (31 May 2018)

1. That the 2018/19 review of the 2017/22 Integrated Development Plan be adopted in terms of the provisions of Section 25 of the Local Government Municipal Systems Act, 32 of 2000, with amendments.

2. That the Draft IDP document be submitted to the MEC and relevant stakeholders within 10 days of adoption by Council.

3. That the Final IDP for 2018/19 be placed on the municipal website, and copies of the document by placed at municipal offices and ward Councillor offices, within 10 days of adoption by Council.

18/05/MM3 SERVICE DELIVERY AND BUDGET IMPLEMENTATION PLAN: 2017/18 FINANCIAL YEAR: AMMENDMENT OF SDBIP TARGETS FOLLOWING THE MID- YEAR PERFORMANCE ASSESSMENT AND ADJUSTMENTS BUDGET

Resolved (31 May 2018)

1. That the Service Delivery and Budget Implementation Plan: 2017/18 Financial Year: Amendment of SDBIP Targets following the Mid-Year Performance Assessment and Adjustments Budget, be withdrawn.

2. That the item be referred to the Budget Steering Committee meeting to be held on 25 May 2018

15. REPORTS BY THE EXECUTIVE MAYOR

15.1 FINANCE

18/05/F1 MEDIUM TERM REVENUE AND EXPENDITURE FRAMEWORK (MTREF) – BUDGET FOR THE 2018/19 TO 2020/21 FINANCIAL YEARS

The Opposition Party opposed the acceptance of the MTREF Budget for 2018/19 Financial Years. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 9

Resolved (31 May 2018)

1. That Council, by resolution taken by the majority of its full number, and in terms of Section 30(2) of the Local Government: Municipal Structures Act, Act No. 117 of 1998 (as amended), read in conjunction with Section 24 of the 44

Local Government: Municipal Finance Management Act, Act 56 of 2003, approved the Annual Budget for the 2018/19 financial year and the indicative allocations for the projected outer years 2019/20 and 2020/21; and the multi-year and single year capital appropriations, as set out in the following tables, including the associated recommendations.

1. Budget Summary; [Table A1]

2. Budgeted Financial Performance (revenue and expenditure by standard classification); [Table A2]

3. Budgeted Financial Performance (revenue and expenditure by municipal vote); [Table A3]

4. Budgeted Financial Performance (revenue by source and expenditure by type); [Table A4]

5. Multi-year and single year capital appropriations by municipal vote and standard classification and associated funding by source. [Table A5]

2. That the budgeted financial position, budgeted cash flows, cash-backed reserve/accumulated surplus, asset management and basic service delivery targets be noted as set-out in the following tables:

6. Budgeted Financial Position; [Table A6]

7. Budgeted Cash Flows; [Table A7]

8. Cash backed reserves and accumulated surplus reconciliation [Table A8]

9. Asset management; [Table A9]

10. Basic service delivery measurement. [Table A10]

3. That the tariffs be increased as follows with effect from 1 July 2018:

Property rates - 7.5% Water - 11 Sanitation - 9% Refuse - 8% Electricity (average increase in electricity income) - 7.57% Environmental Management Fee - 6%

4. That the indicative tariffs for 2019/20 and 2020/21 be increased as follows:

2019/20 2020/21

Property rates 7.5% 7.5% Water 11 % 11% Sanitation 9% 9 % Refuse 8% 8% Electricity (average increase in electricity income) 7.57% 7.57% Environmental Management Fee 6% 6%

5. That Council, in terms of Section 30 (2) and 93 (4) of the Local Government: Municipal Structures Act, Act No: 117 of 1998 (as amended), read with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, and by resolution taken by majority of its full number, approved the tariffs, fees and charges as reflected elsewhere in the Agenda for implementation, with effect from 1 July 2018.

6. That the Process Plan include both the 2018/2019 Adjustments Budget and the 2019/2020 Draft Budget which is to be tabled at the next Council meeting to be held in June 2018.

7. That the Process Plan include tariffs and a Ward Based Budget in the 2019/2020 Draft Budget which is to be tabled at the next Council meeting to be held in June 2018.

8. That the Procurement Plan and Maintenance Plan be tabled at the next Council meeting to be held in June 2018.

18/05/F2 ADOPTION OF THE PROPOSED PROPERTY RATES TARIFFS FOR THE 2018/19 FINANCIAL YEAR

The Opposition Party opposed the adoption of the proposed property rates tariffs for the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 9

Resolved (31 May 2018)

1. That Council, in terms of Section 30(2) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended) and the Local Government: Municipal Property Rates Act, Act 6 of 2004, read in conjunction with the Local Government: Municipal Systems Act, Act 32 of 2000, the Municipality’s Rating Policy and with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, and by resolution taken by majority of its full number, levies the following rates in the Rand for the period 1 July 2018 to 30 June 2019, in respect of the various categories of properties as set out below:

Proposed Tariffs for 2018/19/- CATEGORY Cent/Rand Residential 0.78 Industrial / Mining 0.81 Business / Commercial 0.81 Farms-Agricultural 0.20 Farms-Other Business/Wind Farms and Other Industrial Purposes 0.81 Farms-Residential 0.78 Farms-Private Towns 0.78 Smallholding-Agricultural 0.20 State Owned 0.78 Private Towns 0.78 Informal and Formal Settlements 0.78 Multiple Purposes 0.78

Municipal 0.78 Special Rating Area 0.20 Private Towns (Exempt) 0.78 Communal Land 0.78 State Trust Land 0.78 Restitution and Redistribution Properties 078 Protected Areas 0.78 National Monuments/ Heritage Sites 0.78 Public Benefit Organisation 0.78 ii) That Council, in terms of Section 30(2) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended) and the Local Government: Municipal Property Rates Act, Act 6 of 2004, read in conjunction with the Local Government: Municipal Systems Act, Act 32 of 2000, the Municipality’s Rating Policy and with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, and 47

by resolution taken by majority of its full number, grants the following rebates for the period 1 July 2018 to 30 June 2019, in respect of the following categories and owners of properties as set out below:

Rebates for Exemptions 2018/19 R15 000 on Residential Properties R15000 National Monuments/Heritage Sites -100% Provision of Land Act 100% Communal Property Association -100% Protected Areas -100% Welfare/Churches/Public Benefit Organisations 100% Municipal Properties -100%

Rebates: Private Towns: -20% - Kromme River (Suburb 70010) - Air Park (Suburb 10001) - Gamtoos Mouth (Suburb 90003) - Edenglen (Suburb 40004) - St Francis Bay Links (Suburb 70009) - Marina Martinique (Suburb 40013) - Lifestyle Estate (Suburb 40054) - Sea View Resort (Suburb 40011) R 85000 on Informal and Formal Settlements R85000 R 85000 for Owners who qualify for Equitable Share R85000

18/05/F3 REVISION OF FEES AND CHARGES FOR THE 2018/19 FINANCIAL YEAR: SPORTS AND RECREATION

The Opposition Party opposed the revision of fees and charges for the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 9

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, approved the fees and charges for Sports and Recreation, as reflected in Annexure ’A’, with effect from 1 July 2018. 48

18/05/F4 REVISION OF FEES AND CHARGES FOR 2018/19 FINANCIAL YEAR: NATIONAL TRAFFIC AND LICENSING SERVICES

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003 approved the fees and charges as reflected in Annexure ’B’, with effect from 1 July 2018.

18/05/F5 REVISION OF FEES AND CHARGES FOR THE 2018/19 FINANCIAL YEAR: FIRE FIGHTING AND PROTECTION SERVICES

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, approved the fees and charges to the Fire Fighting and Protection Services as reflected in Annexure ’C’, with effect from 1 July 2018.

18/05/F6 REVISION OF FEES AND CHARGES FOR THE HIRING OF MUNICIPAL FACILITIES: 2018/19 FINANCIAL YEAR

The Opposition Party opposed the revision of fees and charges for the hiring of municipal facilities for the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 10

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number and in terms of Section 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Financial Management Act, Act 56 of 2003 approved the fees and charges for the hiring of Municipal Facilities, as reflected in Annexure ‘D’, with effect from 1 July 2018.

18/05/F7 COMMUNITY SERVICES DIRECTORATE: REVISION OF TARIFFS, FEES AND CHARGES FOR THE 2018/19 FINANCIAL YEAR

The Opposition Party opposed the Community Services Directorate: revision of tariffs, fees and charges for the hiring of municipal facilities for the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 10

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, adopts the proposed tariffs, fees and charges for the Community Services Directorate, reflected as reflected in Annexure ‘E’, with effect from 1 July 2018.

18/05/F8 PROPOSED WATER AND SANITATION TARIFF INCREASES FOR 2018/19 FINANCIAL YEAR

The Opposition Party opposed the proposed water and sanitation tariff charges for the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 10

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003 approved the tariffs, fees and charges in respect of Water and Sanitation Services under the control of the Municipality’s Infrastructure & Engineering Directorate as reflected in Annexure ‘F’, with effect from 1 July 2018

18/05/F9 ELECTRICITY TARIFF INCREASES: 2018/19 FINANCIAL YEAR

The Opposition Party opposed electricity tariff increases for the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 10

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, approved the electricity tariffs as reflected in Annexure ‘G’ with effect from 1 July 2018.

18/5/F10 FEES AND CHARGES FOR ELECTRICITY SERVICES IN RESPECT OF THE 2018/19 FINANCIAL YEAR

The Opposition Party opposed the fees and charges for electricity services in respect of the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 10

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, approved the fees and charges in respect of electrical services, as reflected in Annexure ‘H’, with effect from 1 July 2018.

18/05/F11 FINANCE DIRECTORATE: REVISION OF FEES AND CHARGES FOR THE 2018/19 FINANCIAL YEAR

The Opposition Party opposed the Finance Directorate: revision of fees and charges for the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 10 51

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, adopts the proposed fees and charges for the Finance Directorate as reflected in Annexure ‘I’, with effect from 1 July 2018.

18/5/F12 REVISION OF VARIOUS TARIFFS: PLANNING AND DEVELOPMENT FOR THE 2018/19 FINANCIAL YEAR

The Opposition Party opposed the revision of various tariffs: Planning and Development for the 2018/19 financial year. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 10

Resolved (31 May 2018)

1. That Council, by resolution taken by majority of its full number, and in terms of Sections 30(2) and 93(4) of the Local Government: Municipal Structures Act, Act 117 of 1998 (as amended), read in conjunction with Chapter 4 of the Local Government: Municipal Finance Management Act, Act 56 of 2003, approved the fees and charges in respect of Planning and Development, as reflected in Annexure ‘J’, with effect from 1 July 2018.

18/05/F13 ASSESSMENT OF THE 2018/19 DRAFT MEDIUM TERM REVENUE AND EXPENDITURE FRAMEWORK (MTREF) BUDGET

Resolved (31 May 2018)

1. That Provincial Treasury’s Assessment of the Municipality’s 2018/19 Draft MTREF Budget, be noted.

18/05/F14 CELLPHONE MAST TARIFFS

Resolved (31 May 2018)

Finance Management Act, Act 56 of 2003, approved the following fees and charges with effect from 1 July 2018.

2. Cell phone towers, billboards, pylon signs, wind turbines and other special Buildings: R1 605.00 per application.

CELLPHONE TOWER APPLICATION ASSESSMENT FEES: (EXCLUDING ANY OTHER FEES)

Tower space for co- Per antenna per Antenna size is R2 850 per location of wireless month or pro-rata limited to 1.2 metres month telecommunications per month where a in diameter, with a transceiver: space on a full month does not maximum load tower or mast for the co- apply weight of 100kgs. location of a single Transceiver must transceiver; includes utilise licensed Optic Fibre Pair to wavebands only. associated Switching Subject to Facility availability, Client

must have a valid ECS and/or ECNS license.

Tower space for co- Once-off charge, Charged on initial R5,700 location of wireless per antenna installation for each telecommunications antenna transceiver: initial installation fee

Tower space for co- Per antenna per Antenna size R6,500 per location of wireless month or per month exceeds 1.2 metres month telecommunications pro-rata where a full in diameter, with a transceiver: space on a month does not maximum load tower or mast for the co- apply weight more than location of a single 100kgs. Transceiver transceiver; includes Optic must utilise licensed Fibre Pair to associated wavebands only. Switching Facility Subject to availability, Client must have a valid ECS and/or ECNS license.

18/05/F15 REVISED CUSTOMER CARE, CREDIT CONTROL AND DEBT COLLECTION POLICY

Resolved (31 May 2018)

1. That the revised Customer Care, Credit Control and Debt Collection Policy be noted and referred to a Policy Workshop. 53

15.2 CORPORATE SERVICES

18/05/CORP2 EMPLOYMENT EQUITY: STATUS QUO REPORT

Cllr Dayimani requested a 10min recess – 12:55 Council reconvened at 13:10

Alderman Rheeder proposed to accept the recommendation on condition that all legislation is adhered to and that on receipt of the new Employment Equity Plan is submitted to Council for adoption. The recommendation was unanimously accepted by Council.

Resolved (31 May 2018)

1. That the Employment Equity: Status Quo Report be noted.

2. That the recommendations of the Department of Labour be supported and accepted.

3. That the corrective action taken by the Directorate be noted.

4. That it be noted that a new Employment Equity Plan will be submitted to Council for adoption.

18/05/CORP3 APPROVAL OF COUNCIL POLICIES – REVISED MAY 2018

Resolved (31 May 2018)

1. That the revised Rules of Order By-Law be approved by Council for adoption.

2. That the revised Ward Development Fund Policy be approved by Council for adoption subject to the following amendment: -

“9.1.1 That the Ward Development Fund may be utilized for projects of an Operational and/or Capital nature.”

3. That the Rules of Order By-law as approved by Council be advertised for Public Participation after which due processes are to be followed.

4. That the revised Ward Development Fund Policy, as approved by Council be placed on the Kouga Website.

18/05/CORP4 RECOMPOSITION OF THE MUNICIPAL PUBLIC ACCOUNTS COMMITTEE (MPAC)

Resolved (31 May 2018)

1. That the Councillor R Jantjies be appointed to serve as a member of Municipal Public Accounts Committee for the remainder of the term of the sitting Council.

2. That Alderman B Rheeder be appointed as the Chairperson of the Municipal Public Accounts Committee for the remainder of the term of the sitting Council.

18/05/CORP5 DISTRICT REPRESENTATION

Resolved (31 May 2018)

1. That Councillor R Jantjies be declared as representatives to the Cacadu District Council, as replacement for Cllr H Hendricks, in terms of Schedule 2 of the Local Government: Municipal Structures Act, 1998:

2. That the Cacadu District Municipality be informed accordingly.

15.3 INFRASTRUCTURE & ENGINEERING

18/05/I&E1 PROPOSED AMENDMENTS TO THE 2017/18 CAPITAL ADJUSTMENTS BUDGET – APPROVAL OF ADDITIONAL MUNICIPAL DISASTER GRANT ALLOCATION FOR DROUGHT RELIEF BY THE DEPARTMENT OF COOPERATIVE GOVERNANCE

Resolved (31 May 2018)

1. That Council, by resolution taken by the majority of its full number, and in terms of Section 30(2) of the Local Government: Municipal Structures Act No. 117 of 1998 (as amended), read in conjunction with Section 28 of the Local Government: Finance Management Act, Act 56 of 2003, approved the following proposed amendments to the 2016/2017 Adjustments Capital Budget.

Vote: 201 801 110 14622

Disaster Boreholes budget will increase by R 1 090 000-00.

18/05/I&E2 PROPOSED AMENDMENTS TO THE 2017/18 CAPITAL ADJUSTMENTS BUDGET – REVISED MUNICIPAL INFRASTRUCTURE GRANT ALLOCATION BY THE DEPARTMENT OF NATIONAL TREASURY

The Opposition Party opposed the Proposed Amendments to the 2017/18 Capital Adjustments Budget – Revised Municipal Infrastructure Grant Allocation by the Department of National Treasury. Voting procedures followed by show of hands.

Acceptance of recommendation = 16 Against recommendation = 5

Resolved (31 May 2018)

Vote:

Upgrade Kruisfontein WWTW & Outfall Sewer Phase 2 budget will decrease by R2,500,000.00 from R 15,225,784.50 to an amended budget of R12,725,784.50.

Vote:

Upgrade St Francis Bay WWTW budget will decrease by R 2,500,000.00 from R 8,284,068.00 to an amended budget of R 5,784,068.00.

15.4 COMMUNITY SERVICES

18/05/CS1 STATUS REPORT ON ALL COMMUNITY SERVICES OPEN INSURANCE CLAIMS FOR THE FINANCIAL YEAR 2017/2018

Resolved (31 May 2018)

1. That all the Community Services assets that are affected by these losses be repaired or replaced through the relevant operating and capital budgets of the directorate to ensure that the assets are secured be noted, accepted.

2. That security measures be put in place in order to protect the vulnerable sites of the Municipality, such as the Humansdorp Sportsgrounds, Country Club, Caravan Parks, Water Treatment 56

Plants, and Community Halls located in the Kouga area, approved.

3. That an updated status report on all insurance claims which have been settled as well as outstanding claims, including the Loerie Sporfield claim, be submitted to the next Community Services Portfolio Committee meeting.

18/05/CS2 COASTAL MANAGEMENT MEETING - SARAH BAARTMAN DISTRICT MUNICIPALITY

Resolved (31 May 2018)

1. That the Coastal Management project report, be supported.

2. That the Municipal Manager assign all relevant departments to form part of the Local Coastal Management Committee, namely Environmental Management, Town Planning, Technical Services, Fire Service, Health Service and IDP, be accepted.

3. That the dates for Public Participation be noted and supported.

4. That the importance of the attendance of the meetings by all Coastal Ward Councillors and Portfolio Councillors, be supported.

5. That council assist with the loud hailing and communication with affected communities to attend the public participation meetings, be supported.

6. That it be noted that a Coastal Management Plan is to be developed by the Sarah Baartman District Municipality prior to Kouga Municipality developing such Plan.

18/05/CS3 MINUTES OF THE POPLAR KLOOF DAM MEETING HELD IN THE COUNCIL CHAMBERS, (JEFFREYS BAY UNIT) ON THURSDAY, 21 DECEMBER 2017

Resolved (31 May 2018)

1. That a professional opinion be sought to do an assessment on the stability of the dam wall and overflow, be supported.

2. That alien and encroaching indigenous plants will be removed after consultation with the residents on the condition that the overflow will be free from any vegetation (Papyrus and Cassuarina) and that the stability of the dam wall will not be compromised, be noted.

3. That the current prohibition of fishing be maintained and supported. 57

4. That the current prohibition of swimming or boating be maintained and supported.

5. That rescue buoys be available in a case of an emergency, be supported.

6. That access to the dam be restricted by erecting a “fence” with gates that could be locked during nighttime (One in Bushwillow and two in Poplar Streets), be supported.

7. That the gates be large enough to allow entrance for maintenance trucks and that provision be made for parking areas, be supported.

8. That the area around the dam be open to all residents and may not be blocked by fences or structures of bordering residents, be supported.

9. That no irrigation be allowed from the dam and also not from the upstream or downstream, because is in contravention of municipal rules and the Water Act, be supported.

10. That picnicking with no littering be allowed only during daylight hours, be supported.

11. That no open fires be permitted at picnic area, be supported.

12. That signboards be erected at the entrance gates to inform visitors about the applicable rules, be supported.

13. That the fencing and access control be implemented to solve the vagrant problem, be supported.

14. That an environmental specialist be appointed to assist with the study on the state of the dam, be supported.

15. That any legal implications be investigated and included, be supported.

16. That any financial implications be costed and provided for in the budget, be supported.

18/05/CS4 MINUTES OF THE ENVIRONMENTAL COMMITTEE MEETING HELD ON 8 MARCH 2018

Resolved (31 May 2018)

1. That it be noted that the item be withdrawn.

18/05/CS5 POLICY ON THE REGULATION OF EXTERNAL AND PRIVATELY-OWNED CCTV CAMERAS ON COUNCIL AND PRIVATE PROPERTY

Resolved (31 May 2018)

1. That the Policy on the Regulation of External and Privately- Owned CCTV (Closed Circuit Television) Cameras on Council and Private Property, be approved.

2. That it be noted that the draft Policy was workshopped with Council and relevant officials on 16 May 2018.

The meeting closed at 13:35 for In Committee discussions.

______H BORNMAN DATE SPEAKER

Draft Budget Speech By Kouga Executive Mayor Horatio Hendricks Kouga Council Meeting on 31 May 2018

Honourable Speaker Members of the Mayoral Committee All Councillors The Head of Administration and Senior Managers Special Guests The Media And Members of the Public

Turning around a municipality from perceived poor performance into a high- performance institution, takes time. It is like turning around a huge steam boat, going into the wrong direction. First you must slow it down, then stop it. You slowly turn it to where you want to steer it, then build up steam again, eventually gaining top speed. This is exactly what the late Mayor Elza van Lingen was tasked to do when the term started. I therefore want to thank her post-humously for the heroic accomplishment of turning this municipality around. It is my full intention, with tabling the budget today, to build the momentum and get us back to top speed.

Its therefore gives me great pleasure to table the 2018/19 Integrated Development Plan and budget for Kouga Municipality.

Our goal this year is to table a pro-poor budget and I believe we have made great strides towards achieving this.

The biggest capital project is the multi-year upgrade of the Sea Vista Waste Water Treatment Plant, where we will be spending R18,5 million in the 2018/19 financial year. The upgrade will put in place the bulk infrastructure needed to unlock the building of new RDP houses in the area.

Rolling out basic services to informal areas has further been prioritised. Several vehicles which will include service delivery trucks and new traffic vehicles, will be procured in the new financial year. Further, 700 wheelie bins will be distributed in informal areas to improve refuse collection. My plan over the next three years is to transform townships into urban areas through first giving it a name, adding street lights, paved roads and storm water drainage. Of course, this will need external investment as well as own generated revenue. I am fully committed to this project over the next three years. 60

Illegal electricity connections are but one of the many challenges in our informal settlements that need urgent attention. It presents an imminent and present danger to families and especially vulnerable children. We intend to gradually eliminate this treat over the next three years and will be using R1- million of our own internal funding to install power at illegal electricity hot spots in addition to the R8,8-million we have received from INEP for the electrification of current and future housing projects. I must emphasise, and I consulted the CFO on this, that for the first time in many years memory, this current local government is using own revenue and adding that to grant funding to boost our capital delivery to ensure we drive a pro-poor budget.

The highest priority in the IDP and one of our greatest concern is the ongoing dependence of our informal settlements on the bucket system. The previous Council made no effort to address this and, as a result, more than 4 000 Kouga households still rely on buckets.

This is unacceptable, and we will be launching a multi-year programme in 2018/19 to eradicate the system, with R2,3-million being allocated for the first year of implementation. This fight will continue in the outer years of our budget and it will remain the number one priority for this municipality, until every bucket is removed and burned, never to be used again.

We have further budgeted R500 000 for extra stand pipes and upgrading roads in these areas. To further improve our service delivery in informal areas, we have already purchased 700 wheelie bins for refuse collection. Further, the development of two cemetery cites are planned for Loerie and Thornhill.

Achieving water security for all communities is an ongoing concern because of the prolonged drought. Over and above the current financial year strides in sinking 10 boreholes and delivering 70 Jojo water tanks in the Gamtoos Valley, we will be spending a further R1,5-million on boreholes in the new financial year. With dam levels critically low, we would like to appeal to all residents to keep their usage to 50 litres or less per day.

We would also like to call on all councillors and our communities to help us prevent sabotage and vandalism of public facilities and service infrastructure. There have been too many incidents of this nature over the past year to the detriment of our people.

To combat this, we have set aside R3-million in the 2018/19 budget for, among others, the fencing of the Loerie pump station, Jeffreys Bay and Kruisfontein reservoirs, cemeteries, caravan parks and camping sites.

R4,3-million has further been budgeted for the upgrading and fencing of sports fields, with the emphasis on Wards 1 and 2.

I believe an institution of excellence is built on the foundation of service excellence and discipline. A culture of good governance thrives on these two principles. Building a resilient institution will ensure that we also focus our support to those who have been left behind. Aligning the organogram to drive service delivery has been a key focus area of the municipal administration over the past year. Critical positions have been identified and filled and good progress has been made towards resolving long outstanding labour issues.

We have made provision for a staff budget of R 272,8 million to cater for an organogram that allows for service excellence. This figure represents 34,24 % of the total operating expenditure, well within the Treasury norm. We also intend to remain prudent and cut on lavish spending. Therefore, the Mayor will drive his own car, the Speaker will drive his own car, and no body guards. I also reduced the number of Mayoral Committee members from six to five to save costs and to bring about a lean but more effective committee.

Repairs and maintenance for the 2018/19 financial year is budgeted at R37- million, equating to 4,65 % of the total operating budget. While this percentage is still below our target of 8%, the money will go to where it is needed most, with at least 71% of this allocation to be spent on infrastructure assets. Performance against this expenditure will be a key monitoring aspect in my Office.

We will also be spending R 6,5 million on replacing fleet that is no longer functional, further increasing our commitment to service excellence

The total operating expenditure for the 2018/2019 financial year amounts to R796,785-million, which is a 5,48% increase when compared to the 2017/18 adjustment budget.

We are budgeting for a total operating revenue of R753,717-million in the 2018/19 year, which represents an increase of 9,39 % or R64,69-million when compared to the 2017/18 adjustment budget.

Funding for the operating budget is obtained from various sources, the major sources being services such as electricity, water, sanitation, the Environmental Management Fund and refuse collection (53.08 %), property rates (23,45 %) and grants and subsidies from national and provincial government (16,4%).

The capital budget is R67,745-million, which is R 1,689-million or 2,43 % less than the 2017/18 adjustment budget.

The capital budget will be funded from government grants and subsidies, as well as internal funding, and every effort will be made to secure additional funding to continue upgrading our infrastructure and expanding services to all communities. Unused and underutilized land have already been identified and plans for its sale to further our capital objectives are in place. Land for commonage and emerging farmers also remains a high priority and one of my personal objectives. Further to our mandate of empowering communities and creating ownership in the economy, is the distributions of title deeds. Beyond the 202 title deeds with delivered in Thornhill under Mayor van Lingen, I have found a further 1688 title deeds (with more to come) that has been lying around, some of them for over a decade, that I will be handing over into the new financial year.

The creation of jobs throughout my term also remains a high priority. This municipality cannot be a job-giver but must be a job-driver. Therefore, creating a stable economic environment, maintaining sound financial practises and ensuring political stability and a culture of good governance, with an over-arching adherence to the rule of law, fosters the environment needed for external investment. For the last six months of 2017, the municipality has approved building of approximately 700 million rand, the figure to date will be over a billion rand. Projects over the next three years will include a 5-star hotel at the Links, a private hospital in Jeffreys Bay, a 250-uniut holiday resort, 3 envisioned schools, a new head office for the Co-op, and the Ocean View 1500 housing project. This is how we become job creators. Further to our efforts to advance the economy of Kouga, we will be embarking on a 3 year LED Strategy around October 2018.

In closing, I would like to thank all our councillors and the municipal administration for the many hours of hard work that went into finalising the IDP and budget. Let me state clearly, the fight against the triple threat of poverty, unemployment and inequality is a war that we will overcome from battle to battle. But it starts with all of us asking ourselves, every single morning as we wake up – what can I do today for those who have been left behind? 63

A special word of thanks to our communities and stakeholder groups, whose written submissions and inputs at public meetings were invaluable in helping us to prioritise projects for the new financial year.

Honourable Speaker, I hereby table the 2018/19 budget for Kouga Municipality.

H. M. Hendricks Executive Mayor Kouga Local Municipality

MATTERS DEALT WITH IN TERMS OF DELEGATED AUTHORITY BY THE EXECUTIVE MAYOR 65

CONFIRMATION OF PREVIOUS MAYORAL COMMITTEE MINUTES 66

MINUTES OF A MAYORAL COMMITTEE MEETING OF THE KOUGA MUNICIPALITY HELD IN THE KOUGA COUNCIL CHAMBER (JEFFREYS BAY UNIT) ON TUESDAY, 17 APRIL AT 09:00

Present: Councillors H Hendricks (Acting Executive Mayor) D Benson H Bornman BJ Williams F Baxter F Campher B Dhludhlu

Councillors: as Observers N Botha W Gertenbach Alderman Rheeder B Carstens W Coenraad

Officials C du Plessis (Municipal Manager) K Moodley (Director: Corporate Services) N Machelesi (Director: Community Services) A Perils (Representing CFO) L Opperman (Manager: Legal Services) D de Jager (Manager: Human Resources) L Lundi (Manager: SCM) H Hammes (Acting Manager: Corp Serv) M Jantjies (Committee Services) B Klopper (Committee Services – Scribe)

1. NOTICE OF MEETING

The Acting Executive Mayor read the notice convening the meeting.

2. OPENING AND WELCOME

The Acting Executive Mayor welcomed everyone present to the meeting and thanked Cllrs for the confidence placed in him to lead until the Executive Mayor returns. Thereafter Cllr Campher was requested to open the meeting with prayer.

The Acting Executive Mayor requested that at all future Mayoral Committee meetings, officials are to be seated in the second row and that Cllrs in an observer capacity move further back.

Matters of concern were raised: -

a) Noise factor in Council Chamber foyer to be addressed while meetings are in session; b) Procuring of a new PA system in Council Chambers; c) Training provided for Cllrs to au fait themselves with computer programmes and applications when opening electronic agendas and official Council documents;

Resolved (17 April 2018)

1. That the necessary signage be placed in the Council Chamber foyer indicating that meetings are in session to alleviate noise/disturbance.

2. That a comprehensive audit report regarding Councillors attendance at the computer training sessions be submitted to the next Corporate Services Portfolio Committee meeting.

3. That a report on the progress made in the procurement of a new PA System in the Council Chambers be submitted to the next Corporate Services Portfolio Committee meeting.

3. LEAVE OF ABSENCE

V Felton S Thys

5. STATEMENTS AND COMMUNICATIONS BY THE ACTING EXECUTIVE MAYOR

None

6. CONFIRMATION OF MINUTES OF PREVIOUS MAYORAL COMMITTEE MINUTES

6.1 Minutes of a Mayoral Committee dated 20 March 2018 were confirmed and accepted.

Proposed: Cllr D Benson Seconded: Cllr H Bornman

7. REPORT BY THE OFFICE OF THE MUNICIPAL MANAGER

18/03/MM1 RESOLUTIONS FOR MARCH 2018

Resolved (17 April 2018)

1. That the updated Actions Sheets reflecting resolutions of Mayoral Committee Resolution for March 2018 be noted and that the following outstanding matters be addressed:-

a) That a cost comparison analysis report between leasing/purchasing of service delivery vehicles be submitted to the next Budget Steering Committee meeting.

b) That monthly reports on specific issues per directorate, logged at the Call Centre, be submitted to the respective Portfolio Committee meetings with detailed reports on the nature of complaints.

c) That the installation of a “Corruption Hotline” at the Call Centre be investigated.

d) That a full progress report on the monitoring of the Call Centre in terms of shortcomings, PABX System (24hrs number), calls not answered, prioritization of issues of concern etc., be submitted to the next Corporate Services Portfolio Committee meeting.

e) That it be noted that complaints have been received/lodged at the Call Centre that officials are not answering calls which has an impact on service delivery and that a report be generated from the system to detect offenders.

f) That it be noted that the appointment of a panel of Legal Service Providers will be finalised by the end of June 2018.

8. REPORTS BY THE PORTFOLIO COMMITTEES CHAIRPERSONS

8.1 FINANCE

18/05/F1 MONTHLY BUDGET STATEMENTS FOR THE PERIOD JULY 2017 TO FEBRUARY 2018 AND FINANCIAL STATE OF AFFAIRS OF THE MUNICIPALITY AS AT 28 FEBRUARY2018 (2017/18 FINANCIAL YEAR)

Resolved (17 April 2018)

1. That the Municipal Manager’s report on the monthly budget statements, in accordance with Section 71(1) of the Municipal Finance Management Act, be noted.

2. That the monthly budget statements be submitted accordingly to Provincial Treasury, as stipulated in Section 71(1) of the MFMA.

3. That the concerns raised be referred to the Budget Steering Committee meeting to be held on 24 April 2018 and that a report be submitted to the next Finance Portfolio Committee meeting:-

• Status of procurement of projects; • Underspending of allocated funds i.e. Repairs & Maintenance, resealing of roads; 69

• Reports submitted which are based on inaccurate financial information per Directorate to determine underspending; • Bytes – financial administrative issue – additional training for officials;

4. That a Mayoral Intervention Plan/Program be implemented to address the underspending of allocated funds which could be utilised in Wards where needed before the end of the current Financial Year.

18/05/F2 SUPPLY CHAIN MANAGEMENT/ STORES: MONTHLY TENDERS, S39 DEVIATIONS AND 7 DAY NOTICES FOR THE PERIOD FROM NOVEMBER 2017 – JANUARY 2018

Resolved (17 April 2018)

1. That the report on the monthly tenders, Section 39 Deviations and 7-day Notices for the period November 2017 to February 2018, be noted.

2. That the report be submitted to Council for approval as per the Reporting requirements.

18/05/F3 MEETING SCHEDULE FOR THE BUDGET PERFORMANCE MONITORING COMMITTEE

Resolved (17 April 2018)

1. That the following schedule of meetings be approved, for the Budget Performance Monitoring Committee, for inclusion in the Council Calendar of Meetings:

● 06 April 2018 ● 26 April 2018 ● 25 May 2018 ● 22 June 2018 ● 27 July 2018 ● 24 August 2018 ● 21 September 2018 ● 26 October 2018 ● 23 November 2018 ● 21 December 2018

18/05/F4 TERMS OF REFERENCE AND MEETING SCHEDULE FOR THE REVENUE ENHANCEMENT TASK TEAM

1. That the following Terms of Reference of the Revenue Enhancement Task Team, be approved.

• To consider reports on the implementation of the Revenue Enhancement Plan. • To monitor the implementation of the Revenue Enhancement Plan. • To review the Revenue Enhancement Plan, in order to improve revenue collection performance. • To recommend steps for implementation, to timeously rectify under-performance. • To report to the Finance Portfolio Committee, in the first instance, on its activities.

2. That the following schedule of meetings be approved, for the Revenue Enhancement Task Team, for inclusion in the Council Calendar of Meetings.

• 05 April 2018 • 11 May 2018 • 8 June 2018 • 13 July 2018 • 10 August 2018 • 14 September 2018 • 12 October 2018 • 9 November 2018 • 14 December 2018

18/05/F5 CAPITAL BUDGET SPENDING PERFORMANCE

Resolved (17 April 2018)

1. That the Capital Budget Spending Performance Report, as at 23 March 2018, be noted.

2. That the Capital Budget Spending Performance report be tabled with an explanatory report from all the different directorates.

18/05/F6 BID COMMITTEE MINUTES

Resolved (17 April 2018)

1. That the minutes of the various Bid Committee Meetings, be noted.

18/05/F7 CELLPHONE MAST TARIFFS

Resolved (17 April 2018)

1. That a comprehensive report be submitted indicating monthly cellphone mast tariffs charges on municipal land to the next Finance Portfolio Committee meeting to be held in May 2018.

18/05/F8 APPROVAL OF COUNCIL POLICIES – REVISED IN NOVEMBER & DECEMBER 2017

Resolved (17 April 2018)

1. That the Policy and Procedures for the Disposal of Immovable Assets be approved.

2. That in the case of a direct lease of immovable property to registered social care organisations/institutions, sports/public facilities or registered non-profit organisations, the rental shall be determined by the Accounting Officer, taking into consideration the community value of the lease, be approved.

3. That the item be referred to Council for approval.

18/05/F9 LEASING OF COUNCIL LAND AND PROPERTIES

Resolved (17 April 2018)

1. That the item be referred to the Budget Steering Committee.

2. That cognisance be taken of clause 6.13 contained in the Policy and Procedures for the Disposal of immovable Assets which reads as follows:-

“6.13 In the case of a direct lease of immovable property to registered social care organisations/institutions, sports/public facilities or registered non-profit organisations, the rental shall be determined by the Accounting Officer taking into consideration the community value of the lease.”

18/05/F10 INCOME STATEMENT AND BALANCE SHEET

Resolved (17 April 2018)

1. That the item on the Income Statement and Balance Sheet as at 28 February 2018 be withdrawn.

8.2 COMMUNITY SERVICES

18/05/CS1 MONTHLY REPORT COMMUNITY SERVICES: JANUARY 2018

Resolved (17 April 2018)

1. That the monthly report of Community Services Directorate for January 2018 be noted.

2. That any recommendations arising from the monthly report of Community Services for January 2018 be forwarded to the Mayoral Executive Committee for consideration.

3. That a report be compiled with all the insurance claims lodged by the Community Services Directorate and that the report be forwarded to the Finance Department and followed up for claim payouts.

4. That a report be submitted for the wi-fi availability at all public libraries.

18/05/CS2 MONTHLY REPORT COMMUNITY SERVICES: FEBRUARY 2018

Resolved (17 April 2018)

1. That the monthly report of Community Services Directorate for February 2018 be noted.

2. That the revenue from the Licensing section be tabled in a clear manner to show the precise monies coming to the municipality and the monies being paid to Dept. of Roads and Transport.

3. That an alternative fencing method for the Humansdorp sewer works be planed and implemented.

18/05/CS3 TEENAGE PREGNANCY, CONDOM USAGE AND SEXUALLY TRANSIMITTED INFECTIONS AWARENES CAMPAIGNS HELD AT LUNGISO HIGH SCHOOL, TAXI RANKS AND HUMANSDORP COUNTRY CLUB

Resolved (17 April 2018)

1. That the report on Teenage pregnancy, Condom usage and sexually transmitted Infections be noted.

18/05/CS4 LISTERIOSIS, FOOD SAFETY & HYGIENE PROGRAMME REPORT: FEBRUARY 2018

Resolved (17 April 2018)

1. That the report on the listeriosis, food safety and hygiene programme for schools with feeding schemes within the Kouga Municipal area be noted and accepted.

18/05/CS5 REGISTRATION AND LICENCING SECTION

Resolved (17 April 2018)

1. That the progress report on the action plan be noted.

2. That the Revenue Enhancement Task Team liaise with the IT Department to investigate the possibility of incorporating a payment option for traffic fines, on the Kouga Website and submit a report thereon to the next Finance Portfolio Committee meeting.

18/05/CS6 CLIMATE PARTNERSHIP SECOND MISSION: ILSFELD MUNICIPALITY GERMANY VS KOUGA MUNICIPALITY SOUTH AFRICA (03-10 FEBRUARY 2018)

Resolved (17 April 2018)

1. That the report back of the second mission by our Germany Partner Municipality, Ilsfeld from 3rd -10th February 2018 to the Kouga area be noted and supported.

2. That the envisaged, identified projects between the two municipal partners be noted.

3. That it be noted that it is anticipated that the 18month phasing in of the project and planning for Federal funding for the projects will be finalized for implementation by October 2019 which is also to be reflected on the IDP.

4. That the third mission envisaged visiting dates by Kouga to Ilsfeld in August/September 2018 be supported and approved.

5. That any recommendations arising from this report be forwarded to the Mayoral Executive Committee for further consideration.

6. That a Climate Change Steering Committee be established.

8.4 PLANNING, DEVELOPMENT & TOURISM

18/05/P&D1 MONTHLY PROGRESS OF THE 10 X HUMAN SETTLEMENTS PROJECTS

Resolved (17 April 2018)

1. That the report on the Human Settlement Projects be noted and that the Action Sheet be updated accordingly as progress is made.

2. That the establishment of Housing Committees in Wards where housing projects are taking place in terms of Section 79 of the Local Government: Municipal Structures Act, Act. 117 of 1998 be approved.

3. That the Draft Terms of Reference be drafted and submitted for approval and implementation.

4. That the Terms of Reference, Powers, Functions and Delegations be reviewed annually and that all amendments and / or additions be subject to Council’s final approval.

5. That the Municipal Manager be requested to submit a report on the allocated funds for the upgrading of the waste water treatment works projects in Sea Vista and Kwanomzamo.

18/05/P&D2 HOUTGERUS: PORTION 16 OF LOERIE HOOGTE FARM NO.435

Resolved (17 April 2018)

1. That the report on the allocation of Houtgerus farm in Loerie to Mayihlome Youth Co-op be noted.

18/05/P&D3 ESTABLISHMENT OF A TRANSIT SITE IN THE OCEAN VIEW INFORMAL SETTLEMENT

Resolved (17 April 2018)

1. That the proposed area for a transitional housing area in Ocean View and other areas e.g. Sea Vista and Kwa-Nomzamo townships be thoroughly investigated by all departments, be noted.

2. That only once the transit site and permanent area has been identified, all relevant departments to give their inputs and recommendations pertaining to engineering services and other 75

related services for purposes of a transitional housing area, the transit site and the permanent area.

3. That a community awareness campaign be lodged to create awareness for beneficiary registration of these households.

4. That funding be sourced from the current budget to provide for services.

5. That the Department: Human Settlement be informed of the need for funding for alternative housing for relocation of informal settlements.

6. That the Department of Human Settlements with the Ward Councillor arrange a meeting with the community to inform the community of the plans going ahead with the Transit site.

7. That any information supplied to the community be in conjunction with the full support of the Ward Councillor and the Ward Committee.

8. That provision be made for the fencing off of the transit site to avoid any possible overflow, which is to be contained within its boundary.

18/05/P&D4 REPORT ON ENTREPREURIAL LAUNCH AND BUSINESS WORKHSOP

Resolved (17 April 2018)

1. That the report on the Entrepreneurial Launch and Business workshop be noted.

18/05/P&D5 REPORT ON SERVICES SETA AGM

Resolved (17 April 2018)

1. That the report on Services SETA AGM be noted.

18/05/P&D6 REPORT ON THE CARWASH EQUIPMENT

Resolved (17 April 2018)

1. That the report on Car wash equipment be noted.

2. That it be noted that the investigation was conducted on the purchase and distribution of the machines and have been accounted for which will be barcoded and included on the Assets Register. 76

18/05/P&D7 PRESENTATION BY THE DEPARTMENT OF WATER AND SANITATION

Resolved (17 April 2018)

1. That the presentation given by the Department of Water and Sanitation to support emerging farm projects be noted.

The meeting closed at 11:25 for ‘In Committee’ discussions.

H HENDRICKS ______ACTING EXECUTIVE MAYOR DATE

MINUTES OF A MAYORAL COMMITTEE MEETING OF THE KOUGA MUNICIPALITY HELD IN THE KOUGA COUNCIL CHAMBER (JEFFREYS BAY UNIT) ON TUESDAY, 22 MAY AT 09:00

Present: Councillors H Hendricks (Executive Mayor) D Benson H Bornman (Speaker) BJ Williams F Baxter B Dhludhlu

Councillors: as Observers Alderman Rheeder W Gertenbach W Coenraad

Officials C du Plessis (Municipal Manager) K Moodley (Director: Corporate Services) S Thys (CFO) V Felton (Director: I&E) N Machelesi (Director: Community Services) F Mabusela (Director: Planning, Dev & Tourism) L Opperman (Manager: Legal Services) D de Jager (Manager: Human Resources) L Makupula (Committee Services) B Klopper (Committee Services)

1. NOTICE OF MEETING

The Executive Mayor read the notice convening the meeting.

2. OPENING AND WELCOME

The Executive Mayor welcomed everyone present to the meeting and requested Cllr Benson to open the proceedings with prayer. The Executive Mayor extended a special welcome to Mr R Jantjies and congratulated him on his election as a PR Councillor but was awaiting the confirmation from the IEC whereafter the formal proceedings would take place in taking the Oath of Office.

The Executive Mayor stated that in terms of a decision taken on 17 April 2017 the urgency to have the necessary electronic signage in the Council foyer indicating that meetings are in session needs to be addressed urgently to avoid noise and disturbance.

3. LEAVE OF ABSENCE

F Campher - With leave of absence

4. PRESENTATIONS

None

5. STATEMENTS AND COMMUNICATIONS BY THE EXECUTIVE MAYOR

None

6. CONFIRMATION OF MINUTES OF PREVIOUS MAYORAL COMMITTEE MINUTES

6.1 Minutes of a Mayoral Committee dated 17 April 2018 were confirmed and accepted.

Proposed: B Williams Seconded: B Dhludhlu

7. REPORT BY THE OFFICE OF THE MUNICIPAL MANAGER

18/03/MM1 RESOLUTIONS FOR APRIL 2018

Resolved (22 May 2018)

1. That the updated Actions Sheets reflecting resolutions of Mayoral Committee Resolution for April 2018 be noted and that the following outstanding matters be addressed:-

a) That a costs comparison analysis report between leasing/purchasing of service delivery vehicles be submitted to the next Budget Steering Committee meeting.

b) That monthly reports on specific issues per directorate, logged at the Call Centre, be submitted to the respective Portfolio Committee meetings with detailed reports on the nature of complaints – refer to item18/05/CORP2 dated 22 May 2018.

c) That the installation of a “Corruption Hotline” at the Call Centre be investigated and a feedback report be submitted to the next Corporate Services Portfolio Committee meeting.

d) That a monthly progress reports on the monitoring of the Call Centre in terms of shortcomings, PABX System (24hrs number), calls not answered, prioritization of issues of concern etc., be submitted to the Corporate Services Portfolio Committee meeting. 79

e) That it be noted that complaints have been received /lodged at the Call Centre that officials are not answering calls which has an impact on service delivery and that a report be generated from the system to detect offenders - refer to item18/05/CORP3 dated 22 May 2018.

f) That it be noted that the appointment of a panel of Legal Service Providers will be finalised by the end of June 2018.

g) That it be noted that an audit master list of all developments with augmentation fees raised is in the process of being compiled and once reconciled, such report will be submitted to the Finance Portfolio Committee meeting.

h) That it be noted that the stickers placed on Council vehicles in terms of the “How Is My Driving” campaign which was launched is currently been replaced to read “Report My Bad Driving”.

2. That all other outstanding matters of Directorates not discussed be actioned and a report be submitted to their respective Portfolio Committee meetings indicating progress made, timeframes, responsible person and envisaged completion dates.

3. That it be noted that the draft CCTV Policy which will address issues for the community to comply with, will be submitted to the Council for adoption end May 2018 under item 18/05/CS5.

4. That it be noted that Cellphone Mast Tariffs be submitted to the Budget Steering Committee meeting to be held on 25 May 2018 after which a comprehensive report be submitted indicating monthly cellphone mast tariffs charges on municipal and to the Council meeting to be held in May 2018 under item 18/05/F14.

5. That it be noted that Cellphone Tower Policy and By-laws need to be developed to be workshopped for adoption and implementation.

6. That the matter be referred to the Revenue Enhancement Task Team to investigate the payment of fines via the Kouga Website.

7. That it be noted that the Chief: Safety & Security is currently liaising with the IT Department to investigate the possibility of incorporating a payment option for traffic fines, on the Kouga 80

Website and that a report be submitted to the Finance Portfolio Committee meeting.

8. That the Manager: Assets & Fleet finalise the master list of Claims and Pay-out report in terms of all claims submitted and pay-outs received regarding damaged Council property and infrastructure.

9. That a damage assessment report on the Kwanomzamo Hall be compiled to determine whether to repair or to demolish.

10. That it be noted that the damage to infrastructure claim has been submitted and that a cost analysis has been done to repair the Kouga Club House.

11. That the Director: Planning, Development & Tourism compile a Schedule of Election to elect the Housing Committees in Wards where projects are taking place which is to consist of 3 DA Members, 3 ANC members led by the Ward Councillor and that the Office of the Speaker facilitate the appointment of such Committee members.

12. That a full report on all Title Deeds handed-over to owners be submitted to the next Planning, Development & Tourism Portfolio meeting.

13. That a progress report on the fencing off of the transit site be submitted to the next Planning, Development & Tourism Portfolio Committee meeting.

18/05/MM2 SERVICE DELIVERY AND BUDGET IMPLEMENTATION PLAN: 2017/18 FINANCIAL YEAR: AMMENDMENT OF SDBIP TARGETS FOLLOWING THE MID- YEAR PERFORMANCE ASSESSMENT

Resolved (22 May 2018)

1. That the SDBIP be referred to the Top Management meeting for further discussions as targets need to be properly developed to be aligned to the Adjustments Budget.

8. REPORTS BY THE PORTFOLIO COMMITTEES CHAIRPERSONS

8.1 FINANCE

18/05/F1 REVENUE MANAGEMENT AND CUSTOMER CARE REPORT FOR THE MONTH OF JANUARY 2018

Resolved (22 May 2018)

1. That the Revenue Management and Customer Care Report for the month of January 2018, be noted.

2. That the actual monthly collections be reflected in the report.

3. That the item be referred to the Revenue Enhancement Task Team Committee.

18/05/F2 REVENUE MANAGEMENT AND CUSTOMER CARE REPORT FOR THE MONTH OF FEBRUARY 2018

Resolved (22 May 2018)

1. That the Revenue Management and Customer Care Report for the month of February 2018, be noted.

18/05/F3 REVENUE REPORT: SUMMARY OF THE EQUITABLE SHAREALLOCATIONS PER UNIT/SERVICE AND WARD

Resolved (22 May 2018)

1. That the summary of the Equitable Share allocations per unit/service and ward for the period ending 31 January 2018, be noted.

18/05/F4 REVENUE REPORT: SUMMARY OF THE EQUITABLE SHARE ALLOCATIONS PER UNIT/SERVICE AND WARD

Resolved (22 May 2018)

1. That the summary of the Equitable Share allocations per unit/service and ward for the period ending 28 February 2018, be noted.

18/05/F5 REVENUE MANAGEMENT: MONTHLY DEBTORS REPORT – JANUARY 2018

Resolved (22 May 2018)

1. That the Debtors Report for the month of January 2018, be noted.

18/05/F6 REVENUE MANAGEMENT: MONTHLY DEBTORS REPORT – FEBRUARY 2018

Resolved (22 May 2018)

1. That the Debtors Report for the month of February 2018, be noted.

18/05/F7 EXPENDITURE REPORTS: FOR THE PERIOD JANUARY 2018 TO FEBRUARY 2018

Resolved (22 May 2018)

1. That the Expenditure reports for the period January 2018 to February 2018, be noted.

18/05/F8 PROGRESS REPORT: IMPLEMENTATION OF THE MUNICIPAL STANDARD CHART OF ACCOUNTS (mSCOA)

Resolved (22 May 2018)

1. That the progress report on the implementation of mSCOA, be noted.

2. That Legal Services and Finance departments liaise to investigate and discuss the new SLA with BYTES to add penalties for non-performance or slow performance by the vendor.

3. That the draft review of the SLA be tabled at the following Finance portfolio meeting.

18/05/F9 ICT REPORT FOR THE MONTH OF JANUARY 2018

Resolved (22 May 2018)

1. That the ICT report for the month of January 2018 be, noted.

2. That ICT department re-check all Councillors email addresses to ensure the initial setup is working properly.

3. That ICT distribute the full telephone list and email addresses to all Councillors. 83

4. That the Infrastructure & Engineering Directorate be tasked to follow the correct supply chain management processes to repair the ICT building.

5. That it be noted that a structural assessment of the server room was undertaken and that the Directorate: I&E be requested to follow the correct supply chain management processes to appoint a suitable contractor to undertake the repair construction work.

18/05/F10 CRITICAL POSITIONS AND FUNDED VACANCIES IN THE FINANCE DIRECTORATE

Resolved (22 May 2018)

1. That the report on critical positions in the Finance Directorate, be noted.

2. That it be noted that an Accountant in the Revenue Department has been appointed effective 1 June 2018.

3. That a meeting be scheduled for the next ICT meeting.

8.2 CORPORATE SERVICES

18/05/CORP1 MONTHLY REPORTS FOR THE CORPORATE SERVICES DIRECTORATE: ADMINISTRATION SECTION FOR FEBRUARY AND MARCH 2018

Resolved (22 May 2018)

1. That the monthly report of February 2018 and March 2018, of the Directorate Corporate Services be noted.

2. That actions arising out of the ward committee meetings be escalated to Top Management meetings for actioning and tracking and that progress reports be reported to back to MAYCO.

3. That the wording on the IVR for the call centre be renamed to Service Delivery complaints and be changed from 2 on the IVR to 5.

4. That a customer satisfaction survey be conducted by the Public Relations Section before the end of this financial year.

5. That a status report on all Bid Committees be compiled and be submitted to the Budget Steering Committee 84

meeting to be held on 25 May 2018 based on the following concerns: -

• Meeting schedule of all Bid Committee meetings indicating tenders for evaluation; • Timeframes for Bid Processes; • Reasons for delay in evaluating tenders and procurement of tenders; • Reasons for not awarding the cellphone tender which resulted in the tender expiring;

• Reasons for continuous cancellation of Bid Committee Meetings as indicated in the monthly report 5 (ii);

6. That the concerns raised as contemplated in 5 above, be referred to Top Management to be held on 22 May 2018 for further discussions whereafter a revised report be tabled to the next Corporate Services Portfolio Committee.

18/05/CORP2 REPORT ON THE CALL CENTRE

Resolved (22 May 2018)

1. That the report on the Call Centre Activity for February and March 2018 be noted.

2. That User departments be urged to provide detailed service delivery complaints reports to the respective portfolios.

3. That the monthly Call Centre Activity report generated be verified as statistically correct in terms of complaints resubmitted and complaints resolved with proper feedback /communication with the community and that such report be submitted to the next Corporate Services Portfolio Committee meeting.

18/05/CORP3 REPORTS ON TELEPHONE BILLING OF EMPLOYEES FOR JANUARY – MARCH 2018

Resolved (22 May 2018)

1. That the report on Telephone Billing January – March 2018 and the financial implications thereof be noted.

2. That the various Directorates take note of the unanswered calls and its impact on service delivery

3. That the various Directorates take responsibility for:

• Submitting telephone billing before or on expected due date to Auxiliary Services; • Truthfully filling in of forms for telephone billing; • Assisting with the distribution of telephone billing to employees who do not have access to emails/computers; • Unanswered calls;

4. That all Directorates check and verify that all extensions and phones in their respective Directorates are functioning properly to avoid inaccurate reports being generated indicating the 10 top billings users.

18/05/CORP4 REPORT ON THE STATUS OF WARD COUNCILLORS OFFICES

Resolved (22 May 2018)

1. That the report on the Status of Ward Councillors Offices be noted.

2. That Ward offices that are in urgent need of attention first i.e. Councillor Mayoni, Councillor Vumazonke, Councillor Peters and Councillor Mandeka, be prioritized.

3. That it be noted that most Ward office premises are in an unkept state, in terms of cutting of grass and cleaning of area and that the community services department prioritize ongoing cleaning and maintenance.

4. That all future faults/complaints of Ward office buildings be reported to the Auxiliary Officer for attention.

5. That it be noted that only the needs/requirements at Ward Councillors Offices, to ensure proper functioning of such office, is to be regarded a priority and that non-urgent requirements be removed from feedback report.

18/05/CORP5 TOOLS OF TRADE POLICY FOR COUNCILLORS

Resolved (22 May 2018)

1. That the Policy on Tools of Trade for Councillors be workshopped at the first policy workshop scheduled for 2018.

2. That it be noted that the Tools of Trade Policy was workshopped on 16 May 2018 and that the revised Policy will be tabled to Council in June 2018 for approval.

18/05/CORP6 REPORT ON THE PROGRESS OF THE WARD DEVELOPMENT FUND (R100 000 ALLOCATION)

Resolved (22 May 2018)

1. That the report on the Progress of the Ward Development Fund be noted.

2. That the priorities which are not aligned with the policy to be accepted and the policy be reviewed to accommodate both capital & operational projects.

3. That funds committed in this financial year be carried over into the 19/20 financial year.

4. That it be noted that the Ward Development Fund was workshopped on 16 May 2018 and that the Policy with amendments will be tabled to Council at the end of May 2018 for approval.

5. That a report on the list of committed expenditure be submitted to the next Corporate Services Portfolio Committee meeting.

18/05/CORP7 HR REPORT JANUARY 2018 – MARCH 2018

Resolved (22 May 2018)

1. That the report be noted.

2. That the committee notes the statistics and monitor movement on a monthly basis.

3. That the sick leave trend be noted with concern and that future reporting includes a breakdown of sick leave per Directorate.

4. That the employment figures be monitored for closer alignment to the provincial demographics.

5. That overtime per directorate be reported on.

18/05/CORP8 EMPLOYMENT EQUITY: STATUS QUO REPORT

Resolved (22 May 2018)

1. That the Committee notes the contents of the report.

2. That the Committee supports the recommendations of the Department of Labour

3. The corrective action taken by the Directorate be noted.

4. That the legal and financial implications be noted with concern.

4. That it be noted that a new Employment Equity Plan in terms of legislation will be submitted to Council for adoption.

18/05/CORP9 HEALTH AND SAFETY REPORT – RETURN OF EARNINGS

Resolved (22 May 2018)

1. That the committee notes the contents of the report and the significant strides which have been made in obtaining a letter of Good Standing which is valid for 12 months.

18/05/CORP10 REPORT ON COMPUTER TRAINING FOR COUNCILLORS AND WARD ASSISTANTS

Resolved (22 May 2018)

1. That the matter be referred to by the Office of the Speaker and that a report on the attendance for the training by Councillors, be tabled to Council.

18/05/CORP11 REPORT ON WORK MOTIVATION AND EMOTIONAL INTELLIGENCE TRAINING

Resolved (22 May 2018)

1. That the Committee notes the contents of the report and the positive feedback on the training.

2. That future training on Emotional Intelligence be embarked on to build on the foundation that has been created. 88

18/05/CORP12 REPORT ON LEGAL MATTERS

Resolved (22 May 2018)

1. That the Report on Legal Matters be noted and accepted.

2. That costs associated with legal matters is still fairly high in view of the number of historical matters that require senior counsel.

3. That the Directorate: Finance report on the following matters of concerns which are referred to the Budget Steering Committee to be held on 25 May 2018: -

• Interest raised on late payments; • Outstanding legal invoices – why not reflected as a creditor – Expenditure to investigate; • Creditors are to be paid within 30 days; • Deviations from the SCMP in terms of the procurement of legal services;

4. That a report as contemplated in 3 above be submitted to the next Corporate Services Portfolio Committee meeting.

8.3 INFRASTRUCTURE & ENGINEERING

18/05/I&E1 PROGRESS ON CAPITAL PROJECTS (MIG, INEP & OWN FUNDING)

Resolved (22 May 2018)

1. That an updated reported on the following be referred to the Budget Steering Committee meeting to be held on 25 May 2018

• Progress on Capital Projects; • Delay in Procurement Process; • Full amount envisaged to be spent regarding boreholes;

18/05/I&E2 COST COMPARISON ANALYSIS BETWEEN LEASING AND PURCHASING SERVICE DELIVERY VEHICLES

Resolved (22 May 2018)

1. That the hiring of plant be included in this cost comparison and be submitted to the next Infrastructure & Engineering Portfolio Committee meeting.

2. That HR & Finance supply relevant cost to company expenses for operators and support staff for plant e.g. suction tankers etc. in order for the cost comparison table to be adjusted to include the hiring of plant as requested.

18/05/I&E3 INTERRUPTION OF WATER SUPPLY TO HANKEY AND PATENSIE DUE TO ANNUAL MAINTENANCE ON CANAL SYSTEM BY GAMTOOS IRRIGATION BOARD

Resolved (22 May 2018)

1. That the scheduled “Dry Period” in Hankey and Patensie from Saturday 16 June 2018 until Sunday 1July 2018 be noted.

2. That the planned water interruption be advertised on all notice boards, the local newspaper and social media.

3. That it be noted that during period 16 June 2018 until 1 July 2018 there will not be a sufficient supply of water to satisfy the demand and that there may be periods where no water for domestic use will be available.

18/05/I&E4 REPORT ON PROGRESS WITH THE IMPLEMENTATION OF DROUGHT MITIGATION MEASURES - APRIL 2018

Resolved (22 May 2018)

1. That the report on the progress with the implementation of drought mitigation measures be noted and accepted.

2. That Administration be requested to submit a report for the appointment of a professional, experienced Service Provider to further investigate desalination as a sustainable source of water supply as a long-term measure, as approved by Council in January 2018, as to why not been finalised.

3. That the report as contemplated in 2 above be referred to the next Top Management Meeting.

18/05/I&E5 RESIDENTIAL LOAD MANAGEMENT SYSTEM

Resolved (22 May 2018)

1. A “Capacity” test was performed by Escotek and be witnessed by an official from the Electrical Department. This data needs to be analyzed to determine how many geyser relay units are still operational in the system.

2. That Escotek provide the municipality with an explanation on how they monitored the system performance and what maintenance measures were taken in insuring that the system was working correctly.

3. That a way forward on how the operation and maintenance contract could be renewed be investigated by the consultant previously appointed (at no cost to the Municipality) in conjunction with the municipal legal department.

4. That prior to finalization of a new contract that will be entered into between the Municipality and Escotek, that the contract be tabled at the Infrastructure & Engineering Portfolio Committee meeting.

18/05/I&E6 HOW IS MY DRIVING

Resolved (22 May 2018)

1. That it be noted that the stickers on Council owned vehicles are currently being replaced to read “Report My Bad Driving”.

8.4 COMMUNITY SERVICES

18/05/CS1 MONTHLY REPORT COMMUNITY SERVICES: MARCH 2018

Resolved (22 May 2018)

1. That the monthly report of the Community Services Directorate for March 2018 be noted.

18/05/CS2 STATUS REPORT ON ALL COMMUNITY SERVICES OPEN INSURANCE CLAIMS FOR THE FINANCIAL YEAR 2017/2018

Resolved (22 May 2018)

2. That security measures be put in place in order to protect the vulnerable sites of the Municipality, such as the Humansdorp Sportsgrounds, Country Club, Caravan Parks, Water Treatment Plants, and Community Halls located in the Kouga area, be approved.

3. That an updated report on all insurance claims which have been settled, including the Loerie Sporfield claim, be submitted to the next Community Services Portfolio Committee meeting.

4. That the item be referred to Council for approval.

18/05/CS3 COASTAL MANAGEMENT MEETING-SARAH BAARTMAN DISTRICT MUNICIPALITY

Resolved (22 May 2018)

1. That the Coastal Management project report, be supported.

3. That the dates for Public Participation be noted and supported.

4. That the importance of the attendance of the meetings by all Coastal Ward Councillors and Portfolio Councillors, be supported.

5. That council assist with the loud hailing and communication with affected communities to attend the public participation meetings, be supported.

6. That the item be referred to Council for approval.

18/05/CS4 MINUTES OF THE POPLAR KLOOF DAM MEETING HELD IN THE COUNCIL CHAMBERS, (JEFFREYS BAY UNIT) ON THURSDAY, 21 DECEMBER 2017

Resolved (22 May 2018)

1. That a professional opinion be sought to do an assessment on the stability of the dam wall and overflow, be supported.

3. That the current prohibition of fishing be maintained and supported.