ANNUAL REPORT FOR THE FINANCIAL YEAR: 1 APRIL 2013 TO 31 MARCH 2014
“VIGILANT ALWAYS FOR OUR PEOPLE” NORTHERN CAPE PROVINCE: VOTE 2 NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
ISBN NUMBER: 978-0-621-43057-8 PR 227/2014 NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
ANNUAL REPORT 2013/14
SUBMISSION OF THE ANNUAL REPORT TO THE SPEAKER:
Hon. M Mmoiemang SPEAKER TO THE NORTHERN CAPE PROVINCIAL LEGISLATURE
I have the honour of submitting the Annual Report of the Northern Cape Provincial Legislature for the period 1 April 2013 to 31 March 2014. NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 CONTENTS
SUBMISSION OF THE ANNUAL REPORT TO THE SPEAKER: ...... iv PART A: ...... 1 GENERAL INFORMATION ...... 1 LIST OF ABBREVIATIONS / ACRONYMS ...... 4 FOREWORD BY THE SPEAKER ...... 7 DEPUTY SPEAKER’S STATEMENT ...... 10 1. REPORT OF THE ACCOUNTING OFFICER ...... 12 1.1 OVERVIEW OF THE FINANCIAL RESULTS OF THE LEGISLATURE: ...... 15 1.1.1 PROGRAMME EXPENDITURE ...... 17 1.1.2 VIREMENTS/ROLL OVERS ...... 17 1.1.3 UNAUTHORISED, FRUITLESS AND WASTEFUL EXPENDITURE ...... 18 1.2 FUTURE PLANS OF THE NCPL ...... 18 1.3 PUBLIC PRIVATE PARTNERSHIPS ...... 20 1.4 DISCONTINUED ACTIVITIES ...... 20 1.5 NEW OR PROPOSED ACTIVITIES ...... 20 1.6 SUPPLY CHAIN MANAGEMENT ...... 20 1.7 GIFTS AND DONATIONS RECEIVED IN KIND FROM NON RELATED PARTIES ...... 22 1.8 EXEMPTIONS / DEVIATIONS RECEIVED FROM THE NATIONAL TREASURY ...... 22 1.9 EVENTS AFTER THE REPORTING DATE ...... 22 2. STATEMENT OF RESPONSIBILITY AND CONFIRMATION OF THE ACCURACY OF THE ANNUAL REPORT ...... 24 3. STRATEGIC OVERVIEW ...... 25 3.1 VISION ...... 25 3.2 MISSION ...... 25 3.3 VALUES ...... 25 4. LEGISLATIVE AND OTHER MANDATES ...... 25 5. ORGANISATIONAL STRUCTURE ...... 27 6. ENTITIES REPORTING TO THE SPEAKER ...... 28 PART B: PERFORMANCE INFORMATION ...... 29 1. AUDITOR GENERAL’S REPORT: PREDETERMINED OBJECTIVES ...... 30 2. OVERVIEW OF DEPARTMENTAL PERFORMANCE ...... 32 NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2.1 Service Delivery Environment ...... 32 2.2 Performance Delivery Environment ...... 32 2.3 Organisational environment ...... 33 2.4 Key policy developments and legislative changes ...... 34 3. STRATEGIC OUTCOME ORIENTED GOALS ...... 36 4. PERFORMANCE INFORMATION BY PROGRAMME ...... 37 4.1 Programme 1: Administration ...... 37 4.2 Programme 2: Facilities and Benefits for Members and Political Party Support ...... 50 4.3 Programme 3: Parliamentary Services ...... 53 PART C: CORPORATE GOVERNANCE ...... 65 5. INTRODUCTION – INSTITUTIONAL CORPORATE GOVERNANCE ...... 66 5.1 RISK MANAGEMENT ...... 66 5.2 FRAUD AND CORRUPTION ...... 67 5.3 MINIMISING CONFLICT OF INTEREST ...... 67 5.4 CODE OF CONDUCT ...... 67 5.5 HEALTH SAFETY AND ENVIRONMENTAL ISSUES...... 68 5.6 PORTFOLIO COMMITTEES ...... 68 5.7 SCOPA RESOLUTIONS ...... 69 5.8 PRIOR MODIFICATIONS TO AUDIT REPORTS ...... 71 5.9 INTERNAL CONTROL UNIT ...... 71 5.10 INTERNAL AUDIT AND AUDIT COMMITTEES ...... 71 5.11 AUDIT COMMITTEE REPORT ...... 74 PART D: HUMAN RESOURCE MANAGEMENT ...... 76 1. INTRODUCTION ...... 77 2. OVERVIEW OF HUMAN RESOURCES...... 77 3. HUMAN RESOURCES OVERSIGHT STATISTICS ...... 81 PART E: FINANCIAL INFORMATION ...... 114 1. REPORT OF THE AUDITOR GENERAL ...... 115 2. ANNUAL FINANCIAL STATEMENTS ...... 120 1. Annual Appropriation ...... 159 2. Statutory Appropriation ...... 159 3. Departmental revenue ...... 160 4. Aid Assistance...... 161 NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
5. Compensation of employees ...... 162 6. Goods and services ...... 163 7. Transfers and subsidies ...... 167 8. Expenditure for capital assets ...... 167 9. Unauthorised expenditure ...... 169 10. Cash and cash equivalents ...... 171 11. Prepayments and advances ...... 171 12. Receivables ...... 171 13. Investments ...... 174 14. Funds Unutilised ...... 175 15. Departmental revenue and NRF Receipts to be surrendered to the Revenue Fund ...... 176 16. Payables – current ...... 176 17. Net cash flow available from operating activities ...... 177 18. Reconciliation of cash and cash equivalents for cash flow purposes ...... 178 ANNEXURE 1A ...... 199 STATEMENT OF TRANSFERS TO DEPARTMENTAL AGENCIES AND ACCOUNTS ...... 199 ANNEXURE 1B ...... 200 STATEMENT OF TRANSFERS TO NON-PROFIT INSTITUTIONS ...... 200 ANNEXURE 1C ...... 202 STATEMENT OF TRANSFERS TO HOUSEHOLDS ...... 202 ANNEXURE 2A ...... 203 STATEMENT OF CONTINGENT LIABILITIES AS AT 31 MARCH 2014 ...... 203 ANNEXURE 3 ...... 205 CLAIMES RECOVERABLE ...... 205 ANNEXURE 4 ...... 207 INTER-GOVERNMENT PAYABLES ...... 207 ANNEXURE 5 ...... 208 INVENTORY ...... 208 ANNEXURE 6 ...... 209 COMMITTEE MEETING STATISTICS ...... 209 OFFICE BEARERS
Kenny Mmoiemang Juanita Beukes Speaker Deputy Speaker
Bongiwe Mbingo Gigaba Gail Parker Gladys Oliphant Chief Whip Chairperson of Deputy Chairperson of Committees Committees Chairpersons of Portfolio & Standing Comittees
John Galela Gladys Oliphant Bongiwe Mbinqogigaba Gail Parker Agriculture, Land Reform, Co-operative Governance, Education, Sport, Arts Premiers, Affairs Finance, Economic Rural Development and and Culture Conservation Human Settlement Development and Tourism
Alexandra Beukes Lebogang Moblhoping Kenny Mmoiemang Juanita Beukes Health and Social Safety,Transport and Gender, Woman, Ethics and Discipline Development Children and Program SCOPA Public Works Persons with Disabilities Internal Arrangements LEADER OF BUSINESS
Mxolisi Sokatsha LEADERS OF OPPOSITIONS PARTIES
Andrew Louw Fred wyngaard Harold Mcgluwa DA COPE ID WHIPS OF POLITICAL PARTIES
Gladys Oliphant Bongiwe Mbinqogigaba Bella Matthys Whip ANC Chif Whip ANC Whip COPE
Dr Allan Grootboom Ishmail Obaray Whip DA Whip ID NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
PART A:
GENERAL INFORMATION
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
NORTHERN CAPE PROVINCIAL LEGISLATURE
PHYSICAL ADDRESS: Nobengula Extension, Galeshewe Kimberley 8301
POSTAL ADDRESS: Private Bag X5066 Kimberley 8300
TELEPHONE NUMBER/S: +27 53 839 8393 FAX NUMBER: +27 53 839 8094 EMAIL ADDRESS: [email protected] WEBSITE ADDRESS: www.ncpleg.gov.za
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 LIST OF ABBREVIATIONS / ACRONYMS
AG Auditor General
AO Accounting Officer
ANC African National Congress
APP Annual Performance Plan
AR Annual Report
ATC Announcements, Tablings and Committee Reports
CFO Chief Financial Officer
COPE Congress of the People
DA Democratic Alliance
EE Employment Equity
EFF Economic Freedom Fighters
ERP system Enterprise Resource Planning system
FMPPLA Financial Management of Parliament and Provincial Legislatures Act
HR Human Resources
HRD Human Resources Development
HRM Human Resources Management
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
MDG Millennium Development Goals
M&E Monitoring and Evaluation
MEC Member of the Executive Council
MPL Member of the Provincial Legislature
MTEF Medium Term Expenditure Framework
NDP National Development Plan
NEHAWU National Health and Allied Workers Union
NCOP National Council of Provinces
NCPL Northern Cape Provincial Legislature
NCPPF Northern Cape Political Party Fund
NKP National Key Point
NT National Treasury
OD Organisational Development
PC Portfolio Committee
PFMA Public Finance Management Act
QR Quarterly Report
SC Standing Committee
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
SCM Supply Chain Management
TR Treasury Regulations
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
FOREWORD BY THE SPEAKER
Hon M Mmoeiemang - SPEAKER
It gives me great pleasure to present the Annual Report of the SPEAKER Northern Cape Provincial Legislature for the period 1 April 2013 to 31 March 2014.
As per the constitutional mandate of the Legislature, that of lawmaking, oversight and public participation; this report gives an account on the progress made in relation to the attainment of our strategic objectives as reflected in the Annual Performance Plan 2013/14.
The 4th Legislature certainly required immense work from both Members of the Provincial Legislature (MPLs) and the administration alike. Despite the vast distances in the province, our Committees have made tremendous progress in conducting oversight, even to the furthest point of our province, regardless of the challenges of capacity and resources.
As the Legislative arm of government, we will continue to ensure that objectives of the National Development Plan (NDP) are implemented. By conducting aggressive oversight and ensuring the practicing of good governance, the Legislature will hold the Executive and municipalities accountable.
As a law-making institution, the Legislature strives to improve on all aspects of our core business. Our communities actively play a vital part in the law-making processes of the Legislature. A record number of 27 section 76 Bills (National Bills) and 8 Provincial Bills went through public hearings, including the Northern Cape use of Official Languages Act.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Public participation remains a central constitutional imperative. Through our regional offices, based in all five regions of the Province, we have brought the Legislature closer to our communities; hence in this period under review, there has been a significant increase in public education outreach workshops conducted, in so far as the set target has been exceeded.
Our Legislature is certainly maturing, and becoming an institution which others can learn from. In this financial year, 13 parliamentarians visited our institution on an official visit to gather experience on Legislative processes. I am pleased to say that the Kenyan county of Likipia were more than impressed with the caliber of our work here in the Northern Cape.
As a National Key Point (NKP), the Legislature strives to improve on the safety of the MPLs, officials and visitors to our institution. The first phase of the access control system has been installed. We anticipate that this process will be fully completed in the next financial year. We have also moved towards stabilising the management of the Legislature, by appointing the Secretary, who will ensure that the administration is fully capacitated in order to assist the MPLs in executing our mandate.
Structural defects within the building and precinct remain a challenge, as well as the upgrading of the equipment in the Chamber, largely due to budget constraints.
The Northern Cape Provincial Legislature remains committed to fulfilling our constitutional mandate and being vigilant for the People of the Northern Cape.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 DEPUTY SPEAKER’S STATEMENT
Hon JT Beukes – DEPUTY SPEAKER
As Deputy Speaker of the Northern Cape Provincial Legislature it is an honour and a privilege to provide an account of the activities and highlights for the financial year under review; being 2013/14.
This financial year marked the end of the 4th Legislative term. During this term, the Northern Cape Provincial Legislature continued to fulfil its constitutional mandate of law making, oversight over the Executive and all organs of state as well as public involvement in the legislative processes.
During 2013/14 the oversight over the Executive was aligned to the Legislative Sector Model (SOM) which provides for intense oversight by adopting a standardised approach. The SOM was piloted on three Portfolio’s, namely Education, Health and Agriculture. Whilst budgetary constraints continue to put a strain on activities of the Legislature, the pilot phase of the SOM was successfully implemented. The Legislature will build on this foundation during the 2014/15 financial year and ensure full implementation of the SOM within the medium to long term.
Similarly, oversight over the municipalities was done through the Standing Committee on Public Accounts (SCOPA) which targeted a number of municipalities and specifically focussed on capacitating the Municipal Public Accounts Committees (MPACs). MPACs, as the protector of the municipal purse, are newly established oversight structures and through intervention from the Legislature will be supported to ensure effective oversight.
The Legislature also hosted sectoral Parliaments as part of its public involvement programme. These Parliaments – Youth and Women’s Parliaments – brought together
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 delegates from all the five districts to debate issues of common concern and interest. These programmes continue to be a source of information that informs Government’s planning and programmes.
As highlighted by the Speaker, 2013/14 witnessed a record number of 27 bills affecting Provinces being taken for Public Hearings in almost all districts. Public involvement is a critical component of the work of Legislatures and Parliament and will continue to be at the forefront of the Legislature work programmes.
The Northern Cape Provincial Legislature actively participated in various international programmes through its Committees. Members of SCOPA attended the 10th Annual Conference of the Southern African Development Community of Public Accounts Committees (SADCOPAC) in Arusha Tanzania. The Portfolio Committee on Education undertook a study tour to Indonesia to ascertain “best practices” that could assist the Province. The 44th Commonwealth Parliamentary Association (CPA) conference was also attended by a delegation from the Legislature in Sri Lanka. Lastly, a delegation of MPL’s and MEC’s also attended the G20 Youth Forum in St Petersburg, Russia.
The outputs achieved by the Legislature during 2013/14 would not have been possible if it was not for the leadership of the Speaker, Hon MK Mmoeimang. We have witnessed the active involvement of the Speaker in programmes of the Legislature which encourages and motivates MPLs in executing our tasks.
The dedication of MPLs during this financial year must also be commended. Whilst acknowledging 2014 was an election year, MPLs pulled their weight in ensuring the Legislature fulfils its constitutional obligations.
Lastly, our sincere gratitude and appreciation goes to the Secretary to the Legislature, Mr PB Moopelwa and the entire administration for their professional support during this financial year. The work of the Legislature can only be achieved through vigilant administrators.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
In conclusion, the Northern Cape Provincial Legislature will continue to grow and improve its services. This we will only achieve if all of us work together to move the Legislature to greater heights.
1. REPORT OF THE ACCOUNTING OFFICER Mr PB Moopelwa SECRETARY TO THE LEGISLATURE
This financial year 2013/14 preceded the final year of the Institutional Strategic Plan adopted for the period 2009 to 2015. At the core of this strategic plan was the deployment of resources to realise the Constitutional mandate of the Northern Cape Provincial Legislature, which includes law making, oversight over the executive and public involvement in the legislative process.
Of particular significance is the fact that 2014 also marked the end of the 4th legislature which also coincided with the celebration of 20 years of democracy in South Africa. In celebrating this auspicious milestone, the Northern Cape Provincial Legislature is developing a 20 Year Review Report which seeks to provide a brief account of the four Legislature terms and similarly also highlight the evolution of the NCPL since its inception 20 years ago.
During this year under review, the Legislature remained focussed on its strategic objectives to ensure attainment of the targets set in the 2009 to 2014 Strategic Plan and also the Annual Performance Plan (APP) of 2013/14. Additional to that, much effort was
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 placed on correcting prior year audit findings. This was done to ensure an improved audit outcome that reflects the efforts of all Members and employees of the Legislature.
Furthermore, the review of institutional policies continues during this financial year with a view of ensuring that the foundation is solid and stability can prevail. The finalisation of this review will be pursued in the ensuing financial year.
Stabilisation of the institution has also been the priority during this financial year. The institution is serious in its efforts to reach a stable environment. Despite these efforts, areas of critical vacancies and acting appointments still persist. The Legislature will certainly be prioritising the filling of critical senior vacancies in the 2014/15 financial year. Towards this end, all senior positions have already been advertised.
As mentioned by the Deputy Speaker, the Legislature held 2 Sectoral Parliaments during this financial year, being, Youth Parliament in June 2013 and Women’s Parliament in August 2013. These events formed part of the annual Public Education and Participation programme.
The Legislature also embarked on robust oversight in the Namakwa and the John Toalo Gaetsewe Districts in July 2013. This oversight was also extended to municipalities with special emphasis on the support to Municipal Public Accounts Committees (MPACs). During December 2012, the Legislature established and launched a Northern Cape Provincial Public Accounts Committee Chairpersons’ Forum. During the 2013/14 financial year, this forum undertook to support MPAC Chairpersons through capacity building initiatives led by the Chairperson of the NCPL Standing Committee on Public Accounts (SCOPA).
During 2013/14, the legislature has been able to consider and pass several laws. Numerous public hearings were held on the following national legislation:
Division of Revenue Bill; NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Spatial Planning and Land Use Management Bill; Tourism Bill; Mental Health Care Amendment Bill; National Environmental Management Laws Second Amendment Bill; Intellectual Property Laws Amendment Bill; Women Empowerment and Gender Equity Act Broad-Based Black Economic Empowerment Amendment Bill; Legal Practice Bill; Sectional Titles Amendment Bill; Special Economic Zones Bill; and National Credit Amendment Bill;
Provincial laws passed during 2013 and 2014 included:
Northern Cape General Laws Amendment Act, 1 of 2013; Northern Cape Appropriation Act, 2 of 2013; Northern Cape Legislature Witness Act, 3 of 2013; Northern Cape Repeal of Laws Act, 4 of 2013; Northern Cape Official Languages Act, 5 of 2013; Northern Cape Adjustments Appropriation Act, 6 of 2013; Northern Cape Provincial Archives Act, 7 of 2013; Northern Cape Arts and Culture Council Act, 8 of 2013; Northern Cape Heritage Resources Authority Act, 9 of 2013; Northern Cape Appropriation Act, 1 of 2014; Northern Cape Provincial Finance Act, 2 of 2014; Northern Cape Second Adjustment Appropriation Act, 3 of 2014; and Northern Cape Mass Participation and Sport Development Adjustment Appropriation Act, 4 of 2014.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
The passing of legislation and debates takes place in the House as is referred to it by committees of the Legislature. A total of 121 Committee meetings were held during the year and 29 House sittings took place where various Committee reports and legislation were tabled and debated. This demonstrates that the legislative machinery is indeed functioning effectively.
The Legislature also prides itself on the development of its human capital for both Members and employees. Members of the Provincial Legislature (MPL’s) were enrolled for a Certificate in Leadership & Governance during the financial year under review and it will be continuing during the 2014/15 financial year. The Legislature also awarded 16 bursaries to employees in order to enhance academic qualifications. In that instance bursaries to the amount of R142, 400 were awarded.
Strengthening the internal controls in the administration remains a continuous process and to this end the Legislature procured a leave management system which is aimed at automating and improving the leave record keeping function. This system replaces the previous manual system and also aims to address the audit finding relating to leave liability calculation.
The Legislature also played a significant role in the international arena by participating in various Commonwealth, African, regional and other international events. To this extent the institution has been able to participate in the CPA Africa regional conference and the CPA international conference, including other APAC and WAPAC activities.
1.1 OVERVIEW OF THE FINANCIAL RESULTS OF THE LEGISLATURE: DEPARTMENTAL RECEIPTS 2013/2014 2012/2013 Estimate Actual (Over)/Under Estimate Actual (Over)/Under Departmental receipts Amount Collection Amount Collection Collected Collected
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
R’000 R’000 R’000 R’000 R’000 R’000 Sale of goods and services - 67 (67) - 72 (72) other than capital assets Interest, dividends and rent on 169 342 (173) 160 471 (311) land Sale of capital assets - - - 461 823 (362) Financial transactions in assets 2,258 98 2,160 2,140 1,905 (235) and liabilities Total 2,427 507 (1,920) 2,761 3,271 (980)
The Northern Cape Provincial Legislature’s primary source of own revenue is derived from rental of state owned houses, which is collected from Members who opt to be accommodated in state homes. Interest income and dividends is also provided for since the Legislature holds an investment, and receives interest on favorable current bank balances. The Legislature also projects to receive income from recoveries for expenditure in previous years.
In terms of Section 22 (1)(a) of the Public Finance Management Act (Act 1 of 1999) (PFMA), revenue collected by the Provincial Legislature is excluded from the Provincial Revenue Fund. Section 22(5) of the PFMA further directs that money received by a provincial Legislature must be paid into an account opened by the Legislature. The revenue collected by the NCPL does therefore not form part of its Voted Funds.
As highlighted above, the revenue collected by the NCPL is not payable to provincial revenue fund. Our current system, BAS does not accommodate this legislative requirement. In terms of BAS functionality, all revenue is a payable to the Revenue Fund at year end. In practical terms, when financial year closure is done on BAS, revenue is written to a payable account. This account is disclosed as retained funds for financial reporting purposes. In the subsequent financial year, it is written back to revenue. To make provision for this, an amount of R 2.258m is provided for. In the current financial year the accounting system has been updated, therefore no write back was required. The retained funds are accumulated in a separate account. For this reason, the reported revenue has decreased significantly since the previous year.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
1.1.1 PROGRAMME EXPENDITURE
2013/2014 2012/2013 Programme Name Final Actual (Over)/ Under Final Actual (Over)/Under Appropriatio Expenditure Expenditure Appropriatio Expenditure Expenditure n n R’000 R’000 R’000 R’000 R’000 R’000 Administration 44,392 45,652 (1,260) 44,906 46,327 (1,421) Facilities for members and 39,003 39,003 - 35,422 35,422 - Political parties Parliamentary Services 37,236 37,236 - 35,509 35,509 - Total 120,631 121,891 (1,260) 115,837 117,258 (1,421)
In terms of its spending trends, the Northern Cape Provincial Legislature has overspent on its voted funds by an amount of R 1.26 million. This amount represents 1.04 percent over expenditure on voted funds.
1.1.2 VIREMENTS/ROLL OVERS
Savings of R0.409 million was generated in the goods and services budget of programme 3. These savings were as a result of travel and subsistence claim management as well as reduction on expenditure towards the opening of the Legislature. Management has resolved to create savings to cater for other in-year priority areas in programme 1.
At year end, given the elections, political parties had overspent by R0.167 million on goods and services. R0.167 million was allocated from the R0.409million to cover this over expenditure.
Of the remaining R0.242 million, R0.222 million was allocated to capital under programme 1 to defray over expenditure relating to the purchase of an electronic leave management system.
Virement was done in accordance with the requirements of the PFMA and the Code for Financial Administration of the Northern Cape Provincial Legislature.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
No rollover where requested in the period under review.
1.1.3 UNAUTHORISED, FRUITLESS AND WASTEFUL EXPENDITURE
In the year under review, unauthorised expenditure amounting to R 1.26 million was incurred. The main reason for the over expenditure relate to the payment of a settlement amount in respect of a labour dispute with the former Chief Financial Officer. Management made an evaluation of legal fees spent on the matter and concluded that a settlement is more cost effective than to engage in protracted external labour litigation. To this end an amount of R0.408 million was paid as a settlement amount for which no appropriation was received.
Municipal service fees exceeded the budgeted amount by R0.852 million in the year under review. Management has made efforts to reduce municipal service fees to be within the allocated amount. This has reduced the expenditure, but was not sufficient to prevent over expenditure on the item.
Management is currently engaged in high level discussions with the Local Municipality to ensure correct billing and further reduction of the account.
In terms of fruitless and wasteful expenditure an amount R 0.023 million was incurred due to payment of interest on overdue accounts. These are as a result of late receipt of accounts and capacity constraints within the financial services section.
1.2 FUTURE PLANS OF THE NCPL
The NCPL expects to bear the fruit of implementation of its audit action plan in 2014/15. Most of the findings identified by the AG in the 2012/13 financial year have been addressed and the Legislature intends to improve on these areas going forward.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Management believes it is on the right track to deal with these issues and trust that this will be evident in the 2014/15 audit.
Senior management positions will be filled in the 2014/15 financial year, bringing much needed stability to the management structure. The appointment of support personnel in the Office of the Secretary and filling of critical funded vacancies will also be prioritised.
In terms of core business, the beginning of the 2014/15 financial year coincided with the Elections, signalling the end of the 4th session of Northern Cape Provincial Legislature as well as the beginning of the 5th session. In terms hereof, the first half of the 2014/15 financial year will be dedicated to setting up the support infrastructure for the 5th Legislature and planning the strategic direction of the NCPL over the next five year term. The NCPL also has to focus on the inauguration of the newly elected premier early in the new financial year. Other activities planned in terms of establishing the 5th Legislature will include: Induction and Orientation of new Members; The first sitting – election of the new Premier, appointment of Whips and swearing in of Members – followed by the inauguration; Adoption of the Legislature Standing Rules; and Establishment of Committees.
In light of the above, the 2014/15 activities will include Members’ capacity building programmes, new Members’ orientation and planning at a political level, where the MPL’s will determine the strategic focus for the next five years. This will be followed by management strategic planning, which will include a total review of the strategic policy in terms the organisational structure and Medium Term budget policy applicable to the NCPL. The Legislature further intends to conduct a workstudy and remuneration review to ensure alignment of the organisational structure with the institutional strategy.
In terms of core business, activities which give expression to the Constitutional Mandate of the NCPL will continue at levels planned in the Annual Performance Plan. This NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 includes public outreach workshops, sector parliaments and the dissemination of information through the printing of the quarterly newsletter. Sixty outreach workshops are planned for the coming year as well as radio and newspaper advertising to assist in achieving the institutional public participation goals. Implementation of the newly developed communication strategy will feature prominently in coming financial year.
During 2014/15 the Legislature will undertake capital projects. These projects include, amongst others, the second phase of the Installation of the biometric access control system, the upgrade of the fire detection system; some upgrades to the equipment for the chamber and purchasing a vehicle for the speaker.
1.3 PUBLIC PRIVATE PARTNERSHIPS
The Northern Cape Provincial Legislature has not entered into any public private partnership in the year under review.
1.4 DISCONTINUED ACTIVITIES
The Northern Cape Provincial Legislature is entering a new five year term and planning for the new term has commenced. The Legislature aims to thoroughly review its plans and may in future years discontinue non-significant activities. The Legislature will however continue to actively pursue its legal and constitutional Mandate.
1.5 NEW OR PROPOSED ACTIVITIES
New activities will be included in the Five-year Strategic Plan and 2015/16 Annual Performance Plan.
1.6 SUPPLY CHAIN MANAGEMENT
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
No unsolicited bids were received or awarded in the year under review.
The Northern Cape Provincial Legislature did not have an approved annual procurement plan for 2013/2014. The Legislature further does have an approved annual Demand Management Plan for Assets approved by Programme Managers. However, quarterly Demand and Acquisition Management plans are done. These plans are updated on a monthly basis and as the need arise.
Supply Chain Management within the Northern Cape Provincial Legislature is fully established, implemented, and fully functional e.g. Demand, Acquisition, Logistics, Asset and Disposal Management.
The Legislature is currently in a process of reviewing its SCM and Asset Management policies. The following policies are in the policy route for approval by Management; Cellular phone policy, Integrated SCM policy, Travel Management policy and Asset Management Policy.
The Legislature has not yet implemented the inclusion of local content requirements per designated sector when procuring. However, we are liaising with Provincial Treasury regarding this matter for implementation.
The Legislature operates with two bid committees; the Evaluation Committee and the Procurement Committee (adjudication committee). The Evaluation Committee of the Legislature is appointed on ad hoc basis, based on the nature of projects. The Specification Committee is not formalized, and is convened on an informal basis.
The Legislature deviations are mostly caused by the threshold limit of R100 000 for quotations, and thereafter a bid must be advertised. The Legislature has reviewed the quotation threshold limit to be R500 000 and this mechanism will address the issue of deviations and irregular expenditure. The second mechanism is to utilize the provincial data-base (from Provincial Treasury) mostly in smaller towns of the province. By doing
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 this the Legislature will avoid the sole and preferred service provider issue of one quotation which usually leads to deviations and irregular expenditure.
1.7 GIFTS AND DONATIONS RECEIVED IN KIND FROM NON RELATED PARTIES
No gifts or donations where received in the year under review.
1.8 EXEMPTIONS / DEVIATIONS RECEIVED FROM THE NATIONAL TREASURY
The Northern Cape Provincial Legislature has not requested or received any exemptions and deviations from the National Treasury. However, in terms of Section 3 (2)(b) of the PFMA, the Northern Cape Provincial Legislature is not bound by Treasury Directives or Instructions. 1.9 EVENTS AFTER THE REPORTING DATE
No significant events with a direct financial implication took place after the reporting date. In terms of the constitutional mandate, the 4th Legislature dissolved on 06th May 2014, with the 5th Legislature taking office with effect from the 07th May 2014.
Though we have faced many challenges during this financial year; I would at this juncture like to express my sincere appreciation and gratitude to the Speaker and Deputy Speaker for all your support and guidance. It is indeed an honour and privilege for me to serve as the Secretary to this Legislature. Similarly, I need to acknowledge the contribution of the Senior management team, middle management and all the support personnel for always contributing to the success of the Legislature – your energy and efforts truly ensure that this auspicious institution can serve the people of the Northern Cape Province.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
In conclusion, the year ahead not only marks the beginning of a new legislative term, but also the commencement of the next twenty years and beyond. It is only through hard work and collaboration that we will be able to serve the people of this Province diligently by ensuring that we live up to our institutional motto: Vigilant always for our people.
APPROVAL AND SIGN OFF
NORTHERN CAPE PROVINCIAL LEGISLATURE DATE: 31 MAY 2014
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2. STATEMENT OF RESPONSIBILITY AND CONFIRMATION OF THE ACCURACY OF THE ANNUAL REPORT
To the best of my knowledge and belief, I confirm the following: All information and amounts disclosed throughout the annual report are consistent. The annual report is complete, accurate and is free from any omissions. The annual report has been prepared in accordance with the guidelines on the annual report as issued by National Treasury.
The Annual Financial Statements (Part E) have been prepared in accordance with the modified cash standard and the relevant frameworks and guidelines issued by the National Treasury.
The Accounting Officer is responsible for the preparation of the annual financial statements and for the judgements made in this information.
The Accounting Officer is responsible for establishing, and implementing a system of internal control that has been designed to provide reasonable assurance as to the integrity and reliability of the performance information, the human resources information and the annual financial statements.
The external auditors are engaged to express an independent opinion on the annual financial statements.
In my opinion, the annual report fairly reflects the operations, the performance information, the human resources information and the financial affairs of the department for the financial year ended 31 March 2014.
Yours faithfully
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
3. STRATEGIC OVERVIEW
3.1 VISION
An institution fulfilling its constitutional mandate for the people of the Northern Cape.
3.2 MISSION
To serve people of the Northern Cape by building a developmental institution for effective law making, public participation, accountability and oversight over the executive and municipalities.
3.3 VALUES
Commitment and dedication; High level of integrity, loyalty and honesty; Effective and professionalism; Transparency, accessibility and communication; Accountability and good governance; Stakeholder involvement; Courage to change and be innovative; Excellent and timely delivery
4. LEGISLATIVE AND OTHER MANDATES
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Section 114.1 of the South African Constitution Act 108 of 1996, states that;
1. In exercising its legislative power, a Provincial Legislature may- a) Consider, pass, amend or reject any Bill before the Legislature; and b) Initiate or prepare legislation, except a money bill.
2. A Provincial Legislature must provide for mechanisms- a) To ensure that all Provincial Executive organs of state in the province are accountable to it; and b) To maintain oversight- i) The exercise of Provincial Executive Authority of the Province, including the implementation of Legislation; and ii) Any Provincial Organ of State.
Section 118(1) and (2) mandates the legislature to ensure public access to and involvement in all processes of the legislature.
The Northern Cape Provincial Legislature abides by the following statutes and policies. The Constitution of the Republic of South Africa; The Northern Cape Provincial Legislature Services Act, 2011; The Northern Cape Provincial Legislature Powers and Privileges Act, No.5 of 1996; The Northern Cape Petitions Act, 2010; Standing Rules of the Legislature; The Code for the Financial Administration of the Northern Cape Provincial Legislature; NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Policies of the Legislature; Remuneration of Public Office Bearers Act 92 of 1997; Powers, Privileges and Immunities of Parliament and Provincial Legislatures Act 4 of 2004 Labour Relations Act 66 of 1995 and other related labour legislation; and the The Public Finance Management Act of 1999.
5. ORGANISATIONAL STRUCTURE
INTERNAL AUDIT OFFICE OF THE SPEAKER MANAGER - TREASURY COMMITTEE INTERNAL AUDITOR OFFICE OF THE SECRETARY LEGAL GOVERNMENT GAZETTE
PARLIAMENTARY SERVICES
PROCEDURAL AND PUBLIC EDUCATION HANSARD AND CORPORATE SERVICES SECURITY AND FINANCIAL RESEARCH AND LANGUAGE RECORDS MANAGEMENT COMMUNICATIONS SERVICES NCOP AND HUMAN RESOURCES SECURITY AND FINANCIAL SALARIES AND PROCEEDINGS PUBLIC REPORTING MANAGEMENT SAFETY SERVICES MANAGEMENT BOOKKEEPING EDUCATION SERVICES ACCOUNTING COMMITTEE INFORMATION RECORDS BUDGET & SERVICES COMMUNICATIONS INTERPRETATION TECHNOLOGY MANAGEMENT & SUPPLY CHAIN FINANCIAL SERVICES AUXILIARY MANAGEMENT SERVICES RESEARCH AND EMPLOYEE HEALTH AND LIBRARY WELLNESS & SPECIAL PROCUREMENT SERVICES PROGRAMMES
ASSET MANAGEMENT AND LOGISTICS
6. ENTITIES REPORTING TO THE SPEAKER
The table below indicates the entities that report to the Speaker. Name of Entity Legislative Financial Nature of Mandate Relationship Operations Northern Cape Northern Cape Dependent on Political Party Fund
Political Party Fund Political Party Fund transfers from the funding political Act no. 7 of 2009. NCPL party operations at the NCPL.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
PART B: PERFORMANCE
INFORMATION
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
1. AUDITOR GENERAL’S REPORT: PREDETERMINED OBJECTIVES
The AGSA currently performs certain audit procedures on the performance information to provide reasonable assurance in the form of an audit conclusion. The audit conclusion on the performance against predetermined objectives is included in the report to management, with material findings being reported under the Predetermined Objectives heading in the Report on other legal and regulatory requirements section of the auditor’s report.
It is worthy to note that for the period under review the AGSA conducted full scale audits of performance information on only two of the three budget programmes. The programmes that were audited included: Programme 2: Facilities for members and political parties (Unqualified opinion expressed); and Programme 3: Parliamentary services (Qualified opinion expressed). Programme 1: Administration was not audited.
1.1 The basis for the qualified opinion in programme three related to the following main findings as extracted from the audit report.
1.1.1 Conclusion on usefulness and reliability
Measurability of indicators and targets: • Performance targets must be specific in clearly identifying the nature and required level of performance. A total of 22% of the targets were not specific. • Performance targets must be measurable. We could not measure the required performance for 22% of the targets. • Performance indicators must be well defined by having clear data definitions so that data can be collected consistently and is easy to understand and use. A total of 22% of the indicators were not well defined. NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
• Performance indicators must be verifiable, meaning that it must be possible to validate the processes and systems that produced the indicators. A total of 22% of the indicators were not verifiable. • This was due to a lack of proper systems and processes for performance planning and management to provide for the development of performance indicators and targets included in the annual performance plan and technical indicator descriptions.
1.1.2 Basis for qualified conclusions on usefulness and reliability
Relevance of indicators: • A total of 22% of the indicators did not relate logically and directly to an aspect of the auditee’s mandate and the realisation of strategic goals and objectives as per the five-year strategic plan. • This was because proper performance planning and management practices had not been developed to provide for the development of performance indicators and targets included in the annual performance plan.
Reliability of reported performance information • Significantly important targets were not reliable when compared to the source information or evidence provided. This was due to a lack of monitoring of the completeness of source documentation in support of actual achievements.
Refer to page XXXX of this Annual Report for the Report of the Auditor General, published as Part E: Financial Information.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2. OVERVIEW OF DEPARTMENTAL PERFORMANCE 2.1 Service Delivery Environment
The primary clients of the Legislature administration are Members of the Provincial Legislature, who in return are accountable to the Public. The service that Members render is mandated by the Constitution of the Republic of South Africa.
Achievements The Secretary to the Legislature was appointed. The Legislature passed 13 laws during the 2013/14 financial year. Capacity building programmes for members and staff were implemented. A comprehensive risk assessment process was undertaken. An assessment of performance information was undertaken by the Internal Auditor The Audit Committee was effective during the year under review. The Annual Performance Plan was improved. In terms of the House Sittings planned, targets were exceeded. Committee based oversight was conducted over all votes. Two physical oversight visits were undertaken. Participated in several international events and conferences. Successfully mentored four learners in a learnership programme in Business Administration (NQF Level 4) for a duration of seven (7) months in partnership with the Northern Cape Urban FET College.
2.2 Performance Delivery Environment
The Provincial Government identified seven key priorities for the 2009 – 2014 years to achieve quality service delivery. The Legislature actively aimed to monitor the ability of Provincial Government departments towards achieving the goals set out by these priorities, the Millenium Development Goals (MDGs) and Operation Clean Audit. The Legislature NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 broadened public participation to ensure that all provincial organs of state deliver on these priorities as outlined in the State of Nation Address and State of the Province Address to provide quality service delivery and good co-operative governance.
For the past five years the Legislature Strategic Plan was aimed at ensuring vigorous oversight by focusing more on the work of the Executive through Committee Oversight mechanisms. The Legislature customised the Sector Oversight Model (SOM) and managed to implement this model in three 3 pilot committees. The improved way of conducting oversight has yielded positive results and has increased the skills and abilities of both Members and Committee support personnel.
2.3 Organisational environment
The Northern Cape Provincial Legislature has thirty (30) Members inclusive of the Members of the Executive Council (MECs). The composition is as follows: The Premier; Ten Members of the Executive Council; Nineteen Members of the Provincial Legislature (MPLs), inclusive of the Speaker and Deputy Speaker. The Administration has an approved organogram providing for 203 positions on the establishment of which 138 are filled positions, and 65 are unfunded vacant positions. The 138 staff members support the MPLs, the House and Committees to execute their constitutional mandate.
The seat of the Northern Cape Provincial Legislature is in Kimberley. The NCPL also has one office in Cape Town to support the Northern Cape’s permanent and special delegates in their official business in and around Cape Town as well as in the country as determined by the NCOPs programme from time to time. In addition the NCPL has Regional offices which are outreach extension offices, supporting and enhancing public participation in the province.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
The small number of Members remains a serious challenge because members must serve in all Legislature Committees to ensure the Institution implement its Mandate. The remainder of this term will be crucial for the Fourth Legislature. The Legislature has adopted the implementation of the Sector Oversight Model (SOM) which was piloted during the 2013/14 financial year. As mentioned above the implementation of the SOM has serious financial implications.
The institution continues to face several challenges including: Lack of funding to implement critical priorities; Allignment of the organisational structure with the instititonal strategy; Security breaches and break ins; Thefts and losses; Structural defects of the building; Lack of suitable permanent accomodation for MPLs; Slow progress with regard to the review of policies; Vacancies amongst critical positions including selected Senior Managers and Managers; Substantial funding required to implement an Enterprise Resource Planning (ERP) system; and New financial legislation to place burdens on the Administration of the NCPL.
Notwithstanding the above challenges, the Northern Cape Provincial Legislature must implement its Constitutional Mandate, which includes oversight over Municipalities. The small number of members and lack of selected critical support staff supporting the Administration and Political Parties are a serious threat and a constraint in achieving the institutional goals. 2.4 Key policy developments and legislative changes
The following court ruling has a bearing on public participation in the Legislature:
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Doctors for Life International vs Speaker of National Assembly and others (CC 712/05). Municipality of Matatiele and others vs the President of the Republic of RSA and others (CC 773/05). Speaker of the Limpopo Provincial Legislature vs Premier of the Limpopo Province (CCT94/10)
According to the rulings of the above-mentioned first two court cases public participation was insufficient. These court rulings imply that the legislature must ensure adequate public participation in all its business i.e. public hearings during law making and oversight. The past budget of the Legislature did not enable the Institution to comply with the legal prescripts.
With regards to the third court case mentioned above, the Constitutional Court gave judgment in a case about the constitutionality of five Provincial Acts (in the Eastern Cape, Free State, Gauteng, Mpumalanga and the North West Legislature) which regulate the financial management of the respective provincial legislatures. The court held that provincial legislatures do not have the constitutional authority to pass legislation with respect to their own financial management. NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
3. STRATEGIC OUTCOME ORIENTED GOALS
Strategic Goals Strategic Outcomes
To deepen and entrench a The Legislature managed to host a Youth Parliament and Women’s people-centred democracy in Parliament and a Children’s Parliament. Additional to the above a the Northern Cape. number of public hearings were held on national and provincial legislation. A number of pre-hearing workshops were also conducted before public hearings.
To strengthen Institutional The Members Capacity Building Programme initiated by the capacity to render support to Speakers Forum, in collaboration with the Legislative Sector, Members and Committees to PALAMA, UNISA and WITS Universities, encompasses a fulfil the Legislature’s curriculum that is tailor made for the Legislative Sector. The Constitutional Mandate. content outline seeks to build competence in amongst others, the ability to lead discussion, collect information, analyse problems, make judgements, communicate in a more effective manner within the terrain of legislative work, conceptualise alternatives and use appropriate oversight strategies and tools to monitor and evaluate the implementation of government’s priorities, plans and programmes.
Due to the sector focus and the 5th democratic elections, Members could not complete the 3rd phase training but this will continue in the 2014/15 financial year. The Bursary fund is a means by which the Legislature aims to assist employees to develop themselves by studying through SAQA accredited and registered institutions. For the 2014 academic year, eleven (11) employees were awarded 100% bursaries.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Strategic Goals Strategic Outcomes
To ensure that the Legislature With regard to the improvement of our public participation optimally carries out its mechanisms, a sector framework for public participation has been Constitutional Mandate developed by the South African Legislative Sector. The Northern Cape Provincial Legislature facilitated the public participation processes that included workshops, consultations, surveys and the collection of inputs from the people of the Northern Cape which ultimately culminated into the final framework. The Legislature has intensified its oversight function by adopting a customized version of the Sector Oversight Model (SOM). This model was piloted during 2013/14 with emphasis on three departments, namely: Health, Education and Agriculture. The main elements of the Oversight Model in the Province are being implemented. These include budget vote presentations, APP presentations, quarterly report and annual report presentations.
4. PERFORMANCE INFORMATION BY PROGRAMME
4.1 Programme 1: Administration
Purpose: To establish an effective Legislature governance structure that will ensure that the institution operates optimally. This programme consists of six sub-programmes Office of the Speaker; Office of the Chairperson of Committees; Office of the Secretary; Office of the CFO; Corporate Services; and Security and Records Management.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
The main objectives and services of these sub-programmes are as follows: To promote good Governance in the Legislature; To coordinate the programmes and functions of Committees of the Legislature; To provide Strategic Leadership of the Administration; To provide sound Financial Management in the Legislature; To provide Corporate Services support to Members and employees of the Legislature; and To provide Security Services to the Legislature.
Strategic objectives: Strengthen the governance and oversight structures of the Legislature To provide leadership and ensure accountability in the administration of the Legislature To enhance and strengthen the capacity of Members and employees To develop oversight programme for Committees of the Legislature
Strategic objectives:
Programme Name: ADMINISTRATION
Strategic Actual Planned Target Actual Deviation from Comment on objectives Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Strengthen the Control and Control and Control and None None governance monitor monitor monitor and oversight governance governance governance structures of structures of structures of structures of the Legislature the NCPL the NCPL the NCPL To provide Reports on Develop and Report on None None leadership and the actual implement actual ensure performance regulatory performance accountability submitted controls, submitted NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme Name: ADMINISTRATION
Strategic Actual Planned Target Actual Deviation from Comment on objectives Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 in the admin- plans and istration of the provide Legislature performance reports To enhance Workplace Workplace Workplace HR plan not Capacity and strengthen Skills Plans Skills Plans skills plan approved by constraints in the the capacity of submitted target date HR section due to Members and HR Plan HR Plan HR plan vacancies employees approved by approved by approved 31 March 31 March only on 31 annually annually Oct 2013 To develop Quarterly A developed Quarterly None None oversight Programmes year plan Programme programme for developed Frameworks Committees of developed the Legislature
Reasons for all deviations: Staff shortages in HRM occurred during this year caused by vacancies which put pressure on staff within the unit to perform multiple functions.
Performance indicators
Programme / Sub-programme: OFFICE OF THE SPEAKER
Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Strengthen the More than 4 4 Quarterly 1 Meeting None None overall Quarterly meetings per Quarter governance of meetings between with the NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: OFFICE OF THE SPEAKER
Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 the Legislature took place Speaker and Secretary & between Senior CFO were Speaker and Managers Held Senior Managers
Monitor 4 quarterly 4 Quarterly 3 quarterly 1 Quarterly None budget and expenditure Expenditure expenditure expenditure expenditure reports Reports reports report not presented to presented to the presented. presented the Portfolio sub-committee Committee. on budget Facilitation of New 4 policies Policy Not Achieved A Service Provider optimal policy indicator: approved: sessions held was appointed to framework shifted from Conditions to review review all Policies, Office of the of Service policies. and Management Secretary Disciplinary Revised started with Policy Policy policies not Sessions to fastract Housing yet approved the approval of Allowance Policies. Policy Car Allowance Policy Number of New 22 House 29 House 7 More House Additional House House sittings indicator sittings sittings held sittings held sittings required scheduled in during the year due Legislature to need to address
Programme specific matters. framework
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Reasons for all deviations: Policy review scope was increased to include all Legislature policies which prolonged the review process More House sitting were required to deal with Provincial Money Bills and related matters.
Programme / Sub-programme: OFFICE OF THE SECRETARY
Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Performance 3 quarterly Submission of 3 quarterly 1 Quarterly At the time of management reports 4 quarterly reports report not submission the 4th reports submitted. performance submitted. submitted quarterly report completed and management was being submitted 14 reports. finalised. days after end of each quarter.
Timeous 1 APP 1 Annual 1 APP None None preparation of completed. Performance completed. Annual Plan developed Performance Plans for following financial year. Timeous 1 Annual 1 Annual 1 Annual None None completion Performance Performance Performance and report Report report submission of completed. completed and completed. Annual submitted Report. Approved NA Approved Draft policy Not achieved Policy developed NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: OFFICE OF THE SECRETARY
Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Gender and policy on and submitted for Disability Gender and review and is Policy disability following the approved policy route form of the
NCPL Conduct NA 4 Awareness 1 Awareness 3 Awareness Budgetary
Gender and programmes programme programmes constraints Disability undertaken not conducted awareness programmes
Reasons for all deviations: Budget constraints hampered the roll out of the Gender awareness programmes. The NCPL participated in provincial awareness sessions but could not attend/conduct sector specific programme. Policy review process is prolonged due to increased scope.
Programme / Sub-programme: OFFICE OF THE CFO Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Submission of 3 Dashboard 4 Dashboard 3 Dashboard 1 dashboard Vacancy at
Key Controls Reports Reports Reports report not position of Speaker (Dashboard) submitted submitted following NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: OFFICE OF THE CFO Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Report within resignation. 14 days after the end of each quarter Completion Submitted 1 Budget Book 1 Budget None None and approval and approved submitted to Book of the Provincial submitted to Legislature Treasury Provincial annual budget Treasury as per the Legislative framework Completion Achieved 4 Demand 4 Demand None None and Management Management submission of Plans Plans Demand completed Management Plan Quarterly Reports Completion NA 4 Acquisition 2 Acquisition 2 Acquisition QR 1 and 3 and Management Management Management Acquisition submission of Plans Plan Plan Quarterly Management Plan Acquisition Quarterly Reports not Quarterly Reports Management Reports completed and not completed due Plan Quarterly submitted to capacity
Reports constraints
Reasons for all deviations: The former Speaker Hon JF van Wyk resigned during quarter 1 and the election of a Speaker was delayed. NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Capacity constraints in SCM hampered operations following resignations and retirement of some SCM officials.
Programme / Sub-programme: CORPORATE SERVICES Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Number of 2nd phase of Completion of Not achieved 100% Sector based capacity the Graduate 3rd phase approach. building Certificate Certificate in Programme put programmes was Leadership & on hold due to presented for completed Governance General Members by all 17 Elections on 07 registered May 2014 Members
Submission and Workplace Submission of 1 1 Workplace None None approval of Skills Plan Workplace Skills Plan Workplace developed Skills Plan submitted on 30 Skills Plans as and June 2013 required by submitted to Legislative PSETA on Framework by 29 June 30 June 2012 annually Submission of Approved NA NA None None the Employment Employment Equity Equity Report Report every second submitted year by 31 on-line on October 15 January 2013 Implementation NA 4 Quarterly 2 quarterly 2 quarterly HR plan was of HR Plan Reports on reports reports not only submitted NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: CORPORATE SERVICES Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Implementation developed developed for approved on of HR Plan to 31 October include the 2013 following: recruitment and selection; conditions of employment; performance management; and leave admin; salary & benefit admin; job analysis; personnel admin; labour relations and OHS
Implementation NA 4 Quarterly 1 Quarterly 3 quarterly Final draft OD of OD Plan Reports on report on reports on plan was only Implementation implementation implementation submitted on 28 of the OD Plan of OD plan of OD plan not February 2014 to include the developed developed for approval following: Registrar of Member’s interest; OD structure & design; OD; Management of
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: CORPORATE SERVICES Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 training; career management; employment equity and employee orientation Implement IT NA 4 Quarterly 4 Quarterly None None Master Plan Reports on Reports on Implementation Implementation of the IT of the IT Master Plan to Master Plan include the following: SITA Service level management; LEFATSHE Service level agreement; Technical IT agreement; IT demand Management Plan; IT network management
Reasons for all deviations: The HR section was hampered by capacity constraints due to vacancies and resignation of one official during this year hence delays completion of the HR and OD plans NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: SECURITY AND RECORDS MANAGEMENT Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 Implementation Security plan 4 quarterly 3 security 1 security Security of Security was drafted but reports on the awareness awareness awareness plan Awareness Plan not yet implementation sessions session not was finalised approved of the Security conducted conducted and approved Awareness Plan during quarter 1
Conducting of 1 audit 4 quarterly 4 quarterly None None and reporting on conducted reports on security audits quarterly Security Audit conducted security audits findings.
Implementation 1 approved 4 quarterly 4 quarterly None None of the Records Records implementation implementation Management management reports of the reports file plan file plan Records completed distributed in Management July 2012. plan to incl the following: 4 progress capturing of reports amendments to distributed. file plan, submission of amendments, communication of approved amendments Implementation U-AMP 4 quarterly 4 U-AMP None None
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: SECURITY AND RECORDS MANAGEMENT Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 of the Facilities implemented Facilities User Progress reports User Asset and a report Asset Progress prepared and Management card re reports on submitted. plan (U-AMP) implementation implementation has been to incl minor received from and major PWD. maintenance of 4 progress building reports received.
Programme / Sub-programme: OFFICE OF THE CHAIRPERSONS Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 Number of 4 quarterly 4 quarterly 4 quarterly Yes Targets meetings and programmes legislature legislature exceeded - site visits were adopted programme frameworks Increased scheduled in the and included at frameworks to prepared and number of Legislature least 100 include 80 approved and meetings due to Programme committee meetings and 1 included more budget process Framework meetings and 2 oversight visits than 100 during quarter 1 oversight visits. meetings and 1 oversight visit
Strategy to overcome areas of under performance Policy Commissions were established to fast-track policy reviews NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Management Policy Session are scheduled weekly – until completion of the policy review and revision process Filling of vacancies in finance, supply chain management and HR section will be prioritised.
Changes to planned targets
No changes were made to performance indicators or targets after tabling the annual performance plan. Sub-programme expenditure
Sub- Programme 2013/2014 2012/2013 Name Final Actual (Over)/Under Final Actual (Over)/Under Appropriation Expenditure Expenditure Appropriation Expenditure Expenditure R’000 R’000 R’000 R’000 R’000 R’000 Office of the 4 583 4 583 - 5 155 5 177 (22) Speaker Office of the 4 410 4 410 - 2 892 2 892 Secretary Financial 14 644 15 052 (408) 15 896 16 841 (945) Management Corporate Services 10 028 10 028 - 9 430 9 430 Security and 10 727 11 579 (852) 11 533 11 987 (454) Records Management Total 44 392 45 652 (1 260) 44 906 46 327 (1 421)
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
4.2 Programme 2: Facilities and Benefits for Members and Political Party Support
Purpose: To render administrative support to Political Office Bearers and Members in order to enable them to perform their constitutional obligations/mandate.
Sub-programmes: This programme does not comprise of sub-programmes
Strategic objectives: To enable Members to execute their Constitutional mandate
Strategic objectives, performance indicators, planned targets and actual achievements
The objective and the estimated performance for this programme was achieved 100%. By adhering to the objectives set and by implementing the Party Political Fund Act and the Financial Assistance to Political Parties Policy; achievement of the goal(s) set was guaranteed. This made it possible for Political Parties represented in the Northern Cape Provincial Legislature to perform their constitutional obligations.
Strategic objectives:
Programme Name: MEMBERS FACILITIES
Strategic objectives Actual Planned Target Actual Deviation from Comment on Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 To enable Political Manage the Annual Members to Party Fund Political allocations execute their managed. Party Fund paid to None None Constitutional i.t.o political mandate legislation parties NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
and the quarterly Constituency Allowance i.t.o the policy
Performance indicators
Programme / Sub-programme:
Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target to deviations 2012/2013 2013/2014 Actual Achievement for 2013/2014 Annual 4 payments 4 payments 4 payments None None Allocations were made in made for the were made in paid to line with PPF and line with political parties relevant Constituency legislation quarterly legislation as Allowance, in planned line with legislation. Ensure 100% of Payments in 100% of None None spending is in budget spent line with budget spent line with the as planned policy. with no budget. overspending
Strategy to overcome areas of under performance NA
Changes to planned targets No changes were made to performance indicator or targets after tabling the annual performance plan.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Sub-programme expenditure
2013/2014 2012/2013 Sub- Programme Final Actual (Over)/Under Final Actual (Over)/Under Name Appropriation Expenditure Expenditure Appropriation Expenditure Expenditure R’000 R’000 R’000 R’000 R’000 R’000 Members Facilities 5 190 5 190 - 4 584 4 584 - Political Parties 33 813 33 813 - 30 838 30 838 Support Total 39 003 39 003 - 35 422 35 422 -
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
4.3 Programme 3: Parliamentary Services
Purpose: To provide the House, Committees and Members with procedural research, information and Hansard services in the execution of their Constitutional Mandate as well as all other functions delegated by the House.
Sub-programmes: This programme consists of five sub-programmes Public Education and Communications; Committees, Research and Library Services; Legal Services; NCOP and Proceedings; Hansard Services
The main objectives and services of these sub-programmes are as follows: To provide library and research services; To provide legal and procedural advice; To facilitate public involvement in the legislative and policy formulation process of the Legislature; To consider legislation referred to the Province by the NCOP; To provide secretarial services to committees of the Legislature; and To provide reporting, translating and interpretation services.
Strategic objectives:
To encourage public participation in the processes of the Legislature and its Committees; Make law-making an interactive process and further promote its impact; Supporting the Committees of the Legislature in promoting the highest standard of oversight over municipalities, government departments and its agencies; Improve communication in all processes of the Legislature.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Strategic objectives, performance indicators, planned targets and actual achievements Parliamentary Services directly serves the constitutional core function of public participation, law making and oversight.
PUBLIC PARTICIPATION Considering the vastness of the province and limited budget, much effort has been made to educate the public by way of outreach workshops, to allow for a petitions process, to advertise the business of the Legislature and produce educational leaflets and material.
IMPLEMENTATION / LAWMAKING: Legal Services, NCOP and Hansard render an invaluable service to simplify, summarise and workshop national and provincial legislation in the four predominant languages of the province to ensure an interactive process. 2013/2014 was a Pre- Election year with a record number of 27 section 76 (National Bill) and 8 Provincial Bills which had been taken through the respective Interactive (public hearings) law making process of the Legislature.
OVERSIGHT. The pre-election year also greatly informed the extent and nature of oversight which was conducted by way of oversight meetings under the guidance of the Sector Oversight Model (SOM).
All House business and Committee meetings are recorded and transcribed by Hansard Services.
Strategic objectives:
Programme Name: PARLIAMENTARY SERVICES
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Strategic Actual Planned Target Actual Deviation from Comment on objectives Achievement 2013/2014 Achievement planned target deviations 2012/2013 2013/2014 to Actual Achievement for 2013/2014 Encourage Effective public Public Effective Public Children’s Budget Constraints public involvement in involvement in involvement in Parliament was and Political participation in Legislature the processes of the processes of not held. directive. the processes of processes and the NCPL the NCPL Over all good the Legislature Committees public participation and its Committees. Make law- Law-making To promote the Promoted None None making an effectively comprehension Comprehension interactive promoted level of level of the process and through legislation. Legislation further promote interaction with its impact. the public Supporting the PFMA and Oversight are Oversight was No municipal The 5th Legislature Committees of MFMA conducted as effectively oversight was to decide on the Legislature Oversight was planned conducted though municipal oversight in promoting the effectively effectively conducted for highest standard conducted the year under of oversight over review municipalities, government departments and its agencies. Improve Communication An approved An approved None None communication Strategy for the communication strategy for the in all processes NCPL not strategy for the NCPL of the implemented NCPL Legislature.
Performance indicators
Programme / Sub-programme: PUBLIC EDUCATION AND COMMUNICATIONS
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 Number of 3 Sectoral 3 Sectoral 2 Sectoral 1 Sectoral Children’s Sectoral Parliaments Parliaments. Parliaments Parliament parliament not Parliaments held were held held: Youth not held held due to Parliament and Institutional Women’s budget parliament. constraints Number of 60 Outreach 60 Outreach 75 workshops 15 more Achieved more Outreach workshops workshops conducted workshops than the planned workshops conducted conducted target
Timeous referral Petitions Timeous referral All Petitions None None of petitions to the were of petitions were referred to Standing referred to within 7 days of the Standing Committee within the receipt. Committee the prescribed Standing within 7 days timeframe. Committee of receipt. within 7 days of receipt.
Implementation of Draft Implement the Manual still in Not Manual was not a procedural manual Manual on the draft form achieved implemented manual on the developed Petitions process. petitions on the processes. petitions process
Number of print 2 4 newsletters 4 newsletters None information newsletters produced 1 leaflet Due to time and material produced produced 4 leaflets 1 booklet budget 4 leaflets 1 booklet 3 leaflets not constraints book produced produced produced could not be
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: PUBLIC EDUCATION AND COMMUNICATIONS
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 0 booklets 0 booklets produced produced produced
Number of print 24 12 newspaper 17 newspaper 5 more As per and audio newspaper ads ads were placed newspaper legislative advertisements ads were 12 radio ads ads than mandate all placed 12 radio ads were placed planned public hearings 12 radio ads should be advertised therefore the excess of print advisements
Promote Objective 4 workshops on 4 workshops on None None Communications not realised Communications communication Strategy in all Strategy of the strategy processes of the NCPL. conducted (1. Legislature Rep from Sections and Units, 2. Senior Management, 3. Middle management and 4. Staff)
Reasons for all deviations:
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Children’s Parliament did not take place - Budget constraints due to high cost of Sectoral events and political directive Petitions Manual not implemented due to poor management in the department.
Programme / Sub-programme: COMMITTEES & RESEARCH SERVICES
Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target deviations 2012/2013 2013/2014 to Actual Achievement for 2013/2014 System and cycle Review cycle Implement PFMA review MFMA cycle MFMA of Legislature was reviewed cycle cycle was was not fully oversight was reviewed and implemented. and system. implemented implemented not conducted updated. 5 meetings during the due to budget took place to year. constraints and this effect. legislature programme
Oversight Guide SOM was Customised Customised Target More meetings implemented and customised Sector SOM exceeded than the target reviewed for the NCPL Oversight implemented: were scheduled accordingly. and 41 Model (SOM) QR1 - 26 mtgs; and took place. meetings took Implemented. QR2 - 13 mtgs; place to this QR 3 - 3 mtgs effect and QR 4 - 79 meetings. Draft and monitor Research Implement the 4 quarterly None None the project plan annual project implementation implementation implemented. plan reports on the of the annual Annual research project research project proposal/plan plan prepared Compile and Strategy Implement the 4 quarterly None None implement the implemented. Library implementation Library marketing and reports on the NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: COMMITTEES & RESEARCH SERVICES
Performance Actual Planned Target Actual Deviation from Comment on Indicator Achievement 2013/2014 Achievement planned target deviations 2012/2013 2013/2014 to Actual Achievement for 2013/2014 marketing collection library strategy as well development marketing and as the collection Strategies collection development development strategy strategies prepared
Reasons for all deviations Municipal oversight did not take place due to political directive. Programme of the Legislature is subject to political directive. Over achievement on SOM meeting was informed by need and subsequent political directive. MFMA oversight was predominantly done through SCOPA using a cluster approach as part of MFMA oversight.
Programme / Sub-programme: LEGAL SERVICES
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 Number of 4 summaries Produce 4 4 summaries None None simplified completed summaries completed summaries of provincial Legislation NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: LEGAL SERVICES
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 Prepare a manual 1 manual Produce 1 1 manual None None on legislation prepared manual produced administered by Departments
Reasons for all deviations: No deviation from planned target for the sub-programme Legal Services.
Programme / Sub-programme: NCOP & PROCEEDINGS
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 Number of 7 workshops 10 workshops 5 workshops 5 workshops Budget and time workshops were held. on legislation held were not constraints during conducted on held Qr4 and office legislation passed. being inundated with sec 76 bills which had to be taken to public hearings. Number of articles 2 articles 4 articles on 4 articles None None contributed in the produced legislation newsletter NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: NCOP & PROCEEDINGS
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 Number of radio 3 radio 4 radio 1 radio 3 radio Budget and time interviews. interviews interviews. interviews interviews constraints due to took place. did not take unexpected high place number of section 76 Bills received which had to be taken to public hearings
Reasons for all deviations: Increased need for planning and procedural advice in preparation for transition from fourth to fifth Legislature Increased need for procedural advice following adoption of the amended Standing Rules. A very small unit with one manager, one procedural officer and one NCOP officer. Two other officials are based in Cape Town which causes logistical problems.
Programme / Sub-programme: HANSARD SERVICES
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 Production of 13 leaflets Translate 4 6 leaflets 2 leaflets Targets exceeded multilingual were leaflets and 4 were more than due to increased documents. translated legislation translated target need. summaries into and 16 NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: HANSARD SERVICES
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 1 official legislative 8 legislative language summaries 12 summaries translated legislative Targets exceeded translated 16 summaries due to increased legislative more than need. summaries target translated Number of 30 transcripts 26 Transcripts 32 6 more transcripts. of House of House transcripts transcripts sittings sittings of House of House produced sittings sittings than produced targeted Deviations based 0 transcripts 30 Transcripts on lack of human of public of public 7 22 resource capacity hearings hearings Transcripts transcripts caused by produced of public of public confinement hearings hearing not leave and a 100 transcripts produced produced resignation in the 100 of committee unit transcripts of meetings 44 63 Deviations based Standing and transcripts transcripts on lack of human Portfolio of of resource capacity Committee committee committee caused by meetings 12 Transcripts meetings meetings not confinement produced of other produced produced leave, in the unit meetings 12 No Transcripts deviation of other meetings
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Programme / Sub-programme: HANSARD SERVICES
Performance Actual Planned Target Actual Deviation Comment on Indicator Achievement 2013/2014 Achievement from planned deviations 2012/2013 2013/2014 target to Actual Achievement for 2013/2014 produced
Reasons for all deviations: Lack of human capacity Lack of policy to regulate priority and work flow
Strategy to overcome areas of under performance Public Education and Communication Institutional Workstudy to be conducted. NCOP and Proceedings: Institutional Workstudy to be conducted. Hansard Services Vacancy is in the process of being filled. A policy is being developed to regulate priority and workflow. Strict management and institution of disciplinary action against managers where targets are not met because of poor management.
Changes to planned targets No changes were made to performance indicator or targets after tabling the annual performance plan. Sub-programme expenditure
2013/2014 2012/2013 Sub- Programme Final Actual (Over)/Under Final Actual (Over)/Under Name Appropriation Expenditure Expenditure Appropriation Expenditure Expenditure NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
R’000 R’000 R’000 R’000 R’000 R’000 Standing 2 620 2 620 - 2 096 2 096 - Committee Portfolio 412 412 - 510 510 - Committees Public 9 829 9 829 - 9 142 9 142 - Participation and Awareness Committees 11 503 11 503 - 11 036 11 036 - and Research Hansard and 3425 3425 3 625 3 625 Lanuage Services Dep Secretary: 3 123 3 123 - 1 781 1 781 - Parliamentary Services Proceedings and 3 061 3 061 - 4 383 4 383 - NCOP Legal Services 3 263 3 263 - 2 936 2 936 - Total 37 236 37 236 - 3 5 5 0 9 3 5 5 0 9 -
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
PART C: CORPORATE GOVERNANCE
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
5. INTRODUCTION – INSTITUTIONAL CORPORATE GOVERNANCE
The Northern Cape Provincial Legislature remains committed to carrying out its institutional vision and mission. Our commitment to good governance is enshrined in the institutional values, namely: Commitment and dedication; High level of integrity, loyalty and honesty, Effectiveness and professionalism; Transparency, accessibility and communication; Accountability and good governance; Stakeholder involvement; Courage to change and be innovative; Excellence and timely delivery.
The Northern Cape Provincial legislature recognises that commitment to maintain the highest standards of governance is fundamental to sound management of public finances and resources. Towards this end, the institution has ensured that all areas of corporate governance are appropriately dealt with.
5.1 RISK MANAGEMENT
The Institutional Risk Management was outsourced during the period under review. Interaction between the consultant and internal stakeholders are facilitated by the Office of the Secretary. The institution intends to appoint an internal Risk and Compliance Specialist during the 2014/15 financial year.
During the period under review two risk management assessments were conducted and a comprehensive Risk Management Report as well as a Risk Register was compiled. Risk management reports were provided to the Audit Committee who played an oversight role in terms of Risk management.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
During the 2014/15 financial year, the institution expects to make progress in terms of the management of Risks in all operational areas. During the 2015/16 financial year the NCPL intends to establish a comprehensive Risk Management Strategic Framework.
5.2 FRAUD AND CORRUPTION
The Legislature did not have an approved fraud prevention plan during the period under review. The institution intends to prioritise this area during the 2014/15 financial year.
5.3 MINIMISING CONFLICT OF INTEREST
The responsibility of minimising conflict of interest is assigned to the Office of the Secretary. Towards this end, the office is the custodian of declarations of interest made by individual employees in accordance with the Declaration of Interest Policy.
The Registrar for Members Interest is appointed by the Rules Committee and during the period under review the Manager Organisational Development was assigned with this responsibility.
5.4 CODE OF CONDUCT
The Northern Cape Provincial Legislature adheres to the Northern Cape Provincial Legislature Service Act (2)/2011, the Conditions of Service of the Northern Cape Provincial Legislature and the Disciplinary Policy and Procedures of the Northern Cape Provincial Legislature in addressing matters of Conduct and Ethics.
The Legislature has addressed instances of misconduct in 2013/14 following the above prescripts and specifically implemented the Disciplinary Policy and procedure in instances of misconduct related to fraud, assault, gross insubordination and dereliction.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
The Code of Ethics and Conduct document for the Northern Cape Provincial Legislature was developed in 2013/14 and the aim is to have it approved in 2014/15 at the advent of the 5th Legislature. The Disciplinary policy is currently under review.
5.5 HEALTH SAFETY AND ENVIRONMENTAL ISSUES
The current status of Health and Safety and Environmental issues are dealt with by three sections, namely the Security section, Records and Auxiliary Services section and the Human Resources Section. The Wellness Practitioner previously coordinated this area, but due to the resignation of this incumbent, Health and Safety has been a joint effort by these sections.
Security Services jointly with Records & Auxiliary Services responds to reports of personal and building safety and environmental issues, such as office space, water cuts, maintenance of building, sanitation and fumigation in accordance with the Occupational Health and Safety Legislation.
The Human Resources Section responds to reports and instances of employee and Members assistance, namely first aid assistance, injury on duty and office accommodation in line with health considerations, health risks and occupational requirements.
5.6 PORTFOLIO COMMITTEES
The Legislature Portfolio Committee system is one of the many oversight mechanisms used to oversee the work of the Provincial Executive. During the period under review, 121 meetings were held as scheduled in the Northern Cape Legislature programme framework. Meeting statistics including meeting details is attached in Annexure 1.
Portfolio Committees function in accordance with an annual Committee cycle. In terms of this Committee cycle the Legislature dealt with the Annual Performance Plans,
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 approved the budgets of Departments, scrutenised selected quarterly reports and held oversight meetings to interrogate the annual performance of all departments and selected agencies in line with the Annual Reports tabled.
The array of matters raised at the level of Portfolio Committees pertains to various areas of service delivery, accountability and compliance. Due to the fact that oversight is conducted quarterly on 13 diverse portfolios, it is not possible to include the details of these deliberations.
5.7 SCOPA RESOLUTIONS
Resolution Subject Details Response by the Resolved No. department (Yes/No) 1. Irregular, The Northern Cape Internal controls fruitless, wasteful Provincial Legislature where put in place to and unauthorized should take proactive steps address all categories expenditure to prevent irregular, of irregular, fruitless, fruitless, wasteful and wasteful and unauthorized expenditure. unauthorised In addition, the Accounting expenditure. While Officer should ensure the rate of identified adequate planning and catagories of conduct regular checks to be expenditure has able to minimize the risk of decreased, the NCPL obtaining the above findings has not managed to as required by the Code for entirely curb these the Financial Administration expenditures of the Northern Cape Provincial Legislature. 2. Compliance with The Accounting Officer Specific Instances of supply chain should institute disciplinary irregular expenditure management steps against officials who was quantified, and policies fail to comply with supply reported. The issues chain management policies are still under investigation.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Resolution Subject Details Response by the Resolved No. department (Yes/No) 3. Fraud prevention The NCPL should develop, A draft fraud and risk implement and monitor a prevention plan is in management fraud prevention plan as place and a well as risk management comprehensive Risk plan. Management report and Risk register has been developed.
4. Evaluation of The outcome of planned The Administration planned targets targets should be evaluated intends to appoint a throughout the year to designated employee identify areas of concern for monitoring and and develop an action plan evaluation during the to address the shortcomings. 2014/15 FY.
5. Leave NCPL should implement Implementation and entitlement proper record keeping roll out of electronic relating to leave entitlement. leave system in 2014 to ensure accuracy of leave entitlement.
Leave files were audited and reconciled with leave balances by 1 April 2014.
Reconciliation/Leave Report compiled on a monthly basis.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
5.8 PRIOR MODIFICATIONS TO AUDIT REPORTS
Nature of qualification, Financial year Progress made in clearing / disclaimer, adverse opinion and in which it resolving the matter matters of non-compliance first arose Assets that could not be verified 2012/13 Complete verification of asset register was completed. Matter resolved. Receivables: Documents not submitted for 2011/12 Review of the entire debtors listing was 2012-13 financial year undertaken. Matter resolved. Expenditure: Payments not allocated to the 2012/13 Reviewed and corrected every correct account expenditure batch of previous year. Matter resolved. No tax clearance certificates (quotations) 2012/13 All expenditure was reviewed and lack (irregular expenditure) of tax clearance was reported. Matter resolved. Three quotes not obtained (irregular 2012/13 All expenditure was reviewed and lack expenditure) of quotations was reported. Matter resolved. Goods and services – no adequate supporting 2011/12 The entire back filing of the archives documentation to support amounts (limitation) was completed and documentation prior year submitted for audit. Matter resolved. Misstatement of leave liability balances - 2011/12 An internal audit was conducted on the no adequate supporting documents leave balances and corrections where (limitation) made. Matter resolved. 5.9 INTERNAL CONTROL UNIT
The Legislature does not have a designated internal control unit.
5.10 INTERNAL AUDIT AND AUDIT COMMITTEES
Internal controls comprise the methods and procedures implemented by management to achieve the objectives of safeguarding the Legislature's assets, efficient and effective
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 employment of resources, the prevention and detection of errors and fraud, ensuring the accuracy of accounting records and the timely production of reliable financial and operational information.
The Accounting Officer is responsible for the design, implementation and maintenance of appropriate internal controls in mitigation of the inherent risks of the Legislature.
The Internal Audit function, the independence of which is ensured through a functional reporting line to the Chairman of the Audit and Risk Committee, examines and evaluates the Legislature's activities, with the objective of assisting the Accounting Officer and management in the effective discharge of their responsibilities. The other major areas of activity are monitoring of the system of internal controls, identifying and reporting on error, fraud and discrepancies.
The mandate of the Internal Audit function, which is captured holistically in the Internal Audit Charter and reviewed annually by the Audit Committee, includes independently appraising the appropriateness, adequacy and effectiveness of the Legislature's systems of internal controls and reporting on these to management and the Audit Committee.
The three-year, risk-based audit plan covers major risks emanating from Legislature's integrated risk management process. The plan covers an equal balance of operational and financial risks. The audit plan is approved by the Audit and Risk Committee and reviewed annually, based on changes to the Legislature's risk profile. This ensures that the audit coverage is focused on identifying high-risk areas. The Internal Audit function further provided assurance with regard to the adequacy of performance information by means of reviewing all performance evidence submitted.
The valued role of the audit committee is expected to bear fruit during this financial year. With the support of our outsourced Internal Audit function the Legislature will in the next
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 coming financial year (2014/15) start to build its own internal audit capacity. The Legislature will also develop its physical and document security. Risk Management will also be conducted in house during the coming financial year.
The table below discloses relevant information on the audit committee members:
Name Qualifications Internal or If internal, position No. of external in the department Meetings attended Adv J Lubbe Senior Advocate External NA 3 (SC) (B.Iuris LLB) Adv N van Advocate (LLB) External NA 2 Heerden Mr. J Besnaar Chartered Accountant External NA 2 (CA) (CA)
5.10.1 Internal audit
The Audit Committee is satisfied that the internal audit function is independent, objective and operating effectively and also strives to address the risks pertinent to the Legislature in its audits.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
5.11 AUDIT COMMITTEE REPORT
We are pleased to present our report for the financial year ended 31 March 2014.
Audit Committee Members and Attendance
The Audit Committee consists of the members listed below and meets at least four times per annum in accordance with its approved Terms of Reference.
During the financial year under review, following number of meetings was held:
Name of Member Number of meetings scheduled Attended Advocate J Lubbe (SC) 3 3 Advocate N van Heerden 3 2 Mr. O Besnaar (CA) 3 2
Audit Committee Responsibility
The Audit Committee reports that it complied with its responsibility in terms of section 38(1)(a) of the PFMA and Treasury Regulations 3. 1.
The Audit Committee also reports that it adopted appropriate formal Terms of Reference as outlined in the Audit Committee Charter and met its responsibilities as stipulated in the Charter.
The effectiveness of internal control
The Legislature’s system of internal controls of Risk Management was adequate for the year under review. However, the entire risk management process was not effective due to the risk owners’ lack of commitment. To this end, the Audit Committee subsequently tasked management to address the weaknesses identified.
The system of internal control was not entirely effective for the year under review. Deficiencies in and deviations from the system of internal control were reported by the Internal Auditor and the Auditor- General.
The quality of in- year management and monthly/ quarterly reports submitted in terms of the PFMA and the Division of Revenue Act was also reviewed.
The Audit Committee reviewed the internal audit reports related to quarterly performance information prepared and issued by the Accounting Officer of the Legislature.
Evaluation of Financial Statements
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
PART D: HUMAN RESOURCE MANAGEMENT
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
1. INTRODUCTION
The Human Resources and Organisational Development Sections in the Corporate Services Department have faced many challenges during the 2013/14 financial year. For the past two years the position of Senior Manager: Corporate Services was occupied by Senior Managers in an acting capacity and appointed on a fixed term contract. During this period there were also two resignations that affected the workflow in the sections and included a vacancy in the position of the Labour Relations Officer.
The Corporate Services Department, however, maintained its high standard of service delivery to Members and employees of the Legislature during this period and will continue to develop ways to address human resource matters as efficiently and effectively as possible.
2. OVERVIEW OF HUMAN RESOURCES
2.1 ORGANISATIONAL DESIGN
With the understanding that organisational re-design requires a strategic approach and framework guided by a formal process for integrating people, information and technology of the organization to improve the probability that the goals will be met, the Legislature recognised the need to re-design the organizational structure of the Legislature. Due to the complex nature of the process, the envisaged timeframe for completion of the review with recommendations on the commencement of the implementation process could not be concluded as anticipated. The Organisational Development and Human Resources Sections played a supportive and guiding role in the process.
2.2 SKILLS DEVELOPMENT
The Legislature takes its cue from the principles of the Skills Development Act and National Skills Development Strategy in support to address the skills shortage.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Notwithstanding the Legislature’s commitment and dedication toward the National Skills Development Strategy and skills development legislation, the Legislature could not honor its commitment to budget the required 1% of personnel budget due to budgetary challenges and other institutional priorities which led to skills development programmes not taking place during the 2013/14 reporting period. There was, however, other skills development programmes initiated by the Legislative Sector that took place outside of the skills development budget.
2. 3 LEARNERSHIPS
The Northern Cape Provincial Legislature partnered with the Northern Cape Urban FET College and took mentorship responsibility of four (4) learners in a learnership programme in Business Administration pitched at NQF Level 4 for a duration of seven (7) months. This was done in support of the objectives of the NSDS III in improving the placement of both students and graduates, especially from FET Colleges. The learnership was done with the support of the Department for Rural Development. Embracing this venture with the FET College provided the Legislature an opportunity to contribute towards bridging the skills and unemployment gap in society and in so doing fulfilling our corporate responsibility as an organization.
2.4 BURSARY SCHEME
The Legislature supports the development, availability and the retention of skilled human capital through a Bursary Scheme that was initiated in 2006. The primary purpose of the bursary scheme is to target employees on the lower NQF levels in compliance with the National Skills Development Strategy. The Legislature managed to raise the qualification levels of employees ranging from NQF Level 4 – to as high as NQF Level 9 since the inception of the Bursary scheme. Through the Bursary Scheme and funding for the 2013 academic year, four qualifications ranging between NQF level 5 and 8 were completed.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2.5 MEMBERS CAPACITY BUILDING PROGRAMME
The 3rd phase of the Members Capacity Building Programme, pitched at NQF level eight (8), was contracted to the University of the Witwatersrand (WITS). The roll out of the Postgraduate Diploma in Advance Governance and Public Leadership commenced in July 2013. The programmes of the different Legislatures, party political priorities and matching the availability of the academic institutions academic cycle, impacted heavily on the anticipated completion of the programme at Masters Level by April 2014. Delays in the programme contributed to the fact that Members will only be concluding the Postgraduate Diploma in Advanced Governance and Public Leadership after the 2014 general elections. 2.6. BUILDING WORKPLACE RELATIONS (BWR)
The Legislature in partnership with the representative traded union, NEHAWU, embarked on a Building Workplace Relations (BWR) process during February and October 2013. This process was facilitated by an appointed Commissioner from the CCMA to help identify shortcomings in the mechanisms and procedures of the interactions and relationship between management and the labour unions of the Legislature. During the BWR sessions, management and labour identified the ‘key issues’ that needed to be addressed to impove the workplace relations.
At the time, notwithstanding the challenges in terms of other institutional priorities and commitments, it was evident that the management team together with labour were committed to concluding the BWR process with positive and workable results. NEHAWU however withdrew from the BWR process in October 2013. Management is committed to engage NEHAWU in an attempt to reconvene the parties moving forward.
The Legislature embarked on a similar exercise with the management of the institution later in 2013. During the interactions key areas were addressed and action plans to improve workplace relations between Managers were developed.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 a. LEAVE ADMINISTRATION
The Northern Cape Provincial Legislature embarked on an exercise to implement an electronic leave system during the 2013/14 financial year. A detailed exercise to confirm all manual leave information of employees was completed in March 2014 and the preparation for implementation commenced in April 2014. The new system aims to address prior year audit queries and improve the accuracy and quality of leave administration in the institution. b. PERFORMANCE MANAGEMENT
The performance management system of the Northern Cape Provincial Legislature has always been a manual system. In order to modernise and improve the alignment of the performance management system with the strategic objectives of the institution, the NCPL conducted research into the various models that could be implemented. By March 2014 a Performance Management system was purchased and the preparation for the implementation of the system is scheduled to commence in May 2014. The objective is to enhance the performance management process in the institution and accurately and effectively evaluate the performance of all employees at the institution. c. WELLNESS PROGRAMME
For 2013/14 the Northern Cape Provincial Legislature was unable to run an Employee Assistance Programme because no budget had been allocated for this function. The Wellness Unit was also left unstaffed due to a resignation at the end of March 2013. However, quarterly programmes were initiated and concluded, amongst other, Financial Management Workshops, Blood Drives and Weekly Spiritual Sessions. The NCPL staff participated in Inter–legislature games in the month of November 2013 which took place in Bloemfontein. A Wellness Day in conjunction with the NCPL Human Rights Day Programme was held on 21 March 2014 and included Voluntary Counselling and Testing and a Health Risk Assessment. The Employee Assistance Programme will be re-launched
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 in 2014/15 to enhance the NCPL work environment and provide support to employees and Members.
In conclusion, the development of the Human Resources Strategy within the institution and aligning it with the vision, mission and goals of the Northern Cape Provincial Legislature is a priority. The development of the Human Resources Strategy will take place concurrently during the strategic planning session for the 5th Legislature. This is the opportunity to strategically position Human Resources in the institution to further enhance service delivery by the Corporate Services Department.
3. HUMAN RESOURCES OVERSIGHT STATISTICS
3.1. Personnel related expenditure
The following tables summarises the final audited personnel related expenditure by programme and by salary bands. In particular, it provides an indication of the following: amount spent on personnel amount spent on salaries, overtime, homeowner’s allowances and medical aid.
Table 3.1.1 Personnel expenditure by programme for the period 1 April 2013 and 31 March 2014 Programme Total Personnel Training Professional Personnel Average expenditure expenditure expenditure and special expenditure personnel (R’000) (R’000) (R’000) services as a % of cost per expenditure total employee (R’000) expenditure (R’000) Administration 45 651 274 28 917 - - 63.34% 344 Members 39 003 552 - - 15.22% 312 Facilities 5 937 Parliamentary 37 236 249 - - 72.90% 476 Services 27 147 Total 121 891 075 62 001 - - 50.87% 388
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
NOTE: The above Personnel Expenditure total reflects actual expenditure in terms of personnel cost based on information extracted from PERSAL. The amount however does not balance with an amount of R224 792 in terms of the BAS Report. Further note that fixed-term contract employees are included in the personnel expenditure in Administration and are therefore included in the number of employees for that Programme.
Table 3.1.2 Personnel costs by salary band for the period 1 April 2013 and 31 March 2014 Salary band Personnel % of total No. of Average expenditure (R’000) personnel employees personnel cost cost per employee (R’000) Lower Skilled (Grade A1– 0.59% 2 183 A2) 366 Skilled (Grade A3–B2) 8 690 14.02% 46 189 Highly skilled production 27.90% 56 309 (Grade B3–C1) 17 299 Highly skilled supervision 36.65% 43 529 (Grade C2–D1) 22 726 Senior Management and 20.84% 13 Top Management(Grade 994 D2–E3) 12 920 Total 62 001 100% 160 388
Table 3.1.3 Salaries, Overtime, Home Owners Allowance and Medical Aid by programme for the period 1 April 2013 and 31 March 2014 Salaries Overtime Home Owners Medical Aid Allowance Programme Amount Salaries Amount Overtime Amount HOA as a Amount Medical (R’000 as a % of (R’000) as a % of (R’000) % of (R’000) aid as a personnel personnel personnel % of costs costs costs personnel costs
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Administration 18 717 30.19% - - 1 459 2.35% 718 1.16% Members 7.87% - - 0.21% 0.00% Facilities 4 878 129 0 Parliamentary 28.37% - - 2.20% 2.33% Services 17 588 1 366 1 444 Total 41 183 66.42% - - 2 954 4.76% 2 162 3.49%
Table 3.1.4 Salaries, Overtime, Home Owners Allowance and Medical Aid by salary band for the period 1 April 2013 and 31 March 2014 Salaries Overtime Home Owners Medical Aid Salary band Allowance Amou Salaries Amount Overtime Amount HOA as a Amount Medical nt as a % (R’000) as a % of (R’000) % of (R’000) aid as a (R’000 of personnel personnel % of ) personn costs costs personnel el costs costs Lower Skilled 222 0.36% - - 41 0.07% 0 0.00% (Grade A1-A2) Skilled (Grade 6 111 9.86% - - 640 1.03% 169 0.27% A3-B2) Highly skilled 12 401 20.00% - - 856 1.38% 794 1.28% production (Grade B3-C1) Highly skilled 14 655 23.64% - - 858 1.38% 1 014 1.64% supervision (Grade C2-C4) Senior 7 794 12.57% - - 559 0.90% 185 0.30% Management (Grade D1-E2) Total 41 183 66.42% - - 2 954 4.76% 2 162 3.49%
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
3.2. Employment and Vacancies
Table 3.2.1 Employment and vacancies by programme as on 31 March 2014
Programme Number of Number of Vacancy Rate Number of employees posts on posts filled additional to the approved establishment
establishment Administration 99 63 36.4% 6 Members Facilities 17 17 - - Parliamentary 87 52 40.23% - Service Total 203 138 32.51% 6
Table 3.2.2 Employment and vacancies by salary band as on 31 March 2014
Salary band Number of Number of Vacancy Rate Number of employees posts on posts filled additional to the approved establishment establishment Lower Skilled 2 2 - 6 (Grade A1-A2) Skilled (Grade A3- 65 38 41.5% - B2) Highly skilled 74 45 39.2% - production (Grade B3-C1) Highly skilled 30 26 13.33% - supervision (Grade C2-C4) Managers (DI – 18 16 11.11% - D2) Total 203 138 32.51 6
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Table 3.2.3 Employment and vacancies by critical occupations as on 31 March 2014
Critical occupation Number of Number of Vacancy Rate Number of employees posts on posts filled additional to the approved establishment establishment Registry Clerk (Office of 1 1 - - the Speaker) Manager: Office of the 1 1 - - Deputy Speaker Snr Researcher (ANC) 1 1 - - Manager: Office of the 1 1 Speaker Media Liaison Officer 1 1 - - Secretary to the Legislature 1 1 - - Snr Manager: Corporate 1 1 - - Services Manager: Corporate 1 1 - - Governance OD Administrator 1 1 - - Travel Administrator 1 1 - - Asset & Disposal Officer 1 1 - - Demand Clerk 1 1 - - Clerk (SCM) 1 - - 1 Accountants 4 - - 4 HR Administrator 1 - - 1 Total 18 12 - 6
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
3.3. Filling of SMS Posts
Table 3.3.1 SMS post information as on 31 March 2014
SMS Level Total Total % of SMS Total number of % of SMS posts number of number of posts filled SMS posts vacant vacant funded SMS posts SMS posts filled Secretary to the 1 1 100% 0 0% Legislature (E3) Head Parliamentary 1 0 0% 1 100% Services (E2) Senior Managers 6 4 66.67% 2 33.33% (D4) Managers (D2) 16 14 87.50% 2 12.50% Total 24 19 79.17% 5 20.83%
Table 3.3.2 SMS post information as on 30 September 2013
SMS Level Total Total % of SMS Total number of % of SMS posts number of number of posts filled SMS posts vacant vacant funded SMS posts SMS posts filled Secretary to the 1 0 0% 1 100% Legislature (E3) Head Parliamentary 1 1 100% 0 0% Services (E2) Senior Managers 6 5 83.33% 1 16.67% (D4) Managers (D2) 16 16 100% 0 0%
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Total 24 22 91.67% 2 8.33%
Table 3.3.3 Advertising and filling of SMS posts for the period 1 April 2013 and 31 March 2014
SMS Level Total Total % of SMS Total number of % of SMS posts number of number of posts filled SMS posts vacant vacant funded SMS posts SMS posts filled Secretary to the 1 1 100% 0 0% Legislature (E3) Head Parliamentary 1 0 0% 1 100% Services (E2) Senior Managers 6 4 66.67% 2 33.33% (D4) Managers (D2) 16 14 87.50% 2 12.50% Total 24 19 79.17% 5 20.83%
Table 3.3.4 Reasons for not having complied with the filling of funded vacant SMS - Advertised within 6 months and filled within 12 months after becoming vacant for the period 1 April 2013 and 31 March 2014 Reasons for vacancies not advertised within six months Budgetary Constraints
Reasons for vacancies not filled within six months Capacity contraints
Table 3.3.5 Disciplinary steps taken for not complying with the prescribed timeframes for filling SMS posts within 12 months for the period 1 April 2013 and 31 March 2014 Vacancies not advertised within six months None
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Vacancies not filled within six months None
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
3.4. Job Evaluation
Table 3.4.1 Job Evaluation by Salary band for the period 1 April 2013 and 31 March 2014 Salary band Number of Number % of Posts Upgraded Posts downgraded posts on of Jobs posts Number % of Number % of approved Evaluated evaluated posts posts establishment by salary evaluated evaluated bands Lower Skilled ------(Grade A1- A2) Skilled ------(Grades A3- B2) Highly skilled ------production (Grade B3- C1) Highly skilled ------supervision (Grade C2- C4) Senior ------Management Service Band A Senior ------Management Service Band B Senior ------Management Service Band C Senior ------Management Service Band
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
D Total ------
Table 3.4.2 Profile of employees whose positions were upgraded due to their posts being upgraded for the period 1 April 2013 and 31 March 2014 Gender African Asian Coloured White Total Female - - - - - Male - - - - - Total - - - - -
Employees with a disability -
Table 3.4.3 Employees with salary levels higher than those determined by job evaluation by occupation for the period 1 April 2013 and 31 March 2014 Occupation Number of Job evaluation Remuneration Reason for employees level level deviation - - - - - Total number of employees whose salaries exceeded the level determined by job - evaluation Percentage of total employed -
Table 3.4.4 Profile of employees who have salary levels higher than those determined by job evaluation for the period 1 April 2013 and 31 March 2014 Gender African Asian Coloured White Total Female Male Total - - - - -
Employees with a disability - - - - -
Total number of Employees whose salaries exceeded the grades determine by job None evaluation
3.5. Employment Changes
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
This section provides information on changes in employment over the financial year. Turnover rates provide an indication of trends in the employment profile of the department. The following tables provide a summary of turnover rates by salary band and critical occupations (see definition in notes below).
Table 3.5.1 Annual turnover rates by salary band for the period 1 April 2013 and 31 March 2014 Salary band Number of Appointments Terminations Turnover employees at and transfers and transfers rate beginning of period- into the out of the 1 April 2013 department department Lower Skilled (Grade A1-A2) 2 - - - Skilled (Grade A3-B2) 39 2 2 5.12% Highly skilled production 51 - 7 13.73% (Grade B3-C1) Highly skilled supervision 25 2 1 3.7% (Grade C2-C4) Snr Management & Managers 23 4 6 26.09% (Grade D1-E3) Contracts 2 12 2 0% Total 142 20 18 12.68%
Table 3.5.2 Annual turnover rates by critical occupation for the period 1 April 2013 and 31 March 2014 Critical occupation Number of Appointments Terminations Turnover employees at and transfers and transfers rate beginning of into the out of the period-April 2013 department department Secretary to the Legislature 1 1 1 0% Snr Manager: Corporate 1 1 1 0% Services Chief Financial Officer 1 - 1 100% Manager: Committees 1 - 1 100%
TOTAL 4 2 4 50%
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Table 3.5.3 Reasons why staff left the department for the period 1 April 2013 and 31 March 2014 Termination Type Number % of Total Resignations Death 1 5.88% Resignation 11 61.11% Expiry of contract 3 17.65% Dismissal – operational changes Dismissal – misconduct - - Dismissal – inefficiency - - Discharged due to ill-health - - Retirement - - Transfer to other Public Service Departments - - Other 3 17.65% Total 18 100% Total number of employees who left as a 144 12.50% % of total employment
Table 3.5.4 Promotions by critical occupation for the period 1 April 2013 and 31 March 2014 Occupation Employees Promotions Salary level Progressions Notch 1 April to another promotions as to another progression as a 2013 salary level a % of notch within % of employees employees by a salary level by occupation occupation ------TOTAL - - - - -
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Table 3.5.5 Promotions by salary band for the period 1 April 2013 and 31 March 2014
Salary Band Employees Promotions Salary Progressions Notch progression as a 1 April to another bands to another % of 2013 salary level promotions notch within employees by salary as a % of a salary bands employees level by salary level Lower Skilled 2 - - - - (A1 – A2) Skilled 39 - - - - (A3 – B2) Highly skilled 52 - - - - production (B3 – C1) Highly skilled 25 - - - - supervision (C2 – C3) Senior 24 - - - - Management & Managers (D1 – E3) Total 142 - - - -
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
3.6. Employment Equity Table 3.6.1 Total number of employees (including employees with disabilities) in each of the following occupational categories as on 31 March 2014 Occupational Male Female Total category African Coloured Indian White African Coloured Indian White Top 1 0 0 0 0 0 0 0 1 Management (E2 – E3)
Senior 2 0 0 0 0 1 0 1 4 Management (D4) Professionally 5 4 0 0 2 5 0 0 16 qualified & experienced specialists and mid- management (D1 – D2) Skilled 19 7 0 1 13 8 1 4 53 technical & academically qualified workers, junior manag, supervisors, foreman & superintendents (C1 – C4) Semi-skilled & 10 4 0 0 17 12 1 4 48 discretionary decision making (B1 – B4)
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Unskilled & 1 3 0 0 3 3 0 0 10 defined decision making (A2 – A3) Contracts 4 1 - - 4 3 - 0 12
Total 42 19 0 1 39 32 2 9 144
Employees ------with disabilities Table 3.6.2 Total number of employees (including employees with disabilities) in each of the following occupational bands as on 31 March 2014 Occupational Male Female Tota band Africa Coloure India Whit Africa Coloure India Whit l n d n e n d n e Top 1 0 0 0 0 0 0 0 1 Management (E2 – E3) Senior 2 0 0 0 0 1 0 1 4 Management (D4) Professionally 5 4 0 0 2 5 0 0 16 qualified & experienced specialists and mid- management (D1 – D2) Skilled 19 7 0 1 13 8 1 4 53 technical & academically qualified workers, junior manag, supervisors, foreman &
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 superintendent s (C1 – C4)
Semi-skilled & 10 4 0 0 17 12 1 4 48 discretionary decision making (B1 – B4) Unskilled & 1 3 0 0 3 3 0 0 10 defined decision making (A2 – A3) Contracts 4 1 - - 4 3 - 0 12
Total 42 19 0 1 39 32 2 9 144
Table 3.6.3 Recruitment for the period 1 April 2013 to 31 March 2014 Occupational Male Female Tota band Africa Coloure India Whit Africa Coloure India Whit l n d n e n d n e Top 1 ------1 Management (E2 – E3)
Senior ------Management (D4 ) Professionally - - - - 1 - - - 1
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 qualified & experienced specialists and mid- management (D1 – D2) Skilled 1 1 ------2 technical & academically qualified workers, Junior management, supervisors, foreman & superintendent s (C1 –C4) Semi-skilled & ------discretionary decision making (B1 – B4) Unskilled & ------0 defined decision making (A2– A3) Temporary 2 2 - - 3 1 - - 8 employees Addition to the 2 - - - 2 2 - - 6 establishment
Total 6 3 - - 6 3 - - 18
Employees ------with disabilities
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Table 3.6.4 Promotions for the period 1 April 2013 to 31 March 2014 - NONE Occupational Male Female Tota band Africa Coloure India Whit Africa Coloure India Whit l n d n e n d n e Top ------Management Senior ------Management Professionally ------qualified and experienced specialists and mid- management Skilled ------technical and academically qualified workers, junior management, supervisors, foreman and superintendent s Semi-skilled ------and discretionary decision making Unskilled and ------defined decision making Total ------Employees ------with disabilities
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Table 3.6.5 Terminations for the period 1 April 2013 to 31 March 2014
Occupational Male Female Total band African Coloured Indian White African Coloured Indian White Top 2 ------2 Management Senior 1 1 ------2 Management Professionally 1 - - - 1 - - - 2 qualified & experienced specialists and mid- management Skilled - 2 - - - 1 - - 3 technical & academically qualified workers, junior
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 management, supervisors, foreman & superintendants Semi-skilled & 1 1 - 1 3 - - - 6 discretionary decision making Unskilled & ------defined decision making Contracts 1 1 - - - - - 1 3
Total 6 5 0 1 4 1 0 1 18
Employees ------with disabilities
Table 3.6.6 Disciplinary action for the period 1 April 2013 to 31 March 2014
Disciplinary Male Female Total action African Coloured Indian White African Coloured Indian White 3 4 1 1 9 Total 3 4 1 1 9
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Table 3.6.7 Skills development for the period 1 April 2013 to 31 March 2014
Occupational Male Female Total category African Coloured Indian White African Coloured Indian White Legislators, 1 ------1 senior officials and managers Professionals 2 - - - - 2 - - 4 Technicians 5 2 - - 4 1 - - 12 and associate professionals Clerks 1 - - - - 1 - - 2 Service and ------sales workers Skilled ------agriculture and fishery workers Craft and ------related trades workers Plant and ------machine operators and assemblers Elementary ------occupations Total 9 2 - - 4 4 - - 19 Employees ------with disabilities
3.7. Signing of Performance Agreements by SMS Members
All members of the SMS must conclude and sign performance agreements within specific timeframes. Information regarding the signing of performance agreements by SMS
members, the reasons for not complying within the prescribed timeframes and disciplinary steps taken is presented here.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Table 3.7.1 Signing of Performance Agreements by SMS members as on 31 July 2014
SMS Level Total number of Total number of Total number of Signed funded SMS SMS members signed performance posts performance agreements as % of agreements total number of SMS members Secretary to the 1 1 1 100% Legislature (E3) Head 1 1 0 0% Parliamentary Services (E2) Senior Managers 5 5 0 0% (D4) Total 7 7 0 0%
Notes In the event of a National or Provincial election occurring within the first three months of a financial year all members of the SMS must conclude and sign their performance agreements for that financial year within three months following the month in which the elections took place. For example if elections took place in April, the reporting date in the heading of the table above should change to 31 July.
Table 3.7.2 Reasons for not having concluded Performance agreements for all SMS members as on 31 March 2014 Reasons Acting appointments in the positions of Secretary to the Legislature, Chief Financial Officer, Head Parliamentary Services due to the suspension of 3 senior officials in 2012 and subsequent dismissal in 2013. Fixed Term Contract appointment in position of Senior Manager: Corporate Services 1 April 2013 -31 NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
March 2014. Position advertised December 2013 Appointment of the Secretary to the Legislature is 1 March 2014 National and Provincial Elections took place on 7 May 2014 and performance agreements will be concluded by 31 July 2014 Chief Financial Officer and Head: Parliamentary Services positions to be advertised and filled by 1 August 2014
Table 3.7.3 Disciplinary steps taken against SMS members for not having concluded Performance agreements as on 31 March 2014 Reasons None
3.8. Performance Rewards
No Performance rewards were paid during the period under review. 3.9. Foreign Workers
No foreign nationals were employed in the department during the period under review.
3.10. Leave utilisation
The Public Service Commission identified the need for careful monitoring of sick leave within the public service. The following tables provide an indication of the use of sick leave and disability leave. In both cases, the estimated cost of the leave is also provided.
Table 3.10.1 Sick leave for the period 1 April 2013 to 31 March 2014
Salary band Total % Days Number % of total Average Estimated Cost days with of employees days per (R’000) Medica Employee using sick employe l s using leave e certific sick leave ation Lower Skills (Grade A1- 15 66.67 2 100% 7.5 R 7 578.84
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
A2) Skilled (Grade A3-B2) 420 90.24 34 75.55% 12.35 R 260 319.03 Highly skilled production 691 88.71 37 64.91% 18.67 R 654 876.51 (Grade B3-C1) Highly skilled 303 96.70 32 78.04% 9.47 R 452 327.97 supervision (Grade C2- D1) Top and Senior 74 100 8 61.53% 9.25 R 204 882.16 management (Grade D2- E3) Total 1503 91.08 113 71.52% 13.30 R 1, 579, 984.51
Table 3.10.2 Disability leave (temporary and permanent) for the period 1 April 2013 to 31 March 2014 Salary band Total % Days Number % of total Average Estimated days with of employees days per Cost Medical Employees using employee (R’000) certification using disability disability leave leave Lower Skills (Grade A1------A2) Skilled (Grade A3-B2) ------Highly skilled production ------(Grade B3-C1) Highly skilled ------
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014 supervision (Grade C2- C4) Top and Senior ------management (Grade D1- E3) Total ------
Table 3.10.3 Annual Leave for the period 1 April 2013 to 31 March 2014 Salary band Total days taken Number of Employees Average per using annual leave employee Lower Skills (Grade A1-A2) 73 2 36.5 Skilled (Grade A3-B2) 807 41 19.68 Highly skilled production 1216 50 24.32 (Grade B3-C1) Highly skilled supervision 1104 39 28.31 (Grade C2-D1) Top and Senior management 212 10 21.20 (Grade D2-E3) Total 3412 142 24.03
Table 3.10.4 Capped leave for the period 1 April 2013 to 31 March 2014 Salary band Total Number of Average Average capped days of Employees number of days leave per capped using taken per employee as on leave capped employee 31 March 2014 taken leave Lower Skills (Grade A1-A2) - - - - Skilled (Grade A3-B2) 4 2 2 2 Highly skilled production (Gr B3- 11 3 3.66 3.66 C1) Highly skilled supervision (Gr C2- - - - - D1) Top & Senior management (Gr D2- 5 1 5 5 E3) Total 20 6 3.33 3.33
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
The following table summarise payments made to employees as a result of leave that was not taken.
Table 3.10.5 Leave payouts for the period 1 April 2013 and 31 March 2014 Reason Total amount Number of Average per (R’000) employees employee (R’000) Leave payout for 2013/14 due to non-utilisation - - - of leave for the previous cycle Capped leave payouts on termination of service 972, 996.84 10 97, 299.68 for 2013/14 Current leave payout on termination of service 2, 159, 388.91 16 134, 961.81 for 2013/14 Total 3, 132, 385.75 16 195, 774.11
3.11. HIV/AIDS & Health Promotion Programmes
Table 3.11.1 Steps taken to reduce the risk of occupational exposure Units/categories of employees identified to be at high risk of Key steps taken to reduce contracting HIV & related diseases (if any) the risk None
Table 3.11.2 Details of Health Promotion and HIV/AIDS Programmes (tick the applicable boxes and provide the required information) Question Yes No Details, if yes 1. Have the Legislature designated a member of the x Not applicable SMS to implement the provisions contained in Part VI E of Chapter 1 of the Public Service Regulations, 2001? If so, provide her/his name and positions. 2. Do the Legislature have a dedicated unit or have x Senior Manager: Corporate you designated specific staff members to promote Services & Manager: Human the health and well being of your employees? If Resources Management so, indicate the number of employees who are No budget specifically allocated involved in this task and the annual budget that is for this function in this financial
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Question Yes No Details, if yes available for this purpose. year. 3. Have the Legislature introduced an Employee x No budget specifically allocated Assistance or Health Promotion Programme for for this function in this financial your employees? If so, indicate the key year. elements/services of this Programme 4. Have the Legislature established (a) committee(s) x Not applicable as contemplated in Part VI E5 (e) of Chapter 1 of the Public Service Regulations, 2001? If so, please provide the names of the members of the committee and the stakeholder (s) that they represent. 5. Have the Legislature reviewed the employment x Draft Policy on HIV/AIDS, ill policies and practices of the Legislature to ensure health and incapacity developed. that these do not unfairly discriminate against employees on the basis of their HIV status? If so, list the employment policies/procedures so reviewed. 6. Have the Legislature introduced measures to x Included in draft policies. protect HIV-positive employees or those perceived to be HIV-positive from discrimination? If so, list the key elements of these measures. 7. Do the Legislature encourage its employees to x 10% of employees participated in undergo Voluntary Counselling and Testing? If 2013/14 so, list the results that you have achieved. 8. Have the Legislature developed x No budget specifically allocated measures/indicators to monitor & evaluate the for this function in this financial impact of your health promotion programme? If year. so, list these measures/indicators.
3.12. Labour Relations
Table 3.12.1 Collective agreements for the period 1 April 2013 and 31 March 2014 Subject matter Date Collective Agreement: Wage Negotiations for period beginning 01 April 2013 July 2013 ending 31 March 2014 concluded
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
The following table summarises the outcome of disciplinary hearings conducted within the department for the year under review.
Table 3.12.2 Misconduct and disciplinary hearings finalised for the period 1 April 2013 and 31 March 2014 Outcomes of disciplinary hearings Number % of total Correctional counselling - - Verbal warning - - Written warning - - Final written warning 1 20% Suspended without pay - - Fine - - Demotion - - Dismissal 4 80% Not guilty - - Case withdrawn - - Total 5 100
Table 3.12.3 Types of misconduct addressed at disciplinary hearings for the period 1 April 2013 and 31 March 2014 Type of misconduct Number % of total Assault 1 12.5 % Dereliction of duties/Insubordination 1 12.5 % Misuse of Legislature property/Accounts 3 37.5 % Negligence 3 37.5 % Total 8 100%
Table 3.12.4 Grievances logged for the period 1 April 2013 and 31 March 2014 Grievances Number % of Total Number of grievances resolved 3 30% Number of grievances not resolved 7 70% Total number of grievances lodged 10 100%
Table 3.12.5 Disputes logged with Councils for the period 1 April 2013 and 31 March 2014 Disputes Number % of Total
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Number of disputes upheld 4 67% Number of disputes dismissed 2 33% Total number of disputes lodged 6 100%
Table 3.12.6 Strike actions for the period 1 April 2013 and 31 March 2014 Total number of persons working days lost - Total costs working days lost - Amount recovered as a result of no work no pay (R’000) -
Table 3.12.7 Precautionary suspensions for the period 1 April 2013 and 31 March 2014 Number of people suspended 7 Number of people who’s suspension exceeded 30 5 days Average number of days suspended 178 Cost of suspension(R’000) R2 370 613.08
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
3.12. Skills development This section highlights the efforts of the department with regard to skills development.
Table 3.13.1 Training needs identified for the period 1 April 2013 and 31 March 2014 Occupational category Gender Number of Training needs identified at start of the reporting employees period as at 1 Learnerships Skills Other Total April Programmes forms of 20YY & other training short courses Top Management Female - - - Male 1 1 1 Senior Management Female 2 3 3 Male 3 3 3 Professionally Qualified, Female 6 19 19 Experienced Specialists Male 10 16 16 and Mid Management Skilled Tech & Female 28 48 48 Academically qualified Male 26 47 47 Semi – Skilled and Female 37 50 50 Discretionary Decision Male 17 14 14 Making Unskilled & Defined Female 6 - - Decision Making Male 4 - - Temporary/Contract Female 1 - - Employees Male - - - Sub Total Female 80 120 120 Male 61 81 81 Additional to the Female 1 - - Establishment Male - - -
Total 142 201 201
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Table 3.13.2 Training provided for the period 1 April 2013 and 31 March 2014 Occupational Gender Number of Training provided within the reporting period category employees Learnerships Skills Other Total as at 1 Programmes forms of April & other training 20YY short courses Top Management Female - - - Male 1 - - Senior Management Female 2 - - Male 3 1 - Professionally Female 6 2 - Qualified, Male 10 2 - Experienced Specialists and Mid Management Skilled Tech & Female 28 5 - Academically Male 26 7 - qualified Semi – Skilled and Female 37 1 - Discretionary Male 17 1 - Decision Making Unskilled & Defined Female 6 - - Decision Making Male 4 - - Temporary/Contract Female 2 - - Employees Male - - - Sub Total Female 80 8 - Male 61 11 -
Total 142 19 -
3.13. Injury on duty
The following tables provide basic information on injury on duty.
Table 3.14.1 Injury on duty for the period 1 April 2013 and 31 March 2014
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Nature of injury on duty Number % of total Required basic medical attention only Temporary Total Disablement Permanent Disablement Fatal Total - -
3.14. Utilisation of Consultants
The following tables relates information on the utilisation of consultants in the department. In terms of the Public Service Regulations “consultant’ means a natural or juristic person or a partnership who or which provides in terms of a specific contract on an ad hoc basis any of the following professional services to a department against remuneration received from any source:
(a) The rendering of expert advice; (b) The drafting of proposals for the execution of specific tasks; and (c) The execution of a specific task which is of a technical or intellectual nature, but excludes an employee of a department.
Table 3.15.1 Report on consultant appointments using appropriated funds for the period 1 April 2013 and 31 March 2014 Project title Total number of consultants Duration Contract value in that worked on project (work days) Rand Labour Relations Services 1 266 R 92 892.00
Total number of projects Total individual consultants Total Total contract value in duration Rand Work days 1 1 266 R92 892.00
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
PART E: FINANCIAL INFORMATION
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
1. REPORT OF THE AUDITOR GENERAL
REPORT OF THE AUDITOR-GENERAL TO THE NORTHERN CAPEPROVINCIAL LEGISLATUREON VOTE NO.2: PROVINCIAL LEGISLATURE REPORT ON THE FINANCIAL STATEMENTS Introduction
1. I have audited the financial statements of theprovincial legislature set out on pages XX to XX, which comprise the appropriation statement, the statement of financial position as at 31 March 2014, the statement of financial performance, statement of changes in net assets and the cash flow statement for the year then ended, and the notes, comprising a summary of significant accounting policies and other explanatory information.
Accounting officer’s responsibility for the financial statements
2. The accounting officer is responsible for the preparationand fair presentation of these financial statements in accordance withthe Modified Cash Standard prescribed by the National Treasuryand the requirements of the Public Finance Management Act of South Africa, 1999 (Act No. 1 of 1999) (PFMA) andthe Code for financial administration of the Northern Cape Provincial Legislature, and for such internal control as the accounting officer determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.
Auditor-General’s responsibility
3. My responsibility is to express an opinion on these financial statements based on my audit. I conducted my audit in accordance withthe Public Audit Act of South Africa, 2004 (Act No. 25 of 2004) (PAA), the general notice issued in terms thereof and International Standards on Auditing. Those standards require that I comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.
4. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor’s judgement, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity’s preparation and fair presentationof the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity’s internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements.
5. I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my audit opinion.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Opinion
6. In my opinion, the financial statements present fairly, in all material respects, the financial position of the provincial legislature as at 31 March 2014, and its financial performance and cash flows for the year then ended in accordance with the Modified Cash Standard prescribed by the National Treasury and the requirements of the PFMA and Code for financial administration of the Northern Cape Provincial Legislature.
Emphasis ofmatter
7. I draw attention to the matter below. My opinion is not modified in respect of thismatter.
Restatement of corresponding figures 8. As disclosed in notes 6, 12,22 and 31 to the financial statements, the corresponding figures for 31 March 2013 have been restated as a result of correction of prior year qualification matters relating to misclassification of expenditure, incorrect leave entitlement and irregular expenditure.
Additional matter
9. I draw attention to the matter below. My opinion is not modified in respect of this matter.
Unaudited supplementary schedules 10. The supplementary information set out on pages XX to XX does not form part of the financial statements and is presented as additional information. I have not audited these schedules and, accordingly, I do not express an opinion thereon.
REPORT ON OTHER LEGAL AND REGULATORY REQUIREMENTS 11. In accordance with the PAA and the general notice issued in terms thereof, I report the following findings on the reported performance information against predetermined objectives for selected programmes presented in the annual performance report, non-compliance with legislation as well as internal control. The objective of my tests was to identify reportable findings as described under each subheading but not to gather evidence to express assurance on these matters. Accordingly, I do not express an opinion or conclusion on these matters.
Predetermined objectives 12. I performed procedures to obtain evidence about the usefulness and reliability of the reported performance information for the following selected programmes presented in the annual performance report of the legislature for the year ended 31 March 2014: Programme2: Facilities for members and political parties on pages 22 to 23
Programme 3: Parliamentary services on pages 24 to 32 NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
13. I evaluated the reported performance information against the overall criteria of usefulness and reliability. 14. I evaluated the usefulness of the reported performance information to determine whether it was presented in accordance with the National Treasury’s annual reporting principles and whether the reported performance was consistent with the planned programmes. I further performed tests to determine whether indicators and targets were well defined, verifiable, specific, measurable, time bound and relevant, as required by the National Treasury’s Framework for managing programme performance information (FMPPI). 15. I assessed the reliability of the reported performance information to determine whether it was valid, accurate and complete. 16. The material findings in respect of the selected programmes are as follows: Programme 2: Facilities for members and political parties 17. I did not raise any material findings on the usefulness and reliability of the reported performance information for facilities for members and political parties. Programme 3: Parliamentary services Usefulness of reported performance information 18. The FMPPI requires that: Performance targets must be specific in clearly identifying the nature and required level of performance. A total of 22% of the targets were not specific. Performance targets must be measurable. Icould not measure the required performance for 22% of the targets. Performance indicators must be well defined by having clear data definitions so that data can be collected consistently and is easy to understand and use. A total of 22% of the indicators were not well defined. Performance indicators must be verifiable, meaning that it must be possible to validate the processes and systems that produced the indicators. A total of 22% of the indicators were not verifiable. This was due to a lack of proper systems and processes for performance planning and management to provide for the development of performance indicators and targets included in the annual performance plan and technical indicator descriptions.
19. The FMPPI requires indicators to relate logically and directly to an aspect of the auditee’s mandate and the realisation of strategic goals and objectives. A total of 22% of the indicators did not relate logically and directly to an aspect of the auditee’s mandate and the realisation of strategic goals and objectives as per the five-year strategic plan. This was because proper performance planning and management practices had not been developed to provide for the development of performance indicators and targets included in the annual performance plan.
Reliability of reported performance information NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
20. The FMPPI requires auditees to have appropriate systems to collect, collate, verify and store performance information to ensure valid, accurate and complete reporting of actual achievements against planned objectives, indicators and targets. Significantly important targets were not reliable when compared to the source information or evidence provided. This was due to a lack of monitoring of the completeness of source documentation in support of actual achievements. Additional matter 21. I draw attention to the following matter: Achievement of planned targets 22. Refer to the annual performance report on pages 22 to 23 and 24 to 31 for information on the achievement of the planned targets for the year. This information should be considered in the context of the material findings on the usefulness and reliability of the reported performance information for the selected programmes reported in paragraphs 18 to 20 of this report.
Compliance with legislation 23. I performed procedures to obtain evidence that the entity had complied with applicable legislation regarding financial matters, financial management and other related matters. My finding on material non-compliance with specific matters in key legislation, as set out in the general notice issued in terms of the PAA, is as follows: Procurement and contract management 24. Goods and services were procured from suppliers who did not submit an original tax clearance certificate from the South African Revenue Service (SARS) certifying the tax affairs of that person to be in order or that suitable arrangements had been made with SARS as required by section14 of the Preferential Procurement Regulations, 2011.
Internal control 25. I considered internal control relevant to my audit of the financial statements, annual performance report and compliance with legislation. The matters reported below are limited to the significant internal control deficiencies that resulted in the findings on the annual performance report and the finding on compliance with legislation included in this report. Leadership 26. The leadership of the legislature did not exercise its oversight responsibility sufficiently to ensure that proper internal control procedures are developed and implemented to enable the legislature to produce accurate and complete annual financial statements.The financial statements submitted had several misstatements which were subsequently corrected, but no findings on non-compliance to laws and regulations have been reported in this report. The financial and performance management of the Legislature is regulated by the Code for the Financial Administration of the Northern Cape Provincial Legislature which is regarded as a policy and not a regulation hence, no non-compliance findings were reported 27. The leadership does not exercise sufficient oversight of reporting and compliance
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
with laws and regulations and internal control. 28. The leadership did not develop and adopt a formal information technology (IT) risk and control framework. Financial and performance management 29. The legislature did not implement proper record keeping in a timely manner to ensure that complete, relevant and accurate information is accessible and available to support financial and performance reporting. 30. Review and monitoring of compliance with applicable laws and regulations are not performed. The legislature does not have a delegated employee who is trained in the necessary technical skills to address and monitor new legislative changes affecting the entity. Governance 31. The risk assessment of the legislature was not effective to detect or prevent the number of control deficiencies identified. The fraud risk assessment was not adequately performed due to policies being under review.
OTHER REPORTS Audit-related services and special audits 32. With regard to donor funding (Northern Cape Provincial Legislature Legislative Sector Support funding), we performed agreed-upon procedures to determine whether or not the donor funds were used in accordance with their intended purpose.
Kimberley
31 July 2014
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2. ANNUAL FINANCIAL STATEMENTS
Approval
The Annual Financial Statements set out on pages 106 to 171 have been approved by the Accounting Officer.
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Appropriation per programme
2013/14 2012/13
Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriatio Funds Appropriatio Expenditure as % of Appropriatio Expenditure n n final n appropriatio n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 1. Administration
Current payment 42,185 - 20 42,205 43,057 (852) 102.0 42,214 43,613 % Transfers and subsidies 1,729 - - 1,729 2,137 (408) 123.6 331 353 % Payment for capital 236 - 222 458 458 - 100.0 2,361 2,361 assets % 44,150 - 242 44,394 45,652 (1,260) 44,906 46,327 2. FACILITIES FOR MEMBERS AND POLITICAL PARTIES
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Appropriation per programme
2013/14 2012/13
Current payment 16,151 15 204 16,370 16,370 - 100% 13,780 13,780 Transfers and subsidies 22,685 (15) (37) 22,633 22,633 - 100% 21,409 21,409 Payment for capital ------233 233 assets 38,836 - 167 39,003 39,003 - 35,422 35,422 3. PARLIAMENTAR Y SERVICES
Current payment 37,609 - (409) 37,200 37,200 - 100% 35,092 35,092 Payment for capital 36 - - 36 36 - 100% 417 417 assets 37,645 - (409) 37,236 37,236 - 35,509 35,509
Subtotal 120,631 - - 120,63 121,89 (1,260) 101.0 115,83 117,258 1 1 % 7
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Appropriation per programme
2013/14 2012/13 Statutory Appropriation Current payment 20,576 - - 20,576 20,309 267 98.7% 19,586 19,567 Transfers and subsidies 1,080 - - 1,080 1,078 2 99.8% - -
TOTAL 142,28 - - 142,28 143,27 (991) 100.7 135,42 136,825 7 7 8 % 3
2013/14 2012/13
Final Actual Final Actual Appropriatio Expenditure Appropriatio Expenditure n n
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
TOTAL (brought forward)
ADD
Departmental receipts 507 3,271
Aid assistance
Actual amounts per statement of financial performance (total 142,79 138,69 revenue) 4 4
ADD 2,043 486 Aid assistance
Prior year unauthorised expenditure approved without funding
Actual amounts per statement of financial performance (total 145,32 137,31 expenditure) 1 1
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Appropriation per economic classification
2013/14 2012/13
Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 Current payments Compensation of 62,547 (322) - 62,225 62,225 - 100% 56,992 56,992 employees Goods and services 33,398 305 (185) 33,518 34,371 (853) 102.5 34,094 35,493 %
Transfers and subsidies Departmental agencies and 845 17 (37) 825 825 - 100% 336 336 accounts Non-profit institutions 22,189 - - 22,189 22,189 - 100% 21,073 21,073 Households 1,380 - - 1,380 1,787 (407) 129.5 331 353 %
Payments for capital assets
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Appropriation per economic classification
2013/14 2012/13 Machinery and equipment 272 - 4 276 276 - 100% 3,011 3,011 Intangible assets - - 218 218 218 - 100.0 - - %
Total 120,63 - - 120,63 121,89 (1,260) 101.0 115,83 117,25 1 1 1 % 7 8
Statutory Appropriation 2013/14 2012/13 Direct changes Adjusted Shifting Virement Final Actual Variance Expenditure Final against the Appropriation of Appropriation Expenditure as % of final Appropriation exp National/Provincial Funds appropriation Revenue Fund R'000 R'000 R'000 R'000 R'000 R'000 % R'000 List all direct charges against the 21,656 - - 21,656 21,387 269 98.8% 19,586 N Member of
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
executive committee / parliamentary officers
Total 21,656 - - 21,656 21,387 269 98.8% 19,586
2014/13 2014/13
Detail per sub-programme Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2014/13 2014/13
Detail per sub-programme Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 1.1 OFFICE OF THE SPEAKER Current payment 4,786 - (552) 4,234 4,234 - 100% 4,818 4,818 Transfers and subsidies 349 - - 349 349 - 100% 331 353 Payment for capital assets ------6 6
1.2 OFFICE OF THE SECRETARY Current payment 4,311 (196) (314) 3,801 3,801 - 100% 2,886 2,886 Transfers and subsidies 609 - - 609 609 - 100% - - Payment for capital assets ------6 6
1.3 FINANCIAL MANAGEMENT Current payment 13,082 740 822 14,644 14,644 - 100.0% 13,942 14,887 Transfers and subsidies - - - - 408 (408) - - Payment for capital assets ------1,954 1,954
1.4 CORPORATE SERVICES
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2014/13 2014/13
Detail per sub-programme Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n Current payment 9,583 (554) - 9,039 9,039 - 100% 9,227 9,227 Transfers and subsidies - - - 771 771 - 100% - - Payment for capital assets - - 218 218 218 - 100% 203 203
1.5 SECURITY AND RECORDS MANAGEMENT
Current payments 10,423 - 64 10,487 11,339 (852) 108.1% 11,341 11,795 Payment for capital assets 236 - 4 240 240 - 100% 192 192
Total 44,150 - 242 44,392 45,652 (1,260) 102.8% 44,906 46,327
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2013/14 2013/12 Economic classification Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 Current payments Compensation of employees 28,669 (322) (866) 27,841 27,841 - 100% 25,347 25,347 Goods and services 13,516 322 886 14,724 15,577 (853) 105.8% 16,867 18,266
Transfers and subsidies to: Departmental agencies and 349 - - 349 349 - 100% - - accounts Households 1,380 - - 1,380 1,747 (407) 129.5% 331 353
Payment for capital assets Machinery and equipment 236 - 4 240 240 - 100% 2,361 2,361 Intangible assets - - 218 218 218 - 100% - -
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Total 44,150 - 242 44,392 45,652 (1,260) 102.8% 44,906 46,327
Detail per programme 2 - FACILITIES FOR MEMBERS AND POLITICAL PARTIES For the year ended 31 March 2014 2013/14 2013/12
Economic classification Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000
2.1 MEMBERS FACILITIES Current payment 5,399 (174) (35) 5,190 5,190 - 100% 4,584 4,584
2.2 POLITICAL PARTIES SUPPORT
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Current payment 10,752 189 239 11,180 11,180 - 100% 9,196 9,196 Transfers and subsidies 2,265 (15) (37) 22,633 22,633 - 100% 21,409 21,409 Payment for capital assets ------233 233
Total 38,836 - 167 39,003 39,003 - 100% 35,422 35,422
2013/14 2013/12
Programme 2 Per Economic classification Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 Current payments Compensation of employees 6,286 - 239 6,525 6,525 - 100% 5,839 5,839 Goods and services 9,865 (17) (35) 9,813 9,813 - 100% 7,941 7,941
Transfers and subsidies to:
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
Departmental agencies and 496 17 (37) 476 476 - 100% 336 336 accounts Households 22,189 - - 22,189 22,189 - 100% 21,073 21,073
Payment for capital assets Machinery and equipment ------233 233
Total 38,836 - 167 39,003 39,003 (1,260) 100% 35,422 35,422
Detail per programme 3 – PARLIAMENTARY SERVICES For the year ended 31 March 2014
2013/14 2014/13 Detail per sub-programme Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 3.1 STANDING COMMITTEES Current payment 2,609 11 - 2,620 2,620 - 100% 2,096 2,096
3.2 PORTFOLIO COMMITTEES Current payment 494 (82) - 412 412 - 100% 510 510
3.3 PUBLIC PARTICIPATION AND AWARENESS Current payment 9,410 419 - 9,829 9,829 - 100.0% 9,003 9,003 Payment for capital assets ------139 139
3.4 COMMITTEES AND RESEARCH SERVICES
Current payment 9,351 1,525 627 11,503 11,503 - 100% 10,997 10,997 Payment for capital assets ------39 39
3.5 HANSARD AND LANGUAGE SERVICES
Current payment 4,413 (994) - 3,419 3,419 - 100% 3,477 3,477
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2013/14 2014/13 Detail per sub-programme Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 Payment for capital assets 6 - - 6 6 - 100% 148 148
3.6 DEPUTY SECRETARY: PARLIAMENTARY SERVICES
Current payment 3,277 (184) - 3,093 3,093 - 100% 1,763 1,763 Payment for capital assets 30 - - 30 30 - 100% 18 18
3.7 PROCEEDINGS AND NCOP
Current payment 4,794 (697) (1,036) 3,061 3,061 - 100% 4,376 4,376 Payment for capital assets ------7 7
3.8 LEGAL SERVICES
Current payment 3,261 2 - 3,263 3,263 - 100% 2,870 2,870
NORTHERN CAPE PROVNCIAL LEGISLATURE – VOTE 2: ANNUAL REPORT APRIL 2013 TO MARCH 2014
2013/14 2014/13 Detail per sub-programme Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 Payment for capital ------66 66 assets
Total 37,645 - (409) 37,236 37,236 - 100% 35,509 35,509
2013/14 2013/12
Programme 3 Per Economic classification Adjusted Shifting of Virement Final Actual Variance Expenditure Final Actual Appropriati Funds Appropriati Expenditure as % of final Appropriati expenditure on on appropriatio on n R'000 R'000 R'000 R'000 R'000 R'000 % R'000 R'000 Current payments Compensation of employees 27,592 - 627 28,219 28,219 - 100% 25,806 25,806 Goods and services 10,017 - (1036) 8,981 8,981 - 100% 9,286 9,286
Payment for capital assets Machinery and equipment 36 - - 36 36 - 100% 417 417 Total 37,645 - (409) 37,236 37,236 - 100% 35,509 35,509
Northern Cape Provincial Legislature VOTE 2
NOTES TO THE APPROPRIATION STATEMENT for the year ended 31 March 2014
1. Detail of transfers and subsidies as per Appropriation Act (after Virement):
Detail of these transactions can be viewed in the note on Transfers and subsidies, disclosure notes and Annexure 1 (A-H) to the Annual Financial Statements.
2. Detail of specifically and exclusively appropriated amounts voted (after Virement):
Detail of these transactions can be viewed in note 1 (Annual Appropriation) to the Annual Financial Statements.
3. Detail on payments for financial assets
Detail of these transactions per programme can be viewed in the note on Payments for financial assets to the Annual Financial Statements.
4. Explanations of material variances from Amounts Voted (after Virement):
4.1 Per programme Final Actual Variance Variance as a Appropriation Expenditure R’000 % of Final Appropriation Administration 44,392 45,652 -3% (1,260) Variance due to payment of a CCMA settlement of R407,000 as well as over expenditure on Municipal services
Members facilities 39,003 39003 - 0%
Parliamentary 37236 37236 - 0% services
Northern Cape Provincial Legislature VOTE 2
NOTES TO THE APPROPRIATION STATEMENT for the year ended 31 March 2014
4.2 Per economic Final Actual Variance Variance as a classification Appropriation Expenditure % of Final Appropriation R’000 R’000 R’000 R’000 Current payments Compensation of 62,225 62,225 - 0% employees Goods and services 33,518 34,371 (853) -3%
Transfers and subsidies Departmental 825 825 - 0% agencies and accounts Non-profit 22,189 22,189 - 0% institutions Households 1,380 1,787 (407) -29%
Payments for capital assets Machinery and 276 276 - 0% equipment Land and subsoil assets Intangible assets 218 218 - 0%
Northern Cape Provincial Legislature VOTE 2
STATEMENT OF FINANCIAL PERFORMANCE for the year ended 31 March 2014
Note 2014/13 2013/12 R'000 R'000 REVENUE
Annual appropriation 1 120,631 115,837 Statutory appropriation 2 21,656 19,586 Departmental revenue 3 507 3271
TOTAL REVENUE 142,794 138,694
EXPENDITURE Current expenditure Compensation of employees 5 82,534 76,559 Goods and services 6 34,371 35,493 Aid assistance 4 2,043 486 Total current expenditure 118,948 112,538
Transfers and subsidies Transfers and subsidies 7 25,879 21,762 Total transfers and subsidies 25,879 21,762
Expenditure for capital assets Tangible assets 8 276 3,011 Intangible assets 8 218 - Total expenditure for capital assets 494 3,011
TOTAL EXPENDITURE 145,321 137,311
Northern Cape Provincial Legislature VOTE 2
STATEMENT OF FINANCIAL PERFORMANCE for the year ended 31 March 2014
SURPLUS/(DEFICIT) FOR THE YEAR (2,527) 1,383
Northern Cape Provincial Legislature VOTE 2
STATEMENT OF FINANCIAL PERFORMANCE for the year ended 31 March 2014
Reconciliation of Net Surplus/(Deficit) for the year
Voted funds (991) (1,402) Annual appropriation - 1,402 Departmental revenue and NRF Receipts 14 507 3,271 Aid assistance 4 (2,043) (486) SURPLUS/(DEFICIT) FOR THE YEAR (2,527) 1,383
Northern Cape Provincial Legislature VOTE 2
STATEMENT OF FINANCIAL POSITION as at 31 March 2014
Note 2014/13 2013/12 R'000 R'000 ASSETS
Current assets 17,915 18,581
Unauthorised expenditure 9 3,882 11,482 Cash and cash equivalents 10 10,492 4,171 Prepayments and advances 11 496 456 Receivables 12 3,045 2,472
Non-current assets 35 35
Investments 13 35 35
TOTAL ASSETS 17,950 18,616
LIABILITIES
Current liabilities 13,956 15,200
Funds unutilised 14 12,692 12,175 Payables 15 475 193 Aid assistance unutilised 4 789 2,832
TOTAL LIABILITIES 13,956 15,200
Northern Cape Provincial Legislature VOTE 2
STATEMENT OF FINANCIAL POSITION as at 31 March 2014 Note 2014/13 2013/12 R'000 R'000
NET ASSETS 3,994 3,416
Northern Cape Provincial Legislature VOTE 2
STATEMENT OF FINANCIAL POSITION as at 31 March 2014
Note 2014/13 2014/13 R'000 R'000
Represented by: Recoverable revenue 257 186 Retained funds 3,737 3.230
TOTAL 3,994 3,416
Northern Cape Provincial legislature VOTE 2
STATEMENT OF CHANGES IN NET ASSETS for the year ended 31 March 2014
Note 2013/14 2012/13 R'000 R'000
Recoverable revenue Opening balance 186 171 Transfers: 71 15 Debts raised 71 15 Closing balance 257 186
Retained funds Opening balance 3,230 3,220 Transfer from voted funds to be surrendered 507 10 (Parliament/Legislatures ONLY) Closing balance 3,737 3,230
TOTAL 3,994 3,416
Northern Cape Provincial Legislature VOTE 2
CASH FLOW STATEMENT for the year ended 31 March 2014
N 2013/14 2012/13 o t e R'000 R’000 CASH FLOWS FROM OPERATING ACTIVITIES
Receipts 142,794 137,871 Annual appropriated funds received 1 120,631 115,837 . 1 Statutory appropriated funds received 2 21,656 19,586 Departmental revenue received 3 165 1,977 Interest received 3 342 471 . 3
Net (increase)/decrease in working capital 7,517 (3,671) Current payments (117,688 (111,117) ) Transfers and subsidies paid (25,879) (21,762) Net cash flow available from operating 1 6,744 1,321 activities 7
CASH FLOWS FROM INVESTING ACTIVITIES
Payments for capital assets 8 (494) (3,011)
Northern Cape Provincial Legislature VOTE 2
CASH FLOW STATEMENT for the year ended 31 March 2014 Proceeds from sale of capital assets 3 - 823 . 4 Net cash flows from investing activities (494) (2,188)
CASH FLOWS FROM FINANCING ACTIVITIES
Increase/(decrease) in net assets 71 15 Net cash flows from financing activities 71 15
Net increase/(decrease) in cash and cash 6,321 (852) equivalents
Cash and cash equivalents at beginning of 4,171 5,023 period
Cash and cash equivalents at end of period 1 10,492 4,171 8
Northern Cape Provincial Legislature VOTE 2
ACCOUNTING POLICIES for the year ended 31 March 2014
Summary of significant accounting policies The financial statements have been prepared in accordance with the following policies, which have been applied consistently in all material aspects, unless otherwise indicated. The historical cost convention has been used, except where otherwise indicated. Management has used assessments and estimates in preparing the annual financial statements. These are based on the best information available at the time of preparation. Where appropriate and meaningful, additional information has been disclosed to enhance the usefulness of the financial statements and to comply with the statutory requirements of the Public Finance Management Act (PFMA), Act 1 of 1999 (as amended by Act 29 of 1999), and the Treasury Regulations issued in terms of the PFMA and the annual Division of Revenue Act. 1 Basis of preparation The financial statements have been prepared in accordance with the Modified Cash Standard. 2 Going concern The financial statements have been prepared on a going concern basis. 3 Presentation currency Amounts have been presented in the currency of the South African Rand (R) which is also the functional currency of the department. 4 Rounding Unless otherwise stated financial figures have been rounded to the nearest one thousand Rand (R’000). 5 Foreign currency translation Cash flows arising from foreign currency transactions are translated into South African Rands using the exchange rates prevailing at the date of payment / receipt. 6 Current year comparison with budget A comparison between the approved, final budget and actual amounts for each
Northern Cape Provincial Legislature VOTE 2
ACCOUNTING POLICIES for the year ended 31 March 2014
programme and economic classification is included in the appropriation statement. 7 Revenue 7.1 Appropriated funds Appropriated funds comprises of departmental allocations as well as direct charges against the revenue fund (i.e. statutory appropriation). Appropriated funds are recognised in the statement of financial performance on the date the appropriation becomes effective. Adjustments made in terms of the adjustments budget process are recognised in the statement of financial performance on the date the adjustments become effective. The net amount of any appropriated funds due to / from the relevant revenue fund at the reporting date is recognised as a payable / receivable in the statement of financial position. 7.2 Departmental revenue Departmental revenue is recognised in the statement of financial performance when received and is subsequently paid into the relevant revenue fund, unless stated otherwise. Any amount owing to the relevant revenue fund at the reporting date is recognised as a payable in the statement of financial position. 7.3 Accrued departmental revenue Accruals in respect of departmental revenue (excluding tax revenue) are recorded in the notes to the financial statements when: it is probable that the economic benefits or service potential associated with the transaction will flow to the department; and the amount of revenue can be measured reliably. The accrued revenue is measured at the fair value of the consideration receivable. Accrued tax revenue (and related interest and / penalties) is measured at amounts receivable from collecting agents. 8 Expenditure 8.1 Compensation of employees
Northern Cape Provincial Legislature VOTE 2
ACCOUNTING POLICIES for the year ended 31 March 2014
8.1.1 Salaries and wages Salaries and wages are recognised in the statement of financial performance on the date of payment. 8.1.2 Social contributions Social contributions made by the department in respect of current employees are recognised in the statement of financial performance on the date of payment. Social contributions made by the department in respect of ex-employees are classified as transfers to households in the statement of financial performance on the date of payment. 8.2 Other expenditure Other expenditure (such as goods and services, transfers and subsidies and payments for capital assets) is recognised in the statement of financial performance on the date of payment. The expense is classified as a capital expense if the total consideration paid is more than the capitalisation threshold. 8.3 Accrued expenditure payable Accrued expenditure payable is recorded in the notes to the financial statements when the goods are received or, in the case of services, when they are rendered to the department. Accrued expenditure payable is measured at cost. 8.4 Leases 8.4.1 Operating leases Operating lease payments made during the reporting period are recognised as current expenditure in the statement of financial performance on the date of payment. The operating lease commitments are recorded in the notes to the financial statements. 8.4.2 Finance leases Finance lease payments made during the reporting period are recognised as capital expenditure in the statement of financial performance on the date of payment.
Northern Cape Provincial Legislature VOTE 2
ACCOUNTING POLICIES for the year ended 31 March 2014
The finance lease commitments are recorded in the notes to the financial statements and are not apportioned between the capital and interest portions. Finance lease assets acquired at the end of the lease term are recorded and measured at the lower of: cost, being the fair value of the asset; or the sum of the minimum lease payments made, including any payments made to acquire ownership at the end of the lease term, excluding interest.
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ACCOUNTING POLICIES for the year ended 31 March 2014
9 Aid Assistance 9.1 Aid assistance received Aid assistance received in cash is recognised in the statement of financial performance when received. In-kind aid assistance is recorded in the notes to the financial statements on the date of receipt and is measured at fair value. Aid assistance not spent for the intended purpose and any unutilised funds from aid assistance that are required to be refunded to the donor are recognised as a payable in the statement of financial position. 9.2 Aid assistance paid Aid assistance paid is recognised in the statement of financial performance on the date of payment. Aid assistance payments made prior to the receipt of funds are recognised as a receivable in the statement of financial position. 10 Cash and cash equivalents Cash and cash equivalents are stated at cost in the statement of financial position. Bank overdrafts are shown separately on the face of the statement of financial position. For the purposes of the cash flow statement, cash and cash equivalents comprise cash on hand, deposits held, other short-term highly liquid investments and bank overdrafts. 11 Prepayments and advances Prepayments and advances are recognised in the statement of financial position when the department receives or disburses the cash. Prepayments and advances are initially and subsequently measured at cost.
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ACCOUNTING POLICIES for the year ended 31 March 2014
13 Investments Investments are recognised in the statement of financial position at cost. 14 Impairment of financial assets Where there is an indication of impairment of a financial asset, an estimation of the reduction in the recorded carrying value, to reflect the best estimate of the amount of the future economic benefits expected to be received from that asset, is recorded in the notes to the financial statements. 15 Payables Loans and receivables are recognised in the statement of financial position at cost. 16 Capital Assets 16.1 Immovable capital assets Immovable capital assets are initially recorded in the notes to the financial statements at cost. Immovable capital assets acquired through a non-exchange transaction is measured at fair value as at the date of acquisition. Where the cost of immovable capital assets cannot be determined accurately, the immovable capital assets are measured at R1 unless the fair value of the asset has been reliably estimated, in which case the fair value is used. All assets acquired prior to 1 April 2002 (or a later date as approved by the OAG) are recorded at R1. Immovable capital assets are subsequently carried at cost and are not subject to depreciation or impairment. Subsequent expenditure that is of a capital nature is added to the cost of the asset at the end of the capital project unless the immovable asset is recorded by another department in which case the completed project costs are transferred to that department. 16.2 Movable capital assets Movable capital assets are initially recorded in the notes to the financial statements at cost. Movable capital assets acquired through a non-exchange transaction is measured at fair value as at the date of acquisition.
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ACCOUNTING POLICIES for the year ended 31 March 2014
Where the cost of movable capital assets cannot be determined accurately, the movable capital assets are measured at fair value and where fair value cannot be determined; the movable assets are measured at R1. All assets acquired prior to 1 April 2002 (or a later date as approved by the OAG) are recorded at R1. Movable capital assets are subsequently carried at cost and are not subject to depreciation or impairment. Subsequent expenditure that is of a capital nature is added to the cost of the asset at the end of the capital project unless the movable asset is recorded by another department/entity in which case the completed project costs are transferred to that department. 16.3 Intangible assets Intangible assets are initially recorded in the notes to the financial statements at cost. Intangible assets acquired through a non-exchange transaction are measured at fair value as at the date of acquisition. Internally generated intangible assets are recorded in the notes to the financial statements when the department commences the development phase of the project. Where the cost of intangible assets cannot be determined accurately, the intangible capital assets are measured at fair value and where fair value cannot be determined; the intangible assets are measured at R1. All assets acquired prior to 1 April 2002 (or a later date as approved by the OAG) are recorded at R1. Intangible assets are subsequently carried at cost and are not subject to depreciation or impairment. Subsequent expenditure that is of a capital nature is added to the cost of the asset at the end of the capital project unless the intangible asset is recorded by another department/entity in which case the completed project costs are transferred to that department. 17 Provisions and Contingents
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ACCOUNTING POLICIES for the year ended 31 March 2014
17.1 Provisions Provisions are recorded in the notes to the financial statements when there is a present legal or constructive obligation to forfeit economic benefits as a result of events in the past and it is probable that an outflow of resources embodying economic benefits or service potential will be required to settle the obligation and a reliable estimate of the obligation can be made. The provision is measured as the best estimate of the funds required to settle the present obligation at the reporting date. 17.2 Contingent liabilities Contingent liabilities are recorded in the notes to the financial statements when there is a possible obligation that arises from past events, and whose existence will be confirmed only by the occurrence or non-occurrence of one or more uncertain future events not within the control of the department or when there is a present obligation that is not recognised because it is not probable that an outflow of resources will be required to settle the obligation or the amount of the obligation cannot be measured reliably 17.3 Contingent assets Contingent assets are recorded in the notes to the financial statements when a possible asset arises from past events, and whose existence will be confirmed by the occurrence or non-occurrence of one or more uncertain future events not within the control of the department 17.4 Commitments Commitments are recorded at cost in the notes to the financial statements when there is a contractual arrangement or an approval by management in a manner that raises a valid expectation that the department will discharge its responsibilities thereby incurring future expenditure that will result in the outflow of cash 18 Unauthorised expenditure Unauthorised expenditure is recognised in the statement of financial position until such time as the expenditure is either:
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ACCOUNTING POLICIES for the year ended 31 March 2014
approved by Parliament or the Provincial Legislature with funding and the related funds are received; or approved by Parliament or the Provincial Legislature without funding and is written off against the appropriation in the statement of financial performance; or transferred to receivables for recovery. Unauthorised expenditure is measured at the amount of the confirmed unauthorised expenditure. 19 Fruitless and wasteful expenditure Fruitless and wasteful expenditure is recorded in the notes to the financial statements when confirmed. The amount recorded is equal to the total value of the fruitless and or wasteful expenditure incurred. Fruitless and wasteful expenditure is removed from the notes to the financial statements when it is resolved or transferred to receivables for recovery. Fruitless and wasteful expenditure receivables are measured at the amount that is expected to be recoverable and are de-recognised when settled or subsequently written-off as irrecoverable. 20 Irregular expenditure Irregular expenditure is recorded in the notes to the financial statements when confirmed. The amount recorded is equal to the value of the irregular expenditure incurred unless it is impracticable to determine, in which case reasons therefor are provided in the note. Irregular expenditure is removed from the note when it is either condoned by the relevant authority, transferred to receivables for recovery or not condoned and is not recoverable. Irregular expenditure receivables are measured at the amount that is expected to be recoverable and are de-recognised when settled or subsequently written-off as irrecoverable. 21 Changes in accounting estimates
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ACCOUNTING POLICIES for the year ended 31 March 2014
No changes in accounting estimates where undertaken in the financial statements. 22 Prior period errors Prior Year errors corrected are recorded in note 6, where transactions which where misclassified were correctly classified. Employee Benefits in note 22 where adjusted to an amount of R 10,114 million from R 9,917 million in the previous annual report. This adjustment was due to the restatement of leave entitlement. Irregular expenditure in Note 25 was adjusted to an amount of R 7,203 million from R4156 million in the previous annual report. The adjustments where as a result of misstatements identified during the previous audit. 23 Non-adjusting events after the reporting date No non adjusting events after the reporting period took place. 24 Agent-Principal arrangements No Agent-Principal arrangements are recorded in the Financial Statements.
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
1. Annual Appropriation 1.1 Annual Appropriation Included are funds appropriated in terms of the Appropriation Act (and the Adjustments Appropriation Act) for National Departments (Voted funds) and Provincial Departments: 2013/14 2012/13 Funds not Appropriatio Final Actual requested/ n Appropriation Funds not received Received received R’000 R’000 R’000 R’000 ADMINISTRATION 44, 392 44, 392 - 44, 906 FACILITIES FOR 39,003 39,003 - 35,422 MEMBERS AND POLITICAL PARTIES PARLIAMENTARY 37, 236 37, 236 - 35,509 SERVICES Total 120, 631 120, 631 - 115, 837
2. Statutory Appropriation
2013/14 2012/13 R’000 R’000 Parliamentary officers 21, 656 19, 586 Total 21, 656 19, 586
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Actual Statutory Appropriation received 21, 656 19, 586
3. Departmental revenue Note 2013/14 2012/13 R’000 R’000 Sales of goods and services other than 3.1 67 72 capital assets Interest, dividends and rent on land 3.2 342 471 Sales of capital assets 3.3 - 823 Transactions in financial assets and 3.4 98 1, 905 liabilities Total revenue collected 507 3, 271 Departmental revenue collected 507 3 271
3.1 Sales of goods and services other than capital assets Note 2013/14 2012/13 3 R’000 R’000 Sales of goods and services produced by the 67 72 department Other sales 67 72 Total 67 72
3.2 Interest, dividends and rent on land Note 2013/14 2012/13 3 R’000 R’000 Interest 342 471
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Dividends - - Total 342 471
3.3 Sale of capital assets Note 2013/14 2012/13 3 R’000 R’000 Tangible assets _ 823 Machinery and equipment 28 - 823
Total - 823
3.4 Transactions in financial assets and liabilities Note 2013/14 2012/13 3 R’000 R’000 Other Receipts including Recoverable 98 1, 905 Revenue Total 98 1 905
4. Aid Assistance
4.1 Aid assistance received in cash from other sources 2013/14 2012/13 R’000 R’000 Local Opening Balance 2, 832 3, 318
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Expenditure (2, 043) (486) Current (2, 043) (486) Closing Balance 789 2, 832
4.2. Total assistance 2013/14 2012/13 R’000 R’000 Opening Balance 2, 832 3, 318 Expenditure (2, 043) (486) Current (2, 043) (486) Closing Balance 789 2, 832 4.3. Analysis of balance 2013/14 2012/13 Note R’000 R’000 Aid assistance unutilised 789 2 832 Other sources 789 2 832 Closing balance 789 2,832
5. Compensation of employees 5.1 Salaries and Wages Note 2013/14 2012/13 R’000 R’000 Basic salary 50, 004 47, 983 Performance award - 191 Service Based 1, 827 126 Compensative/circumstantial 2, 868 1, 496 Other non-pensionable allowances 15, 643 15, 286 Total 70, 342 65, 082
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
5.2 Social contributions Note 2013/14 2012/13 R’000 R’000 Employer contributions Pension 9 ,467 8, 949 Medical 2, 476 2, 303 UIF 249 225 Total 12, 192 11, 477
Total compensation of employees 82, 534 76, 559
Average number of employees 157 157
6. Goods and services Note 2013/14 2012/13 R’000 R’000 Administrative fees 440 428 Advertising 668 828 Minor assets 6.1 377 700 Bursaries (employees) 108 109 Catering 700 836 Communication 2, 278 1, 670 Computer services 6.2 825 863 Consultants, contractors and 6.3 2, 723 3, 846 agency/outsourced services Entertainment 172 146 Audit cost – external 6.4 2, 736 3, 256 Fleet services 432 395
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Inventory 6.5 328 281 Consumables 6.6 954 820 Operating leases 1, 992 1, 974 Property payments 6.7 3, 640 4, 259 Travel and subsistence 6.8 14, 940 12, 933 Venues and facilities 269 673 Training and development 70 180 Other operating expenditure 6.9 689 1, 296 Total 34, 371 35, 493
6.1 Minor assets Note 2013/14 2012/13 6 R’000 R’000 Tangible assets 377 700 Machinery and equipment 377 700
Total 377 700
6.2 Computer services Note 2013/14 2012/13 6 R’000 R’000 SITA computer services 105 216 External computer service providers 720 647
Total 825 863
6.3 Consultants, contractors and agency/outsourced services Note 2013/14 2012/13
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
6 R’000 R’000 Business and advisory services 1, 136 1, 410 Legal costs 601 1, 363 Contractors 986 1, 073
Total 2, 723 3, 864
6.4 Audit cost – External Note 2013/14 2012/13 6 R’000 R’000 Regularity audits 2, 736 3, 346 Total 2, 736 3, 346
6.5 Inventory Note 2013/14 2012/13 6 R’000 R’000 Clothing material and accessories 52 - Food and food supplies 276 - Total 328 -
6.6 Consumables Note 2013/14 2012/13 6 R’000 R’000 Consumable supplies 2 - Other consumables 2 - Stationery, printing and office supplies 952 820 Total 954 820
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
6.7 Property payments Note 2013/14 2012/13 6 R’000 R’000 Municipal services 3, 226 3, 853 Other 414 406 Total 3,640 4,259
6.8 Travel and subsistence Note 2013/14 2012/13 6 R’000 R’000 Local 12,651 12,113 Foreign 2,319 820 Total 14,970 12,933
6.9 Other operating expenditure Note 2013/14 2012/13 6 R’000 R’000 Professional bodies, membership and 100 - subscription fees Resettlement costs 80 - Other 509 1 ,296 Total 689 1, 296
6.10 Correction of prior period error for secondary information Note 2012/13 6 R’000 The comparative amounts in Note 6 were restated as follows: Consultants, contractors and agency/outsourced 95
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
services Audit cost - external (90) Operating Leases (10) Property payments (2) Travel and Subsistence 17 Venues and Facilities (10)
Net effect on the note -
7. Transfers and subsidies
2013/14 2012/13 R’000 R’000 Note Departmental agencies and accounts Annex 1A 825 - Non-profit institutions Annex 1B 22, 189 21, 073 Households Annex 1C 2,865 689 Total 25, 879 21, 762
Unspent funds transferred to the above beneficiaries
8. Expenditure for capital assets
Note 2013/14 2012/13 R’000 R’000
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Tangible assets 276 3, 011 Machinery and equipment 39 276 3, 011
Intangible assets 218 - Software 40 218
Total 494 3, 011
8.1 Analysis of funds utilised to acquire capital assets – 2013/14 Voted funds Aid Total assistance R’000 R’000 R’000 Tangible assets 276 - 276 Machinery and equipment 276 - 276
Intangible assets 218 - 218 Software 218 - 218
Total 494 - 494
8.2 Analysis of funds utilised to acquire capital assets – 2013/14
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Voted funds Aid Total assistance R’000 R’000 R’000 Tangible assets 3, 011 - 3, 011 Machinery and equipment 3, 011 - 3, 011
Total 3, 011 - 3, 011
9. Unauthorised expenditure
9.1 Reconciliation of unauthorised expenditure Note 2013/14 2012/13 R’000 R’000 Opening balance 11, 482 10, 061 Prior year error As restated 11, 482 10, 061 Less: Amounts approved by (8 860) Parliament/Legislature with funding Unauthorised expenditure – discovered in 1, 260 1, 421 current year (as restated) Unauthorised expenditure awaiting 3, 882 11, 482 authorisation / written off
Analysis of awaiting authorisation per economic classification Capital - 287 Current 3,882 11,195 Total 3,882 11,482
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
9.2 Analysis of unauthorised expenditure awaiting authorisation per economic classification 2013/14 2012/13 R’000 R’000 Capital 3, 882 11, 195 Current 287 Total 3, 882 11, 482
9.3 Analysis of unauthorised expenditure awaiting authorisation per type 2013/14 2012/13 R’000 R’000 Unauthorised expenditure relating to 3, 882 11, 482 overspending of the vote or a main division within a vote
Total 3, 882 11, 482
9.4 Details of unauthorised expenditure – current year Incident Disciplinary steps taken/criminal 2013/14 proceedings R’000 Overspending Municipal None 853 account
Payment of settlement-CFO None 407
Total 1, 260
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
10. Cash and cash equivalents Note 2013/14 2012/13 R’000 R’000 Consolidated Paymaster General Account 10, 492 4, 171 Total 10,492 4, 171
11. Prepayments and advances Note 2013/14 2012/13 R’000 R’000 Staff advances 422 453 Travel and subsistence 74 3 Total 496 456
12. Receivables 2013/14 2012/1 3 R’000 R’000 R’000 R’00 R’000 0 Les One Olde s to r Note tha thre than n e three Total Total one year years yea s r Claims 15.1 106 271 298 675 817 recoverable Anne x 4
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Recoverabl 15.3 341 38 901 1,280 947 e expenditur e Staff debt 15.4 540 3 517 1,060 629 Fruitless 15.6 - - 30 30 30 and wasteful expenditur e Other 15.5 - - - - 49 debtors Total 987 312 1,746 3,045 2,472
In the prior financial year, fruitless and wasteful expenditure was disclosed as a separate line item on the face of the statement of financial position. In the current year, with the application of the modified cash standard and line with National Treasury template for preparation of annual financial statements, fruitless and wasteful expenditure has been included in receivables, resulting in the prior year comparative increasing with R30,000.00 12.1 Claims recoverable Note 2013/14 2012/13 15 R’000 R’000 National departments 356 356 Provincial departments 22 81 Private enterprises 56 56 Households and non-profit institutions 133 141 Local governments 108 183
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Total 675 817
12.2 Recoverable expenditure (disallowance accounts) Note 2013/14 2012/13 15 R’000 R’000 Theft and losses account 1, 280 947
Total 1, 280 947
12.3 Staff debt Note 2013/14 2012/13 15 R’000 R’000
Tax debt 106 108 Staff debt 954 521 Total 1, 060 629
12.4 Other debtors Note 2013/14 2012/13 15 R’000 R’000
SARS receivable - 49 Total - 49
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
12.5 Fruitless and wasteful expenditure Note 2013/14 2012/13 15 R’000 R’000 Opening balance 30 30 Total 30 30
13. Investments Note 2013/14 2012/13 R’000 R’000 Non-Current Shares and other equity Sanlam Shares 35 35 Total 35 35
Total non-current 35 35
2013/14 2012/13 R’000 R’000 Analysis of non current investments Opening balance 35 35 Closing balance 35 35
The fair value of the shares listed at cost above is R 303, 142.54 as at 31 March 2014 (247, 742: 28 March 2013). The fair value is derived from the market price of R 57.54 per share for 5251 share held by the NCPL.
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
14. Funds Unutilised
Note 2013/14 2012/13 R’000 R’000 Opening balance 12, 175 12, 156 As restated 12, 175 12, 156 Transfer from statement of financial (991) (1, 402) performance (as restated) Add: Unauthorised expenditure for 11 1, 260 1, 421 current year Transferred to retained revenue to defray 18.1 248 - excess expenditure (PARLIAMENT/LEGISLATURES ONLY) Closing balance 12, 692 12, 175
14.1 Voted funds / (Excess expenditure) transferred to the retained funds (Parliament / Legislatures ONLY) Note 2013/14 2012/13 18 R’000 R’000 Opening balance 9, 504 6, 233 Transfer from statement of financial 507 3, 271 performance Transfer from Departmental Revenue to 18.1 (248) defray excess expenditure Closing balance 9,763 9, 504
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
15. Departmental revenue and NRF Receipts to be surrendered to the Revenue Fund
Note 2013/14 2012/13 R’000 R’000 Transfer from Statement of Financial 507 3 271 Performance (as restated) Transfer to voted funds to defray 18.1 (507) (3 271) expenditure (Parliament/Legislatures ONLY) Closing balance - -
16. Payables – current
Not 2013/14 2012/13 e R’000 R’000
Clearing accounts 21.2 475 39 Other payables 21.3 - 154 Total 475 193
16.1 Clearing accounts Note 2013/14 2012/13 21 R’000 R’000 Pension fund 192 39 SARS 283 -
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Total 475 39
16.2 Other payables Note 2013/14 2012/13 21 R’000 R’000 Mismatched debtor receipts - 154 Total - 154
17. Net cash flow available from operating activities
Note 2013/14 2012/13 R’000 R’000 Net surplus/(deficit) as per Statement of (2, 527) 1, 383 Financial Performance Add back non cash/cash movements not 9, 271 (62) deemed operating activities (Increase)/decrease in receivables – (573) 975 current (Increase)/decrease in prepayments and (40) (55) advances (Increase)/decrease in other current assets 9, 108 (3, 261) Increase/(decrease) in payables – current 282 91 Proceeds from sale of capital assets - (823) Expenditure on capital assets 494 3, 011 Net cash flow generated by operating 6, 744 1, 321 activities
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
18. Reconciliation of cash and cash equivalents for cash flow purposes
Note 2013/14 2012/13 R’000 R’000 Consolidated Paymaster General account 10, 492 4, 171 Total 10, 492 4, 171
19. Contingent liabilities and contingent assets
19.1 Contingent liabilities
Note 2013/14 2012/13 R’000 R’000 Liable to Nature Claims against the department Annex 60 806 3B Intergovernmental payables Annex 1, 145 1 (unconfirmed balances) 5 Total 1, 205 807
20. Commitments
Note 2013/14 2012/13 R’000 R’000
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Current expenditure Approved and contracted 1, 053 1, 834 1, 053 1, 834
Total Commitments 1, 053 1, 834
21. Accruals
2013/1 2012/1 4 3 R’000 R’000 Listed by economic classification 30 30+ Total Total Days Days Goods and services 6 778 1,387 1, 295 09 Capital assets - - - 29 Total 609 831 1, 387 1, 324
Note 2013/1 2012/1 4 3
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
R’000 R’000 Listed by programme level Programme 1 1, 269 946 Programme 2 116 118 Programme 3 2 260
Total 1,387 1,324
22. Employee benefits
Note 2013/14 2012/13 R’000 R’000 Leave entitlement 6,651 8,685 Service bonus (Thirteenth cheque) 1,610 1,590 Total 8,261 10,275
23. Lease commitments
23.1 Operating leases expenditure
Buildings Specialise and Machiner d military other y and 2013/14 equipmen Lan fixed equipmen Tota t d structure t l s Not later - - 11 - 11
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014 than 1 year Total lease - - 11 - 11 commitment s
Buildings Specialise and Machiner d military other y and 2013/14 equipmen Lan fixed equipmen Tota t d structure t l s Not later - - 495 - 495 than 1 year Later than 1 - - 11 - 11 year and not later than 5 years
Total lease - - 506 506 commitment s
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
23.2 Finance leases expenditure**
Buildings Specialise and Machiner d military other y and 2013/14 equipmen Lan fixed equipmen Tota t d structure t l s Not later - - - 1000 1000 than 1 year Later than 1 - - - 419 419 year and not later than 5 years
Total lease - - - 1, 419 1, commitment 419 s
Buildings Specialise and Machiner d military other y and 2012/13 equipmen Lan fixed equipmen Tota t d structure t l s Not later - - - 770 770 than 1 year Later than 1 - - - 558 558
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
year and not later than 5 years Total lease - - - 1,328 1,32 commitment 8 s
24. Accrued departmental revenue
Note 2013/14 2012/13 R’000 R’000 Interest, dividends and rent on land - 55 Total - 55
24.1 Analysis of accrued departmental revenue Note 2013/14 2012/13 R’000 R’000
Add: amounts recognised - 55 Closing balance - 55
25. Irregular expenditure
25.1 Reconciliation of irregular expenditure Note 2013/14 2012/13 R’000 R’000 Opening balance 14,744 10,588 Add: Irregular expenditure – relating to 3,047 -
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
prior year Add: Irregular expenditure – relating to 2,871 4,156 current year Irregular expenditure awaiting condonation 20,662 14,744
Analysis of awaiting condonation per age classification Current year 2,871 4,156 Total 2,871 4,156
25.2 Details of irregular expenditure – current year Incident Disciplinary steps taken/criminal 2013/14 proceedings R’000 No Tax clearance certificate or None 2,871 point system Total 2,871
26. Fruitless and wasteful expenditure
26.1 Reconciliation of fruitless and wasteful expenditure Note 2013/14 2012/13 R’000 R’000 Opening balance 963 960 Fruitless and wasteful expenditure – 618 3 relating to current year Fruitless and wasteful expenditure 1,581 963 awaiting resolution
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
26.2 Analysis of awaiting resolution per economic classification Note 2013/14 2012/13 R’000 R’000 Current 1,581 963
Total 1,581 963
26.3 Analysis of Current year’s fruitless and wasteful expenditure Incident Disciplinary steps taken/criminal 2013/14 proceedings R’000
Interest charged on late payment None 28 Non -deduction on sick leave Under investigation 590 where days where exceeded Total 618
27. Related party transactions
Payments made Note 2013/14 2012/13 R’000 R’000
Transfers 12,204 11,576 Total 12,204 11,576
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Northern Cape Political Party Fund - Common Accounting Officer to the NCPL
28. Key management personnel
Key management personnel (Parliament/Legislatures) No. of 2013/14 2012/13 Individuals R’000 R’000 Speaker to the Legislature 2 2,696 1,609 Secretary to the Legislature 2 2,032 1,206 Deputy Secretary 1 1,165 1,139 Chief Financial Officer 1 1,772 1,819 Legal Advisor 1 - 1,049 Total 7,639 6,848
Speaker includes a loss of office gratuity to former Speaker Van Wyk Secretary includes payments to suspended incumbent and Acting incumbent Senior Manager Legal Services acted as Deputy Secretary Chief Financial Officer includes payments to suspend incumbent and Acting incumbent
29. Movable Tangible Capital Assets
MOVEMENT IN MOVABLE TANGIBLE CAPITAL ASSETS PER ASSET
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
REGISTER FOR THE YEAR ENDED 31 MARCH 2014
Opening Curr Additio Disposal Closing balance Year ns s Balance Adjust- ments to prior year balances R’000 R’000 R’000 R’000 R’000
HERITAGE ASSETS 39 - - - 39 Heritage assets 39 - - - 39
MACHINERY AND 16,439 361 276 120 16,956 EQUIPMENT Transport assets 3,804 - - - 3,804 Computer equipment 4,193 261 36 120 4,370 Furniture and office 2,542 152 31 - 2,725 equipment Other machinery and 5,900 (52) 209 - 6,057 equipment
TOTAL MOVABLE 16,478 389 276 120 16,995 TANGIBLE CAPITAL ASSETS
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
28.1 Additions
ADDITIONS TO MOVABLE TANGIBLE CAPITAL ASSETS PER ASSET REGISTER FOR THE YEAR ENDED 31 MARCH 2014 Cash Non- (Capital Received Total cash Work in current, Progress not paid current (Paid costs and current finance year, lease received payments) prior year) R’000 R’000 R’000 R’000 R’000
MACHINERY 276 - - - 276 AND EQUIPMENT Computer 36 - - - 36 equipment Furniture and office 31 - - - 31 equipment Other machinery 209 - - - 209 and equipment
TOTAL 276 - - - 276 ADDITIONS TO
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
MOVABLE TANGIBLE CAPITAL ASSETS
28.1 Disposals
DISPOSALS OF MOVABLE TANGIBLE CAPITAL ASSETS PER ASSET REGISTER FOR THE YEAR ENDED 31 MARCH 2014 Sold Transfer Total Cash for out or disposals Received cash destroyed Actual or scrapped R’000 R’000 R’000 R’000
MACHINERY AND EQUIPMENT Computer 120 120 - equipment
TOTAL DISPOSAL OF MOVABLE TANGIBLE CAPITAL 120 120 -
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
ASSETS
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
28.2 Movement for 2012/13
Opening Curr Additio Disposal Closing balance Year ns s Balance Adjust- ments to prior year balances R’000 R’000 R’000 R’000 R’000
HERITAGE ASSETS 39 - - - 39 Heritage assets 39 - - - 39
MACHINERY AND 16,108 3,011 2,680 16,439 EQUIPMENT Transport assets 4,529 - 1,955 2,680 3,804 Computer equipment 3,768 - 425 - 4,193 Furniture and office 2,384 - 158 - 2,542 equipment Other machinery and 5,427 - 473 - 5,900 equipment
TOTAL MOVABLE 16,147 - 3,011 2,680 16,478 TANGIBLE CAPITAL ASSETS
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NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
28.3 Minor assets
MOVEMENT IN MINOR ASSETS PER THE ASSET REGISTER FOR THE YEAR ENDED AS AT 31 MARCH 2014 Specialised Intangible Heritage Machinery Biological Total military assets assets and assets assets equipment R’000 R’000 R’000 R’000 R’000 R’000
Opening - - - 6, 130 - 6,130 balance Additions - - - 377 - 377 Disposals 29 29 TOTAL - - - 6,478 6,478 MINOR ASSETS
Northern Cape Provincial Legislature VOTE 2
NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
MOVEMENT IN MINOR ASSETS PER THE ASSET REGISTER FOR THE YEAR ENDED AS AT 31 MARCH 2013 Specialised Intangib Heritag Machiner Biolog Total military le assets e assets y and ical assets equipment assets R’000 R’000 R’000 R’000 R’00 R’000 0
Opening - - - 5,429 5,429 balance Addition 701 701 s TOTAL - - - 6,130 6,130 MINOR ASSETS
Specialised Intangib Heritage Machiner Biolog Total military le assets assets y and ical assets equipmen assets t Number of R1 minor - - - 23 - 23
Northern Cape Provincial Legislature VOTE 2
NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
assets Number of minor assets at cost - - - 6,644 - 6,644 TOTAL NUMBE R OF MINOR ASSETS 6,667 6,667
Northern Cape Provincial Legislature VOTE 2
NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
30. Intangible Capital Assets
MOVEMENT IN INTANGIBLE CAPITAL ASSETS PER ASSET REGISTER FOR THE YEAR ENDED 31 MARCH 2014 Opening Current Additio Disposal Closing balance Year ns s Balance Adjust- ments to prior year balances R’000 R’000 R’000 R’000 R’000
SOFTWARE 414 - 218 - 632
TOTAL INTANGIBLE 414 - 218 - 632 CAPITAL ASSETS
Northern Cape Provincial Legislature VOTE 2
NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
30.1 Additions
ADDITIONS TO INTANGIBLE CAPITAL ASSETS PER ASSET REGISTER FOR THE YEAR ENDED 31 MARCH 2014 Cash Non- (Develo Receive Total Cash p-ment d work in current progress year, – not paid current (Paid costs) current year, received prior year) R’000 R’000 R’000 R’000 R’000
SOFTWARE 218 - - - 218
TOTAL ADDITIONS 218 - - - 218 TO INTANGIBLE CAPITAL ASSETS
Northern Cape Provincial Legislature VOTE 2
NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
30.2 Movement for 2012/13
MOVEMENT IN INTANGIBLE CAPITAL ASSETS PER ASSET REGISTER FOR THE YEAR ENDED 31 MARCH 2013 Opening Current Additio Disposal Closing balance Year ns s Balance Adjust- ments to prior year balances R’000 R’000 R’000 R’000 R’000
SOFTWARE 414 - - - 414
TOTAL INTANGIBLE 414 - - - 414 CAPITAL ASSETS
31. Prior period errors
Correction of prior period error for secondary information Note 2013/14 2012/13 R’000 R’000 The comparative amounts in Note 22 were restated as follows:
Northern Cape Provincial Legislature VOTE 2
NOTES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Line item 2 affected by the change - 358 Net effect on the note 358
In the prior year, leave balances were qualified, management revisited the entire population of leave balance and identified balance accumulation errors. These were subsequently corrected and the Leave entitlement increased with R358000 in the comparative figure. In the prior year, certain goods and services were also not allocated to the correct line item. Management revisited the entire population of goods and services and indentified the misallocations. These were subsequently corrected, refer to note 6.10 for full details.
NORTHERN CAPE PROVINCIAL LEGISLATURE VOTE 2
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
ANNEXURE 1A STATEMENT OF TRANSFERS TO DEPARTMENTAL AGENCIES AND ACCOUNTS
TRANSFER ALLOCATION TRANSFER 2012/13 % of Adjuste Availabl d Roll Adjust- Total Actual e funds Appro- Appro- Overs ments Availabl Transfe Transfe priation priation e r rred Act DEPARTMENT/ AGENCY/ ACCOUNT R'000 R'000 R'000 R'000 R'000 % R'000 Discretionary Fund – Speakers Office 349 - - 349 349 100% 331 Discretionary Fund – Political Parties 476 - - 476 476 100% 374
825 - - 825 825 705
NORTHERN CAPE PROVINCIAL LEGISLATURE VOTE 2
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
ANNEXURE 1B STATEMENT OF TRANSFERS TO NON-PROFIT INSTITUTIONS
TRANSFER ALLOCATION EXPENDITURE 2012/ 13 Adjuste % of d Available Appro Approp Adjust- Total Actual funds - -riation Roll ments Available Transfe transferre priatio Act overs r d n Act NON-PROFIT INSTITUTIONS R'000 R'000 R'000 R'000 R'000 % R'000 Transfers ANC 6,323 - - 6,323 6,323 100% 6,015 DA 1,332 - - 1,332 1,332 100% 1,266 ID 665 - - 665 665 100% 633 COPE 1,665 - - 1,665 1,665 100% 1,583 NC Political Party Fund 12,204 - - 12,204 12,204 100% 11,57 6
NORTHERN CAPE PROVINCIAL LEGISLATURE VOTE 2
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Total 22,189 - - 22,189 22,189 21,07 3
NORTHERN CAPE PROVINCIAL LEGISLATURE VOTE 2
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
ANNEXURE 1C STATEMENT OF TRANSFERS TO HOUSEHOLDS
TRANSFER ALLOCATION EXPENDITURE 2012/13 Adjuste % of d Availabl Appro- Approp Roll Adjust Total Actual e funds priation riation Overs -ments Availabl Transfe Transfe Act Act e r rred HOUSEHOLDS R'000 R'000 R'000 R'000 R'000 % R'000 Transfers Settlement Agreement Senior Manager 1,380 - - 1,380 1,787 129% - Loss of office gratuity – Speaker 1,080 - - 1,080 1,078 100% -
Total 2,460 - - 2,460 2,865 -
NORTHERN CAPE PROVINCIAL LEGISLATURE VOTE 2
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
ANNEXURE 2A
STATEMENT OF CONTINGENT LIABILITIES AS AT 31 MARCH 2014
Liabilities Liabilities Opening Liabilities paid/cancelle recoverable Closing Balance incurred d/reduced (Provide Balance Nature of Liability during the during the details 31 March 1 April 2013 year year hereunder) 2014 R’000 R’000 R’000 R’000 R’000 Claims against the department CCMA Award – Managers currently at Labour Court 250 - 250 - - Senior Officials disciplinary case 350 - 350 - - COPE vs NCPL 82 - 82 - - Avis Claim 25 35 - - 60 Sebusi vs NCPL 99 - 99 - - Subtotal 806 35 781 - 60
TOTAL 806 35 781 - 60
NORTHERN CAPE PROVINCIAL LEGISLATURE VOTE 2
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
NORTHERN CAPE PROVINCIAL LEGISLATURE VOTE 2
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
ANNEXURE 3 CLAIMES RECOVERABLE Confirmed balance Unconfirmed balance outstanding outstanding Total Government Entity 31/03/2014 31/03/2013 31/03/2014 31/03/2013 31/03/2014 31/03/2013 R’000 R’000 R’000 R’000 R’000 R’000 Department Office of the Premier - - 26 26 26 - Department of Finance - - - 6 - 6 Department of Transport - - 9 9 9 9 Department of Nature Conservation - - 10 24 10 24 Department of Education - - 2 3 2 3 Department of Economic Affairs - - - 10 - 10 Provincial Treasury - - 6 - 6 - - - 53 78 53 52
Other Government Entities Municipalities - - 58 58 58 58
NORTHERN CAPE PROVINCIAL LEGISLATURE VOTE 2
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 2014
Confirmed balance Unconfirmed balance outstanding outstanding Total Government Entity 31/03/2014 31/03/2013 31/03/2014 31/03/2013 31/03/2014 31/03/2013 R’000 R’000 R’000 R’000 R’000 R’000 Govenment Printers - - 356 356 356 356 PCBC Agency - - 7 7 7 7 PSETA - - 5 5 5 5 Libtech - - 20 20 20 20 Other Entities - - 55 188 55 188 Non Profit Institutions - - 121 105 121 105 622 739 622 739 TOTAL - - 675 817 675 817
(NAME OF NATIONAL/PROVINCIAL DEPARTMENT) VOTE
ANNEXURES TO THE ANNUAL FINANCIAL STATEMENTS for the year ended 31 March 20ZZ
ANNEXURE 4
INTER-GOVERNMENT PAYABLES
Confirmed balance Unconfirmed balance outstanding outstanding TOTAL GOVERNMENT 31/03/201 31/03/201 31/03/201 31/03/201 31/03/201 ENTITY 4 3 4 3 31/03/2014 3 R’000 R’000 R’000 R’000 R’000 R’000 DEPARTMENTS Current Justice - - 237 - 237 - Government printing works - - 908 - 908 - Roads and Public Works - - - 1 - 1
Subtotal - - 1,145 1 1,145 1
Total - - 1,145 1 1,145 1
ANNEXURE 5
INVENTORY
Inventory Note Quantity 2013/14 Quantity 2012/13 R’000 R’000 Opening balance 39,087 156 35,628 264 Add: 320,443 1,248 130,123 1,092 Additions/Purchases – Cash (Less): Issues (332,066) (1,209) (126,664) (1,200)
Closing balance 39,087 195 39,087 156
ANNEXURE 6 -
COMMITTEE MEETING STATISTICS
APRIL TO JUNE 2013 COMMITTEE MEETINGS STATISTICS
Standing Committees Number held Chairpersons 00 Constitutional Affairs, Petitions & Public Participation 01
Gender & Women’s Caucus 01 SUB – Committee on Internal Arrangements 00 Programme 08 SCOPA 00 SC on Premier’s Affairs 02 CPA 01 Rules & NCOP Affairs 02 Sub Committee on the Provincial Legislature Budget 00 Sub Committee on Powers and Privileges & Review of Rules 00 Audit Committee 01 TOTAL 16
Portfolio Committees Number held Agriculture V12 02 Joint Committee Agriculture & COGHSTA 02 Education V04 02 Tourism, Environmental Affairs & Conservation V13 07 Finance & Economic Affairs V02 (Legislature) 02 Finance, Economic Affairs V06 (Economic Affairs) 07 Finance, Economic Affairs V08 (Treasury) 04 Health V10 03 COGHSTA V09 03 Transport, Safety & Liaison V03 02 Social Services & Population Development V11 02
Sports, Arts & Culture V07 03 Roads & Public Works V05 02
TOTAL 41
NUMBER HELD PUBLIC HEARINGS FRANCES BAARD 02 SIYANDA 03 PIXLEY KA SEME 01 JOHN TAOLO GAETSEWE 01 NAMAQUA 02 TOTAL 09
NUMBER HELD OVERSIGHT VISITS FRANCES BAARD 00 SIYANDA 00 NAMAQUA 01 PIXLEY KA SEME 00 JOHN TAOLO GAETSEWE 00 TOTAL 01
JULY TO SEPTEMBER 2013 COMMITTEE MEETINGS STATISTICS
Standing Committees Number held Chairpersons 04 Constitutional Affairs, Petitions & Public Participation 02
Gender & Women’s Caucus 01 SUB – Committee on Internal Arrangements 01 Programme 07 SCOPA 04
SC on Premier’s Affairs 00 CPA 01 Rules & NCOP Affairs 02 Sub Committee on the Provincial Legislature Budget 00 Sub Committee on Powers and Privileges & Review of Rules 00 Audit Committee 00 TOTAL 22
Portfolio Committees Number held Agriculture V12 04 Education V04 03 Tourism, Environmental Affairs & Conservation V13 03 Finance & Economic Affairs V02 (Legislature) 00 Finance, Economic Affairs V06 (Economic Affairs) 04 Finance, Economic Affairs V08 (Treasury) 00 Health V10 04 COGHSTA V09 01 Transport, Safety & Liaison V03 00 Social Services & Population Development V11 00 Sports, Arts & Culture V07 00 Roads & Public Works V05 00
TOTAL 19
NUMBER HELD PUBLIC HEARINGS FRANCES BAARD 00 SIYANDA 00 PIXLEY KA SEME 00 JOHN TAOLO GAETSEWE 00 NAMAQUA 00 TOTAL 00
NUMBER HELD
OVERSIGHT VISITS FRANCES BAARD 00 SIYANDA 00 NAMAQUA 01 PIXLEY KA SEME 00 JOHN TAOLO GAETSEWE 00 TOTAL 01
OCT - DEC COMMITTEE MEETING STATISTICS 2013
Standing Committees Number held Chairpersons 00 Constitutional Affairs, Petitions & Public Participation 01
Gender & Women’s Caucus 00 SUB – Committee on Internal Arrangements 01 Programme 01 SCOPA 33 CPA 01 Rules & NCOP Affairs 01 Sub Committee on the Provincial Legislature Budget 01 Sub Committee on Powers and Privileges & Review of Rules 00 Audit Committee 00 Review of Rules 01 TOTAL 39
Portfolio Committees Number held Agriculture V12 04 Education V04 02 Tourism, Environmental Affairs & Conservation V13 02
Finance & Economic Affairs V01 (OTP) 01 Finance & Economic Affairs V02 (Legislature) 02 Finance, Economic Affairs V06 (Economic Affairs) 03 Finance, Economic Affairs V08 (Treasury) 08 Health V10 03 Corporate Government Affairs, Human Settlement & Traditional Affairs V09 06 Transport, Safety & Liaison V03 02 Social Services & Population Development V11 02 Sport, Arts & Culture 07 04 Roads & Public Works V05 02 TOTAL 40
NUMBER HELD PUBLIC HEARINGS FRANCES BAARD 02 SIYANDA 00 PIXLEY KA SEME 00 JOHN TAOLO GAETSEWE 00 NAMAQUA 00 TOTAL 00
NUMBER HELD OVERSIGHT VISITS FRANCES BAARD 00 SIYANDA 00 NAMAQUA 00 PIXLEY KA SEME 00 JOHN TAOLO GAETSEWE 00 TOTAL 00
JAN - MARCH COMMITTEE MEETING STATISTICS 2014
Standing Committees Number held Chairpersons 00 Constitutional Affairs, Petitions & Public Participation 07
Gender & Women’s Caucus 03 SUB – Committee on Internal Arrangements 00 Programme 06 SCOPA 00 CPA 00 Rules & NCOP Affairs 03 Sub Committee on the Provincial Legislature Budget 01 Sub Committee on Powers and Privileges & Review of Rules 00 Audit Committee 01 Review of Rules 00 TOTAL 21
Portfolio Committees Number held Agriculture V12 07 Education V04 01 Tourism, Environmental Affairs & Conservation V13 08 Finance & Economic Affairs V01 (OTP) 00 Finance & Economic Affairs V02 (Legislature) 00 Finance, Economic Affairs V06 (Economic Affairs) 10 Finance, Economic Affairs V08 (Treasury) 05 Health V10 01 Corporate Government Affairs, Human Settlement & Traditional Affairs V09 07 Transport, Safety & Liaison V03 01 Social Services & Population Development V11 01 Sport, Arts & Culture 07 01 Roads & Public Works V05 02 TOTAL 35
NUMBER HELD
PUBLIC HEARINGS FRANCES BAARD 03 SIYANDA 01 PIXLEY KA SEME 01 JOHN TAOLO GAETSEWE 00 NAMAQUA 01 TOTAL 06
NUMBER HELD OVERSIGHT VISITS FRANCES BAARD 00 SIYANDA 00 NAMAQUA 00 PIXLEY KA SEME 00 JOHN TAOLO GAETSEWE 00 TOTAL 00