MINUTES OF WATERBERG DISTRICT MUNICIPALITY ORDINARY COUNCIL MEETING HELD ON THE 31 MAY 2018 IN THE COUNCIL CHAMBER AT 14:00 1. Opening and Welcome The meeting started at 14:05. The Speaker read out the notice, acknowledged the presence of the Mayoral Committee members, members of council, Inkosi Vuma Mahlangu, Management under the leadership of the Acting Municipal Manager Mr. L. G. Tloubatla and members in the public gallery. Shen then welcomed everyone present and declared the meeting officially opened. 2. Apologies The following apologies were received : Councillors : (a) Cllr. B. N. Magongwa – family responsibilities (b) Cllr P. Molekwa – other commitments (c) MMC. R. M. Radebe – attended SALGA workshop (d) MMC. N. S. Monyamane – sick leave (e) Cllr M.J. Kekana – family responsibilities Noted: That apologies tendered by the following councillors and traditional leader were adjudicated as accepted by the Office of the Speaker : (a) Cllr. B. N. Magongwa – family responsibilities (b) Cllr P. Molekwa – other commitments (c) MMC. R. M. Radebe – attended SALGA workshop (d) MMC. N. S. Monyamane – sick leave (e) Cllr M.J. Kekana – family responsibilities 3. Proposals of Condolences and Congratulations by the Speaker - Condolences officials Noted as per circulated list. - Congratulation officials Noted as per circulated list. - New Appointments Noted as per circulated list. 1 4. Proposals of Condolences or Congratulations by other members - Condolences None - Congratulation Congratulatory message extended to the Economic Freedom Fighters (EFF) for successfully hosting a People Assembly of Waterberg Region on the 28th May 2018 where new leadership was elected. Congratulatory message extended to MMC N. S. Monyamane for being blessed with a baby boy. 5. Official Notices None 6. Minutes of the Previous Meeting 6.1 Ordinary Council Meeting dated 28 March 2018 Corrections None Adoption MMC. T. A. Mashamaite moved for the adoption of the minutes dated the 28 March 2018 and was seconded by Cllr. M. B. Baloyi. Resolved: That minutes of the Ordinary Council meeting dated 28 March 2018 be approved as a true reflection of what transpired during the meeting. 7. Implementation Plan of Council Resolutions That the Implementation Plan of Council Resolutions be noted by Council. 2 MAYORAL COMMITTEE DATED 17 MAY 2018 RESOLUTIONS OF THE EXECUTIVE MAYOR IN CONJUNCTION WITH THE MAYORAL COMMITTEE BY VIRTUE OF DELEGATED POWERS OF SECTION 59 OF LOCAL GOVERNMENT MUNICIPAL SYSTEMS ACT NO. 32 OF 2000 3 A138/2018 REPORT ON THE PARTICIPATION OF TRADITIONAL LEADERS IN MUNICIPAL COUNCIL Item 30/17/05/2018 RESOLVED : THAT: 1. The report of the Manager Executive Support regarding the participation of Traditional Leaders in Municipal Council be noted. 2. Council note the participation of Kgoshi L.V. Kekana and Kgoshi V.N. Mahlangu in the Waterberg District Municipal Council. 3. Kgoshi L. V. Kekana and Kgoshi V. N. Mahlangu participate in the Special Projects and Social Development Council Committees respectively. A139/2018 2018/19 ANNUAL SCHEDULE OF MEETINGS Item 31/17/05/2018 RESOLVED: THAT: 1. The report of the Speaker regarding the Annual Schedule of Meetings for Waterberg District Municipality for the period July 2018 to June 2019 as contained in the agenda be approved. 2018/2019 WATERBERG DISTRICT MUNICIPALITY YEAR PLANNER Ordinary & Mayoral Portfolio Management MPAC Speakers IGR Meetings Special Committee Committee meetings meetings Forums Council meetings meetings meetings 23 August 2018 08 Aug 23 – 27 July 17 July 2018 14 August 12 July 2018 30 August 2018 2018 2018 14 August 2018 11h00 10h00 11h00 11h00 & 14h00 2018 11h00 4 06 December 15 29 Oct – 02 Nov 11 September 20 November 11 Oct 29 November 2018 2018 November 2018 2018 16 October 2018 2018 10h00 14h00 11h00 & 14h00 2018 11hoo 11h00 11h00 29 January 14 November 15 January 2019 14 Feb 21 February 2019 2019 2018 2019 10h00 12h00 4 December 2018 11h00 28 February 7 March 11 – 15 Feb 7 February 12 Mar 2019 11 Apr 11 April 2019 2019 2019 2019 2019 11h00 2019 10h00 12h00 11h00 11h00 & 14h00 11h00 8 March 2019 14 May 28 March 2019 10 April 2019 2019 14h00 11h00 09 May 2019 23 - 26 Apr 2019 3 May 2019 30 May 2019 11h00 11h00 & 14h00 8 June 2019 14h00 2. The schedule of meetings referred to in Recommendation 1 above, does not preclude the convening of special meetings whenever the need arises for such. 3. Copies of the schedule of meetings be sent to local municipalities 14 days after approval by council to allow realignment of same. 5 A140/2018 WATERBERG DISTRICT MUNICIPALITY COMMUNICATION STRATEGY 2018/2019 Item 32/17/05/2018 RESOLVED: THAT: 1. The report of the Manager Executive Support regarding the Waterberg District Municipality Communication Strategy as contained in the agenda, be approved. A141/2018 REQUEST FOR BUDGET PROVISION ON FIREFIGHTING PERSONNEL FOR THE 2018/19 AND 2019/20 FINANCIAL YEARS Item 44/17/05/2018 RESOLVED: THAT: 1. The report by the Manager Social Development and Community Services requesting budget provision on Fire Fighting personnel for 2018/19 and 2019/20 financial years be approved by Council. 2. It be noted that due to lack of personnel, WDM is compelled to utilise unqualified personnel from the local municipalities, which expose the District to litigations should something go wrong. 3. It be noted that we put the current personnel in danger of heart related diseases due to long hours of work. 4. It be noted that operations like Dangerous Good Transportation Compliance will be difficult to sustain without adequate personnel. 5. Implementation of this request be made in two financial years as indicated in point 1 above. 6. It be noted that firefighters are threatened by the communities when they arrive without adequate personnel to quickly extinguish the fires. 7. It be noted that WDM does not comply with National Fire Codes (SANS 10090: Community Protection Against Fire) and Occupational Health and Safety Act, 85 of 1993: Section 8- General duties of employer to employee-(1) Employer must provide and maintain a workplace that is safe and without risk to the health of their employees. 8. It further be noted that since the relocation of the service on 01 May 2017 from three local municipalities, WDM Fire Service has started with proper inspections on Major Hazard Installations (MHI) to instil compliance. 9. Portfolio committee members to intervene as politicians to assist on issues of fire 6 A142/2018 REPORT OF THE MUNICIPAL PUBLIC ACCOUNTS COMMITTEE The following reports were presented by MPAC to council for approval: A. THIRD QUARTER 2017/2018 INSTITUTIONAL PERFORMANCE ASSESSMENT REPORT Item 9(a)/31/05/2018 RESOLVED: THAT: 1. The report of the Acting Municipal Manager regarding the 2017/18 3rd Quarter Institutional Performance Assessment Report for the period ending 31 March 2018 be approved. B. QUARTER THREE -THE BACK TO BASICS REPORT Item 9(b)/31/05/2018 RESOLVED: THAT: 1. Council approves 3rd quarter Back to Basics report. 7 C. 2018/19 DISTRICT MPAC ANNUAL WORK PROGRAMME Item 9(c)/31/05/2018 RESOLVED: THAT: 1. Council approves the 2018/19 MPAC Annual Work Programme submitted by the Municipal Public Accounts Committee. NO. 2018/19 DATE ACTIVITY EXPECTED RESPONSIBLE QUARTERS OUTCOME PERSON 1. 1st Quarter 14 August Consideration of Quality service Chairperson 01 July – 30 2018 2017/18 Q4 delivery MPAC and September Performance MM 2018 Assessment Report Back to Basic Q4 Action Plan 2. 23 August Adoption of 2018/19 To ensure Municipal 2018 District wide adherence to Manager Framework/Process legislative Plan requirements. 3. 30 August Submission of the Audited Annual Municipal 2018 Unaudited 2017/18 Performance Manager Annual Financial statement and Unaudited 2017/18 Annual Performance Report to AG,NT,PT and CoGHSTA 4. September - Benchmarking Ensure clean MPAC 2018 on best governance practices - Project visit Ensure quality service delivery 5. October - Benchmarking Ensure clean MPAC 2018 on best governance practices 6. 2nd Quarter 20 Consideration of Ensure quality Chairperson 01October – November 2018/19 Q1 service delivery MPAC and 31 2018 Performance MM December Assessment Report. 2018 Back to Basics Q1 Action Plan 7. - Review all Ensure clean MPAC Matters governance 8 End referred to the November committee by 2018 council - Project visit Ensure quality service delivery 8. 3rd Quarter 15 January Review of the Draft Tabling of Chairperson 01 January - 2019 2017/18 Annual 2017/18 Annual MPAC and 31 March Report Report to MM 2019 council 9. 25 January Submission of the To ensure Municipal 2019 2018/19 Mid-year adherence to Manager Budget and legislative Performance requirements. Assessment Report 10. 1-28 Consideration of Ensure public Municipal February Public comments on accountability Manager 2019 the Draft Annual Report 11. 3rd Quarter Mid- Project visit according Ensure quality MPAC 01 January - February to Draft 2017/18 service delivery 31 March 2019 Annual Report 12. 2019 12 March Consideration of Ensure quality Chairperson 2019 2018/19 Q2 service delivery MPAC and Performance MM Assessment Report. Back to Basics Q2 Action Plan 13. Review all Matters Ensure clean MPAC referred to the governance and committee by council public accountability 14. 4th Quarter 14 May Consideration of Ensure quality Chairperson 01 April-30 2019 2018/19 Q3 service delivery MPAC and June 2019 Performance MM Assessment Report. Back to Basics Q3 Action Plan 15. - Review all Ensure clean MPAC End May Matters governance and 2019 referred to the public committee by accountability council - Project visit Ensure quality service delivery 16. Consideration of the Ensure MPAC 2019/20 annual work Adherence to programme legislative requirements 9 D. UNAUTHORISED, IRREGULAR, FRUITLESS AND WASTEFUL EXPENDITURE AND SUPPLY CHAIN MANAGEMENT DEVIATIONS Item 9(d)/31/05/2018 RESOLVED: THAT: 1. The 2014/15 register of unauthorised, irregular, fruitless and wasteful expenditure and other SCM deviations as at 30 June 2015 be noted (Annexure “A”).