DEPARTMENT OF LOCAL GOVERNMENT MATZIKAMA MUNICIPALITY REGIONAL MONITORING TEAMS MUNICIPAL GOVERNANCE REPORTS FOR THE PERIOD ENDED JUNE 2012 TABLE OF CONTENTS 1 Introduction and Purpose ...................................................................... Error! Bookmark not defined. 2 Departmental Diagnostic Report ........................................................... Error! Bookmark not defined. 2.1 Municipal Governance .......................................................................................................................... 2 2.2 Public Participation ............................................................................................................................... 2 2.3 Municipal Communications .................................................................................................................. 3 2.4 Municipal Support ................................................................................................................................. 4 2.5 Specialised Support ............................................................................................................................... 5 2.6 Integrated Development Planning ........................................................................................................ 5 2.7 Municipal Infrastructure ....................................................................................................................... 6 2.7.1 MIG Projects and Expenditure .............................................................................................................. 6 2.7.2 Water and Wastewater Management .................................................................................................. 7 2.7.3 Technical Institutional Leadership ...................................................................................................... 10 2.7.4 Level of Capital Expenditure ............................................................................................................... 11 2.7.5 Unaccounted for water ....................................................................................................................... 12 2.5.6 Project Finance .................................................................................................................................... 13 2.8 District & Local Performance Monitoring ........................................................................................... 13 2.9 Service Delivery Integration ................................................................................................................ 14 2.10 Community Development Workers .................................................................................................... 19 2.11 Disaster Management Risk Reduction ................................................................................................ 21 2.12 Disaster Management Disaster Operations ........................................................................................ 21 2.13 Disaster Management Fire Services .................................................................................................... 21 1. Introduction and Purpose The key objective of this report is to maintain a central source of information centred on the municipalities’ operations across directorates and to make that information readily accessible on an on-going basis, with a view to monitoring municipalities and identifying areas of support or intervention. In addition it should be used as a tool to encourage, facilitate and structure interactions between Directorates on qualitative issues that are related to the municipality. 2. Departmental Diagnostic Report This section contains the review of the overall municipal governance performance of the Municipality from the Department of Local Government’s perspective. Each directorate has provided context to their identified indicators followed by findings and appropriate support or recommendations. 2.1 Municipal Governance Analysis of indicators Due to the reliance on political coalitions within the Council, the political leadership is susceptible to change. The council seats are distributed as follows: ANC -6, DA – 7, TPICO (The Peoples Independent Civic Organisation) – 1 and NGP (New Generation Party) - 1. Currently there is a coalition between the ANC, TPICO and NGP. During the period under review, Council wished to appoint an incumbent who lacked the relevant municipal finance management experience as its Chief Financial Officer. In a letter dated 14 May 2012, the MEC for Local Government outlined his concerns regarding the intended appointment and it being in non-compliance with section 56(1)(b) of the Local Government: Municipal Systems Act, Act 32 of 2000. It was therefore recommended to the Municipality to comply with the provisions of the Act. The Council subsequently appointed another person as the Chief Financial Officer of the Municipality, who did meet the compliance criteria. Challenges None Support Initiatives Support in complying with the Local Government: Systems Act, Act 32 of 2000 was provided to the Municipality in the appointment of Chief Financial Officer. 2.2 Public Participation Performance Management In the Matzikama Municipality, public participation is a key performance area of the municipality and is included in the performance agreement of the Municipal Manager. The municipality does not have a dedicated public participation official responsible for ward committees and public participation and the responsible official is also responsible for the IDP and LED. Ward Committee Budget and Expenditure The municipality reported that they have not budgeted for public participation from their own revenue. The municipality received an amount of R500 000 from the MSIG and to date has spent the full amount to support ward committees and public participation. Status of Policies It was reported that the Ward Committee and Out-of-Pocket Expenses Policy was adopted in June 2011. The Ward Committee and Out-of-Pocket Expenses Policy is being implemented. It was reported that R200 is paid per ward committee member per month. It was reported that a public participation policy will be adopted by the end of 2012. Ward Committee Functionality The municipality reported that all eight ward committees are functional in line with the provincial ward committee functionality indicators. The municipality reported that ward committee meetings take place bi-monthly and in total, eight ward committee meetings were held. Administrative support is offered to the ward committees and agendas are compiled and minutes are recorded at ward committee meetings by officials. Minutes are available on request. The municipality reported that the accountability and communication model is being implemented and that concerns are tabled and feedback is given to community members and community report back meeting were held in three of the wards. Key Challenges/Additional relevant information It was reported that there were no challenges to ward committee functionality. Recommendations It is recommended that the municipality review its Ward Committee and Out-of-Pocket Expenses Policy to align with the DORA special grant paid to this municipality from 1 July 2012. In the light of this, it is furthermore recommended that the municipality increase the amount paid to ward committees per month and develop ward operational plans. Support initiatives provided to municipality No support provided to the municipality. 2.3 Municipal Communications Matzikama Municipality has recently appointed one (1) Public Relations Officer to manage the communication portfolio. The Municipal Manager supervises communication responsibilities, which are assigned to the IDP Manager. The Communication Strategy is currently in draft form. The Language Policy was developed with the help of PANSALB and adopted on 31 March 2010. The Municipality has allocated a budget of R150 000,00 for newsletters. The Municipality has complied with the submission of the bi-annual Municipal Communication Reporting Template and participates in the district IDP/LED Managers Forum. Key challenges / Additional information The Municipality is in the process of developing a draft Communication Strategy for review by the Department at end July 2012. Support The Department consulted with the Municipality and provided guidelines for the development of the Municipality’s Communication Strategy. Way forward / Recommendations The Municipality should finalise the draft Communication Strategy for adoption by Council. 2.4 Municipal Support Organisational Design The appointed Municipal Manager, Mr Dean O’ Neil has an Employment Contract which is effective from 1 January 2012 until 31 December 2016. His previous contract expired on 31 December 2011 and after an interview process was followed he was reappointed. The Municipality has five (5) approved Section 57 posts, including the post of Municipal Manager. No Employment Contracts were submitted to the Department of Local Government due to the fact that all Section 57 employees have opted for a permanent employment contract. The Municipality submitted three (3) Performance Agreements to the Department of Local Government. The Director: Financial Services Mr LJ Bruwer resigned as at 30 June 2012. The Department assisted the Municipality to appoint a new Chief Financial Officer. The Department of Local Government is currently assisting the Municipality with a non- revenue water project in order to identify