1 ORDINARY COUNCIL MEETING AGENDA Date : 29 March 2019 Time : 10:00 Venue : Kouga Council Chamber (Jeffreys Bay Unit) 2 KOUGA MUNICIPALITY (EC108) UMASIPALA I-KOUGA (EC108) MUNISIPALITEIT KOUGA (OK108) NOTICE CONVENING A ISAZISO NGENTLANGANISO KENNISGEWING VAN MEETING VERGADERING NOTICE IS HEREBY GIVEN that OKU KUKWAZISA OKOKUBA KENNIS GESKIED HIERMEE dat ‘n an Ordinary Council Meeting intlanganiso yesigqeba Ye- Gewone Raadsvergadering in die will be held in the in the khansile eyakuba-kwikhansile Kouga Raadsaal, (Jeffreys- baai Kouga Council Chambers, yase Kouga (Jeffreys Bay) Eenheid) gehou sal word op (Jeffreys Bay Unit on DATE: 29 March 2019 UMHLA: 29 EyoKwindla 2019 DATUM: 29 Maart 2019 TIME: 10:00 IXESHA: 10:00 TYD: 10:00 H. BORNMAN H. BORNMAN H. BORNMAN SPEAKER USOMLOMO WOORDVOERDER Councillors are required to comply with the Standing Rules and Orders of Council and all its Committees By-law as promulgated in the Provincial Gazette on 22 October 2018 No.4134 and applicable to this meeting of Council. Any person who willfully contravenes any provision of these rules shall be guilty of an offence and which contravention shall be dealt with in accordance with the disciplinary procedures for Councillors. A G E N D A 1. NOTICE OF MEETING 2. OPENING AND WELCOME 3. LEAVE OF ABSENCE 4. ABSENT 5. PRESENTATIONS None 6. ACKNOWLEDGEMENTS, CONDOLENCES & CONGRATULATIONS 7. STATEMENTS OR COMMUNICATIONS BY THE SPEAKER 8. STATEMENTS OR COMMUNICATIONS BY THE EXECUTIVE MAYOR 3 9. REPORT BACK: SARAH BAARTMAN DISTRICT MUNICIPALITY REPRESENTATIVES 19/03/MM1 Sarah Baartman District Municipality: Minutes Of A Council Meeting Held On 30 January 2019 Pages 7-28 10. REPORT BACK: INTERGOVERNMENTAL RELATIONS FORUM (IGR) None 11. REPORT BACK: MUNIMEC Report on The Technical MUNIMEC Meeting Held On 18 And 19 February 2019 November 2018 At East London Pages 30-174 12. DECLARATION OF INTEREST 13. STATUTORY MATTERS 14. CONFIRMATION OF MINUTES OF PREVIOUS COUNCIL MEETING 14.2 Minutes of the Ordinary Council Meeting held on 28 February 2019 Pages 176-189 15. MATTERS DEALT WITH IN TERMS OF DELEGATED AUTHORITY BY THE EXECUTIVE MAYOR (The reports by the Executive Mayor, in terms of the provisions of Section 63 of the Local Government Municipal Systems Act, 32 of 2000, on matters dealt with by the Executive Mayor in terms of delegated authority as detailed in the Minutes to be noted). 15.1 MINUTES OF PREVIOUS MAYORAL COMMITTEE MEETING None 16. REPORT BY THE OFFICE OF THE MUNICIPAL MANAGER 19/03/MM2 Council Resolutions For 31 January 2019 & 28 February 2019 Pages 191-208 19/03/MM3 Kouga Municipality: Annual Report (2017/2018) (Annual Report to be distributed under separate cover) Pages 209-212 4 19/03/MM4 2017/18 Annual Report: Municipal Public Accounts Committee Oversight Report (Oversight Report to be distributed under separate cover) Pages 213-215 19/03/MM5 Draft Service Delivery And Budget Implementation Plan: 2019/20 Pages 216-237 19/03/MM6 Terms Of Reference For The Kouga Municipality Financial Misconduct Disciplinary Board Pages 238-243 19/03/MM7 2019/20 Draft IDP Review Of The 5 Year IDP (2017/2022) (Draft IDP to be distributed under separate cover) Pages 244-251 17. REPORTS BY THE EXECUTIVE MAYOR 17.1 REPORTS BY THE CHAIRPERSON: FINANCE 19/03/F1 Monthly Budget Statements For The Period July 2018 To February 2019 And Financial State Of Affairs Of The Municipality As At 28 February 2019 (2018/19 Financial Year) Pages 253-292 19/03/F2 Supply Chain Management: S36 Deviations, Monthly Tenders And 7 Day Notices For The Month Of January 2019. Pages 293-298 19/03/F3 Supply Chain Management: S36 Deviations, Monthly Tenders And 7 Day Notices For The Month Of February 2019. Pages 299-305 19/03/F4 Draft Medium-Term Revenue And Expenditure Framework (MTREF) – Budget For The 2019/20 To 2021/2022 Financial Years (Draft IDP to be distributed under separate cover) Pages 306-308 17.2 REPORTS BY THE CHAIRPERSON: CORPORATE SERVICES 19/03/CORP1 Correction Of Corporate Services Portfolio Committee Composition Pages 310-311 5 17.3 REPORTS BY THE CHAIRPERSON: INFRASTRUCTURE & ENGINEERING 19/03/I&E1 Funding Application For Refurbishment And Upgrade Of The Humansdorp Kwanomzamo Waste Water Treatment Works Pages 313-314 17.4 REPORTS BY THE CHAIRPERSON: COMMUNITY SERVICES 19/03/CS1 Establishment Of A Risk Reduction Committee In St Francis Bay Pages 316-323 17.5 REPORTS BY THE CHAIRPERSON: PLANNING, DEVELOPMENT & TOURISM 19/03/PDT1 Informal Settlements Audit Report Pages 325-326 Distribution list: Executive Mayor Speaker Mayoral Committee Councillors Municipal Manager All Directors & Relevant Managers Legal Services Media Liaison Officer Committee Services 6 REPORTS: SBDM 7 KOUGA MUNICIPALITY (EC 108) ORDINARY COUNCIL MEETING OFFICE OF THE MUNICIPAL MANAGER DATE: 29 MARCH 2019 ITEM NO. 19/03/MM1 SARAH BAARTMAN DISTRICT MUNICIPALITY: MINUTES OF A COUNCIL MEETING HELD ON 30 JANUARY 2019 1. Introduction It is the purpose of this report to submit to Council the minutes of the Sarah Baartman District Municipality Council Meeting held on 30 January 2019 for purposes of information and/or action. The minutes of the meeting is attached hereto. 2. Comment The following extracts from the Minutes of the Sarah Baartman District Municipality Council Meeting held on 30 January 2019 is applicable to Kouga Municipality: (Applicable areas underlined) “15.1.1.1.2 Memorandum of Understanding with China Cr Dhludhlu enquired on the criteria to be used by the LMs to submit their proposals to the investors. The Executive Mayor indicated that the matter would be thoroughly discussed at the planned Strategic Planning Session. She indicated that all the necessary information that needed to be included in the agreement would also be discussed in the Strategic Planning Session. She further pointed out that Councillors should identify in their areas the skills that were scarce which needed to be developed and the skills that the area needed to show case to the investors. She added that local municipalities' Councils should also identify respectively pieces of land for development in their municipal areas. The Municipal Manager concurred with the Executive Mayor. He indicated that the matter of where to take the potential investors would be determined by what was the issue at hand and that would be clearly highlighted in the Strategic Planning Session. He further requested that LMs should look at their policies as to which incentives should be incorporated in their rates in order to attract investors. NOTED” 8 “15.1.1.1.3 Strategic Planning Sessions Upon an enquiry by Cr Reynolds, the Executive Mayor explained that at the Mayoral Committee meeting ways of dealing with unemployment in the District were discussed. She indicated that it was agreed that an assessment on unemployment be conducted aligning the projects which existed within the District. NOTED” “15.1.1.11 Report on Water Services Infrastructure Grant allocations to assist in the Implementation of Drought Relief Interventions for 2018/19 Financial Year Cr Jantjies enquired whether the Strategic Planning Session was convened as stated and the Action Plan provided to the representative that attended the session. He further enquired whether all the LMs were represented in the session. The Executive Mayor explained that the Strategic Planning Session was not convened as planned. She added that an assessment would be conducted regarding the water services issues and be discussed at the up-coming Strategic Planning Session. The Speaker indicated that Municipal Managers, Mayors and Speakers of the LMs would be part of the Strategic Planning Session stated above by the Executive Mayor to discuss all the issues regarding water services. NOTED” “20.1 Drought re – declaration in the Sarah Baartman District Municipal Area Cr Stuurman proposed that recommendation (c) be added as follows: (a) that Council grant the Municipal Manager permission to seek funding from other Government spheres to begin a process of drafting the SBDM water masterplan to deal with the challenge of water collectively. Cr Mateti raised a concern that other LMs were not mentioned in the report whilst they were also experiencing challenges of drought. Cr Peter explained that the report was about re-declaration; therefore the money was approved but not allocated to the LMs. He added that the initial declaration lapsed hence SBDM needed to re-declare. He indicated that in the event that there were other LMs omitted, they should be included prior submission to the Province. The Municipal Manager reported that this declaration covered the entire District. It was thereafter 9 R E S O L V E D (a) that the declaration of local state of disaster with regards to the drought and water challenges in the Sarah Baartman District Municipality be re-declared for further three (3) months from 30 January 2019 to 30 April 2019; (b) that the above resolution be submitted to the Province for gazetting; that Council grant the Municipal Manager permission to seek funding from other Government spheres to begin a process of drafting the SBDM water masterplan. “ 3. Recommendation 3.1 That the content of the Minutes of the Meeting of the Sarah Baartman District Council held on 30 January 2019 in so far as it is applicable to Kouga Municipality be noted. 3.2 That the Kouga LED Strategy, which is in the process of being formulated, include incentives for the attraction of investors. 3.3 That the Executive Mayor, The Speaker and the Municipal Manager attend the Sarah Baartman District Municipal Strategic Planning Session on drought relief interventions, as and when it is arranged by the District Municipality. 3.4 That it be noted that the Sarah Baartman District Municipality shall make application for the extension of the disaster drought declaration for the district.