2019/2020 IDP & BUDGET PROCESS PLAN

Transcription

1 2019/2020 IDP & BUDGET PROCESS PLAN

2 TABLE OF CONTENTS SECTION ONE: INTRODUCTION AND LEGISLATIVE CONTEXT 3 1. BACKGROUND LEGISLATIVE CONTEXT PREPARING FOR THE 2018/19 IDP REVIEW NATIONAL AND PROVINCIAL LEGISLATION NKANDLA GOALS & Strategies NATIONAL AND PROVINCIAL PLANNING AND BUDGETING CYCLE SECTION TWO: INSTITUTIONAL ARRANGEMENTS, ROLES AND RESPONSIBILITIES ORGANIZATIONAL ARRANGEMENTS SECTORIAL FORA MANAGEMENT COMMITTEE/IDP STEERING COMMITTEE IDP REPRESENTATIVE FORUM (IDP-RF) Table 2 - Roles and Responsibilities (Nkandla Municipality and Role players) SECTION THREE: 2018/19 IDP REVIEW ACTION PROGRAMME.Error! Bookmark not defined. 3 ACTION PROGRAMME FOR THE IDP REVIEW CORE ELEMENTS OF THE IDP REVIEW CYCLE / 2019 IDP REVIEW ACTION PROGRAMME SECTION FOUR: MECHANISMS AND PROCEDURES FOR PARTICIPATION AND ALIGNMENT MECHANISMS FOR PUBLIC PARTICIPATION MECHANISMS AND PROCEDURES FOR ALIGNMENT SECTOR PLANS SECTION FIVE: MONITORING AND AMENDMENT OF THE PROCESS PLAN.41 5 THE IDP REVIEW IN CONTEXT PURPOSE OF IDP REVIEW IDP REVIEW PROCESS SECTION SIX: PROCCESS PLAN COST AND CONCLUSION COST ALLOCATION FOR THE REVIEW PROCESS AND DRAFTING CONCLUSION List of Figures Figure 1 - National and Provincial Planning and Budgeting Cycle Figure 2 Alignment to the Provincial planning & Budgeting cycle... Error! Bookmark not defined.0 Figure 3 IDP, budget & PMS Linkages P a g e

3 Figure 4 The IDP and the review process Figure 5 - The IDP and the review process.. 38 List of Tables Table 1 - Roles played by the respective Stakeholders Table 2 - Roles and Responsibilities (Nkandla Municipality and Role players)... Error! Bookmark not defined. Table 3 IDP Phases Table 4 Major Activity: First Quarter Table 5 Major Activity: Second Quarter... Error! Bookmark not defined. Table 6 Major Activity: Third Quarter... Error! Bookmark not defined. Table 7 Major Activity: Fourth Quarter... Error! Bookmark not defined. Table 8 Management Committee... Error! Bookmark not defined. Table 9 IDP Representative Forum Table 10 IDP Phases P a g e

4 1. BACKGROUND SECTION ONE: INTRODUCTION AND LEGISLATIVE CONTEXT Integrated Development Planning (IDP) is a process through which Municipalities prepare strategic development plans for a five-year period. An IDP is one of the key tools for Local Government to cope with its new developmental role and seeks to arrive at decisions on issues such as Municipal budgets, land use management, promotion of local economic development, and institutional transformation in a consultative, systematic and strategic manner. 1.1 LEGISLATIVE CONTEXT In terms of Local Government Municipal Systems Act, Act 32 of 2000, Chapter 5 section 28 and section 29 reads as follows: 28. Adoption of process. (1) Each municipal council, within a prescribed period after the start of its elected term, must adopt a process set out in writing to guide the planning, drafting, adoption and review of its integrated development plan. (2) The municipality must through appropriate mechanisms, processes and procedures established in terms of Chapter 4, consult the local community before adopting the process. (3) A municipality must give notice to the local community of particulars of the process it intends to follow. 29. Process to be followed.- (1) The process followed by a municipality to draft its integrated development plan, including its consideration and adoption of the draft plan, must (a) be in accordance with a predetermined programme specifying timeframes for the different steps; (b) through appropriate mechanisms, processes and procedures established in terms of Chapter 4, allow for (i) the local community to be consulted on its development needs and priorities; (ii) the local community to participate in the drafting of the integrated development plan; and (iii) organs of state, including traditional authorities, and other role players to be identified and consulted on the drafting of the integrated development plan; (c) provide for the identification of all plans and planning requirements binding on the municipality in terms of national and provincial legislation; and (d) be consistent with any other matters that may be prescribed by regulation. In terms of Section 21 of the Municipal Finance Management Act, (1) The Mayor of a municipality must- (a) co-ordinate the processes for preparing the annual budget and for reviewing the municipality s integrated development plan and budget-related policies to ensure that the tabled budget and any revisions of the integrated development plan and budget-related policies are mutually consistent and credible; (b) at least 10 months before the start of the budget year, table in the municipal council a time schedule outlining key deadlines for- 3 P a g e

5 (i) (ii) the preparation, tabling and approval of the annual budget; the annual review of- (aa) the integrated development plan in terms of section 34 of the Municipal Systems Act; and (bb) the budget-related policies; (i) the tabling and adoption of any amendments to the integrated development plan and the budget-related policies; and (ii) any consultative processes forming part of the processes referred to in subparagraphs (i), (ii) and (iii). (2) When preparing the annual budget, the mayor of a municipality must- (a) take into account the municipality s integrated development plan; (b) take all reasonable steps to ensure that the municipality revises the integrated development plan in terms of section 34 of the Municipal Systems Act, taking into account realistic revenue and expenditure projections for future years; (c) take into account the national budget, the relevant provincial budget, the national government s fiscal and macro-economic policy, the annual Division of Revenue Act and any agreements reached in the Budget Forum; (d) consult- (i) the relevant district municipality and all other local municipalities within the area of the district municipality, if the municipality is a local municipality; (ii) all local municipalities within its area, if the municipality is a district municipality; (iii) the relevant provincial treasury, and when requested, the National Treasury; and (iv) any national or provincial organs of state, as may be prescribed; and (e) provide, on request, any information relating to the budget- (i) to the National Treasury; and (ii) subject to any limitations that may be prescribed, to- (aa) the national departments responsible for water, sanitation, electricity and any other service as may be prescribed; (bb) any other national and provincial organ of states, as may be prescribed; and (cc) another municipality affected by the budget. The Local Government Municipal Planning and Performance Management Regulations 2001 Section 6 stipulates that: Giving effect to integrated development plan A municipality s integrated development plan must (a) inform the municipality s annual budget that must be based on the development priorities and objectives referred to in section 26(c) of the Act and the performance targets set by the municipality in terms of regulation 12; and (b) be used to prepare action plans for the implementation of strategies identified by the municipality. 4 P a g e

6 The ultimate function of the Process Plan is to ensure that the process of Local Municipality IDP is linked to the District IDP and plans from the sector departments. It involves setting a time schedule and identifying critical milestones for approval and adoption of the Municipal IDP and Budget. 1.2 PREPARING FOR THE 2019/20 IDP REVIEW In order to ensure certain minimum quality standards of the IDP Review process, and a proper coordination between and within spheres of government, the preparation of the Framework/Process Plan has been regulated in the MSA. The preparation of a Framework/Process Plan, which is in essence the IDP Review Process set in writing, requires adoption by Council. This plan has to include the following aspects: A programme specifying time frames for the different Planning steps; Appropriate mechanisms, processes and procedures for consultation and participation of local communities, organs of state, traditional authorities, and other role players in the IDP drafting process; An indication of the organizational arrangements for the IDP process; Binding plans and Planning requirements, i.e. policy and legislation; and Mechanisms and procedures for vertical and horizontal alignment. 1.3 NATIONAL AND PROVINCIAL LEGISLATION National legislation can be distinguished between those that deal specifically with Municipalities arising from the Local Government White Paper on the one hand and sector planning legislation on the other. The Local Government: Municipal Structures, Municipal Systems and Municipal Finance Management Acts are specific to Municipalities. Chapter 5 of the Systems Act is specifically dedicated to the drafting, reviewing, adopting and implementing of the IDP, and is the driving piece of legislation thereof. Arising from the Systems Act the Local Government: Planning and Performance Management Regulations and the MFMA need to be complied with. In terms of the Province there is the Provincial Growth and Development Strategy and all the other sector strategic plans which may have a bearing on the Planning imperatives of the Local municipality and the District should be considered during the review process. National Legislation contains various kinds of requirements for Municipalities to undertake Planning. Sector requirements vary in nature in the following way: Legal requirements for the formulation of a discrete sector plans (e.g. Water Services Development Plan). A requirement that Planning be undertaken as a component of or part of the IDP (e.g. housing strategy and targets). Links between the IDP and Budget process as outlined in the Municipal Finance Management Act. 5 P a g e

7 Legal compliance requirement (such as principles required in the Development Facilitation Act (DFA) and the National Environmental Management Act (NEMA). More of a recommendation than a requirement, which is deemed to add value to the Municipal Planning process and the ultimate product (in this case, Local Agenda 21) STATE OF THE NATION ADDRESS (SONA) The President confirmed the commitment to the Nine Point plan to ignite growth and create jobs, these plans are as follows: 1. Resolving the energy challenge 2. Revitalizing agriculture and the agro-processing value chain 3. Advancing beneficiation or adding value to our mineral wealth 4. More effective implementation of a higher impact Industrial Policy Action Plan 5. Encouraging private sector investment 6. Moderating workplace conflict 7. Unlocking the potential of SMMEs, co-operatives, township and rural enterprises 8. State reform and boosting the role of state owned companies, ICT infrastructure or broadband roll out, water, sanitation and transport infrastructure as well as 9 9. Operation Phakisa aimed growing the ocean economy and other sectors STATE OF THE PROVINCE (KZN) ADDRESS Through the provincial growth and development strategy, and not deviating from the agreed programme of action of the province as expressed in the PGDP, prioritization of the following matters is emphasized: Mobilization with motive to destabilize Social cohesion and moral regeneration as imperatives for nation building Crime and corruption Land issues Capacity and ability of the state Radical Economic transformation Radical Agrarian Socio-Economic Transformation (RASET) The importance of partnership in growing a shared economy Participation and advocacy of vulnerable groups is advanced by promoting youth, gender and disability advocacy and the advancement of women. Commitment to accountability Commitment to partnership KZN PGDS GOALS AND OBJECTIVES KZN VISION 2035 By 2035 KwaZulu-Natal will be a prosperous Province with a healthy, secure and skilled population, living in dignity and harmony, acting as a gateway to Africa and the World STRATEGIC GOALS Inclusive economic growth 6 P a g e

8 Human resource development Human and community development Strategic infrastructure Environmental sustainability Governance and policy Spatial equity SUSTAINABLE DEVELOPMENT GOALS NATIONAL DEVELOPMENT PLAN (NDP) The National Planning Commission adopted the National Development Plan where priorities are summarised below: National Plan Priorities Create jobs Expand infrastructure Use resources properly Inclusive planning Quality education Quality healthcare Build a capable state Fight corruption Unite the nation NATIONAL NDP OUTCOMES The 14 National Outcomes that all provincial governments must align to are: Quality basic education A long and healthy life for all South Africans 7 P a g e

9 Safety and sense of safety, for all people in South Africa Decent employment through inclusive economic growth A skilled and capable workforce to support an inclusive growth path. An efficient, competitive and responsive infrastructure network Vibrant, equitable, sustainable rural communities contributing towards food security for all A comprehensive, responsive and sustainable social protection system Sustainable human settlements and improved quality of household life Responsive, accountable, effective and efficient local government system Protect and enhance our environmental assets and natural resources An efficient, effective and development-oriented public service A diverse, socially cohesive society with a common national identity Create a better South Africa, a better Africa, and a better world NATIONAL PRIORITIES The Five National and Six Provincial Priorities include the following: Job creation (Decent work and Economic growth) Education Health Rural development, food security and land reform Fighting crime and corruption Nation-building and good governance DISTRICT GROWTH AND DEVELOPMENT PLAN (DGDP) The key elements of the King Cetshwayo District Growth and Development Plan include: A synthesis of the priority development issues and challenges in the district based on extensive consultation with stakeholders and a comprehensive technical analysis. A long term development vision and clearly defined strategic goals and objectives to pursue this vision. Monitoring indicators and quantified targets to measure progress and outcomes. An institutional framework for the on-going management and implementation of the DGDP BACK TO BASICS The Back to Basics approach supports a transformation agenda which is premised on the need to ensure functional municipalities. It is informed by the constitution, legislation and programmes, intended at unleashing a new agenda aimed at changing government s approach and strategic orientation especially at local level towards serving the people whilst ensuring service delivery SUKUMA SAKHE The purpose of Operation Sukuma Sakhe aims to rebuild the fabric of society by promoting human values, fighting poverty, crime, diseases, deprivation and social ills, ensuring moral regeneration, by working together through effective partnerships. Partnerships include civil society, development partners, communities and government departments, to provide a 8 P a g e

10 comprehensive integrated service package to communities. The objective of Operation Sukuma Sakhe is to create and maintain functional task teams at provincial, district, local, and ward levels to deliver integrated services to individuals, households and communities NKANDLA GOALS AND STRATEGIES MUNICIPAL SET UP ON THE REVIEW PROCESS OF THE IDP THE VISION A high performing rural Municipality driven by continuous improvement of quality of life for Nkandla citizens THE MISSION Nkandla Municipality renders effective service delivery encompassing nature and heritage to ensure poverty alleviation, sustainable economic growth and development through selfhelp and self-reliance MUNICIPAL PRIORITIES Human Resource Development Infrastructural Development Local Economic Development Agricultural Development Cooperate Governance STRATEGIC OBJECTIVES To decrease municipal risk through risk management To ensure efficient and effective internal and external communication To promote a safe and healthy environment for Nkandla To attain effective and efficient Municipal administration To improve Organizational skills development and capacity building for staff and councillors To strengthen and improve employment equity in the municipality To improve service delivery and the image of the municipality To create a conducive environment for socio -economic growth 9 P a g e

11 To improve quality of life through social infrastructure development To advance and maintain the financial viability of the municipality To improve institutional efficiency through adequate systems and effective internal controls To promote a safe and healthy environment for Nkandla community 1.4 NATIONAL AND PROVINCIAL PLANNING AND BUDGETING CYCLE Figure 1 below provides the Provincial and National Government Departments Budgeting cycle which informs, and is informed by the Municipal Planning and Budgeting cycle. It is important for the Municipality to take note of these Budgeting cycles to ensure relevant and useful input into the Budgeting processes of National and Provincial government at strategic times. In doing this, Municipalities will ensure that their priorities are captured and adequately addressed and that IDP implementation is facilitated. This is not withstanding the work that must be done by the respective Provincial and National Sector Departments to ensure that their programmes are responsive to the core developmental needs of communities as enshrined in the IDP. Figure 1 - National and Provincial Planning and Budgeting Cycle April-June Depts prepare MTEF Strategic Plans June- August Depts Prepare MTEF Budgets April National DOR & Provincial Budgets Legislated; DORA Gazetted Notice Published August National Division of Revenue Workshop Feb- March Nat & Prov Tabling of Budget September Nat & Prov Depts prepare Adjustment Budgets November Prov Cabinet Approves budget proposals Dept Allocations October Extended national Cabinet to finalise Division of Revenue 10 P a g e

12 SECTION TWO: INSTITUTIONAL ARRANGEMENTS, ROLES AND RESPONSIBILITIES 1.5 ORGANIZATIONAL ARRANGEMENTS As part of the IDP Drafting Process the local municipality should resolve to put in place effective Institutional Arrangements, which should be reconstituted for each annual review of the IDP. To this extent, the municipality has established institutional structures to manage the process. This will help to: Formally institutionalize the participation process; Harness shared understanding of the developmental issues within the municipality; Effectively manage the drafting of outputs; Give affected stakeholders access to contribute to the Planning and decision-making process; and Serve as an IDP Implementation Monitoring and Evaluation Forum To minimize instances of unnecessary duplication of functions it is proposed that as far as practicably possible existing institutional arrangements be used as hereunder proposed. 1.6 SECTORIAL FORA These include among others: IDP Management Committee IDP Technical Committee IDP Representative Forum These Fora shall be chaired by the Municipal Manager and/or relevant designated Senior Managers where applicable. However the IDP Representative Forum shall be chaired by the Mayor of the Municipality or a relevant designated Member of the Executive Committee. 1.7 IDP MANAGEMENT COMMITTEE The IDP Management Committee is instituted to act as an internal support system to the IDP Representative Forum. This Committee, as well as the Representative Forum, should be reconstituted for each review cycle of the IDP. The composition of the IDP Management Committee will have to take the manageability of a working committee into consideration and should preferably be chaired by the Accounting Officer/or his designated representative. Other members of the Committee will include but not limited to all the Directors and Managers from Nkandla, and other external stakeholders who may be invited on Ad-Hoc basis. The summarized terms of reference for the IDP Management Committee are as follows: Provides terms of reference for the various Planning activities 11 P a g e

13 Commissions research studies Considers and comments on: Inputs from sub-committee/s, study teams and consultants Inputs from Provincial sector departments and support providers Processes, summarizes and document outputs Makes content recommendations Ensure quality assurance in the Preparation, facilitation and documentation of other IDP meetings 1.8 IDP REPRESENTATIVE FORUM (IDP-RF) The IDP Representative Forum (IDP-RF) will be constituted as part of the preparation phase of the IDP and will continue its functions throughout the annual IDP Review process. The proposed composition of the IDP-RF is as follows: Mayor of Nkandla Local Municipality(Chairperson) Municipal Manager of Nkandla Local Municipality IDP Manager of Nkandla Local Municipality Members of the Executive Committee of Nkandla Local Municipality All Directors and/or Head of Departments and Managers of Nkandla Local Municipality 1 Representative from each Political Party represented in the Nkandla Local Municipality Representative of Traditional Leaders within Nkandla Local Municipality 1 representative from each of the various business chambers within Nkandla Local Municipality 1 representative from respective and relevant National Department 1 representative from CoGTA 1 Representative from King Cetshwayo District Municipality 1 Representative from respective Non-Governmental Organisations, CBO s within Nkandla Local Municipality The summarized terms of reference for the IDP-RF could be based on the composition of the constituency s interests in the IDP process, and is proposed to be as follows: Represent the interest of the Municipality s constituency in the IDP process Provide an organizational mechanism for discussion, negotiation and decision making between the stakeholders inclusive of Municipal government Ensure communication between all the stakeholder representatives inclusive of Municipal government Monitor the performance of the Planning and implementation process All the aforementioned departments and parastatals will participate in the IDP-RF meetings, and facilitate alignment between the municipalities reviewed IDP, the District IDP and Provincial policies and budget. Once again, it must be emphasized that the Mpumalanga Department of Co-operate Governance and Traditional Affairs (CoGTA) will be responsible for liaising and coordination with other line function departments on matters of common interest. 12 P a g e

14 The above Institutional Arrangements and their Terms of Reference are provisional and the Forum will confirm their relevance and if necessary remove/add or merge some of them accordingly during the IDP Review Process. Table 1 below provides an indication of the various roles and responsibilities of the different groupings relating to specifically the IDP Review, PMS and budgeting processes. 13 P a g e

15 January o National Cabinet Lekgotla o Submission of 3 rd quarter performance reports o Draft IDP adopted by municipal councils o Final Project and integration phase December o Inputs for State of the Nation adress o Provincial Treasury submits final Budget documentations to National Treasury (SP, APP,EPRE,etc) o Finalise MTEF Budget o Project and integration phase November o FOSAD planning workshop o Provincial EXCO Lekgotla approves APPs o Tabling of Adjustment Appropriation o Final allocation of budget to Depts. o Depts. Inputs to IDPs review o Project phase of IDP October o Depts. submit the 2 nd Draft SP,APPs /DAs to Treasury and Macro Policy o *Submission of 2 nd quarter performance reports o Strategy development phase of IDP o 1 st quarter performance and budget report submitted to the council September o o o Performance Review and Budget adjustment Lekgotla Commence on public participation process/ feedback on previous performance Analysis phase of IDP February o State of the Nation Address o Ministers Budget Speeches o National POA o State of the Province Address o Municipalities table adjustment budget o finalise operational and capital budget o IDP Analysis o Advertise IDP for public comments o 2 nd quarter performance and budget report submitted to the council Provincial Budgeting Process begins PLANNING AND BUDGETING CYCLE National Provincial Municipalities August o Provincial Budget Hearings (MTEC) o Consultations with municipalities (IDPs) by departments to agree on programmes & projects o Treasury submit 1 st draft budget, SP and APP to National Treasury o 4th quarter performance and budget report submitted to Municipality Council Municipal Planning Cycle Begins July o National Cabinet Lekgotla o Depts. undergo strategic planning for next budget cycle o Depts. submit the 1 st Draft budget to Provincial Treasury o Depts. submit the 1 st Draft SP,APPs /DAs to Treasury and Macro Policy o State of Local Government Addresses and budgets o Submission of 1 st quarter performance reports o Preparatory phase for the next IDP s o Approval and circulation of municipal process plan by local municipalities o Municipalities table the budget process schedule March o Final approval of the PoA o SP, APPs tabled at Legislature o MEC of Finance Provincial budget speech o Depts. Inputs to IDPs review through IDP Indaba/Summit/Rep Forums o Municipalities table annual draft budget and Final IDP for adoption April o Provincial Budget and Policy Speech o Depts. submit rollover requests o Municipalities finalize annual budget o Submission of 4 th quarter performance reports o Submit final IDP to the MEC for Local Government o Consultation on Budget final draft o Draft SDBIP for next FY in line with the adopted IDP May o Provincial Budget and Policy Speech o Treasury issue Annual Budget Circular o Treasury finalize rollover requests o Depts. Submit Annual Financial Statements o 3 rd quarter performance and budget report submitted to the council Provincial Planning begins June o FOSAD workshop o Provincial Planning EXCO Lekgotla o 1 st Draft PoA o Priorities circulated to municipalities to be considered during review o Approval and circulation of the framework plan by District Municipalities o Approval of final SDBIP and IDP for next FY 14 P a g e

16 SECTION TWO: INSTITUTIONAL ARRANGEMENTS, ROLES AND RESPONSIBILITIES 2 Organizational Arrangements As part of the 2019/2020 IDP Review Process the local municipality should resolve to put in place effective Institutional Arrangements, which should be reconstituted for each annual review of the IDP. To this extent, the municipality has established institutional structures to manage the process. This will help to: Formally institutionalize the participation process; Harness shared understanding of the developmental issues within the municipality; Effectively manage the drafting of outputs; Give affected stakeholders access to contribute to the Planning and decision-making process; and Serve as an IDP Implementation Monitoring and Evaluation Forum To minimize instances of unnecessary duplication of functions it is proposed that as far as practicably possible existing institutional arrangements be used as hereunder proposed. 2.1 SECTORIAL FORA These include among others: IDP Management Committee IDP Representative Forum Structures to be recommended Project Task Teams These Fora shall be chaired by the Municipal Manager and/or relevant designated Senior Managers where applicable. However the IDP Representative Forum shall be chaired by the Mayor of the Municipality or a relevant designated Member of the Mayoral Committee. 2.2 IDP MANAGEMENT COMMITTEE The IDP Management Committee is instituted to act as an internal support system to the IDP Representative Forum. This Committee, as well as the Representative Forum, should be reconstituted for each review cycle of the IDP. The composition of the IDP Management Committee will have to take the manageability of a working committee into consideration and should preferably be chaired by the Accounting Officer/or his designated representative. Other members of the Committee will include but not limited to all the Directors and Managers from Nkandla, and other external stakeholders who may be invited on Ad-Hoc basis. The summarized terms of reference for the IDP Management Committee are as follows: 15 P a g e

17 The summarized terms of reference for the IDP Management Committee are as follows: Provides terms of reference for the various Planning activities Commissions research studies Considers and comments on: Inputs from sub-committee/s, study teams and consultants Inputs from Provincial sector departments and support providers Processes, summarizes and document outputs Makes content recommendations Ensure quality assurance in the Preparation, facilitation and documentation of other IDP meetings 2.3 IDP TECHNICAL COMMITTEE The IDP Technical Committee will be comprised of the Municipal Manager, Directors, Managers, IDP Manager, KDCM IDP Officials and Senior Officials from all the Provincial Departments, and those National Departments performing certain functions within the municipal jurisdictional area but are without Provincial Departments. Key among the terms of reference for the IDP Technical Committee are the following: Responsible for considering all work / documentation that needs to be presented / approved by the IDP Representative Forum; Responsible for considering all work / documentation that needs to be presented and further researched on by the IDP Steering Committee; To ensure the validity and technical correctness of the information presented to the other important IDP stakeholders / decision-makers; To ensure the integration of the IDP policies, objectives, strategies and projects into the daily functioning and Planning of the Municipality; and To serve as a Forum of Inter-Spherical programme alignment at Technical level. 2.4 IDP REPRESENTATIVE FORUM (IDP-RF) The IDP Representative Forum (IDP-RF) will be constituted as part of the preparation phase of the IDP and will continue its functions throughout the annual IDP Review process. The proposed composition of the IDP-RF is as follows: Executive Mayor of Nkandla Local Municipality(Chairperson) Municipal Manager of Nkandla Local Municipality IDP Manager of Nkandla Local Municipality Council of Nkandla Local Municipality All Directors and/or Head of Departments and Managers of Nkandla Local Municipality 1 Representative from each Political Party represented in the Nkandla Local Municipality Representative of Traditional Leaders within Nkandla Local Municipality Representatives from Big Business Figure 3 IDP, Budget & PMS Linkages 16 P a g e

18 IDP OVERALL STRATEGY NKANDLA LOCAL MUNICIPALITY PMS, MONITORING & EVALUATION Ensures effectiveness & Efficiency of the Strategy BUDGET Ensures the implementation of the Strategy 17 P a g e

19 Table 1: Roles and Responsibilities Role Players Roles and Responsibilities Municipal Council As the ultimate political decision-making body of the municipality, the Municipal Council has to: Consider and adopt a Process Plan. Consider, adopt and approve the IDP / IDP Review. Executive Committee Decide on the Process Plan. Be responsible for the overall management, co-ordination and monitoring of the process of the IDP, or delegate this function to the Municipal Manager. Approve nominated persons to be in charge of the different roles, activities and responsibilities of the process and drafting. Councillors are the major link between the municipal government and the residents. As such, their role is to: Ward Councillors Link the planning process to their constituencies and/or wards. Be responsible for organising public consultation and participation. Ensure the annual business plans, and municipal budget are linked to and based on the IDP. Accounting Officer (Municipal Manager and IDP Manager) Prepare the Process Plan; Undertake the overall management and co-ordination of the planning process; ensure that all relevant actors are appropriately involved; nominate persons in charge of different roles; be responsible for the day-to-day management of the process; ensure that the planning process is participatory, strategic and implementation orientated and is aligned with and satisfies sector planning requirements; respond to comments on the IDP from the public, horizontal 18 P a g e

20 alignment and other spheres of government to the satisfaction of the municipal council; ensure proper documentation of the results of the planning of the IDP; and adjust the IDP in accordance with the MEC for Local Government s proposals. Liaise with the District Municipality. Even if the Accounting Officer delegates some of these functions to an IDP Manager on his/her behalf, he/she is still responsible and accountable. Heads of Departments and Officials As the persons in charge for implementing IDPs, the technical/sectional officials have to be fully involved in the planning process to: Provide relevant technical, sector and financial information for analysis for determining priority issues; Contribute technical expertise in the consideration and finalisation of strategies and identification of projects; Provide departmental operational and capital budgetary information; Be responsible for the preparation of project proposals, the integration of projects and sector programmes; and Be responsible for preparing amendments to the IDP for submission to the municipal council for approval and the MEC for Local Government for alignment. Informing communities and stakeholders Creating conditions for public participation Prepare and submit business plans Apply for funds etc. Set key performance indicators and targets for measuring performance with regard to each development priority and objective set out in its IDP. - Monitor Performance - Measure and review performance - Take steps to improve performance - Report regularly It is one of the pre-requisitions of a smooth and well-organised planning process that all role players are fully aware of their own and of other role players responsibilities. Therefore, it is one of the first preparation requirements for the IDP planning process to ensure that each one has a clear understanding of his/her role. Section 84 of the Municipal Structures Act, 1998 refers to the Division of Functions and Powers between District and Local Municipalities. 19 P a g e

21 Table 2 - Roles and Responsibilities (Nkandla and Role players) Role Players Local Municipality Municipal Government Residents, communities and stakeholders (civil society) Roles and Responsibilities To: Prepare, decide on and adopt a Process Plan Undertake the overall management and co-ordination of the planning process which includes ensuring that: - all relevant actors are appropriately involved; - appropriate mechanisms and procedures for public consultation and participation are applied; - the planning events are undertaken in accordance with the time schedule; - planning process is related to the real burning issues in the municipality, that it is a strategic and implementation-oriented process; and - the sector planning requirements are satisfied. Adopt and approve the IDP or Annual IDP REVIEW Adjust the IDP in accordance with the MEC for Local Government s proposal. Ensure that the annual business plans, budget and land use management decisions are linked to and based on the IDP. To represent interests and contribute knowledge and ideas in the planning process by: Participating in the IDP Representative Forum to: - inform interest groups, communities and organisations, on relevant planning activities and their outcomes; - analyse issues, determine priorities, negotiate and reach consensus; - participate in the designing of project proposals and/or assess them; - discuss and comment on the IDP or IDP Review - ensure that annual business plans and budgets are based on and linked to the IDP; and - monitor performance in implementation of the IDP. conducting meetings or workshops with groups, communities or organisations to prepare for and follow-up on relevant planning activities. 20 P a g e

22 District Municipality Provincial Government Local Government Department Sector Departments and Corporate Service Providers National Departments A. Same roles and responsibilities as governments of local municipalities but related to the preparation of a District IDP. B. Co-ordination roles for local municipalities: ensuring horizontal alignment of the IDPs of the municipalities in the district council area; ensuring vertical alignment between district and local planning; facilitation of vertical alignment of IDPs with other spheres of government and sector departments; and preparation of joint strategy workshops with local municipalities, provincial and national role-players and other subject matter specialists. Ensuring horizontal alignment of the IDPs of the district municipalities within the province. Ensuring vertical/sector alignment between provincial sector departments/provincial strategic plans and the IDP process at local/district level by: - Guiding the provincial sector departments participation in and their required contribution to the municipal planning process; and - Guiding them in assessing draft IDPs and aligning their sectoral programmes and budgets with the IDPs. Efficient financial management of provincial IDP grants. Monitoring the progress of the IDP processes. Facilitation of resolution of disputes related to IDP. Organise IDP-related training where required. Co-ordinate and manage the MEC s assessment of IDP s. To: Contribute relevant information on the provincial sector departments plans, programmes, budgets, objectives, strategies and projects in a concise and accessible manner. Contribute sector expertise and technical knowledge to the formulation of municipal strategies and projects. Engage in a process of alignment with district municipalities. Participate in the provincial management system of co-ordination. 21 P a g e

23 SECTION THREE: 2018/19 IDP REVIEW ACTION PROGRAMME 3 Action Programme For The IDP Review This section explains the manner of approach the Local Municipality will utilize in managing the Drafting of the IDP Review. 3.1 CORE ELEMENTS OF THE IDP REVIEW CYCLE The core element of the IDP Review Process corresponds to the core function of Municipality as outlined in the Municipal Structures Act and other legislation as well as critical elements that have arisen from the preparation of the IDPs over the past few years. The core components of the IDP Review process are grouped as follows: Comments received from the various role-players in the IDP process including the comments from the MEC Recommendations from the IDP credibility assessments Areas requiring additional attention in terms of legislative requirements Areas identified through self-assessments The preparation of Operational and Sector Plans and the alignment with IDP; Preparation and finalisation of the annual Municipal budget in terms of the relevant legislation; Alignment of the various important Municipal processes such as the IDP Review, Performance Management and Budget Process; and National and Provincial Planning and Budgeting processes alignment, e.g. MTSF. Implementation and review of the Organizational Performance Management System (PMS); and The Spatial Development Framework and the Principles therein. In view of the above aspects, the Municipality acknowledges the fact that the drafting of some of the programmes and plans will continue even after the statutory deadlines for the IDP review process. To this extent the Municipality will therefore devise mechanisms of incorporating the incomplete elements of the outstanding plans into the final IDP at the end of the review period, failing which the information in question will be incorporated in the next IDP. The process reflected in the diagram below represents a continuous cycle of Planning, implementation and review, where all the 5 phases of the IDP are taken cognizance of. Implementation commences after the Municipal Council adopts the IDP and the MEC s comments if any are effected, i.e. 1 st of July Throughout the year implementation performance is monitored, new information becomes available and major unexpected events may occur. Some of this information is used to effect immediate changes to Planning and implementation. Relevant inputs are then integrated into the annual review of the IDP. 22 P a g e

24 The table provides a detail description the phases that must take place during the development of IDP Review. Table 1 IDP Phases NO. REVIEW PHASE PRODUCT OUTPUT 1. Preparation 2. Phase-1 Analysis 3. Phase 2 Strategies 4. Phase 3 Projects 5. Phase 4 - Integration 6. Phase 5 - Approval o Developing a process plan which outlines all steps to be followed when developing the IDP. o The Process Plan to be aligned to the District Framework Plan as required by the Municipal Systems Act. o Process Plan to be approved by Council before the end of August. o Identification of analysis gaps, outstanding information obtained and key issues confirmed (including an analysis to such an extent that circumstances may have changed) o Community consultative meetings which will enable decisions to be based on peoples priority needs o Confirmation of priority issues by the IDP Management Committee. o Consideration of strategies linked to each priority issue. o Revised vision statement, mission, objectives and strategies (May need to be attended to during the review process). o Draft project proposals linked to the identified priorities. o Revised projects will also need to be attended to during the review process; o Will need to be evaluated, and also in terms of a sustainability framework and gender relations impact assessment to be drawn up. o Integration of all projects into integrated sector plans and operational strategies and finalisation of IDP. o Integration of projects funded by the Private Sector and other spheres of Government. o Adoption and advertising of IDP. After adoption of the revised IDP, implementation as well as situational changes will continue to occur as illustrated in Figure 5 The IDP and the review process below. This is again monitored throughout the financial year and evaluated for consideration in the next IDP review. 23 P a g e

25 Figure 4 The IDP and the review process PERFORMANCE MANAGEMENT A: Preparing for IDP (A) IDP IMPLEMENTATION B+C: Monitoring and evaluation D: Refined objectives, strategies and projects phase E: Drafting review document - including budget PUBLIC PARTICIPATION F: Approval Furthermore, the 2019/2020 IDP Action Programme is based on the sequential alignment of the internal Municipal processes (IDP, PMS and Budget) with the external processes (Planning and Budgeting) of District, Provincial National and government. This alignment has a substantial impact on the 2019/2020 IDP Process, specifically in terms of key milestones and deadlines. The Municipal Finance Management Act (MFMA) No 176 of 2004 also has a direct and large impact on the 2019/20 IDP Review Process in terms of alignment between both the Municipal and Provincial budget and IDP process /2019 IDP ACTION PROGRAMME Table 4 Major Activity: First Quarter to Error! Reference source not found. below provides the detailed action plan for the development of the IDP, Budget and PMS Processes respectively. The action plan is broken up according to the 4 Quarters within the Municipal Financial Year with activities accordingly reflected therein. 24 P a g e

26 Table 4 Major Activity: First Quarter QUARTER 1 Activity Responsibility JULY AUG SEPT Due Date PHASE 1 & 2: IMPLEMENTATION MONITORING, REVIEW AND CONFIRMATION OF DEVELOPMENT PRIORITY ISSUES Mayor INTEGRATED DEVELOPMENT PLANNING Council Approval and Advertise Nkandla of IDP/Budget Process EXCO 31/08/2018 Submit IDP/Budget Process to MEC/NT/PT MM 31/09/2018 Publication of Community Participation Programme and Process Plan MM 03/09/2018 IDP Steering Committee MM 17/09/2018 Planners Forum KDCM 14/09/ ST IDP Representative Forum MM 19/09/2018 IDP Indaba COGTA 21/09/2018 ANNUAL BUDGET Monthly Financial Reports for June including expenditure on staff benefits (S66 of MFMA) and results of cash flow CFO 11/07/2018 Monthly Financial Report for July (S71) CFO 15/08/2018 Accounting Officer to prepare Annual Financial Statements CFO 31/08/2018 Monthly Financial Report for August (S71) CFO 13/09/2018 PERFORMANCE MANAGEMENT SYSTEMS Finalization of Fourth Quarter Performance Report MM 29/08/2018 Prepare Performance Agreements for Section 56 Managers MM 28/07/2018 Quarterly meeting of the Risk Management Committee MM 28/07/2018 Municipal review session of annual performance (SDBIP annual target) MM 29/09/2018 AG audit of performance measures MM 29/09/ P a g e

27 Table 5 Major Activity: Second Quarter Activity PHASE 3 & 4 : REVIEW, PROPOSE AND CONFIRM OBJECTIVES, STRATEGIES AND PROJECTS Analysis, drafting, proposals and confirmation of new Development issues emanating from the IDP QUARTER 2 Responsibility Municipal Manager INTEGRATED DEVELOPMENT PLANNING OCT NOV DEC Due Date MM 30/10/2018 Community Consultative meetings MM 30/10/2018 Finalisation of FP/PP COGTA 31/10/2018 Management /IDP Steering Committee MM 08/10/2018 Submit proposed amendments to IDP and feedback on draft (internal) MM 10/12/ ND IDP RF to Review IDP considering community inputs MM 21/11/2018 IDP Best Practice Conference and IDP Alignment session COGTA 23/11/2018 Review, propose and Confirm objectives and Strategies / 1 ST Strategic Planning Session MM 30/11/2018 World Planning Day Celebrations COGTA 08/11/2018 IDP Best Practice Conference and IDP Alignment session COGTA 23/11/2018 Initial Draft IDP MM 10/12/2018 Submit proposed amendments to IDP and feedback on draft (internal) MM 10/12/2018 Planners Forum KDCM 14/12/2018 Consider Provincial and National Sector Plans and Programmes for alignment with Municipalities Plans. Monthly financial report for Sept including expenditure on staff benefits and results of cash-flow for 1 st quarter Report of the Mayor on implementation of Budget and Financial state of the Municipality (S52d) ANNUAL BUDGET MM 14/12/2018 CFO 12/10/2018 CFO 31/10/2018 Monthly Financial Report for October (S71) CFO 12/11/2018 PERFORMANCE MANAGEMENT SYSTEMS 26 P a g e

28 Quarterly meeting of the Risk Management Committee MM 17/10/2018 First Quarter Performance Reports finalized and ready for Assessments MM 31/10/2018 Quarterly meeting of the Risk Management Committee MM 31/10/ st Quarter PMS Audit Report to MM and Performance Audit Committee MM 14/11/2018 Municipal review session of st quarter performance (SDBIP Quarter 1 targets) MM 17/10/2018 Prepare annual performance report MM 12/12/2018 Table 6 Major Activity: Third Quarter Activity PHASE 4 & 5: INTEGRATION, PROGRAMMES AND PROJECTS FINALIZATION QUARTER 3 Responsibility Municipal Manager INTEGRATED DEVELOPMENT PLANNING JANUARY FEBRUARY MARCH Due Date Ensure IDP, Budget and PMS alignment MM 25/01/2019 Management /IDP Steering Committee 14/01/2019 Management /IDP Steering Committee MM 05/02/2019 IDP Stakeholders Meeting MM 08/02/2019 Adoption of the 2019/2020 First Draft IDP 31/01/2019 Submit Draft IDP to CGTA for credibility assessments MM 16/02/2019 Publish notice on Draft IDP (21 days) 16/02/2019 Planners Forum KDCM 15/06/2019 Municipality considers and integrates draft IDP inputs from community, stakeholders and credibility assessments from Province Management /IDP Steering Committee MM MM 16/03/ /03/2019 IDP/Budget Consultative meetings IDP Representative Forum to Consider Draft IDP, and consolidated inputs from Sector departments Mayor tables Final IDP before Council for approval MM MM MM 20/03/ /03/ /03/ P a g e

29 QUARTER 3 Activity Responsibility JANUARY FEBRUARY MARCH Due Date Submission Draft 2018/19 Reviewed IDPs to COCGTA for Asswessment MM 30/03/2019 Monthly financial report for Dec including expenditure on staff benefits and results of cashflow for 2 nd quarter ANNUAL BUDGET CFO 12/01/2019 MFMA Section 72 mid-year report and submit to council for approval CFO 25/01/2019 Mid-year budget and performance assessment by PT CFO 12/01/2019 Assessment of the adjustment Budget by PT CFO 26/01/2019 MFMA Section /19 Adjustment budget CFO 26/02/2019 Table Draft Adjustment Budget to Council CFO 26/01/2019 Monthly Financial Report for Jan 2018 (S71) CFO 12/02/2019 Finalize detailed Operational and Capital Budget CFO 27/02/2019 Alignment with the Draft IDP 2018/2019 CFO 27/02/2019 Publicize the Annual Report in terms of section 127(5) of the MFMA. MM 27/02/2019 Monthly Financial Report for February 2019 MM 12/03/2019 Table Draft budget to Council CFO 29/03/2019 First Draft 2018/19 Annual Budget and all related Policies to be submitted to Council CFO 29/03/2019 PERFORMANCE MANAGEMENT SYSTEMS 2 nd Quarter Performance Reports finalized and ready for Assessments MM 16/01/2019 Quarterly meeting of the Risk Management Committee MM 30/01/2019 Compile half yearly assessments of Municipality s performance against performance of objectives MM 30/01/2019 Municipal review session of 2018/19 mid-term performance (SDBIP Quarter 1 & 2 targets) MM 16/02/2019 Submit Annual Report to AG, Provincial Treasury and Department of Co-operative Governance and Traditional Affairs (CG&TA) Council considers and adopts oversight report on 2017 / 2018 Annual Report (Minutes to AG, Provincial Treasury and CG&TA) MM 27/02/2019 MM 30/03/ P a g e