EMNAMBITHI/LADYSMITH MUNICIPALITY 2011/12 IDP

Transcription

1 PROCESS PLAN OF EMNAMBITHI/LADYSMITH MUNICIPALITY 2011/12 IDP PREPARED BY: EMNAMBITHI/LADYSMITH MUNICIPALITY ECONOMIC DEVELOPMENT P. O.BOX 3978 LADYSMITH

2 TABLE OF CONTENTS SECTION ONE : BACKGROUND THE INTEGRATED DEVELOPMENT PLANNING PROCESS PREPARING AN IDP.4 SECTION TWO : ORGANISATIONAL ARRANGEMENT IDP STEERING COMMITTEE THE IDP MANAGER AND RESPONSIBILITIES IDP REPRESENTATION FORUM.6 SECTION THREE : ROLES AND RESPONSIBILTIES ROLE PLAYERS ROLES AND RESPONSIBILITIES.8 Tabled 3.1: Roles and Responsibilities (Internal & External).8 SECTION FOUR : MECHANISMS & PROCEDURES FOR PARTICIPATION FUNCTIONS AND CONTEXT PUBLIC PARTICIPATION MECHANISMS FOR PARTICIPATION.9 SECTION FIVE : ACTION PROGRAMME FOCUS AREAS FOR THE 2010/2011 IDP REVIEW...10 SECTION SIX : MECHANISMS AND PROCEDURES FOR ALIGNMENT ROLE PLAYERS KEY STAGES OF ALIGNMENT BETWEEN DISTRICT AND LOCAL COUNCILS SECTION SEVEN : COST ESTIMATES COST ALLOCATION PER PHASE..12 Table 7.1: Cost allocation 7.2 FUNDING FOR THE IDP REVIEW PHASE.12 SECTION EIGHT : ANNEXURE A ANNEXURE B LIST OF ANNEXURES ANNEXURE C 2

3 SECTION ONE: BACKGROUND 1.1 THE INTERGRATED DEVELOPMENT PLANNING REVIEW PROCESS 2010/ The Integrated Development Planning (IDP) Process is a process through which municipalities prepare strategic development plans to guide development within their area of jurisdiction According to the Municipal Systems Act (MSA) of 2000, all municipalities have to produce IDPs as a legislative requirement In terms of Section 34 of the Municipal Systems Act: 2000 : A municipal Council- a) must review in accordance with its integrated development plani) annually in accordance with an assessment of its performance measurements in terms of section 4.1; and ii) to the extent that changing circumstances so demand; and b) may amend its IDP in accordance with a prescribed process The Review phase will address, amongst other things, the following: The incorporation of comments received during the assessment of the 20010/2011 IDP; Areas requiring additional attention in terms of legislative requirements; The inclusion of outstanding Sector Plans. The updating of information Shortcomings and weakness identified through self assessment The inclusion of an Organizational Score Card The compilation of a five-year Financial Plan and Financial Strategies to improve the current financial situation. The inclusion of the Annual Municipal Budget; Compilation of Rural Strategy; Progress on Turn Around Strategy Projects Incorporation of Reviewed LED& Manufacturing Plan 3

4 1.2 PREPARING AN IDP Process Plan The preparation of a Process Plan, which is in essence the IDP Review Process set in writing is a requirement of the Municipal Systems Act, This plan has to include the following: A programme specifying the time frames for the different planning steps; and Appropriate mechanisms, processes and procedures for consultation and participation of local communities, organs of state, traditional authorities, ward committees and other role players in the IDP drafting process Adoption of Plan The preparation and adoption of this Plan is a requirement of section 27 of the Municipal Systems Act, The Framework Plan provides the linkage and binding relationships to be established between the district and local municipalities in the region. In doing so, proper consultation, coordination and alignment of the review process of the district municipality and various local municipalities can be maintained Systematic IDP Review Approach The 2011/2012 IDP Review Process builds on the 2010/2011 review in a systematic way as to ensure the continuous improvement of the municipal IDP to a completed and a refined strategic management tool. 4

5 SECTION TWO: ORGANISATIONAL ARRANGEMENT 2.1 IDP STEERING COMMITTEE As part of the IDP preparation process, Council resolves to establish an IDP Steering Committee, which comprises Senior Managers to act as a support structure to the IDP Representative Forum or Ward Committees, the Municipal Manager and the IDP Manager. These structures are to continue functioning throughout the IDP Review Phase and after Terms of Reference for the management of the IDP Steering Committee are attached as Annexure A and the details regarding the IDP Representative Forum are attached as Annexure B. 2.2 THE IDP MANAGER AND RESPONSIBILITIES Amongst others, the following responsibilities have been allocated to the IDP Manager to manage the IDP Process: To ensure that the Process Plan is finalised and adopted by Council; To adjust the IDP according to the proposals of the MEC and other relevant comments; To involve the Ward Committees in the establishment of Ward Committees; To ensure the continuous participation of role players; To monitor the participation of role players; To ensure appropriate procedures and compliance with the process plan and legislative requirements; To carry out the day-to-day management of the IDP process; To respond to comments and enquiries; To ensure alignment of the Local IDPs within the District IDP, Provincial and National programmes; To coordinate the preparation of the Sector Plans and their inclusion into the IDP; To coordinate the inclusion of the PMS into the revised IDP To submit the reviewed IDP to the relevant authorities. 5

6 2.3 IDP REPRESENTATIVE FORUM Composition of IDP Representative Forum The IDP Representative Forum (RF) was constituted to guide Council during the preparation and the implementation phases of the IDP. It has, however, been noted that in the past participation by the public in the IDP Process has been very limited or nonexistent. As such, the public is requested to fully utilise this opportunity to participate in this process Terms of Reference The IDP Steering Committee will assist the IDP Manager to finalise the terms of reference for the IDP Representative Forum for the IDP Review Phase. The objective of the Representative Forum is to ensure participation at all levels by various interested and affected organisations, groups or individuals. The general Terms of Reference, in accordance with the IDP Guidelines, are attached as Annexure B. 2.4 WARD COMMITTEES The Municipality consists of 25 Wards and has established functional ward committee structures in all of the Wards. However, recently the Demarcations Board has gazetted two additional wards, making the municipality to contain 27 wards in total. Due to problems encountered to convene IDP Representative Forum Meetings in the past, this structure will definitely enhance the participation by the public in the IDP Processes. 6

7 SECTION THREE: ROLES AND RESPONSIBILITIES 3.1 ROLE PLAYERS The Municipality has identified role players to assist and inform the IDP Review Process: Internal Role-players Council and the Executive Committee; Local Councillors including Mayor, Deputy- Mayor and Speaker; Portfolio Committees; Municipal Manager; Senior Municipal Officials; IDP Manager; IDP Steering Committee; Community Development Workers External Role- players Relevant Government Departments; Representative Forum/ Civil Society; Ward Committees Sector Policing Community Health Workers Chambers of Business and Commerce Traditional Leadership Religious Organisations 7

8 3.2 ROLES AND RESPONSIBILITIES Table 3.1: Roles and Responsibilities INTERNAL Role Player Roles and Responsibilities Systems Act Council Adoption of an IDP Adoption of a Process Plan Annually Review IDP Amend IDP under changing circumstances Sec 25(1) Sec 28(1) Sec 34(a) Sec 34(b) EXCO Councillors Portfolio Committees Municipal Manager General management of the drafting of the IDP. Assign responsibilities in this regard to the Municipal Manager and Portfolio Committees. Recommend the IDP draft plan to the Council for adoption. Linking the IDP process with their constituencies. Organize public participation meetings with the relevant stakeholder in their constituencies. Confirm and prioritize ward based needs Scrutinize and prioritize basic needs of the municipality Play an oversight role on the review of municipal and sector departmental plans To make recommendation to EXCO. Decide on planning process; Develop and compile a draft IDP; Monitor the process of IDP Review; Overall Management and co-ordination; Provide the necessary resources for the compilation and implementation of the IDP Ensure that the Budget and SDBIP is informed by the approved IDP Submit a draft IDP to the EXCO Sec 30(a) Sec 30(b) Sec 30 (c) Sec 29(b) Sec 29(b) Sec 29(b) Struc Act Struc Act Struct Act Sec 30(b) Sec 30(b) Sec 30(b) Sec 30(b) Sec 30(b) Sec 30(b) Sec 30(b) Municipal HoD s IDP Manager IDP Steering Committee Provide technical/ sector expertise. Prepare and review selected draft Sector Plans. Prepare draft progress reports and proposals. Day-to-day management of the process. Assist and support the Municipal Manager and Representative Forum. Information GAP identification. Oversee the alignment of the planning process internally with those of the local municipality areas. Sec 35 (1) Sec 29 (c) Sec 35(1) Sec 30(b) Sec 35 (b) Sec 29(b) Sec 29(b) EXTERNAL 8

9 Role Player Planning Professionals Representative Forum/ Civil Society/ Ward Committees Government Departments Roles and Responsibilities Methodological guidance. Facilitation of planning workshops. Assist in compiling Sector Plans. Representing sector interests and contributing local knowledge and ideas in respect of Needs Identification and Prioritisation (See terms of reference). Provide sector information. Sectoral guidelines and compliance requirements. Provide professional and technical support. 9

10 SECTION FOUR: MECHANISMS AND PROCEDURES FOR PARTICIPATION 4.1 FUNCTIONS AND CONTEXT OF PUBLIC PARTICIPATION Chapter Four of the Municipal System Act, 2000 deals with the development of a culture of community participation. In terms of the IDP process, four major functions are essential for public participation, namely: Needs Identification, Prioritisation, Community Ownership, and Empowerment. The Public Participation process has been institutionalised in order to ensure that all residents have an equal right to participate in an orderly manner. 4.2 MECHANISMS FOR PARTICIPATION Section 17 of the Municipal System Act, 2000 deals with the mechanism, process and procedures for community participation. In terms of this section, community participation in the IDP Process has been structured as follows: a) Councillors Councillors will inform their constituents of the IDP process, provide information regarding the progress of the IDP Review and will guide stakeholders on how to participate in the IDP Representative Forum and Ward Committee System. b) IDP Representative Forum This forum will represent stakeholders and will be as inclusive as possible. Efforts will be made to bring additional organizations into the Representative Forum and ensure their continued participation throughout the process. c) Ward Committees Ward Committees have been established for all Wards, and they will play a pivotal role during the IDP Process. d) Media Local newspapers will be used to inform the public of the review and adoption processes. 10

11 SECTION FIVE: ACTION PROGRAMME 5.1 FOCUS AREAS FOR THE 2010/2011 IDP REVIEW Areas of improvement have been identified through different processes for consideration during the 2010/2011 IDP Review process. In keeping with the incremental IDP improvement approach, these areas of improvement will ensure integration. The following areas were identified: Formulation of Organizational Score card has commenced Skills Development Plan, to be reviewed and adopted by Council; Inclusion of Turn Around Strategy: Council still has approved 10 projects and constant progress thereof be monitored Equity Plan needs to be developed and reviewed by Council Capital Investment Framework, Terms of reference for consultants have been drafted Risk Plan has commenced and should be reviewed; Transport Plan, has commenced and must be reviewed; Implementation of Nodal Plans as per Township Regeneration Strategy; Review of Housing Sector Plan, process to commence in the next financial year LED, Manufacturing and Rural Plans has commenced and must be reviewed Integrated Waste Management Plan has commenced and must be reviewed Strategic Environmental Assessment has commenced and must be reviewed Municipal Website has commenced and must be finalized 11

12 SECTION SIX: MECHANISMS AND PROCEDURES FOR ALIGNMENT 6.1 ROLE PLAYERS National Government The national departments are expected to provide a framework for the preparation of the Sectoral Plans, as well as funding thereof. The national departments should also coordinate and prioritises programmes and budgets between sectors in line with the framework Provincial Government Provincial Government should prepare Sectoral Guidelines and funding for the preparation of Sector plans Local Government Local Municipalities should in their process of IDP preparation interact with National, Provincial, District and other Local Municipalities within the District. 6.2 KEY STAGES OF ALIGNMENT BETWEEN DISTRICT AND LOCAL MUNICIPALITIES Alignment meetings, chaired by the District IDP Manager should occur on a monthly basis. Should a need arise for more of these meetings, the local and district municipalities will have to come to consensus on suitable dates for these meetings. Alignment workshops will also be held to align IDP s during different stages of the process. 12

13 SECTION SEVEN: COST ESTIMATES 7.1 COST ALLOCATION PER PHASE The estimated costs associated with the IDP Review are outlined below: Table 7.1: Cost allocation TASK COST Phase One Advertising Review status quo report Consultation/ desktop analysis Printing Phase Two Review of issues, Objectives, Vision (Strategies) Consultation Process Printing Phase Three Confirmation of projects Consultations Reports Printing Phase Four Alignment of sector plans, budgets, programmes Phase Five Advertising Printing Distribution Disbursements TOTAL FUNDING FOR THE IDP REVIEW PHASE The municipality will be responsible for the funding of this process but will rely on other government departments for additional funding of sector plans which have to date not been adequately addressed. However, should funding be made available by the Department of Cooperative Governance and Traditional Affairs for the review process, this would enable us to develop credible document. 13

14 SECTION EIGHT: LIST OF ANNEXURES Annexure A: Annexure B: Annexure C : Terms of reference for the IDP Steering Committee Terms of reference for the Representative Forum/ Ward Committees Budget Time Schedule 14

15 Annexure A Terms of reference for the IDP Steering Committee 1. Purpose of the IDP Steering Committee Every Municipality has to prepare an IDP in terms of the Municipal Systems Act, The IDP is a strategic document, which guides and informs all planning, management, investment, development and implementation of decisions in the Municipality. The IDP Steering Committee will support the Municipal Manager, who is responsible for the IDP, in the execution of his tasks to manage and coordinate the IDP process. The IDP Steering Committee is a technical working group made up of Heads of Department and other senior officials who support the IDP Manager to ensure a smooth planning process. Although the IDP manager is responsible for the day to day IDP process, certain functions can be delegated to members of the Steering Committee. 2. Functions: To support the Municipal Manager and IDP Manager. To support and advise the Representative Forum on technical issues. To prepare criteria for the selection of members of the Representative Forum. To ensure that all stakeholders are included in the Representative Forum. Drafting of Terms of Reference for various Planning activities. Commission research studies. Consider and comment on: - Inputs from task and study teams. - Inputs from provincial departments and service providers. Process, summarise and document outputs. Prepare, facilitate and document meeting processes. Ensures alignment at local and district level. 3. Chaired by: The Municipal Manger as delegated by the Mayor/Exco 4. Secretariat: IDP Manager 5. Composition: - Heads of Departments - Other Senior Officials 15

16 Annexure B Terms of reference for the Representative Forum 1. Purpose of the IDP Representative Forum/ Ward Committee Structures The IDP Representative Forum/ Ward Committees represent the interests of constituent Communities. Any person or organisation that wishes to serve on the Representative Forum, should inform the Municipality about their intention to participate. However in instances where ward committee stractures are in place and functional, these will obviously play a dominant role as every stakeholder is represented in them. 2. Functions: To represent their constituents in the IDP process. To provide a mechanism for discussion, negotiation and decision-making. To ensure communication between all stakeholders. To ensure alignments takes place at various levels. Monitor the performance of the planning and implementation process. 3. Chaired by: The IDP Forum is to be chaired by the Mayor/ Executive Committee member/ Municipal Manager/IDP Manager. 4. Secretariat: IDP Manager 5. Composition: Mayor Councillors Traditional Leaders Ward Committee Representatives Heads of Department/ Senior officials Provincial Departments State Owned Enterprises Resource persons 16

17 Annexure C IDP Review Cycle 2011/2012 IDP Budget Aug 10 Draft and adopt IDP Process Plan Annual Financial reports (previous year) to Council Oct 10 Review and align Municipal Vision (What does the municipality want to achieve?) Budget estimates (All income source, MTEF & Implementing agents & Council) Submit Budgetary time schedule Oct 10 Nov 10 Nov 10 Dec 10 Jan 11 Feb 11 Engage with Service Providers Re. MTEF s Align Vision, Objectives and Strategies Project (phase two) Identification/ prioritisation per municipality RF Meeting- Vision, Objectives, Strategies and Projects Services Providers finalise their MTEF s Finalise MTEF Projects from SP s Finalise project list RF Meetings- Projects Prepare business plans for projects Needs Identification through Public meetings Needs Identification through public participation Table the First Draft IDP Departments submit draft Capital budgets Review budget estimates Departments submit Draft Operational budgets Finance Submit First Draft budget to MM March 11 IDP Approval by EXCO MM Table the Draft Budget to Council and refer to the public for comments April 11 Public Consultation on the Approved IDP Council Adopt the Final Budget 17

18 May 11 Review of Sector Plans Consider feedback from community and Provincial and National Mayoral Response June 11 July 11 Council Adoption of IDP Submit the IDP to the MEC Adoption of a Process Plan Adoption of a Process Plan 18