AND BUDGET PROCESS PLAN - 2018/2019 IDP, PMS
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2018/2019 IDP, PMS
AND BUDGET
PROCESS PLAN
Contact:
The Office of the Municipal Manager
Mnquma Local Municipality
Butterworth 4960
Tel: 047- 401 2400
Fax: 047- 4910195MNQUMA LOCAL MUNICIPALITY – 2018/2019 IDP/PMS AND BUDGET PROCESS PLAN
TABE OF CONTENTS
1.INTRODUCTION
1.1 Legislative Framework
1.2 Process Plan
1.3 IDP Informants
1.4 Sector Plans Developed
2. IDP/BUDGET/PMS REVIEW PROCESS
2.1 IDP Review Phases
2.2 Phase 1: Preparing for IDP Review 2018/2019
2.3 Phase 2: Monitoring, Evaluation and Updated Analysis
2.4 Phase 3: Objectives, Strategies, Projects and Programmes
2.5 Phase 4: Consolidation
2.6 Phase 5: Approval
3. INSTITUTIONAL ARRANGEMENTS
3.1 IDP Planning Process Flow
4. MECHANISMS FOR ALIGNMENT
5. MONITORING AND AMENDMENTS
6. BINDING PLANS AND LEGISLATION
7.MECHANISMS AND PROCEDURES FOR PUBLIC PARTICIPATION
7.1Communication
7.2 Appropriate Language Usage
8. IDP/PMS &BUDGET ACTION PLAN
9. BUDGETORY REQUIREMENTS
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1. INTRODUCTION
Integrated Development Plan (IDP) is designed:
To strengthen the link between local, provincial and national priorities and objectives,
resource allocation and implementation,
To provide a means whereby municipalities can maintain and communicate IDP
information, thereby supporting ease of access and use by stakeholders across all
spheres of government,
To support coordination between sectors, clusters and priority areas,
To support the timely submission of key planning information to all spheres of
government.
It therefore involves various internal stakeholders at all levels as enshrined in the legal framework.
The process plan outlines role players, responsibilities and timelines for developing the Integrated
Development Plan.
1.1. LEGISLATIVE FRAMEWORK
The Local Government: Municipal Systems Act No 32 of 2000:
35 “(1) An integrated development plan adopted by the council of a municipality (a) is the principal
strategic planning instrument which guides and informs all planning and development, and all
decisions with regard to planning, management and development in the municipality”;
(b) “binds the municipality in the exercise of its executive authority…”
25 “(1) Each municipal council must, within a prescribed period after the start of its elected term, adopt a
single, inclusive and strategic plan for the development of the municipality which
(a) links, integrates and co-ordinates plans and takes into account proposals for the
development of the municipality:
(b) aligns the resources and capacity of the municipality with the implementation of the plan:
(c) forms the policy framework and general basis on which annual budgets must be based;
(d) complies with the provisions of this Chapter; and
(e) is compatible with national and provincial development plans and planning requirements
binding on the municipality in terms of legislation.”
In accordance with this legislation, the Mnquma Local Municipality’s IDP, as the principal planning
document, sets out the long-term vision of the Municipality as:
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Mnquma Local Municipality IDP also details the:
development of priorities and objectives, which contribute towards achieving this
vision, over the Councils elected term;
strategies, which are the means by which these objectives will be achieved;
IDP programmes and projects which link to the strategies and contribute to the
achievement of the objectives.
Mnquma Local Municipality will review and further develop its IDP and Budget in accordance with the
requirements set out in the Local Government: Municipal Systems Act No. 32 of 2000, the Local
Government: Municipal Planning and Performance Management Regulations 2001 and the Municipal
Finance Management Act No. 56 of 2003.
In terms of the Municipal Systems Act No 32 of 2000 a municipality is required to review its IDP
annually. Annual revisions allow the municipality to expand upon or refine plans and strategies, to
include additional issues and to ensure that these plans and strategies inform institutional and
financial planning. .
Local Government: Municipal Systems Act No.32 of 2000 Section 34
“A municipal council –
(a) must review its integrated development plan
(i) annually in accordance with an assessment of its performance measurements … and
(ii) to the extent that changing circumstances so demand and
(b) may amend its integrated development plan in accordance with a prescribed process”
1.2. THE IDP PROCESS PLAN
It is required by legislation that a municipal council adopt a process to guide the planning, drafting and
adoption of its IDP.
Local Government: Municipal Systems Act No.32 of 2000 Section 28
“Adoption of process-(1) each municipal council…must adopt a process set out in writing to guide the planning
drafting adoption and review of its integrated development plan.”
This Process Plan outlines the programme to be followed and provides detail on the issues specified
in the Act. A Process Plan is required to include:
a programme specifying time-frames for the different steps;
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outline mechanisms, processes and procedures for consultation of the community, organs of
state, traditional authorities and role-players;
identify all plans and planning requirements binding on the municipality, and
be consistent with any other matters prescribed by legislation.
Local Government: Municipal Systems Act No.32 of 2000 Section 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 pre-determined 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 IDP;
iii. organs of state, including traditional authorities, and other role players to be identified and
consulted on the drafting of the IDP;
(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”
1.3. IDP INFORMANTS
The IDP is a multi-sectoral planning document requiring inputs from all spheres of government and
community members. Local Government: Municipal Systems Act No 32 of 2000 prescribes elements
of a credible Integrated Development Plan. Sector plans to be included in the IDP include but not
limited to the following:
KEY SECTOR PLANS TO BE INCLUDED IN IDP
RELEVANT LEGISLATION SECTOR PLAN REQUIRED
Section 26 of the Local Government: Municipal Local Economic Development Plan
Systems Act No 32 of 2000 Spatial Development Framework
Disaster Management Plan
Financial Plan, which must include a budget projection for at least
three years.
Section 41 of Local Government: Municipal Performance Management System
Systems Act No 32 of 2000
Section 53 of Disaster Management Act No 57 of Disaster Management Plan
2002
Skills Development Act No 97 of 1998 Workplace Skills Plan
Employment Equity Act No. 55 of 1998 Employment Equity Plan
Section 9 of Housing Act No 107 of 1997 Housing Sector Plan/Strategy
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POLICIES AND PLANS TO CONSIDER
POLICY SUBJECT MATTER
National Development Plan (Vision 2030) The National Development Plan (NDP) offers a long-term perspective. It
defines a desired destination and identifies the role different sectors of
society need to play in reaching that goal
Back to Basics Approach Outlines the pillars of the Back-to Basics approach
Putting people first
Delivering basic services
Good governance
Sound financial management
Building capacity
New Growth Path (NGP) A framework for economic policy and a driver of the country’s job strategy.
The strategy sets out critical markers for employment creation ,and identifies
where viable changes in the structure and character of production can
generate a more inclusive and greener economy over the medium to long
run
Eastern Cape Provincial Growth and Overarching development strategy for the Eastern Cape Province
Development Plan
Land redistribution for Agricultural Development Primarily deals with agricultural land redistribution.
(LRAD) Deals with the transfer of agricultural land to specific individuals or groups.
Deals with commonage projects to improve access to municipal and tribal
land for grazing purposes.
OTHER CONSIDERATIONS
Changing internal and external circumstances
Comments from the MEC on IDP Review 2018/2019
Mnquma Local Municipality Surveys
Reports from community engagements
Council’s Strategic Planning Sessions
1.4. Sector Plans Developed
The following sector plans that support implementation of the IDP have been developed by the
municipality:
Master Plan Vision 2025
Housing Sector Plan
Integrated Waste Management Plan
Spatial Development Framework
Integrated Environmental Management Plan
SPU Strategy
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Local Economic Development Strategy
Revenue Enhancement Strategy
The municipality has aligned strategic objectives with five key local government performance areas as
follows:
Basic Service Delivery and Infrastructure Development
Municipal Transformation and Institutional Development
Municipal Financial Viability and Management
Local Economic Development
Good Governance and Public Participation
2. IDP REVIEW PROCESS
The 2018/2019 IDP Review process is described in Figure 1 below; as a continuous cycle of planning,
implementation and evaluation.
Figure 1: IDP 2018/2019 Review Process
1. PREPARATION
PUBLIC PARTICIPATION
PERFORMANCE 2. MONITORING & EVALUATION –
UPDATED ANALYSIS
MANAGEMENT
3. OBJECTIVES, STATEGIES, INDICATORS &
TARGETSPROJECTS & PROGRAMMES (LINKED TO
BUDGET)
IDP 4. CONSOLIDATE/ INTEGRATE IDP & BUDGET
IMPLEMENTATION (INCLUDING OPERATIONAL PLANS)
5. APPROVAL - COUNCIL ADOPTS IDP & BUDGET
Detailed below is the programme with time frames and a description of what is expected to happen
throughout the IDP review process.
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2.1 IDP PHASES
A detailed action plan with time frames and dates for the various phases and the identified activities
follows in the next section. Whilst the format of the action suggests that the IDP process follows
sequential steps.
2.2 Phase 1: Preparing for IDP Review 2018/2019
During this phase all the institutional preparations and arrangements to ensure that the process runs
smoothly:
designing an action programme for the process, indicating main activities, and time frames;
assigning roles and responsibilities;
putting in place organizational arrangements, the procedures and mechanisms for public
participation.
The key “output” of this preparation phase is a Process Plan, to be approved by Council.
2.3 Phase 2: Monitoring & Evaluation and Updated Analysis
The purpose of the Analysis Phase is to establish baseline in each key performance area to inform
objectives and strategies. The key informants for this phase are:
community needs and aspirations
knowledge of available and accessible resources.
information of the dynamics influencing the development in the municipality.
The process will involve gathering and collating relevant information, including:
identification of what has been achieved and the gaps with respect to 2018/2019 Integrated
Development Plan
progress with the implementation of current programmes and projects;
new information from internal and external sources, such as:
- new policy and legislation
- budget information from other spheres of government - identifying potential and available
funding from all sources
- more or improved in-depth information about the existing situation and priority issues,
information about new development and trends - including information arising out of
sector plans
- input from stakeholder organizations and community members
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The output of this phase will be an updated situational analysis, wherein the prioritized/key issues for
are identified to inform objectives and strategies.
2.4 PHASE 3: OBJECTIVES, STRATEGIES, PROJECTS & PROGRAMMES
The information from the situational analysis phase will inform objectives, strategies phase. Projects
and programmes will be identified for implementation to ensure that set objectives and strategies are
realized.
2.5 PHASE 4: CONSOLIDATE REVIEWED IDP 2018/2019
It is anticipated that during this phase:
the IDP programmes & projects will be further refined through the work of Clusters and
Directorates;
the draft IDP will be presented to the Clusters, IDP/PMS and Budget Representative Forum;
and
the IDP Report will be consolidated for submission to Council.
Once the draft IDP and Budget 2018/2019 has been approved by Council, they will be advertised for
public comments and will be presented and discussed in public meetings (IDP and Budget Road-
shows) across the municipality.
2.6 PHASE 5: APPROVAL
During this phase consideration will be given to the comments arising out of the public participation
process and review of 2018/2019 IDP will be submitted, together with the budget, to Council for final
adoption.
3. INSTITUTIONAL ARRANGEMENTS, ROLES & RESPONSIBILITIES
3.1 ROLES AND RESPONSIBILITIES OF INSTITUTIONAL STRUCTURES
The proposed roles and responsibilities of institutional structures are described in the table below:
STRUCTURE COMPOSITION AND RESPONSIBILITY
Mnquma Local Council The Mnquma Municipal Council is the political decision-making body of the municipality and
the Council has the responsibility to:
consider and adopt the IDP Process Plan & time schedule for the preparation, tabling &
approval of the annual budget;
consider and adopt the IDP and annual Budget;
ensure the municipal budget is coordinated with and based on the IDP;
adopt a Performance Management System (PMS)
Monitor progress and IDP implementation
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STRUCTURE COMPOSITION AND RESPONSIBILITY
The Executive Mayor of The Executive Mayor of Mnquma Local Municipality has the responsibility for the preparation
Mnquma Local Municipality and implementation of the IDP, Budget & Performance Management. In his executive capacity
he has to:
be responsible for the overall oversight, development and monitoring of the process or
delegate IDP & PMS responsibilities to the Municipal Manager;
ensure that the budget, IDP & budget related policies are mutually consistent & credible;
Submit the revised IDP & the Annual Budget to the municipal Council for adoption;
Ward Councillors , Ward Councillors are the major link between the municipal government and the residents. As
Ward Committees & CDWs such, their role is to:
link the planning process to their constituencies and/or wards;
ensure communities understand the purpose and the key mechanisms of the IDP, Budget
process, Performance Management and are motivated to actively participate;
Facilitate public consultation and participation within their wards.
Provide feedback to their communities on the adopted IDP and Budget.
IDP, PMS & Budget Steering The IDP/PMS Steering Committee will be established to provide general political guidance over
Committee the IDP / PMS & Budget development process. The Steering Committee will be chaired by
Executive Mayor and will be constituted of all Mayoral Committee Members, whipery and
Management Technical support will be provided by the:
Municipal Manager
Director Strategic Management
CFO: Budget and Treasury;
Director Corporate Services
Other relevant officials.
Municipal Manager The Municipal Manager has the responsibility to provide guidance and ensure that the
administration actively participates and supports the development and review of the IDP and
Budget and works towards its implementation and to carry the following activities:
preparing the Process Plan for the development and review of the IDP;
undertaking the overall management and co-ordination of the planning and development
process under consideration of time, resources and people
ensuring that the development process is participatory, strategic, implementation-oriented,
integrated with the budget process, is horizontally and vertically aligned and satisfies
sector planning requirements ;
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STRUCTURE COMPOSITION AND RESPONSIBILITY
IDP/PMS/Budget The IDP/Budget/PMS Technical Steering Committee is chaired by the Municipal Manager.
Technical Steering Committee Directors and Middle Management are the members of the committee. The tasks of the
Technical Committee are to:
provide technical oversight and support to the IDP/ Budget development and its
implementation;
consider and advise on IDP/ Budget content and process;
ensure inter-directorate co-operation, co-ordination, communication and strategic thinking
to address priority issues
ensure sector and spatial co-ordination and alignment
ensure IDP, PMS and budget alignment
ensure the municipality is oriented to implement the IDP
ensure time-frames set for the review are met.
Municipal Directorates Municipal Directorates are responsible for sector planning and for the implementation of the
IDP. The participation of all Departments is thus critical and they :
provide technical / sector expertise and information, throughout the IDP Budget process;
ensure that the development process is participatory, integrated, strategic,
implementation-oriented, budget linked and aligned with and satisfies sector planning
requirements;
Representative Forum and The IDP/ PMS/ Budget Representative Forum constitutes the structure that institutionalises
Community Stakeholders sectoral participation in the IDP Process. The members of the IDP Representative Forum
include Community members, Business, Government & NGO sectors
The Executive Mayor or her nominee chairs the Forum. The Forum has the following functions
and duties:
represents the interests of their constituents in the IDP process;
provide an organisational mechanism for discussion and consensus-building between all
stakeholders.
monitor the performance of the planning, implementation and review process;
ensures an efficient flow of information to and from stakeholder groups.
Director Strategic Management Director of Strategic Management is delegated to facilitate management and co-ordination of
the IDP development and review process, ensure the roll out of Performance Management
System and monitor the implementation of the IDP
3.2 IDP PLANNING PROCESS FLOW
The interrelationships between the various structures as identified above as well as the workflow
process to be followed in the drafting of the IDP is presented in the diagram below:
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Mnquma Local
Council
Mayoral Committee
IDP/PMS/Budget
Representative Forum
IDP/PMS Steering
Committee
IDP/PMS/Budget
Technical Committee
IDP Clusters
Basic Service Delivery and Infrastructure Development Cluster
Socio-Economic Development Cluster
Finance and Institutional Transformation Cluster
Good Governance and Public Participation Cluster
The information and/or data contained at the end of each IDP phase is a culmination of the work that
shall have been concluded at the various sittings of the structures as depicted above. Engagements
with the various internal departments will be on-going and the external sector departments shall be
engaged in the clusters and inter-governmental relation forum.
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4. MECHANISMS FOR ALIGNMENT
Municipal Manager and the delegated Director Strategic Management with executive management
will be responsible for ensuring the smooth co-ordination of the IDP review process.
The following IGR structures and processes must be established to ensure that proper coordination
as envisaged in the Intergovernmental Relations Framework Act No.13 of 2005 are realised.
IGR Structure Composition and Purpose
Mnquma Local Municipality Council Chaired by Council Speaker and composed of all the
Councillors and Traditional Leader deployed in Council. The
Council is a decision making body of the municipality and
ensures that the municipality has policies that are relevant for
the operations of the municipality. Council exercise oversight
through various committees on the implementation of the
policies.
Mayoral Committee Chaired by Executive Mayor and composed of 9 Mayoral
Committee members. The Mayoral Committee members are
responsible for various portfolios in the municipality and
oversee implementation of the IDP in the various portfolios they
are responsible for.
IGR Forum Chaired by the Executive Mayor, the IGR Forum will be
composed of the mayoral committee, Mayoral Committee,
Municipal Manager and executive management, senior
managers from sector departments, and senior managers from
government agencies and/or parastatals operating within the
municipality.
IDP/IGR Clusters Convened by Directorate Heads, these clusters will be
composed of managers and technical workers from the various
sectors of government (internal and external) including the
private sector.
5. MONITORING AND AMENDMENTS
It is imperative that the monitoring and review mechanisms be catered for in the IDP review process.
In relation to the monitoring and amendment of the IDP/ Budget/PMS Process Plan the following is
recommended:
The Municipal Manager and/or delegated official (Director Strategic Management) co-ordinate
and monitor the IDP review process;
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Progress to be reported to the Executive Mayor, and any deviations from the Process Plan
must be reported and approved by the Executive Mayor;
The Executive Mayor may advise the Council of any amendments that ought to be effected in
the process plan.
6. BINDING PLANS AND LEGISLATION
The Municipal Structures Act, No 117 of 1998, Municipal Systems Act, No 32 of 2000 (as amended),
and Municipal Finance Management Act, No 56 of 2003 are specific to local government. The
Municipal Systems Act has a specific chapter (5) dedicated to Integrated Development Plans and it is
the overarching piece of legislation with regard to development of the IDP.
National sector legislation contains various kinds of requirements for municipalities to undertake
planning. Sector requirements vary in nature in the following way:
A requirement that planning be undertaken as a component of, or part of, the IDP (like a
housing strategy and targets).
Links between the IDP and budget process as outlined in the Municipal Finance Management
Act, 2003.
Legal compliance requirement (such as principles required in the Development Facilitation
Act – DFA – and the National Environmental Management Act – NEMA).
More a recommendation than a requirement, which is deemed to add value to the municipal
planning process and product (in this case, Local Agenda 21).
These are highlighted in the table below:
Category of requirement Sector requirement National department Legislation/policy
Legal requirement for a local Integrated Transport Department of Transport National Land Transport Act, No 5
plan Plan of 2009
Waste Management Department of White Paper on Waste
Plan Environmental Affairs Management in South Africa, 2000
Spatial planning Department of Rural Development Facilitation Act, No 67
requirements Development and Land of 1995
Reform
Requirement for sector Housing strategy and Department of Human Housing Act, No 107 of 1997
planning to be incorporated into targets Settlements
IDP LED Department of Municipal Systems Act, No 32 of
Cooperative Governance 2000
and Traditional Affairs
Integrated Infrastructure Department of Integrated Planning Act of 1997
Planning Cooperative Governance
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Category of requirement Sector requirement National department Legislation/policy
and Traditional Affairs
Spatial framework Department of Municipal Systems Act, No 32 of
Cooperative Governance 2000
and Traditional Affairs
Integrated Energy Plan Department of Energy White Paper on Energy Policy,
December 1998
Requirement that IDP complies Environmental Department of National Environment Management
with Implementation Plans Environmental Affairs Act, No 107 of 1998
(EIPs)
Environmental Department of National Environment Management
Management Plans Environmental Affairs Act, No 107 of 1998
(EMPs)
IDP/Budget alignment Department of Finance Municipal Finance Management
Act, No 56 of 2003
Developmental local Department of Co- White Paper on Local Government,
government operative Governance 1998
and Traditional Affairs
The Provincial Spatial Development Plan and the Provincial Growth and Development Strategy will be
used as guiding policy documents during the review phase.
Mnquma Local Municipality will include all the planning documents that have been approved by
Council and other strategies that might be relevant to the IDP process, as accompanying documents
to the IDP.
7. MECHANISMS AND PROCEDURES FOR PUBLIC PARTICIPATION
The Local Government Municipal Systems Act No.32 of 2000 Section 16:
“Development of culture of community participation-(1)A municipality must develop a culture of municipal
governance that complements formal representative government with a system of participatory governance, and
must for this purpose-
(a) encourage, and create conditions for, the local community to participate in the affairs of the municipality,
including in—
(i) the preparation. implementation and development of its integrated development plan in terms of Chapter 5
(ii) the establishment, implementation and review of its performance management system in terms of Chapter 6
(iii) the monitoring and review of its performance, including the outcomes and impact of such performance
(iv) the preparation of its budget; and
(v) strategic decisions relating to the provision of municipal services in terms of Chapter 8
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(b) contribute to building the capacity of—
(i) the local community [to enable it to participate in the affairs of the municipality; and
(ii) councillors and staff to foster community participation; and
(c)use its resources, and annually allocate funds in its budget, as may be appropriate for the purpose of
implementing paragraphs (a) and (b).”
For purposes of compliance with this legislative requirement, Mnquma Local Municipality has
established formal structures for effective participation in the IDP processes. Below is a description of
the participatory function of each of the various structures established for the IDP process.
IDP/PMS and Budget Representative Forum – constituted of formal representatives of
various civic and community organisations as well as other formal structures affected by
the development efforts of the municipality such as:
o Traditional Leaders forums
o Established forums (business chambers and organisations)
o NGOs
o CBO
o CDWs and Ward Committees
The role of the IDP Forum is to verify and make additions to data collected through non-
formal participatory methods.
In addition to the formal process of representation through the IDP Representative Forum
engagement and other Council processes, Mnquma Local Municipality consults its
communities on an ongoing basis to solicit inputs in as far as the development challenges
they face are concerned. To do this in an effective, efficient and structured manner,
Mnquma Local Municipality has institutionalised a process of community engagement
through the Mayoral Imbizos. These are community meetings held at the ward level
where direct participation by communities is encouraged. To complement this process,
ward level planning where planning methods are used to gather data are utilised.
7.1. Communication
The Local Government Municipal Systems Act No 32 of 2000 Section 21
“Communication to local community-(1) When anything must be notified by a municipality through the media to the
local community in terms of this Act or any other applicable legislation, it must be done-
(a) in the local newspaper or newspapers of its area,
(b) in a newspaper or newspapers circulating in its area and determined by the council as newspaper of
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record
(c) by means of radio broadcasts covering the area of the municipality
The municipality will publicise all IDP meetings and engagements, publicise all documents and solicit
inputs from communities, publicise approval of documents, and publicise all IDP/PMS/Budget related
activities in the following media forms:
Print Media (local newspapers, formal notices on municipal buildings);
Electronic Media (municipal website); and
Audio-visual Media (radio stations)
7.2. Appropriate Language Usage
English will be used as the medium of exchange. However, in community meetings, the dominant
language to be utilised will be isiXhosa.
8. IDP/BUDGET/PMS ACTION PLAN
Tabulated herein below is a schedule of the programme to be followed by the municipality in its
process of reviewing the IDP. The dates indicated are as per the approved calendar of events and as
per prescripts of Section 28 and 29 of the Local Government Municipal Systems Act No 32 of 2000,
will be adhered to.
Target date Output required Coordinator Stakeholder
Planning Phase July - August
rd
3 -31 July 2017 Compilation of Draft IDP, PMS and Budget Director Strategic All Directorates
Process Plan Commence Management
25 July 2017 IDP/PMS and Budget Technical Steering Director Strategic Municipal Manager, Directors,
Committee to present Draft IDP,PMS & Management Managers, PMS Coordinator
Budget process plan 2018/2019, 2016/2017 and IDP Coordinator
Annual performance report
27 July 2017 Special Council Meeting Director Corporate Councillors, Traditional Leaders,
Services Executive Management and
members of the public
15 August 2017 Councillors workshop Director Strategic Councillors, Executive
Management Management
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Target date Output required Coordinator Stakeholder
18 August 2017 IDP, PMS and Budget Representative Forum Executive Mayor Councillors, Sector
to present draft IDP, PMS and Budget Portfolio Head Strategic Departments, CDW’s and Ward
Process Plan 2018/2019 to the communities Management Committees
for comments.
31 August 2017 Special Council Meeting – Adoption of Director Corporate Councillors, Traditional Leaders,
2018/2019 IDP/PMS and Budget Process Executive Management and
st
Plan and 1 Adjustment budget. members of the public
31 August 2017 Submission 2018/219 IDP/PMS and Budget Director Strategic Amathole District Municipality,
Process plan to ADM and relevant sector Management COGTA, Provincial Treasury
departments and National Treasury
ANALYSIS PHASE – SEP-OCT 2017
01-30 September Review of Situational Analysis Director Strategic All directorates
2017 Management
04 September 2017 Advertise 2018/2019 IDP/PMS and Budget Director Strategic Director Strategic & Chief
Process Plan on the local newspaper, Management, Chief Financial Officer
Financial Officer
04-08 September Directorate sessions – situational analysis Director Strategic Directors, Managers, Section
2017 review Management Heads and Secretaries
18 September 2017 IDP/PMS and Budget Technical Steering Director Strategic Municipal Manager, Directors,
Committee to present Situational analysis Management Managers, PMS Coordinator
report and IDP Coordinator
03-05 October 2017 Sourcing of Community Needs Director Strategic Ward Councillors and Members
Management of the public
11-16 October 2017 Directorate sessions to review of objectives Director Strategic Directors, Managers, Section
and strategies Management Heads and Secretaries
17 October 2017 IDP, PMS and Budget Steering Committee – Municipal Manager MM, Executive & Middle
Situational analysis report Management
STRATEGIES PHASE November – January
09 November 2017 IDP, PMS and Budget Steering Committee Municipal Manager Mayoral Committee, Executive
& Middle Management
27 November 2017 IDP, PMS and Budget Representative forum Executive Mayor Executive Mayor, Councillors,
– presentation and discussion of the Ward Committees & CDW’s
situational analysis report as well as needs
analysis report
10-11January 2018 Strategic planning session – refined Director Strategic Councillors, Executive & Middle
objectives and strategies and draft projects. Management Management
Prepare and produce the draft Strategic
Scorecard, Mid-term performance
assessment
INTEGRATION PHASE JANUARY - MARCH
05 March 2018 IDP/PMS and Budget Technical committee - Director Strategic MM, Executive & Middle
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Target date Output required Coordinator Stakeholder
st
Presentation of 1 draft IDP 2018/2019 Management Management
draft 2018/2021 MTREF Budget
12 March 2018 Council workshop to present Draft IDP Council Speaker All Councillors & Executive
2018/2019, 2018/2021 Budget and budget Management
related policies
20 March 2018 IDP and PMS Representative Forum to Executive Mayor Executive Mayor, Councillors,
present draft Reviewed IDP and Budget Sector Departments, Ward
Committees & CDW’s
APPROVAL PHASE
28 March 2018 Ordinary Council Meeting tabling of the draft Director Corporate Councillors, Traditional Leaders,
2018/2019 IDP and 2018/2021 MTREF Servicers Executive Management and
Budget members of the public
29 March 2018 Publication of draft 2018/2019 IDP & Budget Director Strategic Members of the public
and IDP /PMS and budget road-shows Management
29 March 2018 Submission of draft 2018/2019 IDP to Director Strategic CoGTA, Provincial Treasury,
relevant sector departments Management National Treasury and Auditor
General
03-06 April 2018 IDP, Budget and PMS Road shows Executive Mayor Councillors ,Traditional Leaders,
Ward Committees & Community
Members
07 May 2018 Councillors Workshop Council Speaker Councillors, Traditional Leaders
& Executive Management
21 May 2018 Management work session – preparation for Director Strategic Executive & Middle
SOMA Management Management
24 May 2018 Special Council Meeting (State Of the Director Corporate Councillors, Traditional Leaders,
Municipality Address) Services Executive Management and
members of the public
01 June 2018 Publication of 2018/2019 final IDP and CFO and Director Members of the public
2018/2021 MTREF Budget Strategic Management
04 June 2018 Submission of 2018/2019 IDP and2018/2021 CFO and Director CoGTA, Provincial Treasury,
MTREF Budget to relevant sector Strategic Management National Treasury and Auditor
departments General
15 June 2018 IDP, PMS and Budget Technical Steering CFO and Director Municipal Manger, Executive &
rd
Committee to present 3 adjustment budget Corporate Services Middle Management
and draft 2018/2019 Institutional Calendar
19 June 2018 Facilitate printing of the IDP for 2018/2019 Director Strategic CFO
Management
19 June 2018 Publication of the 2018/2019 SDBIP Director Strategic Members of the public
Management
19 | P a g eMNQUMA LOCAL MUNICIPALITY – 2018/2019 IDP/PMS AND BUDGET PROCESS PLAN
Performance Management Timetable
Date Output required Co-ordinator Stakeholders
03-28 July 2017 Development of Performance Agreements Director Strategic MM and Directors
for S54A and S56 Managers Management
th
07 July 2017 Submission of 2016/2017 4 Quarter and Director Strategic All Directorates
annual Performance Reports Management
27 July 2017 Tabling of Performance agreements for Director Corporate Councillors, Traditional Leaders,
S54A and S56 Managers to Council Services Executive Management and
members of the public
31 July 2017 Submission of Performance Agreements for Director Strategic Department of Co-operative
S54A and S56 Managers Management Governance and Traditional
Affairs
31 July 2017 Publication of Performance Agreements for Director Strategic Members of the Public
S54A and S56 Managers Management
15 August 2017 Council Workshop – presentation of Council Speaker Councillors, Traditional Leaders
2016/2017 unaudited annual report and Executive Management
31 August 2017 Special Council Meeting – tabling of Director Corporate Councillors, Traditional Leaders,
Unaudited Annual Report for 2016/2017 Services Executive Management and
members of the public
31 August 2017 Submission of Draft 2016/2017 Annual Director Strategic Auditor General, Department of
Report to Auditor General and relevant Management Co-operative Governance,
sector departments Provincial Treasury and National
Treasury
04 September 2017 Publicise the 2016/2017 Unaudited Annual Director Strategic Members of the public
Report Management
05 September 2017 Submission of draft Annual Report to MPAC Director Strategic Municipal Public Accounts
for verification Management Committee
03-06 October 2017 MPAC Roadshows on 2016/2017 Annual Director Corporate MPAC, Mayoral Committee and
report Services Members of the Public
09 October 2017 Submission of Performance reports and Director Strategic All Directorates
performance information of the first quarter Management
October 2017 2016/2017 Annual reviews for Section 54A Director Strategic Municipal Manager and Directors
and 56 Managers performance Management
26 October 2017 Special Council Meeting (Tabling Section 52 Director Corporate Councillors, Traditional Leaders,
st
reports and 1 quarter perfomance report Services Executive Management and
members of the public
24 November 2017 Finalisation of assessment of Annual Report Director Corporate Municipal Public Accounts
by MPAC services Committee
01-06 December 2017 Directorate session to assess Mid-Term Director Strategic Directors, Managers, Section
20 | P a g eMNQUMA LOCAL MUNICIPALITY – 2018/2019 IDP/PMS AND BUDGET PROCESS PLAN
Date Output required Co-ordinator Stakeholders
Performance and review 2016/2017 SDBIP Management Heads and Secretaries
in preparation for the management retreat
11-12 December 2017 Management Work Session: mid-term Director Strategic Municipal Manager, Executive &
performance and review of SDBIP Management Middle Management
2017/2018
14 December 2017 Ordinary council Meeting – Adoption of Director Corporate Councillors, Traditional Leaders,
2016/2017 Audited Annual report and Services Executive Management and
oversight Report members of the public
18 December 2017 Submission of audited annual report to AG, Director Strategic AG, CoGTA, Provincial Treasury
Treasuries and Cogta Management and National Treasury
18 December 2017 Submission of oversight report to Treasuries Director Corporate CoGTA, Provincial Treasury and
and Cogta Services National Treasury
18 December 2017 Publication of the oversight report Director Strategic Members of the public
Management
08 January 2018 Facilitate Printing of 2016/2017 Annual Director Strategic CFO
report Management
09 January 2018 Submission of Mid-term - Performance Director Strategic All Directorates
nd
reports and 2 Quarter performance Reports Management
22 January 2018 Special Council Meeting (Tabling of Mid- Director Corporate Councillors, Traditional Leaders,
Term Performance report) services Executive Management and
members of the public
24 January 2018 Approval of reviewed 2018/2019 SDBIP by Director Strategic Executive Mayor
Executive Mayor Management
25 January 2018 Submission of Mid-term Performance Director Strategic CoGTA, Provincial Treasury and
assessment reports and reviewed SDBIP to Management National Treasury
relevant sector Departments
07-08 February 2018 2016/2017 Mid-term Performance reviews Director Strategic Municipal Manager and Directors
Management
07 April 2018 Submission of Performance reports and Director Strategic All directorates
performance information of the third quarter Management
14-18 May 2018 Directorate sessions finalisation of SDBIP Director Strategic Directors, Managers, Section
and alignment with strategic scorecard Management Heads and Secretaries
03-05 June 2018 Management Work session finalization of Director Strategic Municipal Manager, Executive &
2018/2019 SDBIP Management Middle Management
12-13 June 2018 Strategic Planning Session Director Strategic Councillors, Traditional Leaders
Management and Executive Management
15 June 2018 Approval of 2018/2019 SDBIP by Director Strategic Executive Mayor
Executive Mayor Management
19 June 2018 Submission of the 2018/2019 SDBIP to Director Strategic Auditor General, CoGTA,
relevant sector departments Management Provincial Treasury and National
21 | P a g eMNQUMA LOCAL MUNICIPALITY – 2018/2019 IDP/PMS AND BUDGET PROCESS PLAN
Date Output required Co-ordinator Stakeholders
Treasury
Audit committee Timetable
Target Date Output required Coordinator stakeholders
17 August 2017 Audit Committee Meeting to review 4th Manager Internal Audit MM, Audit Committee Members &
quarter performance reports and annual Executive Management
performance reports
st
27 October 2017 Audit Committee Meeting to review 1 Manager Internal Audit MM, Audit Committee Members &
quarter performance reports Executive Management
nd
15 January 2018 Audit Committee Meeting to review 2 Manager Internal Audit MM, Audit Committee Members &
quarter performance reports and mid- Executive Management
term performance reports
19 April 2018 Audit Committee Meeting Manager Internal Audit MM, Audit Committee Members &
Executive Management
Budget Schedule
Date Output required Co-ordinator Stakeholders
06 July 2017 mSCOA Steering Committee Meeting CFO MM, Executive Management
12 -15 July 2017 Review of Rollovers CFO MM, Executive Management
16 August 2017 mSCOA Steering Committee Meeting CFO MM, Executive Management
11 September 2017 mSCOA Committee Meeting CFO MM, Executive Management
02 October 2017 mSCOA Steering Committee meeting CFO MM, Executive Management
09-10 October 2017 Submission of personnel request forms CFO Directorates
19-20 October 2017 Analyse results of personnel expenditure CFO Directors
01 – 07 November Submission of budget request forms for CFO Directorates
2017 general expenses
06-10 November 2017 Check with National Treasury, Provincial CFO National Treasury
Government and District Municipality for
any adjustment to projected allocations
for the next three years.
06 November 2017 mSCOA Steering Committee meeting CFO MM, Executive Management
22 | P a g eMNQUMA LOCAL MUNICIPALITY – 2018/2019 IDP/PMS AND BUDGET PROCESS PLAN
Date Output required Co-ordinator Stakeholders
15-17 November 2017 CFO to collate budgets and analyse CFO Directorates
results
28 November 2017 Submit process plan for review of Budget CFO BTO and Research and Policy
Related policies Development Unit
07 December 2017 mSCOA Committee meeting CFO MM, Executive Management
08 -9 January 2018 Review three year term capital budget CFO Directorates
and operating projects
05 January 2018 mSCOA Steering Committee CFO MM, Executive Management
19 January 2018 Check with National Treasury, Provincial CFO National Treasury
Governments and Districts Municipalities
for any adjustment to projected
allocations for the next three years.
22-23 January 2018 Analyze review of capital budget and CFO Directorates
operating projects from Directorates
01 February 2018 mSCOA Steering Committee Meeting CFO MM, Executive Management
01 March 2018 mSCOA Steering Committee Meeting CFO MM, Executive Management
04 April 2018 mSCOA Steering Committee CFO MM, Executive Management
02 May 2018 mSCOA Steering Committee CFO MM, Executive Management
11 June 2018 mSCOA steering Committee CFO MM, Executive Management
Risk Management Committee Timetable
Target Date Output required Coordinator Stakeholders
10 August 2017 Implement Risk Management Policy in Manager Risk MM, Executive Management
line with the mission, IDP objectives and Management and Risk Management
goals of the municipality Committee
25 October 2017 Implement Risk Management Policy in Manager Risk MM, Executive Management
line with the mission, IDP objectives and Management and Risk Management
goals of the municipality Committee
15 January 2018 Implement Risk Management Policy in Manager Risk MM, Executive Management
line with the mission, IDP objectives and Management and Risk Management
goals of the municipality Committee
18 April 2018 Implement Risk Management Policy in Manager Risk MM, Executive Management
line with the mission, IDP objectives and Management and Risk Management
23 | P a g eMNQUMA LOCAL MUNICIPALITY – 2018/2019 IDP/PMS AND BUDGET PROCESS PLAN
Target Date Output required Coordinator Stakeholders
goals of the municipality Committee
03 May 2018 Implement Risk Management Policy in Manager Risk MM, Executive Management
line with the mission, IDP objectives and Management and Risk Management
goals of the municipality Committee
IGR MEETINGS & CLUSTER MEETINGS
DATE Output required Co-ordinator Stakeholders
01-04 August 2017 Cluster Meetings – present and review Cluster Champs Cluster champs, Executive and Middle
performance of sectoral plans in line with the Management, Sector Departments
2017/2018 plans
15 September 2017 IGR Meeting - Report and monitor progress Executive Mayor Mayoral Committee, Executive
of sectoral plans in line with 2017/2018 plans Management and Sector Departments
16-17 November 2017 Cluster Meetings – present and review Cluster Champs Cluster champs, Executive and Middle
performance of sectoral plans in line with the Management, Sector Departments
2017/2018 plans
07 December 2017 IGR Meeting - Report and monitor progress Executive Mayor Mayoral Committee, Executive
of sectoral plans in line with 2017/2018 plans Management and Sector Departments
16-19 February 2018 Cluster Meetings – present and review Cluster Champs Cluster champs, Executive and Middle
performance of sectoral plans in line with the Management, Sector Departments
2017/2018 plans
14 March 2018 IGR Meeting - Report and monitor progress Executive Mayor Mayoral Committee, Executive
of sectoral plans in line with 2017/2018 plans Management and Sector Departments
09-10 May 2018 Cluster Meetings – present and review Cluster Champs Cluster champs, Executive and Middle
performance of sectoral plans in line with the Management, Sector Departments
2017/2018 plans
14 June 2018 IGR Meeting - Report and monitor progress Executive Mayor Mayoral Committee, Executive
of sectoral plans in line with 2017/2018 plans Management and Sector Departments
9. BUDGETARY REQUIREMENTS
The IDP is the principal strategic document that informs all operations of the municipality and
therefore, in order to ensure that a document is reflective of the needs of the people and a realistic
resource base of the municipality must be developed. As such, on an annual basis, municipalities
24 | P a g eMNQUMA LOCAL MUNICIPALITY – 2018/2019 IDP/PMS AND BUDGET PROCESS PLAN must make provision in their budgets for the development and/or review of the municipality’s IDP in accordance with the process plan. 25 | P a g e
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