COUNCIL MEETING: 29 MARCH 2018 - ANNEXURE A - Tshwane

 
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COUNCIL MEETING: 29 MARCH 2018 - ANNEXURE A - Tshwane
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COUNCIL MEETING: 29 MARCH 2018

                                      ANNEXURE A

                                            PAGES

    RESOLUTIONS OF THE MAYORAL COMMITTEE:
    7 FEBRUARY 2018 ………………………………………………………   1 - 32

HIS WORSHIP THE EXECUTIVE MAYOR
TS MSIMANGA
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A.     MAYORAL COMMITTEE MEETING: 7 FEBRUARY 2018: ANNEXURE A

INDEX
                                                                        Pages

I.     APPLICATIONS FOR LEAVE OF ABSENCE ………...……………..                   3

II.    APPROVAL OF THE MINUTES OF THE MAYORAL COMMITTEE
       MEETING: 17 JANUARY 2018 AND THE MINUTES OF THE
       SPECIAL MAYORAL COMMITTEE: 22 JANUARY 2018 …………..                 3

III.   MATTERS CONSIDERED

1.     Ref. no. 92842/1
       Group Audit and Risk Department
       Report on the Gaps and Process challenges identified in the
       insurance value chain with recommendations to implement
       cost saving measures to reduce insurance claim cost and
       insurance premiums paid to the insurers by the City of Tshwane
       (From the Executive Committee: 8 January 2018) ……………….            4-16

2.     Ref. no. 61679/1
       Group Legal and Secretariat Services Department
       Progress report on the status of the Tshwane Business and
       Agricultural Corporation (TSHWABAC)
       (From the Executive Committee: 8 January 2018) ……………….           17-20

3.     Ref. no. 19106/1
       Customer Relations Management Department
       City of Tshwane revised service norms and standards: 2018
       (From the Executive Committee: 22 January 2018) ……………...         21-27

4.     Ref. no. 37410/1
       Office of the Chief Whip
       Office of the Chief Whip Organisational Performance Reports
       for Quarter 2 2017/18
       (From the Executive Committee: 22 January 2018) ……………..          28-32
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A.    MAYORAL COMMITTEE MEETING: 7 FEBRUARY 2018: ANNEXURE A

I.    APPLICATIONS FOR LEAVE OF ABSENCE

      NOTED:

      (a)       That the Chief Financial Officer requested to leave the meeting at 13:00 to
                attend lectures;

      (b)       That the Group Head: roads and Transport would arrive late due to a family
                responsibility; and

      (c)       That the Group Head: Health would arrive late due to an unexpected
                departmental matter.

      RESOLVED:

      That the following applications for leave of absence be ACCEPTED:

            •   Member of the Mayoral Committee: Community and Social Development
                Services;
            •   Member of the Mayoral Committee: Roads and Transport; and
            •   Acting Divisional Head: City Sustainability.

II.   APPROVAL OF THE MINUTES OF THE MAYORAL COMMITTEE MEETING:
      17 JANUARY 2018 AND THE MINUTES OF THE SPECIAL MAYORAL
      COMMITTEE: 22 JANUARY 2018

      RESOLVED:

      1.        That the minutes of the Mayoral Committee of 17 January 2018 be approved
                and confirmed subject to the following amendment:

                Item V. Applications for leave of absence, page 8:

                That the City Manager be reflected under the applications for leave of
                absence be accepted.

      2.        That the minutes of the Special Mayoral Committee of 22 January 2018 be
                approved and confirmed.
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A.     MAYORAL COMMITTEE MEETING: 7 FEBRUARY 2018: ANNEXURE A

III.   MATTERS CONSIDERED

Reference No 92842/1
Moeketsi Ntsimane (0947)
MAYORAL COMMITTEE: 7 February 2018

1.     GROUP AUDIT AND RISK DEPARTMENT
       REPORT ON THE GAPS AND PROCESS CHALLENGES IDENTIFIED IN THE
       INSURANCE VALUE CHAIN WITH RECOMMENDATIONS TO IMPLEMENT COST
       SAVING MEASURES TO REDUCE INSURANCE CLAIM COST AND INSURANCE
       PREMIUMS PAID TO THE INSURERS BY THE CITY OF TSHWANE
       (From the Executive Committee: 8 January 2018)

1.     PURPOSE

       To report on the following matters:

       a.    Objective of the Insurance Management Section, Risk Management Division,
             Group Audit and Risk.

       b.    Key activities of the Insurance Management Section.

       c.    2017/2018 Insurance renewal overview.

       d.    Gaps and process challenges identified in the insurance value chain and
             recommendations to address these gaps.

       e.    Segregation of duties and responsibilities for annual insurance renewal,
             asset-, motor- and liability claims.

       f.    Cost saving measures and specific recommendations to reduce insurance
             claim cost and insurance premiums paid to the Insurers.

2.     STRATEGIC PILLAR

       STRATEGIC PILLAR 5

       A City that is open, honest and responsive.

3.     BACKGROUND

       The Insurance Management Section is responsible for the administration and
       management of insurable operations in such a way that the loss exposures of the
       City of Tshwane are:

       a.    Adequately insured per the annual insurance renewal program;
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      b.    Reduced by recommending loss exposure mitigation plans to minimize the
            impact and frequency of claimable losses;

      The following key activities are executed by the Insurance Management Section:

      a.    Asset - and motor claims reporting- and settlement administration.

      b.    Administer the reinstatement (repair/replacement) of claimable losses to
            ensure that the service delivery by the City of Tshwane is not hampered in
            order for the community to prosper in a safe and healthy environment.

      c.    Settlement of public – and motor liability claims less than the deducible
            amount (R100k).

      d.    Settlement of deductible amount (R100k) of public – and motor liability
            claims to Insurers.

      e.    Funding of insurable claims settled by allocating SAP Work Breakdown
            numbers per the allocated operating budget of the City of Tshwane per
            settled claim.

      f.    Allocation of SAP Work Breakdown numbers for insurable capital asset
            claims settled on the Asset - and Vehicle Capital Replacement Projects per
            settled claim.

      g.    Injury-On-Duty accidents reporting- and administration.

      h.    Annual Insurance Renewal Programme.

      i.    Ad-hoc declarations to insurers during the financial year of procured assets,
            vehicles, asset-under-construction contracts, events, delegated international
            travel days, activities of the City of Tshwane that can result in loss exposure.

4.    DISCUSSION

4.1   2017/2018 INSURANCE RENEWAL OVERVIEW

      a.    An annual Renewal Questionnaire was compiled based on requirements of
            the panel of Insurers – October 2016

      b.    Annual renewal workshops are held with departments and regions – January
            2017 - February 2017 (liaising with departments from November 2016)

      c.    Departments/regions declared all assets/vehicles, assets-under-construction
            contracts and loss exposures in the Renewal Questionnaire – February 2017

      d.    Heads of departments or Regional Executive Directors sign-off the
            completed Renewal Questionnaire – end of February 2017

      e.    Questionnaires were amalgamated into an Insurance Broking Pack
            presented to the panel of Insurers per Tender GAR-02/20142015 – end of
            March 2017
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      f.    Meetings with panel of Insurers on compiled Insurance Broking Pack
            including claims statistics, categories of risk, excess structures, limits of
            indemnity, contingency/self-insurance and uninsured risks – April 2017

      g.    The Insurers participating in category of risk, present quotations with
            conducted risk surveys, recommended insurance cover, excess amounts,
            limits of indemnity and premiums – May 2017

      h.    Issuing of signed-off insurance policies and payment of annual insurance
            premiums – August 2017

4.2   GAPS AND PROCESS CHALLENGES IDENTIFIED IN THE INSURANCE VALUE
      CHAIN AND RECOMMENDATIONS TO ADDRESS THESE GAPS

4.2.1 NON-MOTOR AND MOTOR INSURANCE VALUE CHAIN CHALLENGES IN THE
      ADMINISTRATION OF THE CITY’S INSURANCE POLICIES AND CLAIMS

      An employee involved in an incident of loss or damage does not report the incident
      within 24-hours to the South African Police Services (SAPS) Station or Tshwane
      Metro Police Department to obtain either the SAPS Case-number or the Tshwane
      Metro Police Accident Report (AR) number.

      The incident is not reported by the involved employee within 1 (one) working day to
      the employee responsible in the department/region to capture the incident of
      loss/damage on the electronic claims system to notify the Group Audit and Risk,
      Insurance Management Section.

      The employee responsible to verify the data captured and documents uploaded by
      the employee on the electronic claims system does not adhere to the time frame
      period to verify and submit the claim on the electronic claim system.

      The Insurer has the right to repudiate a reported incident of loss/damage if not
      notified of the incident within 30-days from date of the incident.

      An increase in the number of theft incident of All-Risk-Assets i.e. laptops/cameras/
      GPS devices out of offices, private vehicles and private residences, due to the All-
      Risk-Assets not kept out of public view and locked away when not in use.

      An increase in the number of incidents of theft out of unlocked offices of employees.

      The Fleet Controller does not complete the Internal Job Card and submit the
      completed Internal Job Card with the vehicle involved in an accident to the
      Corporate Fleet Management Division, Shared Services Department within 2 (two)
      working days after the accident occurred.

      Departments/Regions take the vehicle to the Corporate Fleet Management Division,
      Shared Services Department at 9 Bosman Street without submitting the required
      completed Internal Job Card and the claim reference number, after the claim was
      captured on the electronic claims system.

      The department/regions must keep record of the expiry date of the driver’s license
      of employees to ensure that the driver’s license does not expire, whilst employees
      are still driving the vehicles.
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     Drivers of CoT vehicles do not report damages to the vehicles at the end of their
     shift or working day to their Fleet Controllers or Supervisors. Damages to the
     vehicles escalated until such time that the vehicle is involved in a major accident
     and then the Assessor deem the previous damages as “old” and does not approve
     the repair of the “old” damage to the vehicle.

4.2.2 SINKHOLES,  INSURANCE      AND MAINTENANCE    OF    NETWORK
      INFRASTRUCTURE CHALLENGES IN THE ADMINISTRATION OF THE CITY’S
      INSURANCE POLICIES AND CLAIMS

     Insurers do not insure sinkholes caused by leaking water- and/or sewerage pipes in
     the jurisdiction area of the City of Tshwane.

     The City of Tshwane has a reported number of 124 (one-hundred-and-twenty-four)
     sinkholes of almost all were caused by leaking water- and/or sewerage pipes.

     The City of Tshwane must budget for these type of sinkhole incidents which are
     deemed uninsured by the Insurer. The projected budget for the repair, rehabilitation
     and geological investigations are estimate at R62-million over the next 3 (three)
     financial years to be funded by the affected departments/regions.

4.2.3 INSURANCE CLAIMS ON CABLE THEFT AND DAMAGE TO SERVICE
      INFRASTRUCTURE BY CONTRACTORS VALUE CHAIN CHALLENGES IN THE
      ADMINISTRATION OF THE CITY’S INSURANCE POLICIES AND CLAIMS

     A significant increase in the number of theft of electricity conductors and vandalism
     to electricity conductors/infrastructure incidents reported.

     Due to the theft of electricity conductors and vandalism to electricity conductors/
     infrastructure being a high risk area to the Insurers, only the first 150 meter of
     electricity conductors in a radius around City of Tshwane insurance property is
     covered by the Insurer. The remainder of the distance of cable stolen/vandalized
     are not covered by the Insurer and deemed as an uninsured risk.

     The departments/regions must make use of their internal maintenance budget to
     repair or replace the stolen and/or vandalized cables immediately, which result in
     their maintenance budgets being depleted.

     Contractors not employed by the City of Tshwane, referred to as third parties,
     damaging the electricity-, water- and sewerage infrastructure do not report the
     matter to the relevant City of Tshwane Project Manager in the department/region.

     The affected department/region to submit a SAP Work Order, indicating the
     Material-, Transport- and Labour cost per incident to ensure that the actual claim
     amount is not inflated to make provision for “regular maintenance work” on the
     reported incident

4.2.4 DATA INTEGRITY OF ASSETS/VEHICLES DECLARED CHALLENGES DURING
      THE ANNUAL INSURANCE RENEWAL PROCESS

     Departments/regions do not declare all assets/vehicles either procured on under
     their custody and control to Group Audit and Risk, Insurance Management Section
     during the annual insurance renewal process.
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      Departments/Regions do not declare the actual replacement value of assets and
      retail- or agreed value of vehicles during the annual insurance renewal process.

      The Insurers will therefore insure only the assets and/or vehicles of the City of
      Tshwane that are declared by the departments/regions.

      The City of Tshwane pays insurance premiums on incorrect or inflated insured
      values of assets and/or vehicles.

4.3   SAVING MEASURES TO REDUCE INSURANCE CLAIM COST AND INSURANCE
      PREMIUMS PAID TO THE INSURERS

      a.    Group Heads are to establish Loss and Damage Committees to investigate
            the cause of each incident of loss or damage reported.

      b.    Employees found guilty of misconduct or negligence in the Loss and
            Damage Committees are to be charged in terms of the Disciplinary Policies
            of the City, taking into account damages incurred.

      c.    Group Heads are to utilize the claims statistics to implement risk
            management action plans to mitigate the number of incidents, or
            reoccurrence of incident trends.

      d.    High risk areas of the City are to be identified in which a magnitude of losses
            occur to be safeguarded by Tshwane Metro Police Department.

      e.    Copper Theft Forum established to monitor the theft of electricity conductors.

      f.    Dedicated internal investigations to establish whether there is collusion
            between copper thieves and officials.

      g.    Liaison with the SAPS, Community Security Forums and Second Hand
            Dealers/Scrap Yards of copper to assist to prevent or report incident of
            losses and persons selling pieces of copper cable.

      h.    Group Heads are to ensure that the correct values of assets and vehicles are
            declared to ensure that the correct insurance premiums are charged.

      i.    The Insurance Portfolio of the City of Tshwane be scrutinized for necessity of
            the insurance covers, deductible structures, limits of indemnity and insured
            values.
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4.4   SPECIFIC RECOMMENDATIONS

4.4.1 NON-MOTOR AND MOTOR INSURANCE CLAIMS

      An employee involved in an incident of loss or damage must report the incident
      within 24-hours to the South African Police Services (SAPS) Station or Tshwane
      Metro Police Department to obtain either the SAPS Case-number or the Tshwane
      Metro Police Accident Report (AR) number.

      The incident of loss/damage must be reported by the involved employee within 1
      (one) working day to the employee responsible in the department/region to capture
      the incident of loss/damage on the electronic claims system to notify through the
      Section: Insurance Management Section the Insurer.

      The employee role-mapped as the Capturer in the department/region must capture
      the incident of loss/damage within 5-working days on the electronic claims system.

      The employee role-mapped as Authorizer must verify the data captured and
      documents uploaded by the employee on the electronic claims system within 2-
      working days, after the claim was captured, on the electronic claim system.

      The Insurer has the right to repudiate a reported incident of loss/damage if not
      notified of the incident within 30-days from date of the incident.

      All employees issued with Asset-All-Risk assets i.e. laptops/cameras/GPS devices
      out of offices, private vehicles and private residences, must sign-off a Letter of
      Consent with the Cost Centre Owner of the department/region, before the assets
      are taken out of the office for official purposes.

      Employees to ensure that All-Risk-Assets are not left unattended in public view in
      vehicles or in private residences for visual exposure.

      Employees must exercise proper key control of their offices/lockers and door locks
      must be replaced, if assets are stolen from locked offices.

      Employees who leave their offices, must lock their offices. That an employee be
      held responsible for the financial loss should an asset be stolen out of an unlocked
      office.

      The Fleet Controller must complete the Internal Job Card and submit the completed
      Internal Job Card with the vehicle involved in an accident to the Corporate Fleet
      Management Division, Shared Services Department within 2 (two) working days
      after the accident occurred.

      Fleet Controllers in departments/regions be held accountable for non-adherence to
      the submission of completed Internal Job Cards indicating the claim reference
      number and location of the damage(s) to the vehicles, with the vehicles to 9
      Bosman Street, within 2 (two) working days, after the vehicles were involved in
      accidents.

      The department/regions must keep record of the expiry date of the driver’s license
      of employees to ensure that the driver’s license does not expire, whilst employees
      are still driving the vehicles.
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    Drivers of CoT vehicles must report damages to the vehicles at the end of their shift
    or working day to their Fleet Controllers or Supervisors.

    Fleet Controllers/Supervisors to ensure that inspections are done on vehicles daily
    at the end of a shift or working day to report damages to the vehicles.

    Group Heads to ensure that employees who drive vehicles are in possession of a
    valid driver’s license as required in terms of the licensing laws relating to the
    relevant territories and to implement procedures to follow-up that the drivers’
    licenses are free of endorsements or endorsed as shown.

    Group Heads in conjunction with the Shared Services Department are to ensure
    that all vehicles be maintained in a roadworthy condition.

    General driving evaluation be done by annually by the Metro Police Department of
    all drivers of CoT vehicles and drivers must undergo annual medical surveillance.

    Group Heads to institute action plans to mitigate the number of vehicle accidents
    where an employee reverse into an object, with no third party involved.

    Agreement of Loss documents be signed-off by the relevant Cost Centre Owner
    and be returned to the Insurance Management Section, within 5-working days after
    receipt.

4.4.2 SINKHOLES,  INSURANCE            AND       MAINTENANCE          OF     NETWORK
      INFRASTRUCTURE

    Group Heads are to implement annual maintenance- and repair programs for
    water/sewerage pipes to ensure that pipes do not leak or erode, causing sinkholes
    that are currently not insurable.

4.4.3 INSURANCE CLAIMS ON CABLE THEFT AND DAMAGE TO SERVICE
      INFRASTRUCTURE BY CONTRACTORS

    High risk areas of the City are to be identified in which a magnitude of losses occur
    to be safeguarded by Tshwane Metro Police Department.

    Copper Theft Forum established to monitor the theft of electricity conductors.

    Dedicated internal investigations to establish whether there is collusion between
    copper thieves and officials.

    Liaison with the SAPS, Community Security Forums and Second Hand
    Dealers/Scrap Yards of copper to assist to prevent or report incident of losses and
    persons selling pieces of copper cable.

    Close working relationship between Insurance Management Section and Regional
    Operations and Coordination to ensure that the settled claims be funded back to the
    relevant department/region’s maintenance budget.
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      Group Legal and Secretariat Services Department to liaise with the affected
      departments/regions on the claims reporting procedure to recover damaged the
      electricity-, water- and sewerage infrastructure from third party contractors not
      insured by the City of Tshwane insurer on declaration basis.

4.4.4 DATA INTEGRITY OF ASSETS/VEHICLES DECLARED CHALLENGES DURING
      THE ANNUAL INSURANCE RENEWAL PROCESS

      Group Heads are to ensure that the correct values of assets and vehicles are
      declared to ensure that the correct insurance premiums are charged.

      Heads of departments or Regional Executive Directors sign-off the completed
      Renewal Questionnaire within the prescribe time frame of the annual insurance
      renewal process.

5.    COMMENTS OF THE STAKEHOLDER DEPARTMENTS

5.1   COMMENTS OF THE CHIEF FINANCIAL OFFICER

      Note is taken of the status and the challenges experienced on insurance claims in
      the City.

      After perusal of the contents of the report, the Group Financial Services Department
      supports the recommendations of the report since they are in line with the City of
      Tshwane Financial Recovery Plan (FRP).

      The Group Financial Services Department recommends that all departments should
      be encouraged to cooperate with the Group Audit and Risk Management
      Department (Insurance Claims Division) as it will serve the best interest of the City.

      The Group Financial Services Department will render further financial comments on
      future reports in this regard.

5.2   COMMENTS OF THE GROUP HEAD: GROUP LEGAL AND SECRETARIAT
      SERVICES

      The purpose of this report is to report on the following matters:

      •   Objective of the Insurance Management Section, Risk Management Division,
          Group Audit and Risk.

      •   Key activities of the Insurance Management Section.

      •   2017/2018 Insurance renewal overview.

      •   Gaps and process challenges identified in the insurance value chain and
          recommendations to address these gaps.

      •   Segregation of duties and responsibilities for annual insurance renewal, asset-,
          motor- and liability claims.

      •   Cost saving measures and specific recommendations to reduce insurance claim
          cost and insurance premiums paid to the Insurers.
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In terms of Section 11(3) (a) (d) & (n) of the Local Government: Municipal Systems
Act 32 of 2000, A municipality exercises its legislative or executive authority by
developing and adopting policies, plans, strategies and programs, including setting
of targets for delivery, administering and regulating its internal affairs and doing
anything else within its legislative and executive competence.

It must be noted that the Accounting Officer is required by Section 62 of the
Municipal Finance Management Act 56 of 2003, to take all responsibility for
managing the financial administration of the municipality, and must for this purpose
take all reasonable steps to ensure—

(a)   that the resources of the municipality are used effectively, efficiently and
      economically;

(b)   that full and proper records of the financial affairs of the municipality are kept
      in accordance with any prescribed norms and standards;

(c)   that the municipality has and maintains effective, efficient and transparent
      systems—

      (i)    of financial and risk management and internal control; and

      (ii)   of internal audit operating in accordance with any prescribed norms
             and Standards.

In accordance with Section 63 of the Municipal Finance Management Act 56 of
2003, the accounting officer of a municipality is responsible for the management
of—

(a)   the assets of the municipality, including the safeguarding and the
      maintenance of those assets; and

(b)   the liabilities of the municipality.

(2)   The accounting officer must for the purposes of subsection (1) take all
      reasonable steps to ensure—

(a)   that the municipality has and maintains a management, accounting and
      information system that accounts for the assets and liabilities of the
      municipality;

(b)   that the municipality’s assets and liabilities are valued in accordance with
      standards of generally recognised accounting practice; and

(c)   that the municipality has and maintains a system of internal control of assets
      and liabilities, including an asset and liabilities register, as may be
      prescribed.

This report is in compliance with the provisions of Performance Management Policy
and Procedure developed by the City of Tshwane (dated 28 August 2008), as
required by Regulation 13 of Performance Management Regulations, 2001
published under the Municipal Systems Act, 2000 (Act 32 of 2000), in terms of
which the purpose of reporting or giving feedback is to assist in monitoring, which
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      aim to provide Managers, decision makers and other stakeholders with a regular
      feedback on the progress made with implementation so that corrective measures
      may be put into place, where necessary.

      Having taken regard to the aforesaid and with specific reference to the contents of
      the report, Group Legal and Secretariat Services Department support the approval
      of the report and the recommendations thereof and submits that the report be
      referred to the Mayoral Committee and the Accounting Officer for their attention,
      cognisance and approval of the recommendations herein.

6.    IMPLICATIONS

6.1   HUMAN RESOURCES

      The high number of crime incidents in the City of Tshwane is increasing the work
      load in general in the Insurance Management Section.

6.2   FINANCES

      The non-adherence by departments/regions to the reporting- and settlement
      procedures of non-motor and motor claims will result in claims being repudiated and
      departments/regions will be held responsible for the repair or replacement of assets
      on their Operating- and/or Capital budgets that can impact on service delivery.

      The non-adherence by departments/regions to declare awarded Contractor All Risk-
      and Contractor Liability contracts before the commencement date of the contracts
      will result in contracts not being insured adequately and departments/regions will be
      held responsible either for the repair or replacement of assets under construction on
      their Operating- and/or Capital budgets or settle liability claims instituted by third
      parties for personal damage, loss, injuries and/or death during the execution of the
      works of the awarded contracts.

      The non-adherence by departments/regions to declare and report claims relating to
      ad-hoc exhibitions, personal accidents of reservists/volunteers/employees,
      approved delegated international travels and properties leased by tenants will result
      in departments/regions being held responsible for the repair or replacement of
      assets of the City of Tshwane or the medical and other related claim costs of
      reservists/volunteers/employees on their Operating- and/or Capital budgets.

      The non-compliance of employees to report and submit the relevant documentation
      of alleged Injury-On-Duties as per the Compensation for Occupational Injuries and
      Diseases Act, 1993 (Act No. 130 of 1993), as amended will result in the employees
      being held liable for the payment of all relevant costs pertaining to the alleged
      Injury-On-Duties and the sick leave taken by the employees will not be converted to
      Injury-On-Duty Special Sick Leave.

      The incorrect declared insured values of asset and vehicles will result in an
      increase in the payment of insurance premium to the Insurers.

      Group Heads are to establish Loss and Damage Committees to investigate the
      cause of each incident of loss or damage reported.
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      Employees found guilty of misconduct or negligence in the Loss and Damage
      Committees are to be charged in terms of the Disciplinary Policies of the City,
      taking into account damages incurred.

6.3   CONSTITUTIONAL AND LEGAL FACTORS

      Compensation for Occupational Injuries and Diseases Act, 1993 (Act No. 130 of
      1993), as amended.

      Municipal Finance Management Act, 2003 (Act No. 56 of 2003)

      Annual Insurance Policies Wordings

6.4   COMMUNICATION

      Submit the Weekly Claims Operational Report to the departmental/regional contact
      persons of the City of Tshwane to view the current statuses of non-motor and motor
      claims registered on the electronic claims system.

      Conduct a monthly practical training sessions on the working of the electronic
      claims system with the employees of the City of Tshwane to train employees on the
      insurance claims reporting- and settlement procedure.

      Conduct bi-annual Non-Motor and Motor Insurance Claims Meetings with the
      departmental contact persons of the CoT to discuss the insurance claims reporting-
      and settlement procedure of the CoT and non-motor claims not finalized.

      Conduct bi-annual Non-Motor and Motor Insurance Claims Meetings with the offices
      of the Regional Executive Directors of the CoT to discuss the insurance claims
      reporting- and settlement procedure of the CoT and non-motor claims not finalized.

      Conduct quarterly Injury-On-Duty Claims Meetings with the departmental contact
      persons of the CoT to discuss the administration- and settlement procedure of the
      CoT in order to finalize reported Injury-On-Duty incidents.

      Follow-up monthly with the contact persons in the departments/regions on the
      progress to reinstate capital assets or vehicles on the CAPEX IDP Projects.

      Capture monthly on the QPR-System the Actuals on the CAPEX IDP Projects per
      SAP Statements.

      Conduct ad-hoc meetings with departments/regions as requested to discuss claims
      closed due to non-adherence to the insurance claims reporting- and settlement
      procedures.

      Conduct ad-hoc meetings and visits to treating medical facilities and practitioners.

      Provide feedback within 1 (one) working day after an enquiry was received.

6.5   PREVIOUS COUNCIL OR MAYORAL COMMITTEE RESOLUTIONS

      None.
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7.   CONCLUSION

     By making use of statistical analysis it enables the Section: Insurance Management,
     to determine the magnitude of declarations and claims per department, to identify
     possible risk areas and recommend risk action plans to mitigate the number of
     incidents of loss/damage/injuries in the City of Tshwane.

     Group Heads are to adhere to the cost saving measures to reduce the insurance
     claim cost and insurance premiums paid to the Insurers.

IT WAS RECOMMENDED (TO THE MAYORAL COMMITTEE: 7 FEBRUARY 2018):

1.   That cognisance be taken of the 2017/2018 insurance renewal overview;

2.   That intervention is required urgently for gaps and process challenges identified in
     the insurance value chain be resolved;

3.   That Group Heads ensure that segregation of duties and responsibilities for annual
     insurance renewal, asset-, motor- and liability claims is finalised as planned;

4.   That Group Heads implement measures to close gaps and avert circumvention of
     controls and implement cost saving measures as recommended above;

5.   That Top Management implement specific recommendations to reduce insurance
     claims, reduce increasing cost on insurance premiums paid to the Insurers, and
     drive initiatives to mitigate losses; and

6.   That cognisance be taken that GAR is working on developing a "defalcation report"
     which will trend all losses City Wide and requires Group Departments to assess and
     reflect on root causes and monthly report to Cluster Risk Management Committee
     and consequently report to Integrated Risk Management Committee, and monthly
     update to the Member of the Mayoral Committee Top Management meetings.

RESOLVED:

1.   That cognisance be taken of the 2017/2018 insurance renewal overview;

2.   That gaps and process challenges identified in the insurance value chain be
     resolved;

3.   That Group Heads ensure that segregation of duties and responsibilities for annual
     insurance renewal, asset-, motor- and liability claims are finalised as planned;

4.   That Group Heads implement measures to close gaps and avert circumvention of
     controls and implement cost saving measures as recommended above;
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5.   That the Group Heads implement the specific recommendations outlined in
     paragraphs 4 and 5 of this report to reduce insurance claims, reduce increasing
     costs of insurance premiums paid to the insurers and to drive initiatives to mitigate
     loses and that each Group Head submits a report back on the progress to the
     Mayoral Committee meeting scheduled for Wednesday, 18 April 2018;

6.   That cognisance be taken that Group Audit and Risk is working on developing a
     "defalcation report" which will trend all losses City Wide and requires Departments
     to assess and reflect on root causes and to report monthly to Cluster Risk
     Management Committee, the Integrated Risk Management Committee and the
     Member of the Mayoral Committee Top Management meetings; and

7.   That the Task Team appointed by the Mayoral Committee to implement
     recommendations on the reform of the fleet management take note of the contents
     of the report and incorporate into their project charter.
17

Reference No 61679/1
Marna Kock (7392)
MAYORAL COMMITTEE: 7 February 2018

2.   GROUP LEGAL AND SECRETARIAT SERVICES DEPARTMENT
     PROGRESS REPORT ON THE STATUS OF THE TSHWANE BUSINESS AND
     AGRICULTURAL CORPORATION (TSHWABAC)
     (From the Executive Committee: 8 January 2018)

1.   PURPOSE

     The purpose of the report is to appraise the Mayoral Committee of the
     developments in the business rescue process involving Tshwane Business and
     Agricultural Corporation (TSHWABAC).

2.   STRATEGIC PILLAR

     Strategic Pillar No. 5: A City that is open, honest and responsive.

3.   BACKGROUND

     The City of Tshwane Metropolitan Municipality’s predecessors, the Pretoria City
     Council and the Pretoria Central Metropolitan Substructure was the registered
     owner of the Tshwane Show Grounds (formally known as Pretoria Show Grounds).

     The property was originally donated to the Tshwane Business and Agricultural
     Corporation (TSHWABAC’s) predecessors by the Pretoria City Council in 1995 on
     condition that it could not be sold without the council’s approval and that the
     municipality would be entitled to claim re-transfer if it failed to use the property for
     its intended use. Furthermore, the land owner was prohibited from selling the facility
     without first seeking approval from the municipality.

     The property covers more than 38 hectares and is valued at between R400 million
     and R500 million.

     The property’s rezoning from farmland to special-use in 2008 meant an increase in
     rate and taxes. From 2008 to 2012 the company managed to pay the rates and
     taxes, but in June 2015 the owners to fall into arrears.

     Earlier this year, Tshwane Business and Agricultural Corporation (TSHWABAC)
     had approached for an order effectively doing away with the title condition so
     Tshwane Business and Agricultural Corporation (TSHWABAC) could dispose of the
     property. This matter was opposed and their court application was dismissed.

4.   DISCUSSION

     Tshwane Business and Agricultural Corporation (TSHWABAC) currently owes
     rates, taxes and services in excess of R9 000 000, 00 to the municipality. However,
     the municipality is not the only creditor of Tshwane Business and Agricultural
     Corporation (TSHWABAC), and had applied for business rescue in terms of the
18

Companies Act. The municipality has filed its claim with the Business Rescue
Practitioner and the claim is in included in the list of debts for TSHWABAC.

A Business Rescue Plan has been crafted by the practitioner and has been
circulated to the creditors for consideration. The current business rescue plan is
totally premised on the sale of the fixed asset belonging to TSHWABAC which is
the Show Grounds property. In terms of the plan, the proceeds are to be used to
pay creditors, of which the municipality is the highest creditor.

The meeting of creditors took place on the 31st of October 2017 where the creditors
had to vote on the adoption of the proposed business rescue plan. The municipality
is the largest creditor, and in terms of Section 152 (2) of the Companies Act, 2008
(Act No. 71 of 2008), the proposed business rescue plan can only be adopted if it
was supported by more than 75% of the creditors’ voting interests and the votes in
support of the proposed plan included at least 50% of the independent creditors’
voting interests, if any, that were voted. The municipality’s voting percentage is 52,9
%.

The municipality’s team indicated that the municipality does not accept the
proposed Business Rescue Plan, and will not consent to the sale of the property.
Instead, the municipality want the property to be transferred back to the
municipality.

During the meeting, the TSHWABAC Business Rescue Practitioners contested the
municipality team’s position and stated that they have the consent of the City
Manager to sell the property. The team denied that any such consent was given
whereby the meeting was postponed to give TSHWABAC the opportunity to provide
proof of the alleged consent.

To date, no such proof of consent was provided by TSHWABAC, despite written
requests to provide the proof.

In light of the above, the municipality’s legal team requested that the scheduled vote
on this revised plan, be postponed for 2 weeks. It was agreed that the next meeting
will be held on 13 December 2017.

The revised business plan still has as its central proposal some form of alienation of
the property at the hands of TSHWABAC. This revised plan is premised on
proposal from a company by the name of Gani Bros Equity (Pty) Ltd proposing to
purchase the property for R180 Million. The said company would then enter into a
joint venture to develop the property in accordance with the various policies and
strategies of the City to develop and revitalise the City center. This proposal brings
along with it a minefield of legislative compliance pit-falls.

The creditor’s meeting that was scheduled to take place on the 13 December 2017
did not take place. Attorneys received communication from the Business Rescue
Practitioners that the meet is postponed until further notice. The Business Rescue
Practitioners’ office is closed and will reopen on the 15th January 2018.
19

5.    COMMENTS OF THE STAKEHOLDER DEPARTMENTS

5.1   COMMENTS OF THE CHIEF FINANCIAL OFFICER

      Cognisance is taken of the contents of the report.

      There are no financial implications emanating as a result of this report for the City of
      Tshwane as the purpose of the report is to appraise the Mayoral Committee of the
      developments in the business rescue process of Tshwane Business and
      Agricultural Corporation (TSHWABAC).

      The Group Financial Services Department will render further financial comments on
      future reports in this regard.

5.2   COMMENTS OF THE GROUP HEAD: GROUP LEGAL AND SECRETARIAT
      SERVICES

      The purpose of this report is to update the Mayoral Committee with regard to
      progress in the Tshwabac business rescue process. the report is for cognisance
      only. The contents are supported.

6.    IMPLICATIONS

6.1   HUMAN RESOURCES

      None.

6.2   FINANCES

      None.

6.3   CONSTITUTIONAL AND LEGAL FACTORS

      None.

6.4   COMMUNICATION

      None.

6.5   PREVIOUS COUNCIL OR MAYORAL COMMITTEE RESOLUTIONS

      Mayoral Committee meeting held on 23 August 2017.

7.    CONCLUSION

      This matter is still in progress and discussions between the municipality and the
      Tshwane Business and Agricultural Corporation (TSHWABAC) Business Rescue
      Practitioner are ongoing. The municipality has re-affirmed its position that the
      property cannot be sold to extinguish the debts of Tshwane Business and
      Agricultural Corporation (TSHWABAC), and that the property must be transferred
      back into the custodianship of the municipality.
20

NOTED:

(a)   That the City would no longer negotiate and required the property to be
      transferred back to the City; and

(b)   That it was proposed that the City reject the business rescue proceedings
      and request immediate transfer of the property due to the risk of legal
      prescription with regard to ownership of immovable property.

RESOLVED:

That cognisance be taken of the content of the report.
21

Reference No 19106/1
Zukiswa Ntsikeni (8150)
MAYORAL COMMITTEE: 7 February 2018

3.    CUSTOMER RELATIONS MANAGEMENT DEPARTMENT
      CITY OF TSHWANE REVISED SERVICE NORMS AND STANDARDS: 2018
      (From the Executive Committee: 22 January 2018)

1.    PURPOSE

      To obtain approval of revised City of Tshwane service norms and standards.

2.    STRATEGIC PILLARS

2.1   A City that facilitates economic growth and job creation;

2.2   A City that cares for residents and promotes inclusivity;

2.3   A City that delivers excellent services and protects the environment;

2.4   A City that keeps residents safe; and

2.5   A City that is open, honest and responsive.

3.    BACKGROUND

      City of Tshwane as a services provider has both a legal and moral responsibility to
      deliver the best possible services to the public. The legal responsibility emanates
      from a Regulatory Framework. The moral aspect is underpinned, amongst others,
      by the eight principles of Batho Pele. Within the context of Batho Pele, providing
      quality services means putting in place a service delivery system that meets the
      needs of the people it serves.

      The Batho Pele principles remain central to the delivery of services and promoting
      service excellence in the city. Briefly these principles are indicated as consultation,
      service standards, access, courtesy, information, openness and transparency,
      redress and value for money.

      Service norms and standards are used as a critical measuring tool to successfully
      deliver the services in a fair and acceptable manner. If found lacking in any of the
      items listed in this document, city customers may raise request about the their
      dissatisfaction as per committed norms and standards following the complaint
      management process of the city.

4.    DISCUSSION

      Service norms and standards serve as a blue print for monitoring performance in a
      standard and fair manner to all customers. Quality and sustainable service delivery
      in line with service norms and standards is applicable to all City of Tshwane
      departments and regions. It is the cornerstone for customer experience the City
      aims to achieve for its citizens.
22

Norms and standards are reviewed in line with best practice and comparison with
other service delivery institution, Metros in the country. Reviewed service norms
and standards serves as a measure of improvements on how the city delivers its
services. It is a first step towards the SAP rollout for more accurate and automated
performance reporting at both departmental and area level. Approved 2012 council
norms and standards are used as a baseline for the revision of the 2018 norms and
standards.

The City of Tshwane vision of becoming “A prosperous capital city through fairness,
freedom and opportunity” directly promotes the delivery of services in fair and equal
manner. Application of the city's vision is embedded in the five (5) strategic pillars
which gives guidance to the governance system, values, and set priorities towards
realization of the vision.

The city's services are aligned to the current 2018 approved structure. Departments
are organised through the organisational structure for effective management. The
clusters are as follows:

Emergency services

     Emergency medical operations

     Fire and rescue operations

Governance and support services

     Economic Development and Spatial Planning

     Human Resources Management

Group Audit and risk

      Forensic services

Group Financial Services

     Revenue management

     Procurement services

Office of the Chief Operating Officer

     Customer Relations Management

     Community and Social Development Services

     Environmental and Agriculture Management Services

     Health Services

     Human Settlement

     Regional Operations Coordination
23

            Roads and transport

            Utility services

      Tshwane Metro Police Department

             Training

             Specialised policing

5.    COMMENTS OF THE STAKEHOLDER DEPARTMENTS

5.1   COMMENTS OF THE CHIEF FINANCIAL OFFICER

      Cognisance is taken of the contents of the report.

      The Group Financial Services Department support the proposed revised Service
      Norms and Standards as it serves as a measure of improvements on how the City
      deliver its services.

      There are no financial implications emanating as a result of this report for the City of
      Tshwane.

      The Group Financial Services Department will render further financial comments on
      future reports in this regard.

5.2   COMMENTS OF THE CHIEF OF EMERGENCY SERVICES

      The purpose of the report is to obtain approval of revised City of Tshwane service
      norms and standards.

      The Emergency Services wishes the last column of item 6.3 of the Norms and
      Standards 2018 document be amended and is responding as follow -

      One of the Emergency Services goals is to deliver Exemplary Emergency Service,
      with the Strategic Planning Statement to Improve and Sustain Compliance with
      regulatory and normative emergency services standards and key performance
      objectives, also with the Tactical Action in Implementing quality assurance
      monitoring and evaluation systems, that tracks the attendance time of the first
      arriving fire-fighting unit at a structural fire incident AND attendance time of a
      Priority 1 emergency medical dispatched unit at a confirmed P1 incident.

      Also with the view in compliance with the National standard for community
      protection against fire, SANS 10090:2003, where only 3 minutes of call taking and
      despatch is allowed – this includes the 15 second answering time.

      6.3    Emergency Services cluster

      Divisions: Emergency medical, fire and rescue operations, as well as the section
      Emergency Communication Centre
24

REF NO                FOCUS AREA               TASK            APPROVED 2012           2018 REVIEWED
                                                               NORMS AND               NORMS AND
                                                               STANDARDS               STANDARDS
ES 1                  EMERGENCY
                      CALLS
ES1.1.                Ambulance                Answering       1.5 minutes             15 sec

                      Ambulance                Handling        1.5 minutes             110 sec

                      Ambulance                Dispatching     3 minutes               60 sec

ES 1.2.               Fire                     Answering       1.5 minutes             15 sec

                      Fire                     Handling        1.5 minutes             110 sec

                      Fire                     Dispatching     3 minutes               60 sec

Our New proposed      Ambulance:               Urban           Response time to        Compliance with the
ES 1.3                                         Areas           80% of priority one     required attendance
                      Implement quality                        patients must be        times for dispatched
(Improve and          assurance monitoring                     within 15 minutes       Priority 1 emergency
Sustain Compliance    and evaluation system                                            medical incidents
with regulatory and   that tracks the
normative             attendance time of the                                           Target: Attend 65% of
emergency services    first arriving unit’s                                            Priority 1 dispatched
standards and key     attendance time of a                                             calls in urban areas
performance           Priority 1 emergency                                             within 15 minutes or
objective)            medical dispatched                                               less from time of call
                      unit at a confirmed P1
                      incident.
ES 1.4                                         Rural Areas     Respond to 80 % of      Respond to 65% of
                                                               priority one patients   priority one patients
                                                               must be within 40       must be within 30
                                                               minutes.                minutes.
ES 1.5                                         Per capita      1 ambulance to cover    1 ambulance to cover
                                               allocation of   30 000 people to        30 000 people
                                               ambulance       improve quality of
                                                               service
ES 1.6                                         Per capita      1 primary response      1 primary response
                                               allocation of   vehicle per 5           vehicle per 5
                                               response        ambulance               ambulance
                                               vehicle
ES 1.7                                         Per capita      1 rescue vehicle per    1 rescue vehicle per 5
                                               allocation of   10 ambulances           ambulances
                                               ambulance
ES 2                  Fire response time       TASK            APPROVED 2012           2018 REVIEWED
                                                               NORMS AND               NORMS AND
                                                               STANDARDS               STANDARDS
Our New proposed      Fire & Rescue:         Urban             10 min in urban areas   Compliance with the
ES 2.1                Implement quality      Areas             for 90% of all calls    required attendance
                      assurance monitoring                                             times for structural
(Improve and          and evaluation system                                            firefighting incidents
Sustain Compliance    that tracks the                                                  Target: Attend 75% of
with regulatory and   attendance time of the                                           structural fires in
normative             first arriving fire-                                             urban areas within 14
25

emergency services    fighting unit at a                                                minutes or less from
standards and key     structural fire incident                                          time of call
performance
objective)
ES 2.2                                           Rural Areas   30 min in rural areas    30 min in rural areas
                                                               for 90% of all calls     for 75% of all calls
ES 3                  Specialized Services       TASK          APPROVED 2012            2018 REVIEWED
                      & Special Events                         NORMS AND                NORMS AND
                                                               STANDARDS                STANDARDS
ES 3.1                                           Plain         7 ICU ambulances + 5     7 ICU ambulances + 5
                                                 Patient       Basic Life Support + 7   Basic Life Support + 7
                                                 Transport     Intermediate Life        Intermediate Life
                                                 (PPT)         Support                  Support
ES 3.2                                           Special       To comply with SANS      To comply with SANS
                                                 Events        10366:20XX Required      10366:2015 Required
                                                               Medical Resources for    Medical Resources for
                                                               special events           special events
                                                               To comply with SANS      To comply with SANS
                                                               10366: 20XX, Health      10366: 2015, Health &
                                                               & Safety at events       Safety at events
                                                               – General                – General
                                                               Requirements (ED 2)      Requirements (ED 2)

         5.4   COMMENTS OF THE CHIEF OF POLICE

               To obtain approval of revised City of Tshwane service norms and standards. The
               Tshwane Metro Police Department notes the contents of the report and the
               recommendations reflected herein. However, it should be mentioned that after
               having perused the revised Norms and Standards as appended, it could be noted
               that most of the information is related to Licencing Services which currently resided
               with the Regional Operations and Coordination Department (ROC) and rendering
               constructive comments on their behalf would always prove to be a cumbersome
               exercise.

         5.5   COMMENTS OF THE GROUP                         HEAD:    COMMUNITY          AND      SOCIAL
               DEVELOPMENT SERVICES

               The Community and Social Development Services Department fully supports the
               revised norms and standards as they will continue to provide for a sustainable legal
               and moral responsibility towards delivery of best possible services to the public.
               Most importantly, these are enshrined in the eight (8) principles of Batho Pele.

         5.6   COMMENTS OF THE GROUP HEAD: GROUP LEGAL AND SECRETARIAT
               SERVICES

               The purpose of this report is to obtain approval of revised City of Tshwane service
               norms and standards.

               In terms of the provisions of section 11(3)(a) read (b) of the Local Government:
               Municipal Systems Act, 32 of 2000, stipulates that a municipality exercise its
               legislative and executive authority by developing and adopting policies, plans,
               strategies and programs, including setting targets for service delivery; and
               promoting and undertaking development.
26

      Furthermore section 153 of the constitution of South Africa provides that a
      municipality must structure and manage its administration and budgeting and
      planning process to give priority to the needs of the local community, and to
      promote the social and economic development of the community.

      Having regards to the aforesaid and with specific reference to the context of the
      report, Group Legal Services Department takes cognizance of the report and to
      support the approval of the recommendations thereof.

5.7   COMMENTS OF THE OFFICE OF THE CHIEF OPERATING OFFICER

      The office of the Chief Operations Officer notes the report on City of Tshwane
      norms and standards. The content and intent of the report is supported.

6.    IMPLICATIONS

6.1   HUMAN RESOURCES

      None.

6.2   FINANCES

      None.

6.3   CONSTITUTIONAL AND LEGAL FACTORS

      The White Paper on the Transformation of Public Service Delivery (1997);

      Local Government Municipal Systems Act, 2000 (ACT 32 of 2000); chapter 6;

      Local Government Municipal planning and Performance Management Regulation
      13 (2) (c);

6.4   COMMUNICATION

      Approved norms and standards to be published in City of Tshwane public website
      and all customer Interaction points.

6.5   PREVIOUS COUNCIL OR MAYORAL COMMITTEE RESOLUTIONS

      On 27 February 2008, the Mayoral Committee considered and approved a report
      titled: “IMPLEMENTATION STRATEGY ON NORMS AND STANDARDS”. The
      report was tabled by the Customer Relations Division of the Corporate and Shared
      Services Department.

      On 02 February 2011, the Mayoral Committee considered and approved a report
      titled: “DRAFT SERVICE DELIVERY NORMS AND STANDARDS FOR CITY OF
      TSHWANE”. The report was tabled by the Service Delivery Coordinator.

      On 1 February 2012, the Mayoral Committee considered and approved a report
      titled: “INTEGRATED SERVICE DELIVERY NORMS AND STANDARDS FOR THE
      CITY OF TSHWANE”. The report was tabled by the Service Delivery Coordinator.
27

7.    CONCLUSION

      The norms and standards report should be treated as a living document and
      changes should be effected as and when required by regulations and or any
      material costs. The processes will be reviewed on an annual basis through
      systematic processes.

IT WAS RECOMMENDED (TO THE MAYORAL COMMITTEE: 7 FEBRUARY 2018):

1.    That cognisance be taken of the content of the report;

2.    That the report be approved for consultation; and

3.    That all other previous Council approved Service Norms and Standards be
      rescinded and replaced by the 2018 City of Tshwane Revised Service Norms and
      Standards.

NOTED:

That the business operations processes required review.

RESOLVED:

1.    That cognisance be taken of the content of the report;

2.    That the report be approved for consultation with the Group Heads of Departments
      to be completed within 1 month; and

3.    That all other previous Council approved Service Norms and Standards be
      rescinded and replaced by the 2018 City of Tshwane Revised Service Norms and
      Standards.
28

Reference No 37410/1[OCW]
Nasiphi Moya (6246)
MAYORAL COMMITTEE: 7 February 2018

4.    OFFICE OF THE CHIEF WHIP
      OFFICE OF THE CHIEF WHIP ORGANISATIONAL PERFORMANCE REPORTS
      FOR QUARTER 2 2017/18
      (From the Executive Committee: 22 January 2018)

1.    PURPOSE

      The purpose of the report is to submit the Office of the Chief Whip’s Organizational
      Performance report for Quarter 2 of the 2017/18 financial year.

2.    STRATEGIC PILLARS

2.1   A City that is open, honest and responsive

3.    BACKGROUND

      The Office of the Chief Whip is established in terms of the Gazette 23964 dated
      18 October 2002 as approved by the Minister of Provincial and Local Government
      and Administration (DPLG), which was further condoned by the then MEC for Local
      Government as a Section 12 Notice in which the Gauteng Municipalities were
      granted the powers to appoint a Chief Whip of Council in line with the election of
      Office Bearers as highlighted in Section 36 and 55 of the Local Government
      Municipal Structures Act (Act 117 of 1998). Council in its meeting of 21 July 2012
      approved a report titled “The Establishment of the Office of the Chief Whip in the
      City of Tshwane” which provides a clear account of the Role of the Chief Whip of
      Council.

      The Chief Whip of Council derives his/her roles and responsibilities are as per
      Council’s Corporate System of Delegations approved on 26 January 2012. These
      responsibilities include:

      •   Enforcing discipline among councillors;

      •   Ensure efficient management of council meetings and committees;

      •   Ensure that Councillors of political parties represented in council are allocated to
          various committees of Council in line with the approved formula for proportional
          representation;

      •   Maintain sound relations between various political parties;

      •   Resolve disputes between political parties;

      •   Facilitate caucus meetings of political parties during Council meetings;
29

•   Manage and regulate direction to all the whips of all political parties;

•   The Chief Whip reports directly to Council;

•   Ensure Welfare and capacity building of Councillors;

•   Participates in the formulation of corporate policy development and strategy of
    municipality;

•   Has the power to approve Councillor’s leave of absence;

•   Has the authority to approve as well as to give councillors permission to attend
    seminars, meetings, workshops, conferences, congress and similar events as
    well as special visits by councillors for the interest of the Council, which are
    conducted within and outside the boundaries of the Republic of South Africa:
    provided that the necessary funds are available.

•   Has the power to nominate councils representatives in public bodies as well as
    the provincial executive committee of SALGA.

•   Represents the Legislative arm in Council matters and serves as the link
    between the executive arm and the legislative arm.

On 26 January 2017 council approved a report titled “Revised Whippery Model for
the City of Tshwane”. In this report strategic core functions are listed as follows:

•   Ensure general discipline within the legislature/chamber/house

•   Communicate legislative agenda to members/councillors

•   Manage allocation of Councillors to portfolio and other statutory committees and
    bodies

•   Coordinate scheduling and compilation of the legislative agenda with the
    Speaker and Executive Mayor.

•   Links between the mayor and the party and/or legislature

•   Manage the Whippery

•   Protect the party line during debates.

•   Protect party members during debates and ensure fair treatment.

•   Generally assist (the speaker) to maintain order and decorum within the
    legislature.

•   Negotiate voting positions between various parties.
30

     •    Ensure councillor performance within the Council.

     •    Manage the use of office and meeting space by Councillors and political parties

     •    Grant leave of absence to Councillors from meetings of the council and
          committees.

     •    Determine developmental needs of Councillors in consultation with party whips
          and to develop a programme of training for the Councillors.

     •    Provide administrative support to Councillors

     •    Provide strategic research support to Councillors

     •    Facilitate and manage councillor wellness support programmes

4.   DISCUSSION

     In order to ensure that all the functions of the Office of the Chief Whip are fully
     executed, they are divided into two divisions with two units each i.e. Strategic
     Management Support, which consists of Strategic Management functions and
     Research and Secretariat, and Political Liaison/Special Advisory, which consists of
     Private Office and Statutory Compliance.

     The office has a total of 14 Key Performance Indicators (KPIs) for the four units- the
     table below illustrated units responsible for reporting on each of the KPIs:

         KPI                                                     Unit

         Percentage of research information produced against     Research Support
         research requested                                      Services
         Number of research documents developed against          Research Support
         identified topics                                       Services
         Number of approved councilor’s performance              Strategic Management
         assessment reports.                                     Support
         Number of Councilor’s wellness programmes to be         Strategic Management
         development and implemented                             Support
         Percentage compliance of the office to planned          Strategic Management
         Municipal Policies                                      Support
         Number of training Programmes implemented as            Strategic Management
         informed by skills audit.                               Support
         Number of Qualification programmes implemented          Strategic Management
                                                                 Support
         Number of Caucus, Bulletins published to improve        Private Office
         access to information by Councilors.
         Number of Council speeches written and delivered by     Private Office
         the Chief Whip
         Percentage of referrals processed                       Private Office

         Number of Media response queries                        Private Office
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