2020/2021 IDP, PMS AND BUDGET PROCESS PLAN · In terms of the Municipal Systems Act No 32 of 2000 a municipality is required to review its IDP annually. Annual revisions allow the

2020/2021 IDP, PMS AND BUDGET

PROCESS PLAN

Contact:

The Office of the Municipal Manager

Mnquma Local Municipality

Butterworth 4960

Tel: 047- 401 2400

Fax: 047- 4910195

MNQUMA LOCAL MUNICIPALITY – 2020/2021 IDP/PMS AND BUDGET PROCESS PLAN

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TABE OF CONTENTS

1.INTRODUCTION 1.1 Legislative Framework 1.2 Process Plan 1.3 IDP Informants 1.4 Sector Plans Developed

3-4 4 5-6

2. IDP/BUDGET/PMS REVIEW PROCESS 2.1 IDP Review Phases 2.2 Phase 1: Preparing for IDP Review 2020/2021 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

8-9 8 8 9 9 9

3. INSTITUTIONAL ARRANGEMENTS 3.1 IDP Planning Process Flow

11

4. MECHANISMS FOR ALIGNMENT

13

5. MONITORING AND AMENDMENTS

13

6. BINDING PLANS AND LEGISLATION

14

7.MECHANISMS AND PROCEDURES FOR PUBLIC PARTICIPATION 7.1Communication 7.2 Appropriate Language Usage

15-16 16 17

8. IDP/PMS &BUDGET ACTION PLAN

17-22

9. BUDGETORY REQUIREMENTS

23


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1. INTRODUCTION

Integrated Development Plan (IDP) is designed:

To strengthen the link between Local, District, Provincial and National priorities,

objectives, resource allocation and implementation of programmes

To provide 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.

The process plan outlines role players, responsibilities and timelines for developing the Integrated

Development Plan for 2020/2021.

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; “A developmental municipality that is


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self-sustainable to empower its citizens socially, economically and legislatively to ensure sustainable

livelihood”.

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.

Reflect the progress of the IDP plans

Adjustment to Annual targets to inform budget

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 reflect and report on the programmes, refine plans

and strategies in order 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.


“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.”


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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;

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.


“ 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

Systems Act No 32 of 2000

Local Economic Development Plan

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

Systems Act No 32 of 2000

Performance Management System

Section 53 of Disaster Management Act No 57 of

2002

Disaster Management Plan


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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

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

Development Plan

Overarching development strategy for the Eastern Cape Province

Land redistribution for Agricultural Development

(LRAD)

Primarily deals with agricultural land redistribution.

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 2019/2020

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


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SPU Strategy

Local Economic Development 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 2020/2021 IDP Review process is described in Figure 1 below; as a continuous cycle of planning,

implementation and evaluation.

Figure 1: IDP 2020/2021 Review Process

1. PREPARATION

2. MONITORING & EVALUATION – UPDATED ANALYSIS

3. OBJECTIVES, STATEGIES, INDICATORS &

TARGETSPROJECTS & PROGRAMMES (LINKED TO

BUDGET)

4. CONSOLIDATE/ INTEGRATE IDP & BUDGET

(INCLUDING OPERATIONAL PLANS)

P U

B L

I C P

A R

T I C

I P A

T I O

N 5. APPROVAL - COUNCIL ADOPTS IDP & BUDGET

IDP IMPLEMENTATION

PERFORMANCE

MANAGEMENT


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Detailed below is the programme with time frames and a description of what is expected to happen

throughout the IDP review process.

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 2020/2021

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 2019/2020 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 2020/2021

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 2020/2021 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 reviewed 2020/2021 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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The Executive Mayor of

Mnquma Local Municipality

The Executive Mayor of Mnquma Local Municipality has the responsibility for the preparation 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 Committees & CDWs

Ward Councillors are the major link between the municipal government and the residents. As 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

Committee

The IDP/PMS Steering Committee will be established to provide general political guidance over the

IDP / PMS & Budget development process. The Steering Committee will be chaired by Executive

Mayor and will be constituted of all Mayoral Committee Members, whippery 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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IDP/PMS/Budget

Technical Steering Committee

The IDP/Budget/PMS Technical Steering Committee is chaired by the Municipal Manager.

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

Community Stakeholders

The IDP/ PMS/ Budget Representative Forum constitutes the structure that institutionalises 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 inter-relationship 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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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.

Mnquma Local

Council

Mayoral Committee

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

IDP/PMS/Budget

Representative Forum

Good Governance and Public Participation Cluster


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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;

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.


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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).

These are highlighted in the table below:

Category of requirement Sector requirement National department Legislation/policy

Legal requirement for a local

plan

Integrated Transport

Plan

Department of Transport National Land Transport Act, No 5

of 2009

Waste Management

Plan

Department of

Environmental Affairs

White Paper on Waste

Management in South Africa, 2000

Spatial planning

requirements

Department of Rural

Development and Land

Reform

Development Facilitation Act, No

67 of 1995

Requirement for sector

planning to be incorporated into

IDP

Housing strategy and

targets

Department of Human

Settlements

Housing Act, No 107 of 1997

LED Department of Cooperative

Governance and Traditional

Affairs

Municipal Systems Act, No 32 of

2000

Integrated Infrastructure

Planning

Department of Cooperative


Affairs

Integrated Planning Act of 1997

Spatial framework Department of Cooperative


Affairs

Municipal Systems Act, No 32 of

2000

Integrated Energy Plan Department of Energy White Paper on Energy Policy,

December 1998

Requirement that IDP complies

with

Environmental

Implementation Plans

Department of National Environment Management


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Category of requirement Sector requirement National department Legislation/policy

(EIPs) Environmental Affairs Act, No 107 of 1998

Environmental

Management Plans

(EMPs)

Department of

Environmental Affairs

National Environment Management

Act, No 107 of 1998

IDP/Budget alignment Department of Finance Municipal Finance Management

Act, No 56 of 2003

Developmental local

government

Department of Co-operative


Affairs

White Paper on Local Government,

1998

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

(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.


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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

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)


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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,

which will be adhered to:-

Target date Output required Coordinator Stakeholder

Planning Phase JULY – AUGUST

1st -31 July 2019 Compilation of Draft IDP, PMS and Budget

Process Plan Commence

Director Strategic

Management

All Directorates

23 July 2019 IDP/PMS and Budget Technical Steering

Committee to present Draft IDP,PMS &

Budget process plan 2020/2021, 2018/2019

Annual performance report

Director Strategic

Management

Municipal Manager, Directors,

Managers, PMS Coordinator and

IDP Coordinator

29 July 2019 IDP/PMS and Budget Steering Committee Director Strategic

Management

Executive Mayor, Mayoral

Committee members, Whippery,

MM and Directors

31 July 2019 Special Council Meeting Director Corporate

Services

Councillors, Traditional Leaders,

Executive Management and

members of the public

19 August 2019 Councillors workshop Director Strategic

Management

Councillors, Executive

Management

21 August 2019 IDP, PMS and Budget Representative Forum

to present draft IDP, PMS and Budget

Process Plan 2020/2021 to the communities

for comments.

Executive Mayor

Portfolio Head Strategic

Management

Councillors, Sector Departments,

CDW’s and Ward Committees

29 August 2019 Special Council Meeting – Adoption of

2020/2021 IDP/PMS and Budget Process

Plan

Director Corporate




30 August 2019 Submission 2020/2021 IDP/PMS and

Budget Process plan to ADM and relevant

sector departments

Director Strategic

Management

Amathole District Municipality,

COGTA, Provincial Treasury and

National Treasury

ANALYSIS PHASE – SEPT-OCT

02rd -06th September

2019

Review of Situational Analysis Director Strategic

Management

All directorates


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04 September 2019 Advertise 2020/2021 IDP/PMS and Budget

Process Plan on the local newspaper,

Director Strategic

Management, Chief

Financial Officer

Director Strategic & Chief Financial

Officer

17 September 2019 IDP/PMS and Budget Technical Steering

Committee to present Situational analysis

report

Director Strategic

Management

Municipal Manager, Directors,

Managers, PMS Coordinator and

IDP Coordinator

26 September 2019 IDP/PMS and Budget Steering Committee to

present Situational analysis report

Director Strategic

Management

Executive Mayor, Mayoral

Committee members, Municipal

Manager and Directors

01-03 October 2019 Sourcing of Community Needs during MPAC

Roadshows

Director Strategic

Management

Ward Councillors and Members of

the public

14th- 16th October

2019

Directorate sessions to review of objectives

and strategies

Director Strategic

Management

Directors, Managers, Section Heads

and Secretaries

31 October 2019 IDP, PMS and Budget Technical Steering

Committee – Situational analysis report

Municipal Manager MM, Executive & Middle

Management

STRATEGIES PHASE NOVEMBER – JANUARY

07 November 2019 IDP, PMS and Budget Steering Committee Municipal Manager

Mayoral Committee, Executive &

Middle Management

26 November 2019 IDP, PMS and Budget Representative forum

– presentation and discussion of the

situational analysis report as well as needs

analysis report

Executive Mayor Executive Mayor, Councillors, Ward

Committees & CDW’s

14-17 January 2020 Strategic planning session – refined

objectives and strategies and draft projects.

Prepare and produce the draft Strategic

Scorecard, Mid-term performance

assessment, mid-term financial performance

and 2nd adjustment Budget

Director Strategic

Management

Councillors, Executive & Middle

Management

INTEGRATION PHASE JANUARY - MARCH

10 March 2020 IDP/PMS and Budget Technical committee -

Presentation of 1st draft IDP 2020/2021

draft 2020/2023 MTREF Budget

Director Strategic

Management

MM, Executive & Middle

Management

18 March 2020 Council workshop to present Draft IDP

2020/2021, 2020/2023 Budget and budget

related policies

Council Speaker

All Councillors & Executive

Management

23 March 2020 IDP and PMS Representative Forum to

present draft Reviewed IDP and Budget

Executive Mayor Executive Mayor, Councillors,

Sector Departments, Ward

Committees & CDW’s

APPROVAL PHASE

31 March 2020 Ordinary Council Meeting tabling of the draft

2020/2021 IDP and 2020/2023 MTREF

Budget

Director Corporate

Servicers





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1st April 2020 Publication of draft 2020/2021 IDP & Budget

and IDP /PMS and budget road-shows

Director Strategic

Management

Members of the public

1st April 2020 Submission of draft 2020/2021 IDP to

relevant sector departments

Director Strategic

Management

CoGTA, Provincial Treasury,

National Treasury and Auditor

General

07-09 April 2020 IDP, Budget and PMS Road shows Executive Mayor Councillors ,Traditional Leaders,

Ward Committees & Community

Members

28 May 2020 Special Council Meeting (Approval of the

Final IDP)

Director Corporate

Services




03 June 2020 Publication of 2020/2021 final IDP and

2020/2023 MTREF Budget

CFO and Director

Strategic Management


03 June 2020 Submission of 2020/2021 IDP and

2020/2023 MTREF Budget to relevant sector

departments

CFO and Director

Strategic Management

CoGTA, Provincial Treasury,

National Treasury and Auditor

General

09-10 June 2019 Strategic Planning session Director, Strategic

Management and CFO


and Executive Management

10 June 2020 Facilitate printing of the IDP for 2020-2021 Director Strategic

Management

CFO

20 June 2020 Publication of the 2020/2021 SDBIP Director Strategic

Management


Performance Management Timetable

Date Output required Co-ordinator Stakeholders

02-26 July 2019 Development of Performance Agreements

for S54A and S56 Managers

Director Strategic

Management

MM and Directors

05 July 2019 Submission of 2018-2019 4th Quarter and

annual Performance Reports

Director Strategic

Management

All Directorates

31 July 2019 Tabling of Performance agreements for

S54A and S56 Managers to Council

Director Corporate

Services




08 August 2019 Submission of Performance Agreements for

S54A and S56 Managers

Director Strategic

Management

Department of Co-operative


Affairs

08 August 2019 Publication of Performance Agreements for Director Strategic Members of the Public


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S54A and S56 Managers Management

19 August 2019 Council Workshop – presentation of

2018/2019 unaudited annual report

Council Speaker Councillors, Traditional Leaders


29 August 2019 Special Council Meeting – tabling of

Unaudited Annual Report for 2018-2019

Director Corporate

Services




30 August 2019 Submission of Draft 2018-2019 Annual

Report to Auditor General and relevant

sector departments

Director Strategic

Management

Auditor General, Department of

Co-operative Governance,

Provincial Treasury and National

Treasury

04 September 2019 Publicise the 2018-2019 Unaudited Annual

Report

Director Strategic

Management


05 September 2019 Submission of draft Annual Report to MPAC

for verification

Director Strategic

Management

Municipal Public Accounts

Committee

01-03 October 2019 MPAC Roadshows on 2018-2019 Annual

report

Director Corporate

Services

MPAC, Mayoral Committee and

Members of the Public

07 October 2018 Submission of Performance reports and

performance information of the first quarter

Director Strategic

Management

All Directorates

30 October 2019 Ordinary Council Meeting (Tabling Section

52 reports and 1st quarter perfomance report

Director Corporate

Services




21 November 2019 2018-2019 Annual reviews for Section 54A

and 56 Managers performance

Director Strategic

Management

Municipal Manager and Directors

22 November 2019 Finalisation of assessment of Annual Report

by MPAC

Director Corporate

services

Municipal Public Accounts

Committee

02-04 December 2019 Directorate session to assess Mid-Term

Performance and review 2019-2020 SDBIP

Director Strategic

Management

Directors, Managers, Section

Heads and Secretaries

09-10 December 2019 Management Work Session: mid-term

performance and review of SDBIP 2019-

2020

Director Strategic

Management

Municipal Manager, Executive &

Middle Management

12 December 2019 Ordinary council Meeting – Adoption of

2018-2019 Audited Annual report and

oversight Report

Director Corporate

Services




13 December 2019 Submission of audited annual report to AG,

Treasuries and CoGTA

Director Strategic

Management

AG, CoGTA, Provincial Treasury

and National Treasury

13 December 2019 Submission of oversight report to Treasuries

and CoGTA

Director Corporate

Services

CoGTA, Provincial Treasury and

National Treasury

13 December 2019 Publication of the oversight report Director Strategic

Management


10 January 2020 Facilitate Printing of 2018-2019 Annual

report

Director Strategic

Management

CFO


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14-17 January 2020 Strategic Planning Session Director Strategic

Management


Executive Management

10 January 2020 Submission of Mid-term - Performance

reports and 2nd Quarter performance Reports

Director Strategic

Management

All Directorates

22 January 2020 Special Council Meeting (Tabling of Mid-

Term Performance report)

Director Corporate

services




24 January 2020 Approval of reviewed 2020-2021 SDBIP by

Executive Mayor

Director Strategic

Management

Executive Mayor

28 January 2020 Submission of Mid-term Performance

assessment reports and reviewed SDBIP to

relevant sector Departments

Director Strategic

Management

CoGTA, Provincial Treasury and

National Treasury

27 February 2020 2019-2020 Mid-term Performance reviews Director Strategic

Management

Municipal Manager and Directors

6 April 2020 Submission of Performance reports and

performance information of the third quarter

Director Strategic

Management

All directorates

06-08 May 2020 Directorate sessions finalisation of SDBIP

and alignment with strategic scorecard

Director Strategic

Management

Directors, Managers, Section

Heads and Secretaries

14-15 June 2020 Management Work session finalization of

2020-2021 SDBIP

Director Strategic

Management

Municipal Manager, Executive &

Middle Management

09-10 June 2020 Strategic Planning Session Director Strategic

Management

Councillors, Traditional Leaders


18 June 2020 Approval of 2020-2021 SDBIP by

Executive Mayor

Director Strategic

Management

Executive Mayor

22 June 2020 Submission of the 2020-2021 SDBIP to

relevant sector departments

Director Strategic

Management

Auditor General, CoGTA,

Provincial Treasury and National

Treasury

Budget Schedule


11 October 2019 IDP/PMS and Budget Technical Steering

Committee (1st adjustment Budget)

CFO MM, Executive Management

and Middle Management

17 October 2019 IDP/PMS and Budget Steering Committee

(1st adjustment Budget)

CFO Executive Mayor, Mayoral

Committee members, Whippery,

MM and Directors


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20-21 January 2020 Check with National Treasury, Provincial

Governments and Districts Municipalities for

any adjustment to projected allocations for

the next three years.

CFO National Treasury

22-28 January 2020 Development of 2020/2023 capital and

operating budget and submission of

personnel requests

CFO Directors

29-31 January 2020 Analyse results of budget requests from

Directorates

CFO Directors

28 February 2020 Check with National Treasury, Provincial

Governments and Districts Municipalities for

any adjustment to projected allocations for

the next three years.

CFO National Treasury

IGR MEETINGS & CLUSTER MEETINGS

DATE Output required Co-ordinator Stakeholders

01-08 August 2019 Cluster Meetings – present and review

performance of sectoral plans in line with the

2019/2020 plans

Cluster Champs Cluster champs, Executive and Middle

Management, Sector Departments

12 September 2019 IGR Meeting - Report and monitor progress

of sectoral plans in line with 2019/2020 plans

Executive Mayor Mayoral Committee, Executive

Management and Sector Departments

14-15 November 2019 Cluster Meetings – present and review


2019/2020 plans



05 December 2019 IGR Meeting - Report and monitor progress

of sectoral plans in line with 2019/2020 plans



10-13 February 2020 Cluster Meetings – present and review


2019/2020 plans



11 March 2020 IGR Meeting - Report and monitor progress

of sectoral plans in line with 2019-2020 plans



11-12 May 2020 Cluster Meetings – present and review


2019-2020 plans



11 June 2020 IGR Meeting - Report and monitor progress

of sectoral plans in line with 2019-2020 plans




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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, the municipality

makes provision in the budget for the development and/or review of the IDP in accordance with the

process plan.

10. AUTHENTICATION

The IDP, PMS and Budget Process Plan was adopted by Council on the

____________________________ as per resolution number________________________________

Signed-off

__________________________ _____________________________

S. MAHLASELA S. NCETHEZO

MUNICIPAL MANAGER EXECUTIVE MAYOR

2020/2021 IDP, PMS AND BUDGET PROCESS PLAN · In terms of the Municipal Systems Act No 32 of 2000 a municipality is required to review its IDP annually. Annual revisions allow the

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