BAVIAANS MUNICIPALITY INTEGRATED DEVELOPMENT PLAN AS REVIEWED 2006/2007

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1 BAVIAANS MUNICIPALITY INTEGRATED DEVELOPMENT PLAN AS REVIEWED 2006/2007 IDP Review Process: Baviaans Municipality 2006/07 i

2 CONTENTS CHAPTER 1. INTRODUCTION Background Process Overview Institutional Arrangements Roles and Responsibilities Organisational Arrangements Role of PIMMS Public Participation Summary of Amendments 7 CHAPTER 2. IDP REVIEW Introduction Legal Framework for the IDP Review Process Informants of the IDP Review Process An Overview of IDP Review Activities Baviaans IDP Review Process Local IDP Review Activities The Existing Integrated Development Plan and Comments of the Office of the MEC Community Needs Integrated Development Plan and Budget Imbizos April/May The Development Priorities The Development Priorities Priorities CHAPTER 3. SITUATION Introduction Overview of the Study Area Physical Land Use Pattern Demographic Profile Housing Land and Tenure Engineering Infrastructure Social Infrastructure Environment Economy IDP Review Process: Baviaans Municipality 2006/07 ii

3 CHAPTER 4. STRATEGY FORMULATION Introduction The Baviaans Municipal Vision Mission Objectives Strategic Guidelines The Provincial Growth and Development Programme (PGDP) 2004 to Strategies CHAPTER 5. THE REVISED PROJECT REGISTER Needs Register Funded Projects Register Unfunded Projects Register.46 CHAPTER 6. IMPLENTATION, MONITORING AND EVALUATION Assessment Tools Responsible Officials Implementation and evaluation..62 CHAPTER 7. INSTITUTIONAL PLANS Organogram Performance Management System Disaster Management Plan Tourism Master Plan Spatial Development Plan Other institutional plans 73 IDP Review Process: Baviaans Municipality 2006/07 iii

4 LIST OF TABLES Table 1: IDP Priorities 13 Table 2: Number of Households 19 Table 3: Population Size 19 Table 3: Proportional distribution of population 19 Table 4: Age Distribution 20 Table 5: Housing Types 20 Table 6: Power Source for Lighting 21 Table 7: Water Usage 21 Table 8: Refuse Removal 21 Table 9: Sanitation 22 Table 10: Employment levels 23 Table 11: Income Patterns 23 Table 11: Strategy Formulation 29 LIST OF ANNEXURES Annexure A: Community Needs Register Annexure B: IDP Review Task Register Annexure C: Revised Projects Register 2006/2007 Annexure D: Organogram IDP Review Process: Baviaans Municipality 2006/07 iv

5 CHAPTER 1. INTRODUCTION 1.1 Background The new developmental role of local authorities holds the key to the development process of South Africa. In this process local government is a key role-player that should be empowered to unlock local delivery and development. Empowering local government will require a major reconstruction and transformation effort. It will also require changes in the way local government thinks, behaves and organises itself. Developmental local government actively promotes social and economic development in their areas; shapes their local spaces in a more equitable and efficient manner; plays a strong policy-making and strategic role; restructures itself to allow for both effective service delivery and greater community participation; and has the interest of the poor at the core of its mission. Integrated Development Planning (IDP) is a crucial mechanism to achieve developmental local government and to overcome the apartheid legacy of our towns. It generally refers to a process of planning which takes a range of sectors, development activities and actors into consideration. It also adopts a holistic approach to the tools available to undertake such a process of planning and, on this basis, attempts to construct linkages between financial planning, infrastructure investment planning, service delivery and inter-governmental relations. IDP is a way of maximising the impacts of all developmental interventions that government makes and is especially relevant at the local level. 5

6 1.2 Process Overview PHASE 1: ANALYSIS Compiling Existing Data Analysing the Context of Priority Issues Agreeing on Priority Issues Meetings with Community and Stakeholder Representatives PHASE 2: STRATEGIES Agreeing on a vision and on objectives Considering the relevance and application of policy guidelines in the local context Debate and decision-making on appropriate strategies PHASE 3: PROJECTS Formulation of project proposals PHASE 4: INTEGRATION Screening, adjusting, consolidating and agreeing on project proposals Compilation of integrated programmes PHASE 5: APPROVAL Inviting and incorporating comments Adoption by the council 6

7 1.3 Institutional Arrangements Roles and Responsibilities The following stakeholders were involved in the preparation of the Baviaans IDP: Internal Stakeholders - Council - Municipal Manager - IDP Steering Committee External Stakeholders - IDP Representative Forum - PIMSS Centre - Consultants An explanation of the roles and responsibilities of the various stakeholders are contained in the Baviaans Process Plan Organisational Arrangements The diagram depicts the organisational relationship between the various roleplayers as well as the mechanism by which public participation was made possible. Council/Mayor Municipal Manager IDP STEERING COMMITTEE IDP Representative Forum Project Task Teams Stakeholder Structures PIMMS Assistance The PIMMS centre in Cacadu District Municipality have assisted Baviaans Municipality in many instances in the preparation of the process plan and the final compilation of this IDP Review document. The visits by officials from this unit have contributed to the timely tabling of this reviewed IDP document and the consequent public consultation process. The inputs and advice received was particularly significant in consideration of the fact that there were no Consultants involved in the reviewal. 7

8 1.3.4 Public Participation The Baviaans Municipality agreed that the Representative Forum is the mechanism through which public participation will be affected. The forum has been structured in such a way as to represent all stakeholder organisations in the municipal area Summary of Amendments The Development Priorities have been amended by reducing them from eight to six and the inclusion of a new priority i.e. Institutional Systems Improvement. The structure of the IDP has also been improved to accommodate the input from both PIMMS and the MEC comments. The different sections have divide into visible chapters that flow from each other. The project register has also been updated with the new requirements from the communities. This register has also been changed to reflect funded projects separately from those, which are not funded. The projects are also linked directly to the development priorities as outlined. CHAPTER 2. IDP REVIEW 2.1 Introduction During March 2002 an Integrated Development Plan was prepared for the Baviaans Municipality by Messrs Setplan (Port Elizabeth). This document was approved by the Baviaans Council and submitted to the Office of the MEC of the Department of Housing, Local Government and Traditional Affairs, as statutorily required. The purpose of this Integrated Development Plan is to ensure that the resources available to the municipality are directed at the delivery of projects and programmes that meet agreed development priorities. An Integrated Development Plan is however not stagnant and represents an everchanging policy and strategy that must grow and evolve with the Local Authority and its people. Many aspects influence the objectives, projects, indicators and programmes that are proposed in the IDP. An annual review is therefore critical: - Ensure the implementation of plans - Measure their development impact - Ensure the efficient use of resources - Measure the Council s performance. 2.2 Legal Framework for the IDP Review Process In addition to the requirement for every Municipality to compile such an Integrated Development Plan, the Municipal Systems Act, Act 32 of 2000, also requires that the 8

9 Municipality annually monitors and evaluates its performance. Section 34 of the Municipal Systems Act deals with the review and amendment of the IDP: A Municipal Council: (a) (b) must review its Integrated Development Plan, i. annually in accordance with an assessment of its performance measurements in terms of section 41; and ii. to the extent that changing circumstances so demand; and may amend its Integrated Development Plan in accordance with prescribed processes. The IDP has to be reviewed annually in order to: - Ensure its relevance as the Municipality s strategic plan; - Inform other components of the Municipal business process including institutional and financial planning and budgeting; - Inform the cyclical inter-governmental planning and budget cycle. This review and amendment process must also adhere to the public participation requirements as set out in Chapter 4 of the Municipal Systems Act, read with the provisions of Chapter 2 of the Local Government: Municipal Planning and Performance Management Regulations, Regulations 2(4) of the Local Government Municipal Planning and Performance Management Regulations, 2001 requires that: (a) only a member or committee of a municipal council may propose an amendment to the IDP; (b) the proposal to amend must be accompanied by a reason and be aligned with the district IDP; (c) the amendment is adopted by a decision of the municipal council; (d) all the members of the council be given reasonable notice; (e) the proposed amendment/s be published for public comment for a period of at least 21 days in a manner which enables the public to make representations in this regard; and (f) the applicable district municipality be consulted. 2.3 Informants of the IDP Review Process During the IDP Review cycle, changes to the IDP process and the existing document may be informed by four sources, these being: (i) Comments as received from the Office of the MEC The MEC has identified certain shortcomings in the IDP as adopted by Council in the 2005/06 financial year and has recommended remedial measures to address these. The annual review should therefore set processes in place to rectify any such problems. 9

10 (ii) Changing circumstances within the municipal milieu The Review Process enables a Council to make amendments to the IDP in response to changing circumstances. The Municipal Systems Act furthermore allows for changes to be effected as and when such changed circumstances occur. Circumstances that change the priorities of a Council (e.g. disasters), changes in financial planning or changes to facilitate immediate opportunities could be accommodated immediately. (iii) Improvements to the IDP Process The initial IDP may have highlighted institutional, process or content related matters that can be addressed during the annual review or at any other appropriate time. Included here are matters such as adequate representation of stakeholders, addressing inappropriate strategies, reprioritisation and programming of projects, refining the terms of reference of forums and relationships with consultants. (iv) The legislated annual IDP review This relates to the actions required in terms of Section 34 of the Municipal Systems Act. In essence a performance evaluation and adaptation to changing circumstances is required. This process may also include elements of (i) to (iii) above. 2.4 An Overview of IDP Review Activities The review process will consist of the following activities: (i) The adoption of a Review Process Plan indicating institutional arrangements (roles and responsibilities) and preparations to ensure that the review process is undertaken efficiently; (ii) The monitoring of performance and the input of new information; (a) Performance monitoring refers to the progress made with the implementation of projects and programmes through a series of indicators the introduction of a Performance Management System will provide the required outcomes. (b) New information reflects changes in the municipal milieu that impact on the effectiveness and appropriateness of the IDP and may include: Amended situation analysis information Changes to legislation and policy Budget input from sector departments Changes to needs and priorities Input from stakeholders Unexpected events e.g. natural disasters MEC s comments. (iii) The information gathered in (ii) is evaluated to determine its relevance to the IDP and recommendations made regarding possible amendments; (iv) Amendment of the IDP document; 10

11 (v) Advertisement for public comment (21 days minimum); (vi) Adoption of the review IDP by Council; and (vii) Alignment of the annual budget. 2.5 Baviaans IDP Review Process Local IDP Review Activities In anticipation of the required Review Process, the Baviaans Municipality have made the following institutional arrangements in order to ensure that this process will be successful: - designed an action programme for the process that indicates main activities, resources and time frames; - assigned specific roles and responsibilities; and - confirmed organisational arrangements including the confirmation of the IDP Steering Committee and the procedures and mechanisms for public participation. The Baviaans Municipality have furthermore acknowledged receipt of the comments and the recommendations of the Office of the MEC and have embarked on a programme that includes meetings of the IDP Steering Committee, of Councillors and officials and of all stakeholders, to consider any shortcomings in the original IDP process and then to incorporate improvements in the review document. The following processes have been completed: 17 August Preparation of Draft Process Plan - To inform representatives of the review process. - To outline the activities to be undertaken. 10 September Steering Committee Meeting - Discuss review 2005/06 - Feedback regarding current projects 9 November Representative Forum Meeting - To review needs, priorities and projects - Feedback regarding the implementation of current projects - To obtain new information. 14 December 2005 Steering Committee Strategic Workshop - Integrate the priority goals with projects - Formulate the reviewal goals - Linkages with budgetary provisions 02 February 2006 Steering Committee Meeting - To consider amendments to IDP - Formulate development priorities - To obtain input regarding new funding and activities to be undertaken in the 06/07 financial year. 11

12 23 February Council Meeting - To adopt first draft IDP for 2006/07 - To adopt draft budget for 2006/07 6 April Council Meeting to approve Draft IDP - To discuss review process - To discuss input and proposed amendments to the IDP. - To agree on content of document to be advertised for comment. 28 April Consultation period to commence - Newspaper notices publicised 2 4 May Willowmore Community Meeting - To discuss review process - To discuss input and proposed amendments to the IDP 8 May Baviaanskloof Community Meeting - To discuss review process - To discuss input and proposed amendments to the IDP. (See Annexure D) 9 May Fullarton Community Meeting - To discuss review process - To discuss input and proposed amendments to the IDP. (See Annexure D) 2 4 May Steytlerville Community Meeting - To discuss review process - To discuss input and proposed amendments to the IDP. (See Annexure D) 22 May Consultation Period Closes - Input to be analysed and introduced into documentation 31 May IDP to be Adopted All these activities have been designed to satisfy the informants of the IDP Review Process as discussed in para 2.3, and to comply with the legal and social requirements thereof. In addition to the above, and in order to seek further compliance in terms of document format and content, the Municipal Manager specifically had discussions with PIMMS officials from Cacadu District Municipality as well as with the Management Team of Baviaans Municipality. 12

13 2.5.2 The Existing Integrated Development Plan and Comments of the Office of the MEC The existing Integrated Development Plan for Baviaans Municipality, as prepared by Messrs Setplan (Port Elizabeth) dated March 2002, has been assessed by the Office of the MEC of the Department of Housing, Local Government and Traditional Affairs. As certain shortcomings in the present document have been identified, a detailed analysis of the recommendations and findings of the Office of the MEC has resulted in the preparation of a comprehensive IDP Review Task Register. As the IDP Review Document does not aim to rewrite the existing IDP, this register lists all the recommendations of the Office of the MEC, identifies specific tasks in order to fulfil such recommendations, identifies a responsible department and/or person to carry out such task, sets a completion date and gives an indication of the availability of funds to complete any such task. A wide-ranging series of tasks and responsible agents have been identified and it would be of crucial importance to assign a specific official to assume responsibility for this entire process. It is expected that some tasks may even flow over into future review processes and as such will require specific attention. The IDP Review Task Register is attached as Annexure B to this report. 2.6 Community Needs Integrated Development Plan and Budget Imbizos April/May 2006 During April and May 2006 the Baviaans Municipality will undertake an extensive community communication exercise. The various communities within the Municipality were be consulted regarding the integrated development planning, spatial development framework and budget exercises undertaken as part of the 2006/7 review cycle. The input received and suggestions made in each of the gatherings are reflected in the Community Needs Register attached as ANNEXURE A. 2.7 The Development Priorities The Development Priorities The priorities as reviewed during the 2006/2007 review cycle are reflected below: Table 1: IDP Priorities Priority 1: Priority 2: Priority 3: Priority 4: Priority 5: Priority 6: Institutional Systems Improvement Economic Development Basic Infrastructure Health Care Services Social Development Safety and Security 13

14 2.7.2 Priorities The following paragraphs contextualise the identified priorities and reflect the community needs as identified: Priority1: Institutional Systems Improvement The Baviaans Municipality lacks the capacity to discharge of its constitutional obligations due to a shortage of key personnel and budgetary constraints. There are shortages in all departments to do the technical services, which are crucial at this point of delivery. Some of the necessary issues that must be attended to immediately include the following: - Customer care ethos, which must result in municipal employees to be more responsive to the needs and complaints of the public. The Baviaans Municipality must react within seven days to any verbal or written complaint or letter received by issuing an acknowledgement. Within 30 days action must be taken to address the complaint and feedback given to the concerned party or the matter must be brought before Council if necessitating a resolution. - Clear policies and by-laws that are user friendly, practical and tailor made to fit the Baviaans Municipality s area. The following By-Laws and policies are particularly considered to be vital for the smooth operating of this Council: Credit Control Policy Indigency Register Policy Communication Strategy/Policy Fleet Management Policy Telephone Usage Policy Street Trading By-law Adherence to National Building Regulations Liquor Trading By-law Refuse Collection By-law Stray animal By-law All of the above policies and By-laws must be provided in a simplified and easy to understand format that is accessible to all inhabitants; - Up to date asset register that must be employed to keep proper records of the municipality s property and make provision for depreciation of value. A clear asset alienation process which is in tandem with the Supply Chain Management policy must be employed and a workable maintenance plan for all assets must be utilised to ensure continuous service delivery; - Proper maintenance of computer hard and software so as to enable personnel to render services efficiently and effectively. Funds should always be budgeted for maintenance and upgrading of computer software; 14

15 - Funding for the proper functioning of the municipality in general so as to deliver more than just the basic services; - Improvement in over-all revenue management that focuses particularly on correct and accurate billing systems. The Baviaans Municipality must strive towards increasing of collections to maximum of seventy (70) percent in 2006/07 financial year and engage in a vigorous programme for the recovery of all outstanding debt. To do this there the following measures must be employed: Accounts must be billed against the occupants of house; Correct list of house owners must be kept; All households must receive accounts on time at the end of the month; Enough and reliable water and electricity meters must kept in stock for installation whenever it becomes necessary; Investigation into the utilisation of prepaid water meters for account holders that are in debt; Cutting electricity and water loss to six (6) and twelve (12) percent respectively; Preparations for the Implementation of the Property Rates Act 4 of 2004; - Implementation of the Performance Management System so as to enhance the performance of employees and avoid duplication of tasks; - Training of employees and capacitating them to perform the key performance indicators and set targets identified in their performance agreements. Organogram must be redrafted to facilitate service delivery as envisaged in the Performance Management System; - Improved security arrangements in all municipal buildings especially in the administrative offices where money transactions are handled; Security mechanisms and early warning systems must be employed to detect and secure outsourced electricity sales; - Implementation of the National Environment Management Act as required by national legislation; and, - The finalisation of a land use plan for the entire municipal area that would identify future land use patterns and developmental nodes. Priority 2: Economic Development Economic growth is required to provide and sustain all identified community needs. The following key issues have been identified: - The overall economic decline of the area; - The high rate of unemployment necessitating the facilitation of SMME s establishment and enhancement of human resource skills; - The high poverty ratios which needs special focus from social development and agricultural projects; - The need for sustainable development projects and job creation; 15

16 - The need to provide incentives that would attract businesses and industries in manufacturing and farming ; - The need to provide facilities that process products locally; - The need to develop and market local assets, such as the Baviaanskloof, in order to exploit the tourism potential of the area; and, - To craft a comprehensive spatial development framework that inter alia identifies developmental nodes and opportunities within the Baviaans Municipal area. Priority 3: Upgrading and Maintenance of Basic Infrastructure The need to upgrade existing infrastructure was identified as an important aspect of future economic growth in the area. This included, amongst others: - The deteriorating condition of the existing road network within the town and rural communities; - The need for public transport facilities like bus shelters and taxi pick up points and railway carriage systems; - The lack of electrical supply to certain areas and poor supply to the towns of Willowmore and Steytlerville; - Poor water quality in the whole Baviaans Municipal area inclusive of Fullarton and Saaimanshoek; - Removal of the bucket system and the installation of sanitary provisions within the standards prescribed in the RDP document; - Housing at Fullerton / Saaimanshoek; - Upgrading of municipal buildings and premises such as offices, community halls, sports facilities, libraries, swimming pools, etc; - The erection of multi purpose community centres that would be able to provide one stop government services to inhabitants of the Baviaans Municipality; and, - Purchase and maintenance of the Baviaans Municipality s service delivery fleet. Priority 4: Health care services The distance between the various nodes in the municipal area has had a negative impact on the provision of health services throughout Baviaans. Other issues concerning this development priority are: - General deficiencies in the health care system; - The non-availability of health care facilities, the shortage of medication and the lack of personnel; - The non-availability of ambulance and emergency services; - The health hazards associated with the lack of adequate refuse dumping facilities; - The lack of a clear, comprehensive and vigorous HIV-AIDS strategy for the municipal area that will focus on all aspects of the pandemic [advocacy, prevention, curative, caring and counselling]. 16

17 - All of the above are indicative of the necessity for an integrated approach to health care services so that better clinic, hospital and ambulance services can be provided within the limited resources that are available. Priority 5: Social Development Although social development is not a core function of a local authority, its intervention is considered vital. The distance between urban nodes and communities hamper the municipality s ability to fully provide for all welfare needs. The cost of building and administering such facilities also impacts on the provision thereof. The following issues have been identified: - The need for old-age facilities; - The need for satellite offices to provide specific functions close to the elderly and disabled; - The need for facilities for homeless children - The prevalence of illiteracy and unskilled labour and the general lack of education facilities, such as: Libraries Hostels Transport to farm schools School buildings and classrooms Resource centres Technical education Maintenance programmes to support existing facilities Sanitation facilities at schools Extension of school properties. - The resuscitation of community values that encourage the spirit of caring and acting responsibly in all facets of human interaction; and, - Providing integrated assistance to victims of social abuse and ensuring that people deserving various forms of government grants enjoy these without prejudice. Priority 6: Safety and Security A safe and secure environment ensures the establishment of an environment conducive to investment and growth. The following issue shave been identified: - The need for effective and visible policing and the provision of satellite police stations; - The need for anti-crime units; - The need to strengthen the Community Police Forums and sector policing as envisaged within the police strategy; and, - To create awareness and mitigate against disasters as advocated by national legislation. 17

18 CHAPTER 3. SITUATION 3.1 Introduction The purpose of this section of the IDP is to provide a short summary of the existing situation in the Baviaans area of jurisdiction. It is not intended as a comprehensive compilation of all information, but focuses on the relevant aspects of the current situation. In short, the expected outputs of this phase are: Assessment of the existing level of development with special reference to service gaps. Priority issues or problems. Information on context, dynamics, and causes of priority issues. Information on available resources, potentials and assets. The information collected for the analysis phase was obtained through various techniques and from various sources. These included: Compilation of existing information Community and stakeholder level analysis Municipality level analysis In-depth analysis of priority issues. 3.2 Overview of the Study Area Physical (a) Topography The municipal area is characterised by central plains and lowlands bordered by low parallel hills and mountains to the north and south thereof. The Groot, Traka, Olifants and Kariega Rivers drain the region. (b) Climate The region, located in the transitional climatic zone between summer and winter rainfall areas, is prone to fairly harsh climatic conditions whist average rainfall varies from one sub region to the other. (c) Vegetation Vegetation types are typical of those found in the Karoo region, such as Central Lower Nama Karoo, Grassy Fynbos, Succulent Thicket and Mountain Fynbos. (d) Development Constraints At a regional level the following development constrains can be identified as having an effect on overall development patterns: i. Harsh climatic conditions ii. Low rainfall iii. Fragile vegetation types that are susceptible to erosion and overgrazing 18

19 3.2.2 Land Use Pattern iv. Expansive clay conditions v. Mountainous areas and steep slopes vi. Desertification. The broad land use pattern of the study area, consisting of two urban nodes, various smaller settlements, a well-developed transportation network, farmlands and conservation areas, is illustrated in Figure Demographic Profile Table 2: Number of Households Households per area Current number of households in 2004 Short term Medium term Long term Steytlerville Willowmore Rural area Total number of households (Source: Municipal Demarcation Board Census 2001 and estimated projections) Table 3: Population Size Year Short term Medium term Current population in (Growth rate (Growth rate 2004 = 0.751) = 0,35) Population per area Long term (Growth rate = 0,25) Steytlerville Willowmore Rural area Total population (Source: Municipal Demarcation Board Census 2001 and estimated projections) Table 3: Proportional distribution of population Calculation based on the 2004 figures % of population of Baviaans Steytlerville Willowmore Rural area Total population 100 (Source: Municipal Demarcation Board Census 2001 and estimated projections) 19

20 Table 4: Age Distribution and over % Male % Female Total (Source: Municipal Demarcation Board Census 2000) Housing Housing of the poor is an area of concern. Both towns and virtually all settlements are faced with a shortage in low-cost housing. Table 3 provides a summary of housing conditions in Baviaans. Table 5: Housing Types Households Formal Informal Traditional Other (Source: Municipal Demarcation Board Census 2001) This aspect requires holistic research before detailed estimates of the overall need can be provided Land and Tenure Land issues are increasingly becoming a problem. Almost all the settlements require additional land for both urban expansion and for commonage purposes. Funding for land acquisition remains the biggest problem Engineering Infrastructure The provision and maintenance of engineering infrastructure and specifically basic services is and will remain the biggest challenge for the Baviaans Municipality. The municipality consists of two urban nodes, each with its own bulk infrastructure and reticulation systems. Large disparities still exist in the level of services to various sections. The upgrading and maintenance of this infrastructure will provide major challenges to the capacity of the local authority. 20

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