VI. Budget & Treasury
3.1.2 ADMINISTRATION
3.1.2.1. The Structures Of The Council
The municipality is governed by its council led by the Mayor and chaired by the Speaker. There are section 79 committees established to assist council in governing the work of line functional administration and section 80 committees which assist the executive committee to function. The councillors signed a code of conduct on their first council meeting of 02 June 2011 and the declaration is being signed annually in the beginning of each financial year. The council also established the rules committee chaired by the Speaker which developed the rules of order for the council and its function which also enforces the implementation of rules in the council and adherence to the code of conduct by councillors.
The municipality had established the following committees that assist the council in carrying out its responsibilities
I. Executive Committee
II. Municipal Public Accounts Committee III. Rules Committee
IV.Audit and Performance Audit committee V. Women’s Caucus
Section 80 committees as follows:
I. Finance and Admin committee II. Infrastructure committee III. Planning and Development IV. Community Services
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3.1.2.2. Records Management
As part of the support functions for the success of the Mbhashe municipality in order to fulfill its statutory functions outlined in the municipal structure act it is key that the support mechanisms outlined in the municipal systems act be put in place. The goal of the auxiliary services is to provide an efficient service to both internal and external stakeholders.
Records management is a process of ensuring the proper creation, maintenance, use and disposal of records to achieve efficient, transparent and accountable governance.
Sound records management implies that records are managed in terms of an organizational records management programme governed by an organizational records management policy.
A well-organized file plan enables an organization to find information easily. Records that are correctly filed and stored are easily accessible, and this facilitates transparency, accountability and democracy. The orderly and efficient flow of information enables the organization to perform its functions successfully and efficiently.
The National Archives and Records Service of South Africa Act, 1996 provides the legal framework according to which the National Archives and Records Service regulates the records management practices of all governmental bodies.
The municipality runs a registry in compliance with legislative requirements and this facility is used efficiently and effectively to promote good governance and service delivery goals of the municipality.
The National Archives and Records Services, in terms of its statutory mandate, requires governmental bodies to put the necessary infrastructure, policies, strategies, procedures and systems in place to ensure that records in all formats are managed in an integrated manner. Mbhashe municipality installed an electronic records management system that complies with these legislative requirements. Training of users and review of records management policy need to be done to enhance good use of the facility.
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Challenges
I. Not all the correspondence coming to the municipality via the registry office for archiving
II. Non implementation records management policy
III. Ignorance by officials in the usage of registry office which might lead to poor records management
IV. No review of promotion to access manual and records manager Remedial Action
I. Records officials to be trained in all records management courses from basic to advanced courses to ensure sound records
II. The nomination of the records officer by the accounting officer in order to review the promotion of access manual
III. Workshops on the use of centralised registry office by all officials
3.1.2.3 Facilities Management 3.1.2.3.1 Office Accommodation
The Mbhashe municipality is composed of the three towns Dutywa, Willowvale and Elliotdale which named after the river Mbhashe that flows across all these three towns. The main offices are at Dutywa and the directorates are in the three buildings within the town which also serves as the centre of the municipality. The other two towns serve as satellite offices which also have their own employees.
Office accommodation is a problem that is prevalent at Mbhashe municipality. There are delays in building the second phase of the municipal offices due to the shortage of budget. As a result of office space shortage the municipality used three buildings within Dutywa town and using TRC halls in other two towns. The municipality also purchased park homes that are situated within the main building.
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Challenges
I. Unavailability of office accommodation that will house all the municipality departments
II. Lack of adequate space for Mbhashe vehicles in satellite offices and this exposes vehicles to theft
III. Accessibility to Mbhashe offices for the physical challenged is compromised and could lead penalties
Remedial Action
I. To facilitate the construction of the second phase for the municipality II. Re allocation of offices to all employees including the new ones
III. Acquiring the buildings that are owned by Public Works within the municipality as the donation to the municipality.
3.1.2.3.2. Fleet Management
In order for the council to function and execute its core responsibility, a requirement being a support aid in the form of fleet was identified. This is a support aid which requires both acquiring and then maintaining. In the process of ensuring the MFMA provision are enhanced including property management process the municipality ensures that adequate control of allocated vehicles is always enhanced in a manner that designed officials within department also prioritize the issuing of vehicle trip authorities and submission of accurate logbooks and petrol slips. It became clearly evident that the appointment of a dedicated official was necessary to manage the fleet operations as well as to implement the policy on maintenance and monitors the movement of vehicles.
Challenges
I. High maintenance and fuel costs on old fleet II. High accidents rates
III. No contract for fuel and maintenance IV. Non test driving for all new employees
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Remedial Action
I. Appointment of dedicated official for fleet
II. Municipality to engage for a year contract for maintenance III. Purchase a fleet management system
3.1.3 ADOPTED INTERNAL DEVELOPED AND REVIEWED POLICIES,