Provincial Disaster Relief Grant Transferring department x Cooperative Governance and Traditional Affairs (Vote 4) Grant schedule x Schedule 7, Part A
Strategic goal x To enable a timely response to needs after a disaster has occurred Grant purpose x To provide for the release of funds for disaster response Outcome statements x Consequences of disasters are mitigated
Outputs x Emergency repair of critical infrastructure x Emergency provision of goods and services Priority outcome(s) of
government that this grant primarily contributes to
x Outcome 12: An efficient, effective and development oriented public service
Details contained in the business plan
x Applications for funding from this grant use the National Disaster Management Centre (NDMC) disaster grant guideline which includes the following:
o copy of the classification letter in terms of the Disaster Management Act
o copy of the declaration of a state of disaster in terms of the Disaster Management Act o number of people affected and the extent of damages and losses
o sectors affected
o total funds required for disaster response
o resources (both financially and in-kind) allocated by the province to respond and mitigate the effects of the disaster
o resources (both financially and in-kind) allocated by other role players, including municipalities, national departments and non-government organisations
o the affected provincial sector department must indicate funds spent or contributed towards dealing with the disaster
o support received from non-government organisations and businesses or any other stakeholder o copy of the applicable contingency plan and emergency procedures in use by the province (Section
35(1)(d) of the Disaster Management Act)
o cost-benefit analysis of the projects to be implemented x Implementation plan with the following:
o details of the projects to be repaired including GPS coordinates o cost of the project
o consolidated projects cash flow over a three months period as an annexure to the implementation plan
x An initial funding application from the Provincial Disaster Relief Grant may be based on the initial disaster assessment and verification (draft versions of the supporting documentation required above may be accepted for the initial application)
Conditions x Copies of the declaration notice and classification letter in terms of the Disaster Management Act must be submitted to the NDMC
x This grant may only be used to fund expenditure in the event that the responsible line function organ of state is unable to deal with the effects of the disaster utilising own legislation/ guidelines and resources x Funds from this grant must be utilised within three calendar months following the date of the transfer of
the funds to the province
x A provincial department may request the NDMC to apply to the National Treasury to approve that an allocation be utilised more than three calendar months after the date of transfer, in terms of section 26(3)(d) of the Division of Revenue Act
x Emergency procurement system as provided for in the Public Finance Management Act should be invoked to ensure assistance to the affected communities
Allocation criteria x The grant is allocated for declared and classified disasters based on reports from assessments conducted by the NDMC and the relevant Provincial Disaster Management Centre (PDMC) and affected sectors of immediate disaster relief needs. Additionally it must be established that there are immediate disaster relief needs that cannot be met by the province through the contingency arrangements already in place.
The Accounting Officer for the relevant organ of state must indicate in their application that the total funds required from the grant for disaster response exceed the available resources and or resources already allocated for disaster relief. Funding may however be released in tranches, with the first tranche based on an initial assessment, verification of the immediate disaster relief needs and the submitted cash flow projection
Reasons not incorporated in equitable share
x This grant caters for response and relief from unforeseen and unavoidable disasters Past performance 2016/17 audited financial outcomes
x Of the R112 million allocated, no transfers were made
Provincial Disaster Relief Grant 2016/17 service delivery performance
x There were no transfers
Projected life x This grant is expected to continue over the 2018 medium term expenditure framework, but will be subject to review
MTEF allocations x 2018/19: R124 million; 2019/20: R131 million and 2020/21: R138 million Payment schedule x Transfers are made subject to approval by National Treasury
Responsibilities of the transferring officer and receiving officer
Responsibilities of the National Disaster Management Centre:
x Conduct a preliminary cost verification and submit an initial request to the National Treasury within 14 days of receiving a written funding request or a submission that meets the conditions
x Confirm support to be provided by relevant national sector departments to prevent duplication of support and resources
x Seek approval from National Treasury for the disbursement of funds to provincial sector departments within 35 days of receipt of the written funding request and submission of the preliminary report from the PDMC
x Notify the relevant PDMC and provincial treasury of a transfer at least 2 days before transfer. Funds must be transferred no later than five days after notification
x Provide National Treasury with written notification of the transfer within 14 days of a transfer of the grant
x Submit financial and non-financial reports to National Treasury within 20 days of the end of each month x Provide a performance report, within 45 days of the end of the quarter in which the funds were spent, to
National Treasury using the disaster allocation monitoring template agreed to with the National Treasury x Together with the PDMC monitor the implementation of disaster funded projects
Responsibilities of Provincial Disaster Management Centres
x Together with the affected provincial departments, conduct initial assessments of disaster impacts to verify the applications for initial funding within 14 days following the occurrence of a reported incident that meets the conditions
x Conduct assessments of disaster impacts together with NDMC and the affected provincial departments, to verify applications for funding, within 35 days of the incident while adhering to the requirements of the Disaster Management Act
x Confirm support to be provided by relevant provincial sector departments to prevent duplication of support and resources
x Submit requests for disaster funding, monitor projects and provide reports to the NDMC, and the relevant provincial treasury
x Provide financial reports to NDMC within 15 days of the end of each month
x Provide a performance report which includes evidence on progress implementation of the projects to the NDMC within 35 days of the end of the quarter in which funds are spent
x Provide a performance report, within 30 days of the end of the quarter in which the funds were spent, to NDMC using the relevant disaster grant allocation-reporting template
x Monitor the implementation of funded disaster project by sectors x Establish provincial project steering committees
Responsibilities of provincial departments
x Cooperate with the NDMC, PDMC and the sector department to conduct damage assessment and cost verification
x Sector departments to submit the relevant contingency plans
x Submit initial request for funding to the PDMC within 14 days following the declaration of a disaster x Consult with the relevant national sector departments and provincial treasuries for support on existing
resources to address the disasters
x Consult with relevant national sector department on funding request before submission to the PDMC x Notify provincial treasury of all submitted requests for funding
x Ensure sector departments invoke emergency procurement processes to implement the immediate disaster projects
x Report and monitor implementation of projects
x Provide a financial and non-financial report to the PDMC and relevant national sector department within 10 days of the end of each month. Include evidence in the form of invoices and pictures of the projects as annexures
x Provide a performance report which includes evidence, and progress on implementation of the projects, to the PDMC and relevant national sector department within 20 days of the end of the quarter in which funds are spent
Responsibilities of the national department
x Provide support and guidance to provincial sector departments and NDMC regarding line function related matters on assessments and costing verifications
Provincial Disaster Relief Grant
x Sector departments to submit the relevant contingency plans
x Provide support and guidance to provincial sector and NDMC in the preparation of funding requests x Provide support and guidance to provincial sector departments in the preparation of reports and ensure
compliance to the guidelines
x Monitor and evaluate implementation of projects by provincial sectors Process for approval of
2019/20 business plans
x Not applicable