Umtshezi Municipality

UMTSHEZI MUNICIPALITY

PROCESS PLAN

2014/2015

UMTSHEZI VISION

“BY 2016

UMTSHEZI MUNICIPALITY

WILL BE THE CHAMPION OF A SUSTAINABLE GROWTH WITH AN AIM

OF BUILDING BETTER COMMUNITIES.”

MISSION STATEMENT

We as Umtshezi Municipality in partnership with other stakeholders are committed to:

1. Provide an enabling economic and social development environment;

2. Provide a robust plan for the vulnerable, including youth, physically challenged, gender and aged persons;

3. Work co-operatively to unlock resources from other spheres of Government and the Private Sector;

4. Continuously provide services in an equitable manner taking Batho Pele Principles into cognizance;

5. Establish and maintain community networks that promote healthy engagements between the Municipality

and out stakeholders.

6. Strive to facilitate the provision of basic services.

7. Develop Umtshezi in a sustainable manner that does not compromise current and future generations.

Contact: IDP Manager: Ms T Vilakazi

Umtshezi Municipality

P O Box 15 Tel No: 036 342 7800

3310, ESTCOURT Fax No: 036 352 5829

Cell No: 082 255 6654

KZN234 PROCESS PLAN

2014/2015

Table of Contents Page No.

1. Introduction 3

2. Content of the IDP Process Plan 3

3. Section 2 – Organizational Arrangements 5

4. Section 3 – Roles and Responsibilities 7

5. Section 4 – Mechanisms and Procedures 9

6. Section 5 – Action Programme 10

7. Section 6 – Mechanism and Procedures for Alignment 10

8. Section 7 – Costs Estimates 13

9. Section 8 – List of Annexures 14

10. Annexure A – Terms of Reference – IDP Steering Committee 14

11. Annexure B – Terms of Reference – Representative Forum 14

12. Annexure C – IDP Review Cycle 16

uMtshezi Local Municipality

2014-15 IDP Process Plan

1. Introduction

In order to ensure certain minimum quality standards of the IDP Review process, and a proper coordination between and within spheres of government, the preparation of the Process Plan has been regulated in the MSA. The preparation of a Process Plan, which is in essence the IDP Review Process set in writing, requires adoption by Council. This plan has to include the following:

· A programme specifying the time frames for the different planning steps;

· Appropriate mechanisms, processes and procedures for consultation and participation of local communities, organs of state, traditional authorities, and other role players in the IDP drafting process;

· An indication of the organisational arrangements for the IDP process;

· Binding plans and planning requirements, i.e. policy and legislation; and

· Mechanisms and procedures for vertical and horizontal alignment.

The Process Plan should have clear and established mechanisms, procedures and

processes to ensure proper consultation with the local communities. It should indicate clearly

how the IDP process will work, who will be responsible for what, time frames and milestones

will be set and a budget will be aligned to the programme.

INTEGRATED DEVELOPMENT PLAN

In terms of Section 25 of Chapter 5 of the Municipal Systems Act, (32 of 2000) defines the Integrated Development Plan (IDP) as a “single” inclusive and “strategic” plan that:

Links, integrates and co-ordinates a municipality’s sector specific plans;

Aligns the resources and capacity of the municipality to the overall development objectives of the municipality; Forms the policy framework on which annual budgets rests;

Informs and is informed by similar development plans at National and provincial level.

THE OBJECTIVES OF THE IDP IS TO:-

· To ensure community participation;

· Address the citizen’s basic needs;

· Aim to disintegrate unjust spatial or institutional patterns of privilege;

· Aim to ensure integrated and sustainable development, and

· Be focused on service delivery

Other objectives include:

· Reducing Housing Backlogs;

· Providing goods and services to the community;

· Addressing issues of HIV/AIDS related diseases;

· Management of community and public facilities such as community halls, crèches, etc;

· Address the needs of the youth and gender

INTEGRATED DEVELOPMENT PROCESS PLAN/FRAMEWORK PLAN

1.1 The function of the Framework Plan is to ensure that the process of the District IDP and local IDP’ s are mutually linked and can inform each other ensuring co-operative governance as contained in Section 41 of the Constitution, The Framework Plan has:

a. To identify the plans and planning requirements binding the terms of national and provincial legislation and identify those which were omitted in the IDP process;

b. To identify the matters to be included in the district and local IDP’s that require alignment;

c. Specify the principles to be applied and co-ordinate the approach to be adopted;

d. Determine procedures for consultation between the district municipality and the local municipalities;

e. Determine the procedures to effect amendments to the Frameqwork Plan, and

f. Incorporate comments from MEC and those derived from Provincial Assessments.

Section 26 stipulates the core components of the Integrated Development Plan as the following: An IDP must reflect –

a) the municipal council’s vision for the long term development of the municipality with special emphasis on the municipality’s most critical development and internal transformation needs;

b) an assessment of the existing level of development in the municipality, which must include an identification of communities which do not have access to municipal services;

c) the council’s development priorities and objectives for its elected term, including its local economic aims and is internal transformation needs;

d) the Council’s development strategies which must be aligned with any national or provincial sectoral plans and planning requirements binding on the municipality;

e) the spatial development framework which must include the provision of basic guidelines for a land use management system for the municipality;

f) the council’s operational strategies;

g) applicable disaster management plans;

h) a financial plan, which must include a budget projection for at least the next three years; and

i) the key performance indicators and performance targets determined in terms of Section 41.

Section 28 of the Municipal Systems Act 32 of 2000 stipulates the following:

I Each municipal council, within a prescribed period after the start of its elected term, must adopt a process set out in writing to guide the planning, drafting, adoption and review of its integrated development plan.

ii. The municipality must through appropriate mechanisms, processes and procedures established in terms of Chapter 4, consult the local community before adopting the process.

iii. A municipality must give notice to the local community of particulars of the process it intends to follow.

Section 34 of the Municipal Systems Act states that:- A Municipal Council -

a) Must review its integrated Development Plan,

i. annually in accordance with an assessment of its performance measurements in terms of Section 4 i; and ii. to the extent that changing circumstances so demand; and may amend its integrated development plan in accordance with a prescribed process.

2. Content of the IDP Process Plan

uMtshezi Municipality IDP Process Plans are outlined as follows:

· Phases and activities of the IDP process

· Structures that will manage the planning process and their respective roles

· Public/community participation

· Time schedule for the planning process and

· Monitoring of the process

SECTION TWO:

ORGANISATIONAL ARRANGEMENT

2.1 IDP STEERING COMMITTEE

2.1.1 As part of the IDP preparation process, Council resolves to establish an IDP Steering Committee, which comprises Senior Managers to act as a support structure to the IDP Representative Forum or Ward Committees, the Municipal Manager and the IDP

Manager. These structures are to continue functioning throughout the IDP Review Phase and after.

2.1.2 Terms of Reference for the management of the IDP Steering Committee are attached as Annexure ‘A’ and the details regarding the IDP Representative Forum are attached as Annexure ‘B’.

2.2 THE IDP MANAGER AND RESPONSIBILITIES

2.2.1 Amongst others, the following responsibilities have been allocated to the IDP Manager to manage the IDP Process:

· To ensure that the Process Plan is finalised and adopted by Council;

· To adjust the IDP according to the proposals of the MEC and other relevant comments;

· To involve the Ward Committees in the establishment of Ward Committees;

· To ensure the continuous participation of role players;

· To monitor the participation of role players;

· To ensure appropriate procedures and compliance with the process plan and legislative requirements;

· To carry out the day-to-day management of the IDP process;

· To respond to comments and enquiries;

· To ensure alignment of the Local IDPs within the District IDP, Provincial and National programmes;

· To coordinate the preparation of the Sector Plans and their inclusion into the IDP;

· To coordinate the inclusion of the PMS into the revised IDP;

· To submit the reviewed IDP to the relevant authorities.

2.3 IDP REPRESENTATIVE FORUM

2.3.1 Composition of IDP Representative Forum

The IDP Representative Forum (RF) was constituted to guide Council during the

preparation and the implementation phases of the IDP. It has, however, been noted that

in the past participation by the public in the IDP Process has been very limited or non -existent. As such, the public is requested to fully utilise this opportunity to participate in

this process.

2.3.2 Terms of Reference

The IDP Steering Committee will assist the IDP Manager to finalise the terms of

reference for the IDP Representative Forum for the IDP Review Phase. The objective of

the Representative Forum is to ensure participation at all levels by various interested

and affected organisations, groups or individuals. The general Terms of Reference, in

accordance with the IDP Guidelines, are attached as Annexure ‘B’.

2.4 WARD COMMITTEES

The Municipality consists of 9 Wards and has established functional ward committee structures in all of the Wards.

SECTION THREE:

ROLES AND RESPONSIBILITIES

3.1 ROLE PLAYERS

3.1.1 The Municipality has identified role players to assist and inform the IDP Review

Process:

Internal Role-players

· Council and the Executive Committee;

· Local Councillors including Mayor, Deputy- Mayor and Speaker;

· Portfolio Committees;

· Municipal Manager;

· Senior Municipal Officials;

· IDP Manager;

· IDP Steering Committee;

· Community Development Workers

External Role- players

· Relevant Government Departments;

· Representative Forum/ Civil Society;

· Ward Committees

· Sector Policing

· Community Health Workers

· Chambers of Business and Commerce

· Traditional Leadership

· Religious Organisations

3.2 ROLES AND RESPONSIBILITIES

Table 3.1: Roles and Responsibilities

INTERNAL Role Player / Roles and Responsibilities Systems Act (Legal mandate)

1. COUNCIL

· Adoption of an IDP

· Adoption of a Process Plan

· Annually Review IDP

· Amend IDP under changing circumstances

· Sec 25(1)

· Sec 28(1)

· Sec 34(a)

· Sec 34(b)

2. EXCO

· General management of the drafting of the IDP.

· Assign responsibilities in this regard to the Municipal Manager and Portfolio Committees.

· Recommend the IDP draft plan to the Council for adoption.

· Sec 30(a)

· Sec 30(b)

· Sec 30 (c)

3. COUNCILLORS

· Linking the IDP process with their constituencies.

· Organize public participation meetings with the relevant stakeholder in their constituencies.

· Confirm and prioritize ward based needs

· Sec 29(b)

4. PORTFOLIO COMMITTEES

· Scrutinize and prioritize basic needs of the municipality

· Play an oversight role on the review of municipal and sector departmental plans

· To make recommendation to EXCO.

· Structures Act

5. MUNICIPAL MANAGER

· Decide on planning process;

· Develop and compile a draft IDP;

· Monitor the process of IDP Review;

· Overall Management and co-ordination;

· Provide the necessary resources for the compilation and implementation of the IDP

· Ensure that the Budget and SDBIP is informed by the approved

6. IDP

· Submit a draft IDP to the EXCO

· Sec 30(b)

7. MUNICIPAL Head of Departments

· Provide technical/ sector expertise.

· Prepare and review selected draft Sector Plans.

· Prepare draft progress reports and proposals.

· Sec 35 (1)

· Sec 29 (c)

· Sec 35(1)

8. IDP MANAGER

· Day-to-day management of the process.

· Sec 30(b)

9. IDP STEERING COMMITTEE

· Assist and support the Municipal Manager and Representative Forum.

· Information “GAP” identification.

· Oversee the alignment of the planning process internally with those of the local municipality areas.

· Sec 35 (b)

· Sec 29(b)

EXTERNAL

Role Player Roles and Responsibilities

1. PLANNING PROFESSIONALS

· Methodological guidance.

· Facilitation of planning workshops.

· Assist in compiling Sector Plans. Representative Forum/ Civil Society/ Ward

Committees Representing Sector interests and contributing local knowledge and ideas in

respect of Needs Identification and Prioritisation (See terms of reference).

2. Government Departments

· Provide sector information.

· Sectoral guidelines and compliance requirements.

· Provide professional and technical support.

SECTION FOUR:

MECHANISMS AND PROCEDURES FOR PARTICIPATION

4.1 FUNCTIONS AND CONTEXT OF PUBLIC PARTICIPATION

Chapter Four of the Municipal System Act, 2000 deals with the development of a culture

of community participation. In terms of the IDP process, four major functions are

essential for public participation, namely: Needs Identification, Prioritisation, Community Ownership, and Empowerment.

The Public Participation process has been institutionalised in order to ensure that all

residents have an equal right to participate in an orderly manner.

4.2 MECHANISMS FOR PARTICIPATION

Section 17 of the Municipal System Act, 2000 deals with the mechanism, process and

procedures for community participation. In terms of this section, community participation

in the IDP Process has been structured as follows:

a) Councillors

Councillors will inform their constituents of the IDP process, provide information regarding the progress of the IDP Review and will guide stakeholders on how to participate in the IDP Representative Forum and Ward Committee System.