Sector Plans and Frameworks in the Department Administrative Services

• INFORMATION AND COMMUNICATION TECHNOLOGY

ICT plays a vital role in the acceleration of the flow of information and knowledge between local government and citizens. The same can be said with regards to the promotion of the effective and efficient interaction between local government and citizens. It is for this reason that ICT within the municipal context has enjoyed great interest from Management. It has matured from being operational focused to enhancing Service delivery through various platforms. The greater attention is evident from the governance of ICT to the policies and applications that are in operation.

Some of the goals of IT include:

• Ensure stakeholder value of business: This is to ensure that municipal systems are aligned with ICT Strategy and or is aligned to the IDP.

• Managed Business risk (safeguarding of assets including information). Provide security of information, processing infrastructure and applications

• Ensure compliance with external laws and internal policies.

• Create a customer-orientated service culture. Ensuring adequate use of applications, information and technology to enable service delivery using ICT.

Both the enabling of participatory governance as well as the interpretation of large amounts of collected data require the existence and development of an extensive, robust and scalable ICT infrastructure. The complete sector plan for ICT is available electronically.

• RECORDS AND ARCHIVES

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 is a collective responsibility which all staff members have an equal obligation to maintain.

Records management can only be effective and efficient if:

• Records are considered a business process designed to support business objectives;

• Records are considered a resource and are utilised fully and cost effectively to realise business objectives;

• A record management culture is created and maintained which will facilitate efficient and timely decision making.

• All users are aware of the policies, procedures and tools for managing records. The full co-operation of users is necessary to file documents into the filing system and to protect records against loss and damage.

• Update website information.

• During 2020 the Auditor-General South Africa (AGSA) in conjunction with the South African Local Government Association (SALGA) developed the Local Government Records Management Toolkit. The Toolkit is intended to provide guidance to municipalities on the understanding of Records Management in order to ensure transparency, good governance, accountability, business continuity and service delivery in local government. The publication aims to assist Municipalities to maintain, manage and use records in line with sound records management principles. The Toolkit was developed with the tools and support of the National Archives and Records Services of South Africa. (http://www.nationalarchives.gov.za/)

• COMMITTEE AND SECRETARIAL SERVICES

Several structured and scheduled meetings take place during every financial year and include:

COUNCIL MEETINGS

• Section 37(c) of the Municipal Structures Act requires Municipal Councils to meet quarterly (minimum of 4 meetings), but the Bergrivier Municipal Council meet almost monthly (ordinary and special) during the year.

• The absenteeism of Councillors is reported to the Speaker monthly by the Manager: Administration

• The Speaker is the Chairperson of the Council enforcing the Code of Conduct for Councillors.

EXECUTIVE MAYORAL COMMITTEE MEETINGS

• The Mayoral Committee meets twice a month (Ordinary and Special). All reports required in terms of legislation are submitted timeously.

• The Executive Mayoral Committee function within the delegated powers of council.

PORTFOLIO COMMITTEE MEETINGS

• Portfolio Committees appointed in terms of Section 79 & 80 of the Municipal Structures Act, 1998, (Act 117 of 1998) are Corporate – and Economic Development, (Sections 79), Community, Financial and Technical (Section 80) Services Portfolio Committees, which are chaired by the Deputy Mayor and members of the Mayoral Committee.

• The remaining members of these Committees comprise of other Councillors.

• Portfolio Committees have no powers and may only make recommendations to the Mayoral Committee.

• Portfolio Committees meet once a month for at least 11 months of the year.

AD-HOC COMMITTEE MEETINGS

• Performance and Audit Committee meets quarterly.

• Risk Management Committee meets quarterly.

• Municipal Public Accounts Committee meet twice a year.

LABOUR FORUM MEETINGS

• Labour Forum Committee meets every second month irrespectively whether formal or informal meetings.

• Training Committee meets every second month irrespective whether formal or informal meetings.

• Occupational and Health Committee meets every second month irrespective whether formal or informal meetings.

SENIOR MANAGEMENT MEETINGS

• Formal Senior Management Meetings take place two weekly and is chaired by the Municipal Manager with the Directors.

• Informal meetings are held every two weeks.

COMPILATION/DISTRIBUTION OF AGENDAS AND MINUTES OF ALL COUNCIL MEETINGS

AGENDAS

All the agendas for all council meetings (including committee meetings) are generated electronically and distributed to the Councillors and members not less than three days prior to the scheduled meeting.

MINUTES

• Minutes are distributed electronically at least within 7 days after each meeting.

• All approved Council and Mayoral Committee minutes are signed by the chairperson and placed on the municipal website.

NOTICES OF ORDINARY AND SPECIAL COUNCIL MEETINGS

Notices in terms of Section 19 of the Local Government: Municipal Systems Act, Act 32 of 2000 of Council meetings (Ordinary/Special) are advertised in the printed media as well as on the municipal website at least 7 days prior to all meetings.