MINUTES VIRTUAL SPECIAL COUNCIL MEETING 9 JUNE 2021 - Saldanha Bay Municipality
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
MINUTES OF THE SALDANHA BAY MUNICIPALITY VIRTUAL SPECIAL COUNCIL MEETING ON 9 JUNE 2021 AT 14:15 1
SALDANHA BAY MUNICIPALITY MINUTES OF A VIRTUAL SPECIAL COUNCIL MEETING HELD ON WEDNESDAY, 9 JUNE 2021 AT 14:15 PRESENT Alderman M Koen Executive Mayor Councillor E Vaughan Executive Deputy Mayor Alderman O Daniels Speaker Councillor W America Councillor N G Girimane Councillor T Khulu Councillor J Kotzé Councillor G Kordom Alderman A Kruger Councillor E Mankay Councillor S Mafenuka Councillor L Mitchell Councillor T Rossouw Councillor M Schaffers Alderman JF Schippers Councillor S Scholtz Councillor M Schrader Councillor G Siphole Alderman SJE Steyn Councillor A Truter Councillor A Venter Councillor S Vries Councillor A Williams OFFICIALS H Mettler Municipal Manager P Mbaliswana Director: Corporate Services & Public Safety S Vorster Director: Finance L Volschenk Director: Community & Operational Services C de Kock Director: Economic Development & Strategic Services G Smith Director: Infrastructure & Planning Services J Du Plessis Senior Manager: Electrotechnical Services T Williams Senior Manager: Financial Operations M Hermanus Coordinator: Enterprise & Risk Management Q Jordaan IDP / PMS Administrator D Smit Manager: Customer Care & Communication E Lawrence Communication and Public Relations Officer T Burger Communication Officer A Meyer Manager: Administrative & Support Services A van Schalkwyk Committee Officer 2
OTHER Dr Martin Carstens Representative of Kropz Elandsfontein Mark Maynard Representative of Kropz Elandsfontein Michelle Lawrence Representative of Kropz Elandsfontein INDEX ITEM NR SUBJECT PAGE R1/6-21 OPENING 4 R2/6-21 OFFICIAL ANNOUNCEMENTS 5 R3/6-21 LEAVE OF ABSENCE 5 R4/6-21 CONFIRMATION OF MINUTES: VIRTUAL COUNCIL MEETING OF 4 MAY 2021 5 AND VIRTUAL SPECIAL COUNCIL MEETINGS 29 APRIL 2021 AND 27 MAY 2021 R5/6-21 DECLARATION OF INTEREST WITH REGARDS TO MATTERS FOR 5 CONSIDERATION IN THIS AGENDA R5 (a)/6-21 MOTION OF EXIGENCY: DISPLAYING OF POSTERS EIGHT WEEKS BEFORE 5 ELECTION DATE R6/6-21 APPROVAL OF COMMUNICATION POLICY AND ANNEXURES 6 R7/6-21 APPROVAL OF SBM CUSTOMER CARE STRATEGY 7 R8/6-21 APPROVAL OF THE REVIEWED CORPORATE WEAR POLICY 8 R9/6-21 APPROVAL OF RISK MANAGEMENT POLICY AND RISK MANAGEMENT 9 STRATEGY R10/6-21 FINANCE: 2021/22 FINANCIAL YEAR: CAPITAL BUDGET: IDENTIFICATION & 9 TRANSFER OF FUNDING ACROSS DIRECTORATES INFRASTRUCTURE SERVICES AND COMMUNITY & OPERATIONAL SERVICES: SEWERAGE SUCTION SERVICES 295 R11/6-21 INTEGRATED DEVELOPMENT PLAN (IDP) 4TH REVIEW OF THE 4TH 9 GENERATION IDP: 2021/2022 R12/6-21 REVIEW OF ICT POLICIES 10 R13/6-21 SECTION 116(3): AMENDMENTS OF CONTRACTS: TENDER SBM 46/17/18: 10 PROVISIONING OF TRAFFIC LAW ENFORCEMENT EQUIPMENT, BACK- OFFICE SYSTEMS AND RELATED SERVICES R14/6-21 AMENDMENT OF CONTRACT IN TERMS OF SECTION 116(3) OF MFMA: 10 TENDER SBM 17/16 SUPPLY AND CONFIGURATION OF ENTERPRISE RESOURCE PLANNING / FINANCIAL MANAGEMENT SYSTEM R15/6-21 SECTION 116(3) OF MFMA: AMENDMENTS OF CONTRACTS: TENDER SBM 11 35/18/19 APPOINTMENT OF CONTRACTORS FOR LABOUR AND INSTALLATION WORK WITHIN THE ELECTRICAL FIELD OF SALDANHA BAY MUNICIPALITY FOR A 2-YEAR PERIOD R16/6-21 SECTION 33 OF THE MFMA – TENDER 22/20/21: APPOINTMENT OF AN 11 EXTERNAL MUNICIPAL VALUER FOR THE COMPILATION AND MAINTENANCE OF THE VALUATION ROLLS R17/6-21 SECTION 33 OF MFMA – TENDER 15/20/21: SUPPLY OF BANKING 12 SERVICES TO SBM REPORTS FROM THE MPAC COMMITTEE MEETINGS HELD ON 25 MAY 2021 (REFER TO MPAC AGENDA AND MINUTES INCLUDED IN VIRTUAL SPECIAL COUNCIL AGENDA OF 27 MAY 2021 FOR REPORTS) R18/6-21 MPAC 13/5-21: OVERSIGHT REPORT ON THE TABLED 2019/2020 DRAFT 12 ANNUAL REPORT R19/6-21 MPAC 14/5-21: IRREGULAR EXPENDITURE: WATER QUALITY MONITORING 13 ADDENDUM 1 – ITEMS: R20/6-21 ACCESS TO INFORMATION: INTERNAL APPEAL – G RICHARDS 13 3
The Speaker, Alderman O Daniels welcomed everyone present especially Dr Martin Carstens and his team from Kropz Elandsfontein. She informed the meeting that connectivity problems would be experienced due to the scheduled Eskom Load shedding and requested everyone’s patience in this regard. She further informed the meeting that the presentation by Kropz Elandsfontein will be dealt with first where after the Special Council Meeting would continue. The presentation was conducted by Mrs Michelle Lawrence and Mr Mark Maynard representatives from Kropz followed by answering questions raised by Council. The following was discussed: • Alderman FJ Schippers urged Council and officials to facilitate any part of the project with which assistance was required from the municipality; • Councillor B Mankay requested that a social labour plan be submitted on the project and stated that she would discuss the other questions directly with the representatives from Kropz; • Alderman A Truter stated that the site visit attended by him provided reassurance that the project was environmentally friendly; • Councillor S Mafenuka requested feedback on why Hopefield was highlighted as priority in respect of employment opportunities; • Councillor G Sipholi referred to the low local labour component and stated that Councillors were excluded from the recruitment process; The Speaker, Alderman O Daniels stated that the information related to the recruitment process was made available to her and that it had been distributed to full Council. She also stated that Hopefield was given first priority, but that the recruitment process would include the broader community. She requested that the presentation (attached as Annexure “A” to the minutes) be made available to Council and that a site visit be arranged. Dr Martin Carstens and his team were thanked by the Speaker, Alderman O Daniels and the Municipal Manager, Mr H Mettler for availing themselves for the presentation. Kropz was congratulated on the progress made and their commitment to the project. Alderman O Daniels requested that advertisements/notices regarding the recruitment process of Kropz be channeled via the ward committee system as well as the Public Participation Office of the Economic Development and Strategic Services office. The representatives from Kropz left the meeting virtually and the Special Council meeting continued at 14:55. R1/6-21 OPENING The Chairperson, Alderman O Daniels opened the meeting by welcoming everyone present. She requested the meeting to keep Councillors S Mamabolo and C van Nooi in their thoughts and prayers. 4
R2/6-21 OFFICIAL ANNOUNCEMENTS The Municipal Manager, Mr H Mettler informed the meeting that SBM was assisting Matzikama Municipality with the water crises. SBM’s pumps were used with redirecting water from the water channels. Alderman A Kruger announced that a Smart Cleaning Committee meeting would be held on Monday, 14 June 2021 at 14:00 in the White City Multipurpose Center, Saldanha. All the Area Engineers, Ward Councillors and the Waste Management Department would be discussing possible solutions to curb illegal dumping and the cleanliness of the municipal area. R3/6-21 LEAVE OF ABSENCE Councillor S Mamabolo Councillor C Van Nooi Councillor T Salman R4/6-21 CONFIRMATION OF MINUTES: VIRTUAL COUNCIL MEETING OF 4 MAY 2021 AND VIRTUAL SPECIAL COUNCIL MEETINGS 29 APRIL 2021 AND 27 MAY 2021 RESOLVED That the Minutes of the Virtual Council Meeting of 4 May 2021 and Virtual Special Council Meetings of 29 April 2021 and 27 May 2021 be confirmed. R5/6-21 DECLARATION OF INTEREST WITH REGARDS TO MATTERS FOR CONSIDERATION IN THIS AGENDA None R5(a)/6-21 MOTION OF EXIGENCY: DISPLAYING OF POSTERS EIGHT WEEKS BEFORE ELECTION DATE (3/2/1/3) (Report of the Office of the Executive Mayor) (Alderman A Kruger) The attached motion of exigency was read by Alderman A Kruger at the meeting. It was unanimously agreed that the motion, attached as Annexure “B” to the minutes, may serve. RESOLVED i) that the motion of exigency be noted; 5
ii) that in terms of Section 23 of the Advertising and Signage By-law, political parties are allowed to erect their election posters eight (8) weeks prior the election date; iii) that it be re-affirmed that political parties be exempted from paying the applicable advertising deposit; and iv) that in the event of any political party not removing their election posters and banners within 14 days after the election, Council will remove such posters and banners and the responsible party will pay for the costs. R6/6-21 APPROVAL OF COMMUNICATION POLICY AND ANNEXURES (10/4/B) (Report of the Office of the Municipal Manager) (E Lawrence) The Executive Mayor, Alderman M Koen stated that the policy did not include a provision that the Mayor and the Municipal Manager had to be consulted and sign off on all communication. Councillor A Venter proposed that an additional point iii) & iv) be added to the recommendations indicating that all communication and press statements had to be forwarded to ward Councillors prior to publication in the public domain in order to be informed and prepared to respond to questions from the community. He also requested that ward councillors be informed when any tender process commenced within a ward. Councillor B Mankay stated that she supported Councillor A Venter’s comment, but that all councillors should be notified instead of restricting communication to the ward councillors. The Municipal Manager, Mr. H Mettler highlighted the fact that councillors may not be involved in any aspect of supply chain processes and cautioned Council in this respect. Councillor B Mankay requested a point of order via the Speaker stating that all Councillors were aware that they were not supposed to be involved in supply chain processes. The Speaker, Alderman O Daniels responded by stating the Municipal Manager’s comment related to the earlier request of Councillor A Venter and was not related to her statement. Mr. H Mettler continued by informing the meeting that care should be taken with any communication to Councillors regarding supply chain processes. He also informed Council of a specific incident relating to an error with the publication of a notice in the Weslander by one of SBM’s service providers. He stated that this was an unfortunate error, but an effort had been made to rectify the error. An opportunity was given for Councillor J Kotzé to speak, but he initially inaudible. Once audible he stated that paragraph 5.2 of the Social Media 6
Policy was an attempt to silence politicians and prevent them from criticizing the ruling party. He referred to the Mayor’s recent video clip on social media and stated that Council’s resources were being abused by the Mayor. The Executive Mayor, Alderman M Koen requested a point of order via the Speaker. He responded by stating that the platform on which the video was published was created for the Office of the Mayor. The Speaker, Alderman O Daniels clarified the reference to paragraph 5.2 of the Social Media Policy by stating this referred to a Councillor in his/her personal capacity. Councillor T Khulu’s voice was initially inaudible. The latter part of his comment was audible which related to the request that press statements be made available to all Councillors and not only the relevant Councillors as initially discussed. RESOLVED i) that the report, Communication Policy and Annexure A, B and C to the report be noted by Council; and ii) that the Communication Policy, Communication Action Plan, Crisis Communication Procedure and Social Media Policy be adopted and implemented; iii) that Councillors be informed in respect of all decisions that that may impact on the community in order to enhance communication; iv) that all press statements be made available to all Councillors prior to the issuing thereof; v) that the Executive Mayor be consulted on all communication prior to publication in the public domain. R7/6-21 APPROVAL OF SBM CUSTOMER CARE STRATEGY (4/1/3/1) (Report of the Office of the Municipal Manager) (F Smit) Alderman A Kruger proposed that the oversight of the Customer Care Strategy be centralised in the office of the Municipal Manager. He further stated that aspects of SALGA’s version of a municipal service charter could be incorporated in future. The Executive Mayor, Alderman M Koen requested that regular feedback be given to Council via the Portfolio Committee meetings regarding the monitoring of the service charter. 7
Councillor A Venter reiterated the Mayor’s request for regular feedback and highlighted the importance of feedback on any deviation from the standards. Councillor J Kotzé stated that he submitted formal communication to SBM months ago on which no feedback had been received. RESOLVED i) that the report be noted; ii) that the Customer Care Strategy be approved; iii) that the oversight of the Customer Care Strategy be centralized in the Office of the Municipal Manager; iv) that the Municipal Manager provide feedback to the Portfolio Committee on the implementation of the Customer Care Strategy and that it includes deviations from the standards. R8/6-21 APPROVAL OF THE REVIEWED CORPORATE WEAR POLICY (4/3/3) (Report of the Office of the Municipal Manager) (F Smit) Alderman A Kruger proposed that the oversight of the Customer Care Strategy be centralised at the office of the Municipal Manager. RESOLVED i) that the report and reviewed policy be noted; ii) that main colors nautical navy and white remain; iii) that additional colors, grey, light blue, emerald and mint green be incorporated for blouses, shirts, jerseys and cardigans; iv) that an increase of allowance be considered in the 2022/2023 financial year; v) that identified frontline staff who receive a corporate wear allowance and do not wear the uniform / corporate wear during office hours, will automatically forfeit the allowance; vi) that the Directors ensure that funds be made available; vii) that proof of payment be submitted to the Office of the respective Director; viii) that the reviewed Corporate Wear Policy be accepted and implemented; 8
ix) that the oversight of the implementation of the Corporate Wear Policy be centralised in the Office of the Municipal Manager. R9/6-21 APPROVAL OF RISK MANAGEMENT POLICY AND RISK MANAGEMENT STRATEGY (Report of the Directorate Economic Development & Strategic Services) (M Hermanus) RESOLVED i) that the report be noted; ii) that the Risk Management Policy and Risk Management Strategy, attached as Annexure A and Annexure B to the report, be approved. R10/6-21 FINANCE: 2021/22 FINANCIAL YEAR: CAPITAL BUDGET: IDENTIFICATION & TRANSFER OF FUNDING ACROSS DIRECTORATES INFRASTRUCTURE SERVICES AND COMMUNITY & OPERATIONAL SERVICES: SEWERAGE SUCTION SERVICES 295 This item was withdrawn from the Agenda. R11/6-21 INTEGRATED DEVELOPMENT PLAN (IDP) 4TH REVIEW OF THE 4TH GENERATION IDP: 2021/2022 (5/8/1/6 & 12/1/1/6) (Report of the Directorate Economic Development & Strategic Services) (QR Jordaan) The Whip of SIA, Councillor J Kotzé raised his concern in respect of the proposed lost cost housing development for Langebaan. He requested that his vote be tabled against the recommendation. The Whip of the ANC, Councillor B Mankay informed the meeting that the ANC did not support the recommendation and was voting against the IDP. The Speaker, Alderman O Daniels explained that the IDP had to be reviewed to include the recommendations received from the Western Cape Department of Environmental Affairs and Development Planning. The Speaker, Alderman O Daniels requested that it be noted that the ANC and SIA did not support the recommendation. RESOLVED i) that the report be noted; ii) that the draft amended 2021/2022 IDP and 2021 Spatial Development Framework, as part of the Amended IDP, be adopted 9
by Council, subject to 21 days for public comment during June 2021 and final approval in July 2021. R12/6-21 REVIEW OF ICT POLICIES (5/1/R) (Report of the Directorate Economic Development & Strategic Services) (C de Kock) RESOLVED i) that the following policies be approved by Council: a) ICT Security Policy b) ICT Disaster Recovery Policy c) ICT Data Backup and Recovery Policy d) ICT Operating System Policy e) ICT Change Management Policy f) ICT User Management Policy ii) that Council approve the ICT Strategy. R13/6-21 SECTION 116(3): AMENDMENTS OF CONTRACTS: TENDER SBM 46/17/18: PROVISIONING OF TRAFFIC LAW ENFORCEMENT EQUIPMENT, BACK-OFFICE SYSTEMS AND RELATED SERVICES (Report of the Directorate Corporate Services & Public Safety) (M Jacobs) RESOLVED i) that the report be noted; ii) that approval be given to extend the contract as per section 116(3); iii) that the contract be extended on a month-to-month basis, until date of award for the new service provider for no longer than 12 months until 30 June 2022; iv) that Council authorizes the Municipal Manager to proceed with the extension of the contract if no representations were received; v) that a follow-up report to Council be submitted if representations are received for consideration before that contract is extended. R14/6-21 AMENDMENT OF CONTRACT IN TERMS OF SECTION 116(3) OF MFMA: TENDER SBM 17/16 SUPPLY AND CONFIGURATION OF ENTERPRISE RESOURCE PLANNING / FINANCIAL MANAGEMENT SYSTEM (8/2-2016/9) (Report of the Directorate Economic Development & Strategic Services) (C de Kock) 10
RESOLVED i) that the content of the report be noted; ii) that approval be granted for the extension of tender SBM17/16 supply and configuration of an enterprise resource planning / financial management system; iii) that the extended services (for hosting of the SBM website) be added as an Addendum to the current Munsoft SLA; iv) that Council authorizes the Municipal Manager to proceed with the extension of the contract if no representations were received; v) that a follow-up report to Council be submitted if representations are received for consideration before that contract is extended. R15/6-21 SECTION 116(3) OF MFMA: AMENDMENTS OF CONTRACTS: TENDER SBM 35/18/19 APPOINTMENT OF CONTRACTORS FOR LABOUR AND INSTALLATION WORK WITHIN THE ELECTRICAL FIELD OF SALDANHA BAY MUNICIPALITY FOR A 2-YEAR PERIOD (8/2-2019/9) (Report of the Directorate Infrastructure & Planning Services) (C du Preez) RESOLVED i) that the report be noted; ii) that approval be granted for the extension of tender SBM 35/18/19 appointment of contractors for labour and installation work within the electrical field of Saldanha Bay Municipality; iii) that the contract be extended on a month-to-month basis, until date of new tender contract award for the new service provider; iv) that Council authorizes the Municipal Manager to proceed with the extension of the contract if no representations were received; v) that a follow-up report to Council be submitted if representations are received for consideration before that contract is extended. R16/6-21 SECTION 33 OF THE MFMA – TENDER 22/20/21: APPOINTMENT OF AN EXTERNAL MUNICIPAL VALUER FOR THE COMPILATION AND MAINTENANCE OF THE VALUATION ROLLS (5/3/2) (Report of the Directorate Finance Services) (T Williams) RESOLVED 11
i) that the contents of the report be noted; ii) that Council acknowledges that the municipality will secure a significant financial economic benefit from the contract; iii) that Council approves the entire contract, SBM 22/20/21 Compilation and maintenance of the valuation rolls for the financial years 1 July 2022 to 30 June 2026 exactly as it is to be executed; and iv) that Council authorizes the Municipal Manager to sign the contract on behalf of the municipality. R17/6-21 SECTION 33 OF MFMA – TENDER 15/20/21: SUPPLY OF BANKING SERVICES TO SBM (5/19/5) (Report of the Directorate Finance Services) (T Williams) RESOLVED i) that the contents of the report be noted; ii) that Council acknowledges that the municipality will secure a significant financial economic benefit from the contract; iii) that Council approves the entire contract, Tender 15/20/21: The Supply of Banking Services to Saldanha Bay Municipality for the period 01 July 2021 to 30 June 2026 exactly as it is to be executed; and iv) that Council authorizes the Municipal Manager to sign the contract on behalf of the municipality. REPORT OF THE MPAC METING HELD ON 25 MAY 2021 The MPAC Agenda and Minutes of the meeting dated 25 May 2021 related to the recommendations below, are attached hereto: R18/6-21 MPAC 13/5-21: OVERSIGHT REPORT ON THE TABLED 2019/2020 DRAFT ANNUAL REPORT (9/1/1-2019/2020) (Report of the Directorate Economic Development & Strategic Services) (QR Jordaan) RESOLVED i) that the report from the Audit Committee as included as Annexure “B” to the report, be noted and that it be noted that this report has also been included as Annexure “C” to the draft 18/19 Annual report as published on 01 April 2021 for comment; 12
ii) that the oversight report on the draft 2019/20 Annual Report as well as the final Annual Report (taking the amendments/comments referred to in i) – v) above be adopted and approved by Council without reservations; iii) that the oversight report be made public by the Municipal Manager in accordance with section 129(3) of the Local Government Municipal Finance Management Act of 2003; iv) that the corrective action that will be implemented as reflected in the Audit findings (Annexure “C” to the report), be noted; v) that the oversight report and the 2019/20 Annual Report be submitted to the provincial legislature by the Municipal Manager in accordance with section 132(2) of the Local Government Municipal Finance Management Act of 2003. R19/6-21 MPAC 14/5-21: IRREGULAR EXPENDITURE: WATER QUALITY MONITORING (8/2-2013/52) (Report of the Directorate Infrastructure & Planning Services) (Q Williams) RESOLVED i) that the report be noted; ii) that it be noted that the irregular expenditure was caused by the technicalities surrounding the adjudication of the new tender; iii) that irregular expenditure was not caused by negligence on the part of any employees involved; iv) that it be noted that an essential service was rendered to the Municipality in order to comply with the legislative requirements of the National Water Act; to ensure the safety of drinking water and to ensure operational efficiency of the WWTW; v) that Council consider the writing off the irregular expenditure amounting to R206 126 (incl. VAT) in terms of section 32(2)(b) of the MFMA; vi) that the MEC of local government and the Auditor General be informed in writing of the irregular expenditure as required by the MFMA section 32(4). R20/6-21 ACCESS TO INFORMATION: INTERNAL APPEAL – G RICHARDS (1/1/1/10) (Report of the Directorate Corporate Services & Public Safety) (A Meyer) 13
RESOLVED That Council condones the appointment of Advocate Nic de Jager from the Cape Bar Society of Advocates as external party who is independent and knowledgeable regarding the appeal process. The meeting adjourned at 15:40. Confirmed. ____________________________ _________________ SPEAKER DATE 14
You can also read