Chapter 3 Human Resources and Other Organisational Management Image: Giraffe at one of the Chris Hani District’s game reserves. Photo: Sam Reinders
Organisational Structure 22
In the period under review, the CHDM had a staff complement of 496 employees, of which 56 were contractual employees. With the CHDM being a Water Service Authority, tremendous pressure has been placed on the municipality to build the capacity of its LMs as Water Service Providers. As a result, 50 water services positions were filled during the year under review - ensuring service delivery to our communities. Director of Coporate Services Mr. Ayanda Mdleleni
The table below stipulates the number of employees who have commenced with employment, as well as termination completed in the year under review. Out of the appointments made, eight were as a result of promotion of internal employees to middle management and supervisory levels.
CHRIS HANI DISTRICT MUNICIPALITY ANNUAL REPORT 2009/2010
The CHDM has a functional and effective local labour forum where matters of mutual interest are discussed. APPOINTMENT
RESIGNATION
77
16
RETIREMENTS 4
DEATH
MEDICAL BOARDING
3
1
Organogram Executive Mayor
Municipal Manager Strategic Management
Directorate: Health and Community Services
Directorate: Corporate Services
Directorate: Budget and Treasury
Directorate: Integrated Planning and Economic Development
Directorate: Engineering Services
Primary Health Environmental Health Disaster Management Fire Services HIV/AIDS coordination ???? Legal Services and Admin Employee Assistance Programme Information Communication Technology Expenditure Income Financial Systems Local Economic Development Tourism Town Planning Water Services Project Management Unit Roads Financial Management
Speaker 23
Cllr. Nonceba Pasha
Cllr. Nozithembiso Dzedze Special Programmes Unit
Cllr. Mafuza Sigabi
Cllr. Raymond Shweni
Cllr. Mxolisi Koyo
Executive Mayor
Chief Whip of Council and Budget and Treasury
Integrated Planning and Economic Development
Cllr. Thumeka Bikwana
Cllr. Mthetheli Xuma
Infrastructure
Governance and Institutional Development
Cllr Lindiwe Gunuza Nkwentsha Health and Community Services
Mr. Makhaya Dungu
Municipal Manager
Mr. Danso-Poku Agyemang Director of Integrated Planning and Economic Development
Ms. Nokuthula Mgijima
Mr. Jonny Lynch
Mr. Ayanda Mdleleni
Director of Health and Community Services
Chief Financial Officer
Director of Corporate Services
Directors
Mr. Mpilo Mbambisa
Director of Engineering Services
Chapter 3 : Human Resource and Other Organizational Management
Mayoral Committee
Speaker
Corporate Services 24
Information on employee’s pensions and medical aids: MEDICAL AIDS INFORMATION Name of medical aid
Number of employees
CHRIS HANI DISTRICT MUNICIPALITY ANNUAL REPORT 2009/2010
Bonnitas
126
PENSION FUNDS Name of Pension Fund
No of employees
Cape Retirement Fund
276
Cape Joint Pension Fund
12
Sanlam
03
Sala Pension Fund
05
Municipal Employee Pension Fund
1
Samwumed
30
Government Employee Pension Fund
101
LA Health
99
Liberty Life
02
Key Health
02
Samwu Provident fund
03
Medi Plus
01
Sanlam
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Training and Development In the year under review, the CHDM fulfilled the obligations of the Skills Development Act and LGSETA Regulations - in that the Workplace Skills Plan 2009/10 was submitted to the LGSETA on 30 June 2009 for the 2009/10 financial year. The interventions entailed in the Workplace Skills Plan have been implemented and the beneficiaries are as per the table below. Due to the intervention done and reports submitted, the CHDM received an amount of R291 399.35 as the rebate from the LGSETA. Category
Number Trained
Type of Interventions
Legislators
2
Certificate
Managers
7
Short course
Professionals
9
Skills programme Short course
Technicians Community and personal service workers Clerical and administrative workers
28 6
Short course Skills programme
13
Short course
Machine operators and drivers
4
Short course
Elementary occupations
7
Short course
The CHDM commenced with the regulations in line with the Government Gazzette No 29967 on Minimum Competency Level. Five senior managers and eight managers have been capacitated through Wits Business School. One Accountant has completed the Municipal Finance Management Programme through the University of Pretoria and another accountant is currently participating in the programme. The programme is at NQF Level 6 and is sponsored by the LGSETA and ABSA. Thirty-six employees from both the District and LMs are part of the Local Government Accounting Certificate Learnership on NQF Level 3. The aim of the learnership is to meet the set minimum competency levels - to ensure effective service delivery. Municipalities that are currently participating are Tsolwana, Lukhanji, Sakhisizwe, Intsika Yethu and the CHDM. Of the learners, 75% are female, while 100% are from designated groups, in terms of Employment Equity. It is anticipated that the programme will be completed by the 2010/11 finanical year.
INTERNSHIPS, LEARNERSHIP AND EXPERIENTIAL TRAINING Thirteen unemployed graduates participated in internships for the 2009/10 financial year. Three Finance interns were appointed on two year contracts, in collaboration with the Provincial Treasury. The National Skills Fund [NSF] Project run by the Office of the Premier, as part of the Eastern Cape Strategic Skills Project, benefited the municipality with ten Internal Audit Internships appointed. Eight interns were placed in various LMs within the district to provide support. Eight students received three months experiential training as part of their curriculum. The fields included environmental health, public management, agricultural business studies, communications and information technology and social sciences. A total of 86 unemployed youth [18.2 learners] took part in various learnerships within the CHDM. The learnerships were as follows: Crop Production, Professional Cookery, Mixed Farming, Automotive Maintenance and Road Construction. Of the learners, 100% were
youth and previously disadvantaged individuals (PDI), while 67% were females. Also, the Engineering Directorate has implemented learnerships for contractors. During the 2009/10 financial year, ten learner contractors were appointed to complete their third contracts as part of their learnership in the Engcobo and Intsika Yethu Local Municipal areas. To date, the five contractors that were based in Engcobo have completed their projects and the other five based in Intsika Yethu Local Municipality are scheduled to complete their projects by mid-September 2010. The Vukuphile learner contractors programme commenced in March 2010, with the recruitment and screening of 24 learner contractors within the CHDM boundaries. On their appointment in the new financial year, the contractors will undergo training and be awarded a sanitation project to implement as part of their learnership.
STUDY ASSISTANCE FOR EMPLOYEES As part of the CHDM’s capacity building initiatives, study assistance is provided for employees who wish to further their studies. This assists both the employees and organisation in that when the skills of employees are enhanced, the level of performance or productivity is also improved. Within the 2009/10 financial year, 25 employees received assistance to further their studies in the following fields: • • • • •
Environmental Health Financial Engineering Administration Disputes and Disciplinary Matters
During the period under review, there were grievances and disputes that were lodged between the employer and employees. Some have been dealt with inhouse in a spirit of sound and effective employee relations, with the exception of one that has escalated to arbitration level. Also, four disciplinary enquiries were held and outcomes implemented. All internal stakeholders have joined hands in the endeavour to promote sound relations and good governance within the workplace.
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Chapter 3 : Human Resource and Other Organizational Management
During the 2009/10 financial year, 76 employees received training at a cost of R544 060.00. A total of 11 training interventions were implemented.
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OTHER PROGRAMMES OR PROJECTS The following programmes were implemented during the year under review:
CHRIS HANI DISTRICT MUNICIPALITY ANNUAL REPORT 2009/2010
• Job Description Writing – the process of writing job descriptions for every position within the institution was completed. The next phase - job evaluation - will commence in the next financial year.
• Verification of qualification – as part of ensuring good governance and ensuring the credibility of the recruitment and selection process, the institution contracted a service provider to verify the qualifications of the existing workforce. The project has since been completed, but is ongoing through continuous verification of new recruits to the institution.
Fleet Management
CONTROLS
The unit is entrusted with the fleet management of the institution, guided by the Fleet Management Policy. Council vehicles are centralised and managed within the unit, with the exception of the Primary Health Care Fleet. During the period under review, 66 vehicles were purchased, to the value of R29 146 570.60
The following expenses occurred for the installation of Power Track Vehicle Management Systems and monthly rental thereof: MONTH
AMOUNT
08-2009
R 13 406.40
01-2010
R 145 281.60
DISPOSAL OF VEHICLES
02-2010
R 22 526.40
Four vehicles, to the total value of R86 000.00 were sold by public auctions on 26 March 2010.
05-2010
R 675 495.60
TOTAL
R 856 710.00
REPAIR AND MAINTENANCE Costs to the value of R553 702.03 were incurred for repairs and maintenance to vehicles.
ACCIDENTS AND DAMAGES TO VEHICLES Damages to 18 vehicles through accidents, incurred a total cost of R243 160.14.
INSURANCE CLAIMS Insurance claims to the value of R81 087.00 were processed on five vehicles.
All vehicles Managed by the Fleet Management Officer are equipped with Power Track Vehicle Management Systems, as prescribed by the Fleet Management Policy. All new vehicles purchased are also fitted with Power Track Vehicle Management Systems.
The following control measures are in place: • • • • • •
Power Track Vehicle Management System Daily booking register Speeding reports Daily checklist Accident reports Drivers license register
Employee Assistance Wellness Programme 27
Staff hitting the tarmac during the fun run.
KEY PERFORMANCE AREA
ACHIEVEMENTS
CHALLENGES EXPENDITURE
Development of the integrated wellness strategy
L-squared was the appointed service provider to assist in development of the integrated wellness strategy. Through extensive consultation with various CHDM stakeholders such as unions, political leadership, managers and employees, the integrated wellness strategy has been developed and adopted by the council.
Insufficient resources to implement all the key objectives of the wellness strategy.
Implementation of the EAP policy and integrated wellness strategy
• 400 information brochures and 30 posters, in Xhosa and English, on the services of the employee wellness were developed and distributed to all departments. • Since this is a new unit, marketing of the programme was crucial to ensure accessibility to the programme. • Presentations were also done at staff meetings and in each department.
Therapeutic services, counseling and referrals
• Fifty-five employees received individual counseling. Some were referred to external resources such as psychologists and others to NGOs. • Three employees were admitted to rehabilitation centres. • 120 employees attended a trauma debriefing and bereavement therapeutic session – targeted at employees who experienced traumatic incidents such as accidents, rejection and other personal tragedies or problems.
Awareness and educational/ preventative programmes
The following awareness campaigns were conducted for employees:
R252.000
R20.000
Employees without medical aid, which makes it difficult for admission to rehabilitation centres.
Insufficient resources to reach all • 80% of employees were educated on employees. Healthy Relationships and Marriages in February 2010.
R 0.00
R180.000
Chapter 3 : Human Resource and Other Organizational Management
The employee assistance wellness programme is responsible for assisting employees and councilors with their personal, family–related, and work-related challenges that may have a negative impact on their performance/ productivity. This assistance is provided through various interventions, such as counseling and educational workshops and trainings.
• 370 employees were empowered during the healthy lifestyle awareness campaign during March 2010, which focused on the importance of nutrition, exercise, multivitamins and boosters in terminal illnesses, and psychological well-being. • The June 2010 educational awareness cmpaign reached 380 employees and focused on substance and alcohold abuse and the smoking policy. • A wellness event was held in May - in partnership with the Ngcobo LM.
CHRIS HANI DISTRICT MUNICIPALITY ANNUAL REPORT 2009/2010
28
The event focused on the following issues: • Medical screening of terminal illnesses such as HIV and AIDS, hypertension and diabetes. • Recreational and sporting games such as soccer and netball, as well as a fun run and walk were held. • Educational stalls and exhibitions were set up by NCR on: the Credit Bureau, Bonita Medical Aid, LA Health, SAMWU-MED, SANCA and FAMSA. Organisational development
Workshops were conducted on the following issues: In April 2010, 310 employees were empowered on how to deal with anger and conflict. A personal financial management and budgeting workshop was conducted in January 2010 for all CHDM employees and councilors.
Insufficient R30.000 personnel to conduct after- care programmes for employees in need of individual support and counseling.
Allocated budget: 800.000 Total expenditure: 522.00
OCCUPATIONAL HEALTH AND SAFETY Injuries on duty During the 2009/10 financial year, five employees sustained minor injuries on duty. Assistance was provided in terms of administrative measures and medical assistance. Investigations into the incidents were done and assistance was given
by means of medical preventative measures.
treatment
and
Capacity building The following trainings were done: • 15 Safety Health Environment (SHE) representatives were trained on SHE. • 11 employees from all CHDM Directorates were trained on First AID and appointed as first aiders for each Department.
Records control function :
The following goals were accomplished in the CHDM LMs: • Appointment of Health and Safety representative for each Department. • Appointment of incident investigators for each Department.
Administration and Legal Services Administration and Legal Services is responsible for providing secretariat support to Council Committees and administrative support to the entire institution.
Council has five committees comprising the following: Meetings
Planned Meetings
Actual
Finance and Fiscal
??
??
Integrated Planning and Development
5
5
Governance and Institutional Development
5
5
Health and Community Services
5
5
Infrastructure
5
5
Mayoral Committee and District Council Meetings The above meetings are held bi-monthly as per the Municipal Calendar, to discuss Council business, or when required by matters to be considered. Of the six scheduled meetings, Council only had five sittings as there was not a quorum present for the September 2009 meeting. The administration unit also provides secretariat support to the following committees of Council: Performance Audit Committee, management meetings and heads of department meetings.
Adopted policies The following policies were adopted by Council: • Capital and replacement Policy. • Budget Policy. • Recruitment and Selection Policy. • S & T Policy. • Supply Chain Policy (reviewed).REGISTRY
• Records classification system being adequately used in the form of reference codes or numbers from file plan. • New amendments to the filing system on a daily basis. • Records control registers used to control movement of documents and records and HR related documents in the form of application letters. • Clearing of records storage media by way of arranging and describing records. • Archiving of records according to the file notation.
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Contracts and agreements management: • Ensuring agreements/contract documents are signed by both parties. • Capturing of contract records in contract database. • Updating of database according to new information received.
Compilation of section 14 and section 32 manuals: • Compilation of a list of public requests relating to the Promotion of Access to Information Act of 2000. • Assisting public with information. • Submitting of reports regarding: requests for access received; access granted.
Appraisal, retention and disposal of records: • • • •
Determining the value of records. Establishing inventory for all records. Retaining valuable records. Disposing of ephemeral records.
Compilation of council agendas database: • Arranging all minutes and agendas according to category of council meeting. • Using the metadata as finding-aid tool. • Storing in acid free storage boxes with the metadata inscribed outside.
Organising training session: Records staff attended inhouse training on intermediate records management course provided by UNISA. The course entailed: appraisal; retention; records inventory; electronic issues and challenges; electronic record keeping programmes; technology solutions and a computer practical.
Chapter 3 : Human Resource and Other Organizational Management
Implementation of the Safety Health Environment Plan