MBHASHE MUNICIPALITY

IDP & BUDGET

PROCESS PLAN

2015 - 2016
TABLE OF CONTENTS

1. INTRODUCTION

1.1 Legal Context

1.2 Content

1.3 Process

2. ORGANISATIONAL ARRANGEMENTS

2.1 Role Players

2.2 Composition of the structures

3. Schedule of meetings – IDP/Budget

1. INTRODUCTION

The Local Government: Municipal System Act 2000, Section 28 requires all
municipalities to formulate process Plans that outline how they will go about preparing
their Integrated Development Plan. The Mbhashe Local Municipality is hereby
formulating its Process Plan as required by legislation for the drafting of IDP and budget
for 2015/2016 Financial Year. The Process Plan is an organized Activity Plan that
outlines the process of drafting and reviewing the IDP and Budget.

The IDP has to be drafted every five years and reviewed annually in order to:

 Ensure its relevance as the Municipality’s STRATEGIC PLAN and as such should
inform aspects such as the Institutional and Financial aspects.

 Inform other spheres of government.

1.1 LEGAL CONTEXT

The drafting and reviewal of the IDP is legislated in Section 34 of the Municipal
Systems Act which states:

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 41; and

(ii) to the extent that changing circumstances so demand; and

(b) May amend its IDP in accordance with a prescribed process.

1.2 CONTENT

In the IDP review cycle changes to the IDP may be required from three main
sources:

 Comments from the MEC, if any;

 Amendments in response to changing circumstances; and

 Improving the IDP process and content.

These can be seen to be inputs into the IDP review process. A requirement to be able to
undertake the review is a Performance Management System. The main output is a
reviewed IDP. This, depending on the circumstances of the municipality, is likely to
comprise a number of components, including;
  A reviewed spatial development framework

 Reviewed sector plans

 Updated list of projects

 Budget

 Reviewed municipal and departmental score cards.

1.3 PROCESS

The process reflected in the diagram below represents a continuous cycle of

planning, implementation and review. Implementation commences after the
Municipal Council adopts the initial IDP.

PERFORMANCE
MANAGEMENT
A: Preparing for IDP (A)

PUBLIC PARTICIPATION
B+C: Monitoring and evaluation

D: Refined objectives, strategies and

projects phase

E: Drafting document – including

IDP budget
IMPLEMENTATION
/
F: Approval

Through the year implementation/performance is monitored, new information

becomes available and major unexpected events may occur. Some of this
information is used to make immediate changes to planning and implementation.
Relevant inputs are then integrated into the process of drafting of the IDP.

After adoption of the revised IDP, implementation as well as situational changes will
continue to occur; this is monitored throughout the year and evaluated for
consideration in the next IDP review.
 2. ORGANISATIONAL ARRANGEMENTS

2.1 ROLE PLAYERS

The following structures will guide this IDP review process.

 IDP/Budget Steering Committee
 Budget Steering Committee
 Clusters
 IGR
 Full Cluster
 IDP Representative Forum

2.2 COMPOSITION OF THE STRUCTURES:-

STRUCTURE COMPOSITION BRIEF OF THE CHAIRPERS

COMMITTEE ON
IDP  HODs Serve as the technical MM
Steering/Budget  Reps from arm to assist the Council
Committee Depts./ units in the IDP/ Budget
 Invitees from review process
ADM MSU
Budget Steering  EXCO  Consider budget Mayor
Committee  HODs adjustment
(BSC)  Setting budget
parameters
Clusters o As per the o Consider project Various
meetings functional implementation Directors
areas of o Participate in the
various IDP/Budget
Directors and process
project
managers
o (HODs/ Project
Managers/
Unit
Managers)
o Based on 5
KPAs of local
govt.
IGR Forum  MM Ensure coordination of MM
 HOD government work within
(Mbhashe) Mbhashe Municipal area
 District Heads
of Sector
Depts.
Full Cluster  EXCO Provide a platform for all Mayor
  All Cllrs Cllrs to influence and
 HODs direct IDP/Budget
process
IDP  EXCO Public and Community Mayor
Representative  HODs participation platform
Forum  Secretaries of for mainly outside
WCs stakeholders
 Broader
Stakeholders
(Reps)
 Sector
Departments

3. SCHEDULE OF MEETINGS FOR IDP AND BUDGET PROCESS

JULY-PRE-PLANNING PHASE
ITEM. ACTIVITIES NATURE OF THE DATE RESPONSIBLE
NO. MEETING PERSON
1. Provincial IDP Assessment Assessments 07/07- KPA Champs
11/07/2014
AUGUST-PLANNING PHASE
ITEM. ACTIVITIES NATURE OF THE DATE RESPONSIBLE
NO. MEETING PERSON
1. Process Plan IDP/Budget/PMS 14/08/2014 Steering
Steering Committee
Committee
2. ADM IGR Forum 18/08/2014 Strategic
3. ADM District Planning 19/08/2014 IDP
Coordinating Practitioners
Forum
4. Adoption of the IDP/Budget Council Meeting 27/08/2014 Mayor
Process Plan
5. Preparation for Ward Base IDP/Budget/PMS 28/08/2014 MM
Plans Steering
Committee
SEPTEMBER-PLANNING PHASE
ITEM. ACTIVITIES NATURE OF THE DATE
NO. MEETING
1. Process Plan to be Advertised None 02/09/2014 Strategic
and submitted to ADM/MEC &
relevant offices
2. Ward Base Plans Consultations, 01/09 – Steering
Imbizo's 30/09/2014 Committee,
Mayor
3. Presentation of the process IGR 09/09/14 MM
plan and to get status quo of
 projects implemented by
sector departments
4. ADM IDP Budget Rep 18/09/2014 Mayor, IDP
Forum Practitioners
5. Presentation of the process IDP/Budget Rep 23/09/2014 Mayor
plan and Performance Forum
reporting
OCTOBER-ANALYSIS PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. Presentation Ward Base IDP/Budget/PMS 08/10/2014 MM
Plan, Situational Analysis Steering
Committee
2. PMS Quarterly Reports Cluster Meetings 13 - 14/10/2014 MM
3.  Presentation of Budget Steering 20/10/2014 Mayor
budget statement- Committee
quarterly report.
 Conclude first draft
budget to confirm
priorities and
identify other
financial & non -
financial budget
parameters
including
government
allocations.
5. ADM District Planning 30/10/2014 IDP
Coordinating Practitioners
Forum
IGR

NOVEMBER-ANALYSIS PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. Presentation of the IDP Steering 06/11/2014 MM
Situational Analysis to the Committee
steering committee, meeting
Presentation of Municipal
Priorities from Ward level
2. ADM IDP/ Budget Rep 20/11/2014 Mayor, IDP
Forum Practitioners
3. Presentation of situational IGR Forum 21/11/2014 MM
analysis and Ward priorities
to IGR Forum

4. Presentation of the IDP/Budget Rep 25/11/2014 Mayor

 situational analysis and Forum
ward priorities
DECEMBER-STRATEGIES PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. Presentation of draft IDP/Budget 08/12/2014 MM
objectives, strategies and Steering
programs Committee
JANUARY-STRATEGIES PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. PMS Quarterly Reports Meetings 12-13/01/2015 MM
3. Refinement of Strategies, IDP Steering 15/01/2015 MM
Objectives and Programs Committee
4.  Consider audit Budget steering 26/01/2015 Mayor
report on financial Committee
statements &
prepare action and
identify areas that
need to be funded.
 Presentation of
SALGA upper limits.
FEBRUARY-STRATEGIES PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. Final presentations for IDP/Budget/PMS 09/02/2015 MM
Strategic Planning Steering
Committee
2. Reviewal of the strategies Strategic Sessions 10/02 – MM
and objectives, setting up 12/02/2015
new objectives and
strategies based on new
priorities
3. ADM District Planning 26/02/2015 IDP
Coordinating Practitioners
Forum
MARCH-PROJECTS PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. Alignment of Strategies, IDP/Budget/PMS 03/03/2015 MM
Objectives to project Steering
priorities Committee
ADM IGR Forum 09/03/2015 Strategic
2. Presentation of project Clusters 12/03/2015 KPA Champs
plans from Sector
Departments
3. Presentation of project IGR Forum 13/03/2015 MM
 plans from Sector
Departments
4. Presentation of draft IDP/Budget/PMS 17/03/2015 MM
revised IDP with broad Rep Forum
budget per cluster, draft
project lists and revised
sector plan
5. ADM IDP/ Budget Rep 18/03/2015 Mayor, IDP
Forum Practitioners
7. Presentation and approval Council Meeting 25/03/2015 Mayor
of the draft Budget/
IDP/SDBIP, Annual and
Oversight Reports to and by
Council
8. Advertising of the Draft IDP None 26 /03/2015 Strategic
and Budget, calling for
public comments

9. Public Comments Phase IDP/Budget 30/03/2015 - Mayor

Presentations of the IDP Roadshows
and Budget to the
communities
10. Submit draft IDP/SDBIP & None 31/03/2015 Strategic
Budget to MEC /Treasury/
ADM and any other
relevant office
APRIL-APPROVAL PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. Public Comments Phase IDP/Budget 30/03 – Mayor
presentation of the IDP to Roadshows 15/04/2015
the
communities
2. PMS Quarterly Reports Cluster Meetings 16 -17/04/2015 Cluster
Champs
3. Consider inputs from IDP/Budget/PMS 20/04/2015 MM
Roadshows for IDP Steering
Committee
4. ADM District Planning 28/04/2015 IDP
Coordination Practitioners
Forum
MAY-APPROVAL PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. Presentation of final Draft IDP Steering 05/05/2015 MM
IDP and Budget Committee
Meeting
2. Presentation of final Draft IGR Forum 06/05/2015 MM
IDP and Budget

3. Presentation of inputs and Clusters 07/05/2015 KPA Champs

action plan from
Roadshows & IGR
5. ADM IGR Forum 08/05/2015 Strategic
6. Presentation of the final IDP/Budget/PMS 13/05/2015 MM
draft IDP/Budget to rep Rep Forum
forum
7. ADM IDP/ Budget Rep 21/05/2015 Mayor, IDP
Forum Practitioners
8. Approval of Final Draft IDP Council Meeting 27/05/2015 Mayor
and Budget and SDBIP
JUNE-APPROVAL PHASE
ITEM. NO. ACTIVITIES NATURE OF THE DATE
MEETING
1. Submission of the Final None 01/06/2015 MM
IDP/SDBIP to MEC and
other relevant departments
2. Public notice on the None 09/06/2015 MM
adoption of the
IDP/Budget/SDBIP
3. Signing of MM and Section None 15/06/2015 MM, Mayor
56 Managers Performance
Agreements no later than
14 days after approval
4. ADM District 25/06/2015 IDP
Coordination Practitioners
Planning Forum
5. SDBIP submitted to None 30/06/2015 MM
Provincial Treasury & MEC
for COGTA, AG & ADM