AGENDA & MINUTES of a CORPORATE SERVICES & HUMAN … of the Speaker... · Following up on the...

AGENDA & MINUTES

of a

CORPORATE SERVICES & HUMAN RESOURCES COMMITTEE MEETING

held on

04-04-17

SOL PLAATJE MUNICIPALITY

Office of the Municipal Manager KIMBERLEY 22 March 2017

MEMBERS: Cllr F Kruger (Chairperson) Cllr B Francis Cllr P P Kwagile Cllr M Louw Cllr P M Mohapi Cllr B Springbok

NOTICE is hereby given that a CORPORATE SERVICES & HUMAN RESOURCES

COMMITTEE MEETING of the City Council will be held in the Council Chamber, Civic Offices,

Kimberley on TUESDAY, 4 APRIL 2017 at 11:30.

CLLR F KRUGER CHAIRPERSON

i

AGENDA AND MINUTES Corporate Services & Human Resources Index 04 April 2017

RES NO ITEM NO & HEADING PAGE ANNEXURE

A. APPLICATION FOR LEAVE 1

B. CONFIRMATION OF MINUTES 1

1. Corporate Services & HR:29.11.16

(CORP27/11/16-CORP30/11/16)

2. Corporate Services & HR: 31.01.17

(No quorum)

3. Corporate Services & HR: 28.02.17

(Cancelled)

C. PRESENTATION

Framework on Workmen Compensation 2 D. DIRECTORATE REPORTS

CORP01/04/16 1. CORP23/11/16:Reviewed/Draft Human Resources Policies & Procedures

3 1-9

CORP02/04/17 2. Human Resource Report: November 2016 & January 2017

3 1 - 51

CORP03/04/17 3. Injuries on Duty Report for the period November 2016 & January 2017

4 1 - 5

CORP04/04/17 4 Organisational Development Report: 24 November 2016 – 13 February 2017

6

CORP05/04/17 5 Organisational Development Report: 14 February 2017 – 10 March 2017

8

1

SOL PLAATJE MUNICIPALITY

AGENDA & MINUTES OF A CORPORATE SERVICES & HUMAN RESOURCES COMMITTEE MEETING HELD ON TUESDAY, 04 APRIL 2017 AT 11:30. PRESENT: Members:

Cllr F Kruger (Chairperson)

Cllr M Louw Cllr P M Mohapi Cllr B Springbok

Non-members: Cllr G P Kock Cllr S Doyle Cllr W J Boshoff Cllr F L Thulo

ED: Corporate Services (K R Sebolecwe), Manager: Human Resources (T Phuti), Manager: Organisational Development (M v Zyl), Manager: Risk Management (W L Wiese) and the Administrator: Committee Services (D Botha). A. APPLICATION FOR LEAVE

Cllr B Francis Cllr P P Kwagile

ABSENT WITHOUT LEAVE

None

B. CONFIRMATION OF MINUTES:

1. That the agenda and minutes of the Corporate Services & Human Resources Committee meeting held on 29 November 2016 be adopted and approved.

2. That the record of the Corporate Services & Human Resources Committee meeting held on 31 January 2017 be noted.

3. That the cancellation of the Corporate Services & Human Resources Committee meeting on 28 February 2017 be noted.

2 AGENDA AND MINUTES Corporate Services & Human Resources Committee Directorate: Corporate Services 04 April 2017 C. PRESENTATION

C. PRESENTATION Framework on Workmen Compensation Manager: Risk Management (W L Wiese) explained that an injury on duty occurs when an employee get injured while busy carrying out the official duties. If an employee gets injured during work hours but not whilst carrying out official duties, it does not qualify as an injury on duty and therefor cannot claim workmen compensation. In 1983 Sol Plaatje municipality rejected being part of the Workmen Compensation Fund as the premium was to expensive. Sol Plaatje must still adhere to the act and administor the claims through the Department of Labour. Sol Plaatje cannot rule on the outcome of any claim. The Workmen Compensation Commisioner will decide on the merrits of each case that Sol Plaatje submits. The procedures that needs to be followed in reporting an injury on duty is prescibed in the act.

3 AGENDA AND MINUTES Corporate Services & Human Resources Committee Directorate: Corporate Services 04 April 2017 D. DIRECTORATE REPORT

1. CORP23/11/16:Reviewed/Draft Human Resource Policies & Procedures

(M.A 1.11.16) TE Phuthi 18 October 2016

At the Corporate Services & HR committee meeting held on 1 November 2016 it was resolved per resolution CORP23/11/16:

That the item on study scheme is withdrawn pending the submission of the study leave policy in the next meeting for further discussion.

At the Corporate Services & HR committee meeting held on 29 November 2016 it was resolved per resolution CORP27/11/16:

That the Manager: Human Resources submits the Study Leave policy at the next meeting.

POLICY RECEIVED

Annexures ANNEXURE Study Policy for Employees p 1 - 9 CORP01/04/17: RESOLVED That the report be noted within the committee.

2. Human Resource Report: November 2016 – February 2017. T Phuthi 17 March 2017

Purpose The purpose of this item is to provide information to the Committee on the work executed by the Human Resource Section during the month of November 2016 – February 2017 Background None Annexure Description Human Resource Report:

ANNEXURE November 2016 – February 2017 p. 1 - 51 Motivation None Personnel Implications None Financial Implications


None

Legal Authority and Implications None

Consultation None Contact Person T Phuthi Acting Human Resource Manager Contact number: X 6353 At the Corporate Services & HR committee meeting held on 29 November 2016 it was resolved per resolution CORP28/11/16:

1. That the annexures on this report be submitted in a more summarized version in future.

2. That the Manager: Human Resources submits a comprehensive report on all vacant,

funded positions with job descriptions at the next meeting.

3. That the Manager: Human Resources presents the new organogram to the committee

at the next meeting.

FOR INFORMATION CORP02/04/17: RESOLVED TO RECOMMEND TO EXECUTIVE MAYOR: That the report be noted.

__________________________________________________________________________ 3. Report - Sol Plaatje - Injuries on duty for the period November ‘16 – February ‘17

(W Wiese) 17 March 2017

Purpose To submit November 2016 – February 2017 reports regarding injury on duty. Background In terms of the Occupational Health and Safety Act, Act 85 of 1993 and in terms of Section 24 of this Act, all injuries on duty defined by this Act must be reported to Department of Labour. Annexure Description Schedule of injuries sustained by employees for the period ANNEXURE November 2016 – February 2017. p. 1 - 5 Motivation That the committee take note of injuries on duty sustained in the workplace.


Personnel Implications Man- hours lost. Financial Implications November & December 2016 Vote No. : 2126 230 241 0 11I J1 ZZ 7E Amount Spend : R 24 206.78 (Current, including roll over) Budgeted : R 450 000.00 January 2017 Vote No. : 2126 230 241 0 11I J1 ZZ 7E Amount Spend : R 1 739.23 (Current, including roll over) Budgeted : R 450 000.00 February 2017 Vote No. : 2126 230 241 0 11I J1 ZZ 7E Amount Spend : R 15 619.97 (Current, including roll over) Budgeted : R 450 000.00 Legal Authority and Implications Legal Requirement. Consultation Department of Labour, Workman’s Compensation Commissioner and relevant service providers. Contact Person Mr. Wynand Wiese Manager: Risk Management Extension x 6860

FOR INFORMATION

CORP03/04/17: RESOLVED TO RECOMMEND TO EXECUTIVE MAYOR: That the report be noted.


4. Organisational Development Report: 24 November 2016 – 13 February 2017 M van Zyl 13 February 2017

Purpose The purpose of this item is to provide information to the Committee on the work executed by the Organisational Development Section during the period 24 November 2016 – 10 February 2017. Update on the Activities of this Unit 1. Training Progress for the period 161

Date Training Provider Learners December 5 - 6 WSP and ATR training (Upington) LGSETA 1 7 - 9 Middle Management (Coaching) iLimaLethu 15 January 1-31 AET at Community Development Colleges CDC 4 10 – 31 Drivers licence Sophia’s Driving 1 10 – 12 Basic Computing Internal 5 19 - 20 Middle Management (Coaching) iLimaLethu 15 23 – 25 Workplace Communication Internal 7 24 SAICE Assessment SAICE 6 25 – 26 SAICE Road to Registration for Mature Cand SAICE 6 27 Project Management Induction FS CUT 29 February 1 - 28 AET at Community Development Colleges CDC 4 2 Basic Computing Internal 1 6 Minute Taking Internal 8 6 – 7 Preliminary Incident Investigations NOSA 23 6 – 10 Miracles NOSA 7 11 Project Management (NQF 7) FS CUT 29 161

2. Training Planned

Date Training Provider Learners February 1 - 28 AET at Community Development Colleges CDC 4 13 – 15 CPMD Wits 14 Chlorine treatment Chlorochem 24 17 Induction Internal 1 20 Middle Management (Workshop) iLimaLethu 15 21 - 22 Middle Management (Coaching) iLimaLethu 15 23 Financial Literacy Seminar SALGA NC 27 – 3 Mar Peace Officer Molao Academy 12 MFMA

The reason for the limited figures provided above is because training is very much decentralized, this unit is dependent on other units providing this unit with training statistics.


3. Following up on the certificates of SALGA training for Councillors

Several requests have been made at this section regarding the arrival of the certificates following the SALGA Councillor Training in September. No progressive response has been received from SALGA at this stage.

4. Annual Training needs Analysis

Every organization is required to conduct a needs analysis of its employees and Councillors. A training plan is then to be developed and implemented to address these needs in order to equip the employees and Councillors to perform more effectively. This year we received needs from 12 Councillors.

5. Work integrated Learning This request remains high on the agenda. Work Integrated Learning spaces for learners are required for learners who are doing their 18 months for the TVET Colleges, PMI, CUT Practical (P1 and P2) and practical for apprenticeships. In two instances SLA’s are drafted with SANDF and PMI. Nyiko, through the Office of the Premier, have 100 posts for work integrated learners but we have still to meet and discuss the areas War on Leaks (Presidential Project) This project announced by the President in his SONA 2015 has experienced several teething problems. The Project Manager from National (Rand Water) was requested to come and meet to solve some of these matters. A meeting was held with the Municipal Manager on 5 September. Since then several matters have been resolved. A meeting was held on 9 February regarding Water agents and the Artisans for placement.

Phase 1: Intake 2015 16 Water Agents have received 5 months of on-the-job training since 1 June and end on 31 October 2016. Once again they shall be stationed here for 18 months (1 March 2017 – 31 August 2018). They shall rotate through various sections. Phase 2: Intake 2016 278 learners have dwindled to 255 of which 136 are water agents. Phase 3: Intake 2017 This has not been finalised but is said to only focus on Artisans.

Artisan Welder (SANDF) One welder is placed at the Workshop until the end of October 2017 to gain experiential learning. Tourism Learner One learner requires two months experiential learning. Disaster Management Learner (DRDLR) One learner requires 12 months experiential learning. Infrastructure Skills Development Programme Fifteen unemployed youth were employed in 2013 on contracts of three years for them to be developed and given workplace experience and courses in order to professionalise in the Built environment. We now have four remaining.

Motivation Report request for Executive Director. Personnel Implications None.


Financial Implications None. As per Service Level Agreement between Sol Plaatje Municipality and National Treasury for the roll-out of the Unemployed Graduates Programme. Legal Authority and Implications The Skills Development Act, 1998 (Act no. 97 of 1998) and amendments. The Division of Revenue Act, 2013 (Act no. 2 of 2013). Consultation Executive Director: Corporate Services; Executive Director: Infrastructure and Services; Project Management Unit Manager; Executive Director: Finances; Skills Development Facilitator. Contact Person M van Zyl Manager: Organisational Development Contact number: x6320

FOR INFORMATION

CORP04/04/17: RESOLVED TO RECOMMEND TO EXECUTIVE MAYOR: That the report be noted.

5. ORGANISATIONAL DEVELOPMENT REPORT: 14 FEBRUARY – 10 MARCH 2017 M van Zyl 10 March 2017

Purpose The purpose of this item is to provide information to the Committee on the work executed by the Organisational Development Section during the period 14 February – 10 March 2017. Update on the Activities of this Unit 6. Training Progress for the period 212

Date Training Provider Learners February 1 - 28 AET at Community Development Colleges CDC 4 reported 2 Basic Computing Internal 1 reported 6 Minute Taking Internal 7 reported


6 – 7 Preliminary Incident Investigations NOSA 20 reported 6 – 10 Miracles NOSA 6 reported 8 – 9 Basic Computer Training Internal 3 11 Project Management (NQF 7) FS CUT 28 reported 13 – 15 CPMD Wits 4 14 Chlorine treatment Chlorochem 17 17 Induction Internal 1 20 Middle Management (Workshop) iLimaLethu 15 21 - 22 Middle Management (Coaching) iLimaLethu 15 23 Financial Literacy Seminar SALGA NC 0 26 Project Management (NQF 7) FS CUT 29 150 March 1 - 31 AET at Community Development Colleges CDC 4 7 Basic Firefighting (Fire Extinguishers) Emerg Ser 13 9 Basic Firefighting (Fire Extinguishers) Emerg Ser 16 11 Project Management (NQF 7) FS CUT 29 62

7. Training Planned

Date Training Provider Learners March 13-17 First Aid (Level 3) Emerg Ser 20 Middle Management (Coaching) iLimaLethu 4 22 Middle Management (Workshop) iLimaLethu 15 22 Middle Management (Strategy progress session iLimaLethu 15 23 Basic Firefighting (Fire Extinguishers) Emerg Ser 23 Grow to Care Workshop (Frontline) iLimaLethu 25 23-24 Care and Growth Workshop (Supervisors) iLimaLethu 25 24 Grow to Care Workshop (Frontline) iLimaLethu 25 26 Project Management (NQF 7) FS CUT 29 27-28 Care and Growth Workshop (Supervisors) iLimaLethu 25 27-31 First Aid (Level 3) Emerg Ser 29-30 Care and Growth Workshop (Supervisors) iLimaLethu 25 31 Middle Management (Coaching) iLimaLethu 8 May 2-5 May Peace Officer Molao Acad 4

The reason for the limited figures provided above is because training is decentralized. This unit is dependent on other units providing this unit with training statistics.

8. Following up on the certificates of SALGA training for Councillors for Integrated Councillor

Induction Programme (ICIP)

Several requests have been made at this section regarding the arrival of the certificates following the SALGA Councillor Training in September 2016. Twenty-nine agreements were returned to Sol Plaatje as the Councillors had not signed the agreements. Only one Councillor is still being awaited to sign.

9. Fort Hare University Certificates and Diplomas for Councillors

Twenty-eight applications for the Certificate programme and two for the Diploma (Local Government Law and Administration) were submitted to Fort Hare through SALGA NC. Registration took place on 3 March 2017.


Fort Hare is now reneging on their agreement for the training to be held in Kimberley which has a huge financial cost to the municipality. The CFO requested that the first session be postponed to the third week of April. This information was given through.

10. Annual Training Needs Analysis

Every organization is required to conduct a needs analysis of its employees and Councillors. A training plan is then to be developed and implemented to address these needs in order to equip the employees and Councillors to perform more effectively. This year we received needs from 12 Councillors. Discretionary Grant requests are being developed for the LGSETA to assist with the Water and Waste Water Process Controllers training and the Councillor training with Fort Hare University.

11. Work integrated Learning This request remains high on the agenda. Work Integrated Learning spaces for learners are required for learners who are doing their 18 months for the TVET Colleges, PMI, CUT Practical (P1 and P2) and practical for apprenticeships. In two instances SLA’s are drafted with SANDF and PMI. Nyiko, through the Office of the Premier, have 100 posts for work integrated learners but we have still to meet and discuss the areas War on Leaks (Presidential Project) This project announced by the President in his SONA 2015 has experienced several teething problems. The Project Manager from National (Rand Water) was requested to come and meet to solve some of these matters. A meeting was held with the Municipal Manager on 5 September. Since then several matters have been resolved. A meeting was held on 9 February regarding Water agents and the Artisans for placement.

Phase 1: Intake 2015 16 Water Agents have received 5 months of on-the-job training since 1 June and end on 31 October 2016. Once again they shall be stationed here for 18 months (1 March 2017 – 31 August 2018). They shall rotate through various sections. As the agreement was not signed they shall only start on Tuesday, 14 March 2017. Phase 2: Intake 2016 278 learners have dwindled to 255 of which 136 are water agents. Phase 3: Intake 2017 This has not been finalised but is said to only focus on Artisans. Artisan Welder (SANDF) One welder is placed at the Workshop until the end of October 2017 to gain experiential learning. Tourism Learner One learner requires two months experiential learning. Disaster Management Learner (DRDLR) One learner requires 12 months experiential learning and has started 1 March 2017. The Contract has been signed. Infrastructure Skills Development Programme Fifteen unemployed youth were employed in 2013 on contracts of three years for them to be developed and given workplace experience and courses in order to professionalise in the Built environment. We now have four remaining. WIL with the Central University of Technology (Free State) The Council of the Built Environment is paying the stipends of 6 Electrical Engineering students to do their practical experiential learning. They should start from 1 April 2017 – 31 March 2018. Three Civil Engineering students are also to do their practical experiential learning with us.


Motivation Report request for Executive Director. Personnel Implications None. Financial Implications None. As per Service Level Agreement between Sol Plaatje Municipality and National Treasury for the roll-out of the Unemployed Graduates Programme. Legal Authority and Implications The Skills Development Act, 1998 (Act no. 97 of 1998) and amendments. The Division of Revenue Act, 2013 (Act no. 2 of 2013). Consultation Executive Director: Corporate Services; Executive Director: Infrastructure and Services; Project Management Unit Manager; Executive Director: Finances; Skills Development Facilitator. Contact Person M van Zyl Manager: Organisational Development Contact Number x 6320

FOR INFORMATION CORP05/04/17: RESOLVED TO RECOMMEND TO EXECUTIVE MAYOR: That the report be noted.


The meeting closed: 12:30 _____________________________ __________________ CHAIRPERSON DATE

CORPORATE SERVICES & HUMAN RESOURCES

04-04-17

ANNEXURES

PLEASE RETAIN ALL ANNEXURES FOR MAYORAL COMMITTEE AND COUNCIL

MEETINGS. COPIES WILL NOT BE RESUBMITTED


04-04-17

STUDY POLICY FOR EMPLOYEES

ANNEXURES p. 1 - 9


04-04-17

HUMAN RESOURCE REPORTS

ANNEXURE p. 1 - 51


04-04-17

RISK MANAGEMENT

ANNEXURE

p. 1 - 5


04-10-16

Minutes Local Labour Forum

ANNEXURES

February 2016 – p.1 - 9 April 2016 – p. 10 - 18

CORPORATE SERVICES &

HUMAN RESOURCES

04-10-16

Organisational Development

ANNEXURES

p 1 - 21

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