EASTERN CAPE DEPARTMENT OF SPORT RECREATION, ARTS

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EASTERN CAPEDEPARTMENT OF SPORT RECREATION, ARTS
CULTURETHIRD QUARTERLY REPORT 2009/10

• COMMUNITY LIBRARY CONDITIONAL GRANT
• 19 MAY 2010

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TABLE OF CONTENTS

• Trends in allocations
• Funding and Top Slicing for 2009/2010
• Projected Cash-flows and transfers
• 3rd Quarter Performance
• Achievements
• Reason for deviation and Remedial actions
• Monitoring capacity
• Constraints
• Conclusion

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TRENDS IN ALLOCATIONS
Economic Classification 2009/10 2010/11 2011/12
Compensation of Employees R10,505M R11,920M R12,920M
Goods and Services R27,961M R27, 444 R28,471M
Transfers and Subsidies R1M R1M R1M
Building and other fixed structures R10,213M R32, 211 32,211
Machinery and equipment R5,836M R6, 372 R6,372M
TOTAL R55,515M R77, 240M R80, 974M
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FUNDING AND TOP SLICING 2009/10
ACTIVITIES R '000

Books/Library Material 11,518
Staff/Staff Training 1,098
ICT Infrastructure (Cabling Data-line) 4,000
New Library Management system 3,680
ICT Operating Expenditure 1,000
Upgrading of Library infrastructure 10,213
Purchase of library containers 2,100
Security for Library Books and Staff 2,000
Literacy (Programme) 1,200
Special services provided (SALIB) 1,000
Maintenance of library facilities 4,000
Stakeholders Consultative Workshop 200
Building of new facility Mt Ayliff-Alfred Nzo District 3,000
Compensation of employees 10,505
Total 55,515
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PROJECTED CASHFLOWS AND TRANSFERS
Cash flow amount Transfers
April 3,886,050 11,674
May 3,886,050  
June 2,775,750  
July 2,220,600 13,894
August 4,996,350  
September 5,551,500  
October 4,441,200 19,999
November 7,216,950  
December 7,216,950  
January 3,886,050 9, 948
February 4,996,350  
March 4,441,200  
Total 55,515 55,515
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3rd Quarter Performance
Outputs Approved Budget Committed Actual expenditure Under or over expenditure
Compensation of employees 10,505,000 -  6, 821,000 3, 684,000
Provision of Library materials 11,518,000 870,865 9, 586, 526 542, 609
Upgrading of library infrastructure 10,213,000 2, 239,000 5, 714,000 2, 260,000
Provision of ICT Infrastructure 4,000,000 1,958,000 2,042,000 -
Training of library workers 1,098,000 42,000 412,000 644,000
Installation of security system 2,000,000 37,010 - 1,962,990
Library Management Information System 3,680,000 - 3,680,000 -
Literacy programme 1,200,000 10,889 158, 330.00 1,031,781
Purchase of ICT equipment 1,000,000 2,940 11,045 986,015
Special services provided 1,000,000 1,000,000 - -
Purchase of Library Containers 2,100,000 - - 2,100,000
Stakeholders Consultative Workshop 200,000 - 200,000 -
New Facilities built 3,000,000 - - 3,000,000
Maintenance of library facilities 4,000,000 134,000 1, 200,099 2,665,901
Admin. Costs 518,000 6,230 298,000 213,770
TOTAL 55,515 6,3000,934 30,123,000 19,091,066
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ACHIEVEMENTS

• A server that will link all libraries and the
  Provincial Office has been purchased and
  delivered, libraries that have been cabled will
  be connected to 79 Libraries in order to benefit
  from internet and e-mail.
• All library materials have been purchased and
  R5,714M has been paid, the remaining is awaiting
  delivery.
• 14 Libraries have been installed with CCTV
  security systems 2 libraries per district
  (Alfred Nzo Amathole Cacadu Chris Hani Nelson
  Mandela O.R. Tambo and Ukhahlamba.
• Eastern Cape has been identified to change from
  PALS library management system to BROCADE. An
  amount of R3,680m has since been paid to SITA for
  installation of this new system.
• 35 Libraries have been cabled and 20 have been
  installed with data-lines. The payment will be
  effected in January. These libraries will be able
  to benefit from internet and e-mail services.
• Contractors are working at all sites and there
  will be a saving which will complement the
  Mdantsane Library Project which was initiated by
  National Department.
• Tender for library tattle-tapes detection system
  has been advertised. The budget for the tender is
  R4M for twenty libraries.
• The Department is in partnership with South
  African Library for the Blind to provide services
  for partially blind people. A sum of R1M has been
  committed to assist in this project. The
  following libraries are going to benefit
  Cedarville (Alfred Nzo District) Stutterheim
  (Amathole District) Mlungisi (Chris Hani
  District) Graaf Reinet Humansdorp (Cacadu
  District) Mthatha Reference (O.R. Tambo
  District) and Aliwal North (uKhahlamba District).

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Reasons for deviation and remedial actions
REASONS FOR DEVIATIONS REMEDIAL ACTION
Building of new library in Mt Ayliff could not take off. There has been challenges in the capturing of infrastructure budget in the Department and this ended up not entered in the B3Treasury infrastructure document. This amount has since been re-directed to Mdantsane Library Project. The project was initiated by National Dept. of Arts Culture but due to compliance issues, it was transferred to our department. This project will continue in the next financial year.
There were delays in the appointment of twelve librarians due to renovations that were still taking place at the libraries where the librarians were going to be placed . Twelve librarians have since been employed, ten has already assumed their duties in December 2009 and two will start in January 2010.
Delays in the procurement of ICT equipment were due to renovations in the libraries. The Libraries that have been identified for ICT equipment has since been renovated and equipment will be procured in the next quarter.
The project of container libraries is still on hold because of challenges encountered in the previous financial years tender (2008/09). The matter is being addressed through Departmental Legal Advisers. The budget for Container Libraries has been re-directed to the payment of library security systems. The project will be resuscitated in the next financial year.
Literacy programme delayed to kick start due to challenges in the payment of stipend to trainers. Trainers have submitted required documentation and the project is going to continue.
The budget for maintenance of ICT library facilities has been earmarked for provision of data-lines at public libraries but there were delays in the implementation of the project by the Premiers Office and SITA. The project has since been implemented, data-lines have been installed in twenty libraries and payment will be effected in the fourth quarter.
There is still a lack of credible service providers for training of library workers. Local institutions have been approached for assistance in the training of proffessionals.
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Monitoring capacity

• The Administration of Conditional Grant is
  centralized. There is a project manager and core
  staff at head office that ensures that the
  project functions effectively and efficiently.
• The Department gets support from Local
  Municipalities on staff deployed in community
  libraries.
• The Department has a monitoring and evaluation
  component that is assisting in ensuring that
  projects are done according to plans.
• For ICT purposes, Conditional Grant has employed
  three network controllers that work together with
  SITA in all ICT projects.
• User and circulation statistics at community
  libraries are monitored by both Municipalities
  and Districts.

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Constraints

• SITA delays in the implementation of projects.
• Dept. of Public Works categorizes our projects
  as incubators.
• Constitutional arrangements for delivery of
  library services still remains a challenge.

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Conclusion

• On a straight line, the Department was supposed
  to be at 75. The actual expenditure is at 54
  and commitments and actual expenditure is
  presently at 66.
• It is with pleasure to inform the committee that
  the Department has managed to reach 91,1 by the
  closing of the financial year.

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THE END

• THANK YOU