Purpose

The Projects and Support Services Sub-Directorate provides project development and support to the Directorate as well as administration services, which include general administration support, financial services, and management services and support.  
 

Functions

The functions that are being performed by this silo can be summarised as follows:

• The leveraging and management of external funds.
• The provision of project support for capital development activities.
• The handling of financial, administration and budget activities.
• The provisioning of various administration matters including personnel matters and records.
• The provision of maintenance services.
• The production of various reports and statistical information.

2.1        The leveraging and management of external funds: 

This function is currently being fulfilled by Ms Amelia Buchner.  It entails:

• Prepare and submit funding applications
• National Treasury (NDPG), Comprehensive Infrastructure Plan (CIP), Municipal Infrastructure Grant (MIG), Thina Sinako  (Funding received to date:  NDPG:  R305m;  MIG:  R5m)
• Co-ordinate implementation
• Submit progress reports
• Manage relationship

2.1.1     Neighbourhood Development Partnership Grant (NDPG) Projects:

The status of the projects being funded by National Treasury in terms of the Neighbourhood Development Partnership Grant applications are as follows:

2.1.1.1  Njoli Square Redevelopment: 

Capital grant amount approved:  R121m (Zero spent to date)

Technical Assistance amount approved:  R1,6m (Zero spent to date, but the scheduled R600,000.00 will be claimed by March 2010.  The Metro has covered all costs thus far on Njoli Square).

The project comprises the development of a civic centre, supported by public transport, commercial (formal and informal) and tourism facilities in the heart of one of the oldest dormitory suburbs in Port Elizabeth.  The project is unique in that it embraces the following concepts:

§  It is the first major project within the NMBM that is aimed specifically at economic upliftment of previously marginalised dormitory suburbs;

§  It provides community facilities and municipal functions in the heart of the township;

§  It creates a major intermodal transport interchange (one of the three key interchanges in the city) within a mixed-use development corridor and supports the long-term public transport strategy of the city.  This will cater for the new recap minibus taxi’s, as well as unique new buses which are to start running along the Khulani Corridor (of which Njoli Square is a key node); and

§  It contributes to creating a dignified space within a previously marginalised community.

The anticipated total project cost is R195 million, which includes the cost associated with land acquisition. After more than five years of planning, negotiation and sourcing of funding, the project has now moved into the implementation stage.

Seventy six (76) privately owned properties are to be acquired to make way for this prestigious development.  The Municipality has been successful in completing purchase agreements for forty-nine (49) of these properties, with a further fifteen (15) properties in the process of finalizing transactions.  The remaining twelve (12) properties are in various stages of negotiation. This acquisition phase has taken much longer than anticipated! Demolition of the first thirteen (13) properties has been completed and the professional team is currently busy with preliminary design.  Construction is scheduled to commence in September 2010, after the embargo period on construction during Soccer World Cup.

2.1.1.2  Motherwell Urban Renewal Programme: -

Capital grant amount approved:  R29,15m (R4,54m spent to date)

Technical Assistance amount approved:  R1,6m (R818,703.00 spent to date)

Initially five sub-projects in Motherwell were identified for funding:  Tyinira Precinct Design, Cultural Arts Centre (CAC), Hawkers Facilities, upgrading of public transport facilities and the SMME Hive.  But National Treasury was of the opinion that these projects did not fully comply with their criteria of attracting private sector investment.

However, it should be noted that the Miners’ Forum has committed itself to a substantial contribution towards the SMME Hive.  The CAC is certainly another project where private contributions are real possibility.

In the meantime National Treasury has approved R4,54m for the Motherwell Thusong Service Centre from the capital grant allocation. This project, which will cost R46 mil. to complete, is progressing well according to plans and the NDPG contribution has been spent well.

At the Advice of National Treasury Mini-Business Plan are being prepared for the remaining R24.61 mil. and the R781,297 (TA), will only be released once the business plans have been approved.  These mini-business plans will be funded by Council and will identify viable capital projects in Motherwell that meet National Treasury’s funding criteria i.e. to attract private sector investment.

2.1.1.3  Red Location Precinct: 

Capital grant amount approved:  R25m (R6m spent to date and a R10m claim was submitted on 22 October 2009)

Technical Assistance amount approved:  No funding allocated.

This project is funding an Art Gallery specializing in local and “struggle” art and a library.  The library is incorporating:

·         A virtual library (computer terminals, not books);

·         A computer training facility, to enable people to learn how to use the virtual library;

·         Archive storage for the City’s historic and invaluable collection of books, documents, newspapers and maps of Port Elizabeth and Uitenhage.  This will include a reading room for scholars to use;

·         A display area, where the history of Port Elizabeth / Uitenhage can be shown through documents, maps, newspapers, etc.

The contractor moved onto site during June 2009 and the Art Gallery is roof height.  The relocation of the 44 families that were living on the library site has taken longer than anticipated, but they have all relocated and construction on the library has also commenced.  To date the contractor has spent R6m.  Construction of both buildings should be completed by August 2010.

2.1.1.4  Walmer – Fountain Road Upgrade:   

Capital Grant amount approved:	Full amount	R52 million
Capital Grant amount transferred	2009/2010  financial year	R3.1 million
Capital Grant spent	2009/2010  financial year	R1 million
Technical Assistance Grant amount approved	Full amount	R1.5million
Technical Assistance Grant – Spent to date.		R600 000

This project is located in Gqebera Township. It can be best described as a “focused urban renewal” project.  It consists of a number of sub-projects ordered along the strip or corridor that Fountain Road forms between Heugh Road, Walmer and the Advice Centre at the southern end of Fountain Road. The sub-projects include the following:

·         Community Park to south of  Advice Centre

·         Pedestrian Improvements along Fountain Road

·         Upgrading of existing Advice Centre

·         Construction of new Youth Centre (Multi-Purpose Hall) between Heugh Road and Railway line

·         SMME facilities

·         Taxi Facilities

The project will provide not only for the construction of the above projects but also for:

·         Planning for Higher density housing

·         Land Assembly for Higher density Housing

·         Planning for Retail Development

·         Land Assembly for retail development

R3,1m has been transferred by National Treasury to the Metro for the construction of a Community Park.  The contractor for the park has been appointed and moved onto site on 27 October 2009. The project is running well and is due for completion be the end of February 2010.

The next sub-project that is being designed and that will be implemented is the Pedestrian Improvement along Fountain Road. This project has been put out to tender and it is expected that a contractor will be on site by March 2010.

Council approved the business plan for the entire project during April 2009. National Treasury has approved the business plan (January 2010) allowing for the following tasks to now proceed: 

Pedestrian Upgrade	Design and Construction	2010
Advice Centre	Design	2010
	Construction	2011
Youth Centre	Design	2010
	Construction	2011

2.1.1.5  Helenvale Upgrade: 

Capital grant amount approved:  R71m (Zero spent to date)

Technical Assistance amount approved:  R5m  (R0,4m spent to date)

The funding for this project is being used to prepare a business plan, construct a multi purpose centre, upgrade sidewalks and develop community parks.  No capital grant funding has been claimed as National Treasury first needs to approve the Business plan for all these projects prior to funds being transferred to the Metro.

A Project Manager to co-ordinate the implementation of NDPG funds has been appointed.  The LSDP (Local Spatial Development Plan) for Helenvale has been completed.  This will guide future development in Helenvale. Housing and Land Directorate will submit the LSDF to Council for approval.  The business plan for the sidewalks was approved by National Treasury during September 2009. The tender for the construction of the sidewalks will be advertised in November 2009. It is expected that the contractor will be on site by February 2010.  The business plan for the balance of the capital grant was approved by National Treasury during January 2010.  Preliminary designs have been completed for the business plan and now detailed designs can commence, followed by the tendering process and implementation. 

2.1.2     Municipal Infrastructure Grant (MIG) Funding

During the previous financial year R930 000.00 was received from MIG for the restoration of the Despatch Brickfields Chimney.  This chimney has been in existence since 1899 and is one of the oldest and most remarkable landmarks in South Africa.  The restoration was completed, but funding was needed to upgrade the access road, erect proper signage and pave the area around the chimney so that it becomes an attractive tourist attraction.    An application was submitted to MIG and funding to the value of R2 049 000.00 has been approved for Phase 2.  Consulting Engineers, Ivo Huisman and Associates has been appointed to implement the project.

2.1.3     Multi Purpose Centres

There are five Multi Purpose Centre projects in the Recreational and Culture sub-directorate which assistance is being given in terms of identifying the land, obtaining the necessary approvals and sourcing additional funding. 

The status of the 5 centres are as follows:

Wells Estate:    The Contractor moved onto site on 27 July 2009.  The contract period will be 14 months.  The contract value is R14,7m. Practical completion is estimated to be 27 October 2010.  At this stage approximately 50% of the work is complete and the contractor is performing well.

Govan Mbeki:  The proposed site is Erf 17349, Govan Mbeki, and it is zoned Business 1.  The site is 1,1 ha which is big enough to accommodate the entire footprint of the MPC.  The Contractor should move onto site during April 2010.  The contract period will be 16 months.  The contract value is R16,5m

Soweto-on-Sea:  The multi purpose centre will be developed on Erf 59714 in Mbanga Street, Soweto-on-Sea.  Provincial Department of Housing Local Government and Traditional Affairs is funding this centre and is also overseeing the construction.  The tender was advertised in the local newspapers on 18 September 2009 and the tenders closed on 8 October 2009.  The Metro is part of the adjudication process.

Chatty:  A site has been identified in the Chatty area that is part of the Zanemvula Project.  A working relationship is being established with the Premiers Office to combine the multi purpose centre and the thusong centre.  A funding application was submitted in December 2008 to Provincial Department of Housing Local Government and Traditional Affairs for funding.  An indication has been given by Province that the outcome of the application will be known later this year.

Khayamnandi, Despatch:  MIG has made R2,9m available for this project.  Consultation with the Ward Councillor and the community is underway to identify a suitable site.

2.1.4     Science Centre

A Science and Technology Centre is being implemented in the old Railway repairs & manufacturing workshop erected in 1876.  The building is worthy of conservation and well suited for this development.  The Science and Technology Centre will be an interactive science center to enhance the awareness of youth towards the fascination of Science and Technology.  It will be the first science and technology centre in the Eastern Cape.  It is anticipated that the centre will open to the public during September 2010.

2.2    The provision of project support for capital development activities: 

The Development Silo is responsible for the following activities within the Directorate:

• Implementation of Capital Budgets for the Sports, Recreational and Culture and Beaches sub-directorates
• Planning, Organising and control of the execution of Projects
• Preparation of Tenders:  Specification, Evaluation, Adjudication

• Managing of the appointed Contractors
• Liaising with all appointed Consultants
• Attending all progress Project meetings
• Financial Management of all Projects

2.3    The handling of financial, administration and budget activities: 

Designing and implementing internal controls:  Analyzing the prevailing control environment within the directorate and preparing appropriate internal controls in order to protect the resources of the directorate against potential threats.  Conducting stock takings, and attendance to asset management procedures.

Coordinate relations with the office of the auditor general:  Attend the audit steering committee meetings and furnish the office of the auditor general with all the required information in order to ensure that the Municipality obtains a favourable audit opinion from the aforementioned office.  Ensuring adherence to the audit recommendations and findings of the auditor general.

Payment processing:  Capture payments on the NMBM GLS system.  Making follow-ups on payments processed.

Monitoring budget expenditure:  Observing the NMBM GLS system for payments made and resolving any discrepancies and occurrences of over-expenditure.  Processing budget viriments.

The Directorates Capital budget for the current financial year is R103,5m, the Levies Budget is R159m and the Operating Budget is R354.2m.

2.4   The provisioning of various administration matters including personnel matters and records:  

The Economic Development Tourism and Agriculture Standing Committee of Council takes decisions at their meetings and these decisions must be perused and actioned.   This section is responsible to inform people of these decisions and to make sure it is implemented or executed.

This Section is responsible for Evaluating the adequacy of current policies and SLA’s and assessing commenting on the need for change and alignment.

Monitoring the adequacy of current procedures, systems and controls iro administrative support functions and drafting recommendations is also performed in this Section.

Risk Management is overseen by this Section and includes inter alia:  Vehicle Log Sheets, Attendance Registers, Office Accommodation, Stationery, Telephone / Fax / Copiers, Occupational Health and Safety, Computers, Pool Vehicles, etc.

Maintaining Operational Effectiveness involves the monitoring of capability of the registry and records facilities to accommodate the receipting, storage, retrieval and circulation processes iro information, correspondence and documentation containing resolutions, decisions, actions and queries. 

This Section co-ordinates the various resources to facilitate the translation of documentation, reports and policies.  It also ensures that all office furniture and equipment are functional and properly maintained.  That stationery store supplies are efficiently controlled.

When it comes to Human Resource Functions this Section consider Staffing Levels and preparing motivations, participate in the Recruitment and Selection Process – approving minimum design and specifications for inclusion into the job advertisement and evaluating applicant’s suitability through the analysis of the selected short listed CV’s and Interviews. 

• Other functions include: Appraisals, Counseling and consulting with personnel on developmental goals, career paths and short-term targets and standards. Training interventions – Skills Development Plan / Forum (Representing this Directorate on the SD & EE Forum), Corrective HR policies iro overtime, leave, abuse etc. (HR Policies and Procedures and Codes of Good Practice iro the Employment Legislation), Operational Functions:  Written communication iro the General Public, Local, Provincial and other State Departments, Convening various Stakeholder meetings 
• Compilation of progress reports also to the Standing Committee’s (Economic Development and Recreational Services x 2), IDP, SDBIP, ADBS, LED Forum and other stakeholder meetings 
• Preparing and following-up on Mayoral resolution implementations 
• Liaising with relevant officials, councilors and Directorates on various EDRS matters 
• Representing and making presentations ex officio on relevant public structures 
• Serving on and / or attending meetings of committees and work and study groups dealing with matters related to the Directorate 
• Attending to special ad hoc assignments as requested by the Director or ED.

 2.5   The provision of maintenance services: 

This Silo is responsible to do maintenance on:

• 18 Sports facilities & care takers cottages
• 20 swimming pool facilities
• Indoor Sports Centres
• Beaches

 2.6        The production of various reports and statistical information:

Any information that must be supplied to Budget and Treasury, the IDP Office, reports on projects, request for statically information, etc is included in this responsibility.  The urgency of providing requested info is vital to maintain a professional image of the Directorate and the Municipality.