MIG - Municipal Infrastructure Grant. MIG Operational... · Department of Provincial and Local...

Department of Provincial and Local Government

Final - MIG Guideline Document - 17 June 04

MMIIGG -- MMuunniicciippaall IInnffrraassttrruuccttuurree GGrraanntt

GGUUIIDDEELLIINNEE DDOOCCUUMMEENNTT –– NNAATTIIOONNAALL MMIIGG MMAANNAAGGEEMMEENNTT UUNNIITT

PPRROOGGRRAAMMMMEE MMAANNAAGGEEMMEENNTT PPRROOCCEESSSSEESS AANNDD PPRROOCCEEDDUURREESS

FFiinnaall –– 1177 JJuunnee 22000044



CONTENTS

1. INTRODUCTION...................................................................................................................... 5

2. PRINCIPLES AND OBJECTIVES OF THE MUNICIPAL INFRASTRUCTURE GRANT........ 5 2.1 KEY PRINCIPLES .......................................................................................................... 5 2.2 MIG GRANT OBJECTIVES ............................................................................................ 7

3. INSTITUTIONAL ARRANGEMENTS...................................................................................... 7 3.1 AT MUNICIPAL SPHERE – THE DEVOLUTION OF RESPONSIBILITY TO THE LOWEST LEVEL...................................................................................................................... 7 3.2 AT PROVINCIAL SPHERE............................................................................................. 8 3.3 RESPONSIBILITY MATRIX............................................................................................ 8

4. CONDITIONS APPLIED TO THE MIG.................................................................................. 18 4.1 PRINCIPLES RELATING TO THE SETTING OF CONDITIONS ................................. 18

4.1.1 Division of Revenue Act.................................................................................. 18 4.1.2 Cross-cutting conditions.................................................................................. 18 4.1.3 Sector specific conditions ............................................................................... 20

5. COMMUNICATION FLOW AND CONTROL PROCEDURES .............................................. 21 5.1 INTERACTION ............................................................................................................. 21

5.1.1 Interaction between the National MIG Management Unit, Provincial MIG Management Unit, PMUs and Municipalities .................................................. 21

5.1.2 Interaction between PMU, Municipality and project consultant/s.................... 21 5.2 MEETINGS ................................................................................................................... 22

5.2.1 Progress Meetings .......................................................................................... 22 5.2.2 Quarterly Workshops (2 to 3 days) ................................................................. 23 5.2.3 Ad-hoc Meetings / Site Visits .......................................................................... 23

6. GENERIC REPORTING MECHANISMS, FORMATS AND PROCEDURES........................ 24 6.1 DIVISION OF REVENUE ACT – MONTHLY REPORTING.......................................... 24

6.1.1 Recipient Municipalities .................................................................................. 25 6.1.2 PMUs .............................................................................................................. 25 6.1.3 Provincial MIG Management Unit ................................................................... 25 6.1.4 National MIG Management Unit...................................................................... 26 6.1.5 dplg – Chief Financial Officer.......................................................................... 26

6.2 MONTHLY PROGRESS REPORT............................................................................... 27 6.2.1 Recipient Municipalities .................................................................................. 27 6.2.2 PMU................................................................................................................ 28 6.2.3 Provincial MIG Management Unit ................................................................... 28 6.2.4 National MIG Management Unit...................................................................... 28

6.3 KPI REPORT ................................................................................................................ 29 6.4 QUARTERLY REPORT................................................................................................ 30 6.5 ANNUAL REPORT ....................................................................................................... 30



7. MIG NATIONAL FUND ADMINISTRATION SYSTEM.......................................................... 30

7.1 PROVINCIAL PROJECT MANAGEMENT CAPACITY................................................. 31 7.2 MUNICIPAL INFRASTRUCTURE GRANT (MIG)......................................................... 32

7.2.1 Recipient Municipalities .................................................................................. 32 7.2.2 PMUs .............................................................................................................. 32 7.2.3 Provincial MIG Management Unit ................................................................... 33 7.2.4 National MIG Management Unit...................................................................... 33

7.3 RE-ALLOCATION OF MIG FUNDS.............................................................................. 34

8. MIG MANAGEMENT INFORMATION SYSTEM (MIS) ........................................................ 35 8.1 PRELIMINARY PHASE ................................................................................................ 35

8.1.1 Project Registration Form ............................................................................... 35 8.2 PRE-IMPLEMENTATION PHASE (DESIGN & TENDER)............................................ 37

8.2.1 Register consultant ......................................................................................... 37 8.2.2 Request for payment (Design phase) ............................................................. 37

8.3 IMPLEMENTATION PHASE (CONSTRUCTION) ........................................................ 37 8.3.1 Register contractor.......................................................................................... 37 8.3.2 Request for Payment (Construction phase).................................................... 37 8.3.3 Physical Completion Report............................................................................ 37 8.3.4 Request for Payment (Retention) ................................................................... 37

9. GENERAL FILING AND BACKUP PROCEDURES ............................................................. 38 9.1 BACKUPS..................................................................................................................... 38 9.2 PROJECT FILES .......................................................................................................... 38 9.3 MINUTES...................................................................................................................... 39 9.4 REPORTS .................................................................................................................... 39 9.5 FINANCIAL ADMINISTRATION SYSTEM.................................................................... 39

9.5.1 Request for Draw downs................................................................................. 39 9.5.2 Proof of Expenditure (1084’s) ......................................................................... 39

9.6 SERVICE LEVEL AGREEMENTS................................................................................ 39

10. APPENDICES........................................................................................................................ 40 10.1 APPENDIX A – DORA (FRAMEWORKS) .................................................................... 40 10.2 APPENDIX B – MINUTES ............................................................................................ 40 10.3 APPENDIX C – REPORTS........................................................................................... 40 10.4 APPENDIX D – NATIONAL FUND ADMINISTRATION SYSTEM................................ 40 10.5 APPENDIX E – DRAFT MIS PROJECT FORMS ......................................................... 40



ABBREVIATIONS The following abbreviations are used throughout this document. BAS : Basic Accounting System DME : Department of Minerals and Energy DoH : Department of Housing DORA : Division of Revenue Act DoT : Department of Transport DPLG : Department of Provincial and Local Government DPW : Department of Public Works DWAF : Department of Water Affairs and Forestry EMM : Executive Manager MIG EPWP : Expanded Public Works Programme GIS : Geographical Information System IDP : Integrated Development Plan IIF : Infrastructure Investment Framework IT : Information Technology KPIs : Key Performance Indicators LGCB : Local Government Capacity Building Grant LIC : Labour Intensive Construction MIIF : Municipal Infrastructure Investment Framework MIS : Management Information System MITT : Municipal Infrastructure Task Team NQF : National Qualification Framework (CETA) O&M : Operation and Maintenance PMITT : Provincial Municipal Infrastructure Task Team PMM : Provincial Manager MIG PMMU : Provincial MIG Management Unit PMU : Project Management Unit SMF : Senior Manager Finance SMIF : Special Municipal Infrastructure Fund SMM : Senior Manager MIG SMME : Small, Medium and Micro Enterprises



1. INTRODUCTION

The purpose of this guideline document is to create conformity and to regulate the MIG programme management procedures. The national MIG management unit’s main responsibility is the administration of MIG funds and therefore will have to implement the following management procedures across all spheres of government: • Communication, documentation and information flows generic to all sectors and

departmental policies • Generic reporting mechanism, formats and procedures • MIG national fund administration system • MIG management information system (MIS). The Planning process of Municipal Infrastructure Investment is not covered in this document as planning is addressed at a Macro level by the MIIF and Micro level by municipalities (IDPs). This document is a working / live document and will be updated as and when the environment / conditions changes.

2. PRINCIPLES AND OBJECTIVES OF THE MUNICIPAL INFRASTRUCTURE GRANT

2.1 KEY PRINCIPLES

The Municipal Infrastructure Grant will complement the introduction of the equitable share for local government, although it will not be provided unconditionally to municipalities. The key principles underpinning the design of the MIG are outlined below: a) Focus on infrastructure required for a basic level of service: The MIG

programme is aimed at providing only basic infrastructure. b) Targeting the poor: The programme is aimed at providing services to the poor and

funds will therefore be targeted to reach them. c) Maximising economic benefits: The programme will be managed to ensure that

the local economic spin-offs through providing infrastructure are maximised. This includes employment creation and the development of enterprises.



d) Equity in the allocation and use of funds: The mechanism for distributing funds

must provide for equitable access to such funds by the poor in order to make uniform progress in closing the infrastructure gap.

e) Decentralisation of spending authority within national standards: Decisions

relating to the prioritisation of municipal infrastructure spending, such as the identification, selection and approval of projects, are best undertaken at municipal level, with the following provisions: • the operating finance and management arrangements must be in place; • a degree of national and provincial influence over capital spending, expressed

through clear norms, standards and spending conditions must be retained; and • unintended consequences should be limited: the grant must promote sound

management practices, not the reverse. f) Efficient use of funds: Funding must be used to provide the greatest possible

improvement in access to basic services at the lowest possible cost. This implies the following: • There should be an appropriate selection of service levels. • Incentives and conditions must ensure that other funds are mixed with grant

funds to minimise leakage to non-eligible households and service levels. • The mechanism to disburse funds should be simple and easy to monitor, and

the outcomes of municipal spending should be easy to evaluate. g) Reinforcing local, provincial and national development objectives: This implies

the following: • The funding mechanism must be consistent with the planning processes of

local, provincial and national government. • Nodal municipalities associated with the Urban Renewal Strategy and the

Integrated Sustainable Rural Development Programme must receive proportionally greater allocations of funding.

• Spatial integration must be promoted. • The emphasis placed on the selection of appropriate service levels. • The formula should promote appropriate municipal performance relative to

policy objectives. h) Predictability and transparency: Funds should be provided to individual

municipalities on a three-year basis, consistent with medium term budgeting practice, with minimal in-year changes and with year to year changes based only on clearly defined conditions. It is also essential for municipalities and other stakeholders to easily understand how the funds are distributed.



2.2 MIG GRANT OBJECTIVES

National government provides infrastructure subsidies to ensure that all households have access to a basic level of infrastructure services. The benefits of this intervention are well known, particularly in relation to the public good characteristics of many municipal services.

In the context of the principles outlined above, the key objectives of the Municipal Infrastructure Grant are to:

a) fully subsidise the capital costs of providing basic services to poor households:

this implies that priority must be given to meeting the basic infrastructure needs of poor households, through the provision of appropriate bulk, connector and internal infrastructure in key services;

b) distribute funding for municipal infrastructure in an equitable, transparent and

efficient manner, which supports a co-ordinated approach to local development and maximises developmental outcomes;

c) assist in enhancing the developmental capacity of municipalities, through

supporting multi-year planning and budgeting systems; and d) provide a mechanism for the co-ordinated pursuit of national policy priorities

with regard to basic municipal infrastructure programmes, while avoiding the duplication and inefficiency associated with sectorally fragmented grants.

3. INSTITUTIONAL ARRANGEMENTS

3.1 AT MUNICIPAL SPHERE – THE DEVOLUTION OF RESPONSIBILITY TO THE LOWEST LEVEL The MIG is a conditional grant to municipalities, and thus the management of the grant at municipal level must occur within the planning, budgeting, financial management and operational arrangements in this sphere. Effective management and utilisation of capital funding, falls within the responsibility of the municipal manager. Government, through the MIG programme, will therefore assist municipalities in the development of appropriate capital programme management capacity, typically achieved through the establishment of project management units (PMUs) within municipalities. PMUs will be accountable to the council and management structure of the municipality in which they are established. However, they will be supported and monitored by the national and provincial MIG units.



Effective area-based, service sector and project planning is central to the success of a municipality’s infrastructure investment programme. The MIG programme promotes the creation of an enabling environment through the devolution of responsibility to the lowest possible level and has two dimensions: • devolution of the project management function, which implies the establishment of a

PMU within a municipality to ensure that there is ‘sufficient capacity’ to undertake the function.

• devolution of responsibility for control of the funds, with associated accounting responsibility and the requirement to contract with consultants and contractors, with the associated legal implications.

Considering a district or region as a whole the establishment of a PMU must represent the most efficient arrangement possible, in order to best serve the needs of all communities.

3.2 AT PROVINCIAL SPHERE All national departments and their provincial counterparts retain their policy making and regulatory functions which cover the full range of municipal activity: governance, administration, planning, projects and operations. Furthermore, the departments and provinces retain their constitutional right to intervene directly in the affairs of municipalities. (Reference: Constitution of RSA Act 108 of 1996) Within the context of the MIG strategies, the provincial departments, through the provincial MIG management units, will continue to hold responsibility for supporting and developing appropriate municipal planning capabilities. The MIG programme will integrate with these sectoral planning initiatives through ensuring that: • The MIG programme is properly integrated with municipal IDPs; • Planning for regional scale infrastructure is guided by provincial government, working

in conjunction with the municipalities and their PMUs; • The municipal PMUs are supported in their function of overseeing project feasibility

studies within the municipalities they serve, as part of the municipal planning process. The following matrix details the specific roles, functions and responsibilities of each sphere of government.

3.3 RESPONSIBILITY MATRIX The role and responsibilities of the various role-players are as follows:



MUNICIPAL SPHERE – Including Project Management Units (PMU)

Outputs Activities Indicators

Financial Management:

• The PMU is responsible for the administration and financial management of MIG funds, within the municipal and national

accounting systems for infrastructure projects of the municipality and any other municipalities where the PMU has been delegated this authority.

• The PMU is responsible for the compliance of all conditions contained in the Division of Revenue Act framework (DORA) relating to all funding mechanisms.

• The PMU is directly responsible for the reconciliation and timely submission of all DORA reporting and adhoc reporting as and when required.

• Final compilation of monthly, quarterly, bi-annual and annual reports to the MIG Manager • Monitor the consolidated cash flow performance reports on each projects and on the regional programme collectively • Verify and reconcile quarterly transfers from National to the DMs and LMs • Audit and administer the monthly claims and expenditure

• DORA reports • Municipal financial reports

Project Identification and Prioritisation

• The co-ordination of the project identification and prioritisation process for municipalities served by the PMU, whilst ensuring

proper integration of the respective IIF’s and IDP’s with the appropriate input from the various other government line function departments to ensure synchronised service delivery.

• Ensure that municipalities have the resources to operate and maintain the project throughout the project lifecycle. • Ensure that municipalities budget for the capital replacement or rehabilitation costs thereafter. • The feasibility process necessitates that due consideration be given to the feasibility of the project in terms of:

o Provincial and regional growth strategies o Integrated regional-level infrastructure planning and technical feasibility of the projects. o Infrastructure backlog studies. o Labour Intensive Projects (EPWP Guidelines for labour intensive construction).

• IDP • Sector Plans • Provincial / Regional

Infrastructure investment plans • Backlog studies • Contribution to Labour

Intensive Projects (EPWP)

Special Municipal Infrastructure Fund

• The co-ordination of SMIF project applications; in support of innovation in the provision of infrastructure • Also in terms of cost effective regional-level infrastructure solutions involving a number of municipalities.

• SMIF Business Plans • Regional Infrastructure

Investment plan • Technical studies supporting

innovation

Programme / Project Management:

The PMU will be responsible for the management of the local infrastructure programme (municipal scale) as well as physical project implementation activities while ensuring that: • all projects meet overall planning objectives and specific key performance indicators as determined by the MIG Unit. • the co-ordination of regular progress meetings at local level and representation at the national progress meetings. • the associated project management administrative functions from project registration, evaluation through to final project

completion reports. • Project manage the labour-intensive projects in line withy the EPWP framework and the related reporting requirements • Conduct site-visits / meetings to ensure compliance to the Project Registration form and the Letter of Acceptance. • Manage cash flows and committed project expenditure

• Minutes of meetings • Site visit reports • Labour Intensive reports • Cash flow reports





Monitoring Database:

• The PMU will be responsible for the (IT) management of the monitoring database and the preparation of all necessary reports

to municipal and the relevant provincial and national departments. • Generation of Registration forms/ Business plans / Feasibility studies • Data capture, updating and replication of all data and KPIs

• National MIG Information System

(MIS)

Administration / Contract Administration

• The co-ordination of SMIF project applications; in support of innovation in the provision of infrastructure • Also in terms of cost effective regional-level infrastructure solutions involving a number of municipalities. • Audit compliance of legal conditions, required from the different spheres and sectors of Government • Maintenance of site visit reports, OH&S register

• Contract Documentation for

consulting engineers and contractors

• MOAs etc

Other Capital Works Funding

• Capital works funded from other sources will be included within the competence of the PMU. • Labour Intensive Projects (EPWP) – Encourage the use of the EPWP Guidelines for labour intensive construction.

• The PMU will be responsible for the co-ordination of project-based capacity building and developmental initiatives. • This capacity building component of MIG is only concerned with projects and the arrangements relating to the effective delivery

of municipal infrastructure and will be targeted in the following manner:

Scale of Initiative Type of Activity Key Features

Project Implementation

Capacity building is associated with improving the ability of communities to become involved with the project planning and construction of projects. With regard to the latter the focus is on labour-based construction and small contractor development

Project Level

Operational

Under this category the project includes an undertaking to train the future services provider (or operator) to operate the infrastructure. Typically this would involve community-based organisations but it may also be aimed at municipal staff. In some cases the obligation to support services providers may extend for up to three years. Such costs may be included under project costs.

Programme Management

The focus of the national effort under the national MIG office will be on building the capacity of project management units (PMUs) to ensure that they can fulfil their functions.

Project –based Capacity Building

Programme level) Municipal Scale

Project Implementation

There may be a local motivation to establish programme scale initiatives, which could include district scale labour-based construction programmes, particularly for roads. Such initiatives typically have a strong capacity building element.

• Capacity Building Plans • Community awareness

campaigns. • SMME Learnerships

• Worker training during

employment • Employment exist strategies • Training Programmes • Municipal Partnerships (SMME) • Community Based Partnerships

• Community Based Partnerships





Operation and Planned Maintenance

• Municipal Infrastructure Investment Planning together with Integrated Development Planning is necessary for long-term

financial sustainability of municipal assets. In support of this, it is critical that municipalities have planned maintenance programmes for their assets on one hand and the resources and capacity on the other.

• It is the responsibility of the PMU to ensure that the municipality has the resources to fulfil the operations and maintenance obligations for all capital projects. The PMU will assist wherever possible with regard to the planning and implementation of the O&M programmes, directly or indirectly.

• Operation and Planned

Maintenance Programme • Updated asset registers

(GIS based)

GIS

• The GIS functions would be based at the provincial offices. The PMU’s is expected to make use of these facilities

especially during the project planning / feasibility phases, the O&M planning and the development of asset registers etc. This facility will be transferred to Municipalities over time.

• GIS database • Asset registers

Project Monitoring and Evaluation

• Socio-economic impact assessments detailing how the MIG programme has impacted on the communities and

municipalities in terms of; skills development, community involvement, employment creation, training, municipal partnerships, local economic development and how the lives of the communities have improved.

• Facilitation of backlog studies and environmental impact assessments of projects when necessary.

• Impact Assessment Reports • Backlog studies • Monthly Reports

Community Liaison / Development / communications

• It is critical to the success of the programme that there is the appropriate communication and liaison with the community in

respect of project planning and implementation to ensure buy-in and long term sustainability of the projects in terms of the community understanding the need to pay for services as well as the development of community-based partnerships for the purposes of O&M as discussed above under the point project-based capacity building.

• Facilitate community liaison linkages to ensure full community participation at all stages of a project’s life cycle. • Develop and implement a communication strategy in line with provincial and national objectives • Press releases • Co-ordinate opening and hand over ceremonies • MIG orientation workshops etc • Prepare and develop MIG capacity building business plan in alignment with the municipal LGCBG business plan. • Co-ordinate the project-based capacity building in terms of: • job creation, with the focus on introducing labour-based construction methodology and the development of SMMEs where

technically feasible. • the development community-based partnerships for the operation and maintenance of the infrastructure. • Monitor and report on implemented capacity building initiatives.

• Community liaison checklists • Training schedules



PROVINCIAL SPHERE – Provincial MIG Management Unit (PMMU)


1 Planning / Developmental Initiatives

Establishment of MIG structures:

• Develop Provincial MIG Management Business Plan • Setup / establish Provincial MIG Management unit • Support and facilitate the establishment of the municipal Project Management Units (PMU)

Infrastructure Investment Planning: • Ensure that municipal IDPs combine to form a viable development framework across the province, and are vertically integrated with

the Provincial Growth and Development Strategy • Support the determination of municipal backlogs and the provision GIS systems to support the planning process • Ensure that IDPs give priority to the basic needs of communities and promote the social and economic development of communities • Ensure through the IDP process - the prioritization of residential infrastructure for water, sanitation, electricity, refuse removal, streets,

housing connector, and other municipal infrastructure like roads, in line with any MIG or sector policies established before the start of the municipal financial year

• Support and monitor municipalities to prepare and implement Water Services Development Plans (WSDP’s) – in cooperation with DWAF

• Ensure proper co-ordination between all municipal infrastructure programmes within the respective province • Build capacity of municipalities to ensure the development of a three-year capital plan linked to its IDP and budget - approval by the

municipal council required no later than 30 June 2004.

Asset Management: • Build capacity of municipalities to ensure the development of a sustainable operational and maintenance programme for the three

years and beyond – the cost of which is reflected within the approved three-year capital plan budget. • Build capacity of municipalities to ensure the development of a sustainable operational and maintenance programme of existing

infrastructure for water, sanitation, electricity and other infrastructure – and associated budget. • GIS systems support for the development of an efficient and sustainable asset management programme.

Local Economic Development / Capacity Building: • Support the establishment of municipal service partnerships through the MIG programme • Facilitate the implementation of labour-intensive methods in accordance with the EPWP Guidelines for labour intensive construction

and the SETA Learnership Programme. • Approval of municipal capacity building business plans, which must include community based partnerships etc.

• Minutes of meetings • Evaluation reports of IDPs • Three year capital plan

(Municipal) • Provincial Growth and

Development Strategy • Partnership agreements

2

Facilitation with other Provincial Sector Departments. Liaison with National Departments:

• Establishment of Provincial Municipal Infrastructure Task Team (PMITT) • All sector departments participate within scope of the Provincial Municipal Infrastructure Task Team (PMITT) • Establishment of Provincial Municipal Infrastructure Technical Task Team (MIT3) • Coordination between all sector departments • Scheduled Meetings

o Regular progress meetings with PMUs (chaired by PMU manager) o Report back monthly meetings with the representative of the National MIG Unit, Provincial MIG Manager (PMM), the PMU

managers and Sector departments • Quarterly workshops with the representative of the National MIG Unit.

• Minutes of meetings





3 Monitoring and Evaluation

Central the role of provinces is the building of institutional capacity of the municipalities to ensure the effective delivery of municipal infrastructure. Financial management:

• Provincial treasuries must monitor municipal capital budgets, and the reporting on expenditure, while each provincial sector department will be expected to fulfill sectoral monitoring role.

• Monitoring the financial status of municipalities through Project Viability • Monitor compliance with DORA framework

Performance: • Projects registered only when in compliance with MIG criteria. • Progress meetings with PMUs in terms of cash flows, KPIs, etc • Monitor programme performance reports (DORA reports, MIG monthly reports, MIG quarterly reports, labour intensive

reports, O&M reports) which would include some of the following indicators: o Monthly cashflow performance management o Achievement of MIG KPIs. o Achievement of LIC KPIs. o Bi-annual reports o O&M budgetary constraints

• Monitor ‘M’ factor - Monitor performance of municipalities in terms of; expenditure, the DORA framework and compliance to grant conditions

• Progress on removal of backlogs Administration / Legal Compliance: • Legal agreement compliance by implementing control mechanisms and guidelines

o Procurement procedures o MOA conditions in alignment with grant conditions

• Update and maintain national data information system (PerForm Developer) at provincial level Extended functions: • Ensure adherence to the labour-intensive construction methods in terms of the Expanded Public Works Programme

(EPWP) guidelines agreed between Department of Public Works, National Treasury and SALGA, for at least low-volume roads, sidewalks, storm-water drainage, trenching etc.

• Ensure that Labour Intensive Projects (EPWP) can be distinguished from non- Labour Intensive Projects (EPWP). • Monitor capacity constraints/ gaps • Monitor the outputs of the municipal operation and maintenance programmes • Monitor the adherence of Occupational Health and Safety plans • Project implementation progress monitoring with site meetings • Register of site visit reports

• Project viability audit reports • Minutes of meetings,

Progress reports • Performance monthly reports • Site visit reports • EPWP report • O&M reports • OH&S plans / audits • Site visit reports





4 Communication

• MIG awareness campaigns at municipal level, orientation workshops, technical workshops etc • MIG brochures, handouts newsletters etc • Media Implementation awareness articles, press releases etc • Maintain a photographic data base of projects and events • Input for MIG website

• Media material • Website

5

Capacity Building / technical support /

• Promoting the development of local government capacity to enable municipalities to perform their MIG function. • Facilitate the building of institutional capacity in terms of:

o Project management o Infrastructure investment planning o Financial management of capital budgets o Procurement procedures (Compliance with CIDB registration conditions) o Legal / contractual o OH&S requirements o Labour-Intensive design and methodology o Asset Management o MIS data base - operation and maintenance o MIG administration and reporting systems o Impact assessments

• Provide GIS systems support to the planning process as well as the in the development of an efficient and sustainable asset management programme.

• Facilitate the development of municipal Occupational Health and Safety plans not only in terms of project implementation but also with respect to operation and maintenance procedures.

• Training schedules • GIS database • OH&S reports

7

Intervention

All national departments and their provincial counterparts retain their policy making and regulatory functions which cover thefull range of municipal activity: governance, administration, planning, projects and operations. Furthermore, the departmentsand provinces retain their constitutional rights to intervene directly in the affairs of municipalities.

The Municipal Systems Act also states the following: The MEC for local government in a province must establishmechanisms, processes and procedures in terms of s 155 (6) of the Constitution to: • Monitor municipalities in the province in managing their own affairs, exercising their powers and performing their

functions • Monitor the development of local government capacity in the province. • Assess the support needed by municipalities to strengthen their capacity to manage their own affairs, exercise their

powers and perform their functions. With the above in mind, intervention would be required in the following circumstances: • Non performance of municipalities in terms of expenditure (‘M’ factor) • Non-compliance with MIG conditions and crosscutting conditions as detailed in section 8 of MIG policy framework • Non-compliance: project scope, mismanagement, misappropriation of funds, improper procurement procedures, with

reporting requirements etc

Reference: The Constitution of the Republic of South Africa. Section 139, section 154 (1), section 155 (6) and section 155 (7). Reference was also made to the Municipal Systems Act - section 105 (1)(a) and section 105 (1) (b)&(c)



NATIONAL SPHERE


DEPARTMENT OF PROVINCIAL AND LOCAL GOVERNMENT

Overarching DPLG outputs

• Exercises financial accountability for the MIG programme. • Administration of grant transfers. • Setting up of the restructured MITT, chairing the MITT and its technical committee (MIT3) and providing them with the

secretariat function. • Setting up the MIG Unit • Compile an annual report to parliament on the MIG programme. • Monitor performance in respect of generic conditions. • Responsible for monitoring the cross-cutting conditions

NATIONAL MIG MANAGEMENT UNIT

Primary Functions

Administering the use of MIG funds (ensuring that the funds are properly allocated and spent on appropriate projects). This activity relates only to the way projects are implemented and implies that national and provincial government departments retain their normal responsibilities for policy, regulation and capacity building relating to municipal governance, administration, planning and operations activities. Functions include the following: • Implementing policy relating to infrastructure delivery; • Setting up a the MIG national fund administration system, including monitoring arrangements; • Ensuring the establishment of project management units in selected municipalities • Operating the national MIG information system; • Monitoring the use of MIG funds; • Auditing the local programmes to ensure compliance; • Ensuring that evaluation of local programmes takes place; and • Preparing reports to MITT and to provincial and national government departments.

MUNICIPAL INFRASTRUCTURE TASK TEAM (MITT)

Overall Functions:

All national departments and their provincial counterparts retain their policy making and regulatory functions which cover thefull range of municipal activity: governance, administration, planning, projects and operations. Furthermore, the departmentsand provinces retain their constitutional rights to intervene directly in the affairs of municipalities. However, the importance ofco-ordinating such activity, with the objective of creating a common approach to local government, is recognised. TheMunicipal Infrastructure Task Team (MITT) has therefore been established and assigned these co-ordinating functions. The MITT will have the following overall functions: • To review municipal infrastructure policy to ensure efficiency, effectiveness and consistency in the delivery of

infrastructure by municipalities; • To monitor progress and unblock any challenges that may emerge in the delivery of services; and • To make decisions on the above.




Policy Reviews

• Reflect and review municipal infrastructure policy as and when required; • Review emerging developments emanating from other programmes and process which have direct bearing on municipal

infrastructure delivery e.g. the restructuring of electricity distribution industry; • Review sector service delivery targets; • Promote financial, technical, social and environmental sustainability; • Make policy proposals to Cabinet; • Monitor sector service delivery impact; • Agree on regulations, where required; • Propose scaling down or broadening the scope of service delivery levels, where required; and • Ensure the fulfilment of commitments emanating from the decisions of the Cabinet Makgotla, Clusters and Local

Government MinMec.

TECHNICAL MITT (MIT3)

Overall Functions

The MITT will be supported by the technical MITT, which is referred to as MIT3. This will be formed from the same departments as the MITT, with representatives at Chief Director level or their mandated alternates. SALGA and the national MIG programme manager will also serve on the team. The MIT3 will report directly to the MITT and will have the following responsibilities: • Ensure that the MITT agenda focuses on the sectoral priorities; • Determine sectoral priorities, which are linked, to Departmental objectives; • Facilitate implementation of the Municipal Infrastructure Grant (MIG) policy; • Promote financial, technical, social and environmental sustainability of municipal services through infrastructure

programmes. • Monitor and ensure implementation of MIG; • Assess and monitor the progress made by Departments in implementing the decisions taken at the MITT meetings; • Ensure that sufficient information needed for a decision is collected; • Oversee the implementation of the pilot projects; • Facilitate the establishment of the MIG unit; • Coordinate the implementation of the MIG; • Draft policy amendments and other expert advise to the MITT; • Coordinate the reviews of the MIIF document; • Oversee the work of Working Committees • Commission studies on infrastructure. • Coordinate impact studies on the MIG. • Review and correct blockages in process. • Ensure proper co-ordination between sector departments. • Review regular reports from municipalities and PMU’s. • Recommend policy changes to the DG/higher committee. • Review Sector reports.



OTHER NATIONAL DEPARTMENTS


National Treasury (NT)

• Administers legislation that has implications for the MIG programme, notably DORA. • Incorporation of MIG conditions and transfers into DORA. • Ensure that municipalities observe and operate within the macroeconomic framework driven by national • government.

Department of Water Affairs and Forestry (DWAF)

• Policymaking, including the setting of norms and standards for water services infrastructure. • Planning oversight (regional and water service development plans). • Monitoring of water sector related conditions and progress in meeting targets. • Initiating intervention related to water services activities.

Department of Public Works (DPW)

• Coordinate the Expanded Public Works Programme • Set criteria related to poverty alleviation and employment generation. • Advise municipalities on intensive labour-based processes, systems, techniques and approaches. • Liaise with municipalities on procurement reforms. • Monitor performance in relation to employment generation, labour based technology and SMME involvement.

Department of Minerals and Energy (DME)

• DME's responsibilities will relate initially to policy development. Once the Integrated National Electrification Programme

(INEP), has been incorporated into the MIG programme it will undertake similar responsibilities to those identified for DWAF.

Department of Transport (DoT)

• Policy relating to municipal roads and municipal transport. • Monitoring of the performance of municipalities in the provision of roads and compliance with conditions applicable to this

sector. • Ensuring that funds allocated to transport infrastructure are properly spent.

Department of Housing (DoH)

• Coordination of policy and planning of housing development and the provision of infrastructure through the MIG programme. • Synchronisation between the MIG programme and the Housing Fund.

Department of Labour (DoL)

Training of workers on Labour Intensive Projects (EPWP).

Department of Sport and Recreation South Africa (DSRSA)

• Policy relating to sports and recreation. • Ensuring that MIG funds are properly applied to building associated infrastructure. • Monitor conditions applicable to this sector.



4. CONDITIONS APPLIED TO THE MIG

The MIG is a conditional grant. The formula is intended to allocate funding in accordance with government’s policy priorities. The utilisation of this funding in accordance with these policy priorities and objectives is a function of the conditions imposed on its use by beneficiary municipalities.

4.1 PRINCIPLES RELATING TO THE SETTING OF CONDITIONS

Conditions will be applied to ensure that municipalities appropriately address the objectives and parameters of this policy statement. The conditions seek to avoid placing an undue burden of compliance on municipalities. Therefore, the number of conditions must not be excessive and it must be possible to easily measure performance in relation to the conditions. The following conditions will be applicable on the MIG Programme: • Division of Revenue Act • Cross-cutting conditions • Sector specific conditions

4.1.1 Division of Revenue Act

Refer to the Division of Revenue Act (Act no. 5 of 2004). (Government Gazette No. 26222 dated 31 March 2004, No. 26220 dated 1 April 2004 and No. 26230 dated 1 April 2004). See Appendix A for the following Conditional Grant Frameworks: • Provincial Project Management Capacity for MIG • Municipal Infrastructure Grant (MIG).

4.1.2 Cross-cutting conditions

The following conditions (Section 8.2 of the MIG policy framework document, Concise version – final dated 5 February 2004) are set as the founding conditions for the MIG programme, which may be varied from time to time by the MITT. The PMU must ensure compliance with these conditions: a) Conformity with IDPs: No MIG funds may be spent outside the framework of a

municipality’s pre-existing Integrated Development Plan and its approved budget. The IDPs should be based on the provision of a basic package of services to the poor, appropriate services levels, financial sustainability and the existence of adequate organisational capacity.



b) Limitation on operational spending: The MIG grant can only be used for capital investment and cannot be used to finance operating expenditure other than the prescribed percentage permitted for the operation of a project management unit in applicable municipalities.

c) Restrictions on eligibility: Spending of MIG funds is restricted to those categories of infrastructure, beneficiaries and levels of service identified in Section 5 of the MIG Policy Document. To ensure that eligibility requirements are met a cap on capital spending per household will be set and specific requirements may be set for the amount of spending on particular types of infrastructure.

d) Adequate attention to rehabilitation: The municipality must invest an appropriate proportion of the funds on rehabilitating existing infrastructure.

e) Pledging of funds to secure loan finance: No ‘pledging’ (the assigning of capital grant funds to be used to pay off a loan to a particular lending organisation) may be undertaken with MIG funds.

f) Achievement of specified basic service coverage targets: the attainment of pre-agreed basic service coverage targets in specific sectors (water and sanitation, for example) to be achieved by a particular municipality over a three-year period, based on their current position. Once established, non-compliance with these targets will cause a negative performance evaluation on the M component of the formula.

g) Poverty alleviation: It is important for the economic spin-offs of infrastructure delivery to be maximised. This relates primarily to temporary and permanent job creation arising for municipal infrastructure investments. This condition will be associated with national government’s 'Expanded Public Works Programme' (EPWP). The gender provisions of this programme must be adhered to.

h) Reporting: The recipient municipality has prepared and submitted all monthly reports on grant utilisation in a prescribed format by a specified time.

i) MIG funds to be allocated in municipal budget: All MIG funds to be spent in any year must be allocated to specific projects, which must be identified in municipal budgets.

j) Registration of MIG projects (otherwise referred to as project feasibility study): All projects to be funded with MIG funds, wholly or partially, must have a project registration form which conforms with requirements to be established for the MIG programme and which must be registered on the national MIG database before the award of contracts for construction commences.



4.1.3 Sector specific conditions

Each sector department (DWAF, DME, DoT and DSRSA) may establish further conditions specific to their sectors. Such conditions will be included at the discretion of the Municipal Infrastructure Task Team.

4.1.3(a) Department of Public Works

To adhere to the labour-intensive construction methods in terms of the Expanded Public Works Programme (EPWP) guidelines agreed between Department of Public Works, National Treasury and SALGA, for at least low-volume roads, sidewalks, storm-water drainage, trenching etc.

4.1.3(b) Department of Water Affairs and Forestry

(a) The funding is only to be used for the Basic Water Services component of the

projects. Basic water services in this case means Basic Water Supply Facilities

and/or Basic Sanitation Facilities as defined in the Strategic Framework for Water

Services, approved by Cabinet September 2003.

(b) Projects to be funded must be within the Water Services Development Plan (WSDP)

as the Sector Component of the Integrated Development Plan (IDP).

(c) Projects to be funded must be proven to be viable, feasible, acceptable and

sustainable based on a proper feasibility study.

(d) To ensure sustainable operation and maintenance of the proposed infrastructure the

operating, finance and management arrangements must be in place and committed.

(If acceptable to the other sectors, this could be a crosscutting condition).

(e) Projects must be implemented in line with the policies as set by the Strategic

Framework for Water Services and the legal requirements of the Water Services Act

(Act 108 of 1997) as well as the National Water Act (Act 36 of 1998).

4.1.3(c) Department of Transport

The development of road infrastructure to poor households that would create access to

trade, local economic development and essential services and to promote road safety.



5. COMMUNICATION FLOW AND CONTROL PROCEDURES

Overall, control of the MIG programme can only be exercised effectively if procedures and proper communication lines are followed:

5.1 INTERACTION 5.1.1 Interaction between the National MIG Management Unit, Provincial MIG

Management Unit, PMUs and Municipalities • All communication from the National MIG Management Unit will be via the Provincial

MIG Management Units as indicated on the Institutional Management flowchart.

P M U e s t a b l i s h e d a t D M w i t h a p p r o p r i a t e c a p a c i t y

N M U p r o v id e s G u id a n c e a n d m e n t o r s h ip t o P M U / M u n ic ip a l s t r u c t u r e s a t M o n t h ly P r o v in c ia l m e e t in g s

D S & RD S & RD P L GD P L G D P WD P WD W A FD W A F D o TD o T L G E l e c .L G E l e c .

M I T TM I T T

N a t io n a l M a n a g e m e n t U n i t r e p o r t in g t o D ir e c t o r s w i t h in C D


R e p r e s e n t a t i v e S e c t o r D e p a r t m e n t s

M I T 3M I T 3S e c t o r C o n d i t i o n s

M ig M UM ig M U

P o l i c y a n d R e g u l a t i o n s

D o HD o H D N TD N T E S K O M.

E S K O M.

E a s t e r n C a p eE a s t e r n C a p e F r e e S t a t eF r e e S t a t eL i m p o p oL i m p o p oK w a Z u l uK w a Z u lu M p u m a l a n g aM p u m a la n g a

G a u t e n gG a u t e n g W e s t e r n C a p eW e s t e r n C a p eN o r t h e r n C a p eN o r t h e r n C a p e

M I G M a n a g e m e n tM I G M a n a g e m e n t

P M I T TP M I T T

N o r t h W e s tN o r t h W e s t

P M U e s t a b l i s h e d a t L M w i t h a p p r o p r i a t e

c a p a c i t y

P M UP M U

L ML M D MD M L ML M L ML ML ML M

P M UP M U

L o c a l G o v e r n m e n t :L o c a l G o v e r n m e n t :

R e g io n a l a n d P r o v in c ia l G r o w t h S t r a t e g ie s

M IG P o l ic y & G u id e l in e s R e g io n a l G r o w t h S t r a t e g ie s

M I G G u i d e l i n e s a n d P o l i c y

C A B I N E TC A B I N E T

P M U e s t a b l i s h e d a t D M w i t h a p p r o p r i a t e c a p a c i t y

N M U p r o v id e s G u id a n c e a n d m e n t o r s h ip t o P M U / M u n ic ip a l s t r u c t u r e s a t M o n t h ly P r o v in c ia l m e e t in g s

D S & RD S & RD P L GD P L G D P WD P WD W A FD W A F D o TD o T L G E l e c .L G E l e c .

M I T TM I T T



R e p r e s e n t a t i v e S e c t o r D e p a r t m e n t s

M I T 3M I T 3S e c t o r C o n d i t i o n s

M ig M UM ig M U

P o l i c y a n d R e g u l a t i o n s

D o HD o H D N TD N T E S K O M.

E S K O M.

E a s t e r n C a p eE a s t e r n C a p e F r e e S t a t eF r e e S t a t eL i m p o p oL i m p o p oK w a Z u l uK w a Z u lu M p u m a l a n g aM p u m a la n g a

G a u t e n gG a u t e n g W e s t e r n C a p eW e s t e r n C a p eN o r t h e r n C a p eN o r t h e r n C a p e

M I G M a n a g e m e n tM I G M a n a g e m e n t

P M I T TP M I T T

N o r t h W e s tN o r t h W e s t

P M U e s t a b l i s h e d a t L M w i t h a p p r o p r i a t e

c a p a c i t y

P M UP M U

L ML M D MD M L ML M L ML ML ML M

P M UP M U

L o c a l G o v e r n m e n t :L o c a l G o v e r n m e n t :

R e g io n a l a n d P r o v in c ia l G r o w t h S t r a t e g ie s

M IG P o l ic y & G u id e l in e s R e g io n a l G r o w t h S t r a t e g ie s

M I G G u i d e l i n e s a n d P o l i c y

C A B I N E TC A B I N E T

• The National MIG Management Unit can only communicate directly with the Municipalities on financial matters (disbursement of funds, etc), with a copy of the summary of the discussion submitted to the Provincial MIG Management Unit and relevant PMU.

5.1.2 Interaction between PMU, Municipality and project consultant/s

The PMU and project consultant/s will communicate to each other via the Municipality.



5.2 MEETINGS In order for the National MIG Management Unit to conduct its primary and overall functions (refer to Item 4.3 – Responsibilities matrix) and to monitor the compliance of crosscutting and sector specific conditions as well as progress, the following meetings are envisaged:

5.2.1 Progress Meetings This meeting will be between the National and Provincial MIG Management Units as well as the PMUs. Chairperson : To alternate between the four Senior Managers (dplg) Co-ordinator : Senior Manager MIG Intervals : Monthly

Dates : Meeting schedule to be provided by National MIG Management Unit

Venue : Provincial MIG Management Unit’s offices

Attendance : National MIG Management Unit (four Senior Managers), Provincial MIG Management Unit and relevant PMUs.

Purpose : To monitor: • overall progress (financial, project implementation) • compliance of MIG conditions • achievement of specified KPIs • the establishment of PMUs • Labour intensive projects • Nodal municipalities • Special Municipal Infrastructure Fund (SMIF) • Infrastructure categories and funding elements • Three-year development plans (submission & compliance) To discuss: • project registrations, MIS and IT related matters • administrative matters • auditing requirements • policy issues • financial matters • communication • reporting formats/requirements • problems experienced and possible solutions / suggestions

Agenda : See appendix B for an example of a draft Agenda. The National MIG Management Unit will be responsible to compile, finalize and distribute the minutes of the monthly meetings within 7 working days after the date of the meeting to all relevant parties. The progress meeting’s agenda must be distributed to all the relevant parties at least 7 working days before the meeting.



5.2.2 Quarterly Workshops (2 to 3 days)

Chairperson : To alternate between four Senior Managers Co-ordinator : National Senior Manager MIG Intervals : Quarterly

Dates : Meeting schedule to be provided by National MIG Management Unit

Venue : To be determined (alternating between nine provinces)

Attendance :

National MIG Management Unit (Senior Managers) and nine (9) Provincial MIG Management Units. Representatives of Sector Departments could be invited on an ad-hoc basis by the Executive Manager MIG.

Purpose : • Report on progress during previous 3 months • Report on “best practices” / labour intensive projects • Strategic planning between all role-players • Provincial feedback on issues/matters that could hamper

the implementation of the programme • Discuss new innovation projects • Information, transformation and way forward • Presentations by private/public sector specialist on key

issues • Team building exercise.

Agenda : See appendix B for an example of a draft Agenda. The National MIG Management Unit will be responsible to compile, finalize and distribute the minutes of the quarterly workshop within 22 working days after the date of the workshop to all relevant parties. The quarterly workshop’s agenda must be distributed to all relevant parties at least 14 working days before the workshop.

5.2.3 Ad-hoc Meetings / Site Visits These meetings will be conducted by the National MIG Management Unit (Senior Manager MIG), in conjunction with the Provincial MIG Management Unit’s members, to obtain grass-root level information on specific projects and/or to intervene/resolve problem areas at PMUs, Municipalities and/or projects. The site visits conducted by representatives of the National MIG Management Unit, will be based on the information as listed on the Site Visit Report compiled by the PMUs on a monthly basis. (See Appendix C : Monthly Report, Site visits).



6. GENERIC REPORTING MECHANISMS, FORMATS AND PROCEDURES

The reports must be submitted as listed in the table below in order to achieve the required milestone dates.

Municipalities to PMU PMU to PMMU PMMU to

NMMU NMMU to EMMEMM to

dplg: CFO / Financial Dept.

dplg: CFO to Treasury

dplg to Sector Departments

Monthly progress report 3rd 6th 10th 20th

KPI report 3rd 6th 10th 20th 25th

DORA 3rd 6th 10th 16th 18th 20th

Draw downs 3rd 6th 10th 12th 15th

Milestone dates per month

Note: The KPI Report must be submitted on a quarterly basis therefore the dates above is relevant to the month in which the report is due.

6.1 DIVISION OF REVENUE ACT – MONTHLY REPORTING

The duties of the transferring national officer (dplg – Chief Financial Officer) and receiving officers (municipal managers of recipient municipalities) are clearly stipulated in the Division of Revenue Act No. 5 of 2004, Government Gazette No. 26222 (Chapter 4). See Appendix C for the pro-forma DORA reports as prescribed by the National Treasury. The monthly DORA report would reflect on the following items: • the amount of funds transferred / received by a municipality • the amount of funds delayed or withheld from any municipality and the reasons for

such a delay or withholding • the actual expenditure incurred by the municipality in respect of its allocation • the extent of compliance by a municipality with the conditions of an allocation and the

Division of Revenue Act • an explanation for any material (supplier) problems experienced or variations effected

by a municipality and a summary of the steps taken to deal with such problems or the effect of such variations

• such other issues as the National Treasury may determine. The procedures and timeframes for the submission of the monthly DORA reports for the various spheres of government are as follows:



6.1.1 Recipient Municipalities The municipal manager of the recipient municipality shall check and sign-off the monthly DORA report and submit the updated electronic format (Excel spreadsheet) and a signed hard copy of the DORA report to the relevant PMU no later than the 3rd of each month.

6.1.2 PMUs The PMU will verify and reconcile the monthly DORA reports received from the municipal managers. Any discrepancies, errors and/or queries must immediately be forwarded to the municipal manager/s for rectification/clarification. A consolidated PMU DORA report will be compiled by the PMU and submitted to the PMU manager for approval. Any discrepancies, errors and/or queries must immediately be forwarded to the Municipal managers for rectification/clarification. The PMU manager shall submit the updated electronic format (Excel spreadsheet) and a signed hard copy of the DORA report to the Provincial MIG Management Unit no later than the 6th of each month.

6.1.3 Provincial MIG Management Unit The Provincial MIG Management Unit will verify and reconcile the monthly DORA reports received from the various PMUs in the province. Any discrepancies, errors and/or queries must immediately be forwarded to the PMU manager/s for rectification/clarification. A consolidated provincial DORA report will be compiled by the Provincial MIG Management Unit and submitted to the PMM for approval. The PMM shall submit the updated electronic format (Excel spreadsheet) and a signed hard copy of the DORA report to the National MIG Management Unit no later than the 10th of each month. The PMM must also ensure that an updated electronic format (Excel spreadsheet) and a signed hard copy of the DORA report for the provincial project management capacity for MIG be submitted to the National MIG Management Unit later than the 10th of each month.



6.1.4 National MIG Management Unit The National MIG Management Unit will verify and reconcile the monthly DORA reports received from the nine (9) Provincial MIG Management Units. The monthly DORA reports would be evaluated and verified utilising the following documentation / information: • Provincial DORA and monthly progress reports (current and previous month) • dplg’s BAS system report.

Any discrepancies, errors and/or queries must immediately be forwarded to the Provincial MIG managers for rectification/clarification. A consolidated national DORA report will be compiled by the National MIG Management Unit and submitted to the Senior Manager MIG (SMM) and Senior Manager Finance (SMF) for approval. The SMF shall submit an updated electronic format (Excel spreadsheet) and a signed hard copy of the following DORA reports to the EMM no later than the 17th of each month: • Municipal Infrastructure Grant (MIG) • Provincial project management capacity for MIG The EMM shall submit the electronic format (Excel spreadsheet) and a signed copy of the consolidated national DORA reports to the dplg – Chief Financial Officer no later than the 18th of each month.

6.1.5 dplg – Chief Financial Officer The dplg – Chief Financial Officer shall submit the updated electronic format (Excel spreadsheet) and a signed hard copy of the following DORA reports to National Treasury no later than the 20th of each month: • Municipal Infrastructure Grant (MIG) • Provincial project management capacity for MIG.



6.2 MONTHLY PROGRESS REPORT The National MIG Management Unit must compile and submit a comprehensive monthly progress report to the Executive Manager MIG (EMM) no later than the 20th of each month. (See Appendix C for the contents of a draft monthly progress report). The Monthly Progress Report will reflect on the following issues: Section 1 : Executive Summary • Introduction

• Financial status • Project implementation status • Programme evaluation - Nodal Municipalities - Labour intensive projects - Special Municipal Infrastructure Fund (SMIF) • Problem areas and remedial action plans by the

National and Provincial MIG Management Units.

Section 2 : Detailed Reports • Schedule of work • Status of Programme (National perspective) - Project status - Financial status • National cashflow • Provincial cashflows • PMU cashflows

Section 3 : Site visit Reports

Section 3 : Contact Details The Monthly Report format and contents must still be finalised. The procedures and timeframes for the submission of the Monthly Progress Report for the various spheres of government are as follows:

6.2.1 Recipient Municipalities The municipal manager must obtain the completed relevant MIS project forms from the project consultants (see appendix E for example of draft MIS project forms) and submit a signed hard copy of the documentation to the PMU no later than the 3rd of each month.



6.2.2 PMU The PMU must obtain all the updated MIS project forms from the municipalities and capture the information on the MIS. The PMU manager must evaluate and verify the completeness/correctness of data / information (financial and KPIs) captured on the MIS. Any discrepancies, errors and / or queries must immediately be forwarded to the Municipal Manager for rectification / clarification. A consolidated PMU monthly report must be printed from the MIS and a copy, signed by the relevant Municipal manager / authority, will be submitted to the Provincial MIG Management Unit no later than the 6th of each month.

6.2.3 Provincial MIG Management Unit The Provincial MIG Management Unit will generate a consolidated provincial monthly report from the MIS. The Provincial MIG Management Unit must evaluate and verify this report with the following: • Monthly report received from the PMUs • Previous consolidated provincial monthly report • Previous DORA report received from the PMUs • Previous consolidated DORA report. Any discrepancies, errors and / or queries must immediately be forwarded to the PMUs for rectification / clarification. Once the Provincial Manager MIG has approved the consolidated provincial monthly report, the National MIG Management Unit must be notified by no later than the 10th of each month.

6.2.4 National MIG Management Unit The National MIG Management Unit must generate the consolidated national monthly report from the MIS once the Provincial Manager MIG has approved the consolidated provincial monthly report. The National MIG Management Unit must evaluate and verify this report with the following: • Previous consolidated national monthly report • Previous consolidated national DORA report • The departmental BAS system



Any discrepancies, errors and / or queries must immediately be forwarded to the Provincial MIG Management Unit for rectification / clarification. The National MIG Management Unit must finalise and submit the report to the EMM for approval no later than the 20th of each month. Once the report has been approved by the EMM the departmental website will be updated with the relevant report.

6.3 KPI REPORT The National MIG Management Unit must compile and submit a KPI report to the EMM on a quarterly basis. (See Appendix C for the contents of a KPI Report). The KPI Report will reflect on the following: Section 1 : Assessment of MIG KPIs • Summary

• Funds allocated to infrastructure categories and funding elements

• Implementation in nodal areas • Total financial contributions • Employment opportunities

- Women - Youth - Disabled

• Number of persons employed • Person days of employment • Training provided per module of training • SMME involvement • Labour intensive projects (EPWP).

Section 2 : Detailed Reports • National Report • Provincial Report (nine)

Section 3 : Contact Details • Format and contents still to be finalised. The procedures and timeframes for the submission of the Quarterly Report will be exactly as for the monthly progress report except for the fact that it will be compiled on a quarterly basis.



6.4 QUARTERLY REPORT The National MIG Management Unit must compile and submit a Quarterly Report to the EMM on a quarterly basis. This report will be a consolidated report of the previous quarters monthly financial Progress Reports and KPI Report. The EMM will submit the Quarterly Report to the MITT. Once the MITT has approved the report, 25 copies will be produced for distribution to the various PMITTs and relevant role players.

6.5 ANNUAL REPORT The National MIG Management Unit will compile, on an annual basis, a report on the achievements of the programme in general over the past financial year. This report will be a consolidated report of:

• The Monthly progress reports • The four KPI reports • The two social and economic impact reports

7. MIG NATIONAL FUND ADMINISTRATION SYSTEM The funds for MIG will be appropriated to dplg’s budget and dplg remains overall responsible for the disbursement of funds to provinces and municipalities. The multi-year formula based allocation will be calculated to provide funds to all Metropolitan and Local Municipal areas. The allocation, which each municipality will receive, is based on the following parameters: • Backlogs in specific services • Poverty • Identification of a node. Once the allocations had been gazetted, the EMM will forward a “Letter of Allocation” to the nine provinces and recipient municipalities. The letters of allocation should at least include information on the following: • Overview of the MIG programme • MIG allocation to municipalities • Requirements of PMUs business plan • Special Municipal Infrastructure Fund (SMIF) • Indicative allocations for the remainder of the MTEF period • Conditions



The dplg would only transfer funds once the recipient municipality has submitted their signed “Certificate of Acceptance and Compliance” in respect of the MIG. The recipient municipalities must comply with the following conditions stipulated in the DORA framework: • Prioritise residential infrastructure projects in line with any MIG or sector

department’s policies before the start of the municipal financial year • The Municipal Council must approve their three-year capital plan linked to its IDP

and budget no later than 30 June 2004. The budget must reflect the operation and maintenance costs of the three and beyond

• District Municipalities must provide detail information by 30 June 2004 on expected transfers to the local municipalities, as well as any information on projects undertaken directly by the District Municipalities

• All CMIP and DWAF commitments on MIG must be prioritised • Too adhere to the labour-intensive construction methods in terms of the Expanded

Public Works Programme (EPWP) guidelines agreed between the Department of Public Works, National Treasury and SALGA, for at least low-volume roads, sidewalks, stormwater drainage, trenching etc.

• Provide quarterly reports on budget and project implementation. The funds for the MIG Conditional Grants would be disbursed as follows:

7.1 PROVINCIAL PROJECT MANAGEMENT CAPACITY

The PMM must submit a management business plan and payment schedule to the EMM. Funds would only be disbursed to the province once the management business plan has been approved by the EMM. The Provincial MIG Management Units would receive monthly payments from the dplg to provide support to provinces to manage the implementation of MIG effectively and to ensure sustainability of MIG projects. The Provincial MIG Management Unit needs to compile and submit the following documentation to the National MIG Management Unit no later than the 7th of each month: • Certificate of expenditure and revenue • Proof of payment (1084’s) of previous month’s expenditure The National MIG Management Unit will verify and evaluate the documents received against the following: • Monthly DORA report • dplg’s BAS system



The National MIG Management Unit will constantly follow-up on any outstanding proof of payments for actual expenditure.

7.2 MUNICIPAL INFRASTRUCTURE GRANT (MIG) Funds would be disbursed by dplg to recipient municipalities on a quarterly basis once the request for the draw down of funds has been processed through the SMM/SMF. MIG funds could only be utilised on projects once the projects are registered and signed-off on the MIS by the SMM in conjunction with the SMF.

7.2.1 Recipient Municipalities In order to access these conditional grant funds, the recipient municipalities must compile and submit the following to the PMU: Request for draw down of funds which consists of the following: • Cover letter from municipal manager • Certificate of expenditure and revenue signed by the Municipal Manager • Copies of the proof of payments (1084’s) • Copies of progress payment certificates of contractors • Copies of professional fee claims of consultants. These documents must be submitted to the PMU no later than the 3rd of the month. It is important to note that although the request for draw down of funds would only occur on a quarterly basis, the actual expenditure and proof of payment (1084’s) must be reported on a monthly basis.

7.2.2 PMUs The PMU will verify and reconcile the drawdowns received from the municipal managers. Any discrepancies, errors and/or queries must immediately be forwarded to the municipal manager/s for rectification/clarification. A consolidated draw down will be compiled by the PMU and submitted to the PMU manager for approval. The PMU manager shall submit the consolidated draw down, with supporting documentation to the Provincial MIG Management Unit no later than the 6th of each month. The PMU manager must also sign the certificates of expenditure and income.



7.2.3 Provincial MIG Management Unit The Provincial MIG Management Unit will verify and reconcile the draw downs received from the various recipient PMUs in the province. Any discrepancies, errors and/or queries must immediately be forwarded to the PMU project manager/s for rectification/clarification. A consolidated draw down will be compiled by the Provincial MIG Management Unit and submitted to the PMM for approval. After approval the following documents will be submitted to the National MIG Management Unit not later than the 10th of the month: • A cover letter from the Provincial MIG Management Unit with a summary of draw

downs received from municipalities • Certificates of expenditure and revenue must also be signed by the PMM. • Copies of proof of payments (1084’s) • An updated proof of payment control sheet (See Appendix D for the relevant forms).

7.2.4 National MIG Management Unit The National MIG Management Unit will receive the consolidated draw down with supporting documentation from the Provincial MIG Management Unit not later than the 10th of the month. The National MIG Management Unit will then verify and reconcile the information against: • National monthly progress report • National monthly DORA report • dplg’s BAS system • Updated draw down control sheet on MIS. The National MIG Management Unit will capture the new information on the MIS hereafter they will compile the following documents for each draw down received and submit it to the SMM/SMF, before the 12th of the month, for approval: • Transfer payment for MIG memorandum • Sundry payment advice • The certificate of expenditure and revenue, as compiled and signed by the municipal

manager, will be attached. The National MIG Management Unit will update their proof of payment control sheet and file the copies of the proof of payments received.

The SMF must submit the drawdowns to the EMM for approval. After approval these documentation must be submitted, no later than the 15th of the month, to the dplg - Financial Administration Department for payment/transfer of funds.



On receipt of proof of transfer of funds from the dplg - Financial Administration Department, the National MIG Management Unit will fax the proof of transfer/s to the Provincial MIG Management Unit as well as recipient municipalities. The draw down control sheet on the MIS will also immediately be updated with latest proof of transfers received.

7.3 RE-ALLOCATION OF MIG FUNDS

According to the DORA No 26222 (chapter 6 – Item 23(1)), the transferring national officer (dplg – Chief Financial Officer with delegated authorities from the Director General) may re-allocate funds from one municipality to another municipality within that district: • If the re-allocation is necessary to give effect to the divisions of functions within that

District • To reduce the risk of under-spending • The effected District and Local-Municipalities fail to agree on the performance of any

municipal service.

The transferring national officer must however comply to the following conditions: • Obtain the written consent of National Treasury • Consult with the affected municipalities • The National Treasury must publish in the Government Gazette particulars of any

reallocation to give effect to the re-allocation. The National MIG Management Unit will on a monthly basis monitor the actual expenditure of the various recipient municipalities. In order to reduce the risk of under expenditure, the recipient municipalities must achieve the following targets by the end of September: • The full allocation must be committed for the financial year. • Their actual expenditure must not be less than 50% of the allocation. The National MIG Management Unit will identify the problem municipalities and the National MIG Management Unit representatives will conduct meeting with these municipalities. Should the municipality fail to successfully implement actions plans and / or to expedite their actual expenditure, the EMM would recommend to dplg’s Chief Financial Officer to re-allocate their funds.



8. MIG MANAGEMENT INFORMATION SYSTEM (MIS) Although there will be a number of different information/data capturing forms on the MIS, these forms will follow the logical progressions of a project through its life cycle. Specific forms have to be completed by the PMUs/Municipalities at certain stages of the project life cycle. The important benefit with this approach is that only information relevant to the specific phase will be recorded. Static information from one reporting period to another will also be pre-printed on the forms and the unnecessary capturing of known information will be prevented in this way. The proposed MIS forms (see Appendix E for examples of each form) that will be used throughout the project life cycle, are as follows:

8.1 PRELIMINARY PHASE See Appendix E for all the relevant forms as specified in the sections below.

8.1.1 Project Registration Form

The sector departments must participate in the IDP process. The costs involved with the completion of the project registration form, conducting of feasibility studies and compilation of Technical Reports, will be for the account of the recipient municipalities. This is an interim arrangement until the registration form has been signed-off by the SMM and SMF. Once the project registration form has been signed-off on the MIS system by the SMM and SMF the recipient municipality will be reimbursed for the costs incurred on projects. The project registration form must be completed once the Municipalities and relevant PMU have prioritised the projects to be implemented. This form will be submitted to the National MIG Management Unit for registration of the project. The table below details the method to be followed to ensure the proper evaluation, control and filing of a Project Registration form.

Evaluation of a project registration form

1. Print replication log from MIS on a daily basis in order to see whether there is any new Project registration forms, additional funding requests or changes.

2. Contact PMU requesting whether Project registration form must be evaluated or not. Await confirmation from PMU before proceeding with evaluation.



3. Print out Project registration form from MIS.

4. Create Project file.

5. Check status of project on MIS Check if project is signed off and authorised at PMUl level on MIS Check if project name and number on file correlate with information on MIS Check if all necessary fields on Project registration form is completed Check if project description and motivation correlate and if project qualifies for funding in terms of MIG requirements Check following fields in particular: • Breakdown of funds • Labour Intensive project (EPWP) Yes / No • Average project wage rate • Beneficiaries • Funding (MIG, public and/or private sector) • Employment generation

o Women o Youth o Disabled

• Number of persons employed • Person days of employment generation • Planned training activities per module of training • Operation and maintenance budget • Outputs and other targets • Budget control • Declaration on standard conditions

6. See if the following documentation has been provided by the PMU: • Council Resolution • DWAF Technical Report (only for Water, Sanitation and Waste Disposal

projects).

7. If above has not been provided, contact PMU requesting this information. Proceed with project registration once all of the documentation has been provided.

8. Place project registration form in project file.

9. Submit project file to Secretary for information control and tracking.

10. Secretary submits files to SMM for sign-off purposes on MIS.

During evaluation, if found that there is non-compliance to MIG criteria or outstanding information, a letter will be written to the PMU explaining the situation. The project registration will not proceed until all the relevant information has been received and has been corrected on MIS. This form will be the baseline against which the implementation of the project will be measured (e.g. financial matters, achievement of KPIs and scope of work).



8.2 PRE-IMPLEMENTATION PHASE (DESIGN & TENDER)

8.2.1 Register consultant This form is to be completed once the Municipality has appointed project consultants. Note: Consultants appointed on Labour Intensive Projects (EPWP) must take note of the specific requirements according to the CETA NQF qualifications framework for labour-intensive construction, learning guides, learning programmes and assessment instruments.

8.2.2 Request for payment (Design phase) This form is to be completed at the end of every month during which the project is being designed.

8.3 IMPLEMENTATION PHASE (CONSTRUCTION)

8.3.1 Register contractor This form is to be completed once the Municipality has been appointed, based on the consultant’s tender evaluation and recommendation, the successful tenderer. Note: Contractors appointed on Labour Intensive Projects (EPWP) must take note of the specific requirements according to the CETA NQF qualifications framework for labour-intensive construction, learning guides, learning programmes and assessment instruments.

8.3.2 Request for Payment (Construction phase) This form is to be completed at the end of every month during which the project is under construction (contractor’s progress certificates and/or consultant professional fee claims).

8.3.3 Physical Completion Report This form is to be completed after the physical completion certificate has been issued (site handover).

8.3.4 Request for Payment (Retention) This form is to be completed when the retention funds of the project become due (expiring of the defect liability period).



9. GENERAL FILING AND BACKUP PROCEDURES

9.1 BACKUPS This paragraph covers the method to be followed to store backups of computer information. a) A backup shall be made at least once every month of all computers in the office and

those in the personal possession of each staff member, which contain MIG related information.

b) Backups shall also be made to the network drive of the dplg at: Users on 'Pta\Users' (H:)/CarinaW/Consultants

9.2 PROJECT FILES The National MIG Management Unit must ensure that all documentation relevant to the MIG programme be filed in such a manner so as to enable any member of the Management Unit, to quickly and accurately access any required documentation at any time. The National MIG Management Unit must keep record of all the projects registered on the MIS and signed-off by the SMM in conjunction with the SMF. For each project a file must be opened on which the following documentation must be filed and updated on a regular basis: • Project registration form together with supporting documentation • Correspondence from sector departments re DWAF, DPW, DME, DoT, DoH, DSRSA. • DWAF’s response with the regard to the Technical Report submitted • Certificate of Compliance (DORA) • General correspondence between the relevant role-players • Operation and maintenance plan furnished by the municipality • A copy of the signed (by the Municipal Manager) certificate of fulfilment of conditions

together with all relevant / supporting documentation (e.g. Council resolution, agreement between community and municipality on the service package and payment for services, etc).

• Employment records • Training records



9.3 MINUTES

The following documentation must be filed per province: • Signed copy of the minutes • Agenda • Attendance register • All relevant documentation received at the meeting.

9.4 REPORTS

The following reports must be filed: • Monthly progress • KPI • Quarterly • ISRDP & URP • Monthly DORA • Ad-hoc reports

9.5 FINANCIAL ADMINISTRATION SYSTEM

9.5.1 Request for Draw downs The following documentation must be filed in the Provincial Financial file per month: • Transfer of payment MIG Memorandum • Sundry payment advice • Certificate of Expenditure & Revenue (received from PMU) • Proof of Transfer of funds • Draw downs control sheet on the MIS

9.5.2 Proof of Expenditure (1084’s) The following documentation must be filed in the Provincial 1084’s file per month: • Proof of payment control sheet (received from PMU) • Proof of expenditure.

9.6 SERVICE LEVEL AGREEMENTS The Service Level Agreements between the District Municipalities and Local Municipalities must be filed per province in the Service Level Agreements file. The Business Plan for the Provincial Project Management Capacity for MIG must be submitted to the NMMU and filed per province in the Project Management Capacity file.

Municipality compiles Three-year Capital plan

Inputs and assistance bySector Departments

Project List Generated

Project lists submitted toMunicipality (Infrastructure

Planning Forum)

Final list of projects compiledand Consulting Engineersallocated by Municipality

using roster system

Municipality (PMU) activatesProject Registration form on

website

Project Registration Formcompleted on line and a hard

copy submitted toMunicipality (PMU)

Technical report completedand hard copy submitted to

Municipality (PMU)

Project evaluatedagainst available

funds, MIGconditions and

Three-year capitalplans by Municipal

Council

Municipality (PMU)evaluates Project

Registration Form anTechnical Report

Municipality (PMU) signProject Registration Form offon MIS and submit Technical

Report to DWAF

Explore alternative fundingoptions

Technical Report for "Wet"projects submitted to DWAF

for approval

DWAF evaluatestechnical report

Technical Report referredback to Municipality (PMU)

PMMU evaluatesproject

NMMU evaluatesproject

Senior Manager MIG (SMM)and Senior Manager Finance

(SMF) signs the ProjectRegistration Form off on MISand signed registration lettersend to Municipality (PMU)

PREL

IMIN

AR

Y

Project Identification

Project Prioritisationand Selection

Project Registration

Changes requested Changes requested

Project Registered

Proj

ect R

egis

tratio

n Fo

rm

ProjectPhases

MIS

Division of Revenue Act

Progress Reporting

Guideline Document

MIG National FundAdministration System

Pages 26 to 28 Pages 28 to 29 Page 29Pages 24 to 26 Pages 30 to 34

Capture ProjectRegistration Form on

MIS

Project Registered Project Registered

Once theallocations havebeen gazetted,the EMM willforward a "Letterof Allocation" toKP

I rep

orts

Municipal Infrastructure Grant (MIG) Project Life Cycle

Project progress information / data must be captured on MIS forms throughoutthe project life cycle. Progress reports would be compiled from the MIS basedon the information captured on the updated MIS forms.

Cha

nges

requ

este

d

Monthly Quarterly & AnnualKPI

Pages 26to 28

Sector Departmentsinvolvement on MIG

Policy-making,including the settingof norms andstandards for basicserviceinfrastructure.

Ensuring that IDPgive priority to basicneeds incommunities andpromote the socialand economicdevelopment ofcommunities.

Planning oversight(regional and servicedevelopment plans)and service deliverytargets.

Set criteria related toproverty aleviationand employment.

Ensure thatMunicipalitiesoperate within themacro economicframework driven byNationalGovernment.

Coordinate andsynchronizeinteractions betweenMIG programme andother programmes(ie Housing Fund).

Municipal IntegratedDevelopment Plan

Meetings

Pages 22 to 23

and Senior Manager Finance(SMF) signs the Project

Registration Form off on MISand signed registration lettersend to Municipality (PMU)

Project Consultant appointedby Municipality

Design alternatives identifies(Labour intensive

construction)

Design alternatives evaluatedand endorsed by Municipality

Preliminary designcompleted and submitted toMunicipality for evaluation

Municipality complies withMIG project conditions

Municipalityevaluates design

report

Preliminary design reportreferred back to Consultant

and emended

Design Report approved byMunicipality

Detailed Design Completed

Schedule of Quantities andtender document compiled

Tender advertisement, siteinspection, evaluation of

tenders, tender report

Municipalityevaluates tender

report

Tender Report submitted toMunicipality for evaluation

Tender report approved byMunicipality

Contractor appointed byMunicipality, construction

drawings issued by Engineer

Tender report referredback to Consultant and

amended

Project Constructed

Project Completed

Physical Completioncertificate issued

Defects liability period

Ongoing operation andmaintenance by Municipality

PRE-

IMPL

EMEN

TATI

ON

IMPL

EMEN

TATI

ON

Design

Construction

Operation andMaintenance

Design report endorsed by Municipality

Tender report referred back

Tender report endorsed by Municipality

Reg

iste

r Con

sulta

nt F

orm

Req

uest

for P

aym

ent (

Des

ign

Phas

e) F

orm

Reg

iste

r Con

tract

or F

orm

Req

uest

for P

aym

ent (

Con

stru

ctio

n Ph

ase)

For

mPh

ysic

al C

ompl

etio

n R

epor

t For

mR

eque

st fo

r Pay

men

t (R

eten

tion)

For

m

OPE

RA

TIO

N &

MA

INTE

NA

NC

EThe duties of thetransferringNational Officer(dplg)- ChiefFinancial Officer)and receivingofficers (MunicipalManagers) areclearly stipulated inthe DORA No 5 of2004, GovernmentGazette, No 26222(Chapter 4)

Div

isio

n of

Rev

enue

Act

- M

onth

ly R

epor

ting

Once theallocations havebeen gazetted,the EMM willforward a "Letterof Allocation" tothe Municipality.

Funds wouldonly bedisbursed to aMunicipality for aspecific projectonce the ProjectRegistrationForm has beensigned off on theMIS by theSenior MIGManager

Release of RetentionMoney

Fund

s to

be

disb

urse

d to

reci

pien

t Mun

icip

aliti

es o

n qu

arte

rly b

asis

. Ac

tual

exp

endi

ture

and

pro

of o

f pay

men

t mus

t be

repo

rted

on a

mon

thly

bas

is.

Prog

ress

Rep

ort t

o be

com

pile

d on

mon

thly

bas

is

KPI R

epor

t to

be c

ompi

led

on Q

uarte

rly b

asis

Qua

rterly

repo

rt m

ust b

e su

bmitt

ed to

the

MIT

T. T

his

repo

rt w

ill be

a c

onso

lidat

ed re

port

of th

e pr

evio

us q

uarte

rs m

onth

ly p

rogr

ess

and

KPI r

epor

ts

Annu

al R

epor

t will

be a

con

solid

ated

repo

rt of

the

mon

thly

, KPI

and

soc

ial /

eco

nom

ic im

pact

repo

rts

Advise Municipalitieson intensive labourbased processes,systems, techniquesand approaches.

Liaise withMunicipalities onprocurementreforms.

Provide assistanceand advice withregard to technicalmatters and designs/ methods in order toprovide sustainableinfrastructure /services.

Monitoring progressto meet Sector Dept'stargets.Initiate interventionsrelated to serviceprovision activities.Monitor employmentgeneration, labourbased technology andSMME involvement.Monitor complianceof Sector specificconditions.Ensure that MIGfunds are properlyapplied.Assist with theCapacity building ofthe PMUs.

Monitor operations &maintenace activitiesconducted by theMunicipality.

Initiate interventionsrelated to operations& maintenanceactivities.

Mon

thly

Pro

gres

s M

eetin

gs &

Qua

terly

Wor

ksho

ps

Site

Vis

its


Final - MIG Guideline Document - 17 June 04 Page 40

10. APPENDICES 10.1 APPENDIX A – DORA (FRAMEWORKS)

A1 : Provincial Project Management Capacity for MIG A2 : Municipal Infrastructure Grant (MIG)

10.2 APPENDIX B – MINUTES

B1 : Typical Agenda for Monthly Progress meeting B2 : Typical Agenda for Quarterly Workshop

10.3 APPENDIX C – REPORTS

C1 : Monthly Report (including the site visit report) C2 : KPI Report C3 : Consolidated DORA Report : Municipal Infrastructure Grant (MIG) C4 : Consolidated DORA Report : Provincial Project Management Capacity for MIG.

10.4 APPENDIX D – NATIONAL FUND ADMINISTRATION SYSTEM

D1 : Transfer payments for MIG D2 : Sundry payment advice (BAS) D3 : Certificate of revenue and expenditure D4 : Draw down control sheet on the MIS D5 : Proof of payment control sheet

10.5 APPENDIX E – DRAFT MIS PROJECT FORMS

MIG1 : Project registration MIG 4 : Register consultants MIG 5 : Register contractors MIG 6 : Progress Report / Request for payment (Design phase) MIG 8 : Progress Report / Request for payment (Construction phase) MIG 10 : Request for payment (Retention) MIG 9 : Physical completion Report

APPENDIX A – DORA (FRAMEWORKS) A1 : Provincial Project Management Capacity for MIG A2 : Municipal Infrastructure Grant (MIG)

ANNEXURE A1

ANNEXURE A2

Division of Revenue Act(DORA)

Specific MIS forms have tobe completed, on a monthly

basis, by the PMUs /Municipalities for certainphases of the project life

cycle

The Municipal Manager ofthe recipient municipality

check and sign-off themonthly DORA report

Submit the updatedelectronic format and asigned hard copy of the

DORA report to the relevantPMU no later than the 3rd of

each month.

The PMU will verify andreconcile the monthly DORA

reports received from theMunicipal Managers

Errors and / or queries

The consolidated PMUDORA report will be compiledby the PMU and submitted to

the PMU manager forapproval


The PMU manager submitthe updated electronic format

and a signed hard copy ofthe DORA report to the

Provincial MIG ManagementUnit no later than the 6th of

each month.

The Provincial MIGManagement Unit will verifyand reconcile the monthly

DORA reports received fromthe various PMUs/

Municipalities in the province.


A consolidated provincialDORA report will be compiled

by the Provincial MIGManagement Unit and

submitted to the PMM forapproval.

The PMM shall submit theupdated electronic formatand a signed hard copy of

the DORA report to theNational MIG ManagementUnit no later than the 10th of

each month.

The PMM must ensure thatan updated electronic format

and a signed hard copy ofthe DORA report for the

provincial projectmanagement capacity forMIG be submitted to the

National MIG ManagementUnit no later than the 10th of

each month.

The National MIGManagement Unit will verifyand reconcile the monthly

DORA reports received fromthe nine (9) Provincial MIG

Management Units.


A consolidated nationalDORA report will be

compiled by the NationalMIG Management Unit and

submitted to the SeniorManager MIG (SMM) andSenior Manager Finance

(SMF) for approval.

The SMF shall submit anupdated electronic formatand a signed hard copy ofthe DORA reports to the

EMM no later than the 17th ofeach month.

The EMM shall submit theelectronic format and a

signed copy of theconsolidated national DORAreports to the dplg - Chief

Financial Officer no later thanthe 18th of each month.

The dplg - Chief FinancialOfficer shall submit the

updated electronic formatand a signed hard copy of

the DORA reports to NationalTreasury no later than the

20th of each month

Recipient municipalities mustcompile and submit thedrawdown and support

documents to the PMU no laterthan the 3rd of the month

The PMU will verify and reconcilethe drawdowns received from the

municipal managers.Errors and / or queries

A consolidated drawdown will becompiled by the PMU and

submitted to the PMU managerfor approval

The PMU manager shall submitthe consolidated drawdown, withsupporting documentation to theProvincial MIG Management Unit

no later than the 6th of eachmonth.

The Provincial MIG ManagementUnit will verify and reconcile thedrawdowns received from thevarious recipient PMUs in the

province


A consolidated drawdown will becompiled by the Provincial MIG

Management Unit and submittedto the PMM for approval.

After approval the drawdowns willbe submitted to the National MIGManagement Unit not later than

the 10th of each month.

The National MIGManagement Unit will verify

and reconcile the informationreceived from the Provincial

MIG Management Units

The National MIGManagement Unit will capture

the new information on theMIS and compile the

documentation for eachdrawdown received and

submit it to the SMM / SMF,before the 12th of the month,

for approval.

The National MIGManagement Unit will updatetheir proof of payment controlsheet and file the copies of

the proof of paymentsreceived.

The SMF must submit thedrawdowns to the EMM for

approval.

After approval the drawdownsmust be submitted, no later

than the 15th of the month, tothe dplg - Financial

Administration Department forpayment / transfer of funds.

On receipt of proof of transferof funds from the dplg -Financial Administration

Department, the National MIGManagement Unit will fax the

proof of transfer to theProvincial MIG Management

Unit and recipientmunicipalities

The drawdown control sheeton the MIS will also be

updated with the latest proofof transfers received.

dplg will only transfer fundsonce:

- The allocations have beengazetted and the EMM hasforwarded a "Letter ofAllocation" to the recipientmunicipality.

- Recipient municipality hassubmitted their signed"Certificate of Acceptance andCompliance"

- Project registration forms hasbeen signed off on MIS by SMM& SMF

Monthly Reporting Fund Administration SystemGuideline document

Pages 30 to 33Pages 24 to 26

Information (actual expenditure andamounts transferred) listed on the

monthly reporting and fundadministration system must correlate

Recipient Municipalities

PMUs

Provincial MIG Management Unit

National MIG Management Unit

dplg - Chief Financial Officer

APPENDIX B – MINUTES B1 : Typical Agenda for Monthly Progress meeting B2 : Typical Agenda for Quarterly Workshop

APPENDIX B1 MONTHLY PROGRESS MEETING

DEPARTMENT OF PROVINCIAL AND LOCAL GOVERNMENT MUNICIPAL INFRASTRUCTURE GRANT (MIG)

TEL: (012) 301 1067 FAX: (012) 323 4095

PRIVATE BAG X804 PRETORIA

0001

AGENDA OF THE MONTHLY PROGRESS MEETING BETWEEN THE NATIONAL SENIOR MIG MANAGER, THE PROVINCIAL MIG MANAGER

AND THE RELEVANT PROJECT MANAGEMENT UNITS

PROVINCE :

MEETING NO :

DATE :

TIME :

VENUE :

AGENDA

1.1 WELCOME

1.2 ATTENDANCE AND APOLOGIES

1.3 STATEMENTS BY THE CHAIRMAN

1.4 APPROVAL OF AGENDA

1.5 APPROVAL OF PREVIOUS MINUTES

1.6 MATTERS ARISING FROM PREVIOUS MINUTES

1.7 MIG – STATUS REPORT 1.7.1 Presentation of National Report – SMM 1.7.2 Presentation of Provincial Report – PPM 1.7.3 Presentation of PMUs Report

1.8 ESTABLISHMENT OF PMUs 1.8.1 Submission of PMU business plan 1.8.2 Approval of PMU business plan 1.8.3 Implementation progress

- Recruitment of staff - Office environment / equipment - Training / orientation programme - Implementation of programme management system

1.9 MIG – REPORTING 1.9.1 Ad-hoc reports 1.9.2 Monthly reports 1.9.3 Quarterly reports 1.9.4 Development & implementation of MIS 1.9.5 MIS – Contracts & legal agreements 1.9.6 Data server and open-net connection 1.9.7 GIS

1.9.8 Capital Development Plans 1.9.9 Labour Intensive projects

1.10 MIG – POLICY ISSUES 1.10.1 Procurement policy 1.10.2 Targeting 1.10.3 Compliance with MIG conditions

1.11 MIG – PROGRAMME MANAGEMENT

CAPACITY

1.12 MIG – FINANCIAL 1.12.1 Request for Draw Down of Funds 1.12.2 Payment receipts (1084’s) to DPLG 1.12.3 Audit reports 1.12.4 Division of Revenue Act: monthly reporting

1.13 MIG COMMUNICATION 1.13.1 Newsletters 1.13.2 Newspaper articles 1.13.3 Photographs

1.14 SITE VISITS 1.14.1 Site visits – PMM

1.15 STRUCTURE AND RESOURCES

1.16 FUTURE MEETING SCHEDULE

1.17 GENERAL 1.17.1 Problems experienced and suggestions

1.18 CLOSE OF MEETING

APPENDIX B2 AGENDA FOR QUARTERLY WORKSHOP

DEPARTMENT OF PROVINCIAL AND LOCAL GOVERNMENT MUNICIPAL INFRASTRUCTURE GRANT (MIG) Tel: (012) 301 1010 Private Bag X804 Fax: (012) 323 4095 PRETORIA 0001

NATIONAL SENIOR MIG MANAGERS’ QUARTERLY WORKSHOP WITH THE NINE PROVINCIAL MIG MANAGERS

THEME –

WORKSHOP NO. :

DATE :

VENUE :

AGENDA

DAY 1

13:30 – 14:00 ARRIVAL, TEA / COFFEE 14:00 – 14:15 WELCOME AND OPENING ADDRESS SMM 14:15 – 15:00 CASHFLOW PROJECTIONS

Nationally (15 min) Provincially (10 min each)

- Western Cape - Northern Cape - Eastern Cape

SMM / SMF PMM

15:00 – 15:10 TEA / COFFEE 15:10 – 16:10

CASHFLOW PROJECTIONS (CONTINUED) - Free State - Kwazulu - Mpumalanga - Limpopo - North West - Gauteng

16:10 – 17:55 COMMITMENTS 2003, 2004 & 2005 National (15 min) Provincially (10 min each)

- Western Cape - Northern Cape - Eastern Cape - Free State - Kwazulu - Mpumalanga - Limpopo - North West - Gauteng

SMM / SMF PMM

17:55 – 18:30 QUARTERLY REPORT SMM

18:30 – 19:00 DISCUSSIONS / DINNER




THEME –

DAY 2

8:15 – 8:30 TEA / COFFEE 8:30 – 10:30 LABOUR INTENSIVE PROJECTS

Video Guidelines Discussions

SMM / PMM

10:30 – 10:45 TEA / COFFEE 10:45 – 12:30 LABOUR INTENSIVE PROJECTS (CONTINUED)

Training modules Discussions

12:30 – 13:30 LUNCH

13:30 – 15:00 REPORT BACK ON IMPACT ASSESSMENT REPORTS SMM

15:00 – 15:15 TEA / COFFEE

15:15 – 16:30 MIG INFORMATION SYSTEM - Forms - Status of projects - Financial

SMIGIMS

16:30 – 17:00 DISCUSSIONS




THEME –

DAY 3

08:30 – 08:35 WELCOME GUEST SPEAKERS EMM

08:35 – 09:30 SAFCEC PRESENTATION GUEST

09:30 – 10:30 SAICE PRESENTATION GUEST

10:30 – 10:45 TEA / COFFEE

10:45 – 11:15 LEPELLE NORTHERN WATER PRESENTATION PMM

10:45 – 13:00 BACKLOG STUDY PRESENTATION PER DISTRICT MUNICIPALITY (Water, Sanitation, Eradication of bucket system, Roads, Cemeteries and Solid waste to be addressed in this presentation) (30 min each) - Western Cape - Northern Cape - Eastern Cape - Free State - Kwazulu - Mpumalanga - Limpopo - North West - Gauteng

SMIGIMS PMM

13:00 – 14:00 LUNCH

14:00 – 15:00 MIG POLICY ISSUES SMP

15:00 – 15:15 TEA / COFFEE

15:15 – 16:00 GENERAL / DISCUSSIONS

16:00 – 16:30 CLOSING REMARKS AND DATE OF NEXT WORKSHOP EMM

PLEASE NOTE: - This agenda will be drawn-up according to the information / requests received from the Provincial MIG Managers.

- The Provincial MIG Managers to provide the National MIG Management Unit with CDs with all the relevant presentations

before the start of the Quarterly Workshop.

APPENDIX C – REPORTS C1 : Monthly Report C2 : KPI Report C3 : Consolidated DORA Report : Municipal Infrastructure Grant (MIG) C4 : Consolidated DORA Report : Provincial Project Management Capacity

for MIG.

APPENDIX C1 MONTHLY REPORT

(Table of Contents only)


MIG MONTHLY REPORT: APRIL 2004

TABLE OF CONTENTS Page SECTION 1 : EXECUTIVE SUMMARY 1.1 INTRODUCTION 1.2 FINANCIAL STATUS 1.3 PROJECT IMPLEMENTATION STATUS 1.4 PROGRAMME EVALUATION 1.4.1 Nodal Municipalities 1.4.2 Labour intensive projects 1.4.3 Special Municipal Infrastructure Fund (SMIF) 1.5 PROBLEM AREAS AND REMEDIAL ACTION PLANS BY THE NATIONAL AND PROVINCIAL

MIG MANAGEMENT UNITS. SECTION 2 : DETAILED REPORTS 2.1 SCHEDULE OF WORK 2.2 STATUS OF PROGRAMME (NATIONAL PERSPECTIVE) 2.2.1 Project status 2.2.2 Financial status 2.2.3 ISRDP & URP 2.3 NATIONAL STATUS AND CASHFLOW 2.4 PROVINCIAL STATUS AND CASHFLOWS 2.5 PMU CASHFLOWS SECTION 3 : SITE VISIT REPORTS SECTION 4 : CONTACT DETAILS

APPENDIX C1 SITE VISIT REPORT

MIG PROJECT SITE VISIT REPORT

PROJECT NAME : PROJECT NUMBER : IMPLEMENTING AGENT : CONSULTING ENGINEER : CONTRACTOR : CONSTRUCTION PERIOD : STARTING DATE : COMPLETION DATE : LABOUR INTENSIVE PROJECT YES / NO

TOTAL COST OF PROJECT Business Plan (R) Actual to date(R) Construction : Professional Fees : Training : Total :

PROJECT DESCRIPTION LABOUR UTILISED (number of persons employed, average length of employment for single headed families, men, women and youth)

TRAINING SMME’s

PROBLEMS IDENTIFIED COMMUNITY PARTICIPATION/ ARE COMMUNITIES SATISIFIED WITH THE QUALITY OF WORK DONE?

CONTRACTOR ASSESSMENT 1. Has the contractor met construction targets for the month? Yes No 2. Has the contractor met all financial obligations pertaining to the project? Yes No 3. Are activities being carried out labour intensively? Yes No 4. Are targeted labour components approved in the project registration form being achieved? Yes No 5. Rating of the standard of work done. 1–10

ACHIEVEMENTS O&M and SUSTAINABILITY

GENERAL COMMENTS BY PMU/PMM

Completed by :

Date :

PHOTOGRAPHS:

APPENDIX C2 KPI REPORT

(Table of Contents only)


MIG KPI REPORT: OCTOBER – DECEMBER 2003

1

TABLE OF CONTENTS Page SECTION 1 : QUARTERLY ASSESSMENT OF MIG KPI’s ........................................................ 2 1. SUMMARY............................................................................................................................... 3 2. FUNDS ALLOCATED TO PROJECT CATEGORIES.............................................................. 4

2.1 National ........................................................................................................................... 4 2.2 Provincial......................................................................................................................... 5

3. IMPLEMENTATION IN RURAL AND URBAN AREAS............................................................ 7 4. TOTAL FINANCIAL CONTRIBUTIONS................................................................................... 9 5. EMPLOYMENT OPPORTUNITIES CREATED TO DATE....................................................... 9 6. TRAINING PROVIDED TO DATE.......................................................................................... 10 7. SMME INVOLVEMENT.......................................................................................................... 11 SECTION 2 : DETAILED REPORTS .......................................................................................... 12 2.1 NATIONAL REPORT ......................................................................................................... 13 2.2 PROVINCIAL REPORTS

2.2.1 Eastern Cape ............................................................................................................ 17 2.2.2 Free State ................................................................................................................. 21 2.2.3 Gauteng .................................................................................................................... 25 2.2.4 KwaZulu Natal .......................................................................................................... 29 2.2.5 Mpumalanga ............................................................................................................. 33 2.2.6 Northern Cape .......................................................................................................... 37 2.2.7 Limpopo ..................................................................................................................... 41 2.2.8 North West ................................................................................................................ 45 2.2.9 Western Cape ........................................................................................................... 49

SECTION 3 : CONTACT DETAILS ............................................................................................ 53

APPENDIX C3CONSOLIDATED DORA REPORT - (MIG)

January-00Catego DC Number New Municipality

Scheduled (R'000)

Transferred (R'000)

Expenditure (R'000)

Scheduled (R'000)

Transferred (R'000)

Expenditure (R'000)

Total scheduled to d t (R'000)

Schedule as % of total ll ti

Total transferred to d t (R'000)

Transfer to dateas % of ll ti

Total Expenditure to d t (R'000)

Expenditure to date as % of

t f

Transferred - Scheduled

(R'000)

Expenditure - Scheduled

(R'000)

B DC16 FS161 Letsemeng B DC16 FS162 Kopanong B DC16 FS163 Mohokare C DC16 DC16 Xhariep Total: Xhariep District

B DC17 FS171 Naledi B DC17 FS172 Mangaung B DC17 FS173 Mantsopa C DC17 DC17 Motheo Total: Motheo District

B DC18 FS181 Masilonyana B DC18 FS182 Tokologo B DC18 FS183 Tswelopele B DC18 FS184 Matjhabeng B DC18 FS185 Nala C DC18 DC18 Lejweleputswa Total: Lejweleputswa District

B DC19 FS191 Setsoto B DC19 FS192 Dihlabeng B DC19 FS193 Nketoana B DC19 FS194 Maluti a Phofung B DC19 FS195 Phumelela DMA DC19 DMA19 Golden Gate Highlands NP C DC19 DC19 Thabo Mofutsanyane Total: Thabo Mafutsanyane

B DC20 FS201 Moqhaka B DC20 FS203 Ngwathe B DC20 FS204 Metsimaholo B DC20 FS205 Mafube C DC20 DC20 Northern Free State Total: Northern Free State District

Unallocated by municipality

or x% of provincial allocation Provincial Total

B DC30 MP301 Albert Luthuli B DC30 MP302 Msukaligwa B DC30 MP303 Mkhondo B DC30 MP304 Seme B DC30 MP305 Lekwa B DC30 MP306 Dipaleseng B DC30 MP307 Govan Mbek

C DC30 DC30 Gert Sibande Total: Eastvaal District

B DC31 MP311 Delmas B DC31 MP312 Emalahlen

B DC31 MP313 Middelburg B DC31 MP314 Highlands B DC31 MP315 Thembisile B DC31 MP316 Dr JS Moroka DMA DC31 DMA31 Mdala Nature Reserve C DC31 DC31 Ngankala Total: Ngankala District

B DC32 MP321 Thaba Chweu B DC32 MP322 Mbombela B DC32 MP323 Umjindi B DC32 MP324 Nkomazi DMA DC32 DMA32 Lowveld

C DC32 DC32 Ehlanzeni Total: Ehlanzeni District

Unallocated by municipality

or x% of provincial allocation Provincial Total

Scheduled

MPUMALANGA

FREE STATE

March-05 Transfers Expenditure Over / Under Exp.

Revised Payment Schedule 2004/05Municipal Infrastructure Grant (MIG)Monthly Report:

2004/05 Allocation

(R'000)

APPENDIX C3 - CONSOLIDATED DORA REPORT - MUNICIPAL INFRASTRUCTURE GRANT (MIG)

Reason for variance Remedial measures taken

% of total national

allocation

April-04

APPENDIX C4CONSOLIDATED DORA REPORT:

PROVINCIAL PROJECT MANAGEMENT CAPACITY FOR MIG

REPORTING OF MIG CONDITIONAL GRANTS (Management Fee only) Grant Total - National

Allocation Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

Payment Schedule

April May June July August September October November December January February March Total

MIG - Eastern Cape Free State Gauteng KwaZulu-Natal Limpopo Mpumalanga Northern Cape North West Western Cape Unallocated TOTAL -

Page 1 of 4



Grant Total - National Allocation

MIG - Eastern CapeFree StateGautengKwaZulu-NatalLimpopoMpumalangaNorthern CapeNorth WestWestern CapeUnallocatedTOTAL -

REPORTING OF MIG CONDITIONAL GRANTS (Management Fee only) Transfers from

National Transfers from












National


0 0 0 0 0 0 0 0 0 0 0 0 0000000000

0 0 0 0 0 0 0 0 0 0 0 0 0

Page 2 of 4





REPORTING OF MIG CONDITIONAL GRANTS (Management Fee only) Receipts by

Province Receipts by












Province


0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

00 0 0 0 0 0 0 0 0 0 0 0 0

Page 3 of 4





REPORTING OF MIG CONDITIONAL GRANTS (Management Fee only) APPENDIX B Projection Projection Projection Projection Projection Projection Projection Projection Projection Projection Projection Projection

April May June July August September October November December January February March

0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0

Page 4 of 4

APPENDIX D – NATIONAL FUND ADMINISTRATION SYSTEM D1 : Transfer payments for MIG D2 : Sundry payment advice (BAS) D3 : Certificate of revenue and expenditure D4 : Draw down control sheet on the MIS D5 : Proof of payment control sheet

APPENDIX D1TRANSFER PAYMENTS FOR MIG

Free Basic Services and Infrastructure Branch

MEMORANDUMReference No.: Enquiries.: Telephone.: Office/Room No.:

CHIEF FINANCIAL OFFICERC A CLERIHEW

TRANSFER PAYMENTS FOR MIG

1.

2. As calculated on the attached schedule, it is recommended that youapprove the transfer of R for this programme.

3. The necessary Sundry Payment Advice is attached.

Ms M MontwediExecutive Manager MIGMunicipal Infrastructure Grant

Date:

Attached for your information please find copies of the certificate of Expenditure and Revenue with regard to the following programme:

APPENDIX D1TRANSFER PAYMENTS FOR MIG

- 2 -

TRANSFER PAYMENT FOR MIG

1. Programme:

2. Transfer requested: Date:

3. Progress report received: Yes/No

4. Vouchers received - previous month: Yes/No

5. Calculation of transfer

RAND1. Allocation - R 2. Advances paid out to date - R 3. Balance available (item 1 - 2) - R 4. Actual expenditure (given) - R 5. Projected expenditure for: January-00 - R 6. Draw not spent (item 2 - 4) - R 7. Total to be transferred (item 5 - 6) - R 8. Advance requested - R 9. Balance available after request (item 3 - 7) - R

6. Transfer requested by Programme Manager: - R

…………………………………..Deputy Manager : MIG

Date:

……………………………….. ……………………………Senior Manager : Finance Executive Manager : MIG

Date: Date:

-R

ACTIVITY

APPENDIX D2SUNDRY PAYMENT ADVICE

Payment Description

Payee Name Payment No. :Address Captured By:

Date Captured:Authorised By:Date Authorised:

Postal Code 3 8 3 8

Source Document Type: Payment MethodInvoice Departemental transferSundry Electronic Bank transferCredit Note Manual Cheque

Manual Cheque DetailsCheque Date / / (dd/mm/yyyy)

Amount -

Line No Document Date Document No Amount R12345678

Fund/Vote

Responsibility

Objective

Item

Matching Field 1

Matching Field 2

Rand CentAllocation Amount

For Finance Use Only

Print Name

Rank / 1 1 / 2 0 0 3 / 1 1 / 2 0 0 3 / /

Date (dd/mm/yyyy)

FOR FINANCE USE ONLY

Description

Expenditure Authorised by Programme Manager

Allocation Detail

Approved in accordance with TR 8.2

Compiled By/Claimant Checked and Verified by

SUNDRY PAYMENT ADVICE

Payee Details For Finance use Only

FOR FINANCE USE ONLY


Date (dd/mm/yyyy) Date (dd/mm/yyyy)

Print Name Print Name

DEPUTY MANAGER : MIG EXECUTIVE MANAGER : MIG

APPENDIX D3CERTIFICATE OF EXPENDITURE REVENUE

PROVINCE / MUNICIPALITY:MIS NO:2004/2005 ALLOCATION:BANK ACCOUNT NO:BANK NAME:

A1 A2 A3 B1 B2 B3 A1-B1 A2-B2 A3-B3

BUDGETARY ESTIMATE ADVANCES REQUESTED AMOUNT RECEIVED ACTUAL EXPENDITURE BALANCE

CMIP Commitments

DWAF Commitments

New MIG Projects Total CMIP

CommitmentsDWAF

CommitmentsNew MIG Projects Total CMIP

CommitmentsDWAF


CommitmentsDWAF


CommitmentsDWAF

CommitmentsNew MIG Projects Total

April-04 0.00 0.00 0.00 500.00 2,000.00 2,500.00 -500.00 -2,000.00 0.00 -2,500.00May-04 0.00 0.00 0.00 0.00 0.00June-04 0.00 0.00 0.00 0.00 0.00July-04 0.00 0.00 0.00 0.00 0.00August-04 0.00 0.00 0.00 0.00 0.00September-04 0.00 0.00 0.00 0.00 0.00October-04 0.00 0.00 0.00 0.00 0.00November-04 0.00 0.00 0.00 0.00 0.00December-04 0.00 0.00 0.00 0.00 0.00January-05 0.00 0.00 0.00 0.00 0.00February-05 0.00 0.00 0.00 0.00 0.00March-05 0.00 0.00 0.00 0.00 0.00TOTAL 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 500.00 2,000.00 0.00 2,500.00 -500.00 -2,000.00 0.00 -2,500.00

I hereby certify that the provisions / specifications of the financial administration of the Municipal Infrastructure Grant Programme have been complied with.All funds made available were used exclusively for the Municipal Infrastructure Grant Programme.

Date / Provincial MIG ManagerMunicipal Manager / PMU Manager /

DATE

CERTIFICATE OF EXPENDITURE AND REVENUE

APPENDIX D4DRAWDOWN CONTROL SHEET

Process drawdown captured

Confirmation of drawdown (Payment

advice)



advice)



advice)

A

C DC1 DC1 West CoastTotal: West Coast District - - - - - - - - - -

B DC2 WC023 DrakensteinB DC2 WC024 StellenboschC DC2 DC2 BolandTotal: Boland District - - - - - - - - - -

C DC3 DC3 OverbergTotal: Overberg District - - - - - - - - - -

B DC4 WC044 GeorgeC DC4 DC4 EdenTotal: Garden Route / Klein Karoo District - - - - - - - - - -

C DC5 DC5 Central KarooTotal: Central Karoo District - - - - - - - - - -

CMIP Projects total - - - - - - - - - -

Management fee

PROVINCIAL TOTAL - - - - - - - - - -

WESTERN CAPE

Drawdowns captured Total Allocation

Cape Town

Jan-04 Feb-04 Mar-04Payment advice receivedCate DC Number Municipality AMOUNT STILL

AVAILABLE

APPENDIX D5PROOF OF PAYMENT CONTROL SHEET

PROOF OF PAYMENT CONTROL SHEETThis sheet would be utilised to report on actual expenditure by the:- Municipal Manager ( Report on Infrastructure projects / Service providers)- Project Management Unit (PMU) (Report on PMU management funds / Consolidate Municipal information received)- Provincial MIG unit (Report on Provincial management funds / Consolidate PMU information received)

Drawdown amount captured

Actual expenditure (Proof of payment

received)

Drawdown amount captured

Actual expenditure (Proof of payment

received)

Province / Municipality SUMMARY TOTAL - - - - - - - - -

I hereby certify that the provisions / specifications of the financial administration of the Municipal Infrastructure Grant Programme have been complied with.All funds made available were used exclusively for the Municipal Infrastructure Grant Programme.

Date Municipal Manager / PMU Manager / Provincial Manager MIG

MIS reference number Project name / Service provider / Province DRAWDOWNS

CAPTURED THIS FIN. YEAR

ACTUAL EXPENDITURE

(Proof of payment received)

April-04

MIG ALLOCATION AMOUNT PAID OUT PREVIOUS

FIN YEARS

TOTAL AMOUNT PAID OUT

May-04

Amount on MIS as per signed-off Registration form

Amount paid out during the previous financial years (insert once off only)

Each expenditure must be lised separately.

APPENDIX E – MIS PROJECT FORMS MIG1 : Project registration MIG 4 : Register consultants MIG 5 : Register contractors MIG 6 : Progress Report / Request for payment (Design phase) MIG 8 : Progress Report / Request for payment (Construction phase) MIG 9 : Physical completion Report MIG 10 : Request for payment (Retention)

PMU Ref No.

Municipal Infrastructure Grant Project Registration Form MIG 1

Municipality PFD Ref No: 1148 11/03/2004

Project Amahlathi: Gasela - Bulk Water Supply Last Modified Project Ref No:

ALL FIELDS TO BE COMPLETED IN FULL

Project Type dd/mm/yyyy dd/mm/yyyy

Registration (FOR OFFICE USE ONLY) Date Received 01/04/2003

Date Acknowledgement sent

01/04/2003

CONTENTS 1. Executive Summary 2. Applicant Details 3. Project Details 4. Project Feasibility 5. Socio Economic Impact 6. Outputs and Other Targets 7. Target Dates 8. Budget Control 9. Declaration 10. Certification by Municipal Manager 1. EXECUTIVE SUMMARY

1.1 Detailed Project Description:

Describe in detail the scope of the project including source, delivery area, communities and people served.

1.2 Special Municipal Infrastructure Fund (SMIF) Motivation: (Regional projects and Innovations only)

Provide sufficient motivation for SMIF funding as set out in the SMIF funding criteria/guidelines. 2. APPLICANT DETAILS

2.1 Name of Contact Person Responsible for the Project Applicant Amahlati Municipality

Contact person

Title: Mr Surname: Ahschlager Initials: A Position Works Manager

2.2 Address

Physical Address Postal Address (if different from Physical)

Maclean street Private Bag X2 Stutterheim Stutterheim

2

Postal Code 4930 Postal Code 4930

Email Address Fax 043-683 1127

Cellular Tel (Office) 043-683 1100 DOCEX

3. PROJECT DETAILS

3.1 Estimated Duration :

dd / mm / yyyy dd / mm / yyyy

*Start Date: 01/02/2003 End Date: 29/09/2004 Duration (weeks) 86 weeks.

Note: This period will be used to generate the cash flow period, and includes the retention period where the guarantee method is not used. *Start Date = Date on which design commenced.

3.3 Project Category

Note: ** Select one of the following categories: a) Low-volume roads; b)Sidewalks; c) Storm-water drainage; d) Trenching and e) Other

Nodal Municipality

U=Urban / R=Rural

Labour Intensive (EPWP) Project?

Project Type

New Infrastructure

(Yes/No) Rehabilitation

(Yes/No) SMIF

project? (Yes/No) I=ISRDP /

U=URP Refer to note

after Item 3.4.1 (Yes/No) Category**

Basic Residential Infrastructure (B)

0 3,733

Public Municipal Service Infrastructure (P)

0 0

Social Institutions and Micro Enterprises (E)

0 0

3.4 Project Funding

3.4.1 Project funding applied for by Municipality:

Category VAT Total Labour Materials Tools/Plant Training P & G Consulta

nts

Total Applied

Source of Funds VAT Total Labour Materials Tools/Plan

t Training P & G Consultants

MIG Public sector** a) Own Funds* b) Loans* c) Bonds* d) Other* Private Sector

Total Applied Note: ** Formula which calculates the Sub-categories (*) values

3

3.4.2 Project funding registered by SMM/ SMF: Category VAT Total Labour Materials Tools/Plant Training P & G Consultants

Total Applied

Source of Funds VAT Total Labour Materials Tools/Plant Training P & G Consultants



3.4.3 Cost per Household

Cost per Household (Total): Cost per Household (MIG): 75

Note: The 3.4.3 Cost per Household section is calculated form information received at 3.4 Project Funding Section of the Project Registration Form.

3.4.4 Percent Labour Component to total project Cost

% of Labour component to total project cost:

3.5 Project Location

Project Location Co-ordinates of the Project

Province Eastern Cape District Municipality Stutterheim

Local Municipality Amahlati EC124

Nearest Business Centre Stutterheim

Distance to Business Centre(km)

Amatole DC12

Degrees ° Minutes ' Seconds ''

Longitude 32 38 3

Latitude 27 28 50Project Environment: Urban Rural * Municipalities that fall within a rural context and setting, i.e. :> 50 km from an urban Centre are also considered to be rural.

3.6 Total Population of Suburb / Village directly benefiting from the project.

Suburb/Village benefiting Total Population

No. of Households benefiting

75 4. PROJECT FEASIBILITY

4

4.1Beneficiaries (Poor Households – Those with household’s expenditure of below R1, 100.00 per month)

Number of Beneficiaries (Persons) Formal Areas yyyyyyyyy

Informal Areas 0 Total Residents 450

Population 0

Number of Poor Households 75 low-income household will be served in this new development.

dd/mm/yyyy

Formal: No of New Stands 75 Date of Last Count 30/04/2001

Formal: No of Existing Stands (Rehabilitation) 0 No of Households 75

Informal: No of Backyard Dwellings 0 Informal: No of Households 0

Total 75

Household Size 6 people per household on average. Average household size vvvvvvv6

4.2 Households Contributions

Income Analysis Ability to Contribute Yes No

Average Monthly Expenditure 0 Number of households with the

ability to contribute for service 450

What is the Municipalities strategy on Household contributions? Comment

4.3 Cost Recovery

Method of cost recovery (/credit control) System identified? Yes No Describe

Policy including implementation of free basic water Implementing free basic water? Yes No Describe

Role player involvement: Community Describe

5

Role player involvement: Other Describe

Operation and maintenance cost per family: % of average expenditure Per Month

Acceptability of level of service and payment of operations and maintenance Minimal[1-5]Highly acceptable

Reserve fund provision made? Yes/No Yes No Amount R

Adequacy of reserve fund No of months Details

Other relevant issues Est. cost of water (R/kl)

Describe

4.4 Backlog

Main Village/ Town

Settlement/ Village/ Suburb

Total number of Households in

Municipal Area (1)

Total number of households with

below basic level of service (2)

Total number of Households to benefit from

project (3)

Backlog = 2-3

Total

4.5 Operation and Maintenance Cash Flow Projection.

Period/Term Approved Council

Budget (1)

Expected Operating Cost (2)

Expected Maintenance

Cost (3)

Expected Cost

Recovery (4)

Total Income (5=1+4)

Balance 6= 5-(2+3)

Year1 Year2 Year3 Year4 Year5 Total

6

GENERIC INDICATORS: 5. SOCIO ECONOMIC IMPACT 5.1 Employment Generation

Note: Calculation / Formula d= a x b x c

(c) (d) (e) (f) Youth Disabled

Number of Persons planned to be employed

(a) Women

(b) Men

Male Female Male Female


0

Average length of employment (days) 0 Please note: - The definition of youth is any person under the age of 25 years. (18-25 Years) - The total number of persons to be employed = a+b+c+d+e+f.

Person days of employment to be created Note: Persondays = Number of persons planned x average length of employment (days).

Permanent Employment after Construction Total number of permanent employees to be appointed after the completion of the project

Local Labourers Average wage rate a

Average length of employment (days) b

Number of labourers planned to be employed c

Total Value to local Community d

5.2 Employment Policy

Use of labour-based construction methods Use Yes/No Yes No Details of policy and plans

Employment policy Describe

Maximum use of local labour Maximum use of local labour? Yes No Reasons if not possible:

Use of ABE’s / SMME’s i.t.o. the affirmable procurement policy Use of HDI's i.t.o. policy? Yes No

7

Number of contractors planned

Reasons if not possible:

Community involvement at project level Community project involvement? Yes No Describe nature of Involvement

5.3Training needs Analysis and Framework

Has a training needs analysis been done? Yes/No Yes No Describe, If no motivate

Has a training framework been submitted? Yes/No Yes No Description of training framework

5.4 Planned Training Activities (Accredited Training Only)

Accredited (c) (d) (e) (f) Youth Disabled

Training Type Yes No

Planned number of persons

to be trained

Average length of planned Training

(a) Women

(b) Men


Administration 0 0 Technical Lifeskills/ ISD Literacy & Numberacy Vocational Skills Business Skills Total Training

5.5 Sanitation, Health and Hygiene

Has the community participated in a health and hygiene programme in the past Yes/No Yes No Desribe

Effectiveness of health and hygiene programme in the past Not effective[1-5] effective

8

5.6 Environmental Protection

Has an environmental scoping report been registered? Yes/No Yes No

Reg No

Comments

Impact of this project on the environment and measures to limit negative impact

No threat[1-5]Major impact

Describe

Water conservation and use Describe

SPECIFIC INDICATORS: 6. OUTPUTS AND OTHER TARGETS YOU WANT TO MONITOR

Water (NB: Technical Report to be submitted to DWAF) Water: Bulk Services: Geohydrological Investigation

Total Component Cost uuuu Construction Duration (months) uuuuuuuuuu

Number of boreholes planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Capacity of all boreholes planned (l/s)

Comments

Water: Bulk Services: Boreholes Total Component Cost uuuuuu Construction Duration (months) uuuuuuu

Capacity of borehole planned (l/s) Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Comments

Water: Bulk Services: ReservoirsTotal Component Cost 154,500 Number of ground level reservoirs planned 0

9

Total Component Cost 154,500 Number of ground level reservoirs planned 0

Number of new reservoirs planned 3 Number of Towers planned 3

Number of reservoirs to be rehabilitated Existing capacity community 0 Construction Duration (months) 1

Capacity of all reservoirs planned (m3) Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full) Basic

Comments

Reservoir will consist of 3 x 10 m3 tanks erected on 6m steel stands.

Water: Bulk Services: Water treatment plants

Total Component Cost Existing capacity of WTW (m3 per Day) Construction Duration (months)

Number of new water treatment plants planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of water treatment plants to be rehabilitated

Capacity of water treatment plants planned (m3 per day)

Comments

Water: Bulk Services: Pump stations

Total Component Cost 124,767 Construction Duration (months) 1

Number of new pump stations planned 1 Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full) Basic

Number of pump stations to be rehabilitated 0

Capacity of pump stations planned (l/s) 0

Comments

Supply and installation of electric submersible pump with a duty point of 5.4 m3/hr @ 74.9m and a power rating of 2kW.

Water: Bulk Services: Raw water storage dam

Total Component Cost Existing capacity of Raw Water

Storage Construction Duration (months) vvvvvvvvvvvvv

Number of new Raw water storage dams planned Level of Service to be provided (1-Basic, 2-

Intermediate, 3-Full)

Number of Raw water storage dams to be rehabilitated

Capacity of Raw water storage planned (m3)

Comments

Water: Connector Services: Supply linesTotal Component Cost ddfdd23,420 Construction Duration (months) fffffffgg1

Length of new main supply line ggggggggddddf272 Level of Service to be provided (1-Basic, 2- G

Length of main supply line to be ddfddfdffdfdfddfdffrererrdffdf0 Labour Intensive Construction : Yes/No

Capacity of all supply lines planned

Diameter of supply line planned 90

10

(mm)

Comments

mPVC Class 6 pipe.

Water: Connector Services: Pump stations

Total Component Cost Construction Duration (months)

Number of new pump stations planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of pump stations to be rehabilitated

Capacity of pump station planned (l/s)

Comments

Water: Connector Services: Reservoirs

Total Component Cost Existing capacity of Reservoirs Construction Duration (months)

Number of reservoirs planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of reservoirs to be rehabilitated

Capacity of all reservoirs planned (m3)

Comments

Water: Reticulation: Stand pipes


Number of stand pipes to be reticulated Level of Service to be provided (1-Basic, 2-


Comments

Water: Reticulation: Metered stand pipes


Number of metered stand pipes to be reticulated Level of Service to be provided (1-Basic, 2-


Comments

Water: Reticulation: Water meters


Number of water meters to be reticulated 1 Level of Service to be provided (1-Basic, 2-

Intermediate, 3-Full) Basic

Comments

Water meter installed at bulk storage point.

Water: Reticulation: Pipe lines

11


Length of pipe line to be reticulated Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Capacity of all pipe lines to be reticulated (l/s) Labour Intensive Construction : Yes/No

Diameter of pipe line to be reticulated

(mm)

Comments

Water: Summary of Technical Details

Current water demand Demand (l/capita/day) State

Future water demand Projected(l/capita/day) State

Present water source (i.t.o type, quantity and reliability) Supply (l/capita/day)

State

Future water source (i.t.o type, quantity and reliability) Projected supply (Ml/day)

State

Present water infrastructure Describe

Future water infrastructure Describe

Present water quality Meets potable standard? Yes NoDescribe

12

Describe

Future water quality No threat[1-5]Major impact Describe Threats

Are the legal aspects of water sources and abstraction in order? Yes/No Yes No Comment

Population growth trends Estimated growth % Description of trend and data accuracy

Sanitation (NB: Technical Report to be submitted to DWAF) Sanitation: Bulk Services: Treatment works

Total Component Cost Existing Capacity Construction Duration (months)

Number of treatment works to be rehabilitated Level of Service to be provided (1-Basic, 2-


Capacity of treatment works planned (m3/day)

Comments

Sanitation: Bulk Services: Oxidation ponds


Number of oxidation ponds to be rehabilitated Level of Service to be provided (1-Basic, 2-


Capacity of oxidation pond planned (m3)

Comments

Sanitation: Bulk Services: Pump stations


Number of new pump stations Level of Service to be provided (1-Basic, 2-


13


Comments

Sanitation: Connector Services: Main outflow lines


Length of new main outflow lines Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Capacity of Main outflow lines planned (l/s) Labour Intensive Construction : Yes/No

Diameter of Main outflow lines

planned (mm)

Comments

Sanitation: Connector Services: Pump stations


Number of new pump stations Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)


Comments

Sanitation: Per Village: General

Settlement

Settlement Type

% CoveragePlanned

Community Contribution

Other Cash Contribution

Planned Start Date (dd/mm/yyy)

Planned Completion Date (dd/mm/yyy)

Sanitation: Per Village: New Toilets

Settlement

Planned no. of toilets

No. of households targetted

Subsidised Hard Issues Budget

Subsidised Soft Issues Budget

Overhead Budget

Average cost/unit

Own/othercontribution

Sanitation: Per Village: Health and Hygiene

Settlement

% CoveragePlanned

No. of households to receive Health and Hygiene Education



Sanitation: Per Village: Upgraded Toilets

Settlement



Subsidised hard Issues Budget


Overhead Budget

Average cost/unit

Own/Othercontribution

Sanitation: Per Village: Bucket Eradication

14

Settlement

No. of buckets to be eradicated

Sanitation: Per Village: Clinics

Settlement Number of clinics in area

Number of clinics below basic level of service

Number of toilets required

Total planned cost

Sanitation: Summary of Technical Details

Which toilet technologies will be proposed in the programme/project?

Toilet Technologies

Single pit VIP toilets Yes/No Yes No

Double pit VIP toilets Yes/No Yes No

Urine diversion toilets Yes/No Yes No

Other technologies Yes/No Yes No Specify

What types of top-structures will be proposed in the Programme/project?

At least three different types of top-structures must be promoted in each project to offer participants a choice in line with their preferences and affordability levels.

Top Structures

Masonary Yes/No Yes No

Traditional materials Yes/No Yes No

Archloo Yes/No Yes No

Prefabricated structure Yes/No Yes No

Upgrade using existing structures Yes/No Yes No

Other Yes/No Yes

No

Specify

Roads and Related Stormwater

15

Roads and Stormwater: Local Distributors: Gravel


Kilometers of new gravel roads planned Level of Service to be provided (1-

Basic, 2-Intermediate, 3-Full)

Kilometers of gravel roads to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Local Distributors: Paved


Kilometers of new paved roads planned Level of Service to be provided (1-Basic, 2-


Kilometers of paved roads to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Local Distributors: Tarred


Kilometers of new tarred roads planned Level of Service to be provided (1-Basic, 2-


Kilometers of tarred roads to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Access Collectors: Gravel


Kilometers of new gravel Access Collectors planned Level of Service to be provided (1-Basic, 2-


Kilometers of gravel Access Collectors to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Access Collectors: Paved


Kilometers of new paved Access Collectors planned Level of Service to be provided (1-Basic, 2-


Kilometers of paved Access Collectors to be rehabilitated Labour Intensive Project (Yes/No)

Comments

16

Roads and Stormwater: Access Collectors: Tarred


Kilometers of new tarred Access Collectors planned Level of Service to be provided (1-Basic, 2-


Kilometers of tarred Access Collectors to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Sidewalks Sidewalks: Gravel


Kilometers of new gravel Sidewalks planned Labour Intensive Project (Yes/No)

Kilometers of gravel Sidewalks to be rehabilitated

Comments

Sidewalks: Paved


Kilometers of new paved Sidewalks planned Labour Intensive Project (Yes/No)

Kilometers of paved Sidewalks to be rehabilitated

Comments

Sidewalks: Tarred


Kilometers of new tarred Sidewalks planned Labour Intensive Project (Yes/No)

Kilometers of tarred Sidewalks to be rehabilitated

Comments

Solid Waste Solid Waste:Bulk Services: Solid waste removal site


Number of new solid waste removal sites planned Level of Service to be provided (1-Basic, 2-


Number of solid waste removal sites to be rehabilitated

Comments

17

Solid Waste:Bulk Services: Refuse transfer stations


Number of new refuse transfer stations planned Level of Service to be provided (1-Basic, 2-


Number of refuse transfer stations to be rehabilitated

Comments

Community Lighting Community Lighting: Lighting: High mast


Number of new high masts planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of high masts to be rehabilitated

Comments

Community Lighting: Lighting: Street lights


Number of new street lights planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of street lights to be rehabilitated

Comments

Stormwater Stormwater: Channels

Total Component Cost Cross sectional area Construction Duration (months)

Kilometers of new channels planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Kilometers of channels to be rehabilitated Labour Intensive Construction : Yes/No

Comments

Stormwater: Pipelines

Total Component Cost Pipe Diameter

Construction Duration (months)

Kilometers of new pipelines planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Kilometers of pipelines to be rehabilitated Labour Intensive Construction : Yes/No

18


Comments

Stormwater: Retention Ponds

Total Component Cost Exisiting Capacity Construction Duration (months)

Number of ponds planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of ponds to be rehabilitated Labour Intensive Construction : Yes/No

Total volume of ponds involved

Comments

Community Facilities Community Facilities: Taxi Ranks

Total Component Cost Number of lights to be installed Area to be paved (m2) Number of toilet facilities

Size of administration offices to be built (m2) Drainage

Facilities for informal traders (m2) Construction Duration (months)

Area under cover (m2) Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of taxis to be accommodated Comments

Community Facilities: Libraries Total Component Cost Construction Duration (months) VVVVVVV

Area (m2) VVVVVV Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full) VVVVVVV Number of toilet facilities

Furniture Comments

Community Facilities: Cemeteries

Total Component Cost Number of offices

Access Roads (km) Number of store rooms

Internal Roads (km) Construction Duration (months)

Fencing (km) Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of graves

Number of crematoriums Number of ablutions

Comments

19

Community Facilities: Community Halls


Number of community halls to be built Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Floor area of community halls to be built

Comments

Community Facilities: Recreational Facilities


Number of multi-purpose fields to be built Level of Service to be provided (1-Basic, 2-


Number of sports types to be accommodated

Comments

Community Facilities: Clinics


Number of clinics to be built Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of beds catered for

Floor area of clinics

Comments

Community Facilities: Admin. Facilities

Total Component Cost Number of admin. offices to be built

Surface area of building Number of officials

Size of admin. offices to be built Number of councillors

Value of admin. offices to be built Construction Duration (months)

Size of council chamber Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Comments

Community Facilities: Admin. Facilities (Cont.)

Value of equipment needed

Value of furniture needed

Comments: (Describe in detail the equipment and/or furniture needed)

7. TARGET DATES

ITEMS Target Date

20

Item to track dd/mm/yyyy 1 Design Report Approved 2 Tenders Awarded 3 Contract Signed 4 Contractor on Site 5 Conditions met 6 Construction Completion Date 7 Release Retention 8 Final Payment (Retention Payment is Final)

8. BUDGET CONTROL

Service Category

Total (1) = (2+3+4)

MIG (2)

Private (3)

Public (4)

Total Outputs (5)

Total Applied (6)

1 9. DECLARATION (To be completed by the Municipal Manager)

I declare that we will implement the Project based on:

Declaration

1. Maximum use of local labour Maximum use of local labour? Yes No Reasons if not possible:

Will not meet 30% expenditure on local labour due to skilled eletrical and pump work. However local labour will be used for all trenching, pipe and cable laying and backfilling and also erected of steel stands.

2. Use of BEE's i.t.o. the affirmable procurement policy Use of BEE's i.t.o. policy? Yes No

BEE stands for Balck Economic Empowerment. Item does not reflect definition, unless BEE is something else? If so describe.

3. Community involvement at project level Community project involvement? Yes No Describe nature of Involvement if no, give reasons.

The Local Municipality identified this development and will liaise with the DM and relevant Government Departments and Service Providers and community.

4. Submitting Monthly, Quarterly and Close Out Reports on prescribed dates Report in prescribed format? Yes No

If No, Reasons:

21

5. Approval of Project and Operation and Maintenance Budget Resolution forwarded? Yes No

Resolution Number 81/48/22/1/2

Date of Resolution 30/07/2002

Comments

6. Will the municipality maintain the asset? Maintain the asset? Yes No Measures to be taken if No:

7. Does municipality set, bill & collect tariffs? Operate the system? Yes No Measures to be taken if No:

8. Does the project form part of an approved three-year Capital Plan? Yes No

IDP No: 31/03/2002

Comments

9. Does this project form part of a Municipal Service Partnership? Agreement Signed? Yes No

Duration of Contract

Date Signed

Value of Contract

Comments

N/A

10. Approval of Dept. of Water Affairs and Forestry technical report. Approved? Yes No

DWAF reference number:

Date approved

Comments

TR will be submitted to DWAF for approval

22

11. Does the project require an Environmental Impact Assessment? Yes/No? Yes No

Duration (months)

12. Are legal aspects and permits in place? Yes/No? Yes No

Months before in place

13. Submit audits on prescribed dates Report in prescribed format? Yes No

14. Submit community based monitoring reports (if requested) Report in prescribed format? Yes No

15. Has Council approved the Registration Form for submission? Approved? Yes No If not, why?

16. Labour Intensive (EPWP) Project only?

a) Will the DPW/EPWP guidelines be utilized on the project? Yes No If No, Reason:

b) Will the Consultant and Contractor appointed on the project comply with specific requirements of the CETA NQF qualifications Framework?

Yes No If No, Reason:

17. Does the Municipality have an Occupation health and Safety Plan in place and implement projects according to it? Approved? Yes No If not, why?

10. CERTIFICATION BY MUNICIPAL MANAGER

Who warrants that he is authorized to do so and confirms that: 1. All details contained in this application are correct

23

2.The Municipality will immediately advise the Provincial MIG Manager if the project above receives funding from another source, and, that should funds be granted on this programme then, they will withdraw their funding application to other government grant funding programme. It is not illegal to "apply" for funds from two sources, however, it is illegal to accept money from two Government funding mechanisms for the same project. This is known as double funding. 3. The project must be added to the Municipality's budget after approval. 4. The project has been approved by Council

Council Approval

The project has been approved by council Council Resolution No.: 81/48/22/1/2

On: 30/07/2002 dd/mm/yyyy

Signed by Municipal Manager on behalf of: Amahlati Municipality Date signed 22/05/2003

Contact person

Title: Mr Surname: Magwangqana Initials: N.C.

Signature



11. CERTIFICATION BY SMM (Senior Manager MIG)

dd/mm/yyyy

Signed by Senior Manager MIG on behalf of:

Amahlati Municipality Date signed 22/05/2003

Contact person


Signature



12. CERTIFICATION BY SMF (Senior Manager Finances)

dd/mm/yyyy

24

Signed by Senior Manager Finances on behalf of:

Amahlati Municipality Date signed 22/05/2003

Contact person


Signature



Municipal Infrastructure Grant

Register Consultants MIG

4

Municipality PFD Ref No: 16/03/2004

Project Last Modified Project Ref No: 1

dd/mm/yyyy dd/mm/yyyy

Registration (FOR OFFICE USE ONLY) Date Received


(Labour Intensive Projects only)

Were the EPWP contract conditions included into the Consultant’s contract with the Municipality?

Yes/No

IF No, Reasons:

1. CONSULTANT

1.1 Firm / Organization Name dd/mm/yyyy

Date Appointed Date Terminated Please describe the nature of the contract with the Consultant (eg SAACE Form of Agreement), and any other comment that might be relevant:

1.2 Consultant Name and Details Name Title Surname Initials

1.3 Address Physical Address (if different from Source of Info)

Postal Address (if different from Physical)

Postal Code Postal Code

2

Email Address Fax

Cellular Tel (Office) DOCEX

1.4 SMME / PDI Status If the organization is a private firm, please provide the following information about the firm. Please note, that the information required should include all the firms that make out a group of companies if the firm is part of a group. If it is a subsidiary, include the information about the parent company SMME Category Small Medium Micro Large

Number of employees (of parent company) Value of Assets (of Group of Companies) last balance sheet Value of TurnOver (of Group of Companies) past financial year PDI Status (%)

1.5 Industrial Classification (Select)

Agriculture Manufacturing

Retail/Commerce Public Sector

Services Mining

Construction Ownership Subsidiary (of Group of Companies) Yes/No

Black Ownership 100% black owned Majority Black Minority Black No Black Owners

2. TARGET DATES ITEMS

Item to Track Date Format (dd/mm/yyyy) Target Date Revised / Actual

Date Change Revised / Actual Date

Design Report Approved Tenders Awarded Contract Signed Contractor on Site Conditions met Construction Completion Date Release Retention Final Payment (Retention Payment is Final)

FOR OFFICE USE ONLY Item to Track Date Format (dd/mm/yyyy)

Target Date Revised / Actual Date

Change Revised / Actual Date

Consultant Appointed

Coordination Committee Approved

DWAF Technical Report Submitted

DWAF Technical Report Referred Back

3

DWAF Technical Report Referred Back

DWAF Technical Report Approved DPLG Submitted DPLG Referred Back DPLG Registration

3. PROJECTED PROJECT CASH FLOW

Period MIG Public Sector

Private Sector

Planned Total

Cumulative Total-MIG

MIG Balance

* February 2003 * March 2003 * April 2003 * May 2003 * June 2003 * July 2003 Total


Register Contractors MIG

5






1. SOURCE OF INFORMATION

1.1 Name of Person that Prepared Tender Adjudication Information dd/mm/yyyy

Firm / Organization Name Date signed Contact Person

Title: Surname: Initials: Position

Signature

Email Address Fax


1.2 Data Capture Status: FOR OFFICE USE ONLY Authorization status dd/mm/yyyy Date capturer signed Date authorization captured

2. TENDER ASSESSMENT

Firm / Organization Name

Tender Board Number

Total Quote

Agreement Type

Shortlisted(Yes/No)

Recomm. (Yes/No)

Awarded (Yes/No)

Original Cost Estimate

(Labour Intensive Projects only)

Was the project awarded in terms of the EPWP Contract Leadership programme?

Yes/No

IF No, Reasons:

2

3. CONTRACTOR AWARDED TENDER

Please provide the names and organizational details of all the awarding contractors in the Project. Complete a separate form for each main contractor. (If not yet registered)

3.1 Contractor - Firm / Organization Name

3.2 Address

Physical Address Postal Address (if different from Physical)

Postal Code Postal Code

Email Address Fax


3.3 SMME / PDI Status If the organization is a private firm, please provide the following information about the firm. Please note, that the information required should include all the firms that make out a group of companies if the firm is part of a group. If it is a subsidiary, include the information about the parent company SMME Category Small Medium Micro Large

Number of employees (of parent company) Value of Assets (of Group of Companies) last balance sheet Value of TurnOver (of Group of Companies) past financial year PDI Status (%)

3.4 Industrial Classification

Agriculture Manufacturing

Retail/Commerce Public Sector

Services Mining

Construction Ownership Subsidiary (of Group of Companies) Yes/No

Black Ownership 100% black owned Majority Black Minority Black No Black Owners

3

4. PROJECT FUNDING 4.1 Project funding registered by SMM/ SMF:

Category VAT Total Labour Materials Tools/Plant Training P & G Consultants

Total Applied

Source of Funds VAT Total Labour Materials Tools/Plant Training P & G Consultants



5. PROJECTED CASH FLOW


Private Sector

Planned Total


Balance MIG

* February 2004 * March 2004 * April 2004 * May 2004 Total

6. SOCIO ECONOMIC IMPACT 6.1 Employment Generation

4




(a) Women

(b) Men



0


Person days of employment to be created Note: Persondays = Number of persons planned x average length of employment (days).






6.2 Person Days

Person Days

Occupational Category

Total Number of Person days

Person dayssupplied byAdult men

Person dayssupplied by Adult women

Person days supplied byYouth men

Person days supplied by Youth Women

Person days supplied by Disabled Men

Person days supplied by Disabled Women

Clerical Labourer Managerial Semi skilled Skilled Supervisor Totals

6.3 Planned Training Activities



Planned number of persons to be trained


(a) Women

(b) Men



5

Note: NQF Level of Training Level 1 – General Education and Training Level 2,3,4 - Further Education and Training Level 5 - Higher Education and Training NSB Number: NSB 01: Agriculture and Nature Conservation NSB 02: Culture and Arts NSB 03: Business, Commerce and Management Studies NSB 04: Communication Studies and Language NSB 05: Education, Training and Development NSB 06: Manufacturing, Engineering and Technology NSB 07: Human and Social Studies NSB 08: Law, Military Science and Security NSB 09: Health Science and Social Services NSB 10: Physical, Mathematical, Computer and Life Sciences NSB 11: Services NSB 12: Physical Planning and Construction

If Accredited Training Type NSB

Number NQF Level

ETQA/ CETA

Administration Technical Lifeskills / ISD Literacy & Numberacy

Vocational Skills Business Skills Total Training


Progress Report/Request for Payment (Design Phase)

MIG 6


Project Last Modified 1




1. BANK DETAILS OF MUNICIPALITY Bank Details

Bank Name Branch Name Account Holder A/C No

Account Type Telephone No. Branch Code Miscellaneous

Other Information

Bank Account Signatories

Name Rank

2. REQUEST FOR PAYMENT Funding Source Requested Approved VAT Labour Materials Tools/Plant Training ConsultantsApproved Budget Payment Requested

** Note: Percentages is the amount paid relative to the amount approved per source of funds. 3. CERTIFICATION

3.1 Name of Municipal Official Certifying Payment dd/mm/yyyy

Applicant Date signed Contact Person


Signature Duly authorized, hereby certify that the above mentioned expenditures were spent in respect of the said project and that sufficient evidence to substantiate all payments are attached, that the project is executed according to the Registration Form, MIG guidelines and that goods were received in a good condition and services were satisfactorily carried out. 3.2 Municipal Manager dd/mm/yyyy

Department Date Approved

Contact Person


Signature 4. TARGET DATES

ITEMS Item to Track Date format (dd/mm/yyyy) Target Date Revised / Actual


Milestone Achieved?

Design Report Approved Tenders Awarded Contract Signed Contractor on Site Conditions met Construction Completion Date Release Retention Final Payment (Retention Payment is Final)

5. REVISED CASH FLOW


Private Sector

Revised Total


MIG Balance

February 2004 March 2004 April 2004 May 2004 June 2004 Total

6. COMMENTS ON PROBLEMS / PROGRESS

Problems encountered/ proposed solutions (continue below if needed):


Progress Report/Request for Payment (Construction)

MIG 8






1. BANK ACCOUNT DETAILS Bank Details

Bank Name Branch Name Account Holder A/C No

Account Type Telephone No.

Branch Code Miscellaneous Other Information


Name Rank

2. REQUEST FOR PAYMENT Funding Source Requested Approved VAT Labour Materials Tools/Plant Training ConsultantsApproved Budget Payment Requested

** Note: Percentages is the amount paid relative to the amount approved per source of funds. 3. CERTIFICATION

3.1 Name of Municipal Official certifying payment dd/mm/yyyy

Applicant Date signed Contact Person


Signature Duly authorized, hereby certify that the above mentioned expenditures were spent in respect of the said project and that sufficient evidenceto substantiate all payments are attached, that the project is executed according to the Registration Form, MIG guidelines and that goods were received in a good condition and services were satisfactorily carried out.

4. FINANCIAL REPORT

Expenditure (All Sources of Funds) Total VAT Labour Materials Tools/Plant Training Consultants This claim amount

Total to previous report

Total to date Please give a complete financial report of the project on the date of the Progress report. Include ALL SPENDING on the project, regardless of the Source of Funds. For example, also include payments made using funds generated by the project from your own funds in your financial report - added to the funds that you received from the MIG.

5. EMPLOYMENT GENERATION



Actual Number of Persons planned to be employed

(a) Women

(b) Men



0


Person days of employment to be created






6. LABOUR DAYS USED

Please note that a person day is the work done by an average person per day. On projects using tasks, one task is regarded as the same as one person day. To calculate the total number of person days, count the number of workers that worked on each day that the project has been running. That is the same as adding the number of ticks in the attendance register, if every worker is marked present with one tick every day.

Person Days Occupational Category

Total Numberof Person days

Person days supplied by Adult men

Person days supplied by Adult women

Person days supplied by Youth men

Person days supplied by Youth women

Clerical Labourer Managerial Semi skilled Skilled Supervisor Totals

7. TRAINING ACTIVITIES



Planned number of persons to be trained


(a) Women

(b) Men



Note: NQF Level of Training Level 1 – General Education and Training Level 2,3,4 - Further Education and Training Level 5 - Higher Education and Training NSB Number: NSB 01: Agriculture and Nature Conservation NSB 02: Culture and Arts NSB 03: Business, Commerce and Management Studies NSB 04: Communication Studies and Language NSB 05: Education, Training and Development NSB 06: Manufacturing, Engineering and Technology NSB 07: Human and Social Studies NSB 08: Law, Military Science and Security NSB 09: Health Science and Social Services NSB 10: Physical, Mathematical, Computer and Life Sciences NSB 11: Services NSB 12: Physical Planning and Construction

If Accredited Training Type NSB

Number NQF Level

ETQA/ CETA

Administration Technical Lifeskills / ISD Literacy & Numberacy

Vocational Skills Business Skills Total Training

8. SMME'S USED SINCE THE START OF THE PROJECT:

Please remember to include all the SMME's that worked on the project since it started. Then add all the person days and all the funds paid to each SMME since the start of the project, and only record the latest total in the table. For example, if a SMME completed all their work during the first reporting period, the name and details of that SMME must be added to every subsequent report.

SMME Information about the SMME. (If it is a subsidiary: provide information for whole group and not for the SMME only)

Information about the work on the PROJECT

Name of SMME

No. of permanent employees

Turnover previous 12

months

Total no. of person days to

date

Amount paid to SMME to date.

(Total)

Person days locally sourced: 0-25% 26-50%

51-75% 75-100%

Total value of work: SMME Involvement

9. TARGET DATES

Item to Track Date format (dd/mm/yyyy) Target Date Revised / Actual


Milestone Achieved?

Design Report Approved Tenders Awarded Contract Signed Contractor on Site Conditions met Construction Completion Date

Release Retention Final Payment (Retention Payment is Final)

10. REVISED CASH FLOW


Private Sector

Revised Total


MIG Balance

February 2004 March 2004 April 2004 Total

SPECIFIC INDICATORS:

Water (NB: Technical Report to be submitted to DWAF) Water: Bulk Services: Geohydrological Investigation

Total Component Cost uuuu Construction Duration (months) uuuuuuuuuu

Number of boreholes planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Capacity of all boreholes planned (l/s)

Comments

Water: Bulk Services: Boreholes Total Component Cost uuuuuu Construction Duration (months) uuuuuuu

Capacity of borehole planned (l/s) Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Comments

Water: Bulk Services: Reservoirs

Total Component Cost 154,500 Number of ground level reservoirs planned 0

Number of new reservoirs planned 3 Number of Towers planned 3

Number of reservoirs to be rehabilitated Existing capacity community 0 Construction Duration (months) 1

Capacity of all reservoirs planned (m3) Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full) Basic

Comments

Reservoir will consist of 3 x 10 m3 tanks erected on 6m steel stands.

Water: Bulk Services: Water treatment plants

Total Component Cost Existing capacity of WTW (m3 per Day) Construction Duration (months)

Number of new water treatment plants planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of water treatment plants to be rehabilitated

Capacity of water treatment plants planned (m3 per day)

Comments

Water: Bulk Services: Pump stations


Number of new pump stations planned 1 Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full) Basic

Number of pump stations to be rehabilitated 0

Capacity of pump stations planned (l/s) 0

Comments

Supply and installation of electric submersible pump with a duty point of 5.4 m3/hr @ 74.9m and a power rating of 2kW.

Water: Bulk Services: Raw water storage dam

Total Component Cost Existing capacity of Raw Water

Storage Construction Duration (months) vvvvvvvvvvvvv

Number of new Raw water storage dams planned Level of Service to be provided (1-Basic, 2-


Number of Raw water storage dams to be rehabilitated

Capacity of Raw water storage planned (m3)

Comments

Water: Connector Services: Supply lines

Total Component Cost ddfdd23,420 Construction Duration (months) fffffffgg1

Length of new main supply line planned ggggggggddddf272 Level of Service to be provided (1-Basic, 2-

Intermediate, 3-Full) G

ggggggasic

Length of main supply line to be rehabilitated ddfddfdffdfdfddfdffrererrdffdf0 Labour Intensive Construction : Yes/No

Capacity of all supply lines planned

(l/s)

Diameter of supply line planned (mm) 90

Comments

mPVC Class 6 pipe.

Water: Connector Services: Pump stations


Number of new pump stations planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of pump stations to be rehabilitated


Comments

Water: Connector Services: Reservoirs

Total Component Cost Existing capacity of Reservoirs Construction Duration (months)

Number of reservoirs planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of reservoirs to be rehabilitated

Capacity of all reservoirs planned (m3)

Comments

Water: Reticulation: Stand pipes


Number of stand pipes to be reticulated Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Comments

Water: Reticulation: Metered stand pipes


Number of metered stand pipes to be reticulated Level of Service to be provided (1-Basic, 2-


Comments

Water: Reticulation: Water meters


Number of water meters to be reticulated 1 Level of Service to be provided (1-Basic, 2-

Intermediate, 3-Full) Basic

Comments

Water meter installed at bulk storage point.

Water: Reticulation: Pipe lines


Length of pipe line to be reticulated Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Capacity of all pipe lines to be reticulated (l/s) Labour Intensive Construction : Yes/No

Diameter of pipe line to be reticulated (mm)

Comments

Water: Summary of Technical Details

Current water demand Demand (l/capita/day) State

Future water demand Projected(l/capita/day) State

Present water source (i.t.o type, quantity and reliability) Supply (l/capita/day)

State

Future water source (i.t.o type, quantity and reliability) Projected supply (Ml/day)

State

Present water infrastructure Describe

Future water infrastructure Describe

Present water quality Meets potable standard? Yes No Describe

Future water quality No threat[1-5]Major impact

Are the legal aspects of water sources and abstraction in order? Yes/No Yes No Comment

Population growth trends Estimated growth % Description of trend and data accuracy

Sanitation (NB: Technical Report to be submitted to DWAF) Sanitation: Bulk Services: Treatment works


Number of treatment works to be rehabilitated Level of Service to be provided (1-Basic, 2-


Capacity of treatment works planned (m3/day)

Comments

Sanitation: Bulk Services: Oxidation ponds


Number of oxidation ponds to be rehabilitated Level of Service to be provided (1-Basic, 2-


Capacity of oxidation pond planned (m3)

Comments

Sanitation: Bulk Services: Pump stations




Comments

Sanitation: Connector Services: Main outflow



Length of new main outflow lines Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Capacity of Main outflow lines planned (l/s) Labour Intensive Construction : Yes/No

Diameter of Main outflow lines planned

(mm)

Comments

Sanitation: Connector Services: Pump stations




Comments

Sanitation: Per Village: General

Settlement

Settlement Type

% CoveragePlanned

Community Contribution

Other Cash Contribution



Sanitation: Per Village: New Toilets

Settlement



Subsidised Hard Issues Budget


Overhead Budget

Average cost/unit

Own/othercontribution

Sanitation: Per Village: Health and Hygiene

Settlement

% Coverage Planned

No. of households to receive Health and Hygiene Education



Sanitation: Per Village: Upgraded Toilets

Settlement



Subsidised hard Issues Budget


Overhead Budget

Average cost/unit

Own/Othercontribution

Sanitation: Per Village: Bucket Eradication

Settlement

No. of buckets to be eradicated

Sanitation: Per Village: Clinics

Settlement Number of Number of clinics Number of Total

Sanitation: Summary of Technical Details

Which toilet technologies will be proposed in the programme/project?

Toilet Technologies

Single pit VIP toilets Yes/No Yes No

Double pit VIP toilets Yes/No Yes No

Urine diversion toilets Yes/No Yes No

Other technologies Yes/No Yes No Specify

What types of top-structures will be proposed in the Programme/project?

At least three different types of top-structures must be promoted in each project to offer participants a choice in line with their preferences and affordability levels.

Top Structures

Masonary Yes/No Yes No

Traditional materials Yes/No Yes No

Archloo Yes/No Yes No

Prefabricated structure Yes/No Yes No

Upgrade using existing structures Yes/No Yes No

Other Yes/No Yes

No

Specify

Roads and Related Stormwater Roads and Stormwater: Local Distributors: Gravel


Kilometers of new gravel roads planned Level of Service to be provided (1-

Basic, 2-Intermediate, 3-Full)

Kilometers of gravel roads to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Local Distributors: Paved


Kilometers of new paved roads planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Kilometers of paved roads to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Local Distributors: Tarred


Kilometers of new tarred roads planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Kilometers of tarred roads to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Access Collectors: Gravel


Kilometers of new gravel Access Collectors planned Level of Service to be provided (1-Basic, 2-


Kilometers of gravel Access Collectors to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Access Collectors: Paved


Kilometers of new paved Access Collectors planned Level of Service to be provided (1-Basic, 2-


Kilometers of paved Access Collectors to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Roads and Stormwater: Access Collectors: Tarred


Kilometers of new tarred Access Collectors planned Level of Service to be provided (1-Basic, 2-


Kilometers of tarred Access Collectors to be rehabilitated Labour Intensive Project (Yes/No)

Comments

Sidewalks Sidewalks: Gravel


Kilometers of new gravel Sidewalks planned Labour Intensive Project (Yes/No)

Kilometers of gravel Sidewalks to be rehabilitated

Comments

Sidewalks: Paved


Kilometers of new paved Sidewalks planned Labour Intensive Project (Yes/No)

Kilometers of paved Sidewalks to be rehabilitated

Comments

Sidewalks: Tarred


Kilometers of new tarred Sidewalks planned Labour Intensive Project (Yes/No)

Kilometers of tarred Sidewalks to be rehabilitated

Comments

Solid Waste Solid Waste:Bulk Services: Solid waste removal site


Number of new solid waste removal sites planned Level of Service to be provided (1-Basic, 2-


Number of solid waste removal sites to be rehabilitated

Comments

Solid Waste:Bulk Services: Refuse transfer stations


Number of new refuse transfer stations planned Level of Service to be provided (1-Basic, 2-


Number of refuse transfer stations to be rehabilitated

Comments

Community Lighting

Community Lighting: Lighting: High mast




Number of high masts to be rehabilitated

Comments

Community Lighting: Lighting: Street lights


Number of new street lights planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of street lights to be rehabilitated

Comments

Stormwater Stormwater: Channels

Total Component Cost Cross sectional area Construction Duration (months)

Kilometers of new channels planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Kilometers of channels to be rehabilitated Labour Intensive Construction : Yes/No

Comments

Stormwater: Pipelines

Total Component Cost Pipe Diameter Construction Duration (months)

Kilometers of new pipelines planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)


Comments

Stormwater: Retention Ponds

Total Component Cost Exisiting Capacity Construction Duration (months)

Number of ponds planned Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of ponds to be rehabilitated Labour Intensive Construction : Yes/No

Total volume of ponds involved

Comments

Community Facilities Community Facilities: Taxi Ranks

Total Component Cost Number of lights to be installed Area to be paved (m2) Number of toilet facilities

Size of administration offices to be built (m2) Drainage

Facilities for informal traders (m2) Construction Duration (months)

Area under cover (m2) Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of taxis to be accommodated Comments

Community Facilities: Libraries Total Component Cost Construction Duration (months) VVVVVVV

Area (m2) VVVVVV Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full) VVVVVVV Number of toilet facilities

Furniture Comments

Community Facilities: Cemeteries

Total Component Cost Number of offices

Access Roads (km) Number of store rooms

Internal Roads (km) Construction Duration (months)

Fencing (km) Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of graves

Number of crematoriums Number of ablutions

Comments

Community Facilities: Community Halls


Number of community halls to be built Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Floor area of community halls to be built

Comments

Community Facilities: Recreational Facilities


Number of multi-purpose fields to be built Level of Service to be provided (1-Basic, 2-


Number of sports types to be accommodated

Comments

Community Facilities: Clinics


Number of clinics to be built Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Number of beds catered for

Floor area of clinics

Comments

Community Facilities: Admin. Facilities

Total Component Cost Number of admin. offices to be built

Surface area of building Number of officials

Size of admin. offices to be built Number of councillors

Value of admin. offices to be built Construction Duration (months)

Size of council chamber Level of Service to be provided (1-Basic, 2-Intermediate, 3-Full)

Comments

Community Facilities: Admin. Facilities (Cont.)

Value of equipment needed

Value of furniture needed

Comments: (Describe in detail the equipment and/or furniture needed)

11. CONTRACTOR ASSESSMENT 12. COMMENTS ON PROBLEMS / PROGRESS

Problems encountered/ proposed solutions (continue below if needed):


Physical Completion Report MIG

9


Project Physical Completion Report Project Ref No: 1




1. COMMENTS ON COMPLETION OF PROJECT

2. CERTIFICATION 2.1. Chief Executive Officer: Implementing Agent dd/mm/yyyy

Applicant Date signed Duly authorized, hereby certify that the said Project has been completed strictly according to the Approved Registration Form


Signature

2.2 Municipal Manager dd/mm/yyyy

Department Date Approved I hereby certify that the report has been verified, and the project has met all the necessary requirements


Signature


Request for Payment (Retention) MIG 10


Project Request for Payment (Retention) Project Ref No:

1

ALL FIELDS TO BE COMPLETED IN FULL Project Type dd/mm/yyyy dd/mm/yyyy

Registration (FOR OFFICE USE ONLY) Date Received 01/04/2003


01/04/2003

1. BANK ACCOUNT DETAILS

Bank Details Bank Name Branch Name

Account Holder A/C No Account Type Telephone No. Branch Code Miscellaneous

Other Information


Name Rank

2. REQUEST FOR PAYMENT Funding Source Requested Approved VAT Labour Materials Tools/Plant Training ConsultantsApproved Budget Payment requested

3. CERTIFICATION 3.1 Name of Municipal Official certifying payment dd/mm/yyyy

Firm / Organization Name Date signed Contact person


Signature Duly authorized, hereby certify that the above mentioned expenditures were merely spent in respect of the said project and that sufficient evidence to substantiate all payments are attached, that the project is executed according to the Registration Form, MIG Guidelines and that goods were received in a good condition and services were satisfactorily carried out, in accordance with the Registration form. 3.2 Municipal Manager dd/mm/yyyy

Department Date Approved Contact Person


Signature

4. COMMENTS ON PROBLEMS / PROGRESS

MIG - Municipal Infrastructure Grant. MIG Operational... · Department of Provincial and Local...

Documents

Transcript of MIG - Municipal Infrastructure Grant. MIG Operational... · Department of Provincial and Local...