EASTERN CAPE DEPARTMENT OF SPORT RECREATION ARTS CULTURE

EASTERN CAPE DEPARTMENT OF SPORT RECREATION, ARTS &CULTURE 2010/11 FINANCIAL YEAR: 3 RD QUARTER COMMUNITY LIBRARY CONDITIONAL GRANT PUBLIC HEARINGS 25 MAY 2011

Purpose & objective of the Grant v Goal is to enable South African society to gain access to knowledge and information that will improve their socio-economic situation. v Purpose is to transform urban and rural community library infrastructure, facilities, and services (primarily targeting previously disadvantaged communities through a recapitalized programme at provincial level in support of local government and national initiatives. 2

Expected outcomes v v v Improved library infrastructure and services that reflect the specific needs of the communities they serve. Presently 79 libraries have been renovated since the inception of the grant. Two libraries are under construction i. e. Mdantsane and Mount Ayliff libraries. This has improved library usage as these libraries are now accessible. Transformed and equitable library and information services delivered to all rural and urban communities. During 2010/11 a total of 70, 000 library materials have been purchased and delivered to public libraries. Improved co-ordination and collaboration between national, provincial and local government on library services. The Stakeholders Consultative Workshop and library Summit has improved relationship with Municipalities. Improved culture of reading. South African Library for the Blind benefits from the Grant by providing a special service for people with visual disabilities. Improved staff capacity at urban and rural libraries to respond appropriately to community knowledge and information needs. Qualified librarians have been employed and deployed to public libraries. Opening and closing times at our libraries have since improved with 55% since these libraries now open 8 hours a day due to additional staff appointed. 3

PROJECT LIST FOR 2010/11 Activity Budget Compensation of employees 11, 920 Books/Library Material 10, 085 Staff/Staff Training 1, 500 ICT Infrastructure (Cabling & Data-line) 1, 588 ICT Operating Expenditure 7, 000 Library infrastructure (Construction & Upgrading) 29, 685 Purchase of library containers 5, 000 Security for Library Books and Staff 3, 000 Literacy (Programme) 1, 000 Special services provided (SALIB) 1, 000 Maintenance of library facilities 5, 212 Stakeholders Consultative Workshop TOTAL 250 R 77, 240, 00 4

TRENDS IN ALLOCATIONS Economic Classification 2010/11 2011/12 Compensation of Employees R 11, 920 M R 12, 920 M Goods and Services R 27, 444 R 28, 471 M Transfers and Subsidies R 1 M Building and other fixed structures R 29, 685 M R 32, 211 Machinery and equipment R 7, 191 M R 6, 372 M TOTAL R 77, 240 M R 80, 974 M 5

EC Financial status: 3 rd Quarter Funding cash flowed: R 23, 800, 00 Outputs Budget Spent Under/ove Reason for deviation r expenditu re Libraries upgraded and rehabilitated R 5, 587, 319 R 1, 363, 000 R 4, 224, 317 Appointment of contractors was delayed at Public Works as a result of KZN judgement (Case No: 10878/2009). New community libraries established - - - Not targeted for the quarter under review Mobile (Container) libraries provided at rural libraries. R 2, 573, 400 R 48, 240 R 2, 251, 160 Tender was already advertised but had to be re-advertised as a result of KZN judgement ( Case No. 10878/2009). ICT Infrastructure provided in community libraries R 900, 000 R 834, 299 R 65, 701 Invoices are awaited from SITA for the payment of cabled libraries. Improved Library security R 3, 007, 283 R 53, 000 R 2, 954, 283 Tender was advertised on time but due to KZN judgement ( Case No. 10878/2009) it has to be readvertised and that led to further delays. 6

EC Financial status: 3 rd Quarter, Cont… Funding cash flowed: R 23, 800, 00 Outputs Budget Spent Under/ove Reason for deviation r expenditu re ICT library facilities maintained in all community libraries R 2, 700, 000 R 2, 100, 000 R 600, 000 Invoices awaited from SITA for monthly rental of Library Management Systems. Improved furniture and equipment in community libraries R 500, 000 R 51, 750 R 448, 250 An amount of R 403 , 000 committed is for outdoor learning equipment (Jungle gyms) which its tender affected by the KZN judgement. Libraries provided with latest and relevant collection R 5, 488, 200 R 1, 714, 195 R 4, 757, 475 Deliveries were done late due to Most of popular publications that ran out of print, most publication houses closed for Christmas. Stakeholders Consultative workshops held R 250, 000 R 234, 630 R 15, 370 Stakeholders’ Consultation took place, outstanding invoices submitted late and will be paid in the last quarter. 7

EC Financial status: 3 rd Quarter, Cont… Funding cash flowed for Q 3: R 23, 800, 00 Outputs Budget Spent Under/over expenditure Reason for deviation Functional library committees revived and established R 65, 000 - Target met Additional qualified personnel recruited and existing ones remunerated R 1, 300, 000 R 1, 377, 000 (R 77, 000) Over expenditure caused by the error at payments section and journals are being done to rectify. Training programmes provided for library workers R 400, 000 R 272, 000 R 128, 000 Outstanding amount is for the training that will be held in January 2011. Services for people with visually disabled provided. R 1, 000 - - Not targeted for the quarter Literacy and advocacy programmes provided in community libraries R 27, 000 - Target met TOTAL R 23, 800, 000 R 8, 141, 114 R 15, 659, 886 8

PROJECTS AFFECTED BY THE KZN JUDGEMENT PROJECT NAME DATE ADVERTISED DATE READVERTISED AMOUNT 11 Containers 16/08/2010 10/10/2010 R 4, 4 Million 15 Detection systems 02/05/2010 06/08/2010 R 4 Million 9

3 rd Quarter Performance Indicators and targets Outcomes (Project name) Performance indicator Measurement unit Annual Target Quarter targets Actual performance: Quarter under review Variance Explanation Improved library infrastruct ure that reflect the specific needs of communiti es it serves Libraries upgraded and rehabilitated Twenty nine libraries upgraded /renovated during 2009/10 financial year. 20 9 2 7 Appointment of contractors was delayed at Public Works as a result of KZN judgement (Case No: 10878/2009). New library structures built No library structure completed 2 - - - Not targeted for the quarter under review. Mobile (Container) libraries provided to rural communities No mobile libraries provided. 11 - - - Not targeted for the quarter under review. 10

3 rd Quarter Performance Indicators and targets, continued Outcomes (Project name) Performance indicator Measurement unit (Baseline) Annual Target Quarter targets Actual performance : Quarter under review Variance Explanation Improved library infrastructure that reflect the specific needs of communities it serves ICT Infrastructure provided in 9 (nine) libraries 35 (Thirty five) libraries have been provided with ICT infrastructure) Cabling and datalines 9 7 7 - Target met. ICT equipment; Library management and network services maintained. 95 (ninety five) Automated library facilities maintained. 120 100 - Target met Security systems installed in libraries. 20 (twenty)Libraries installed with tattletape detection and CCTV security systems 17 17 17 - Target met Libraries provided with furniture and new computers 40 (forty) Libraries provided with furniture and 20 (twenty)computers 42 11 11 - Target met 11

3 rd Quarter Performance Indicators and targets, cont… Outcomes (Project name) Performanc e indicator Measurement unit Annu al Target Quarte r targets Actual performanc e: Quarter under review Varianc e Explanati on Transformed and equitable library and information services provided to all rural and urban communities New and updated library collections provided to all community libraries. 50% of library and information services address diverse needs of communities. 70, 000 Books 40, 000 Books - Target met Improved coordination and collaboration between national, provincial and local governrnent on library services. Functional Library Committees and library forums established and revived. 2 (Two) Library committees have been established and revived. 7 3 3 - Target met Stakeholders ’ Consultative 2 Stakeholders’ Consultative Workshops held 2 1 1 - Target met 12

3 rd Quarter Performance Indicators and targets, cont… Outcomes (Project name) Performance indicator Measurement unit Annual Target Quarter targets Actual performance: Quarter under review Variance Explanation Improved culture of reading Literacy and advocacy events held provided in community libraries 23 Libraries have implemented literacy programme. 30 29 29 - Target met. Special services for people with visual disabilities A Sum of R 1 Million transferred to SA Library for the Blind to cater for people with visual disabilities. 1 0 - - Not targeted for the quarter under review. Existing qualified personnel remunerated and additional library assistants appointed. 12 (Twelve) qualified librarians appointed in 2009/10 and 46 (forty six) existing personnel remunerated. 20 0 - - Not targeted for the quarter under review. Capacity building (training) programmes provided to library workers. 160 (one hundred and sixty) library workers trained in library advocacy; computer literacy ; internet/e-mail and other library related modules. 172 100 - Target met. Improved staff capacity at urban and rural libraries to approximately respond to community knowledge and information needs 13

Constraints and Remedial actions Constraint Remedial action Infrastructure projects are awarded to emerging contractors by Public Works and these contractors always have cash-flow challenges. This affect completion periods and service delivery. Projects are submitted to Public Works timiously so that these contractors can start early and be able to finish their works within a financial year. SITA delays in billing because their invoices come from their Head Office. Meetings with SITA to re-negotiate with SITA to de-centralize their billing system are held at National level. At Provincial level we hold meetings with local SITA to pressurize them on invoices. Conditional Grant staff turn over: staff Conditional staff should be resigns constantly as a result of incorporated into Equitable Share to condition of their employment ensure sustainance and continuity. (Contractual). This impact on service delivery especially at public libraries as some libraries have to be closed again. 14

Monitoring capacity § § The Department has a monitoring and evaluation unit under Strategic Planning Management component that is assisting in ensuring that projects are done according to plans( Business Plan; Annual Performance Plan& Operational Plan). Reporting is done monthly and quarterly. In-Year-Monitoring is done internally to check the spending patterns as against cash-flow projections. These reports are then sent to Provincial and National Treasuries (through DAC). Monthly and quarterly reports are submitted to DAC and quarterly reviews are held with DAC. Conditional Grant has its administration unit with the Project Manager ; Acquisitions and Admin. Officer. 15

Achievements § § New Libraries: Designs for Mt Ayliff library has been finalised at this stage. Tender has since been advertised. Mdantsane Library: The conflict with the community regarding employment of steering committee has since been resolved and the project started to kickstart and in December. All tenders were awarded: Containers; Outdoor learning equipment and detection systems. Presently all these projects completed, distributed and installed. All libraries targeted for ICT infrastructure have been cabled and provided with computers. Presently, the Province has provided internet and e-mail facilities to 16

Conclusion The high priority in the Province is provision of infrastructure to our libraries but unfortunately infrastructure are not implemented as fast as we would like to be. Since the inception of the conditional grant the province has managed to upgrade a total of sixty four libraries. Infrastructure is too technical and it has to be outsourced to Implementing Agents (Public Works & Coega). Due to appointment of librarians, libraries that were closed and others opening for short hours are now operating normally. 17

THE END THANK YOU 18