EASTERN CAPE DEPARTMENT OF SPORT RECREATION, ARTS

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EASTERN CAPEDEPARTMENT OF SPORT RECREATION, ARTS
CULTUREFIRST QUARTER REPORT

• GRANT RECAPITALIZATION
• OF LIBRARY SERVICES
• SEPTEMBER 2009

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Table of contents

• Grant purpose
• Business Plan
• Budget Trends 2007/2008 2008/2009 2009/2010
• Funding for 2009/2010
• Monitoring capacity
• Projected Cashflow and Transfers
• Highlights of expenditure
• 1st Quarter Report
• Under expenditure and reason for deviation
• Way Forward

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Grant Purpose

• Purpose of the Grant is to have transformed urban
  and rural community library infrastructure,
  facilities and services (primarily targeting
  previously disadvantaged communities) through a
  recapitalized programme at National, provincial
  and local government.

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Business Plan

• The business and implementation protocol were
  signed on the 7th April 2009. It is after the
  signing of the business plan that the project
  kick-started.
• There are 118 Public Libraries in the Province.
• Libraries were clustered into three groups for
  the implementation of infrastructure and
  upgrading
• 2007/08 36
• 2008/09 43
• 2009/10 39

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Budget Trends
Financial Year Allocation Expenditure Percentage Expenditure
2007/08 22,680,000 10,491,048 46
2008/09 42,588,000 35,891,971 84
2009/10 55,515,000 3,592 (1st quarter) 6
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FUNDING FOR 2009/2010
ACTIVITIES R '000

Books/Library Material 11,518
Staff/Staff Training 1,098
ICT Infrastructure (Cabling Data-line) 4,000
New Library Management system 3,680
ICT Operating Expenditure 1,000
Upgrading of Library infrastructure 10,213
Purchase of library containers 2,100
Security for Library Books and Staff 2,000
Literacy (Programme) 1,200
Special services provided (SALIB) 1,000
Maintenance of library facilities 4,000
Stakeholders Consultative Workshop 200
Building of new facility 3,000
Compensation of employees 10,505
Total 55,515
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Monitoring Capacity

• Project Manager and support staff employed.
• Regular in loco inspections by the monitoring
  section of the Strategic Planning component.
• In year monitoring reports to Provincial and
  National Treasury, and the Department of Arts and
  Culture.
• Quarterly reports to Provincial and National
  Treasury, and the Department of Arts and Culture
• Annual reports to Provincial and National
  Treasury, and the Department of Arts and Culture

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PROJECTED CASHFLOW AND TRANSFERS
Cash flow amount Quarterly Transfer R 11,674,000 Date 17-Apr-09
Apr-08 3,886,050
May-08 3,886,050    
Jun-09 2,775,750    
Jul-09 2,220,600
Aug-07 4,996,350    
Sep-07 5,551,500    
Oct-07 4,441,200
Nov-07 7,216,950    
Dec-07 7,216,950    
Jan-08 3,886,050 -
Feb-08 4,996,350    
Mar-08 4,441,200    
Total 55,515 11,674
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HIGHLIGHTS OF EXPENDITURE (1ST Quarter 2009/10)

• A server that will link all libraries to
  Provincial Office has been purchased and
  delivered. Thirty five (35) libraries that have
  been cabled and with network up and running will
  be connected to internet and e-mail.
• A plan for the Literacy Programme has been
  approved. Implementation started with the
  training of trainers.
• Procurement plan for purchasing of library
  material has been approved. Publishers are
  sending in quotations as per requests.
• 14 Libraries have been installed with CCTV
  security systems 2 libraries per district
  (Alfred Nzo Amathole Cacadu Chris Hani Nelson
  Mandela O.R. Tambo and Ukhahlamba.
• The Department has already signed service level
  agreement with SITA for implementation of BROCADE
  to replace PALS.
• Orders for cabling of 14 libraries have been
  issued to SITA.
• Contractors for the upgrading of libraries are on
  site at 23 libraries Chris Hani 8 Ukhahlamba
  2 Cacadu 5 Nelson Mandela 6 O.R. Tambo 1.
• Selection process for the 12 public librarians
  posts has started and will be finalized by the
  end of September.

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Budget and Actual expenditure
    Q1
Outputs Approved Budget Committed Actual expenditure Time frames
Compensation of employees 10,505,000   615,000 31 March 2010
Provision of Library materials 11,518,000 100,785 2nd quarter
Upgrading of library infrastructure 10,213,000 95,649 349 ,000 3rd Quarter
Training of library workers 1,098,000 45,030 61,355 2nd Quarter
Installation of security system 2,000,000 51,299 212,852 3rd Quarter
Library Management Information System (Brocade) 3,680,000 - 3,680,000 3rd Quarter
Literacy programme 1,200,000 30,105 - 3rd Quarter
Purchase of ICT equipment 1,000,000 381,000 619,000 3rd Quarter
Purchase of Library Containers 2,100,000 - - 3rd Quarter
Stakeholders Consultative Workshop 200,000 - - 3rd Quarter
New Facilities built 3,000,000 - - 3rd Quarter
Maintenance of library facilities 4,000,000 1,595,793 2nd quarter
Admin. Costs 518,000 15,520 2nd quarter
TOTAL 55,515 719,388 3,592,000
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Under expenditure and reason for
deviationUpgrading of Library Infrastructure

• Projected Expenditure R2,500,000
• Expenditure R349,000
• Commitments R95,649
• Reasons for under expenditure
• There has been a challenge in the capturing of
  infrastructure budget within the department and
  this is being rectified by Provincial Treasury.

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Under expenditure and reason for deviation
Library material

• Projected Expenditure R500,000
• Expenditure Nil
• Commitments R100,785
• Reasons for under expenditure
• There has been a delay in the approval of
  procurement plan due to late update of database
  for suppliers. The process has taken off in the
  second quarter.

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Under expenditure and reason for deviation ICT
Infrastructure

• Projected Expenditure R4,630M
• Expenditure Nil
• Commitments Nil
• Reasons for under expenditure
• In terms of projections the cabling of libraries
  and implementation of BROCADE was to be done in
  the 1st quarter by SITA. Due to delays in the
  site visits orders could not be issued, they have
  been issued in July.

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Under expenditure and reason for deviation
Compensation of employees.

• Projected Expenditure R1,157,452
• Expenditure R615,000
• Commitments R425,452
• Reasons for under expenditure
• There are12 vacant posts for public librarians.
  These are going to be filled by 01 November 2009.
• There has been some changes in the structure of
  the department. This has resulted in some
  librarians being paid in wrong codes. Journals
  are going to be made to rectify this.

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Total budget and Actual expenditure

• Budget for 2009/10 R55, 515, 000
• Not transferred R43,841,000
• Actual transferred R11,674,000
• Committed R719,388
• Actual Expenditure R3,592,207
• Under Expenditure R 7,462,405

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Budget for 2009/2010

• Budget for 2009/2010 R55,515,000

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Way Forward

• To progress with the implementation of literacy
  programme.
• Installation of tattle-tape security system to 20
  libraries.
• Delivery of library material by service providers
  as from September.
• Signing-off of 14 cabled libraries

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THE END

• THANK YOU