Successful Public Participation Framework for the IDP and the Budget IMFO 2016 Annual Conference Presented by : Eddie Scott

Legal framework - Constitution – Objects of local government MFMA – Process and timelines iro annual budget and IDP (amendments) – Includes tabling of budget and IDP (amendments) MSA – Make public annual budget and IDP (amendments) – Invite local community to submit representation 2

Constitution - Section 152 – Objects of local government (1)The objects of local government are – (a)To provide democratic and accountable government for local communities; (b)To ensure the provision of services to communities in a sustainable manner; (c)To promote social and economic development; (d)To promote a safe and healthy environment; and (e)To encourage the involvement of communities and community organisations in the matters of local government. (2)A municipality must strive, within its financial and administrative capacity, to achieve the objects set out in subsection (1). 3

Elements of Successful PPP include… Extensive communication, go beyond minimum requirements Provide opportunity for community to participate Transparency Inclusivity Number of responses from the community (spread) Consideration and accommodation of responses/comments in budget/IDP Ensure legislative compliance Fix it now if possible, do not delay unnecessarily 4

Things to avoid….. Poor planning leading to shortcuts Lip service by going through the motions Failing to respond to individual comments Failing to communicate with the broader community Not following up Complacency 5

CoCT Approach Place advertisements in the media Make budget document available to the public at all libraries, administrative buildings and subcouncil offices and provide boxes for responses to be picked up Make detailed budget available on CD in PDF and open format Include a notice in all municipal accounts (posted and ebilling) Use social media coverage (Facebook and Twitter) Hold public meetings Receive public comments following advertisements and public meetings Acknowledge receipt of above Source departmental responses iro public comments Compile report for Council consideration Respond to public inputs individually Targeted meetings e.g. Chamber of Commerce and Special Rating Areas Forum

Advertisements Daily and Community Newspapers Very comprehensive – Tariffs and charges affecting general public – Highlights – Venues where documents are available – Website – Invite representation to Subcouncils – If unable to write then officials will assist English, Afrikaans & Xhosa Displayed at all libraries, subcouncils, certain administrative buildings and website Register for responsible official to record distribution of CD’s Notice included in all municipal accounts (posted and ebilling)

Realities Last minute submissions (multiple/ politically motivated/orchestrated) Different languages Requiring translations Sourcing meaningful responses internally Providing understandable and creditable responses Providing technically correct responses

Statistics Via City Manager's Office 3742 Social Media (Facebook and Twitter)11 Public Meetings 300 TOTAL 4054

Questions? THANK YOU