EASTERN CAPE DEPARTMENT OF SPORT RECREATION, ARTS & CULTURE THIRD QUARTERLY REPORT 2009/10 COMMUNITY LIBRARY CONDITIONAL GRANT 19 MAY 2010

2 TABLE OF CONTENTS Trends in allocations Funding and Top Slicing for 2009/2010 Projected Cash-flows and transfers 3 rd Quarter Performance Achievements Reason for deviation and Remedial actions Monitoring capacity Constraints Conclusion

TRENDS IN ALLOCATIONS Economic Classification2009/102010/112011/12 Compensation of Employees R10,505MR11,920MR12,920M Goods and Services R27,961MR27, 444R28,471M Transfers and Subsidies R1M Building and other fixed structures R10,213MR32, 21132,211 Machinery and equipment R5,836MR6, 372R6,372M TOTAL R55,515MR77, 240MR80, 974M 3

4 FUNDING AND TOP SLICING 2009/10 ACTIVITIESR '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: Mt’ Ayliff-Alfred Nzo District 3,000 Compensation of employees 10,505 Total 55,515

5 PROJECTED CASHFLOWS AND TRANSFERS Cash flow amountTransfers April 3,886,050 11,674 May 3,886,050 June 2,775,750 July 2,220,600 13,894 August 4,996,350 September 5,551,500 October 4,441,200 19,999 November 7,216,950 December 7,216,950 January 3,886,050 9, 948 February 4,996,350 March 4,441,200 Total 55,515

6 3 rd Quarter Performance OutputsApproved Budget Committed Actual expenditure Under or over expenditure Compensation of employees10,505,000- 6, 821,0003, 684,000 Provision of Library materials11,518,000870,865 9, 586, , 609 Upgrading of library infrastructure10,213,0002, 239,000 5, 714,0002, 260,000 Provision of ICT Infrastructure4,000,0001,958,0002,042,000- Training of library workers1,098,00042,000412,000644,000 Installation of security system2,000,00037,010-1,962,990 Library Management Information System3,680, Literacy programme1,200,00010,889158, ,031,781 Purchase of ICT equipment1,000,0002,940 11,045986,015 Special services provided1,000, Purchase of Library Containers2,100,000-- Stakeholders Consultative Workshop200, New Facilities built3,000,000-- Maintenance of library facilities4,000,000134,000 1, 200,0992,665,901 Admin. Costs518,0006,230298,000213,770 TOTAL55,5156,3000,934 30,123,00019,091,066

7 ACHIEVEMENTS  A server that will link all libraries and the Provincial Office has been purchased and delivered, libraries that have been cabled will be connected to 79 Libraries in order to benefit from internet and .  All library materials have been purchased and R5,714M has been paid, the remaining is awaiting delivery.  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.  Eastern Cape has been identified to change from PALS library management system to BROCADE. An amount of R3,680m has since been paid to SITA for installation of this new system.  35 Libraries have been cabled and 20 have been installed with data-lines. The payment will be effected in January. These libraries will be able to benefit from internet and services.  Contractors are working at all sites and there will be a saving which will complement the Mdantsane Library Project which was initiated by National Department.  Tender for library tattle-tapes detection system has been advertised. The budget for the tender is R4M for twenty libraries.  The Department is in partnership with South African Library for the Blind to provide services for partially blind people. A sum of R1M has been committed to assist in this project. The following libraries are going to benefit: Cedarville (Alfred Nzo District); Stutterheim (Amathole District); Mlungisi (Chris Hani District); Graaf Reinet & Humansdorp (Cacadu District); Mthatha Reference (O.R. Tambo District) and Aliwal North (uKhahlamba District).

8 Reasons for deviation and remedial actions REASONS FOR DEVIATIONSREMEDIAL ACTION Building of new library in Mt ’Ayliff could not take off. There has been challenges in the capturing of infrastructure budget in the Department and this ended up not entered in the B3Treasury infrastructure document. This amount has since been re-directed to Mdantsane Library Project. The project was initiated by National Dept. of Arts & Culture but due to compliance issues, it was transferred to our department. This project will continue in the next financial year. There were delays in the appointment of twelve librarians due to renovations that were still taking place at the libraries where the librarians were going to be placed. Twelve librarians have since been employed, ten has already assumed their duties in December 2009 and two will start in January Delays in the procurement of ICT equipment were due to renovations in the libraries. The Libraries that have been identified for ICT equipment has since been renovated and equipment will be procured in the next quarter. The project of container libraries is still on hold because of challenges encountered in the previous financial year’s tender (2008/09). The matter is being addressed through Departmental Legal Advisers. The budget for Container Libraries has been re-directed to the payment of library security systems. The project will be resuscitated in the next financial year. Literacy programme delayed to kick start due to challenges in the payment of stipend to trainers. Trainers have submitted required documentation and the project is going to continue. The budget for maintenance of ICT library facilities has been earmarked for provision of data-lines at public libraries but there were delays in the implementation of the project by the Premier’s Office and SITA. The project has since been implemented, data-lines have been installed in twenty libraries and payment will be effected in the fourth quarter. There is still a lack of credible service providers for training of library workers. Local institutions have been approached for assistance in the training of proffessionals.

9 Monitoring capacity The Administration of Conditional Grant is centralized. There is a project manager and core staff at head office that ensures that the project functions effectively and efficiently. The Department gets support from Local Municipalities on staff deployed in community libraries.  The Department has a monitoring and evaluation component that is assisting in ensuring that projects are done according to plans.  For ICT purposes, Conditional Grant has employed three network controllers that work together with SITA in all ICT projects.  User and circulation statistics at community libraries are monitored by both Municipalities and Districts.

Constraints  SITA delays in the implementation of projects.  Dept. of Public Works categorizes our projects as incubators.  Constitutional arrangements for delivery of library services still remains a challenge. 10

Conclusion On a straight line, the Department was supposed to be at 75%. The actual expenditure is at 54% and commitments and actual expenditure is presently at 66%. It is with pleasure to inform the committee that the Department has managed to reach 91,1% by the closing of the financial year. 11

12 THE END THANK YOU