1. GRANT – RECAPITALIZATION OF LIBRARY SERVICES SEPTEMBER 2009
EASTERN CAPE DEPARTMENT OF SPORT RECREATION, ARTS &CULTURE FIRST QUARTER REPORT
GRANT – RECAPITALIZATION
OF LIBRARY SERVICES
SEPTEMBER 2009

2. 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

3. 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.

4. Business Plan
The business and implementation protocol were signed on the 7th April 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/
2008/
2009/10 39

5. Percentage Expenditure
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%

6. 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)
Maintenance of library facilities
Stakeholders Consultative Workshop
200
Building of new facility
3,000
Compensation of employees
10,505
Total
55,515

7. 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

8. PROJECTED CASHFLOW AND TRANSFERS
Cash flow amount
Quarterly Transfer
R 11,674,000
Date
17-Apr-09
Apr-08
3,886,050
May-08
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
Jan-08 -
Feb-08
Mar-08
Total
55,515
11,674

9. 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 .
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.

10. Budget and Actual expenditureQ1
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
Library Management Information System (Brocade)
3,680,000 -
Literacy programme
1,200,000
30,105
Purchase of ICT equipment
1,000,000
381,000
619,000
Purchase of Library Containers
2,100,000
Stakeholders Consultative Workshop
200,000
New Facilities built
3,000,000
Maintenance of library facilities
4,000,000
1,595,793
Admin. Costs
518,000
15,520
TOTAL
55,515
719,388
3,592,000

11. Under expenditure and reason for deviation Upgrading 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.

12. 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.

13. 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.

14. 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.

15. 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

16. Budget for 2009/2010
Budget for 2009/2010: R55,515,000

17. 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

18. THE END
THANK YOU