Docstoc

SECTION ONE THE PLANNING PROCESS IN PERSPECTIVE

Document Sample
SECTION ONE THE PLANNING PROCESS IN PERSPECTIVE Powered By Docstoc
					                                                                                             1


1.0     INTRODUCTION

The Municipal Systems Act No. 32 of 2000 stipulates that all municipalities prepare an
Integrated Development Plan (IDP) for their areas of jurisdiction. The Act also calls for the
preparation of Process Plans for the monitoring of the major milestones of the IDP
process as it progresses. The IDP, is a single, inclusive strategic plan for the municipality
that:
         Integrates and co-ordinates service delivery within a municipality,
         forms the general basis on which annual budgets must be based,
         aligns the resources and capacity of the municipality with the implementation
           of the plan,
         assists a municipality in fulfilling its constitutional mandate as developmental
           local government, and
         facilitates the process of democratisation through vigorous public participation.


In compliance with the Act, the Ugu District Council took a resolution on the 11th of July
2001 to embark on the process of preparing an Integrated Development Plan. The
Council’s intention was to develop a written plan that would promote sustainable growth
and contribute towards the provision of adequate physical infrastructure and equitable
opportunities for all the inhabitants of the District with specific focus on the poor and the
marginalised.


A professional team led by the Municipal Manager, consisting of the municipality’s heads
of department, together with the Planning and GIS Unit was assigned the task of
preparing the Integrated Development Plan. Udidi Development Planning Consultants
who prepared the IDP’s Strategic Environmental Assessment (SEA) and Stewart Scott
who prepared the Water Services Development Plan (WSDP) supported the planning
process.


The Water Services Development Plan and the SEA data were fed directly into the IDP as
it unfolded. The consultants preparing these plans participated in the Task Team and
Representative Forum Workshops during the planning process.
                                                                                                                                       2


        1.1       INSTITUTIONAL ARRANGEMENTS
        In order to ensure ownership of the process, the municipality opted to use the existing
        institutions as much as possible. The roles and responsibilities were thoroughly defined in
        the adoption of the Council Process Plan as shown in the table below.


TABLE NO 1.0.1 ROLES AND RESPONSIBILITIES DURING THE IDP PROCESS
     ENTITY                   RESPONSIBILITY                                                                    Comment
Municipal                 As the ultimate political decision-making body of the municipality,   o   Consisting of a total of 34 councillors with
Council                   the Municipal Council had to:                                             20 of them are also local municipality
                          o Consider and adopt a Process Plan                                       councillors
                          o Consider, adopt and approve the IDP
Executive Committee       o     As the executive authority of the municipality, they had to:    o   Took various resolutions as per the
                          o     Delegate the overall management, co-ordination and                  recommendations of the steering
                                monitoring of the process and drafting of the IDP, to the           committee
                                Municipal Manager
                          o Approve nominated persons to be in charge of the different
                                roles, activities and responsibilities of the process and
                                drafting
IDP Steering Committee    o Consisted of the Planning and Environment Portfolio                 o   Used the existing Planning and
                                Committee of Council together with the IDP Manager and              Environment Portfolio committee of
                                Heads of Department, the committee had to:                          Council
                          o Undertake the overall management and co-ordination of               o   Started meeting twice per month in 2001
                                the planning process                                                and once a month in 2002
                          o Ensure that all relevant actors were appropriately involved         o   Chaired by a member of Exco
                          o Ensure that the planning process was participatory                  o   Made recommendations to Exco
                                strategic and implementation orientated and was aligned
                                with and satisfied sector planning requirements
IDP Forum                 Consisted of representatives from all local municipalities and
                          service providers, the forum had to:                                  o   Used the existing Service Providers forum
                          o Perform all the project reference group functions                   o   Chaired by the District Mayor
                          o Link the Steering Committee with interested and affected            o   A total of eight forum meetings were held
                                stakeholders
                          o Provide a public and private sector input to the IDP
IDP Manager               The Ugu Municipal Manager as the IDP Manager had to manage
                          and co-ordinate the IDP process. This entailed:                       o   Used the Municipal Manager
                          o Being responsible for the day- to-day management of the             o   In terms of the municipal organogram, the
                                drafting process                                                    planning unit is located within the office of
                          o Responding to comments on the draft IDP from the public,                the municipal manager
                                horizontal alignment and other spheres of government to
                                the satisfaction of the Municipal Council
                          o Ensuring proper documentation of the results of the
                                planning of the IDP document.


Heads of Department and   As the persons in charge of implementing IDPs, the technical          o   Led some project task teams
Officials                 and sectional officers had to be fully involved in the planning       o   Met once a week as top management
                          process to:
                          o Provide relevant technical, sector and financial information
                               for priority issue analysis.
                          o Contribute technical expertise in the consideration and
                               finalisation of strategies and identification of projects
                          o Provide departmental operational and capital budgetary
                               information;
                          o Be responsible for the preparation of project proposals, the
                               integration of projects and sector programmes
                                                                                         3



Linkages amongst the structures were organised in a manner that is shown in the diagram
below.

   DIAGRAM NO 1.01 IDP INSTITUTIONAL ARRANGEMENTS AND INFORMATION FLOW




                        UGU DISTRICT MUNICIPAL COUNCIL




                Ugu D. M
                Executive
                Committee

                                                      Stakeholder and Community
                                                             Participation

           Municipal Manager                   IDP                District and Local
            (IDP Manager)                 Representative          Level
              IDP Steering                   Forum
               Committee




                                           Stakeholder
                                        Structures, interest                 Local
         Project, Programme               groups & Ward                   stakeholder
         and Sectoral Task                                                   Level
                                           Committees
               Teams




The arrows in Diagram No 1 show the flow of information between the various
stakeholders in the IDP process. The diagram was used as a framework for
institutionalising the public participation and the decision-making processes. Furthermore,
consultation at a local stakeholder level was synergised with the local municipalities
planning processes in most instances.
                                                                                          4


1.2       UGU IDP APPROACH (PROCESS OVERVIEW)

Phase 0: Preparation:

The purpose of this phase was to define the following:
 How the planning process was going to unfold in all seven municipalities of the
      district?
 What specific actions were required?
 Who would be responsible for which actions?
 When would the actions have to be implemented?
 What would the actions cost?


Whilst the framework plan was completed in time, the completion of the process plans
took longer than anticipated. By the second week of August 2000, all municipalities had
adopted their process plans.

Phase 1: Analysis


The decision was made that the analysis would on the one hand; take the form of a
bottom up approach based on extensive consultation with communities within Local
Municipalities. The Planning Division was actively involved in the community consultation
processes and Representative Forum meetings of Local Municipality IDP’s. The district
Planning Division conducted all the community meetings for the Analysis Phase of the
Ezinqoleni Municipal IDP and assisted in facilitating the meetings of the Umzumbe,
UMuziwabantu and Vulamehlo Municipalities. On the other hand, desktop analysis was
undertaken with the intention of gathering “up to date” information from various sources. In
addition, the Planning Division participated in the fieldwork conducted for the SEA. The
intention was to gather first hand photographic material and to discuss issues emerging
from the SEA with the consultants in the field and with communities during the feedback
sessions.
The Planning Division participated in the District Gender workshop to and convened the
District HIV/AIDS Task Team workshop.
The information gathered from this wide exposure to issues at community level was
analysed and presented to the IDP Representative Forum for input and further clarification
on an ongoing basis.
                                                                                          5

A Local Agenda 21 workshop was held with key stakeholders, decision makers and
service providers on 13 November 2001.
The final analysis information and photographic material was compiled and communicated
to the public and local stakeholder structures between November 2001 and January 2002.
A list of the advertised meeting venues is outlined on the table below. Vision statement
work shopping was conducted with communities and fed back to the IDP Representative
Forum for further refinement. Letters were sent to all service providers, NGO’s, CBO’s and
the business sector requesting detailed input into the Analysis Phase.



   Table 1.0.2             SCHEDULE OF DISTRICT IDP COMMUNITY MEETINGS
DATE                         MORNING VENUE                        AFTERNOON VENUE
10-12 – 2001                 KwaHlongwa (7)                       KwaFica (130)
11-12 – 2001                 Dududu Hall (11)                     Kenterton School (97)
12-12 – 2001                 Thoyana Court (cancelled)            Scottburgh (15)
13-12 – 2001                 Uvongo (7)                           Port Shepstone (3)
18-12 – 2001                 Harding (Re-scheduled)               Ezinqoleni Town (37)
19-12 – 2001                 Mayiyana School (84)
20-12 – 2001                 Nyavini T.A (127)
07-01 – 2001                 Harding (49)
NB: The number in brackets is the total number of attendants at each venue


Phase 2: Strategies


The completion of this phase was marked by the formulation of the District vision
elements by the IDP Representative Forum and the deliberations of the district wide
strategies workshop held on the 28th and 29th of January 2002: In that workshop the
following was achieved:
 Localised Strategic Guidelines were outlined and discussed.
 Creating, Analysing and Deciding on Strategic Alternatives / Best Strategies
 Institutional and Financial Draft Strategies were developed.
 Development of Strategic Guidelines on Barrier Free Access and the Development
   Spatial Framework.
 Identification of Development Projects Concepts
                                                                                         6

 Attempted Alignment of Sector programmes through the design of the strategies
   worksheets. This was not as successful as had been anticipated.
 Formulation of Project Task Teams Terms of Reference.

Phase 3: Projects


Project Task Teams were formed at the Strategies Workshop and the various Task
Teams as specified on Table 1.0.3 modified the identified projects. Projects were
designed in the light of localised guidelines, strategies and objectives developed in the
previous phase.

Table1.0.3 SCHEDULE OF TASK TEAM MEETING IN UGU DISTRICT
   Date                Task Team                    Municipalities             Venue
               Cross- Sector Cluster
07-02-2001   Econ. Dev, Housing & Land          Umdoni & Hibiscus
07-02-2001   Social & Physical Infrastructure   Umuziwabantu & Ezinqoleni   Oslo Beach
08-02-2001   Econ. Dev, Housing & Land          Umuziwabantu & Ezinqoleni   Oslo Beach
08-02-2001   Social & Physical Infrastructure   Vulamehlo & Umzumbe         Scottburgh
13-02-2001   Econ. Dev, Housing & Land          Vulamehlo & Umzumbe         Umzumbe

13-02-2001   Social & Physical Infrastructure   Umdoni & Hibiscus           Hibberdene



Phase 4: Integration


The integration workshop was held on the 11th and 12th of March 2002 in Port Shepstone.
In this meeting, an evaluation and analysis of the draft spatial frameworks and project
proposals from various municipalities occurred further comments from the service
providers on both vertical and horizontal alignment of initiatives occurred. Further
alignment of sector programmes was attempted since the workshop was designed
especially for alignment. Although the meeting was well attended, the depth of alignment
expected did not occur since some the budget allocations and detailed input required was
not forthcoming. However all the proposed projects were discussed and accepted. Further
individualised meetings and discussion between sector departments occurred.
                                                                                       7

Phase 5: Approval


On the 28th of March 2002 the Council announced its intention to adopt the plan once the
final comments had been made within the first 21 days of April 2002. The plan was
accordingly adopted on the 25th of April 2002.


1.3      SELF ASSESSMENT OF THE PLANNING PROCESS

There are five main comments that need to be made on a self-assessment of the Ugu
Planning Process.


Participation


Due to the fact that the planning team was in-house, there was sufficient opportunity to
maximise participation and consultation. The Planning and Environment Committee
chairperson led this element of the process successfully. Both local newspapers and
Ukhozi FM (a radio station that enjoys a listenership of more than 5 million people) were
used to advance the IDP communication. The radio station was used on three occasions:
 During October 2001, for a period of four weeks, the IDP community meetings were
      announced every Tuesday.
 During December 2001, the IDP meetings in conjunction with the role of the
      municipality, was communicated daily for a week.
 On the 2nd of April 2002, the draft IDP was advertised for public comment via the radio
      and newspapers.
Time Frames


Whilst all municipalities accepted the framework plan and prepared their process plans
accordingly, there was no compliance and adherence to time frames and this hindered the
planning process pace. It is also submitted that the parallel and simultaneous planning
process by category C and B municipalities proved to have some difficulties.
                                                                                             8

Government Support:
The financial and technical support offered by the KZN – DTLGA throughout the process
was sufficient and highly appreciated.      A PIMS - Centre was established in the Ugu
District after the process had started and its input into the process was very valuable.


Institutional Support


It is regretted that the planning process has reached the finalisation stage whilst there are
very serious institutional/political decisions still outstanding. These inter alia include: The
role of traditional authorities and the division of roles and responsibilities (competencies)
between categories of municipalities.


Information
The simple and user-friendly guide packs that were used to guide the planning process
were useful in offering methodological options. However local dynamics and
circumstances in most instances dictated both the planning approach and process.


1.4      REPORT FORMAT


National Government had provided guidelines for the preparation of Integrated
Development Plans. It is comprised of the following elements:
 The Planning Process
 Situational Analysis
 Development Strategies
 Projects
 Integrated Sectors and Development Dimensions
This report is based on the guidelines, and follows the structure and requirements outlined
therein. The report is divided into three main parts:
 Main report which provides the required information in a narrative format
      encompassing explanation and relevant detail; and
 Annexures, which include maps, tables and detailed project sheets.
This report also needs to be read in conjunction with the other three supporting
documents viz: The Water Services Development Plan, The Local Municipality IDPs, and
the Strategic Environmental Assessment.

				
DOCUMENT INFO
Shared By:
Stats:
views:12
posted:12/7/2009
language:English
pages:8
Description: SECTION ONE THE PLANNING PROCESS IN PERSPECTIVE