department of sport, arts, culture and recreation (vote ... · department of sport, arts, culture...

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Department of Sport, artS, Culture anD reCreation(Vote number 12)

annual report 2012/2013


annual report2012/2013

free State province

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taBle of Contentpart a: General information 4 1. Department General information 6 2. list of abbreviations/acronyms 73. Strategic overview 83.1.1. Vision 83.1.2. Mission 83.1.3. Values 83.1.4. Strategic Outcome Oriented Goals 4. legislative mandates and other mandates 85. organisational Structure 96. entities reporting to the meC 97. foreword by meC 108. AccountingOfficer’sReport 11 part B: performanCe information 12 1. Statement of responsibility for performance information 142. AuditorGeneral’sReport:PredeterminedObjectives 153. overview of Departmental performance 163.1. Service Delivery Environment 163.2. Service Delivery Improvement Plan 183.3. Organisational Environment 283.4. Key Policy Developments and Legislative Changes 294. Strategic outcome oriented Goals 305. performance information by programme 325.1. Programme 1: Administration 325.2. Programme 2: Cultural Affairs 345.3. Programme 3: Library and Archive Services 405.4. Programme 4: Sport and Recreation 446. Summary of financial information 486.1. Departmental Receipts 486.2. Programme Expenditure 486.3. Transfer Payments (Excluding Public Entities) 496.4. Public Entities 506.5. Conditional Grants and Earmarked Funds Paid 506.6. Conditional Grants and Earmarked Funds Received 506.6.1 Library Services Conditional Grants 506.6.2 Sport and Recreation Conditional Grants 526.6.3 EPWP Integrated Grants 566.6.4 EPWP Social Grants 566.7. Donor Funds 576.8. Capital Investment, Maintenance and Asset Management Plan 57

part C: GoVernanCe 60

1. introduction 622. risk management 623. fraud prevention and Corruption 624. MinimisingConflictofInterest 625. Code of Conduct 62

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6. Health, Safety and environmental issues 637. internal Control unit 638. audit Committee report 64

part D: Human reSourCe manaGement 68

1. legislation that Govern Hr management 702. introduction 703. Human resource oversight Statistics 723.1. Personnel Related Expenditure 723.2. Employment and Vacancies 733.3. Job Evaluation 753.4. Employment Changes 763.5. Employment Equity 803.6. Performance Rewards (Cash Bonus) 833.7. Foreign Workers 853.8. Leave Utilisation for the Period 1 Jan 2012 to 31 Dec 2012 853.9. HIV and Aids Health Promotion Programmes 873.10. Labour Relations 873.11. Skills Development 893.12. Injury on Duty 903.13. Utilisation of Consultants 90

part e: finanCial information 92

ReportoftheAccountingOfficer 94AccountingOfficerStatementofResponsibility 109report of the auditor-General 110annual financial Statements 113

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GENERALPART A:INFORMATION

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GENERALPART A:INFORMATION

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1. Departmental General informationname of Department: DEPARTMENT OF SPORT, ARTS, CULTURE AND RECREATION

pHYSiCal aDDreSS: cnr East Burger and Henry Street 4thfloorBusinessPartners BLOEMFONTEIN 9300

poStal aDreSS: Private Bag X 20606 BLOEMFONTEIN 9300

telepHone numBer: 051 410 3522

e-mail aDDreSS: [email protected]

WeBSite: www.sacr.fs.gov.za

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2. liSt of aBBreVationSAGSA Auditor-General of South AfricaAFCON African Cup of NationsANC African National CongressAPP Annual Performance PlanBCV Basotho Cultural VillageCFO ChiefFinancialOfficerCPM Contract Project ManagementCUT Central University of TechnologyDORA Division of Revenue ActDR DoctorDSACR Department of Sport, Arts, Culture and RecreationEHWP Employee Health and Wellness ProgrammeELC Early Learning CentreEPWP Expanded Public Works ProgrammeEXCO Executive CouncilFATC Forgotten Angels Theatre Collaboration FET Further Education and TrainingFS Free StateFSSSI Free State Sport Science InstituteHDI Historically Disadvantaged IndividualHOD Head of DepartmentHR Human ResourceICT Information and Communication TechnologyIT Information TechnologyKZN KwaZulu NatalMACUFE Mangaung African Cultural Festival MANCO Management CommitteeMEC Member of Executive CouncilMoU Memorandum of UnderstandingMTEF Medium-Term Expenditure FrameworkNAC National Arts CouncilNGO Non-Governmental OrganisationPACOFS Performing Arts Council of Free StatePanSALB Pan-South African Language BoardPMDS Performance Management and Development SystemPFMA Public Finance Management ActPGNC Provincial Geographical Names Committee PHRA Provincial Heritage Resource AuthorityRFID RadioFrequencyIdentificationSA South AfricaSABC South African Broadcasting CorporationSACR Sport, Arts, Culture and RecreationSLA Service Level AgreementSMS Short Message ServicesSMS Senior Management ServicesSANDF South African National Defence ForceSASCOC South African Sport Confederations CouncilSMME Small Micro Medium EnterpriseSRSA Sport and Recreation South AfricaTV TelevisionU-AMP User Asset Management PlanUFS University of Free State

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3. StrateGiC oVerVieW3.1. Vision

Championing social transformation

3.2 mission

Creation of an enabling environment for social cohesion and nation building by:

• Establishing structures of civil society to improve levels of governance and administration within sport, arts, culture and recreation

• Implementing inclusive programmes that enhance and retain Free State talent and capacity within sport, arts, culture and recreation as well as ensuring development pathways towards healthy lifestyles and excellence

• Promoting intra- and inter-participation and cooperation within all spheres of government• Promoting sport, arts, culture and recreation tourism within and into the Free State Province•3.3 Values

• A high standard of professional ethics• Trust build on truth, integrity and reconciliation• Open communication, transparency and consultation• Commitment to performance• Courage to learn, change and be innovative• Goal and objective driven performance

3.4 Strategic outcome oriented Goals

• Torenderefficient,effectiveandeconomicsupportservicesbyconductingtheoverallmanagementandadministrativesupportof the department

• To ensure cultural diversity and the advancement of artistic disciplines into viable industries and accelerate the transformation of the country’s heritage landscape

• To ensure access to reading, learning and information through the provision of public library services and archive and records management services

• To support Free State citizens who are and want to became actively involved in sport and recreation

4. leGiSlatiVe manDateS anD otHer manDateSThe Department operates within the framework of Schedule 5, part A of the South African Constitution, Act 108 of 1996, which includes the following:

• Archives other than the national archives• Libraries other than national libraries• Museums other than national museums• Provincial cultural matters• Provincial recreation and amenities• Provincial sport

As well as the following:

• South African Craft Development Strategy• Free State White Paper on Sport and Recreation• Free State Provincial Library and Information Services Act, 1999 (Act no 5 of 1999)• Free State Provincial Archives Act, 1999 ( Act no 4 of 1999)• White Paper on Arts, Culture and Heritage Services• Collective Development Policy• Pan South African Language Board Act, 1995• National Heritage Resource Act, 1999• South African Geographic Names Council Act, 1998• National Language Policy Framework

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5. orGaniSational StruCtureFor the Department to execute its mandate it operates within the following macro environment, addressing the main services:

6. entitieS reportinG to tHe meC6.1 there are no entities reporting to the meC.

6.2 Councils

• Provincial Geographical Names Committee• Provincial Heritage Resource Authority• Provincial Arts and Culture Council• Free State Sport Confederation• Free State Archives Council

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7. foreWorD BY meC

The Department of Sport, Arts, Culture and Recreation has very clear and defined goals for each financialyear, and it is of utmost importance that these goals remain the driving force behind the programmes and

developments within the Department.

In all aspects, the Department has set out to achieve these goals, and is in a constant state of readiness to set even higher goalsforfuturefinancialyears.

Our achievements in line with policy directives have come in leaps and bounds. We have successfully started with the upgrade of sport stadia across the province such as Seisa Ramabodu in Mangaung and Sipho Mutsi in Odendaalsrus. The latter project is in an advanced stage of construction and refurbishment, while Seisa Ramabodu in Mangaung is in the early stages. Under the Municipal Infrastructure Grant, we are in the process of upgrading more than 25 sport facilities across the Province.

In relation to the upgrades, the Department has also built Outdoor Multipurpose Sport Courts in 16 towns across the Free State and is continuing to identify more courts to be built. We have also embarked on the development of District High Performance and Local Talent Development Centres in four districts, with these centres already starting to produce world class athletes such as the 18-year-old boxer from Thabong (Welkom), Lerato Dlamini, who won a gold medal during the bi-annual Zone VI games in Lusaka in December.

As part of the Department’s mandate, a highly successful Reconciliation Challenge was hosted in partnership with Free State Sport Confederation at the beginning of February, with Bloemfontein Celtic taking on Supersport United FC and the Toyota Cheetahs playing the DHL Stormers to entertain participants in the programme. It was the goal from the onset to create social cohesion, and Celtic supporters chanting the Cheetahs across the line, and Cheetah supporters wearing the white and green jerseys of Celtic, prove that this goal has been achieved.

The Arts and Culture programme is also achieving set goals, with the establishment and upgrading of Arts and Culture Centres across the Province. The Department is also embarking on an upgrading project of the Bloemfontein Civic Theatre, and is looking forward to entering into partnerships for the upgrading of several other theatres and performance houses in the Free State. Several programmes have also been implemented, such as Arts in Schools, Choral Music Competitions, Disability Dance Competition, participation in national and international Arts Festivals as well as intensifying the flagship MACUFEprogramme.

Libraries are being built and upgraded with the latest technology to give communities access to internet facilities as well as e-books. Several literacy programmes have also been rolled out through out the province, promoting the on-going mandate that the Department has as a responsibility to society at large. The Library services programme also continue to maintain the archives and records centres, toy libraries, and has several officeswithinthedistricts.

Museums and Heritage has made huge strides in the preservation of our museums and heritage sites, upgrading and ensuring that struggles of heroes and places of significancethroughout the Province are recorded and listed as such. Days

of national significance such as Heritage Day, InternationalMuseum Day, Basotho New Year and many more, keep on being supported and organised by the Department with massive public participation in all events.

Our goal is to continue with these projects. One of the strong indicators of positive development in our Province is the establishment of the National Training Centre in Manguang that would cater for the development and specific needs ofworld class athletes at national level. This centre would be at the forefront of Sport Science in the country and the “go-to” institution for all teams, individuals and visiting international athletes.

I would like to acknowledge every member of the department for their on-going dedication to the vision we have of providing every citizen of the Free State with facilities and opportunities to better themselves and become proud, empowered South Africans.

D.a.m. KGotHulemeC: Sport, artS, Culture anD reCreation.

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8. ACCOUNTINGOFFICER’SOVERVIEW

During the 2012/13 financial year, the Department ofSport, Arts, Culture and Recreation continued with the implementation of its programmes aimed at contributing to social cohesion and nation building.

In arts and culture the Department has supported bodies such as the Free State Arts and Culture Association, either through transfer payments or direct logistical support, which is in line with our mission to support structures of civil society to improve the level of governance and administration. This has resulted in reducing the fragmented voice of provincial artists and leading to artists in the Province being properly coordinated and speaking with one voice. The successful rolling out of Arts in Schools programmes enhanced our efforts towards entrenching the love for arts and culture in the broader society. By targeting young ones, parents in communities are beginning to develop interest and appreciate the value for arts and culture, thus enhancing our broader strategy of developing audiences to ensure point of consumption for the arts moving forward. Key to this strategy was the implementation of the Puppetry Shows in Early Learning Centres across the Province with great success. The Department hosted Manguanug African Cultural Festival, which showcases cultural activities and promotes cultural and sport tourism in the province. This festival is highly successful and attracts participants nationally and internationally. The implementation of various programmes such as the celebration ofthedaysofnationalsignificance,capacitationofartistsandcultural administrators attracted more participants than was anticipated, resulting in the Department surpassing its planned targets for the year.

The Department has seen increased interest in relation to museums and heritage services. More people and schools are visiting our museums and a high number of people are attending events and programmes. The Department received more applications for declaration of heritage sites and their inclusion in the National Liberation Heritage route list, as well for the standardisation of geographical names. This is evidence that the Department is making an impact in transforming the heritage landscape of the Province. It should be noted that the department was not able to develop more museums as planned due to financial constraints and prolonged negotiations withstakeholders. Language policy was not implemented because it is still a draft.

Regarding library services more library users were registered than planned, meaning the Department has been successful in inculcating the culture of reading in the provinces. This resulted in procuring more library materials than planned and training more library workers. Library buildings were provided with burglar alarm systems to safeguard materials procured and to minimise theft in libraries. Information and Communication Technology was maintained in libraries to ensure connectivity of libraries and photocopiers were also maintained to improve service delivery. Spelling bee and debating were implemented in a quest to encourage numeracy and literacy in primary and secondary schools respectively. Challenges were experienced with regard to building of new libraries and upgrading of library buildings due to delays in adjudication of tenders and appointment of contractors.

Archive services work closely with government departments andmunicipalitiestoensurethatrecordsclassificationsystemsare approved, governmental bodies are inspected, record managers are trained and records appraisals are done. More documents were restored and digitalised to ensure that the record of history in the making is preserved for future generations.

Sport and Recreation is of critical importance in advancing social cohesion and nation building. New facilities were constructed and programmes supporting and benefitingathletes were successfully rolled out and more coaches than planned were capacitated to support athletes. Sport facilities were not upgraded as planned because the appointed contract consortium for Seisa Ramabodu Stadium was declared insolventandtherewerefinancialconstraintsforotherfacilities.In order to ensure that the Province has active recreation participants to promote healthy lifestyles, the Department successfully organised sport events, supported sport and recreational structures in communities, distributed equipment and attire and supported sport councils. School sport is the focal area in sport and recreation; as such the Department has witnessed increased number of learners participating in school sport. Teams were delivered to compete at provincial and national levels. Various school competitions were held and sport equipment and attire were distributed to encourage sport development in schools. More educators were trained to deliver school sport programmes and school sport structures were supported per code. Our programme of taking high performance and sport science to the communities has been vindicated by the resurgence of boxing in the Province where in a less than a year a Free State boxer won the only gold medal for the SA team that took part at the Zone VI games in Lusaka. School sport coordinators were not appointed due to the fact that Sport and Recreation South Africa did not provide a guiding document detailing the roles and responsibilities of the coordinators.

In conclusion I would like to thank the staff of the Department for their dedication, integrity and hard work.

aDV tH malaKoaneHoD: Department of Sport, artS, Culture anD reCreation

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PERFORMANcEPART b:INFORMATION

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nDepartment of Sport, artS, Culture anD reCreation

(Vote number 12)annual report 2012/2013

performancePART b:INFORMATION

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1. Statement of reSponSiBilitY for performanCe information

Statement of responsibility for performance information for the year ended 31 march 2013

TheAccountingOfficerisresponsibleforthepreparationoftheDepartment’sperformanceinformationandforthejudgementsmade in this information.

The Accounting Officer is responsible for establishing, and implementing a system of internal control designed to providereasonable assurance as to integrity and reliability of performance information.

Inmyopinion,theperformanceinformationgivesafairreflectionoftheperformanceoftheDepartmentforthefinancialyearended31 March 2013.

………………………………......name: aDV tH malaKoaneaCCountinG offiCer

Date: 31 July 2013

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2. AUDITOR-GENERAL’SREPORT:PREDETERMINEDOBJECTIVESThe AGSA currently performs the necessary audit procedures on the performance information to provide reasonable assurance in the form of an audit conclusion. The audit conclusion on the performance against predetermined objectives is included in the reporttomanagement,withmaterialfindingsbeingreportedunderthePredeterminedObjectivesheadingintheReportonotherlegal and regulatory requirements section of the auditor’s report.

Refer to page 110 of the Report of the Auditor-General, published as PART E: Financial Information.

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3. oVerVieW of Departmental performanCe3.1 Service Delivery environment

Cultural affairs

The programme addresses a diversity of cultural activities offered through specialised services, which are Arts and Culture, Museums and Heritage Resources Services and Language Services. It aims to address issues of social cohesion, nation building and to promote national identity.

The programme plays a leading role in organising and managing the major cultural events. This entails celebration of national daysofsignificancesuchasHeritageandFreedomDays.Thereisincreasingdemandforinvolvementinandcontributiontootherevents such as Mandela Day, International Museum Day, Mine Dance, Disability Dance and Cultural Evenings. The programme is sponsoring the performers at all these events which places pressures on allocated budgets as well as on limited existing staff within the programme.

MACUFE festival has become a world class festival with increased participation of local, national and international participants that attracts large numbers of festival lovers. The festival has established itself as an important activity in the national calendar of eventsandtherebycontributessignificantlytowardsculturalandsporttourisminFreeState.

The programme has established meaningful partnerships with organisations such as Free State Arts and Culture Association, Free State Writer’s Forum and Performing Arts Council of the Free State in an effort to strengthen and accelerate service delivery in communities of the Free State in performing, visual arts and crafts.

library and archive Services

Library services are provided not only at public/community libraries but also at institutions such as prisons, hospitals and nursing colleges.

The provision of library and information services was guided by the objectives set for the conditional grant for the recapitalisation of community libraries, which are to improve services and raise the standards for and quality of service delivery through:

• Upgrading library buildings and improving security• Developing and maintaining an ICT infrastructure for libraries• Upgrading and expanding library collections• Upgrading staff capacity at libraries by appointing additional staff and implementing programmes for library staff• Providing basic equipment such as photo-copiers and audio-visual aids to libraries

Improved service delivery at libraries was continued with the provision of public online access to the World Wide Web.

Access to services was improved with the appointment of additional staff at libraries, which makes it possible to keep libraries open for long hours during the week and on Saturdays to meet community needs.

The digital environment in which libraries are operating is posing new demands for the design of library buildings, which will be taken intoaccountwhendesigningnewbuildingsover theMTEFperiod.Likewise, theneedforenergyefficiencywillalsobefactored in to library design, more so because power failures at libraries have a detrimental effect on service delivery in a digital environment.

The security risk at libraries is increasing with the provision of equipment such as computers; however the risks are mitigated with the provision of burglar alarms, security fences and electronic access control systems. The need for physical security at libraries isincreasing,especiallywherelibrariesarebeingkeptopenafternormalofficehoursandthesafetyofstaffhastobeguaranteed.

Librarieshad435382registeredlibraryusersduringthefinancialyear2012/13.

The Archive Services Unit renders services to governmental bodies, which include government departments, municipalities and public entities. There is an electronic records management policy to address the challenges of data security and data integrity posed by a digital environment. Key collections are being digitalised to preserve the original documents and to improve access to records.Toimprovethequalityofrecordsmanagementingovernmentofficesandmitigatetherisksposedbyadigitalenvironmentto preservation of records, data security and data integrity, the Archives Services Unit is investigating the implementation of a transversal electronic document and records management system for provincial departments and municipalities.

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Sport and recreation

In terms of Schedule 5 of the Constitution of South Africa, sport and recreation is an exclusive Provincial Legislative competency.

Delivery of sport and recreation services at municipal level is a local authority function. However, due to demands of services as housing, roads, social development and health care facilities, local authority have reduced their support for sport and recreation initiatives within communities. Even the 15% Municipal Infrastructure Grant dedicated to sport and recreation at municipal level has been diverted to deliver other social needs than sport and recreation. The Chief Directorate has been addressing this challenge by providing provincial sport and recreation programmes to districts and local authorities and engaging with local authorities to ring-fence the 15% Municipal Infrastructure Grant for sport development. It also developed recreational sport programmes focusing on mass participation and club development.

ThefinancialresourcesoftheChiefDirectorateatprovinciallevelarestretchedbeyonditslimitsandthereforereducingitsabilityto deliver an effective and sustainable service.

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3.2 Service Delivery improvement plan

main services provided and standards

main Services actual Customers potential Customers Standard of Service actual achievements against

Standards

To transform, develop and manage arts, culture, museums and heritage and language services in the province

Free State communities in general (with specificreferenceto previously neglected communities, rural women)

Local authorities

Free State government

All Departments

Departmental internal employees

Community based stakeholders and interested groups

Personnel in the Department

Church based Organizations

Non-Government Organizations

Exhibitors

Artists

Youth

Free State Province and neighboring provinces

Promote and co-ordinate performing arts service to ensure cultural diversity and the advancement of artistic disciplines into viable industries

Promote and co-ordinate visual and creative arts to ensure creation of jobs and sustainable livelihoods

Facilitate and adminis-ter declared provincial heritage sites

Render museum and heritage services to promote public awareness and cre-ate opportunities for learning: support the Provincial Geographi-cal Names Commit-tee, Provincial Arts and Culture Council, Provincial Heritage Resources Authority, to drive the agenda of social cohesion and nation building and Provincial Lan-guage Committee of PANSALB

Render language development services to ensure that languageprofilesandconstitutional rights of the previously marginalised languages are entrenched

The inaugural International Museum Day was celebrated in Smithfield

Basotho Cultural Village exhibited services to international market at the annual tourism indaba in Durban

Seven geographic names were reviewed

Successful MACUFE Auditions wereheldinfivedistricts

Basotho Cultural Village hosted a street carnival as part of the African New Year Celebration

Provincial Heritage Day Celebration was a successfully held

Lejweleputswa art centre assisted Department of Water Affairs in hosting Baswa le Metsi in Lejweleputswa

Literary practitioners were enabled to attend the Eastern Cape Wordfest in Grahamstown

Launched two books published forthefirsttimeinAfricanlanguages

Celebrated International Translation Day with a workshop attended by CUT and UFS students

Provincial Names Committee facilitated name change of Maitland Street to Charlotte Maxeke Street

Mmabana in collaboration with Market Photo Workshop from Market Theatre in Johannesburg conducted a Show Us Our Land Travelling Exhibition

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Standards

MotheoFETfinalyearstudentswere invited to do experiential training at the ELC of Mmabana Cultural Centre

Provincial Museums conducted firsteverheritagesiteexcursionand tour guiding for delegates who attended Word Fest

The Mangaung String Programme has signed a Memorandum of Understanding with the Kwa-Zulu Natal Philharmonic Orchestra

To develop, transform and promote sustainable library and archive services

Free State communities in general (with specificreferencesto previously neglected communities, rural women)

Local Authorities Free State Provincial Government

All Departments

Nursing Colleges

Departmental Employees

Community Based Stakeholders and interested groups

Library Users

Book Clubs

Free State Province and neighboring provinces

Provide library and information services to communities

Provide technical and professional support services to community libraries

Promote a culture of reading and lifelong learning

Render records management services to government bodies

Management of archival records at archive repositories

Spelling Bee competition promoted a culture of reading and was launched on World Book day

435 382 people are now registered as regular library users

Six toy library services were established (Ezenzeleni, Thembalihle, Tweeling, ThabaPhatchoa, Trevor Barlow and Kutlwanong)for far early learning centres and families who do not have access to educational toys

169 out of 171 libraries have been provided with IT equipment and online public access to internet

Designs of eight libraries were completed:Smithfield,Luckhoff,Soutpan, Arlington, Memel, Hobhouse, Oranjeville and Clarens

Library collections were upgraded with a total of 46 425 new items

Two new library service points were established at Beatrix mine and Kholokoe Village

National Oral History Conference was successfully hosted in co-operation with National Department of Arts and Culture

Provincial Archives successfully celebrated Archives week with a variety of outreach programmes

National Library Week was celebrated at libraries through out the Province

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Standards

To improve the quality of life of all South Africans through the development, transformation and promotion of sustainable sport and recreation programmes that will leadtoidentification,increased mass participation and global competitiveness of sport persons

Free State communities in general (with specificreferenceto previously neglected communities, rural women)

Local authorities

Free State government

All Departments

Departmental internal employees

Community based stakeholders

School Structures

School Sport Leagues

Athletes coaches

Civil Society Structures

Sport Clubs

Educators

Sport teams

Sport councils

Sport federations

Free State Province and neighbouring provinces

Oversee effective management co-ordinateandefficientdelivery of sport and recreation in the Province

Provide high performance sport science services and capacity building programmes that will improve the performance of athletes and empower coaches’sportspecificskills, technical and administrative knowledge at all levels of the sport development continuum to achieve excellence in sport

To facilitate the development of multi-purpose sport and recreation facilities, provide sustainable recreation/mass participation programmes, assist with the establishment of structures thereby creating opportunities to all sport communities across age spectra in order to live a healthy and physical active lifestyle

An International Basketball Coaching Course was facilitated on 21-25 June at Navilsig S/School in Bloemfontein. Provincial coaches from all of the Districts in the FS Province were nominated by FS Basketball to attend the course

11 Athletes and one coach from UFS Women’s Basketball team were assisted during June with Capacity Building Programmes in Conditioning and warm-up & stretching techniques in preparation of the upcoming USSA Champions

Several of priority towns are serviced with sport science support services

Jaco Kotze ranked number one referee during Rugby National Club Champions

Jaco Peyper appointed to referee test matches in Argentina and New Zealand (ranked in top eight referees world wide)

Handover of Thaba Patchoa and Marquard multipurpose sport courts

Construction of High Performance Training Centre for netball, table tennis and badminton in Bloemfontein

To facilitate proper team delivery to inter provincial schools competitions as well as promote active mass participation of all learners that will lead to the identificationoftalented athletes for a sustainable sport in the Free State

Support the Free State Sport Confederations as the controlling body for organised sport in the Free State

All 82 towns were provided with attire and equipment for Hubs and Clubs

The following Sport and Recreation Councils were supportedfinancially,namely:Mangaung Metro Sport and Recreation Council, FezileDabi Sport and Recreation Council, Xhariep Sport and Recreation Council, Lejweleputswa Sport and Recreation Council and Thabo Mofutsanyana Sport and Recreation Council

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Standards

Gym conditioning support to different sporting codes (federations, schools, clubs and tertiary institutions), with a variety of senior teams preparing for national tournaments and development groups in soccer (Bochabela&Sebabatso Primary Schools) and rugby (FS Development Rugby Referees) preparing at or with the assistance of the FSSSI

Hosted the annual Transnet Rural Development Games

Free State hosted the Sanlam/Kay Motsepe Schools Cup National Tournament where teams from all nine Provinces and learners participated in this prestigious u/19 competition

Harmony High School and Dr Reginald Cingo Secondary School were assisted to compete in the Sanlam/Kay Motsepe Schools Cup National Tournament

Successfully hosted the Dr Irvin Khoza Super League in Kroonstad

Letsete Secondary School was nominated at SA Sport Awards for the best sport developing schools in South Africa

Letsete Secondary School was the runner- up of the SA Schools Championships u/17 Females Soccer obtaining silver medals

Lerato Dlamini of Boxing in Welkom obtained a gold medal at Boxing Championships at Zone 6 Games in Zambia, as well named the best boxer of the tournament

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Standards

Senior Citizens Team Free State participated in the National Games held in Rustenburg, North West

MassMobilizationMagnificentFriday Project was held in different Districts

Participation in recreational sport events/programmes: more participants were recorded over and above the participants targeted

Active recreation participants in events organized and implemented: more participants than targeted were recorded

Participants in club tournaments: more participants were achieved than targeted

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Consultation arrangements with customers

types of arrangement actual Customers potential Customers actual achievements

Arts and Culture (Community Arts Centres):Mmabana, Thabong and Zamdela running a com-munity based healthy living programme which provides exercise programmes for the youth and senior citizens

Visual and Performing Arts: meetings with community stakeholders to establish arts and culture forums

Assist Performing and Visual artists and crafters to access Investing in Culture funding

The introduction of TsaSetso Craft Development Pro-gramme to enhance capacity and skill in the craft SMME sector through:

ResearchFormalizationAccess to markets

YouthCommunityBusiness sectorGovernmentFlemish governmentMunicipalitiesSchools

Community and school groups

Visits to craft, arts and per-forming projects; assistance with completing the forms; sending the forms to Depart-ment of Arts and Culture

Act as implementation agency for Department of Arts and Culture

Entry forms were distributed to schools and district and provincial competitions were held for participating schools

PACOFS and other cultural centresUniversities and other Further Education and Training institu-tionsNeighbouring Countries: Botswana and LesothoOther National DepartmentsCollaborations (FATC)Forgotten Angels Theatre

AlltownsinthefiveMunicipaldistricts of the Free State

All schools in the Free State have choice to participate in the project or not

Zamdela Cultural Centre conducted capacity workshop for beadwork, artists in stage craft, drama and general ad-ministration and management, facilitators for Arts in Schools Programme

Mmabana Cultural Centre conducted auditions for a cast Production for Grahamstown National Arts Festival

Two Dancers were offered an opportunity to train for a year at Forgotten Angels Theatre Collaboration (FATC) in Jo-hannesburg

Bochabela String Orchestra travelled to Belgium for a 3-weeks concert with Violet Orchestra in Flanders

Basotho Cultural Village hostedfirstadultdancecom-petition

Craft market at MACUFE

Visits to artists and crafters to determine needs; organized workshops

Invite crafters to display at market, organize venue, stands, etc. for market in col-laboration with PACOFS

Craft SMMEsMarketing CompaniesGovernment

All known artists and crafters infiveMunicipaldistrictsintheFree State;

Crafters in good standing with good quality products

Crafters attended National Arts Festival

Free State Crafters were selected and subsidised to ex-hibit at MACUFE Craft MarketFree State crafters support with registration and exhibi-tion costs to participate at the monthly Free State Women in Tourism Flea Market

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Museum and Heritage Re-source Services

Oral history seminars at Basotho Cultural Village

Preservation and promotion of heritage sites

Request for information about themes or artefacts in muse-ums from the community

Lead division in organization of National Heritage Day

Meetings and interviews held with stakeholders in communi-ties to record oral history

Sesotho Literature Museum

Afrikaans Literary Museum (NALN)

Tribal authority and the com-munity

Community living in areas sur-rounding museums

Communities in district where event is held

Communities living in areas surrounding museums

Sesotho authors

Writers associations

University students

Sesotho speaking community

Sesotho learners, teachers, students, lecturers, members of reading circles, readers, publishers, academics, re-searchers on different levels, the general public visiting the museum

Scholars and tourists

School groups and tourists

All Free State communities

Communities living in areas surrounding museums

Sesotho reading public, schools, grade 12 Sesotho learners

More Free State Afrikaans-speaking communities

Specificschoolstargetgroups

Provincial Museum conducted firsteverheritagesiteexcur-sion and tour guiding for del-egates who attended Wordfest

Heritage Awareness Work-shops and exhibitions were conducted at Farm Schools

NALN hosted commemora-tion of a well-known Sesotho Author: Mr Gilbert Modise

Oral History seminars held

Book collections were re-ceived from various writers in the Free State

A successful Heritage Day was celebrated on 24 Sep-tember 2012

Provincial literature exhibitionCelebration of outstanding Sesotho writers

Exhibition of books and liter-ary material donated by distin-guished Sesotho authors

Workshops were held in Afrikaans speaking schools around Bloemfontein and in Heidedal to raise awareness on the importance of visiting NALN

Language Services:Translation and Interpreting

Language Policy Development

All Free State Provincial Gov-ernment Departments


All Free State municipalitiesPanSALB structures;Language stakeholders at tertiary institutions

Freelance translators, Free State public from all language communities accessing written government information


All Free State municipalities

PanSALB structures

Language stakeholders at tertiary institutions

Interdepartmental

Communication Forum

Two books published for the firsttimeinAfricanLanguage

Literacy practitioners were enabled to attend the Eastern Cape Wordfest in Grahams-town

Departmental Terminology Development Booklet was launched

The language policy process has been deferred to the next financialyear

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Library and Archive Services:Community meetingsUser needs surveysAnnual user satisfaction surveySuggestion boxes and booksLocal library committee

Total community

AdultsPre-school childrenSchool learnersTertiary studentsLiteracy learnersCommunity-based organiza-tions, etc.Municipalities

Successfully conducted Spell-ing Bee and debate competi-tion

Improved access to new tech-nologies and media whereby users were given access to the Internet and electronic books

Library services started a programme to migrate to mobile and satellite connectiv-ity to overcome the problem of stolen cable

A contractor was appointed for the construction of Wepener Qibing Library

The design of eight libraries was completed

Annual Provincial Capacity Building Workshop for library workers was successfully presented

National Oral History Confer-ence was successfully hosted

Meetings with municipalities

Annual user satisfaction sur-vey conducted and feedback provided

Community Sport:Community meetingsInformation sessionsMass participation

Sport Federations

Department of Education

Sport Councils

Municipalities

Free State Academy of Sport

British Government

SASCOC

Lovelife MoU between departments and Lovelife in process

Ongoing meetings

10 meetings

Two Students sent to London

Free State Sport Science Institute:workshops, training sessions

Sport Federations

Department of Education

Schools

SANDF

Free State Academy of Sport

Flemish Government

All covered with actual cus-tomers

Two MANCO – meetings

One Information Session

Four Stakeholders Meetings

One International meeting (Bloemfontein)

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Service delivery access strategy

access Strategy actual achievements

Arts and Culture:Outreach programmes to assist the Centres in reaching im-poverished communities

Assist Free State productions to attend and perform at Na-tional Festival

Visits to artists and crafters, needs analysis, present skills training to address needs

Opendoorpolicyatoffices

Access to mass participation in visual and performing arts

Access to mass participation in craft

Project at Mmabana, Thabong Arts Centre and Zamdela Arts Centre. Outreach also went to eight schools in Thaba-Nchu and BotshabeloMmabana Music Unit: Schools in Thaba-Nchu and Botsha-beloThe Thabong Arts Centre Dance Unit started dance classes for people with disabilities in and around Welkom

Mangaung Strings Programme was replicated in the Xhariep District

Artistscontinuetouseofficesasresourcecentres.NACandLOTTO funding application forms are handed out from the Department’soffices

MACUFE, Freedom Day, Mandela Day and Heritage Day con-tinue to provide opportunities for performances and enjoyment of the Arts

Workshops held regularly with artists in different districtsMuseum and Heritage Resource ServicesPreservation and promotion of cultural heritage through a cultural tourist destination

Coordination of arts and crafts at the Basotho Cultural Village

Coordination of cultural performances

Traditional venue and cateringSkills development

Adults visited the museum and school groups visited various museums

Works of arts and crafts are sold to tourists visiting the village and at exhibitions presented of arts an crafts nationwide

People were catered for at Basotho Cultural Village during wedding ceremonies and corporate functions

Open door policy to all people interested in museums, themes, artefacts and heritage at 11 museums

National Afrikaans Literary Museum (NALN)

Free State schools and visitors visited Provincial Museum Services

Access to the literary information service, which, owing to its uniqueness, is rendered on a countrywide scale; is accessible and free of charge, with equitable tariffs for copies and faxes

DisplayswerefinalizedinNALNandSLMAccess for all Free State Provincial Government departments to translation services

Involvement of stakeholders and the public in developing a language policy

Allofficialshaveaccesstothetranslationservicebyemail,personal visits and telephone

The Free State public was given access to the 2nd Draft of the Free State Provincial Government Language Policy. The policy was made available in Sesotho, Afrikaans, English and IsiXhosa

ThelanguagepolicywasdeferredtothenewfinancialyearLibrary and Archive Services:Provide library services which are accessible, equitable and free of charge

Standards for accessibility in respect of: Number of libraries per capita

Library opening hours

Number of computers providing online public access to infor-mation per capita

435 382 registered users

171 libraries in the Province

Approximately 80% of libraries are open 40 hours per week

About 50% of libraries increased visiting hours to include lunch hours and Saturday mornings

169 libraries with Online Public Access to information.

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access Strategy actual achievements

Free State Sport Science Institute (FSSSI):To provide equitable access to sport and exercise science ser-vices as well as coaching support to the sporting community of the Free State

Provincial Teams utilizing FSSSI facilities:CyclingFS Cheetahs RugbySA SpringbokFS u/19 rugby players

Other teams supported during 2011/2012:SA u/20 Football National TeamFS BowlingTeam Mecer (Cycling)FS Netball (men)FS Hockey u/12

High Performance Capacity Building Programmes rendered:GeneralOfficiatingWorkshopProvincial Netball Level 1 CourseNetball level 2 CourseNetball Speed and Agility Training for CoachesNetball Team Managers CourseNetball Time and Scorekeeping CourseTeam Preparation for Athletes and CoachesTeam Preparation for Indigenous GamesGeneralOfficiatingWorkshop:SportSpecificTennisLevel1Umpires CourseHigh Performance Development Programme for Coaches

Service information tool

types of information tool actual achievementsCultural Affairs:E-mail, intranet, publications, presentations, telephone, per-sonal visits

Language Services:Promotion and consultation on the Language Policy through-out the province

Basotho Cultural VillagePublications, exhibitions, telephone and personal visits, visi-tors book

Literary Museum DivisionPublications, exhibitions, e-mail, telephone and personal visits

Telephonic language advice service provided for Free State ProvincialGovernmentofficials.Requestsarereceivedandtranslations are sent to customers via e-mail and personal visits to the translation unit

Calendars and brochures distributed (BCV)

Posters and brochures of Heritage Day distributed

Radio interviews on Sesotho literature development done with the SABC’s Lesedi

Regular on a daily basis with a large spectrum of stakeholders (donors, researchers, authors, learners and students, aca-demics, museum visitors, educational groups, etc.) by way of personal visits, telephone, facsimile, ordinary mail, e-mail and SMS. On-going process from day-to-day.Word of mouth

Library and Archive Services:Customer care and service delivery plan in every libraryGovernment information services- libraryTender Bulletin- libraries

Available at all libraries

Sport and Recreation:Banners, teardrops, circulars via all stakeholders e.g. schools, hubs, etc.

Free State Sport Science Institute

Marketing material in the form of banners, teardrops, garden umbrella, etc. were procured

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Complaints mechanism

Complaints mechanism actual achievementsAspecificpersonhasbeenidentifiedineachdirectorateasacontact person to handle the complaints/compliments and to record them in a complaint/compliment register. This is send to the co-ordinator for report on all complaints/compliments

A feedback report is done for the Senior Managers

3.3 organisational environmentCultural affairS

CulturalAffairshavefivesub-programmes,whichare:Management,ArtsandCulture,MuseumServices,HeritageResourceServices and Language Services, which are arranged into two Directorates: Arts and Culture, and Museum and Heritage Services. The Directorate: Museum and Heritage Services consists of three Sub-programmes, namely Museum Services, Heritage Resource Services and Language Services, which also serves as three Sub-directorates. The programme does not currently have a Chief Director.

a) management

This Sub-programme provides strategic managerial direction to the entire programme: Cultural Affairs.

b) arts and Culture

The Sub-programme: Arts and Culture consists of two Sub-directorates, which are Visual and Performing Arts and Institutions. The Directorate is responsible for overseeing and management of all activities related to the development and promotion of arts and culture in the province. The post of a Director for Arts and Culture is currently vacant.

c) museum Services

MuseumServicesmanageselevenprovincialmuseums,whichare:Military,OldPresidency,Philippolis,Bethulie,Smithfield,Boshof, Winburg, Glen, National Afrikaans Literature Museum (NALN), Heilbron and Basotho Cultural Village. Basotho Cultural Village is the only living heritage museum. Source documents are produced for future research and artefacts and photographic records are generated for future generations.

d) Heritage resource Services

The Sub-programme’s responsibility is to provide secretariat services to the Provincial Geographical Names Committee and Provincial Heritage Resource Authority.

e) language Services

This Sub-programme consists of three units, which are Translation and Interpreting, Literature Development and Terminology and Multilingualism Promotion. It serves all provincial government departments’ with translation, editing and interpreting on a daily basis. It is also charged with developing and implementing provincial language policy. The challenge in this Sub-programme is vacanciesthatcouldnotbefilled,therebyadverselyaffectingdeliveryofservices.Ithasappointedinternstoassistandthoseinternswereabsorbedinthestructureofthesub-programmeattheendofthefinancialyear.

liBrarY anD arCHiVe SerViCeS

The Library Services Unit consists of the professional support services and community library units, whilst the Archive Services Unit consists of the records management and archives management units.

Performanceintheprogrammewaschallengedbecauseofahighnumberofvacanciesthatcouldnotbefilledonthefillingofvacant posts.

In terms of the Constitution, Schedule 5, the provision of library services is a provincial competence. At the moment the provision of library services is handled jointly by municipalities and the Department, a situation which constitutes an unfunded mandate for municipalities.TheExecutiveCounciltookaresolutionin2011thattheDepartmentmusttakefullfinancialresponsibilityfortheprovision of library services, but the Department does not have funding to implement the resolution of EXCO. The governance and funding structure for the administration of community libraries remains a challenge which must be resolved in consultation with Provincial Treasury. A service level agreement to formalise relationship with municipalities was developed but funding to implement it is needed.

The conditional grant for the recapitalisation of community libraries is still having an impact on the support service component in the Department, especially Human Resource Management, IT Services, Finance and Supply Chain Management, but the effect is

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mitigated with the appointment of additional support staff with funds from the conditional grant for the administration of the grant. The conditional grant has improved co-operation with the National Department, National Library of South Africa and the National Council for Library and Information Services.There-classificationoflibrarymaterialsasassetshadanimpactonthemanagementoflibrarymaterialcollections,andtheProliblibrary management system has to be amended to comply with requirements set by National Treasury. The Programme is also planningtomigratefromabarcodebasedsystemofassetmanagementtoanRFID(radiofrequencyidentification)systemtoimprovetheaccuracy,effectivenessandefficiencyofstockcounts.

The Archive Services Unit works closely with the National Archives as well as the Provincial Archives Council. The Free State Archives Service is well established and is often approached by other provinces for guidance on establishing and developing an archive service.

Duetothescarcityofqualifiedlibrarians,abursaryprogrammewasstartedtoattractmorepeopletothisfield.AsimilarprogrammemustbestartedinArchiveServiceswherethereisthesamechallengeofinadequatequalifiedstaff.

Sport anD reCreation

The Chief Directorate consists of Free State Sport Science Institute, which renders high performance capacity building and provincial talent development and high performance and sport exercise science services, Community Sport, which renders recreation, mass participation and club development and School Sport, which renders school sport and talent development.

The high vacancy rate within the Chief Directorate and inadequate funding which result in the Chief Directorate relying on conditional grants from Sport and Recreation South Africa continues to have an adverse effect on service delivery.

3.4 Key policy developments and legislative changes

administration

• Continue to roll out Cultural Evenings to all higher education institutions across the country where there are Free State Provincial Government bursary holders

• Intake of seven graduates on internship programme• Implement bar-coding of assets

Cultural affairs

• Rolling out Arts in Schools programme to 120 schools around the Province• Field Band Foundation to provide brass, dance and life skills training for young people coming from schools in Thaba Nchu

and Botshabelo• ThabongCommunityArtsCentrecontinuestohosttheannualDisabilityDanceCompetitionsasoneofflagshipprogrammes

in the Department• Launch Provincial Language Policy and Act• Present drama productions based on Grade 12 set works; focus on two books, namely “Kringe in ‘n bos” and “Nothing but the

Truth”• Strings programme will be extended to Fezile Dabi District• Present Spelling bee and debates in collaboration with the Free State Department of Education• Commence with Arts in Prisons programme in Fezile Dabi and Lejweleputswa districts, focusing on performing arts, sewing

and visual arts• LaunchMACUFEAfter-care programme aimed at developing and improving skills of artists that were identified through

MACUFE auditions.• Embark on the process of scaling down of museums in the province• Commencewithaprocessofdigitisingmuseumartefactstoensurethatprovincialmuseumsareinteractiveandreflectthe

demographics of the province• Declare Thomas Mapikela House and Winnie Mandela House as provincial heritage sites and the graves of Dr Moroka,

Reverend Mahabane and The Weslyan Church as national heritage sites• Embark on a public hearing for name change of towns such as Odendaalsrus, Petrus Steyn and Hobhouse, which will be

turning 100 years this year• Establish section 97 committees for local and district municipalities on the processes of name change according to legislation

library and archives Services

• TheEXCOResolutionthattheDepartmentmusttakefullfinancialresponsibilityfortheadministrationofpubliclibrariesmustbe implemented in a phased-in approach, starting in 2012/13. The Department will kick-start the process by partially refunding only 3 municipalities and taking over the services from 4 municipalities that opted to hand back the services to the Department

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• Facilities, services and human resources to be managed, monitored and maintained at 171 libraries• Library collections to be maintained with the procurement of 40 000 items of new material.• InfrastructureprojectstocontinueatJacobsdal,Smithfield,Luckhoff,Soutpan,Wepener,Arlington,ClarensandMemelwhere

new library buildings are in various phases of construction and planning• Upgrading of Bloemfontein Public Library to provide more seating for students using the library• Roll-out of a virtual library services will be implemented during 2012/13 and the Programme’s IT strategy must be reviewed to

ensurethatlibrariesbenefitoptimallyfromtechnologicaladvances.BestpracticesforITconnectivity,useofsocialmediainlibraries and type of equipment must be determined and implemented

• Toy library services to be implemented at 6 libraries• There-classificationoflibrarymaterialsasassetswillhaveanimpactonassetmanagementandpoliciesandproceduresfor

handling library material must be amended accordingly• Upgrading and maintaining of security at library buildings with security fencing, electronic security gates and burglar alarm

systems• Continuation of the programme to assist municipalities and government departments to develop and implement sound record

management systems• Revival of the oral history programme with the appointment of an oral history archivist


• Upgrading of the Seisa Ramabodu and Sipho Mutsi Sport Stadiums as part of the centenary legacy projects• Hosting an annual soccer and rugby reconciliation challenge as part of the quest to promote social cohesion, nation building

and tourism• Roll-out of outdoor multi-purpose sport courts for different sporting codes to be played simultaneously, in different towns• Development of Indigenous Games to provincial level• Financial and secretarial support to sport and recreation councils at district level• New strategy for implementing School Sport Mass Participation Programme by using educators to implement the programme

instead of using sport assistants• Continuing with Mass Sport Participation Programme to promote sport and recreation activities in the Province with a view to:

- Reduce the level of crime, promote a healthy lifestyle and create a culture of sport and recreation - Achieveoverallimprovementofphysicalfitnessandincreasethenumberofparticipants

• Capacity building programmes• Roll-out of “Sport Science Outreach Programmes” to “Take Sport Science to Communities”• Assist with the improvement of the performance of elite athletes and coaches to reach a level of excellence• Strengthening support to structures of civil society

4. StrateGiC outCome orienteD GoalSTo manage and promote sport and recreation development, arts and culture and to render library, information and archive services in the Province.

StrateGiC Goal

administration

Torenderefficient,effectiveandeconomicsupportservicesbyconductingtheoverallmanagementandadministrativesupporttothe Department.

Cultural affairs

The strategic objective for the programme is to ensure cultural diversity and advancement of artistic disciplines into viable industries andacceleratethetransformationofthecountry’sheritagelandscape.Thesignificantachievementsfortheprogrammeare:

• Departmental Terminology Booklet was launched • SixnamesforrenamingweresubmittedtoNationalOfficeforendorsement,whichareKroonstadtoberenamedMaokeng,

Petrus Steyn to be renamed Mamafubedu, Universitas Hospital to be renamed Albertina Sisulu Academic Hospital, Bloemfontein International Airport was renamed Bram Fischer International Airport, Bloemfontein Hospital to be renamed Dr Matlhape Hospital and Tromsburg Hospital to be renamed Albert Nzula Hospital

• CelebratedinauguralInternationalMuseumDayinSmithfield• MACUFE2012wassuccessfullyhostedwithatotalattendancefigurewhichreached70383(65783forticketingeventsand

4 600 for non-ticketing events)• 50 craft projects have been selected to be part of the MACUFE Arts and Craft programme• TheVisualArtandCraftUnitworkedwithBartemiaSchooltostagethefirsteverDeafTheatreforMACUFE2012• Three Free State choirs took part in the Annual Old Mutual Choral Music Festival in Durban, namely Belcanto Voices, FS

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Choristers and Ben Marcato. Belcanto Voices took 3rd position in the African song and 4th position over all in the Champ of Champs category. FS Choristers took 7th position in the overall placements of the larger category and Ben Marcato took the 2nd and 3rd positions of the standard category of the African and Western pieces respectively

• Coordinated Provincial School Choral Music competitions in partnership with SYRAC focusing on the singing of the Anthem• Hosted Free State district Interdenominational Gospel Choral Competition. At Boikhuco Old Age Home, 42 choirs took part,

900 attendees• The Arts in Schools Programme was rolled out in the province

library and archive Services

The strategic objective for the programme is to ensure access to reading, learning and information through the provision of public libraryserviceandarchiveandrecordsmanagementservices.Thesignificantachievementsare:

• Phase 1 of the Bloemfontein Public Library was completed. Upgrade at Oppermansgronde and rehabilitation of Harrismith Library is in progress

• The construction of the new Jacobsdal-Ratanang Library is 85% completed• 169 of 171 libraries now have on-line connectivity and public Internet access which provides access to up-to-date information

resources and contributes to national programmes to bridge the digital divide existing traditionally between the rich and the poor and urban and rural communities

• 46 425 new items of library material (books, toys, audio-visual materials) were procured during 2012/13, thereby upgrading library collections with a range of new and needs-based materials

• As part of the service which supports early childhood development programmes, toy library services were established at 6 libraries

• Special services for the visually impaired were maintained at 15 libraries - 3 per district• Programmes to promote a culture of reading and library usage were presented on World Book Day, Mandela Day, Literacy Day

and during the Library Week. A Spelling bee and debate competition were successfully presented• Virtual library service giving library users the opportunity to borrow electronic books from the library was launched, thus

improving access to new technologies and media• National Oral History Conference was successfully hosted in cooperation with the National Department of Arts and Culture


The strategic objective for the programme is to support Free State citizens who are and want to become actively involved in sport andrecreation.Thesignificantachievementsare:

• Dr Irvin Khoza Super League was successfully hosted in Kroonstad• Successfully hosted Sanlam/Kay Motsepe School Cup National Competitions• The Sipho Mutsi Games were held in Odendaalsrus – which was the culmination of a process that began with schools leagues

at town level and which escalated to municipal and district level• The Provincial Senior Citizens Games took place in Bethlehem and Senior Citizens Team Free State participated in National

Games held in Rustenburg• Provincial Youth Camp was held in Qwaqwa• The Provincial OR Tambo Games and Provincial Big Walk were held in Welkom• Lerato Dlamini from Free State won gold medal at the Zone VI games held in Lusaka, Zambia• Free State Hockey Team was supported with team attire in order to participate at the National School Hockey Competition• 12 FSSSI athletes received national colours in various sporting codes and competed in a variety of national and international

tournaments• Provided gym conditioning support to 17 different sporting codes, with a variety of senior teams preparing for national and

international tournaments• Assisted Tebogo Mokgalagadi with elite sport scientist to accompany him to Europe for training camp in preparation for Para-

Olympic games• Facilitated an International Basket Ball Coaching Course, whereby 45 provincial coaches from all districts were nominated by

FS Basket Ball to attend• Anti-Gangsterism League Games Launch was held in Odendaalsrus• TheSeisaRamaboduStadium’sphase1upgradehasbeencompletedandphasetwowillcontinueinthenewfinancialyear• The SA National Top Schools Championship was held in Pretoria. The Free State delivered 11 teams to the tournament with

a contingent of 445. The team managed to bring home eight medals with a gold medal for chess, 4 silver medals and three bronze medals.

• Handover of Thaba Patchoa and Marquard multipurpose sport courts • Construction of High Performance Training Centre for netball, table tennis and Badminton in Bloemfontein• Hosted the MACUFE 15km Road Race, 5km fun walk and Corporate Golf Day

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5. performanCe information BY proGramme5.1 programme 1: administration

purpose of the programme

This programme provides the department with strategic leadership from the Office of the MEC, management as well asadministrativeservicesfromtheOfficeoftheHOD.Thepurposeistoconducttheoverallmanagementandadministrativesupportof the department.

This programme consists of two sub-programmes to enable delivery on the purpose, which are:

• OfficeoftheMEC• Corporate Services

OfficeoftheMEC

This sub-programme’s purpose is to provide administrative, client liaison and support services to the Member of Executive Council and to enable compliance with various legislative requirements.

Corporate Services

Thepurposeofthissub-programmeistoprovideoveralladministrationofthedepartment,whichincludesfinancialmanagement,human resource management and development, registry, messenger services, legal administration and transport services.

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StrategicObjectives

programme name: administration

StrategicObjectivesactual

achievements 2011/12

planned target

2012/13

actual achievement

2012/13

Deviation from planned

target to actual achievement

2012/13

Comments on Deviations

To provide administrative, client liaison and support services to the Member of Executive Council

- 7 7 0%

Toprovidefinancialadministrationand management support services

- 100% 95% 5% Programmes not submitting invoices to Supply Chain Management on time

performance indicators

Sub-programme : administration

performance indicatoractual

achievement 2011/12

planned target

2012/13

actual achievement

2012/13



Comments on Deviation

non-standardised performance indicators1.1.1 Number of Annual

Performance PlansProduced

- 1 1 0%

1.1.2 Number of Annual Reports produced

- 1 1 0%

1.1.3 Number of quarterly performance reports produced

- 4 4 0%

1.1.4 % of creditors paid within 30 days

- 100% 95% 5% Programmes not submitting invoices to Supply Chain Management on time

1.1.5 Number of monthly assets reconciliations done

- 12 12 0%

1.1.6 Number of Internal Audit Plans produced

- 1 1 0%

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Strategy to overcome areas of under performance

Changes to planned targets

No changes were made to planned indicators and targets during the year

linking performance with budgets

Sub-programme name

2012/13 2011/12

final appropriation

actual expenditure

(over)under expenditure

final appropriation

actual expenditure

(over) under expenditure

r`000 r`000 r`000 r`000 r`000 r`000OfficeoftheMEC 35 054 34 959 95 27 094 27 094 0Corporate Services 32 278 32 277 1 38 982 38 973 9total 67 332 67 236 96 66 076 66 067 9

5.2 programme 2: Cultural affairs


The programme’s purpose is to transform, develop, render and manage arts, culture, heritage and language services in the province through:

• Promotion and coordination of performing arts services to ensure cultural diversity and advancement of artistic discipline into viable industries

• Promotion and coordination of visual and creative arts (craft services) to ensure the creation of jobs and sustainable livelihoods• Facilitation and administration of declared provincial heritage sites• Render museum and heritage services to promote public awareness and create opportunities for learning• Support the Provincial Geographic Names Committee and Provincial Heritage Resource Authority to drive social cohesion and

nation building• Renderlanguagedevelopmentservicestoensurethatlanguageprofilesandconstitutionalrightsofthepreviouslymarginalised

languages are entrenched

Thisprogrammeconsistsofoffivesub-programmestoenabledeliveryonthepurposewhichare:

• Management• Arts and Culture• Museums Services• Heritage Resource Services• Language Services

Sub-programme 2.1: management

The purpose of this sub-programme is to provide strategic managerial direction to programme 2: Cultural Affairs

Sub-programme 2.2: arts and Culture

The purpose of this sub-programme is to promote respect for cultural diversity and the advancement of the artistic discipline into viable industries by promoting and coordinating performing, visual and creative arts services for people development and job creation

Sub-programme 2.3: museums Services

The purpose of this sub-programme is to render provincial and local museum services in terms of Ordinance 8 of 1975, which is the Provincial Museums Framework

Sub-programme 2.4: Heritage resource authorityThe purpose of this sub-programme is to standardise geographical names and to protect and preserve heritage resources of the Province

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Sub-programme 2.5: language Services

The purpose of this sub-programme is to ensure language development and promotion of previously marginalised languages to ensure that the constitutional rights of the people are met by the utilisation of the main languages of the Province

StrategicObjectives

programme name: Cultural affairs



planned target

2012/13

actual achievement

2012/13



2012/13


To promote respect for cultural diversity and the advancement of artistic disciplines into viable industries

77 325 81 861 93 515 14% More artists and cultural administrators than planned attended workshops and MACUFE attracted more people than expected due to successful marketing and programming

To accelerate the transformation of the country’s heritage landscape by establishing and managing museum and heritage services

54 094 29 165 78 764 170% Due to outreach programmes and marketing of museums through print and electronic media such as Hlasela TV, many people visited our facilities and there is a renewed interest and awareness as well

Brochures were distributed to all visitors to our facilities, such Provincial Museums, Basotho Cultural Village and at departmental events

More schools that are offering Arts and Culture as part of the curriculum have shown more interest by visiting our facilities for educational tours and research purposes

To promote multilingualism, redress past linguistic imbalances and develop the previous marginalised languages

476 452 644 42% Editing, translation and interpreting take place as per request from departments within Free State Province as a result more request than expected were received

The Careers Exhibition on the International Museums Day celebration provided an opportunity to communicate our services to the communities

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Sub-programme 2.2: arts and Culture


achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators2.2.1 Number of

structures supported

- 1 1 0%

2.2.2 Number of significantdayshosted

4 2 2 0%

2.2.3 Number of artists trained

3 080 1 696 499 (71%) The target was incorrectly captured as non-cumulative in the APP

non-standardised performance indicators2.2.1 Number of MoU’s

concluded2 8 8 0%

2.2.2 Number of sponsorships awarded

5 2 2 0%

2.2.3 Number of events organised

18 3 1 (67%) The implementing agent failed to meet its obligations

2.2.4 Number of schools targeted for arts in schools

- 140 143 2% The interest in the programme has increased and there is a need to extend it to more schools

2.2.5 Number of artists capacitated

- 600 882 47% More artists than planned attended workshops

2.2.6 Number of cultural administrators capacitated

400 90 152 69% More cultural administrators than planned attended workshops

2.2.7 Number of programmes offered

45 10 9 (10%) Duetofinancialconstraintsandmoratorium on spending it was not possible to continue with the programme

2.2.8 Number of participants attracted

73 765 81 000 91 887 13% MACUFE attracted more people than expected due to successful marketing and programming

2.2.9 Number of cultural activities hosted

- 6 1 (83%) The events were cancelled due to department’s moratorium to scale down on expenditure

2.2.10 Number of district festivals held

- 3 1 (67%) The implementing agent failed to meet its obligations

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Sub-programme 2.3: museum Services


achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators2.3.1 Number of people

visiting the facilities33 732 12 000 43 936 266% Due to outreach programmes

and marketing of museums through print and electronic media such as Hlasela TV, many people visited our facilities and there is a renewed interest and awareness as well.

2.3.2 Number of brochures and publications distributed

3 883 5 000 12 341 147% Brochures were distributed to all visitors to our facilities, such Provincial Museums, Basotho Cultural Village and departmental events

non-standardised performance indicators2.3.1 Number of

museums managed by the department

9 11 11 0%

2.3.2 Number of partnership agreements concluded

- 2 1 (50%) The signing of Memorandum of Understanding between South African Heritage Resource Authority and the department was deferred to the next financialyear

2.3.3 Number of facilities developed

1 4 2 (50%) Development of Kaizer Sebothelo and Lister Skhosana deferredtonextfinancialyear;the current financial year wasdedicated to planning and identificationofappropriatesite

2.3.4 Number of people attending programmes/events

16 118 12 000 22 083 84% More than anticipated attended international Museum Day, Career Guidance event and Heritage Day celebration

2.3.5 Number of visits from schools

247 130 322 148% Schools offering Arts and Culture as part of the curriculum have shown more interest by visiting our facilities for educational tours and research purposes

2.3.6 Number of exhibitions staged

26 5 37 640% The celebration of International Museum Day made more people aware of museums and heritage. Therefore, we have invited more stakeholders to exhibit at these events

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Sub-programme 2.4: Heritage resource Services


achievement 2011/12

planned target

2012/13

actual achievement

2012/13

Deviation from planned target

to actual achievement



programmes promoting cultural tourism

10 5 11 120% On request five (5) moreschools were taken on heritage excursions in the province and one (1) group was of MACUFE Wordfest delegates was also taken on a heritage excursion around Bloemfontein

2.4.2 Number of heritage sites identifiedandincluded in tourism routes

17 5 12 140% Heritage sites to be included in tourism route are determined by applications received from members of the public. Seven (7) sites more than anticipated were submitted to Provincial Heritage Resources Authority (PHRA)for processing

2.4.3 Number of geographic names reviewed

2 5 7 40% Number of geographical names reviewed are determined by applications received from members of the public. Two more names than anticipated were submitted

2.4.4 Number of SLAs signed

- 2 1 (50%) One (1) SLA was signed between PHRA and DSACR in the second quarter. The one between PGNC and DSACR will be signed in the nextfinancialyear(2013/2014)

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achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators2.5.1 Number of structures

supported3 2 2 0%

2.5.1 Number of language coordinating struc-tures established

1 1 2 100% Language & Culture Forum was established to add to existing Free State Writers Forum

2.5.2 Number of docu-ments edited

205 120 245 104% Editing takes place as per request from departments within Free State Province; as a results more requests than expected were re-ceived

2.5.3 Number of literacy work translated

- 1 0 (100%) The service was supposed to be outsourced and due to inadequate funding and moratorium the service was deferred to 2013/2014

2.5.4 Number of docu-ments made acces-sible to persons with disabilities

- 36 19 (47%) Due to the moratorium on spending the procurement of Braille machine was deferredtothenewfinan-cial year. The Department of Premier could not help us because of the defect in their machine

2.5.5 Number of multi-lingual publications distributed

- 1 0 (100%) The project was cancelled due to scaling down on spending

2.5.6 Number of literary exhibitions con-ducted

1 3 5 67% The Careers Exhibition and the International Museums Day celebration provided an opportunity to communicate our services to the commu-nities

2.5.7 Number of books publishedforthefirsttime in indigenous language

- 10 9 (10%) Due to the moratorium on spending, one planned for the fourth quarter was not published

2.5.8 Number of depart-ments monitored for Language Policy implementation

- 11 0 (100%) Monitoring will start once Language Policy is ap-proved by EXCO

2.5.9 Number of literature development pro-jects undertaken

1 1 1 0%

2.5.10 Number of docu-ments translated

175 240 273 14% Translation takes place as per requests from the departments; more were received than anticipated

2.5.11 Number of interpret-ing services ren-dered

36 60 62 3% Interpreting takes place as per requests from the departments; more were received than anticipated

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achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators2.5.12 Number of persons

empowered to deliver translation services

54 20 25 25% More people attended the workshop due to high demand

2.5.13 Number of terminol-ogy development projects undertaken

- 1 1 0%


Requesttofillcriticalpostswillbedoneandadequatestaffwillensureunderperformanceisaddressed.Benchmarkingwithotherprovinceswillbeconductedsothatwedonotlosecompetentofficialstootherprovincesthatpaybettersalaries.


No changes were made to planned indicators and targets during the year.


Sub-pro-gramme name

2012/13 2011/12

final appropriation

actual expenditure


final appropriation

actual expenditure


r`000 r`000 r`000 r`000 r`000 r`000Management 1 153 1 153 0 3 537 3 537 0Arts & Culture 87 196 87 195 1 106 786 102 828 3 951Museum Services

53 288 53 288 0 27 574 25 356 2 218

Heritage Resource Services

3 309 3 309 0 18 623 18 423 200

Language Services

2 753 2 753 0 2 962 2 962 0

total 147 699 147 698 1 159 482 153 113 6 369

5.3 programme 3: library and archive Services


The purpose of the programme is the development, transformation and promotion of sustainable library and archive services through:

• The provision of library and information services to communities• The provision of technical and professional support services to community libraries• The promotion of a culture of reading and lifelong learning• Rendering of records management services to governmental bodies• Management of archival records at archive repositories

This programme consists of three sub-programmes which are:

• Management• Library Services• Archive Services

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The purpose of this sub-programme is to provide strategic and management direction to the programme through:

• Coordination of strategic planning• Management and coordination of programmes• Monitoring and evaluation of and reporting on programmes• Development and implementation of policies and standards• Provision of administrative support services

Sub-programme 3.2: library Services

The purpose of this sub-programme is to provide library services which provide access to information, reading and learning resources and promote a culture of reading and lifelong learning through:

• Theprovisionofprofessionalandtechnicalsupportservicestoaffiliatedlibrarieswhichinclude: - Collection management services - Specialised information services - Development services

• The provision and maintenance of library infrastructure which includes buildings and ICT • Managingandmonitoringservicesataffiliatedlibraries• The provision of workplace training and support to library staff

Sub-programme 3.3: archive Services

The purpose of this sub-programme is to provide records management and archive services which will ensure:

• Properrecordsmanagementpracticesatgovernmentaloffices• Accountable management of archival records at archives repositories

StrategicObjectives

programme name: library and archive Services



planned target

2012/13

actual achievement

2012/13



2012/13


Provision of library and information services which are free, equitable and accessible, rendered according to the different information, reading and learning needs of people and which promote a culture of reading, library use and lifelong learning

441 519 431 295 464 855 8% The target was exceeded because orders were delivered faster than projected and books were ordered at lower prices than originally estimated, moreofficialsthanprojectedregistered for the workshop due to an increased interest and more people than projected registered as library users

Render archival and record management services which will provide for: The acquisition, preservation and documentation of public and non-public records of national/provincial significanceProper management and care of public recordsEquitable access and use of archives

10 218 3 567 7 591 113% The target was exceeded because additional training not planned for was provided on request; additional requests to do appraisals were received from client department; a group of records had to be restored due to unforeseen increase in their usage and two groups of records were digitized on request of users

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Sub-programme 3.2: library Services


achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators3.2.1 Number of new

library material procured

41 579 20 000 26 215 31% The target was exceeded because orders were delivered faster than projected and books were ordered at lower prices than originally estimated

3.2.2 Number of monitoring visits to public libraries

418 652 532 (18%) Target could not be achieved due to vacancies, sick leave in three districts and cost containment measures which affected travelling


newspapers and periodical subscriptions maintained

2 476 2 430 2 494 3% More periodicals than planned were subscribed to because some libraries chose to cancel subscriptions that were more expensive and replace them with a bigger variety of cheaper publications.

3.2.2 Number of training programmes provided to library staff

7 2 2 0%

3.2.3 Number of library workers trained

360 200 219 10% The target was exceeded becausemoreofficialsthanprojected registered for workshops

3.2.4 Number of promotional projects presented

6 5 5 0%

3.2.5 Number of registered library users

417 649 408 000 435 382 7% More people than projected registered as library users

3.2.6 Number of toy libraries established

5 6 6 0%

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Sub-programme 3.3: archive Services


achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators3.3.1 Number of records

classificationsystems approved

10 10 11 10% The target was exceeded because an additional request toapproveaclassificationsystem was received

3.3.2 Number of governmental bodies inspected

18 10 17 70% The target was exceeded because additional requests for records inspections were received from government departments

3.3.3 Number of record managers trained

31 40 69 73% The target was exceeded because additional training not planned for was provided on request

3.3.4 Number of awareness and promotional projects/programmes rolled out to communities

1 1 1 0%

non-standardised performance indicators3.3.1 Number of records

appraisals done- 5 9 80% The target was exceeded

because additional requests to do appraisals were received from client departments

3.3.2 Number of enquiries processed

1 044 1 200 815 (32%) Less enquiries than projected were received

3.3.3 Number of visitors to archives facilities

1 229 1 000 1 061 6% More visitors than projected came to visit the Archives.

3.3.4 Number of oral history programmes conducted

- 1 2 100% The Oral History Conference hosted in October was not included in the APP because the request to host it was receivedafterthefinalizationofthe APP

3.3.5 Number of documents restored

1 273 300 432 44% The target was exceeded because a group of records had to be restored because of an unforeseen increase in their usage

3.3.6 Number of documents digitized

- 1 000 5 174 417% The target for the year was exceeded because 2 groups of records were digitized on request of users

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Ensurethatvacanciesarefilledontime.Unfilledvacancieswerethebiggestreasonforunderperformance.

Eliminate performance indicators which are outside the Programme’s control, eg number of visitors or number of enquiries received.




Sub-programme name

2012/13 2011/12

final appropriation

actual expenditure

(over) under- ex-penditure

final appropriation

actual expenditure


r`000 r`000 r`000 r`000 r`000 r`000Management 3 663 3 663 0 3 501 3 501 3 501Library Services 96 355 91 505 4 850 90 690 5 101 2 991Archive Services 4 080 4 080 0 3 090 3 090 0total 104 098 99 248 4 850 97 281 94 290 2 991

5.4 programme 4: Sport and recreation

purpose of the programmeThe purpose of this programme is to support Free State citizens who are and want to became actively involved in sport and recreation and to encourage more people to participate in sport and provide an opportunity to reach the excellence stage.

The programme consists of four sub-programmes which are:

• Management• Sport • Recreation • School Sport


The purpose of this sub-programme is to provide operational support to all service delivery components of the Chief Directorate functions which are:

• Manage and control all administrative activities• Manage monitoring, evaluation and reporting• Manage the marketing of functions• Controlthecentralisedfilingsystem• Manage and maintain the Chief Directorate Sport and Recreation facility• Manage sport infrastructure projects

Sub-programme 4.2: Sport

The purpose of this sub-programme is to provide high performance sport services, provincial talent development and capacity building programmes.

Sub-programme 4.3: recreation

The purpose of this sub-programme is to deliver provincial mass participation and recreational sport programmes.

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Sub-programme 4.4: School Sport

The purpose of this sub-programme is to assist with the development of sport talent and successful delivery of provincial school sport teams to inter-provincial school sport competitions.

StrategicObjectives

programme name: Sport and recreation



planned target

2012/13

actual achievement

2012/13



2012/13


To establish and support transformed institutional and physical structures to increase participation and excellence in sport

4 340 11 291 10 792 (4%) Three out of eight mobile units were not operational

To provide sustainable mass participation opportunities across the age spectrum to promote physical active lifestyles

24 10 029 33 848 238% The target that was set for the year was based on the fewofficialsappointedatthat time with a high number of vacancies. As soon as thevacancieswerefilled,appointedofficialsweremaking a difference in the communities, hence more participants could be reached

To ensure active participation, development and training of all learners and educators and the identificationoftalentinquality and sustainable sport and recreation programmes

680 1 212 1 479 22% Increased number of participants in Cross Country and Chess, due to higher interests in the codes




achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators4.2.1 Numberofaffiliated

Provincial Sport Federations supported

1 1 1 0%

4.2.2 Number of new facilities constructed

10 3 5 67% Two facilities were carried over from the previous financialyear

4.2.3 Number of facilities upgraded

1 4 0 (100%) Appointed contract consortium for Seisa Ramabodi Stadium was declared insolvent Insufficientfundsforotherstadiums

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achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators4.2.4 Number of athletes

supported through high performance programmes

2 278 10 900 9 483 (13%) Three out of eight mobile units were not operational

4.2.5 Number of volunteers trained as sport administrators

- - - -

4.2.6 Number of coaches trained

597 390 729 86% There was a higher demand from the federations

4.2.7 Number of technical officialstrained

- - - -

4.2.8 Number of people in learnership programmes

- - - -

4.2.9 Number of athletes benefitingfromsport development activities

187 390 630 62% The Free State Sport Science Institute (HP Capacity Building Programme) was requested to assist various Federations with workshops and training camps in preparation for SA Championships

Sub-programme 4.3: recreation


achievement 2011/12

planned target

2012/13

actual achievement

2012/13





recreational structures supported

24 5 5 0%

4.3.2 Number of recreational sport events/programmes

- 2 2 0%

4.3.3 Number of active recreation participants in events organised and implemented

- 10 000 33 841 238% The target that was set for the year was based on thefewofficialsappointedat that time with a high number of vacancies. As soon as the vacancies werefilled,appointedofficialsmadeadifferencein the communities, hence more participants could be reached

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Sub-programme 4.4: School Sport


achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators4.4.1 Number of learners

participating- 1 000 1 267 27% Increased number of

participants in Cross Country and Chess, due to higher interest in the codes

4.4.2 Number of teams delivered

- 11 12 9% Team for learners with special education needs were also delivered.

4.4.3 Number of talented athletesidentifiedthat were taken up into high performance structures/programme-mes

680 200 200 0%

non-standardised performance indicators4.4.1 Number of school

sport competitions and events held

- 1 1 0%


To ensure that all capital projects under R10 million are awarded to the Contractor Project Manager (CPM).




Sub-pro-gramme name

2012/13 2011/12

final appropriation

actual expenditure

(over) under- expenditure

final appropriation

actual expenditure

(over) under- expenditure

r`000 r`000 r`000 r`000 r`000 r`000Management 1 890 1 890 - 2 142 2 142 -Sport 78 905 76 134 2 771 116 845 105 505 11 340Recreation 27 876 27 876 - 32 112 32 112 -School Sport 25 257 25 255 2 26 485 26 485 -total 133 928 131 155 2 773 177 584 166 244 11 340

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6. SummarY of finanCial information6.1 Departmental receipts

Departmental receipts

2012/13 2011/12

estimateactual

amount Collected


estimateactual

amount Collected


r` 000 r` 000 r` 000 r` 000 r` 000 r` 000Tax Receipts - - - - - -Casino taxes - - - - - -Horse racing taxes - - - - - -Liquor licences - - - - - -Motor vehicle licences - - - - - -Sale of goods and services other than capital assets

9 141 8 813 328 7 359 7 211 148

Transfers received 6 020 6 020 - - 2 060 2 060Fines, penalties and forfeits

24 29 (5) 16 13 3

Interest, dividends and rent on land

104 454 (350) 33 18 13

Sale of capital assets 8 3 5 66 25 41Financial transactions in assets and liabilities

262 536 (274) 411 393 18

total 15 559 15 855 (296) 7 885 9 720 (1 835)

The Revenue Budget increased from R9.7 million in 2011/12 to R15.8 million in 2012/13. R6 million came from sponsorship funds forMACUFE.Thefinalrevenuecollectedexceededthetarget.

6.2 programme expenditure

programme name

2012/13 2011/12

final appropriation

actual expenditure


final appropriation

actual expenditure


R’000 R’000 R’000 R’000 R’000 R’000Programme1: Administration

67 332 67 236 96 66 076 66 067 9

Programme 2: Cultural Affairs

147 699 147 698 1 159 482 153 113 6 369

Programme 3: Library and Archive

104 098 99 248 4 850 97 281 94 290 2 991

Programme 4: Sport and Recreation

133 928 131 155 2 773 177 584 166 244 11 340

total 453 057 445 337 7 720 500 423 479 714 20 709

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The Budget increase of R17.691 million during the 1st Adjustment Budget was necessitated by the following:

a) Rollovers – R2.491 million

Programme 3: Library and Archive Services

Infrastructureprojectscontractedandnotfinalisedby31March2012

Bloemfontein Public Library Upgrade R2.391 million Transfer to municipalities R0.100 million

Transfer to Naledi Municipality to be done once the service level agreement is signed.

b) Other adjustments R33.000 million

Additional allocation for MACUFE 2011 R30.000 million

An additional amount of R2.000 million was allocated for Seisa Ramabodu Sport Stadium and R1.000 million for gymnasium facilities, Children’s Park in Petrus Steyn.

c) Declared savings (R17.800 million)

Amount forfeited as part of the department’s share of the provincial budget cut/reduction for 2012/13:

Compensation of Employees (R3.800 million) Goods and services (R0.500 million) Non-profitInstitutions (R0.500million) Infrastructure Projects (R13.000 million) The budget decrease of R255 000 during the Special Adjustment Budget was a result of the following:

d) Programme 4: Sport and Recreation (R0.255 million)

Mass Sport Participation Programme Conditional Grant

Conditional Grant: Mass Sport Participation - Programme adjustment

The budget represented a decrease of 9.5% over the previous year’s allocation of R500.423 million. The budget enabled the Department to achieve its basic Strategic Objectives.

6.3 transfer payments (excluding public entities)

name of transferee purpose for which the funds were to be used

amount budgeted for

(R’000)

amount transferred

(R’000)

reasons why funds were not

transferredKopanong Municipality Assist municipality with the payment

of salaries to library staff115 115 N/A

Letsemeng Municipality Assist municipality with the payment of salaries to library staff

115 115 N/A

Dihlabeng Municipality Assist municipality with provision of library services

500 500 N/A

Metsimaholo Municipality Assist municipality with provision of library services

500 500 N/A

Maluti-a-Phofung Muninicipality

Assist municipality with provision of library services

500 500 N/A

Provincial Arts and Culture Council

Development and funding of artists 1 000 1 000 N/A

Provincial Geographic Names Committee

Standardisation of Geographic Names

1 040 1 040 N/A

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name of transferee purpose for which the funds were to be used

amount budgeted for

(R’000)

amount transferred

(R’000)

reasons why funds were not

transferredProvincial Heritage Resource Authority

Promote, protect and declare places ofculturalsignificance

500 500 N/A

Pan-South African Language Board

Support Free State Provincial Language Committee to assist the department in promotion and protection of Free State languages including previously marginalised languages

121 121 N/A

Free State Sport Confederation

Naming Rights of Free State Stadium

Support to Provincial Federations

16 327 16 327 N/A

Lejweleputswa Sport and Recreation Council

Enhancement of sport development within their communities

50 50 N/A

Xhariep Sport and Recreation Council


50 50 N/A

Fezile Dabi Sport and Recreation Council


50 50 N/A

Thabo Mofutsanyana Sport and Recreation Council


70 70 N/A

Mangaung Sport and Recreation Council


12 12 N/A

PACOFS For the implementation of Arts in Schools, Photography and Technical training

1 000 1 000 N/A

Thespendingontransferpayments tonon-profit InstitutionsdecreasedfromR35.653million in2011/12toR20.220million in2012/13. Last year, PACOFS was given R9 million to manage and coordinate the Free State Arts in Schools Programme. Free State Sport Confederation received a reduced budget this year.

6.4 public entities

No public entities were reporting to the department.

6.5 Conditional Grants and earmarked funds paid

Not applicable

6.6 Conditional Grants and earmarked funds received

6.6.1 library Services Conditional Grant

Department who transferred the grant arts and Culture (national Department)Purpose of the grant To have transformed urban and rural community library

infrastructure, facilities and services through a recapitalised programme at national, provincial and local government level

Expected outputs of the grant See table belowActual outputs achieved See table belowAmount per amended DORA R52.795 millionAmount received (R`000) R52.795 millionReasons if amount as per DORA was not received N/AAmount spent by the department (R` 000) R48.502 millionReasons for the funds unspent by the entity Infrastructure funds not fully spent due to delay in the appoint-

ment of contractors for two libraries.

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Department who transferred the grant arts and Culture (national Department)Reasons for deviations on performance See table belowMeasures taken to improve performance See table belowMonitoring mechanism by the receiving department Quarterly performance reports were submitted to Provincial

Treasury and National Department of Arts and Culture

programme 3: library Services


achievement 2011/12

planned target

2012/13

actual achievement

2012/13




3.4.1 Number of meetings of Provincial Library Forum

2 5 6 20% One municipality (Masilonyana) requested a meeting which was not planned for

3.4.2 Number of forums established

- - - -

3.4.3 Number of new library facilities planned and built

- 3 Planning for three libraries completed but

construction did not start

The design of three buildings was completed as planned but construction of two could not start as planned because challenges were experienced with adjudication of tenders and appointment of contractors

3.4.4 Number of buildings upgraded

2 2 - 100% Bloemfontein Public Library stillhasminorrectificationsand repair of lifts outstanding. However 95% of the upgrading is completed. Oppermansgronde was not completed due to late appointment of consultant and contractor

3.4.5 Number of buildings where alarm systems are provided and maintained

103 110 116 5% Additional burglar alarms were installed at libraries where Municipalities cancelled burglar alarm contracts

3.4.6 Number of buildings provided with security fences

4 - - -

3.4.7 Number of libraries where electronic security gates are provided

- - - -

3.4.8 Number of libraries where ICT is maintained

160 171 169 (1%) Installation at four prison libraries was not achieved because of outstanding approval from relevant authorities, but computers were installed at two new libraries, namely Kholokoe and Beatrix Mine, meaning that 169 of 171 libraries now have computer equipment and connectivity

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programme 3: library Services


achievement 2011/12

planned target

2012/13

actual achievement

2012/13




3.4.9 Number of libraries where photocopiers are maintained

135 135 135 0%

3.4.10 Number of new library materials provided

33 043 20 000 20 210 1% The target was exceeded because suppliers delivered faster than expected

3.4.11 Number of digital publication websites subscribed to

- 2 2 0%

3.4.12 Number of training programmes provided to public library staff

13 2 3 50% An additional training session was done to accommodate officialswhocouldnotattend initial planned training sessions

3.4.13 Number of bursaries awarded and continued

16 21 20 5% One bursary was suspended at the end of the academic year

3.4.14 Number of library staff trained

- 50 61 22% An additional training session was done to accommodate officialswhocouldnotundergo initial planned training sessions

3.4.15 Number of additional staff appointed and maintained at public libraries

14 152 142 7% Appointmentsnotfinalizeddue to requirement for pre-screening and the moratorium on appointments.One vacancy occurred just before the close of the financialyear

3.4.16 Number of municipalities assistedfinanciallywithsalaries

2 2 2 0%

6.6.2 Sport and recreation Conditional Grant

Department who transferred the grant Sport and recreation South africa (national Department)Purpose of the grant To facilitate sport participation and empowerment within

schools, clubs, hubs in partnership with relevant stakeholdersExpected outputs of the grant See table belowActual outputs achieved See table belowAmount per amended DORA R34.116 millionAmount received (R`000) R34.116 millionReasons if amount as per DORA was not received N/AAmount spent by the department (R` 000) R34.116 millionReasons for the funds unspent by the entity N/AReasons for deviations on performance See table belowMeasures taken to improve performance See table belowMonitoring mechanism by the receiving department Quarterly performance reports were submitted to Provincial

Treasury and Sport and Recreation South Africa (National Department)

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Sub-programme 4.5: Siyadlala mass participation programme


achievement 2011/12

planned target

2012/13

actual achievement

2012/13





appointed on 6% allocation

- 11 11 0%

4.5.2 Number of people trained in hubs

- 1 950 2 923 50% More people than anticipated attended the training sessions in the hubs

4.5.3 Number of hubs receiving equipment and attire

- 82 82 0%

4.5.4 Number of hubs supported

82 82 82 0%

4.5.5 Number of functional sport councils supported

- 25 25 0%

4.5.6 Number of active recreation participants in events organised and implemented

- 20 418 47 737 134% Vacantpostswerefilled.Asaresult the directorate was able to achieve more.

The increase in the number is also as a result of AFCON build-up and the Departmental budget vote activities.

4.5.7 Number of outreach projects held

- 5 8 60% An additional outreach programme was requested for the Nelson Mandela Day

Request to co-host the outreach programmes was received from different municipalities

4.5.8 Number of sport development campaigns held

- 4 5 25% Special request was received fromtheOfficeofthePremierto assist the Senior Citizens team to take part in the KZN Senior Citizens tournament

4.5.9 Number of hub tournaments held

- 19 22 16% Three extra tournaments were organised for senior citizens, youth and creches as part of the build up to the MEC’s 2013/14 budget vote speech

4.5.10 Number of mass mobilisation projects held

- 7 8 14% The event was organised for AFCON 2013. When the APP wasfinaliseditwasnotknownthat AFCON would take place in South Africa

4.5.11 Number of youth camps held

- 1 1 0%

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Sub-programme 4.6: Club Development


achievement 2011/12

planned target

2012/13

actual achievement

2012/13





trained in clubs- 1 640 2 605 59% More people than anticipated

attended the training sessions4.6.2 Number of

functional clubs- 246 273 11% 27 more clubs were

accommodated as per the request from the Federations

4.6.3 Number of affiliatedclubs

- 246 273 11% 27 more clubs were accommodated as per the request from the Federations

4.6.4 Number of clubs supported

25 246 273 11% 27 more clubs were accommodated as per the request from the Federations

4.6.5 Number of tournaments held

- 5 14 180% The extra two tournaments are as a result of Mayoral games in Letsemeng and Phumelela local municipalities. Request to co-host these games was received from the aforementioned municipalities

The extra seven tournaments were held by various clubs as a result of their request to co-host with the department

4.6.6 Number of clubs provided with equipment and/or attire

- 246 273 11% 27 more clubs were accommodated as per the request from the Federations

4.6.7 Number of participants in club tournaments

- 1 200 37 849 3 054% The target that was set for the year was based on the fewofficialsappointedatthattime with a high number of vacancies. As soon as the vacancieswerefilled,appointedofficialsmadeadifferenceinthe communities, hence more participants could be reached

The build-up events for AFCON and the Departmental build-up events to the Budget Vote resulted in a higher number of participants

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Sub-programme 4.7: School Sport mass participation


achievement 2011/12

planned target

2012/13

actual achievement

2012/13





educators trained to deliver school sport programmes

- 450 474 5% Higher interest than anticipated in the rugby introductory course

4.7.2 Number of school sport cluster coordinators supported

- - - -

4.7.3 Number of school sport coordinators appointed through SLAs with federations

- 6 0 (100%) Appointments of coordinators cannot be made until a guiding SLA document has been received from SRSA detailing the coordinators roles and responsibilities as well as other conditions of the SLA

4.7.4 Number of schools provided with equipment and/or attire

333 323 323 0%

4.7.5 Number of school sport code structures supported

14 16 15 (6%) Tennis is still outstanding. According to the MoU, it is the responsibility of Dept of Education to establish code committees. Education has indicated that Tennis will only bereadyinthenextfinancialyear

4.7.6 Number of school teams delivered to provincial and national competitions

- 11 12 9% Team for learners with special education needs was also delivered.

4.7.7 Number of sport focus school supported and/or established

- 2 2 0%

4.7.8 Number of participants in the school sport programme

- 20 336 20 336 0%

4.7.9 Number of school sport district tournaments held

- 30 36 20% Additional tournaments were held in Thabo Mofutsanyana and Fezile Dabi districts to select teams for the National School Sport Championships

4.7.10 Number of school sport provincial tournaments held

- 6 10 67% Additional tournaments were held in Thabo Mofutsanyana and Fezile Dabi districts to select teams for the National School Sport Championships

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Sub-programme 4.8: District academies


achievement 2011/12

planned target

2012/13

actual achievement

2012/13




Standardised performance indicators4.8.1 Number of district

academies supported - 3 3 0%

4.8.2 Number of athletes supported by district academies

- 200 215 7% More athletes are accessing the Local Talent Development Centers

4.8.3 Number of accredited sport academies

- 1 1 0%

6.6.3 epWp integrated Grant

Department who transferred the grant national Department of public WorksPurpose of the grant To create job opportunities in the Culture sectorExpected output of the grant 97 Job opportunitiesActual output achieved 97 Job opportunitiesAmount per amended DORA R1 000 000Amount Received R1 000 000Reasons if amount as per DORA was not received Not applicableAmount spent by the department (R`000) R1 000 000Reasons for the funds unspent by the entity Not applicableReasons for deviations on performance Not applicableMeasures taken to improve performance NoneMonitoring mechanism by the receiving department Monthly and Quarterly Reports

6.6.4 epWp Social Grant

Department who transferred the grant Social Development via treasuryPurpose of the grant To enable Sport and Recreation Council to enhance sport

development utilising sport assistants within 19 Municipalities.Expected output of the grant Appoint 19 Sport AssistantsActual output achieved Appoint 19 Sport AssistantsAmount per amended DORA R399 000Amount Received R399 000Reasons if amount as per DORA was not receive N/aAmount spent by the department (R`000) R399 000Reasons for the funds unspent by the entity N/aReasons for deviations on performance N/aMeasures taken to improve performance N/aMonitoring mechanism by the receiving department Attendance registers, Bank statements for Sport and Recrea-

tion Councils.

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6.7 Donor funds

An amount of R6.020 million was received for the purpose of MACUFE from the following sponsors:

Brand House R0.510 millionStandard Bank R1.000 millionWhite Star R0.450 millionRed Bull R0.060 millionNational Department of Arts and Culture R4.000 million

The donations were paid over to the provincial revenue funds, as required by Treasury Regulation, and re-accessed via the Adjustment Budget in order to utilise the donations for the purpose they were intended for.

6.8 Capital investment, maintenance and asset management plan

Capital investment

a) With regard to the construction, upgrading and maintenance of the buildings, which house the libraries and museums, the baseline allocation of funds for the MTEF period includes the following conditional grant: 2012/13 R91.488 million 2013/14 R182.062 million 2014/15 R214.614 million

b) The capital investment plan was developed and will be updated annually to ensure that once priorities have been determined,thefundsfromtheconditionalgrantwillbespentaccordingtospecifictimeframes,whichshouldminimise the rollover of funds to subsequent years.

c) The infrastructure programme is aligned with the Free State Growth and Development Plan. The Preferential Procurement System is applicable to the Department’s entire infrastructure programme and preference is given to local SMME’s and HDI companies and individuals.

d) The following processes are being implemented on building construction projects to realize the objectives of the EPWP:

• where practical, enforcing labour-intensive construction methods to provide employment opportunities to local unemployed people (e.g. manufacturing roof trusses on site);

• providing training or skills development to the locally employed workers;• building cost-effective and quality assets.

The main target groups for the above will be:

• women;• youth between the ages of 18 and 35; and• persons with disabilities.

e) The User Asset Management Plan (U-AMP) was completed and submitted to the Department of Public Works. This exercisehighlightedtheofficeaccommodationneedsandshortcomings.TheU-AMPwillbeupdatedagainduringthe 2013/14financialyear.

f) See table below (as attached Par 8.1) for the progress report on the upgrading and maintenance of the buildings in the respective programmes

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infrastructure Projects

2012/13 2011/12

final appropriation

actual expenditure


final appropriation

actual expenditure


r` 000 r` 000 r` 000 r` 000 r` 000 r` 000New and replacement assets

36 090 32 769 3 321 45 329 37 452 7 877

Existing infrastructure assets

67 989 63 691 4 298 68 547 62 868 5 679

Upgrading and additions 61 808 57 510 4 298 60 018 54 339 5 679Maintenance and repairs 6 181 6 181 0 8 529 8 529 0total 104 079 96 460 7 619 113 876 100 320 13 556

Note: The capital infrastructure include immovable assets as funded by the Library Service Conditional Grant Asset Management

asset management

a) AssetsunderthecontroloftheDepartmentcompriseequipment(computerandofficeequipment),musicinstruments, and library materials.

b) With effect from 1 April 2012, library materials are disclosed as part of the assets and comprise the major bulk of the assets. A policy on management of library materials as assets was developed in line with Chapter 12 of the National Treasury’s Reporting Framework.

c) Funds were utilised to maintain the necessary equipment on a priority basis.

d) The asset management administration utilises the LOGIS system (and PROLIB system for library materials only), which centralises the asset register records of the Department. A full reconciliation of the asset registers was done, andalltheassetsintheDepartmentweremarkedwithuniquenumbersforeasyidentificationfromandtotheasset register and for stocktaking purposes.

e) A full annual stocktaking and quarterly spot-checks of all the assets under the Department’s control was conducted duringthe2012/13financialyearandwillbecontinuedduringthe2013/14financialyearwithanapprovedstocktaking plan.

f) The department has started with the implementation of asset management bar-coding of office furniture and other machinery and equipment with the exception of serialised assets/ items. EXCO’s Resolution 06 of 2010 and Section 45 (e) of the PFMA have been implemented to ensure maximum compliance to assetmanagementprinciples.Redundantandobsoleteassetsweredonatedtodifferentbeneficiariesasidentified by management and also as per requests from NGO’s, etc. Loss Control management was a focus area and most of the losses were written off. Monthly reporting on asset management has become part of the performance agreements of SMS members and reports on compliance are provided at Financial Control Committee and Management meetings on a regular basis.

g) Stocktakings were conducted at different departmental buildings/ institutions in order to determine whether all assets on the asset register are fully accounted for. Lack of reporting on movement of assets remains a challenge, which is being addressed on a continuous basis. Consideration is being given to decentralisation of certain Logis functions in order to capture movement of assets at district level on time.

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GOvERNANcEPART c:

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PART c:governance

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1. introDuCtionThe Department remains committed to maintain the highest standard of governance which is fundamental to the management of publicfinancesandresources.Userswantassurancethatthedepartmenthasgoodgovernancestructuresinplacetoeffectively,efficientlyandeconomicallyutilisethestateresources,whichisfundedbythetaxpayer.

2. riSK manaGementTheRiskManagementCommitteeandRiskManagementUnitwere fully functional for the2012/2013financialyear,with theapproved Risk Management Strategy, Risk Management Policy, Risk Management Committee Charter and Risk Implementation Planbeinginplaceforthe2012/2013financialyear.

Risk Workshops were arranged during which risk identification, inherent risk assessment, existing controls, residual riskassessments,actionplans/mitigatingstrategiesandthentheupdatingoftheriskregisterandriskprofile,weredone.Theupdatedriskregister,riskmitigatingactionplanandriskprofilewasapprovedbytheAccountingOfficer.Theriskmitigatingactionplanwascontinuously monitored and updated.

Provincial Treasury evaluated the key performance of the Risk Management Unit and Risk Management Committee and 100% compliance was achieved.

3. frauD anD CorruptionThe Department has an approved Fraud Prevention and Fraud and Corruption Response Plan that was implemented and monitoredbytheRiskManagementCommitteeaspartoftheirresponsibilities,duringthe2012/2013financialyear.

The Fraud Prevention and Corruption Response Plan stipulates the mechanisms in place to report fraud and corruption which include the following:

• ReporttotheDirectorwithinwhoseDirectoratethepossibilityoffraudisidentified.• Incidents may also be reported by using the following hotlines:• Provincial Hotline• National anti-corruption Hotline• Public Protector RSA• Presidential Hotline

Reportedcasesare investigatedbyLabourRelationsandwhereofficialsare founded tobeguiltyappropriatestepsare thentaken, depending on the type of misconduct.

4. minimiSinG ConfliCt of intereStAll Supply Chain Management Practitioners are required to disclose their business interest, inclusive of all bid committee members. Duringeverybidmeeting,allmembershavetosignadeclarationformwherebytheyindicateanyconflictofinterestrelatingtothematters to be dealt with as per the agenda and in such cases, they are expected to recuse themselves.

To ensure that no employee of the department does businesswith theDepartment, SupplyChainManagement verifies theownership of the companies against Persal system through the utilisation of ID numbers to detect if owners of such companies are not employed by the state.

Ininstanceswhereconflictofinteresthasbeenidentified,SupplyChainManagementmustrequestapprovalfromtheExecutingAuthorityandadviceismustbesoughtfromtheChiefFinancialOfficerorHeadofDepartment.TheDepartmentalsoissuedaChiefFinancialOfficercircularindicatingthatnoofficialwillbeallowedtodobusinesswiththedepartment.

5. CoDe of ConDuCtThe Department makes use of Resolution 1 of 2003: Disciplinary Code and Procedure for the Public Service for the reporting, recording and management of misconduct cases.

Presentation on the “Code ofConduct” and the distribution of the “Code ofConduct” leaflets form part of theDepartment’sInductionandOrientationprocessfornewemployees.BriefingSessionsarealsoconductedforotheremployees

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The performance agreements of Senior Managers and Senior Management meetings are used to foster a culture of ethical behavior. Under the Core Management criteria of ‘People Management and Empowerment’ in the PA of Senior Managers, the latter are assessed among others on their application of labour and employment legislation/ regulations within their respective line functions.

The Department also holds a view of zero tolerance to any misconduct, fraud or corruption.

6. HealtH, SafetY anD enVironmental iSSueSThereisalwaysaneedforspecificcompetenciesintheOccupationalHealthandSafety.

Partners and stakeholders will have to play a more strategic role in creating capacity within the organisation; service providers in particular should be contracted to ensure skills transfer whilst they deliver contracted services.

Instances where a lack of capacity exists will have a negative impact on the community in terms of service delivery.

Non-compliance of the act could result in the increase of Injury on Duty for internal staff and third party claims from external clients. Challengesidentifiedaretocomplywithandtoimplementtheactwithoutdedicatedresources.

The management team will have to take responsibility of strategically issues considering their human resource needs instead of planning on a needs/ ad hoc basis. Employees need to support a culture of commitment, development and service delivery, adhering to implementing recommendations to improve occupational safety in the workplace.

7. internal Control unitInternalControl is the responsibilityofeverymanagerwithin thedirectoratesas there isnospecificunitdealingwith internalcontrol. Checklists have been introduced which are aligned to Supply Chain Management prescripts to serve as input documents toassistwithverificationofcompliancematters.Issuesofnon-compliancearelistedinadeviationsregisterandarebeingreportedtotheAccountingOfficeronaquarterlybasisforapprovalthereofand/orreferraltoLiabilityCommitteeforfurtherhandling.

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8. auDit Committee report

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huMANREsOuRcEMANAGEMENT

PART d:

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humanresourcemanagement

Part d:

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1. leGiSlation tHat GoVern Hr manaGementThe information provided in this part is prescribed by the Public Service Regulations (Chapter 1, Part III.J3 and J4).

2. introDuCtion overview of Hr matters at the Department

Human Resource Management in the departments play a strategic partnership role by providing an enabling environment to ManagerstofulfiltheirrolesandtoensurethattheDepartmentreachesitsgoalsandaligningallHRpracticeswiththeStrategicPlan and Annual Performance Plans.

Set Hr priorities for the year under review and the impact of these priorities

To ensure that the Department will be able to implement its mandate the following objectives have been set:

• Promote sound management in department by developing management competence and functions.• Establish accountability for performance and corruption in department.• Organizingflexibleworkandemploymentpractices.• Developing a representative and committed workforce.• Development through performance management, integrated training and education and career paths.• Empower and develop employees.• Management of discipline.

Workforce planning framework and key strategies to attract and recruit a skilled and capable workforce

TheDepartmentwillutiliseithumanresourceplansandtransformationpoliciestosettargetsforachievingspecifiedemploymentequity objectives, in particular for achieving race, gender and disability equity, as well as for obtaining the skills necessary to meet the department’s operational needs.

Inmakingappointmentsandfillingpostsinthedepartment,dueconsiderationisgiventoequalityandtheotherdemocraticvaluesand principles enshrined in the Constitution. Retainingskilledstaffis,themainchallengethatemployerscurrentlyface.StaffretentionisaboutfindingthebestemployeeforthejobandfindingwaysofkeepingtheseemployeeswithintheDepartment.Itinvolvesarangeofideasandhumanresourcepractices that should all be seen as interlinked. To meet this challenge, employers are becoming more proactive and are increasingly applying innovative, creative and experimental solutions to retain staff, which include:

• Competitive remuneration• Moregenerousservicebenefits• Additional training and development opportunities• Moreflexibleworkingarrangementsandbenefit

In view of this, the Department ensures that it is able to attract and retain competent staff.

To ensure that the services of women and people with disabilities are retained, the Department will introduce measures on non-discrimination and against sexual harassment in the workplace, and will carry out regular investigations to establish whether all sections of the departmental buildings are accessible to those with disabilities.

Whenever an employee submits his/her resignation, attempts will be made to retain them by applying for approval to set the salary notch/level of a post at a higher notch/level in terms of Public Service Regulation 1.V C.3, or to consider the horizontal deployment of the employee in an attempt to deal with the employees career development expectation, if applicable.

The Department must provide employees with ongoing training opportunities that will enhance their work performance and career development. Bursaries should be granted to employees and potential employees to improve their level of Education. Employees will be granted special leave for developmental purposes. The PDMS System must be applied fair and transparently in order for employees to take ownership of their job and to reward employees who are high performers.

employee performance management framework

Performancemanagementisaimedatimprovingperformancebydirectingattentiontokeyareasofactivity,whichareidentifiedthrough strategic planning processes. It seeks to establish clear links between organizational development and culture change,

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the delivery of quality services and the personal and professional development of jobholders at work.

The philosophy of performance management is to form a common bond of ownership amongst all jobholders. To create an environment where all individuals are being developed, motivated and inspired to deliver a quality service based on effective performance. The objective of this policy on performance management is to provide a corporate framework to manage and secure effectiveandefficientorganizationalperformanceinmeetingcustomerneeds.

In order to achieve individual excellence and achievement, the Free State Provincial Government has the following objectives for performance management:

• To establish a performance and learning culture in the Public Service• To ensure that all jobholders know and understand what is expected of them• To promote contact and interaction between jobholders and their supervisors about performance• To identify and manage jobholders’ development needs and meet those needs where possible• To evaluate performance fairly and objectively• To reward good performance• To improve service delivery; and• To manage unacceptable performance

employee wellness programme

The general wellness of employees is addressed through the implementation of the Employee Health and Wellness (EHWP) Strategy. The Department also participates in the Provincial EHW Committee towards continuously updating its departmental policies and implementation strategies and to ensure that the Department complies with national imperatives in this regard. Employee assistance programmes refer to all the strategies, action plans and methods used to promote the physical, emotional and mental health of employees to ensure a productive workforce. Prominent among the challenges characterising today’s working environment are deterioration in work performance and availability due to poor physical and emotional health habits, a limited pool of talent and rising costs in the provision of health related benefits. The face of theworkplace has changeddramatically over the past decade. An increasingly empowered and diverse workforce, technological advancements, increased competition and globalization have created a new workplace reality that is substantially different to that of the past. Helping employees maintain their health and well-being is both a moral and a hard business issue.

Highlight achievements

• Skills transferred to Interns could be retained by permanent absorptions ino funded vacancies. • MemorandumofUnderstandingfinalizedandsignedbyCatheSetafortheimplementationofapplicableleaderships.• Successful implementation of Zero Tolerance towards fraud and corruption as evident in the increase in investigations done

by Employee Relations.• Major accomplishment with the implementation of Departmental Service Delivery Improvement Plans.

Challenges faced by the Department

DuetothehigherdemandwhichisplacedontheDepartmentitiscontinuallyplacedunderfinancialpressuretoensurethatallexpectationsaremet.Thelackofcapacityfurthermoremakesitdifficulttoachievetargets.TheDepartmentisregularlyfacedwith enforced moratoriums.

future Hr plans / goals

A proper review of HR Strategic Plans will ensure proper alignment with Departmental Strategic plan. Realistic Employment equity targetswillbesetwhichwillensurethatimbalanceswithinthedesignatedgroupsareaddressed.AProperlydefinedaffirmativeaction plan will support the Employment Equity plan. These plans will mainly focus on the risks and weaknesses of the Department asidentifiedinthedepartmentalstrategicplan.

An age analysis of the Department will give direction to the succession planning priorities.

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3. Human reSourCe oVerSiGHt StatiStiCS3.1. personnel related expenditure

table 3.1.1 – personnel costs by programme, 2012/13

programmetotal

expenditure (R’000)

personnel expenditure (R’000)

training expenditure(R’000)

professional and Special

Services (R’000)

personnel cost as a

percentage of total

expenditure

average personnel cost per employee

(R’000)

Programme 1 67 236 46 118 430 0 68.6 66Programme 2 147 698 41 417 210 0 28 59Programme 3 99 248 46 156 161 0 46.5 66Programme 4 131 155 25 601 387 0 19.5 37total 445 337 159 292 1 188 0 35.7 228

table 3.1.2 – personnel costs by salary bands, 2012/13

Salary bands personnel Expenditure(R’000) % of total personnel cost

average personnel cost per employee

(R’000)Lower skilled (Levels 1-2) 10 189 6.4 110 207Skilled (Levels 3-5) 42 931 27 139 147Highly skilled production (Levels 6-8) 42 426 26.6 248 335Highly skilled supervision (Levels 9-12) 41 011 26.4 430 969Senior management (Levels 13-16) 16 331 10.3 855 263Contract (Levels 1-2) 890 0.6 443 000Contract (Levels 6-8) 1 154 0.7 287 000Contract (Levels 9-12) 1 009 0.6 502 000Contract (Levels 13-16) 2 351 1.5 1 170 000total 159 292 100 228 066

table 3.1.3 – Salaries, overtime, Home owners allowance and medical assistance by programme, 2012/13

programme

Salaries overtime Home owners allowance medical assistance

amount (R’000)

Salaries as a % of personnel

cost

amount (R’000)

overtime as a % of personnel

cost

amount (R’000)

Hoa as a % of

personnel cost

amount (R’000)

medical assistance as a % of personnel

costProgramme 1 31 097 67.4 143 0.3 1 307 2.8 2 267 4.9Programme 2 28 246 68.2 718 1.7 1 840 4.4 3 228 8.0Programme 3 32 287 70.0 79 0.2 2 348 5.1 3 584 7.7Programme 4 18 057 70.5 0 0 783 3.1 1 337 5.2total 109 687 68.9 940 0.6 6 278 3.9 10 416 6.5

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table 3.1.4 – Salaries, overtime, Home owners allowance and medical assistance by salary bands, 2012/13

Salary Bands

Salaries overtime Home owners allowance medical assistance

amount (R’000)

Salaries as a % of personnel

cost

amount (R’000)

overtime as a % of person-nel cost

amount (R’000)

Hoa as a % of

personnel cost

amount (R’000)

medical assistance as a % of personnel

costLower skilled (Levels 1-2)

5 982 59 176 1.7 967 9.5 1 405 13.9

Skilled (Levels 3-5) 28 057 65.7 219 0.5 2 729 6.4 4 451 10.4Highly skilled production (Levels 6-8)

28 945 68.6 331 0.8 1 504 3.6 2 646 6.3

Highly skilled supervision (Levels 9-12)

30 115 72 214 0.5 700 1.7 1 507 3.6

Senior management (Levels 13-16)

12 000 73.8 0 0 346 2.1 329 2

Contract (Levels 1-2) 886 100 0 0 0 0 0 0Contract (Levels 6-8) 856 74.6 0 0 32 2.8 78 6.8Contract (Levels 9-12) 851 84.8 0 0 0 0 0 0Contract (Levels 13-16)

1 995 85.3 0 0 0 0 0 0

total 109 687 69.2 940 0.6 6 278 4 10 416 6.6

3.2. employment and Vacancies

table 3.2.1 – employment and vacancies by programme, 31 march 2013

programme number of posts number of posts filled Vacancy rate

number of posts filledadditionaltothe establishment

Programme 1 161 142 11.8 2Programme 2 223 189 15.3 0Programme 3 302 267 11.6 0Programme 4 117 97 17.1 1total 803 695 13.4 3

table 3.2.2 – employment and vacancies by salary bands, 31 march 2013

Salary band number of posts

number of postsfilled

Vacancy rate

number of posts filledadditionaltothe establishment

Lower skilled (Levels 1-2), Permanent 104 92 11.5 0Skilled (Levels 3-5), Permanent 353 307 13.1 0Highly skilled production (Levels 6-8), Permanent 203 170 16.3 1Highly skilled supervision (Levels 9-12), Permanent 112 97 13.4 0Senior Management(Levels 13 -16), Permanent 21 19 9.5 1Contract (Levels 1-2), Permanent 2 2 0 2Contract (Levels 6-8), Permanent 4 4 0 0Contract (Levels 9-12), Permanent 2 2 0 0Contract (Levels 13-16), Permanent 2 2 0 0total 803 695 13.4 4

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table 3.2.3 – employment and vacancies by critical occupation, 31 march 2013

Critical occupations number of posts

number of postsfilled

Vacancy rate

number of posts filledadditional

to the establishment

Administrative related, Permanent 45 38 15.6 0Archivists curators and related professionals, Permanent 22 19 13.6 0Auxiliary and related workers, Permanent 13 9 30.8 0Building and other property caretakers, Permanent 40 34 15 0Cleanersinofficesworkshopshospitals,etc.,Permanent 46 43 6.5 0Client inform clerks(switchbrecept inform clerks), Permanent

9 7 22.2 0

Communication and information related, Permanent 11 10 9.1 0Computer programmers, Permanent 2 2 0 1Dieticians and nutritionists, Permanent 1 1 0 0Financial and related professionals, Permanent 10 8 20 0Financial clerks and credit controllers, Permanent 20 15 25 0Food services aids and waiters, Permanent 11 10 9.1 0Headofdepartment/chiefexecutiveofficer,Permanent 1 1 0 0Health Sciences related 1 1 0 0Historians and political scientists, Permanent 3 3 0 0Human resources &organisatdevelopm& relate prof, Permanent

4 3 25 0

Human resources clerks, Permanent 19 19 0 0Human resources related, Permanent 7 6 14.3 0Information technology related, Permanent 1 1 0 0Language practitioners, interpreters & other commun, Permanent

17 16 5.9 0

Librarians and related professionals, Permanent 73 63 13.7 0Library mail and related clerks, Permanent 137 123 10.2 0Light vehicle drivers, Permanent 7 7 0 0Logistical support personnel, Permanent 2 1 50 0Material-recording and transport clerks, Permanent 13 12 7.7 0Medical technicians/technologists, Permanent 11 10 9.1 0Messengers porters and deliverers, Permanent 4 3 25 0Other admin & related clerks and organisers, Perm 111 92 17.3 2Otheradministrativepolicyandrelatedofficers,Perm 97 86 11.3 0Other information technology personnel., Permanent 12 11 8.3 0Other occupations, Permanent 10 5 50 0Quantity surveyors &rela prof not class elsewhere, Perm 1 1 0 0Risk management and security services, Permanent 2 2 0 0Secretaries & other keyboard operating clerks, Permanent 11 8 27.3 0Securityofficers,Permanent 6 5 16.7 0Senior managers, Permanent 21 19 9.5 1Social sciences related, Permanent 1 1 0 0Social sciences supplementary workers, Permanent 1 0 100 0total 803 695 13.4 4

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3.3. Jobevaluation

Table3.3.1–JobEvaluation,1April2012to31March2013

Salary band number of posts

number ofJobs

evaluated

% of posts evaluated by salary

bands

posts upgraded posts downgraded

number% of

posts evaluated

number % of posts evaluated

Lower skilled (Levels 1-2) 104 0 0 0 0 0 0Contract (Levels 1-2) 2 0 0 0 0 0 0Contract (Levels 3-5) 0 0 0 0 0 0 0Contract (Levels 6-8) 4 0 0 0 0 0 0Contract (Levels 9-12) 2 0 0 0 0 0 0Contract (Band A) 1 0 0 0 0 0 0Contract (Band D) 1 0 0 0 0 0 0Skilled (Levels 3-5) 353 2 0.6 2 100 0 0Highly skilled production (Levels 6-8)

203 0 0 0 0 0 0

Highly skilled supervision (Lev-els 9-12)

112 0 0 0 0 0 0

Senior Management Service Band A

16 0 0 0 0 0 0

Senior Management Service Band B

4 0 0 0 0 0 0

Senior Management Service Band C

0 0 0 0 0 0 0

Senior Management Service Band D

1 0 0 0 0 0 0

total 803 2 0.6 2 100 0 0

Table3.3.2–Profileofemployeeswhosesalarypositionswereupgradedduetotheirpostsbeingupgraded,1 april 2012 to 31 march 2013

Beneficiaries african asian Coloured White totalFemale 4 0 0 0 4Male 6 0 0 0 6Total 10 0 0 0 10Employees with a disability 0 0 0 0 0

Table3.3.3–Employeeswhosesalarylevelexceededthegradedeterminedbyjobevaluation,1April2012to31 march 2013 (in terms of pSr 1.V.C.3)

occupation number of employees

Jobevaluationlevel

remuneration level

reason for deviation

000

Total number of employees whose salaries exceeded the level determined by job evaluation in 2012/13Percentage of total employment 0

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Table3.3.4–Profileofemployeeswhosesalarylevelexceededthegradedeterminedbyjobevaluation,1 april 2012 to 31 march 2013 (in terms of pSr 1.V.C.3)

Beneficiaries african asian Coloured White totalFemale 0 0 0 0 0Male 0 0 0 0 0Total 0 0 0 0 0Employees with a disability 0 0 0 0 0

Total Number of Employees whose salaries exceeded the grades determined by job evaluation in 2012/13 0

3.4. employment changes

table 3.4.1 – annual turnover rates by salary band for the period 1 april 2012 to 31 march 2013

Salary Band

number of employees per band as on 1

april 2012

appointments and transfers

into the department

terminations and transfers

out of the department

turnover rate

Lower skilled (Levels 1-2), Permanent 94 3 3 3.2Skilled (Levels 3-5), Permanent 226 3 9 4.5Highly skilled production (Levels 6-8), Permanent

168 3 8 4.8

Highly skilled supervision (Levels 9-12), Permanent

98 0 5 5.1

Senior Management(level 13-16) Permanent

19 0 1 5.3

Contract (Levels 1-2), Permanent 26 3 7 26.9Contract (Levels 3-5), Permanent 71 2 2 2.8Contract (Levels 6-8), Permanent 9 1 0 0Contract (Levels 9-12), Permanent 2 0 0 0Contract (Levels 13-16), Permanent 2 0 0 0total 715 15 35 4.9

table 3.4.2 – annual turnover rates by critical occupation for the period 1 april 2012 to 31 march 2013

occupation

number of employees per occupation as on 1 april 2012


into the department



turnover rate

Administrative related, Permanent 52 3 3 5.8Archivists curators and related professionals, Perma-nent

17 0 1 5.9

Auxiliary and related workers, Permanent 9 0 1 11.1Building and other property caretakers, Permanent 36 1 2 5.6Cleanersinofficesworkshop,hospitalsetc,Permanent 42 2 1 2.4Client inform clerks(switch recept inform clerks), Perma-nent

7 0 3 42.9

Communication and information related, Permanent 11 0 1 9.1Community development workers, Permanent 2 0 0 0Computer programmers., Permanent 2 0 0 0Dieticians and nutritionists, Permanent 1 0 0 0Diplomats, Permanent 2 0 0 0Finance and economics related, Permanent 6 0 0 0Financial and related professionals, Permanent 7 0 0 0

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occupation

number of employees per occupation as on 1 april 2012


into the department



turnover rate

Financial clerks and credit controllers, Permanent 20 0 1 5Food services aids and waiters, Permanent 10 0 0 0Headofdepartment/chiefexecutiveofficer,Perm 2 0 0 0Health Science related, Permanent 1 0 0 0Historians and political scientists, Permanent 2 0 0 0Human resources & organisation development & relate prof, Permanent

7 0 0 0

Human resources clerks, Permanent 11 0 0 0Human resources related, Permanent 5 0 0 0Information technology related, Permanent 1 0 0 0Language practitioners interpreters & other commun, Permanent

9 0 0 0

Librarians and related professionals, Permanent 70 2 2 2.9Library mail and related clerks, Permanent 15 0 1 6.7Light vehicle drivers, Permanent 3 0 0 0Material-recording and transport clerks, Permanent 15 0 0 0Medical technicians/technologists, Permanent 8 2 0 0Messengers, porters and deliverers, Permanent 6 0 0 0Other administrat & related clerks and organisers, Permanent

209 2 11 5.3

Otheradministrativepolicyandrelatedofficers,Perma-nent

48 1 4 8.3

Other information technology personnel, Perm 8 1 0 0Other occupations, Permanent 26 0 2 7.7Quantity surveyors & rela prof not class elsewhere, Permanent

1 0

Risk management and security services, Perm 2 0 0 0Secretaries & other keyboard operating clerks, Perma-nent

17 1 1 7.1

Security guards, Permanent 1 0 0 0Securityofficers,Permanent 3 0 0 0Senior managers, Permanent 19 0 1 5.3Social sciences related, Permanent 2 0 0 0Social sciences supplementary workers, Perm 3 0 0 0total 715 15 35 4.9

table 3.4.3 – reasons why staff are leaving the department

termination type number % of totalDeath, Permanent 3 8.6Resignation, Permanent 9 25.6Expiry of contract, Permanent 8 22.9Transfers, Permanent 3 8.6Discharge due to ill health, Permanent 1 2.9Dismissal-misconduct, Permanent 1 2.9Retirement, Permanent 10 28.5total 35 100.0Total number of employees who left as a % of the total employment 4.9

table 3.4.2 (continued)

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table 3.4.4 – promotions by critical occupation

occupationemployees as at 1 april

2012

promotions to another salary level

Salary level promotions

as a % of employees by

occupation

progressions to another

notch within a salary level

notch progressions


occupationAdministrative related 52 0 0 14 26.9Archivists curators and related pro-fessionals

17 0 0 7 41.2

Auxiliary and related workers 9 0 0 8 88.9Building and other property caretak-ers

36 0 0 28 77.8

Cleanersinofficesworkshopshos-pitals etc.

42 0 0 12 28.6

Client inform clerks(switchb recep-tion inform clerks)

7 0 0 6 85.7

Communication and information related

11 0 0 7 63.6

Community development workers 2 0 0 2 100.0Computer programmers. 2 0 0 2 100.0Dieticians and nutritionists 1 0 0 1 100.0Diplomats 2 0 0 1 50.0Finance and economics related 6 0 0 1 16.7Financial and related professionals 7 0 0 4 57.1Financial clerks and credit control-lers

20 0 0 8 40.0

Food services aids and waiters 10 0 0 9 90.0Head of department/chief executive officer

2 0 0 0 0

Health Science related 1 0 0 0 0Historians and political scientists 2 0 0 1 50.0Human resources & organisat de-velop & relate prof

7 0 0 4 57.1

Human resources clerks 11 0 0 7 63.6Human resources related 5 0 0 4 80.0Information technology related 1 0 0 1 100.0Language practitioners, interpreters & other commun

9 2 22.2 5 55.6

Librarians and related professionals 70 0 0 47 67.1Library mail and related clerks 15 0 0 10 66.7Light vehicle drivers 3 0 0 2 66.7Material-recording and transport clerks

15 0 0 9 60.0

Medical technicians/technologists 8 2 22.2 4 50.0Messengers porters and deliverers 6 1 16.7 2 33.3Other administrat& related clerks and organisers

209 2 1 155 74.2

Other administrative policy and relatedofficers

48 1 2 25 52.1

Other information technology per-sonnel

8 0 0 7 87.5

Other occupations 26 0 0 16 61.5Quantity surveyors & related person-nel

1 0 0 0 0

Risk management and security services

2 0 0 2 100.0

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occupationemployees as at 1 april

2012


Salary level promotions


occupation



notch progressions


occupationSecretaries & other keyboard operating clerks

14 0 0 6 42.9

Security guards 1 0 0 0 0Securityofficers 3 0 0 3 100.0Senior managers 19 0 0 0 0Social sciences related 2 0 0 2 100.0Social sciences supplementary workers

3 0 0 1 33.3

total 715 8 1.1 423 59.2

table 3.4.5 – promotions by salary band

Salary Band employees 1 april 2012


Salary bands promotions


salary level



notch progres-sions as a % of employees by salary band

Lower skilled (Levels 1-2), Permanent

94 0 0 53 56.4

Skilled (Levels 3-5), Permanent 226 2 0.9 236 104.4Highly skilled production (Levels 6-8), Permanent

168 4 2.4 83 49.4

Highly skilled supervision (Levels 9-12), Permanent

98 1 1 51 52.0

Senior management (Levels 13-16), Permanent

19 0 0 0 0

Contract (Levels 1-2), Permanent 26 0 0 0 0Contract (Levels 3-5), Permanent 71 0 0 0 0Contract (Levels 6-8), Permanent 9 0 0 0 0Contract (Levels 9-12), Permanent 2 1 50 0 0Contract(Levels 13-16), Permanent 2 0 0 0 0total 715 8 1.1 423 59.2


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3.5 employment equity

table 5.1.1 – total number of employees (including employees with disabilities) in each of the following occupational categories as on 31 march 2013

occupational categories (SaSCo)

male female

african Coloured indian White african Coloured indian White totalLegislators,seniorofficialsand managers, Permanent

13 0 0 2 3 0 0 3 21

Professionals, Permanent 48 5 0 10 48 3 0 31 145Technicians and associate professionals, Permanent

76 2 0 8 39 4 0 16 145

Clerks, Permanent 91 2 0 4 156 9 0 13 275Clerks, Temporary 0 0 0 0 0 0 0 1 1Service and sales workers, Permanent

4 0 0 1 1 0 0 1 7

Plant and machine operators and assemblers, Permanent

7 0 0 0 0 0 0 0 7

Elementary occupations, Permanent

40 1 0 0 50 2 0 1 94

total 279 10 0 25 297 18 0 66 695Employees with disabilities 6 0 0 3 3 0 0

3 15

table 3.5.2 total number of employees (including employees with disabilities) in each of the following occupational bands as on 31 march 2013

occupational Bandsmale female

african Coloured indian White african Coloured indian White totalTop Management, Permanent 1 0 0 0 0 0 0 0 1Senior Management, Permanent 10 0 0 2 3 0 0 3 18Professionallyqualifiedandexperienced specialists and mid-management, Permanent

36 4 0 14 19 2 0 22 97

Skilled technical and academicallyqualifiedworkers,junior management, supervisors, foremen, Permanent

77 3 0 4 50 3 0 33 170

Semi-skilled and discretionary decision making, Permanent

111 3 0 4 171 11 0 6 306

Semi-skilled and discretionary decision making, Temporary

0 0 0 0 0 0 0 1 1

Unskilledanddefineddecisionmaking, Permanent

37 0 0 0 52 2 0 1 92

Contract (Top Management), Permanent

1 0 0 0 0 0 0 0 1

Contract (SnrManagemnt)Perm 1 0 0 0 0 0 0 0 1Contract(Professionally qualified),Permanent

1 0 0 1 0 0 0 0 2

Contract (Skilled technical)Perm 3 0 0 0 1 0 0 0 4Contract (Unskilled), Permanent 1 0 0 0 1 0 0 0 2total 279 10 0 25 297 18 0 66 695

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table 3.5.3 – recruitment for the period 1 april 2012 to 31 march 2013


african Coloured indian White african Coloured indian White totalTop Management, Permanent 0 0 0 0 0 0 0 0 0Professionallyqualifiedandexperienced specialists

0 0 0 0 0 0 0 0 0

Skilled technical and academicallyqualifiedworkers, junior management, supervisors, foremen, Permanent

0 0 0 0 2 0 0 1 3


0 0 0 0 2 0 0 1 3

Unskilledanddefineddecision making, Permanent

1 0 0 0 2 0 0 0 3

Contract (Top Management), Permanent

0 0 0 0 0 0 0 0 0

Contract(Profqualified),Perm

0 0 0 0 0 0 0 0 0

Contract (Skilled technical),Perm

1 0 0 0 0 0 0 0 1

Contract (Semi-skilled), Perm 1 0 0 0 1 0 0 0 2Contract (Unskilled), Permanent

1 0 0 0 2 0 0 0 3

total 4 0 0 0 9 0 0 2 15Employees with disabilities 0 0 0 0 0 0 0 0 0

table 3.5.4 – promotions for the period 1 april 2012 to 31 march 2013


african Coloured indian White african Coloured indian White totalTop Management, Perm 0 0 0 0 0 0 0 0 0Senior Management Perm 0 0 0 0 0 0 0 0 0Profqualifiedandexperienspecialists and mid-management, Permanent

23 3 0 0 11 0 0 15 52

Skilled technical and academicallyqualifiedworkers,jnr management, superv, foremen Perm

41 1 0 2 34 3 0 6 87


82 2 0 2 139 9 0 4 238

Unskilledanddefineddecisionmaking, Perm

27 0 0 0 24 2 0 0 53

Contract(Prof qualif) Perm 1 0 0 0 0 0 0 0 1Contract (Skilled techn), Permanent

0 0 0 0 0 0 0 0 0

Contract(Semiskilled)Perm 0 0 0 0 0 0 0 0 0Contract (Unskilled), Perm 0 0 0 0 0 0 0 0 0total 174 6 0 4 208 14 0 25 431

Employees with disabilities 5 0 0 1 2 0 0 2 10

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table 3.5.5 – terminations for the period 1 april 2012 to 31 march 2013


african Coloured indian White african Coloured indian White totalTop Management, Permanent 1 0 0 0 0 0 0 0 1Professionallyqualifiedandexperienced specialists and mid-management, Permanent

0 0 0 1 2 0 0 2 5

Skilled technical and academicallyqualifiedworkers, junior management, supervisors, foremen, Permanent

3 0 0 0 2 0 0 3 8


1 0 0 0 5 2 0 0 8

Unskilledanddefineddecisionmaking, Permanent

2 0 0 0 1 0 0 0 3

Contract (Snr Management) Permanent

0 0 0 0 0 0 0 0 0

Contract (Professionally qualified),Permanent

0 0 0 0 0 0 0 0 0

Contract (Skilled technical), Permanent

0 0 0 0 0 0 0 0 0

Contract (Semi-skilled), Permanent

1 0 0 0 1 0 0 0 2

Contract (Unskilled), Permanent

0 0 0 0 3 0 0 0 3

total 8 0 0 1 14 2 0 5 30

Employees with disabilities 0 0 0 0 0 0 0 0 0

table 3.5.6 - Disciplinary action for the period 1 april 2012 to 31 march 2013

Disciplinary actionmale female

african Coloured indian White african Coloured indian White total11 0 0 0 2 0 0 0 13

table 3.5.7 – Skills development for the period 1 april 2012 to 31 march 2013

occupational categoriesmale female

african Coloured indian White african Coloured indian White totalLegislators,seniorofficialsand managers

42 0 0 2 25 0 0 6 75

Professionals 54 0 0 0 69 1 0 3 127Technicians and ass professionals

90 0 0 1 45 0 0 1 137

Clerks 63 0 0 0 99 1 0 2 165Service and sales workers 0 0 0 0 0 0 0 0 0Craft and related trades workers

0 0 0 0 0 0 0 0 0

Plant and machine operators and assemblers

0 0 0 0 0 0 0 0 0

Elementary occupations 0 0 0 0 0 0 0 0 0total 249 0 0 3 238 0 0 12 504Employees with disabilities 0 0 0 0 0 0 0 0 0

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3.6. performance rewards (Cash Bonus)

table 3.6.1 – performance rewards by race, gender, and disability, 1 april 2012 to 31 march 2013

BeneficiaryProfile Cost

number of beneficiaries

total number of employees

in group

% of total within group Cost(R’000)

average cost per employee

(r)africanMale 35 279 12.8 477 13 621Female 33 297 11.2 374 11 319ColouredMale 2 10 20 54 27 136Female 3 18 16.7 65 21 626WhiteMale 4 25 18.2 127 31 795Female 20 66 31.7 393 19 637Employees with a disability 1 15 6.7 8 8 450total 98 695 14.1 1498 15 283

table 3.6.2 – performance rewards by salary bands for personnel below Senior management Service, 1 april 2012 to 31 march 2013

Salary Bands

BeneficiaryProfile


number of employees

% of total within salary

bands

total Cost (R’000)


Lower skilled (Levels 1-2) 4 92 4.3 20 5 000Skilled (Levels 3-5) 26 307 8.5 197 7 577Highly skilled production (Levels 6-8) 39 170 22.9 499 12 795Highly skilled supervision (Levels 9-12) 27 97 27.8 752 27 852Contract (Levels 1-2) 0 2 0 0 0Contract (Levels 6-8) 2 4 50 29 14 500Contract (Levels 9-12) 0 2 0 0 0total 98 674 14.5 1497 15 276

table 3.6.3 – performance rewards by critical occupations, 1 april 2012 to 31 march 2013

Critical occupations



number of employees

% of total within

occupation


average cost per

employee (r)

Administrative related, Permanent 8 38 21.1 255 31 875Archivists curators and related professionals, Permanent

6 19 31.6 84 14 000

Auxiliary and related workers, Permanent 0 9 0 0 0Building and other property caretakers, Permanent 1 34 2.9 6 6 000Cleanersinofficesworkshopshospitalsetc.,Permanent

2 43 4.7 10 5000

Client inform clerks(switchb recept inform clerks), Permanent

1 7 14.3 11 11 000

Communication and information related, Permanent

1 10 10 19 19 000

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Critical occupations



number of employees

% of total within

occupation


average cost per

employee (r)

Computer programmers., Permanent 0 2 0 0 0Dieticians and nutritionists, Permanent 1 1 100 43 43 000Financial and related professionals, Permanent 1 8 12.5 41 41 000Financial clerks and credit controllers, Permanent 1 15 6.7 8 8 000Food services aids and waiters, Permanent 0 10 0 0 0Headofdepartment/chiefexecutiveofficer,Permanent

0 1 0 0 0

Health sciences related 0 1 0 0 0Historians and political scientists, Permanent 0 3 0 0 0Human resources & organisat develop & relate prof, Permanent

1 3 33.3 41 41 000

Human resources clerks, Permanent 5 19 26.3 51 10 200Human resources related, Permanent 4 6 66.7 112 28 000Information technology related, Permanent 0 1 0 0 0Language practitioners interpreters & other commun, Permanent

5 16 31.3 76 15 200

Librarians and related professionals, Permanent 7 63 11.1 111 15 857Library mail and related clerks, Permanent 9 123 7.3 84 9 333Light vehicle drivers, Permanent 1 7 14.3 11 11 000Logistical support personnel 0 1 0 0 0Material-recording and transport clerks, Permanent

0 12 0 0 0

Medical technicians/technologists, Permanent 5 10 50 104 20 800Messengers porters and deliverers, Permanent 0 3 0 0 0Other administrat & related clerks and organisers, Permanent

19 92 20.7 162 8 526

Otheradministrativepolicyandrelatedofficers,Permanent

11 86 12.8 114 10 364

Other information technology personnel., Permanent

4 11 36.4 65 16 250

Other occupations, Permanent 0 5 0 0 0Quantity surveyors & rela prof not class elsewhere, Permanent

0 1 0 0 0

Risk management and security services, Permanent

2 2 100 54 27 000

Secretaries & other keyboard operating clerks, Permanent

3 8 37.5 33 11 000

Securityofficers,Permanent 0 5 0 0 0Senior managers, Permanent 0 19 0 0 0Social sciences related, Permanent 0 1 0 0 0total 98 695 14.1 1495 15 255

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table 3.6.4 – performance related rewards (cash bonus), by salary band, for Senior management Service

Salary Band

BeneficiaryProfiletotal Cost(R’000)


total cost as a % of the total personnel

expenditurenumber of beneficiaries

number of employees

% of total within band

Band A 0 16 0 0 0 0Band B 0 3 0 0 0 0Band C 0 0 0 0 0 0Band D 0 2 0 0 0 0total 0 21 0 0 0 0

3.7 foreign workers

table 3.7.1 – foreign Workers, 1 april 2012 to 31 march 2013, by salary band

Salary Band1 april 2012 31 march 2013 Change

number % of total number % of

total number % change

Highly skilled supervision (Levels 9-12) 1 100 1 100 0 0total 1 100 1 100 0 0

Table3.7.2–ForeignWorker,1April2012to31March2013bymajoroccupation

MajorOccupation1 april 2012 31 march 2013 Change

number % of total number % of

total number % change

Professionals and managers 1 100 1 100 0 0total 1 100 1 100 0 0

3.8 Leaveutilizationfortheperiod1January2012to31December2012

Table3.8.1–Sickleave,1January2012to31December2012

Salary Band total days

% days with medical

certification

number of employees using sick

leave

% of total employees using sick

leave

average days per employee

estimated Cost (R’000)

Lower skilled (Levels 1-2) 414 85 64 13 6 102Skilled (Levels 3-5) 1508 87.3 221 44.8 7 541Highly skilled production (Levels 6-8) 915 83.3 127 25.8 7 599Highly skilled supervision (Levels 9-12) 469 84.9 68 13.8 7 618Snr management (Levels 13-16) 46 95.7 8 1.6 6 133Contract (Levels 1-2) 13 92.3 2 0.4 7 2Contract (Levels 3-5) 1 0 1 0.2 1 0Contract (Levels 6-8) 15 100 1 0.2 15 12Contract (Level 9-12) 2 0 1 0.2 2 2total 3383 85.7 493 100 7 2 009

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Table3.8.2–Disabilityleave(temporaryandpermanent),1January2012to31December2012

Salary Bandtotal days taken

% days with medical

certification

number of employees using dis-

ability leave

% of total employees

using disability leave

average days per employee

estimated Cost (R’000)

Lower skilled(levels1-2) 30 100 3 8.1 10 8Skilled(levels 3-5) 389 100 14 37.8 28 152Highly skilled production (Levels 6-8) 261 100 12 32.4 22 182Highly skilled supervision (Levels 9-12) 297 100 6 16.2 50 330Senior Management(Level13-16) 12 100 2 5.4 6 37total 989 100 37 100 29 203

Table3.8.3–AnnualLeave,1January2012to31December2012

Salary Bands total days taken average per employeeLower skilled (Levels 1-2) 1 760 19Skilled (Levels 3-5) 6 400 20Highly skilled production (Levels 6-8) 3 468 20Highly skilled supervision (Levels 9-12) 2 001 21Senior management (Levels 13-16) 421 23Contract (Levels 1-2) 42 8Contract (Levels 3-5) 3 3Contract (Levels 6-8) 73 24Contract (Levels 9-12) 24 24Contract (Levels 13-16) 44 22total 14 236 20

Table3.8.4–Cappedleave,1January2012to31December2012

Salary Bands total days of capped leave taken

average number of days taken per em-

ployee

average capped leave per employee as at 31

December 2010Skilled(Levels1-2) 0 0 0Skilled (Levels 3-5) 1 1 21Highly skilled production (Levels 6-8) 6 3 29Highly skilled supervision (Levels 9-12) 12 4 54total 19 3 33

table 3.8.5 – leave payouts for the period 1 april 2012 to 31 march 2013

The following table summarises payments made to employees as a result of leave that was not taken.

reaSon total amount (R’000)

number of employees

average payment per employee

Leave payout for 2012/13 due to non-utilisation 29 2 14 500Capped leave payout on termination of service for 2012/13 254 24 10 583Current leave payout on termination of service for 2012/13 0 9 0total 283 35 8 086

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3.9 HiV and aiDS & Health promotion programmes

table 3.9.1 – Steps taken to reduce the risk of occupational exposure

Units/categoriesofemployeesidentifiedtobeathighriskofcontractingHIV&related diseases (if any)

Key steps taken to reduce the risk

None

table 3.9.2 – Details of Health promotion and HiV and aiDS programmes (tick the applicable boxes and provide the required information)

Question Yes no Details, if yes1. Has the department designated a member of the SMS to implement the provisions contained in Part VI E of Chapter 1 of the Public Service Regulations, 2001? If so, pro-vide her/his name and position.

X

2.Doesthedepartmenthaveadedicatedunitorhasitdesignatedspecificstaffmem-bers to promote the health and well being of your employees? If so, indicate the number of employees who are involved in this task and the annual budget that is available for this purpose.

X X Onlyoneofficialand no budget

3. Has the department introduced an Employee Assistance or Health Promotion Programme for your employees? If so, indicate the key elements/services of this Pro-gramme.

X Counselling and referral services, Health promotion, life skills

4. Has the department established (a) committee(s) as contemplated in Part VI E.5 (e) of Chapter 1 of the Public Service Regulations, 2001? If so, please provide the names of the members of the committee and the stakeholder(s) that they represent.

X

5. Has the department reviewed its employment policies and practices to ensure that these do not unfairly discriminate against employees on the basis of their HIV status? If so, list the employment policies/practices so reviewed.

X In process

6. Has the department introduced measures to protect HIV-positive employees or those perceived to be HIV-positive from discrimination? If so, list the key elements of these measures.

X Policy not approved yet

7. Does the department encourage its employees to undergo Voluntary Counselling and Testing? If so, list the results that you have you achieved.

X Policy not approved yet

8. Has the department developed measures/indicators to monitor & evaluate the impact of its health promotion programme? If so, list these measures/indicators.

X

3.10 labour relations

The following collective agreements were entered into with trade unions within the department.

table 3.10.1 – Collective agreements, 1 april 2012 to 31 march 2013

SubjectMatter DateNone None

If there were no agreements, then use the following table

Total collective agreements None

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The following table summarises the outcome of disciplinary hearings conducted within the department for the year under review.

Table3.10.2–Misconductanddisciplinaryhearingsfinalised,1April2012to31March2013

outcomes of disciplinary hearings number % of totalCorrectional counsellingVerbal warningWritten warning 1 9.1Final written warning 5 45.6Suspended without pay 2 18.1FineDemotionDismissal 1 9.1Not guilty 2 18.1Case withdrawntotal 11 100.0

table 3.10.3 – types of misconduct addressed at disciplinary hearings

type of misconduct number % of totalDishonesty &Theft 4 44.5Absenteeism 1 11.1Insolence 1 11.1Negligence 2 22.2Disrepute 1 11.1total 9 100.0

table 3.10.4 – Grievances lodged for the period 1 april 2012 to 31 march 2013

number % of totalNumber of grievances resolved 6 100.0Number of grievances not resolved 0 0total number of grievances lodged 6 100.0

table 3.10.5 – Disputes lodged with Councils for the period 1 april 2012 to 31 march 2013

number % of totalNumber of disputes upheld 0Number of disputes dismissed 0total number of disputes lodged 0

table 3.10.6 – Strike actions for the period 1 april 2012 to 31 march 2013

Total number of person working days lost 0Total cost (R’000) of working days lost 0Amount (R’000) recovered as a result of no work no pay 0

table 3.10.7 – precautionary suspensions for the period 1 april 2012 to 31 march 2013

Number of people suspended 2Number of people whose suspension exceeded 30 days 2Average number of days suspended 246Cost (R’000) of suspensions 105

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3.11 Skills development

Table3.11.1–Trainingneedsidentified1April2012to31March2013

occupational Categories Gender

number of employees as at 1 april

2012

Trainingneedsidentifiedatstartofreportingperiod

learnershipsSkills programmes

& other short courses

other forms of training

total

Legislators,seniorofficialsandmanagers

Female 6 0 12 0 12

Male 15 0 7 0 7Professionals Female 82 0 17 0 17

Male 65 0 6 0 6Technicians and associate Profes-sionals

Female 61 0 12 0 12

Male 82 0 30 0Clerks Female 188 0 101 0 101

Male 107 0 50 0 50Service and sales workers Female 2 0 11 0 11

Male 5 0 8 0 8Craft and related trades workers Female 0 0 0 0 0

Male 0 0 0 0 0Plant and machine operators and assemblers

Female 0 0 0 0 0

Male 0 0 0 0 0Elementary occupations Female 55 0 5 0 5

Male 46 0 4 0 4Sub Total Female 394 0 158 0 158

Male 320 0 105 0 105total 715 0 263 0 263

table 3.11.2 – training provided 1 april 2012 to 31 march 2013



2012

training provided within the reporting period




total

Legislators,seniorofficialsandmanagers

Female 2 0 0 0 0

Male 8 0 3 0 3Professionals Female 88 0 14 0 14

Male 65 0 10 0 10Technicians and associate profes-sionals

Female 54 3 8 0 11

Male 76 10 7 0 17Clerks Female 185 2 11 0 13

Male 106 0 15 0 15Service and sales workers Female 2 0 15 0 15

Male 5 0 10 0 10Craft and related trades workers Female 0 0 0 0 0

Male 0 0 0 0 0Plant and machine operators and assemblers

Female 0 0 0 0 0

Male 3 0 0 0 0Elementary occupations Female 64 0 8 0 8

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2012

training provided within the reporting period




total

Male 57 0 0 0 0Sub Total Female 394 5 56 0 61

Male 320 10 45 0 55total 715 15 101 0 116

3.12 Injuryonduty

Table3.12.1–Injuryonduty,1April2012to31March2013

Natureofinjuryonduty number % of totalRequired basic medical attention only 0 0Temporary Total Disablement 0 0Permanent Disablement 0 0Fatal 0 0total 0 0

3.13 utilisation of consultants

table 3.13.1 – report on consultant appointments using appropriated funds

ProjectTitle total number of consultants thatworkedontheproject

Duration:Work days

Contract value inrand

No consultants were appointed to do the functions which can be executed by the Department’s officials.

Totalnumberofprojects total individual consultants total duration:Work days total contract value in rand

table 3.13.2 – analysis of consultant appointments using appropriated funds, in terms of Historically Disadvantaged individuals (HDis)

ProjectTitle percentage ownership by HDi groups

percentage management by HDi groups

number of Consultants from HDi groups that work

ontheproject


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table 3.13.3 – report on consultant appointments using Donor funds

ProjectTitle total number of consultants thatworkedontheproject

Duration:Work days

Donor and Contract value in rand

Totalnumberofprojects total individual consultants total duration:Work days

total contract value in rand

table 3.13.4 – analysis of consultant appointments using Donor funds, in terms of Historically Disadvantaged individuals (HDis)

ProjectTitle percentage ownership by HDi groups

percentage management by HDi groups

number of Consultants from HDi groups that work

ontheproject

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FINANcIALINFORMATION

PART E:

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taBle of ContentS

ReportoftheAccountingOfficer 94

Accountingofficer’sstatementofresponsibilityfortheAnnualFinancialStatements 109

Report of the Auditor-General 110

Annual Financial Statements 113

Appropriation Statement 113

• Notes to the Appropriation Statement 124

• Statement of Financial Performance 126

• Statement of Financial Position 127

• Statement of Changes in Net Assets 128

• Cash Flow Statement 129

• Notes to the Annual Financial Statements (including Accounting policies) 130

• Disclosures Notes to the Annual Financial Statements 147

• Annexures 162

fS: Sport, artS, Culture anD reCreationVote 12

annual finanCial StatementSfor the year ended 31 march 2013

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General reVieW of tHe State of finanCial affairSThefinalbudgetallocationofR453.057milliontotheDepartmentofSport,Arts,CultureandRecreationwasarrivedatasfollows:

R’000

Original appropriation 435 621

Increase during the 1st Adjustment Budget 17 691

Decrease during the Special Adjustment Budget (255)

Final adjusted appropriation 453 057

The Budget increase of R17.691 million during the 1st Adjustment Budget was necessitated by the following:

(a) rollovers – r2.491 million

programme 3: library and archive Services

Infrastructureprojectscontractedandnotfinalisedby31March2012

Bloemfontein Public Library Upgrade R2.391 millionTransfer to municipalities R0.100 million

Transfer to Naledi Municipality to be done once the service level agreement is signed.

(b) OtheradjustmentsR33.000million

Additional allocation for MACUFE 2011 R30.000 million

An additional amount of R2.000 million was allocated for Seisa Ramabodu Sport Stadium and R1.000 million for gymnasium facilities, Children’s Park in Petrus Steyn.

(c) Declared savings (r17.800 million)

Amount forfeited as part of the department’s share of the provincial budget cut/reduction for 2012/13:

- Compensation of Employees (R3.800 million)- Goods and services (R0.500 million)- Non-profitInstitutions (R0.500million)- Infrastructure Projects (R13.000 million) The budget decrease of R255 000 during the Special Adjustment Budget was a result of the following:

(d) programme 4: Sport and recreation (r0.255 million)

Mass Sport Participation Programme Conditional Grant

Conditional Grant: Mass Sport Participation - Programme adjustment

The budget represented a decrease of 9.5% over the previous year’s allocation of R500.423 million. The budget enabled the Department to achieve its basic Strategic Objectives.


report of tHe aCCountinG offiCerfor the year ended 31 march 2013

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important poliCY DeCiSionS anD StrateGiC iSSueS

administration

• Continue to roll out Cultural Evenings to all higher education institutions across the country where there are Free State Pro-vincial Government bursary holders

• Intake of seven graduates on internship programme• Implement Bar-coding of assets

Cultural affairs

• Rolling out Arts in Schools programme to 120 schools around the province.• Field Band Foundation to provide brass, dance and life skills training for young people coming from schools in Thaba-Nchu

and Botshabelo.• ThabongCommunityArtsCentrecontinuetohosttheannualDisabilityDanceCompetitionsasoneofflagshipprogrammes

in the department.• Launch Provincial Language Policy.• Present drama productions based on Grade 12 set works; focus on two books, namely “Kringe in ‘n bos”, “Nothing but the

Truth”.• Strings programme will be extended to Fezile Dabi district.• Present Spelling BEE and debates in collaboration with the Free State Department of Education.• Commence with Arts in Prisons programme in Fezile Dabi and Lejweleputswa districts, focusing on performing arts, sewing

and visual arts.• LaunchMACUFEAfter-careprogrammeaimedatdevelopingandimprovingskillsofartiststhatwereidentifiedthroughMA-

CUFE auditions.• Embark on the process of scaling down of museums in the province.• Commencewithaprocessofdigitilizingmuseumartefactstoensurethatprovincialmuseumsareinteractiveandreflectthe

demographics of the province.• Declare Thomas Maphikela house and Winnie Mandela house as provincial heritage sites and the graves of Dr Moroka, Rev-

erend Mahabane and The Wesleyn Church as national heritage sites.• Embark on a public hearing for name change of towns such as Odendaalsrus, Petrus Steyn and Hobhouse, which will be

turning 100 years this year.• Establish section 97 committees for local and district municipalities on the processes of name change according to legislation.


• TheEXCOResolutionthattheDepartmentmusttakefullfinancialresponsibilityfortheadministrationofpubliclibrariesmustbe implemented in a phased-in approach, starting in 2012/13. The Department will kick-start the process by partially refunding only 3 municipalities and taking over the services from 4 municipalities that opted to hand back the services to the Department.

• Facilities, services and human resources to be managed, monitored and maintained at 171 libraries.• Library collections to be maintained with the procurement of 40 000 items of new material.• InfrastructureprojectstocontinueatJacobsdal,Smithfield,Luckhoff,Soutpan,Wepener,Arlington,ClarensandMemelwhere

new library buildings are in various phases of construction and planning.• Upgrading of Bloemfontein Public Library to provide more seating for students using the library.• Roll-out of a virtual library services will be implemented during 2012/13 and the Programme’s IT strategy must be reviewed to

ensurethatlibrariesbenefitoptimallyfromtechnologicaladvances.BestpracticesforITconnectivity,useofsocialmediainlibraries and type of equipment must be determined and implemented.

• Toy library services to be implemented at 6 libraries.• There-classificationoflibrarymaterialsasassetswillhaveanimpactonassetmanagementandpoliciesandproceduresfor

handling library material must be amended accordingly.• Upgrading and maintaining of security at library buildings with security fencing, electronic security gates and burglar alarm

systems.• Continuation of the programme to assist municipalities and government departments to develop and implement sound record

management systems.• Revival of the oral history programme with the appointment of an oral history archivist.



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• Upgrading of the Seisa Ramabodu and Sipho Mutsi Sport Stadiums as part of the centenary legacy projects.• Hosting an annual soccer and rugby reconciliation challenge as part of the quest to promote social cohesion, nation building

and tourism.• Roll-out of outdoor multi-purpose sport courts for different sporting codes to be played simultaneously, in different towns.• Development of Indigenous Games to provincial level.• Financial and secretarial support to sport and recreation councils at district level.• New strategy for implementing School Sport Mass Participation Programme by using educators to implement the programme

instead of using sport assistants.• Continuing with Mass Sport Participation Programme to promote sport and recreation activities in the Province with a view to:• Reduce the level of crime, promote a healthy lifestyle and create a culture of sport and recreation.• Achieveoverallimprovementofphysicalfitnessandincreasethenumberofparticipants.• Capacity building programmes.• Roll-out of “Sport Science Outreach Programmes” to “Take Sport Science to Communities”.• Assist with the improvement of the performance of elite athletes and coaches to reach a level of excellence.• Strengthening support to structures of civil society.

SIGNIFICANTEVENTSANDMAJORPROJECTS

Cultural affairs

• Departmental terminology booklet was launched. • SixnamesforrenamingweresubmittedtoNationalOfficeforendorsement.• InauguralInternationalMuseumDaywascelebratedinSmithfield• MACUFE2012wassuccessfullyhostedwithatotalattendancefigureof70383(65783forticketingeventsand4600for

non-ticketing events)• 50 craft projects have been selected to be part of the MACUFE Arts and Craft programme.• TheVisualArtandCraftUnitworkedwithBartimeaSchooltostagethefirsteverDeafTheatreforMACUFE2012.• Three Free State choirs took part in the Annual Old Mutual Choral Music Festival in Durban, • Provincial School Choral Music competitions were coordinated in partnership with SYRAC, focusing on the singing of the

National Anthem.• Free State district Inter-denominational Gospel Choral Competition was hosted. • The Arts in Schools Programme was rolled out in the province.


• Phase 1 of the Bloemfontein Public Library was completed. Upgrades at Oppermansgronde and rehabilitation of Harrismith Library are in progress.

• The construction of the new Jacobsdal-Ratanang Library is 85% completed.• 169 of 171 libraries have now on-line connectivity and public Internet access, which provides access to up-to-date information

resources and contributes to national programmes to bridge the digital divide existing traditionally between the rich and the poor and urban and rural communities.

• 46 425 new items of library material (books, toys, audio-visual materials) were procured during 2012/13, thereby upgrading library collections with a range of new and needs-based materials.

• As part of the service that supports early childhood development programmes by giving access to educational toys, toy library services were established at six libraries.

• Special services for the visually impaired were maintained at 15 libraries: three per district. • Programmes to promote a culture of reading and library usage were presented on World Book Day, Mandela Day, Literacy

Day and during the Library Week. A Spelling BEE and debating competitions were successfully presented.• Virtual library service giving library users the opportunity to borrow electronic books from the library was launched, thus improv-

ing access to new technologies and media.• National Oral History Conference was successfully hosted in cooperation with the National Department of Arts and Culture.


• Dr Irvin Khoza Super League was successfully hosted in Kroonstad.• Sanlam/Kay Motsepe School Cup National Competitions were successfully hosted.• The Sipho Mutsi Games were held in Odendaalsrus. This was the culmination of a process that began with schools leagues

at town level and which escalated to municipal and district level.• The Provincial Senior Citizens Games took place in Bethlehem and Senior Citizens Team Free State participated in National

Games held in Rustenburg.• The Provincial Youth Camp was held in Qwaqwa.



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• The Provincial OR Tambo Games and Provincial Big Walk were held in Welkom.• Free State Hockey Team was supported with team attire in order to participate at the National Schools Hockey Competition• 12 FSSSI athletes received national colours in various sporting codes and competed in a variety of national and international

tournaments.• Gym conditioning support was provided to 17 different sporting codes, with a number of senior teams preparing for national

and international tournaments.• An international Basket Ball Coaching Coarse was facilitated, to which 45 provincial coaches from all districts were nominated

by FS Basketball to attend.• TheSeisaRamabodustadium’sphase1upgradehasbeencompletedandphase2willcontinueinthenewfinancialyear.• The SA National Top Schools Championship was held in Pretoria. The Free State entered 11 teams with a contingent of 445

to compete. • Thaba Patchoa and Marquard multi-purpose sport courts were handed over. • Construction of a High Performance Training Centre for netball, table tennis and badminton in Bloemfontein was nearing

completion.• Hosted the MACUFE 15km Road Race, 5km fun walk and Corporate Golf Day were hosted.• Resurgence of boxing leagues in the province where in less than a year a Free State boxer was the only gold medal for the

SA team.

Spending trends

The budget allocation was utilised as follows:

2012/13R’000

2011/12R’000

Amount appropriated excluding roll-overs 435 621 479 300

Plus: Adjustment estimates 17 436 21 123

Sub-total 453 057 500 423

Less: Total expenditure 445 337 479 714

Surplus/deficitperappropriationaccount 7 720 20 709

BudgetR’000

paymentsR’000

underspentR’000

Provincial Infrastructure Grant 91 488 88 161 3 327

EPWP Integrated Grant 1 000 999 1

PWP Incentive Grant 399 399 -

Library Services Conditional Grant 52 795 48 502 4 293

Sport and Recreation Conditional Grant 34 116 34 114 2

Total of earmarked and conditional Grants 179 798 172 175 7 623

Equitable share 273 259 273 162 97

total 453 057 445 337 7 720



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(a) The budget was spent on the following programmes:

• Administration 15%• Cultural Affairs 33%• Library and Archive Services 22%• Sport and Recreation 30%

as sourced from the following:

• National Condition 20%• Provincial Infrastructure Grant 19%• Equitable share 61%

(b) 35% of the whole budget was spent on personnel-related expenditure of all four programme and the remaining 65% on service delivery through various programmes.

reasons for underspending

The Department registered a net underspending of R7.720 million mainly in the following areas:

(i) infrastructure enhancement funds r3.327 million

(a) Projectsnotfinalised:

The following projects were delayed due to the challenges with the appointment of contractors by the implementation agent:

• Harrismith Library R0.209 million• Provincial Talent Development Centre R0.413 million

(Badminton)

The following projects were not completed due to poor / late performance by contractor

• Jacobsdal Ratanang Library R0.346 million The Contractor for Jacobsdal Library could not deliver on time, hence the delay in the completion of the project.

• FSSSI buildings and facilities R2.263 million The contractor for the restaurant at FSSSI was terminated due to poor performance. A new contractor who is on site was ap-pointedlateinthefinancialyearbytheimplementationagent

The following projects are on retention:

• Children Park Gym Facility R0.090 million• Provincial Talent Development Centre for Netball R0.006 million

(b) Theprojectsreferredtoin(a)werenotcompletedandthereforehavetobecompletedduringthe2013/14financial year. Once completed, the disadvantaged communities in certain areas will have improved access to facilities such as libraries, museum and sport facilities.

(c) Mechanisms are being put in place so that future infrastructure planning can be done on a more broadly consultative basis and, so that once approved, the infrastructure plan can be adhered to and the projects be monitored more stringently. The mechanisms include the following:

• The Department continued with a service level agreement with the IDT (Independent Development Trust) to fast-track the backlog of projects.

• The Department appointed its own CPM (Construction Project Manager) on a three-year contract basis to manage and focus on its own infrastructure projects management.

• Infrastructure meetings are taking place once a month. Improved planning for project design and implementation over the MTEF period.



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(ii) library Services Conditional Grant r 4.293 million

(a) Projectsnotfinalised:

• Bloemfontein Public Library Upgrade R0.535 million

Theworkwasnotfinalisedasa resultofchallengeswith timelydeliveryofspecialisedequipment/materialssuchas liftsandshelving units.

• Thefollowingtwoprojectswerenotcompletedduetolateappointmentofcontractorasaresultofdelaysinfinalisingplanning/design stage including approval of estimates:

- Oppermansgronde Library R1.157 million- Wepener Public Library R2.601 million

(b) Thelibraryupgradereferredtowasnotcompletedandthereforehasbecompletedduringthe2013/14financialyear.

(c) Once completed, the disadvantaged communities in certain areas will have improved access to facilities such as libraries.

(d) Regular meetings are held between the Department, the implementation agents and/or the Construction Project Manager to ensure that the project is on track.

(iii) equitable share r0.095 million

(a) Machinery and Equipment R0.095 million

Funds for the IT server were availed during the 1stadjustmentbudgetaftertheneedwasidentified.Theprocurementprocesstookplace resulting in the order being issued on 04/02/2013; however, the server was not delivered by 31 March 2013.

(b) The IT server was delivered during April 2013.

(c) In future, the mechanism to ensure full delivery of movable capital assets before the end of the year should be more stringently applied.

Roll-overoffundstothe2013/2014financialyearamountingtoR7.717millionwasrequestedforthefollowing: R’000Contractors for the building and upgrading of the following facilities:

- Bloemfontein Library 535

- Oppermansgronde Library 1 157

- Wepener Public Library 2 601

- Jacobsdal-Ratanang Library 346

- Harrismith Library 209

- Children Park Gym Facility 90

- Provincial Talent Development Centre for Table Tennis and Badmington 413

- FSSSI facilities (Restaurant) 2 263

- Provincial Talent Development Centre for Netball 6

- Server for IT unit 97

7 717



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Virement

the following amounts were shifted between programmes: from to

Administration - 4 560

Cultural Affairs - 9 796

Library and Archive Services 2 712 -

Sport and Recreation 11 644 -

r14 356 r14 356

Virement between programmes was a result of the following factors:

• The Department was liable for the payment of an additional pension liability by Governemnt Employees’ Pension Fund to a former Head of Department, which was budgeted for.

• It was established that the voted funds set aside for the sport infrastructure projects would not be utlized, mainly due to the fact that a contractor was not yet on site. The funds were then diverted to the Cultural Affairs capital projects which were pres-surised for funding.

• IrrecoverabledebtorswereidentifiedtotheextentofR950000andunderspendinginvariouscostcentresintheareaofcom-pensation and goods & services were then utilised in order to enable the debtor write-off.

• An underspending on compensation of employees in one programme was used to cover budget pressures on goods and services in other programmes.

• Funds were redirected from other and various underspending infrastructure projects due to challenges with the appointment of contractors to infrastructure projects which experienced budget pressures.

Care was taken that no more than 8% per programme be shifted from or to any programme, and that limitations on virement as set out in the Public Finance Management Act and Treasury Regulations be adhered to.

unauthorised expenditure

No new unauthorised expenditure was incurred during the year under review. An outstanding amount of R2.689 million was approved with funding by the Legislature.

irregular expenditure

Additional irregular expenditure of R2.414 million was incurred this financial year as a result of non-compliance with SCMregulations, 53% of the total irregular expenditure was condoned. The balance of irregular expenditure decreased from R12.042 milliontoR6.789millionattheendofthefinancialyearandisstillintheprocessofbeinginvestigated.



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2. SerViCeS renDereD BY tHe Department2.1 Services are rendered by the Department in the province under the following programmeobjectives:

• To render management and administration support services to the different line functions• To render and manage arts, cultural and heritage services• To manage library, information and archive services• To promote sport and recreation development

2.2 tariff policy

The Department sets tariffs for curio, restaurant and bar sales, entrance fees, course fees and other types of income.

The following factors are taken into account when calculating tariffs:

• Expenditure and maintenance costs relating to the sites• Income to be generated for the Free State Provincial Government• Tariffs of similar centres or services in the vicinity of the sites with regard to the following:

- Market–relatedness- Demand for the use of the centre- Affordability to the lower income groups- Inflationrelatedincreaseforthecentre/services- Differentiation between daily and week-end tariffs- Affordability to the income groups

free services

• Rental of Library activity halls• Library membership and use• Internetaccess(firsthourperdayfreeofcharge)• Amphi-theatre and meeting room at Pioneer Museum, Winburg• Tour/Entrance fee under Community and Theme Museums• Hiring of the community hall at Zamdela and Thabong Centres

3. CapaCitY ConStraintS

Voted funds Conditional Grant funds total

Total posts 613 190 803Filled posts 527 168 695%filled 86% 88% 87%% vacancy 14% 12% 13%

Duringthefinancialyearunderreviewadecisionwastakenthat,duetofinancialpressuresinprogramme2:ArtsandCulture,allfundedvacanciesbetemporarilyfrozen.Aprovincialmoratoriumwasalsoplacedonthefillingofvacancies.Witheffectfrom1April2013fundedpostswerenowbeingfilled.



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4. utiliSation of Donor funDSAn amount of R6.020 million was received for the purposes of MACUFE from the following sponsors:

Brand House R0.510 millionStandard Bank R1.000 millionWhite Star R0.450 millionRed Bull R0.060 millionNational Department of Arts and Culture R4.000 million

The donations were paid over to the Provincial Revenue Funds, as required by Treasury Regulations, and re-accessed via the Adjustment Budget in order to utilise the donations for the purpose they were intended for.

5. puBliC entitieSDuring the year under review the Department did not have a public entity under its control.

6. orGaniSationS to WHiCH tranSfer paYmentS Were maDeFree State Academy of Sport Provincial Arts and Culture Council 1 000Provincial Geographical Names Committee 1 040Provincial Heritage Resource Agency 500Pan-South African Language Board 121Free State Sport Confederation 16 327Lejweleputswa Sport and Recreation Council 50Xhariep Sport and Recreation Council 50Fezile Dabi Sport and Recreation Council 50Thabo Mofutsanyana Sport and Recreation Council 70Mangaung Sport and Recreation Council 12PACOFS 1 000total transfers and Subsidies 20 220

The transfer and subsidies policy of the department is being implemented to ensure that all conditions of transfers are monitored, such as:

• regular reporting by the entities• visits to the entities by the Programme• adequatefinancialmanagementsystemsinplace

7. Corporate GoVernanCe arranGementSCorporate governance arrangements are derived from sections 38 and 40 of the Public Finance Management Act as well as, the relevant sections of the King III Report.

The Department shares a cluster audit committee with the Department of Social Development and has an internal audit activity. The audit committee and the internal audit activity were functional during the year under review. Due to the fact that not all funded vacancieswerefilled,notallauditswerecarriedoutinlinewiththeapprovedannualplan.Thisshortcomingwasalsohighlightedby the Provincial Treasury during its bi-annual assessments of the key performance indicators of the internal audit activity as a result of which full compliance could not be achieved – the activity received an average score of 96% for the year whilst the Audit Committee was fully compliant, according to a score of 100%. Two internal audit interns were absorbed as Assistant Internal Au-ditorswitheffectfrom1February2013.Theorganisationalstructurewerereviewedandapprovedandisawaitingfillingofcriticalpositions.

TheRiskManagementCommitteeandRiskManagementUnitwere fully functional for the2012/2013financialyear,with theapproved Risk Management Strategy, Risk Management Policy, Risk Management Committee Charter, Fraud Prevention and ResponsePlanbeinginplaceforthe2012/2013financialyear.

RiskWorkshopswerearrangedduringwhichriskidentification,inherentriskassessment,existingcontrols,residualriskassess-ments,actionplans/mitigatingstrategiesandthentheupdatingoftheriskregisterandriskprofile,weredone.Theupdatedrisk

R’000

Provincial Arts and Culture Council 1 000Provincial Geographical Names Committee 1 040Provincial Heritage Resource Agency 500Pan-South African Language Board 121Free State Sport Confederation 16 327Lejweleputswa Sport and Recreation Council 50Xhariep Sport and Recreation Council 50Fezile Dabi Sport and Recreation Council 50Thabo Mofutsanyana Sport and Recreation Council 70Mangaung Sport and Recreation Council 12PACOFS 1 000total transfers and Subsidies 20 220



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register,riskmitigatingactionplanandriskprofilewereapprovedbytheAccountingOfficeasthedepartmentriskmanagementplan. The risk mitigating action plan was continuously monitored and updated.

Provincial Treasury evaluated the Key performance of the Risk Management Unit and Risk Management Committee and 100% compliance were achieved.

FinancialDisclosuresofSMS(seniormanagementservice)membersarehandledbytheOfficeoftheHODonanannualbasisandforwardedtothePublicServicesCommission.Officialsfromlevel1-12areremindedbyHRtosubmitdeclarationsonanannualbasisbymeansofacircular.ReceiveddeclarationsarecapturedonPERSALandfiled.

SupplyChainManagement(SCM)officialsarealsorequiredtosubmittheirfinancialdeclarationsandtoupdatethemasandwhenthestatuschanges.TheSCMcodeofconductisprovidedtoallSCMofficialsandallBidCommitteesmembers.Aregisterofcontracts is being kept by the Deputy Director: Demand, Acquisition and Contract Management.

Infrastructure management is part of the function of the SCM Directorate for the purpose of co-ordination of all the infrastructure projects within the department.

8. aSSet manaGement(a) library materials

With effect from 1 April 2012, library material are disclosed as part of the assets and comprises the major bulk of the assets (see paragraph15oftheReportbytheAccountingOfficer).

(b) other tangible assets

Thedepartmenthasstartedwiththeimplementationofassetmanagementbar-codingofofficefurnitureandothermachineryandequipment with the exception of serialised assets/ items. EXCO’s Resolution 06 of 2010 and section 45 (e) of the PFMA have been implemented to ensure maximum compliance to asset management principles. Redundant and obsolete assets were donated to differentbeneficiariesasidentifiedbymanagementandalsoasperrequestsfromNGO’s,etc.LossControlmanagementwasafocus area and most of the losses were written off. Monthly reporting on asset management has become part of the performance agreements of SMS members and reports on compliance are provided at Financial Control Committee and Management meet-ings on a regular basis.

8.1 immovable assets

The User Asset Management Plan (U-AMP) was completed and submitted to the Department of Public Works. This exercise high-lightedtheofficeaccommodationneedsandshortcomings.TheU-AMPwillbeupdatedagainduringthe2013/14financialyear.

8.2 other tangible assets

In order to ensure that the asset register meets the minimum requirements as per National Treasury’s circular, the department has startedwiththeimplementationofassetmanagementbar-codingofofficefurnitureandothermachineryandequipmentwiththeexception of serialised assets/ items. EXCO’s Resolution 06 of 2010 and section 45 (e) of the PFMA have been implemented to ensuremaximumcompliancetoassetmanagementprinciples.Redundantandobsoleteassetsweredonatedtodifferentbenefi-ciariesasidentifiedbymanagementandalsoasperrequestsfromNGO’s,etc.LossControlmanagementwasafocusareaandmost of the losses were written off. Monthly reporting on asset management has become part of the performance agreements of SMS members and reports on compliance are provided at Financial Control Committee and Management meetings on a regular basis

Stocktakings were conducted at different departmental buildings/ institutions in order to determine whether all assets on the as-set register are fully accounted for. Lack of reporting on movement of assets remains a challenge, which is being addressed on a continuous basis. Consideration is being given to decentralisation of certain Logis functions in order to capture movement of assets at district level on a timeous basis.



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9. inVentorieSAllinventoryopeningandclosingbalances,togetherwithmovementsfortheyear,arereflectedinAnnexure6onInventory.Intheabsence of a central stock warehouse, all inventories acquired are deemed to have been distributed once all purchases are done per cost centre and immediately delivered at the cost centres, with the exception of a physical stock-take of all unused inventories on various cost centres which are then included in the closing balance. Inventory counts have then been done on a quarterly basis by different programmes.

Due to introduction of the new Standard Chart of Accountants items relating to Inventory, there will be a need to ensure alignment to the LOGIS system to ensure that reconciliation is being done without major challenges as experienced during the 2012/13 financialyear.

10. eVentS after tHe reportinG DateThere are no events which occurred after the reporting date and the date of approval of the Annual Financial Statements, which haveamaterialandfinancialimpactontheDepartment.

11. performanCe informationThe Department uses a performance management system, whereby performance monitoring is based on the Strategic Plan of the Department, which includes strategic objective against which key performance indicators are measured. They are included in the performanceagreementsofprogrammedirectors.Duringtheyear,quarterlyreports,includingnon-financialdata,weresubmit-ted as part of National Treasury’s monitoring framework and the customized Strategic Plan for the sector: Sports, Arts, Culture and Recreation. The contents of these reports are linked to the strategic objectives in the three-year Annual Performance Plan 2012/13–2014/15 MTEF period. The performance information in the quarterly reports (to be consolidated into an annual report) is basedonstatistics(rawdataofmeasurableoutputsofobjectives)whichareverifiablebymeansofdocumentssuchasregisters,actual transactions/events and media reports.

12. proVinCial puBliC aCCountS Committee (propaC) reSolutionS

referenCe to propaC reSolution SUBJECT finDinGS on proGreSS

Resolution 2/2012 The internal audit activity did not substantiallyfulfiltheresponsibilityforthe2010/11financialyearunderreview.

To address the capacity in Internal Audit, the organogram was expanded toincludefiveadditionalposts.Thepost of Director: Internal Audit will befilledduringthe1st Quarter of thefinancialyear2013/14andtheremaining four posts planned to be filledduringthe2nd Quarter.

Resolution 13/2013 TheAccountingOfficermustputcontrolmeasures in place to monitor all the capital projects that the department of Public Works is implementing on their behalf. TheAccountingofficermustsubmittheimplementation plan.

Action plan was developed.



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13. prior moDifiCation to tHe auDit report

matters of non-compliancefinancial year inwhichitfirst

aroseprogress made in clearing/resolving the matter

Inconsistency between the planned and actual objectives, indicators and targets.

2010/11 Reports are currently compiled and will be submitted to theChiefFinancialOfficer.Committeetobeformedtoassist Strategic Planning with outgoing publications.

Other information in the annual report is not consistent with information reported in the annual performance report.

2010/11 Reports are currently compiled and will be submitted to theChiefFinancialOfficer.Committeetobeformedtoassist Strategic Planning with outgoing publications.

Limit of scope: ID number not received 2011/12 During January 2013 AG requested ID’s of new SMS, newpersonnelatHODoffice,MECofficeandadditionstofamilies of the mentioned. All ID numbers were provided.

Inventory:Librarybooksnotverifiedduringregional visit on 27 March 2012.

2010/11 List of stocktaking results to be taken into account with calculations of losses to be provided on a quarterly basis.

Fruitless and wasteful expenditure: No job description for Chief Director.

2011/12 Performance agreement signed to 2012/13.

Operating expenditure: Sundry payments through suspense accounts.

2011/12 The use of suspense accounts for sundry payment is no longer done unless approved by the CFO and under exceptional circumstances only.

Immovable assets: Transfers not signed off. 2010/11 InfrastructureWIPrecordsfinalisedforthe2012/13AFS as reviewed by the CFO. Now to be signed off on a Quarterly basis.

Expenditure: Delay in procurement resulting in wasteful expenditure.

2011/12 Workshopheldwithrelevantofficialsdealingwithgoods and services to explain the timeframes for every transactions and the impact thereof.

Logistical Information System- Lack of User Account Management Policy and User Request Documentation not adequately designed.

2011/12 Draftpolicyinplaceandtobefinalisedby31May2013.

Contingent Liabilities – Overstatement of housing guarantees and claims.

2011/12 Allbankconfirmationsreceived..

InternalControl:Certainfinancialandhumanresource policies not in place.

2010/11 Some Finance policies were developed and others are atdraftstages.Theywillbefinalisedby31May2013.Overtime Policy, Leave Policy, Recruitment and Selection Policy and Retention Policy reviewed and forwarded for signing.

Matters of non-compliance Financial year in whichitfirstarose

Progress made in clearing/resolving the matter

Movable tangible assets: Completeness – Assets could not be traced to the asset register

2010/11 Bar-coding of asset prioritised and spot checks to be done by Asset Management Unit afterwards.

Movable assets: Major assets on asset register couldnotbephysicallyverified.

2010/11 Continuous monitoring by Asset Management unit to ensure adherence to asset prescriptions on a quarterly basis.

Movable tangible assets: Major assets (additions)arenotphysicallyverified

2010/11 Asset Management unit will do spot checks to ensure adherence to asset prescripts on a quarterly basis. Monthly Asset reconciliation to be performed to detect discrepancies.

Movable tangible assets: Minor assets (additions)arenotphysicallyverified.

2010/11 Assetreconciliationsandphysicalverificationdonetodetect discrepancies.

Capital assets: Disclosure differences between AFS and Asset Register

2010/11 Monthly reconciliation done on both major and minor tangibles and intangibles.

Notallofficeshaveassetchecklist 2010/11 Asset Management unit will do spot-checks to ensure adherence to asset prescripts on a quarterly basis. All officeswithoutroomlistswillbeattendedtoandacircularto be issued to Programme for them to report on the status of their assets.



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Disposals not authorised and removed from the register.

2011/12 Quarterly disposal board meeting held during September 2012andassetsidentifiedtobeupdatedonthesystemafter approval by the HOD.

Irregular expenditure: Deviations not disclosed in the Financial Statements.

2011/12 No ex-post factors were approved by the HOD. No need to disclose deviations in AFS. However, these must be reportedtotheAccountingOfficermonthly.Allirregularexpenditure is being reported monthly by SCM and Finance.

Cash and Cash Equivalents: Petty cash balancecouldnotbeconfirmed

2011/12 Petty cash resolved. Balances now, agree with Trial Balance.

Commitments: Disclosure is overstated. 2011/12 Finance and SCM work together to ensure the completeness and accuracy of commitment. Managers were also advised at FCC to clear all unwanted commitments by the 15th of March.

Compensation: No evidence of job evaluation of new post of the Director of Operational Management.

2011/12 AllpoststhatneedJEarebeingidentifiedandanactionplan will be drawn up.

Compensation of Employees: No screening of employees before they are appointed.

2011/12 No employees are appointed before screening.

Compensation: Payrolls reports not returned to CFO on time.

2010/11 The compliance with regard to returning signed payrolls timelyhasimprovedsignificantly.



Compensation: Payroll reports not signed to confirmcertification.

2011/12 The compliance with regard to returning signed payrolls timelyhasimprovedsignificantly.

Compensation: Non-compliance with Public Service Regulations relating to appointments.

2011/12 Generic Job Description were developed and placed on the Website for easy access.

Compensation of employees: Capturing of leave not timeously done.

2010/11 Date will be communicated. Information had to be reviewed base on new information on benchmarks.

Internal Audit: Non-compliance with Treasury Regulations.

2010/11 Interviewsfinalisedforposition:Director:InternalAudit.

Procurement – SCM unit performance not assessed regularly.

2011/12 OfficialdeployedtoSCMPerformanceUnit.

Cash and cash equivalents: No policy in place for accepting discounts.

2010/11 SCMpolicywasupdatedforthefinancialyeartoincludediscounts. Discounts included as part of the revised delegations.

Immovable assets: Ownership of land at Mmabana and property at BCV not yet determined resulting in uncertainty in the financialstatementdisclosures.

2009/10 Ownership of BCV and Mmabana already determined.

Errors found on sub-programme 4 for School Sport

2010/11 1st, 2nd and 3rd quarter reports were reviewed by management before submission to Treasury.

Procurement: Payment exceeds the quoted amount.

2011/12 Checklist developed to detect overpayments. No overpayments detected during the last quarter.

Expenditure: Payments not made within 30 days.

2010/11 Continuous monitoring of invoices being submitted to Programmes by the suppliers. About 5% was not paid within 30 days.

Irregular expenditure: Procurement handled by third parties.

2011/12 Input is provided by SCM to Finance on a monthly basis to update the register of irregular expenditure.

Procurement: Less than three quotations obtained.

2010/11 All cases of less than three quotes are reported to the CFO on a quarterly basis for approval by the Accounting Officer.

Receivables – Private telephone calls are not recovered from employees.

2011/12 Cost containment measures as proposed by Provincial Treasury are being implemented. Telephone accounts are sent out timely to enable timely recovery.

Information technology disaster recovery. 2011/12 Policy developed and approved by HOD.Noserverbaselinesecurityconfigurationpolicy. 2011/12 Policy developed and approved by HOD.



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Patch Management Policy not developed for the Department.

2011/12 Policy developed and approved by HOD.

AoPO: Indicators for programme 4 is not well-definedandverifiable.

2011/12 Annual report 2011/12 submitted to relevant bodies on time.

Compensation: Non-compliance with DPSA determinations relating to incapacity leave.

2011/12 Fully complied.

Compensation: Employees were paid without a renewed contract.

2011/12 All contract periods that are extended will be addressed with a new contract when applicable.

Accruals: Valuation of accruals is incorrect. 2011/12 Finance and SCM will work together to ensure the completeness and accuracy of accruals. Managers were also advised to submit all outstanding invoices before the 15th of March.

A training session was arranged for 2 days in September. This has addressed most challenges experienced with the preparation of AFS and IFS.

Compensation of employees: Performance Agreements of SMS members not signed on time.

2011/12 All Performance Agreements were signed and submitted on time.

Compliance: Employees did not obtain prior approval for additional remunerative work,


Macufe expenditure: Lack of monitoring of SLA and supporting documentation.

2011/12 New checklist developed.

Indicatorsforprogramme4arenotwell-definedandverifiable.

2011/12 Technical indicator description for programme 2 and 4 were updated.

Tabling of Annual Report within timeframe. 2011/12 Annual report 2011/12 submitted to relevant bodies on time.

Transfers received: Understatement of gifts, donations and sponsorships.

2011/12 The approved policy does include the sponsorship funds. Implementation must be monitored.

GoodsandServices:incorrectclassification. 2011/12 Policy approved.Information security has not been delegated to aninformationsecurityofficer.


Formal performance reports on information technology services not submitted to management.

2011/12 Report format agreed upon. Will report in this format from the 2nd quarter.

NofirewallimplementedattheDepartment. 2011/12 Fire wall computers ordered and received on 15 August 2012. Server’s setup completed. Installation or testing took place during October 2012.



Personnel and Salary System: review of user access rights controller activities and access / log-on violations.

2011/12 Quarterly reviews were done by Salary Division to ensure compliance with Persal Policy by Provincial Treasury. All documentsincludingusermaintenancearefiledforauditpurposes.

Basic Accounting System: User request documentation not adequately completed.

2011/12 Periodicreviewsforthefirstandsecondquarterhasbeendone by system controller and submitted to Provincial Treasury on time to ensure compliance with BAS practice note issued by Provincial Treasury. All documents includingusermaintenancearefiledforauditpurposes.



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14. interim finanCial StatementSInterimfinancialstatementssubmittedonaquarterlybasisforthefollowingperiodsendingon:

30 June 201230 September 201231 December 201231 March 2013

While the Interim Financial Statements served as a tool to guage the department’s readiness levels to eventually move towards anaccrualbasisofaccounting,thefollowingcalculationandaccountingchallengeswereidentified:

• Accruals• Commitments (current and infrastructure)• Major and minor asset reconciliations• Inventory reconciliations• Immovableassetswithregardtoinfrastructureprojectsfinalisedorbeingwork-in-process• Inclusion of library materials as assets (major and minor)

measures are being implemented to overcome these challenges, and include the following:

• A continuous register of commitments for infrastructure projects, to be reconciled with payments and which will also link with the values of work-in-process of immovable assets

• Acontractregisterofallcontractswithfixedamounts• Asset and/or inventory allocation to be captured correctly from the onset• Continuousprocessofcapacitatingtheofficialsintherelevantdirectorates(Finance,SupplyChainManagementandHu-

man Resource Management) to provide and process the necessary information for the purpose of the Interim and Annual Financial Statements.

15. matterS tHat maY HaVe an impaCt on tHe auDit opinionDuring the2011/12financialyear, librarymaterialswereno longerpartof inventorybutweredisclosedasassets inseparateAnnexures 9A and 9B. Inclusion of library materials as assets of the department in Disclosure note 29 during 2012/13 will now involve the adjustment of the audit strategy to include library materials in the scope of their audit. A policy on management of library material as assets was developed in line with Chapter 12 of the National Treasury’s Reporting Framework and was implemented with the disclosure of library materials as assets.

16. approValTheAnnualFinancialStatementssetoutonpages113to177havebeenapprovedbytheAccountingOfficer.

................................aDV tH malaKoaneHeaD of Department

DATE: 31 May 2013



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Statementofresponsibilityfortheannualfinancialstatementsfortheyearended 31 march 2013TheAccountingOfficeisresponsibleforthepreparationofthedepartment’sAnnualFinancialStatementsandforthejudgementsmade in this information.

The Accounting Officer is responsible for establishing, and implementing a system of internal control designed to providereasonable assurance as to the integrity and reliability of the Annual Financial Statements.

Inmyopinion,thefinancialstatementsfairlyreflecttheoperationsoftheDepartmentforthefinancialyearended31March2013.

The external auditors are engaged to express an independent opinion on the AFS of the Department.

The Annual Financial Statements of Free State Department of Sport, Arts, Culture & Recreation for the year ended 31 March 2013 have been examined by the external auditors and their report is presented on page 110.

The Annual Financial Statements of the Department set out on page 113 to page 177 have been approved.

free State Department of Sport, arts, Culture & recreation 31 may 2013

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fS: Sport, artS, Culrue anD reCreationVote 12

report of tHe auDitor-Generalfor the year ended 31 march 2013

report of tHe auDitor-General to free State leGiSlature on Vote no. 12: Department of Sport, artS, Culture anD reCreation

report on tHe finanCial StatementS

introduction

1. IhaveauditedthefinancialstatementsoftheDepartmentofSport,Arts,CultureandRecreationsetout onpages113to161,whichcomprisetheappropriationstatement,thestatementoffinancialpositionas at31March2013,thestatementoffinancialperformance,statementofchangesinnetassetsand thecashflowstatementfortheyearthenended,andthenotes,comprisingasummaryofsignificant accounting policies and other explanatory information.

Accountingofficer’sresponsibilityforthefinancialstatements

2. Theaccountingofficerisresponsibleforthepreparationofthefinancialstatementsinaccordancewiththe Departmental financial reporting framework prescribed by the National Treasury and the requirements of the Public Finance Management Act of South Africa, 1999 (Act No. 1 of 1999) (PFMA) and the Division of Revenue Act of South Africa, 2012 (Act No. 5 of 2012) (DoRA), and for such internal control as the accountingofficerdeterminesisnecessarytoenablethepreparationoffinancialstatementsthatarefree from material misstatement, whether due to fraud or error.

Auditor-General’sresponsibility

3. Myresponsibilityistoexpressanopiniononthefinancialstatementsbasedonmyaudit.Iconducted my audit in accordance with the Public Audit Act of South Africa, 2004 (Act No. 25 of 2004) (PAA), the General Notice issued in terms thereof and International Standards on Auditing. Those standards require that I comply with ethical requirements and plan and perform the audit to obtain reasonable assuranceaboutwhetherthefinancialstatementsarefreefrommaterialmisstatement.

4. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in thefinancialstatements.Theproceduresselecteddependontheauditor’sjudgement,includingthe assessmentoftherisksofmaterialmisstatementofthefinancialstatements,whetherduetofraud or error. In making those risk assessments, the auditor considers internal control relevant totheentity’spreparationofthefinancialstatementsinordertodesignauditproceduresthatare appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity’s internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluatingtheoverallpresentationofthefinancialstatements.

5. IbelievethattheauditevidenceIhaveobtainedissufficientandappropriatetoprovideabasisformyaudit opinion.

opinion

6. Inmyopinion,thefinancialstatementspresentfairly,inallmaterialrespects,thefinancialpositionofthe DepartmentofSport,Arts,CultureandRecreationasat31March2013,anditsfinancialperformance andcashflowsfortheyearthenendedinaccordancewiththeDepartmental financial reporting framework prescribed by the National Treasury and the requirements of the PFMA and DoRA. additional matter

7. Idrawattentiontothemattersbelow.Myopinionisnotmodifiedinrespectofthesematters.

111

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financial reporting framework

8. ThefinancialreportingframeworkprescribedbytheNationalTreasuryandappliedbythedepartmentis acomplianceframework.Thewordingofmyopiniononacomplianceframeworkshouldreflectthat thefinancialstatementshavebeenpreparedinaccordancewiththisframeworkandnotthatthey “present fairly”. Section 20(2)(a) of the PAA, however, requires me to express an opinion on the fair presentationofthefinancialstatements.Thewordingofmyopinionthereforereflectsthisrequirement.

report on otHer leGal anD reGulatorY reQuirementS

9. InaccordancewiththePAAandtheGeneralNoticeissuedintermsthereof,Ireportthefollowingfindings relevant to performance against predetermined objectives, compliance with laws and regulations and internal control, but not for the purpose of expressing an opinion.

Predeterminedobjectives

10. I performed procedures to obtain evidence about the usefulness and reliability of the information in the performance information report as set out on pages 32 to 47 of the annual report.

11. The reported performance against predetermined objectives was evaluated against the overall criteria of usefulness and reliability. The usefulness of information in the annual performance report relates to whether it is presented in accordance with the National Treasury’s annual reporting principles and whether the reported performance is consistent with the planned objectives. The usefulness of information furtherrelatestowhetherindicatorsandtargetsaremeasurable(i.e.welldefined,verifiable, specific,measurableandtimebound)andrelevantasrequiredbytheNational Treasury Framework for managing programme performance information.

The reliability of the information in respect of the selected programmes is assessed to determine whether it adequatelyreflectsthefacts(i.e.whetheritisvalid,accurateandcomplete).

12. Therewerenomaterialfindingsontheperformanceindicatorsreportconcerningtheusefulnessand reliability of the information.

Compliance with laws and regulations

13. I performed procedures to obtain evidence that the entity has complied with applicable laws and regulationsregardingfinancialmatters,financialmanagementandotherrelatedmatters.

14. Ididnotidentifyanyinstancesofmaterialnon-compliancewithspecificmattersinkeyapplicablelawsand regulations as set out in the General Notice issued in terms of the PAA.

internal control

15. Iconsideredinternalcontrolrelevanttomyauditofthefinancialstatements,performanceinformation report and compliance with laws and regulations.

16. IdidnotidentifyanydeficienciesininternalcontrolwhichIconsideredsufficientlysignificantforinclusionin this report.

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otHer reportS

investigations

17. Duringthe2009-10financialyeartheexecutivecommitteerequestedanindependentconsultingfirm to conduct an investigation at 10 departments in the Free State. The investigation aimed to establish whether they had complied with legislative prescripts relating to payroll and supply chain management and whetheranytransgressionsoccurredinthisrespect.Thereporthasbeenfinalisedandprovided to management for implementation. The recommendations dealt with improvement to be made to internal control processes.

Bloemfontein31 July 2013

113

fina

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appropriation Statementfor the year ended 31 march 2013

114

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124

par

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1. Detail of tranSferS anD SuBSiDieS aS per appropriation aCt (after Virement):Detail of these transactions can be viewed in the note on Transfers and subsidies, disclosure notes and Annexure 1 (A-H) to the Annual Financial Statements.

2. Detail of SpeCifiCallY anD exCluSiVelY appropriateD amountS VoteD (after Virement):Detail of these transactions can be viewed in note 1 (Annual Appropriation) to the Annual Financial Statements.

3. Detail on paYmentS for finanCial aSSetSDetailofthesetransactionsperprogrammecanbeviewedinthenoteonPaymentsforfinancialassetstotheAnnualFinancialStatements.


noteS to tHe appropriation Statementfor the year ended 31 march 2013

125

fina

nC

ial Statem

entS

4. explanationS of material VarianCeS from amountS VoteD (after Virement):

4.1 per programmefinal appropriation actual

expenditure Variance Variance as a % of final appropriation

R’000 R’000 R’000 %

Administration 67 332 67 236 96 0%

The underspending is due to IT equipment that was ordered but not delivered before 31 March 2013.

Library and Archive Services 104 098 99 249 4 850 5%

The Infrastructure funds were not fully spent due to the delay in the appointment of contractors for Oppermansgronde and Wepener Libraries. With regard to Bloemfontein and Jacobsdal Libraries, the supplier did not deliver on time.

Sport and Recreation 133 928 131 155 2 773 2%

The Infrastructure funds were not fully spent due to the late approval of the variation order for Provincial Talent Development centre for Table tennis and Badminton. The contractor for the FSSSI restaurant wasterminatedduetopoorperformanceandanewcontractorwasappointedlateinthefinancialyear.

4.2 per economic classification

final appropriation actual expenditure Variance Variance as a % of final

appropriationR’000 R’000 R’000 %

payments for capital assetsBuildingsandotherfixedstruc-tures

97 899 90 279 7 620 8%

Infrastructure funds were not fully spent due to poor performance by a contractor for FSSSI Restaurant, and the late appointment of contractors for the Provincial Talent Development Centres by the implementation agent.

Machinery and equipment 14 323 14 228 95 0%

TheITequipmentwasorderedbutnotdeliveredbyendofthefinancialyear.

4.3 per conditional grantfinal appropriation actual

expenditure Variance Variance as a % of final appropriation

R’000 R’000 R’000 %

Community Library Services Conditional Grant

52 795 48 502 4 293 8%

The Conditional Grant Infrastructure funds were not fully spent due to the delay in the appointment of contractors for Oppermansgronde and Wepener Libraries. With regard to Bloemfontein Library, the supplier did not deliver on time.


noteS to tHe appropriation Statementfor the year ended 31 march 2013

126

par

t e

note 2012/13 2012/13R’000 R’000

reVenueAnnual appropriation 1 453 057 500 423Departmental Revenue 2 - -total reVenue 453 057 500 423

expenDitureCurrent expenditureCompensation of employees 3 159 292 144 014Goods and services 4 154 244 180 812Interest and rent on land 5 372 101total current expenditure 313 908 324 927

transfers and subsidiesTransfers and subsidies 7 25 585 59 729total transfers and subsidies 25 585 59 729

expenditure for capital assetsTangible capital assets 8 104 556 93 751Software and other intangible assets 8 341 853total expenditure for capital assets 104 897 94 604

Paymentsforfinancialassets 6 947 454

total expenDiture 445 337 479 714

SurpluS/(DefiCit) for tHe Year 7 720 20 709

ReconciliationofNetSurplus/(Deficit)fortheyearVoted Funds 7 720 20 709

Annual appropriation 97 18 218Conditional grants 7 623 2 491

SurpluS/(DefiCit) for tHe Year 7 720 20 709

.


Statement of finanCial performanCefor the year ended 31 march 2013

127

fina

nC

ial Statem

entS

note 2012/13 2011/12R’000 R’000

aSSetS

Current assets 8 573 21 260Unauthorised expenditure 9 - 2 689Cash and cash equivalents 10 5 878 14 265Prepayments and advances 11 1 924 1 876Receivables 12 771 2 430

total aSSetS 8 573 21 260

liaBilitieS

Current liabilities 8 462 20 776Voted funds to be surrendered to the Revenue Fund 13 7 720 20 709Departmental revenue and NRF Receipts to be surrendered to the Rev-enue Fund

14 742 62

Payables 15 - 5 total liaBilitieS 8 462 20 776

net aSSetS 111 484

represented by:Recoverable revenue 111 484

total 111 484


Statement of finanCial poSitionas at 31 march 2013

128

par

t e

note 2012/13 2012/13R’000 R’000

recoverable revenueOpening balance 484 449Transfers: (373) 35

Irrecoverable amounts written off (399) -Debts raised 26 35

Closing balance 111 484

total 111 484


Statement of CHanGeS in net aSSetSfor the year ended 31 march 2013

129

fina

nC

ial Statem

entS

note 2012/13 2011/12R’000 R’000

CaSH floWS from operatinG aCtiVitieSReceipts 468 909 510 118

Annual appropriated funds received 1.1 453 057 500 423Departmental revenue received 2 15 852 9 695

Net (increase)/decrease in working capital 4 295 (3 726)Surrendered to Revenue Fund (35 884) (18 461)Current payments (313 908) (324 927)Paymentsforfinancialassets (947) (454)Transfers and subsidies paid (25 585) (59 729)Netcashflowavailablefromoperatingactivities 16 96 880 102 821

CaSH floWS from inVeStinG aCtiVitieSPayments for capital assets 8 (104 897) (94 604)Proceeds from sale of capital assets 2.4 3 25Netcashflowsfrominvestingactivities (104 894) (94 579)

CaSH floWS from finanCinG aCtiVitieSIncrease/(decrease) in net assets (373) 35Netcashflowsfromfinancingactivities (373) 35

Net increase/(decrease) in cash and cash equivalents (8 387) 8 277

Cash and cash equivalents at beginning of period 14 265 5 988

Cash and cash equivalents at end of period 17 5 878 14 265


CaSH floW Statementfor the year ended 31 march 2013

130

par

t e

The Financial Statements have been prepared in accordance with the following policies, which have been applied consistently in all material aspects, unless otherwise indicated. However, where appropriate and meaningful, additional information has been disclosed to enhance the usefulness of the Financial Statements and to comply with the statutory requirements of the Public Fi-nance Management Act, Act 1 of 1999 (as amended by Act 29 of 1999), and the Treasury Regulations issued in terms of the Act and the Division of Revenue Act, Act 1 of 2012.

1. preSentation of tHe finanCial StatementS1.1 Basis of preparation

Thefinancialstatementshavebeenpreparedonamodifiedcashbasisofaccounting.

Underthisbasis,theeffectsoftransactionsandothereventsarerecognisedinthefinancialrecordswhentheresultingcashisreceivedorpaid.The“modification”resultsfromtherecognitionofcertainnear-cashbalancesinthefinancialstatementsaswellas the revaluation of foreign investments and loans and the recognition of resulting revaluation gains and losses.

Inaddition,supplementaryinformationisprovidedinthedisclosurenotestothefinancialstatementswhereitisdeemedtobeusefultotheusersofthefinancialstatements.

1.2 presentation currency

All amounts have been presented in the currency of the South African Rand (R) which is also the functional currency of the depart-ment.

1.3 rounding

UnlessotherwisestatedallfinancialfigureshavebeenroundedtothenearestonethousandRand(R’000).

1.4 Comparativefigures

Priorperiodcomparativeinformationhasbeenpresentedinthecurrentyear’sfinancialstatements.Wherenecessary,figuresincludedinthepriorperiodfinancialstatementshavebeenreclassifiedtoensurethattheformatinwhichtheinformationispre-sentedisconsistentwiththeformatofthecurrentyear’sfinancialstatements.

1.5 Comparativefigures-AppropriationStatement

AcomparisonbetweenactualamountsandfinalappropriationpermajorclassificationofexpenditureisincludedintheAppropria-tion Statement.

2. reVenue2.1 appropriated funds

Appropriated funds comprises of departmental allocations as well as direct charges against revenue fund (i.e. statutory appropria-tion).

Appropriatedfundsarerecognisedinthefinancialrecordsonthedatetheappropriationbecomeseffective.Adjustmentsmadeintermsoftheadjustmentsbudgetprocessarerecognisedinthefinancialrecordsonthedatetheadjustmentsbecomeeffective.

Unexpended appropriated funds are surrendered to the Provincial Revenue Fund. Any amounts owing to the Provincial Revenue FundattheendofthefinancialyeararerecognisedaspayableintheStatementofFinancialPosition.

AnyamountduefromtheProvincialRevenueFundattheendofthefinancialyearisrecognisedasareceivableintheStatementof Financial Position.


aCCountinG poliCieSfor the year ended 31 march 2013

131

fina

nC

ial Statem

entS

2.2 Departmental revenue

All departmental revenue is recognised in the Statement of Financial Performance when received and is subsequently paid into the Provincial Revenue Fund, unless stated otherwise.

AnyamountowingtotheProvincialRevenueFundattheendifthefinancialyearisrecognisedasapayableintheStatementofFinancial Position.

No accrual is made for amounts receivable from the last receipt date to the end of the reporting period. These amounts are how-everdisclosedinthedisclosurenotestotheannualfinancialstatements.

3. expenDiture3.1 Compensation of employees

3.1.1 Salaries and wages

SalariesandwagesareexpensedintheStatementofFinancialPerformancewhenthefinalauthorisationforpaymentiseffectedon the system (by no later than 31 March of each year).

OtheremployeebenefitsthatgiverisetoapresentlegalorconstructiveobligationaredisclosedinthedisclosurenotestothefinancialstatementsatitsfacevalueandarenotrecognisedintheStatementofFinancialPerformanceorPosition.

3.1.2 Social contributions

EmployercontributionstopostemploymentbenefitplansinrespectofcurrentemployeesareexpensedintheStatementofFi-nancialPerformancewhenthefinalauthorisationforpaymentiseffectedonthesystem(bynolaterthan31Marchofeachyear).

Noprovisionismadeforretirementbenefitsinthefinancialstatementsofthedepartment.AnypotentialliabilitiesaredisclosedinthefinancialstatementsoftheNationalRevenueFundandnotinthefinancialstatementsoftheemployerdepartment.

Employercontributionsmadebythedepartmentforcertainofitsex-employees(suchasmedicalbenefits)areclassifiedastrans-fers to households in the Statement of Financial Performance.

3.2 Goods and services

Payments made during the year for goods and/or services are recognised as an expense in the Statement of Financial Perfor-mancewhenthefinalauthorisationforpaymentiseffectedonthesystem(bynolaterthan31Marchofeachyear).

Theexpenseisclassifiedascapitalifthegoodsand/orserviceswereacquiredforacapitalprojectorifthetotalpurchasepriceexceedsthecapitalisationthreshold(currentlyR5000).Allotherexpendituresareclassifiedascurrent.

Rentalpaidfortheuseofbuildingsorotherfixedstructuresisclassifiedasgoods and services and not as rent on land.

3.3 interest and rent on land

InterestandrentalpaymentsarerecognisedasanexpenseintheStatementofFinancialPerformancewhenthefinalauthorisa-tion for payment is effected on the system (by no later than 31 March of each year). This item excludes rental for the use of build-ingsorotherfixedstructures.Ifitisnotpossibletodistinguishbetweenpaymentfortheuseoflandandthefixedstructuresonit, the whole amount should be recorded under goods and services.

3.4 Paymentsforfinancialassets

Debtsarewrittenoffwhenidentifiedasirrecoverable.Debtswritten-offarelimitedtotheamountofsavingsand/orunderspend-ing of appropriated funds. The write off occurs at year-end or when funds are available. No provision is made for irrecoverable amountsbutanestimateisincludedinthedisclosurenotestothefinancialstatements.

All other losses are recognised when authorisation has been granted for the recognition thereof.



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3.5 transfers and subsidies

Transfersandsubsidiesarerecognisedasanexpensewhenthefinalauthorisationforpaymentiseffectedonthesystem(bynolater than 31 March of each year).

3.6 unauthorised expenditure

WhenconfirmedunauthorisedexpenditureisrecognisedasanassetintheStatementofFinancialPositionuntilsuchtimeastheexpenditure is either approved by the relevant authority, recovered from the responsible person or written off as irrecoverable in the Statement of Financial Performance.

Unauthorised expenditure approved with funding is derecognised from the Statement of Financial Position when the unauthorised expenditure is approved and the related funds are received.

Where the amount is approved without funding it is recognised as expenditure in the Statement of Financial Performance on the date stipulated in the Act.

3.7 fruitless and wasteful expenditure

Fruitless and wasteful expenditure is recognised as expenditure in the Statement of Financial Performance according to the na-ture of the payment and not as a separate line item on the face of the statement. If the expenditure is recoverable it is treated as an asset until it is recovered from the responsible person or written off as irrecoverable in the Statement of Financial Performance.

3.8 irregular expenditure

Irregular expenditure is recognised as expenditure in the Statement of Financial Performance. If the expenditure is not condoned by the relevant authority, it is treated as an asset until it is recovered or written off as irrecoverable.

4. aSSetS4.1 Cash and cash equivalents

Cash and cash equivalents are carried in the Statement of Financial Position at cost.

Bank overdrafts are shown separately on the face of the Statement of Financial Position.

For the purposes of the Cash Flow Statement, cash and cash equivalents comprise cash on hand, deposits held, other short-term highly liquid investments and bank overdrafts.

4.2 Otherfinancialassets

OtherfinancialassetsarecarriedintheStatementofFinancialPositionatcost.

4.3 prepayments and advances

Amounts prepaid or advanced are recognised in the Statement of Financial Position when the payments are made and are derec-ognised as and when the goods/services are received or the funds are utilised.

Prepayments and advances outstanding at the end of the year are carried in the Statement of Financial Position at cost.

4.4 receivables

Receivables included in the Statement of Financial Position arise from cash payments made that are recoverable from another party (including departmental employees) and are derecognised upon recovery or write-off.

Receivables outstanding at year-end are carried in the Statement of Financial Position at cost plus any accrued interest. Amounts that are potentially irrecoverable are included in the disclosure notes.



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4.5 inventory

Inventoriesthatqualifyforrecognitionmustbeinitiallyreflectedatcost.Whereinventoriesareacquiredatnocost,orfornominalconsideration, their cost shall be their fair value at the date of acquisition.

Allinventoryitemsatyear-endarereflectedusingtheweightedaveragecostorFIFOcostformula.

4.6 Capital assets

4.6.1 movable assets

initial recognition

Acapitalassetisrecordedintheassetregisteronreceiptoftheitematcost.Costofanassetisdefinedasthetotalcostofacqui-sition. Where the cost cannot be determined accurately, the movable capital asset is stated at fair value. Where fair value cannot be determined, the capital asset is included in the asset register at R1.

All assets acquired prior to 1 April 2002 are included in the register at R1.

Subsequent recognition

Subsequent expenditure of a capital nature is recorded in the Statement of Financial Performance as “expenditure for capital as-sets” and is capitalised in the asset register of the department on completion of the project.

Repairs and maintenance is expensed as current “goods and services” in the Statement of Financial Performance.

4.6.2 immovable assets

initial recognition

Acapitalassetisrecordedonreceiptoftheitematcost.Costofanassetisdefinedasthetotalcostofacquisition.Wherethecost cannot be determined accurately, the immovable capital asset is stated at R1 unless the fair value for the asset has been reliably estimated.

Subsequent recognition

Work-in-progress of a capital nature is recorded in the Statement of Financial Performance as “expenditure for capital assets”. On completion, the total cost of the project is included in the asset register of the department that is accountable for the asset.

Repairs and maintenance is expensed as current “goods and services” in the Statement of Financial Performance.

4.6.3 intangible assets

initial recognition

Anintangibleassetisrecordedintheassetregisteronreceiptoftheitematcost.Costofanintangibleassetisdefinedasthetotalcost of acquisition. Where the cost cannot be determined accurately, the intangible asset is stated at fair value. Where fair value cannot be determined, the intangible asset is included in the asset register at R1.

All intangible assets acquired prior to 1 April 2002 can be included in the asset register at R1.

Subsequent expenditure

Subsequent expenditure of a capital nature is recorded in the Statement of Financial Performance as “expenditure for capital as-set” and is capitalised in the asset register of the department.

Maintenance is expensed as current “goods and services” in the Statement of Financial Performance.



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5. liaBilitieS5.1 payables

Recognised payables mainly comprise of amounts owing to other governmental entities. These payables are carried at cost in the Statement of Financial Position.

5.2 Contingent liabilities

Contingentliabilitiesareincludedinthedisclosurenotestothefinancialstatementswhenitispossiblethateconomicbenefitswillflowfromthedepartment,orwhenanoutflowofeconomicbenefitsorservicepotentialisprobablebutcannotbemeasuredreliably.

5.3 Contingent assets

Contingentassetsareincludedinthedisclosurenotestothefinancialstatementswhenitisprobablethataninflowofeconomicbenefitswillflowtotheentity.

5.4 Commitments

Commitments are not recognised in the Statement of Financial Position as a liability or as expenditure in the Statement of Finan-cial Performance but are included in the disclosure notes.

5.5 accruals

Accruals are not recognised in the Statement of Financial Position as a liability or as expenditure in the Statement of Financial Performance but are included in the disclosure notes.

5.6 Employeebenefits

Short-termemployeebenefitsthatgiverisetoapresentlegalorconstructiveobligationaredisclosedinthedisclosurenotestothefinancialstatements.TheseamountsarenotrecognisedintheStatementofFinancialPerformanceortheStatementofFinancialPosition.

5.7 lease commitments

finance lease

Finance leases are not recognised as assets and liabilities in the Statement of Financial Position. Finance lease payments are recognised as a capital expense in the Statement of Financial Performance and are not apportioned between the capital and the interestportions.Thetotalfinanceleasepaymentisdisclosedinthedisclosurenotestothefinancialstatements.

operating lease

Operating lease payments are recognised as an expense in the Statement of Financial Performance. The operating lease com-mitmentsaredisclosureinthedisclosernotestothefinancialstatement.

5.8 impairment The department tests for impairment where there is an indication that a receivable, loan or investment may be impaired. An as-sessment of whether there is an indication of possible impairment is done at each reporting date. An estimate is made for doubtful loans and receivables based on a review of all outstanding amounts at year-end. Impairments on investments are calculated asbeingthedifferencebetweenthecarryingamountandthepresentvalueoftheexpectedfuturecashflows/servicepotentialflowingfromtheinstrument.

5.9 provisions

Provisionsaredisclosedwhenthereisapresentlegalorconstructiveobligationtoforfeiteconomicbenefitsasaresultofeventsinthepastanditisprobablethatanoutflowofresourcesembodyingeconomicbenefitswillberequiredtosettletheobligationanda reliable estimate of the obligation can be made.



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6. reCeiVaBleS for Departmental reVenueReceivablesfordepartmentalrevenuearedisclosedinthedisclosurenotestotheannualfinancialstatements.Thesereceivablesarewrittenoffwhenidentifiedasirrecoverableandaredisclosedseparately.

7. net aSSetS7.1 recoverable revenue

Amountsarerecognisedasrecoverablerevenuewhenapaymentmadeinapreviousfinancialyearbecomesrecoverablefromadebtorinthecurrentfinancialyear.AmountsareeithertransferredtotheProvincialRevenueFundwhenrecoveredoraretrans-ferred to the Statement of Financial Performance when written off.

8. relateD partY tranSaCtionSSpecificinformationwithregardstorelatedpartytransactionsisincludedinthedisclosurenotes.

9. KeY manaGement perSonnelCompensation paid to key management personnel including their family members, where relevant, is included in the disclosure notes.



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1. annual appropriation 1.1 annual appropriation

Included are funds appropriated in terms of the Appropriation Act (and the Adjustments Appropriation Act) for Provincial Depart-ments:

programmes

2012/13 2011/12

final appropriation

actual funds received

funds not requested/

not received

appropriationreceived

R’000 R’000 R’000 R’000Administration 67 332 67 332 - 66 076Cultural Affairs 147 699 147 699 - 159 482Library and Archive Services 104 098 104 098 - 97 281Sport and Recreation 133 928 133 928 - 177 584total 453 057 453 057 - 500 423

1.2 Conditional grants **

note 2012/13 2011/12R’000 R’000

Total grants received 32 179 798 191 061

Provincial grants included in Total Grants received 91 488 109 889

(** It should be noted that the Conditional Grants are included in the amounts as per the Final Appropriation in Note 1.1).


noteS to tHe annual finanCial StatementSfor the year ended 31 march 2013

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2. Departmental reVenue

note 2012/13 2011/12R’000 R’000

Sales of goods and services other than capital assets 2.1 8 813 7 211Fines, penalties and forfeits 2.2 29 13Interest, dividends and rent on land 2.3 454 18Sales of capital assets 2.4 3 25Transactionsinfinancialassetsandliabilities 2.5 536 393Transfer received 2.6 6 020 2 060Total revenue collected 15 855 9 720Less: Own revenue included in appropriation 16 15 855 9 720Departmental revenue collected - -

2.1 Sales of goods and services other than capital assets

Sales of goods and services produced by the department 8 811 7 211Sales by market establishment 8 811 7 211

Sales of scrap, waste and other used current goods 2 -total 2 8 813 7 211

2.2 fines, penalties and forfeits

Penalties 29 13total 2 29 13

2.3 interest, dividends and rent on land

Interest 454 18total 2 454 18

2.4 Sale of capital assets

tangible assets 3 25Machinery and equipment 29 3 25

total 2 3 25



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note 2012/13 2011/12R’000 R’000

2.5 Transactionsinfinancialassetsandliabilities

Receivables 500 -Stale cheques written back - 2Other Receipts including Recoverable Revenue 36 391total 2 536 393

2.6 transfers received

Other government units 4 000 -Public corporations and private enterprises 2 020 2 060total 2 6 020 2 060

3. CompenSation of emploYeeS3.1 Salaries and wages

Basic salary 109 687 98 376Performance award 1 467 2 412Service Based 255 198Compensative/circumstantial 1 509 1 159Periodic payments - 973Other non-pensionable allowances 21 731 18 768total 134 649 121 886

3.2 Social contributions

employer contributionsPension 14 187 12 783Medical 10 419 9 316Bargaining council 37 29total 24 643 22 128

total compensation of employees 159 292 144 014

Average number of employees 706 667



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4. GooDS anD SerViCeS

note 2012/13 2011/12R’000 R’000

Administrative fees 6 226 5 050Advertising 5 084 8 782Assets less then R5,000 4.1 7 025 13 825Bursaries (employees) 196 102Catering 2 957 2 895Communication 3 174 2 728Computer services 4.2 9 986 11 308Consultants, contractors and agency/outsourced services 4.3 62 140 80 820Entertainment 63 91Audit cost – external 4.4 3 197 3 506Inventory 4.5 14 597 14 539Operating leases 3 712 2 821Property payments 4.6 8 891 10 890Transport provided as part of the departmental activities 5 430 2 841Travel and subsistence 4.7 20 119 16 942Venues and facilities 516 2 300Training and staff development 236 756Other operating expenditure 4.8 695 616total 154 244 180 812

4.1 assets less than r5,000

tangible assets 7 025 13 825Machinery and equipment 7 025 13 825

total 4 7 025 13 825

4.2 Computer services

SITA computer services 8 788 9 796External computer service providers 1 198 1 512total 4 9 986 11 308



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note 2012/13 2011/12R’000 R’000

4.3 Consultants, contractors and agency/outsourced services

Business and advisory services 294 406Legal costs 244 -Contractors 60 566 78 652Agency and support/outsourced services 1 036 1 762total 4 62 140 80 820

4.4 audit cost – external

Regularity audits 2 595 3 343Investigations 602 163total 4 3 197 3 506

4.5 inventory

Learning and teaching support material 1 741 1 730Food and food supplies 539 633Fuel, oil and gas 51 36Other consumables 8 333 7 473Materials and supplies 121 129Stationery and printing 3 812 4 534Medical supplies - 4total 4 14 597 14 539

4.6 property payments

Municipal services 214 637Property maintenance and repairs 5 517 7 545Other 3 160 2 708total 4 8 891 10 890

4.7 travel and subsistence

Local 19 240 15 640Foreign 879 1 302total 4 20 119 16 942



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note 2012/13 2011/12R’000 R’000

4.8 other operating expenditure

Professional bodies, membership and subscription fees 9 3Resettlement costs 17 159Gifts 12 -Other 657 454total 4 695 616

5. intereSt anD rent on lanD

Interest paid 372 101total 372 101

6. paYmentS for finanCial aSSetS

Other material losses written off 6.1 44 229Debts written off 6.2 903 225total 947 454

6.1 other material losses written off

nature of lossesSARS Payment: 2007/08 court case - 118MACUFE Management fees: not actually recoverable as per legal opinion - 111Petty Cash taken over with integration of entities 7 -SARS: Payment of interest 37 -total 6 44 229

6.2 Debts written off

nature of debts written off

Other debts written offEx-employees’ debts written off 903 225total debt written off 6 903 225



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7. tranSferS anD SuBSiDieS

note 2012/13 2011/12R’000 R’000

Provinces and municipalities 32, 33, Annex 1A, Annex 1B

1 730 10 200

Public corporations and private enterprises Annex 1E - 8 284Non-profitinstitutions Annex 1G 20 220 35 653Households Annex 1H 3 635 5 592total 25 585 59 729

8. expenDiture for Capital aSSetS

tangible assets 104 556 93 751Buildingsandotherfixedstructures 31 90 279 79 625Heritage assets 29 49 261Machinery and equipment 29 14 228 13 865

Software and other intangible assets 341 853Computer software 30 341 853

total 104 897 94 604

The following amounts have been included as project costs in Expenditure for Capital Assets

Goods and services 90 279 79 626total 90 279 79 626

8.1 analysis of funds utilised to acquire capital assets – 2012/13

Voted funds aid assistance totalR’000 R’000 R’000

tangible assets 104 556 - 104 556Buildingsandotherfixedstructures 90 279 - 90 279Heritage assets 49 - 49Machinery and equipment 14 228 - 14 228

Software and other intangible assets 341 - 341Computer software 341 - 341

total 104 897 - 104 897



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Voted funds aid assistance totalR’000 R’000 R’000

8.2 analysis of funds utilised to acquire capital assets – 2011/12

tangible assets 93 751 - 93 751Buildingsandotherfixedstructures 79 625 - 79 625Heritage assets 261 - 261Machinery and equipment 13 865 - 13 865

Software and other intangible assets 853 - 853Computer software 853 - 853

total 94 604 - 94 604

9. unautHoriSeD expenDiture

note 2012/13 2011/12R’000 R’000

9.1 reconciliation of unauthorised expenditure

Opening balance 2 689 4 295Less: Amounts approved by Parliament/Legislature with funding (2 689) (1 606)unauthorised expenditure awaiting authorisation / written off

- 2 689

Analysis of unauthorised expenditure awaiting authorisation per economic classificationCurrent - 2 689total - 2 689

9.2 analysis of unauthorised expenditure awaiting authorisation per type

Unauthorised expenditure relating to overspending of the vote or a main divi-sion within a vote

- 2 689

total - 2 689

10. CaSH anD CaSH eQuiValentS

Consolidated Paymaster General Account 5 783 14 151Cash on hand 95 114total 5 878 14 265



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11. prepaYmentS anD aDVanCeS

note 2012/13 2011/12R’000 R’000

Advances paid 11.1 1 924 1 876total 1 924 1 876

11.1 advances paid

Other institutions Annex 8A

1 924 1 876

total 11 1 924 1 876

12. reCeiVaBleS

note

2012/13 2011/12

less than one year

one to three years

older than three

yearstotal total

R’000 R’000 R’000 R’000 R’000

Claims recoverable 12.1Annex

4

36 92 - 128 1 157

Staff debt 12.2 138 19 14 171 203Other debtors 12.3 46 209 217 472 1 070total 220 320 231 771 2 430

note 2012/13 2011/12R’000 R’000

12.1 Claims recoverable

National departments 1 -Provincial departments 34 711Public entities 1 219Private enterprises 92 227total 12 128 1 157



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note 2012/13 2011/12R’000 R’000

12.2 Staff debt

Bursaries 91 21Telephone debts 42 76Salary debts 38 103Subsistence and Travel - 3total 12 171 203

12.3 other debtors

Pension 3 -Ex-employee debts 469 1 070total 12 472 1 070

13. VoteD funDS to Be SurrenDereD to tHe reVenue funD

Opening balance 20 709 8 604Transfer from Statement of Financial Performance 7 720 20 709Paid during the year (20 709) (8 604)Closing balance 7 720 20 709

14. Departmental reVenue to Be SurrenDereD to tHe reVenue funD

Opening balance 62 199Own revenue included in appropriation 15 855 9 720Paid during the year (15 175) (9 857)Closing balance 742 62

15. paYaBleS – Current

Clearing accounts 15.1 - 5total - 5

15.1 Clearing accounts

Clearing accounts: Income tax - 2Clearing accounts: Pension fund - 3total 15 - 5



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16. net CaSH floW aVailaBle from operatinG aCtiVitieS

note 2012/13 2011/12R’000 R’000

Net surplus as per Statement of Financial Performance 7 720 20 709Add back non cash/cash movements not deemed operating activities 89 160 82 112(Decrease)/Increase in receivables – current 1 659 (657)Increase in prepayments and advances (48) (1 876)Decrease in other current assets 2 689 1 606Decrease in payables – current (5) (2 799)Proceeds from sale of capital assets (3) (25)Expenditure on capital assets 104 897 94 604Surrenders to Revenue Fund (35 884) (18 461)Own revenue included in appropriation 15 855 9 720

Netcashflowgeneratedbyoperatingactivities 96 880 102 821

17. reConCiliation of CaSH anD CaSH eQuiValentS for CaSH floW purpoSeS

Consolidated Paymaster-General account 5 783 14 151Cash on hand 95 144total 5 878 14 265



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18. ContinGent liaBilitieS anD ContinGent aSSetS

note 2012/13 2011/12R’000 R’000

18.1 Contingent liabilities

liable to natureHousing loan guarantees Employees Annex 3A 13 13Claims against the department Annex 3B 70 948Intergovernmentalpayables(unconfirmedbalances) Annex 5 57 30total 140 991

19. CommitmentS

Current expenditureApproved and contracted 1 730 2 877Approved but not yet contracted 392 318

2 122 3 195Capital expenditureApproved and contracted 54 254 51 857Approved but not yet contracted 541 476 292 325

595 730 344 182total Commitments 597 852 347 377

The capital expenditure commitments of R541 476 run over a period of three years.

20. aCCrualS

Listedbyeconomicclassification30 Days 30+ Days total total

Goods and services 1 256 1 018 2 274 819Capital assets 6 112 99 6 211 617total 7 368 1 117 8 485 1 436

listed by programme levelProgramme 1:Administration 965 539Programme 2: Cultural Affairs 6 574 638Programme 3: Library and Archive Services 185 257Programme 4: Sport and Recreation 761 2

total 8 485 1 436

Confirmedbalanceswithotherdepartments Annex 5 22 21Confirmedbalanceswithothergovernmententities Annex 5 669 462total 691 483


DiSCloSure noteS to tHe annual finanCial StatementSfor the year ended 31 march 2013

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21. emploYee BenefitS

note 2012/13 2011/12R’000 R’000

Leave entitlement 6 403 6 467Service bonus (Thirteenth cheque) 4 738 4 446Performance awards 1 082 -Capped leave commitments 4 251 4 375total 16 474 15 288

22. leaSe CommitmentS

2012/13

Specialised military

equipmentland

Buildings and otherfixedstructures

machinery and equipment total

R’000 R’000 R’000 R’000 R’000

22.1 operating leases expenditure

Not later than 1 year - - - 1 848 1 848Later than 1 year and not later than 5 years

- - - 2 656 2 656

Laterthanfiveyears - - - 33 33total lease commitments - - - 4 537 4 537

2011/12Not later than 1 year - - - 1 310 1 310Later than 1 year and not later than 5 years

- - - 1 576 1 576

Laterthanfiveyears - - - 41 41total lease commitments - - - 2 927 2 927

22.2 finance leases expenditure

Not later than 1 year - - - 2 110 2 110Later than 1 year and not later than 5 years

- - - 1 246 1 246

total lease commitments - - - 3 356 3 356

2011/12Not later than 1 year - - - 371 371total lease commitments - - - 371 371Less:financecosts - - - 109 109Total present value of lease liabilities - - - 262 262



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23. reCeiVaBleS for Departmental reVenue

note 2012/13 2011/12R’000 R’000

Sales of goods and services other than capital assets 23.1 - -total - -

23.1 analysis of receivables for departmental revenue

Opening balance - 501Less: Amounts received - 501Closing balance 23 - -

24. irreGular expenDiture24.1 reconciliation of irregular expenditure

Opening balance 12 040 53 205Add: Irregular expenditure – relating to current year 2 414 39 336Less: Amounts condoned (7 665) (80 501)irregular expenditure awaiting condonation 6 789 12 040

AnalysisofawaitingcondonationperageclassificationCurrent year 1 485 5 462Prior years 5 304 6 578total 6 789 12 040



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24.2 Details of irregular expenditure – current year

incident Disciplinary steps taken/criminal proceedings2012/13

R’000

Non-compliance with Supply Chain Management policy and procedures, such as procuring services of various newspapers without placing orders.

Investigations in progress. 641

Non-compliance with Basotho Cultural Village (BCV) petty cash policy, such as paying for casual labour.

Condoned in line with the irregular expenditure delegations.

No one found liable in law in terms of Treasury Regulation 12.2.1.

400

Contractors and consultants appointed by the imple-mentation agent (Public Works) without following SCM procedures.

Service rendered by an agent. No disciplinary action.

320

Contractors and consultants appointed by the imple-mentation agent (Public Works) without following SCM procedures.

Investigation in progress 1 053

total 2 414

24.3 Details of irregular expenditure condoned

incident Condoned by (condoning authority)2012/13

R’000Non-adherence to Supply Chain Management proce-dures when acquiring goods and services; one was duplicated

Liability committee and the Liability Sub-committee asdelegatedbytheAccountingOfficerintermsofthe irregular expenditure policy.

555

Increase in transfer payments without prior approval by Provincial Treasury

Provincial Treasury 84

Contractors and consultants appointed by the imple-mentation agent (Public Works) without following Supply Chain Management procedures.

Head of Department after condonement by Head of Department of Public Works.

3 583

Tsa Setso Craft Programme Head of Department 1 378

Non-compliance with Basotho Cultural Village petty cash policy.

Liability Sub-committee as delegated by the Ac-countingOfficer in termsof the irregularexpendi-ture policy.

1 123

2012/2013

Non-adherence to Supply Chain Management proce-dures when acquiring goods and services.

Liability committee and the Liability Sub-committee asdelegatedbytheAccountingOfficerintermsofthe irregular expenditure policy.

222

Non-compliance with Basotho Cultural Village petty cash policy.

Liability Sub-committee as delegated by the Ac-countingOfficer in termsof the irregularexpendi-ture policy.

400

Contractors appointed by Public Works. Head of Department after condonement by Head of Department of Public Works.

320

total 7 665



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24.4 Details of irregular expenditures under investigation

incident2011/12Unsolicited Bid 5 304Non-compliance with Supply Chain Management processes 432Non-compliance with Supply Chain Management processes by the implementation agent (Public Works)

1 053

total 6 789

25. fruitleSS anD WaSteful expenDiture

note 2012/13 2011/12R’000 R’000

25.1 reconciliation of fruitless and wasteful expenditure

Opening balance 1 078 193Fruitless and wasteful expenditure – relating to prior year 1 996 -Fruitless and wasteful expenditure – relating to current year 372 885Less: Amounts resolved (1 078) -fruitless and wasteful expenditure awaiting resolution 2 368 1 078

R1.996millionofprioryearrelatestofruitlessexpenditureasidentifiedbytheforensicinvestigationoftheCraftDevelopmentProgramme.

25.2 Analysisofawaitingresolutionpereconomicclassification

Current 2 368 1 078total 2 368 1 078



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25.3 AnalysisofCurrentyear’sfruitlessandwastefulexpenditure

incident Disciplinary steps taken/criminal proceedings 2012/13R’000

Interest charged on late payment to Government Employees Pension Fund (GEPF)

Under investigation 372

total 372

26. relateD partY tranSaCtionS• OfficebuildingsoccupiedbytheDepartmentandpaidbytheDepartmentofPublicWorks.• Administrative work done by the Department of Public Works in administering infrastructure projects of the Department,

ofwhichthecostcannotbequalified.• Fees paid by the Provincial Treasury for the transversal systems on behalf of the Department, of which the amount

cannotbequantified.• ExpensespaidbytheDepartment,ofwhichtheamountcannotbequantified,forsecretarialsupporttothefollowing

entities:- Provincial Arts and Culture Council- Provincial Geographical Names Committee- Provincial Heritage Resource Authority

27. KeY manaGement perSonnel

no. of individuals

2012/13 2011/12R’000 R’000

Politicalofficebearers(providedetailbelow) 1 1 652 1 566Officials:

Level 15 to 16 1 1 548 6 159Level 14 (incl. CFO if at a lower level) 5 4 463 3 459

total 7 663 11 184

28. impairment

note2012/13 2011/12R’000 R’000

Debtors 268 1 011total 268 1 011

Comparativefigureshavebeenrestatedfordebtors,beingpotentiallyirrecoverabledebts(R1.011million),whichweredisclosedas part of provision during 2011/12, to be disclosed as Impairment.



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29. moVaBle tanGiBle Capital aSSetS

moVement in moVaBle tanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2013

opening balance

Curr Year Adjust-mentsto

prior year balancesadditions Disposals Closing

Balance

R’000 R’000 R’000 R’000 R’000

HeritaGe aSSetS 316 (149) 48 - 215Heritage assets 316 (149) 48 - 215

maCHinerY anD eQuipment44 111 4 848 13 457 1 356 61 060

Transport assets 10 - 1 151 1 151 10Computer equipment 8 658 (31) 2 175 181 10 621Furnitureandofficeequipment 7 856 34 480 20 8 350Other machinery and equipment 27 587 4 845 9 651 4 42 079

total moVaBle tanGiBle Capital aSSetS 44 427 4 699 13 505 1 356 61 275

Note

The current year adjustment to prior year balances for other machinery and equipment include R4.703 million for library materials withvaluesmorethanR5000peritem,whicharenowdisclosedaspartofassets.ThecomparativefiguresforLibraryMaterialsare disclosed in Annexure 9A.



154

par

t e

29.1 additions

aDDitionS to moVaBle tanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2013

Cash non-cash

(Capital Work in progress current costsandfinance

lease payments)

received current, not paid

(paid current year, received prior

year)

total

R’000 R’000 R’000 R’000 R’000

HeritaGe aSSetS 48 - - - 48Heritage assets 48 - - - 48

maCHinerY anD eQuipment 14 228 410 (1 190) 9 13 457

Transport assets 1 151 - - - 1 151Computer equipment 1 880 286 - 9 2 175Furnitureandofficeequipment 310 170 - - 480Other machinery and equipment 10 887 (46) (1 190) - 9 651

total aDDitionS to moVaBle tanGiBle Capital aSSetS 14 276 410 (1 190) 9 13 505

29.2 Disposals

DiSpoSalS of moVaBle tanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2013

Sold for cash

transfer out or destroyed or scrapped

total disposals

Cash received

actualR’000 R’000 R’000 R’000

maCHinerY anD eQuipment - 1 356 1 356 3Transport assets - 1 151 1 151 -Computer equipment - 181 181 -Furnitureandofficeequipment - 20 20 -Other machinery and equipment - 4 4 3

total DiSpoSal of moVaBle tanGiBle Capital aSSetS - 1 356 1 356 3



155

fina

nC

ial Statem

entS

29.3 movement for 2011/12

moVement in moVaBle tanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2012

opening balance additions Disposals Closing

balanceR’000 R’000 R’000 R’000

HeritaGe aSSetS 55 261 - 316Heritage assets 55 261 - 316

maCHinerY anD eQuipment 33 348 13 205 2 442 44 111Transport assets 45 1 078 1 113 10Computer equipment 8 041 1 096 479 8 658Furnitureandofficeequipment 7 015 900 59 7 856Other machinery and equipment 18 247 10 131 791 27 587

total moVaBle tanGiBle aSSetS 33 403 13 466 2 442 44 427

29.4 minor assets

moVement in minor aSSetS per tHe aSSet reGiSter for tHe Year enDeD 31 marCH 2013

Specialised military assets

intangible assets

Heritage assets

machinery and

equipment

Biological assets total

R’000 R’000 R’000 R’000 R’000 R’000

Opening balance - 252 1 023 25 505 - 26 780Curr Year Adjustments to Prior Year balances - - 307 114 074 - 114 381Additions - 185 3 8 718 - 8 906Disposals - - (2) (3 137) - (3 139)total minor aSSetS - 437 1 331 145 160 - 146 928

Included in total minor assets (machinery and equipment) is library material to a value of R118.436 million. No provision is made for projected losses of library material between the stocktaking dates and 31 March 2013, which are projected to amount to R1.765 million.

Number of R1 minor as-sets - - 484 549 37 381 - 521 930Number of minor assets at cost - 1 460 14 464 2 372 122 - 2 388 046total numBer of minor aSSetS - 1 460 499 013 2 409 503 - 2 909 976



156

par

t e

Included in Total number of minor assets (machinery and equipment) is 2 339 477 library material items (of which 37 381 has a carrying value of R1 per item). No provision is made for projected losses of library material items between the stocktaking dates and 31 March 2013, which are projected to comprise 39 993 items.

Note

The current year adjustment to Prior Year balances for total minor assets include R114.240 million for library materials (of which R0.151millionwasreclassifiedasheritageassets)withvaluesoflessthanR5000peritem,whicharenowdisclosedaspartofminorassets.ThecomparativefiguresforLibraryMaterialsaredisclosedinAnnexure9B.

moVement in minor aSSetS per tHe aSSet reGiSter for tHe Year enDeD 31 marCH 2012


intangible assets

Heritage assets

machinery and

equipment


R’000 R’000 R’000 R’000 R’000 R’000Opening balance - 121 931 23 318 - 24 370Additions - 131 99 3 263 - 3 493Disposals - . 7 1 076 - 1 083total minor aSSetS - 252 1 023 25 505 - 26 780

Number of R1 minor assets - - 460 375 - - 460 375Number of minor assets at cost - 147 10 959 34 590 - 45 696total numBer of minor aSSetS - 147 471 334 34 590 - 506 071

29.5 movable assets written off

moVaBle aSSetS Written off for tHe Year enDeD 31 marCH 2013


intangible assets

Heritage assets

machinery and

equipment


R’000 R’000 R’000 R’000 R’000 R’000

Assets written off- - - 4 967 - 4 967

total moVaBle aSSetS Written off - - - 4 967 - 4 967

moVaBle aSSetS Written off for tHe Year enDeD 31 marCH 2012

Assets written off - - - 23 - 23total moVaBle aSSetS Written off - - - 23 - 23

Includedinthemovableassetswrittenoffisthelibrarymateriallosses,mainlyasaresultofshortagesidentifiedduringtheannualstocktakings, of R3.865 million.



157

fina

nC

ial Statem

entS

30. intanGiBle Capital aSSetS

moVement in intanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2013

opening balance

Current Year Adjustmentsto prior year

balances

additions Disposals Closing Balance

R’000 R’000 R’000 R’000 R’000

Computer SoftWare 1 248 - 341 - 1 589

total intanGiBle Capital aSSetS 1 248 - 341 - 1 589

30.1 additions

aDDitionS to intanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2013

Cash non-Cash

(Development work in prog-

ress – current costs)

received current year,

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prior year)

total

R’000 R’000 R’000 R’000 R’000

Computer SoftWare 341 - - - 341

total aDDitionS to intanGiBle Capital aSSetS 341 - - - 341


moVement in intanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2012opening balance additions Disposals Closing

balanceR’000 R’000 R’000 R’000

Computer SoftWare 395 853 - 1 248

total intanGiBle Capital aSSetS 395 853 - 1 248



158

par

t e

31. immoVaBle tanGiBle Capital aSSetS

moVement in immoVaBle tanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2013

opening balance

Curr Year Adjustmentsto prior year

balances

additions Disposals Closing Balance

R’000 R’000 R’000 R’000 R’000

BuilDinGS anD otHer fixeD StruCtureS - 29 029 7 442 36 471 -Non-residential buildings - 29 029 7 442 36 471 -

total immoVaBle tanGiBle Capital aSSetS - 29 029 7 442 36 471 -

Currentyearadjustmentstoprioryearbalancesrelatedtopaymentsforinfrastructureprojectsduringthepreviousfinancialyearwhich are included in the immovable assets transferred out to Department Public Works and municipalities

additions

31.1 additions to immovable tangible capital assets per asset register for the year ended 31 march 2013

Cash non-cash

(Capital Work in progress

current costs andfinance

lease pay-ments)

received cur-rent, not paid(paid current

year, received prior year)

total

R’000 R’000 R’000 R’000 R’000

BuilDinG anD otHer fixeD StruCtureS 90 279 - (82 837) - 7 442Non-residential buildings 90 279 - (82 837) - 7 442

total aDDitionS to immoVaBle tanGiBle Capital aSSetS 90 279 - (82 837) - 7 442



159

fina

nC

ial Statem

entS

Disposals

31.2 Disposals of immovable tangible capital assets per asset register for the year ended 31 march 2013

Sold for cash

transfer out or destroyed or scrapped

total disposals

Cash received

actualR’000 R’000 R’000 R’000

BuilDinGS anD otHer fixeD StruCtureS - 36 471 36 471 -Non-residential buildings - 36 471 36 471 -

total DiSpoSalS of immoVaBle tanGiBle Capital aSSetS - 36 471 36 471 -


moVement in immoVaBle tanGiBle Capital aSSetS per aSSet reGiSter for tHe Year enDeD 31 marCH 2012

opening balance additions Disposals Closing

balanceR’000 R’000 R’000 R’000

BuilDinGS anD otHer fixeD StruCtureS 4 642 9 126 13 768 -Non-residential buildings 4 642 9 126 13 768 -

total immoVaBle tanGiBle Capital aSSetS 4 642 9 126 13 768 -



160

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annexure 5inter-government payables

GoVernment entitY

Confirmedbalanceoutstanding

Unconfirmedbalanceoutstanding total

31/03/2013 31/03/2012 31/03/2013 31/03/2012 31/03/2013 31/03/2012

R’000 R’000 R’000 R’000 R’000 R’000

DepartmentS

Current

Human Settlement 10 - - 10 10 10

Premier, Free State 12 5 - - 12 5

Social Development - 16 - - - 16

South African Police Services - - - 7 - 7

SAPS - - 13 - 13 -

Gauteng Department of Education - - 14 - 14 -

Department of Water Affairs - - 15 - 15 -

Department of Justice - - 10 - 10 -

total Departments 22 21 52 17 74 38

otHer GoVernment entitY

Current

Government Motor Transport 669 462 5 13 674 475

total other Government entities 669 462 5 13 674 475

total inter GoVernmental paYaBleS 691 483 57 30 748 513

Not included in the payables above is the claim of R300 296 due to the Department of the Premier, that paid on 28 March 2013 but which was received by the latter Department after year-end.

*Unaudited



an

nexu

reS

173

annexure 6inventory

note2012/13 2011/12

Quantity R’000 Quantity R’000

Opening balance 147 307 2 841 99 784 2 520

Add/(Less): Adjustments to prior year balances 141 989 14 598 400 005 14 294

(Less): Issues (212 085) (15 507) (352 482) (13 973)

Add/(Less): Adjustments (13) (42) - -

Closing balance 77 198 1 890 147 307 2 841

*Unaudited



par

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174

annexure 7movement in capital work-in-progress

moVement in Capital WorK-in-proGreSS for tHe Year enDeD 31 marCH 2013

opening balance

Current Year Capital Wip

Completed assets

Closing balance

R’000 R’000 R’000 R’000

BuilDinGS anD otHer fixeD StruCtureS 104 797 90 279 36 471 158 605

Non-residential buildings 104 797 90 279 36 471 158 605

total 104 797 90 279 36 471 158 605

*Unaudited



an

nexu

reS

175

annexure 8ainter-entity advances paid (note 11)

Confirmedbalanceoutstanding

Unconfirmedbalanceoutstanding total

31/03/2013 31/03/2012 31/03/2013 31/03/2012 31/03/2013 31/03/2012

R’000 R’000 R’000 R’000 R’000 R’000

otHer inStitutionS

Independent Development Trust (IDT) 1 924 - - - 1 924 -

Government Motor Transport (GMT) - 1 876 - - - 1 876

total 1 924 1 876 - - 1 924 1 876

*Unaudited



par

t f

176

annexure 9aLibrarymaterials(majorassets)

note 2011/12

R’000

Majorassets

Opening balances 3 430

Add/(Less): Adjustment to prior year balances 1

Add: Additions/Purchases – Cash 1 375

(Less): Disposals (103)


Duringthe2011/12financialyearthecomparativefiguresfor2010/11wererestatedasaresultofreclassificationofLibraryMa-terials from Inventory to Assets (major and minor). Instead of inclusion in the disclosure note as part of assets, library materials were disclosed in this separate annexure in terms of an abridging arrangement with the National Treasury. The library material movements, including opening balance, during 2012/13 are now disclosed as part of tangible major assets in Disclosure note 29.

reconciliation with the Statement of financial performance

Payment for capital assets: tangible assets – Machinery and Equipment 13 865

Disclosure note 29 14 250

Non-cash additions (1 609)

Finance lease payments 1 326

Received amount, not paid (1 477)

Additions: Cash 12 490

Annexure 9A 1 375

payment for capital assets: tangible assets – machinery and equipment 13 865

*Unaudited



an

nexu

reS

177

annexure 9Blibrary materials (minor assets)

2011/12

R’000

minor assets

Opening balances 102 231

Add/(Less): Adjustment to prior year balances 2 342

Add: Additions 11 079

(Less): Disposals (1 412)


Assets written off (included in disposals) 4 755

Quantity

Total number of assets 2 328 962

During the2011/12 financial year the comparative figures for 2010/11were restatedas a result of reclassification of LibraryMaterials from Inventory to Assets (major and minor). Instead of inclusion in the disclosure note as part of assets, library materials were disclosed in this separate annexure in terms of an abridging arrangement with the National Treasury. The library material movements, including opening balance, during 2012/13 are now disclosed as part of tangible minor assets in Disclosure note 29.4.

*Unaudited



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t f

178

noteS

an

nexu

reS

179

noteS

par

t f

180

noteS

an

nexu

reS

181

noteS

par

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182

noteS

an

nexu

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noteS

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noteS

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