STANDING COMMITTEE ON PUBLIC ACCOUNTS (SCOPA)

BUSINESS PLAN FOR YEAR 2005/6

 

 

MISSION:

Guided by the Constitution and the rules of Parliament, SCOPA will promote effective and efficient financial management of, and the accountability for, all matters concerning public finance. To this end it will exercise a rigorous oversight role to ensure maximum value for each taxpayer rand in such a way that it contributes towards the improvement in the quality of life of all South Africans.

 

 

GOALS:

For SCOPA to earnestly pursue its MISSION this year, it has as its four overriding goals:

 

to cover a greater volume of work which is of relevance to its MISSION. This in terms of the number of state related bodies and finance-related issues it actively exercises oversight over.

 

to strengthen the qualitative aspects of its investigative work. This in order to more fully understand and more fully respond to existing areas of financial management weakness and under-performance.

to increase the consistency, regularity and assertiveness of follow-up actions where corrective action has been deemed necessary.

to more assertively and creatively influence improvements in financial management, wherever this might be necessary in the broader public sector.

 

 

THE "BUSINESS PLAN" (12 areas of action)

In order to achieve its goals, SCOPA has to significantly increase its work capacity and its range of relevant abilities. This is to be achieved by engaging the aims, which constitute this business plan. In general terms these business plan, and aims which underpin it, seek to achieve the following :

- an improved rolling annual plan;

- improved knowledge and skills;

- improved support from the secretariat and a research resource;

- improved relationships with relevant role players; and

- improved self appraisal of performance.

 

Towards covering a greater volume of relevant work :

* AIM

1 : The Committee’s main focus is to process all Auditor-General’s reports tabled in the National Assembly.

ACTION : Each report to be allocated to a SCOPA work-group (see annexure A and annexure B) and scheduled into SCOPA’s work programme for the year (see annexure C). These work-groups to follow the prescribed method of work (see annexure J).

AIM 2 : To monitor and promote each of the main financial management themes which transverse state departments and institutions (see annexure E).

ACTION : As each work-group processes the Auditor-General reports assigned to it, in its report-back to SCOPA it will always comment against these key themes/issues of financial management. The Secretariat will, in a separate register, record these comments (by institution and by theme). This will produce a bigger picture of the state of Financial Management from which SCOPA can monitor progress and motivate action through the National Treasury. (See annexure E).

 

* AIM 3 : To undertake where necessary or appropriate various studies Or investigations concerning the financial management and Use or misuse of material sums of public finance (see annexure F).

ACTION: These investigations/ studies will be assigned to individual

Work Groups See (annexure B), who together with the SCOPA researcher will undertake the required study. Such studies will be factored into SCOPA’s work programme (see annexure C).Upon completion the report of such investigation will be tabled in Parliament.

 

AIM 4 : To actively promote the successful implementation of the Public Finance Management Act and the accompanying Treasury Regulations.

ACTION : This, by becoming knowledgeable about the content of this Act and its applications (see annexure F), by including this as an item of necessary education on SCOPA’s work programme (see annexure C). To remain in regular communication with the National Treasury throughout the I mplementation stages of the Act, and to advise and encourage urgency whenever necessary. To monitor the preparedness, progress and application, regarding the provisions of the new Act, in all within all state institutions.

 

b) Towards a more thorough and rigorous engagement of its work :

 

AIM 5 : To employ a more effective method of work.

ACTION : Through the introduction of a new method of work, which not only allows for SCOPA to process more work, but also for it to process its work more thoroughly – also through greater empowerment of individual SCOPA members. The new method of work will also introduce a more rigorous follow-up system (see annexures C and I). This change is also intended to strengthen members independence.

 

AIM 6 : To employ a more sophisticated planning approach and use of time.

ACTION : Again by way of the new method of work (see annexure J) and work programming approach (see annexure C).

 

AIM 7 : To improve the knowledge, understanding and skills of Members (see Annexure G).

ACTION : Members to become increasingly conversant and proficient through the holding of lectures by experts in relevant fields, study courses, the development of a SCOPA handbook, overseas study tours, visits to government departments and through interactions with the SCOPA researcher/s, the Auditor-General’s office, IPFA and APAC.

 

AIM 8 : To improve the support given by SCOPA’s Secretariat.

ACTION : Through commitment to the provision of a necessary range of services and service standards. (see Annexure I). To assist and support the Secretariat directly and/or through the Committee Section - towards establishing these services and standards.

 

AIM 9 : To establish and maintain SCOPA research capacity.

ACTION : By pursuing the necessary funding from Parliament, local and international sources for the employment of two suitably qualified analysts/researchers. These researchers to assist Members with analysis of A.G. reports, development of SCOPA recommendations and with the formulation and carrying out of other SCOPA studies (see Annexures E and F).

 

AIM 10 : To obtain maximum media coverage of SCOPA activities. This to keep the general public informed about their finance-related interests which are managed by the state. Through the threat of negative publicity to deter all those in government who are there to serve their own interests, and through the reward of positive coverage to encourage those who are there to serve the public interest.

 

ACTION : To promote an open, honest and interactive relationship with all members of the media. To always be accessible to them and to get to know their reporting needs. To develop a common understanding of our joint role in serving a large and important area of public interest.

 

AIM 11: To pursue a strong- follow-up of all SCOPA ,

resolutions/recommendations requests for information etc. until satisfactorily responded to on a timeous basis.

ACTION : This will be enforced by the introduction of the new Method of Work (see annexure J), the new approach to setting SCOPA’s yearly programmes of work (see annexure C) and the management of its STATUS report.

 

c) Towards an evaluation of SCOPA’s performance:

AIM 12: To develop and set performance criteria which are aligned to SCOPA’s Stated aims - in order that SCOPA’s effectiveness can be evaluated. Besides indicating any SCOPA progress, such evaluation would also serve to highlight any weaknesses and/or opportunities to which SCOPA could positively respond.

ACTION : Performance criteria will be established against which each area of action prescribed in this business plan can be appraised. (see annexure K). The publication of SCOPA’s Annual Report (see annexure C), will, from the end of year 2002, include the results of each years performance evaluation of SCOPA.

 

 

ANNEXURE A.

ASSIGNMENT OF MEMBERS TO WORK-GROUPS

 

WORK-GROUPS

1: Group 1

Mr. P Gerber (Convener)

Mr. D Gumede

Mr. S Ndou

Dr. G Koornhof

Mr. G Madikiza

Mr. R Mofokeng

Dr. S Van Dyck

Dr. G Woods

 

2: Group 2

Ms. L Mabe (convener)

Mr. B Kannemeyer

Mr. F Beukman

Mr. V Smith

Mr. S Ndou

Mr. E Trent

Mr. C Wang

Ms. L Mashiane

 

 

 

ANNEXURE B.

Report Name

COMMUNICATION

ICASA

National Electronic Media Institute of SA

SA Post Office

SABC

SENTECH

Telkom

Universal Service Agency and Fund

CORRECTIONAL SERVICES

EDUCATION

Certification Council for Technikon Education

Council on Higher Education

Education Labour Relations Council

National Student Financial Aid Scheme

SA Certification Council

SA Council for Educators

SAQA

GCIS

HEALTH

Compensation Commissioner

Council for Medical Schemes

Health Donations Fund

Health Professions Council

King George V Silver Jubilee Fund

Mines and Works Compensation Fund

SA National Health Labrotory Service

Nursing Council

Pharmaceutical Council

SA Medical Research Council

SA National Blood Service

HOME AFFAIRS

Film and Publication Board

Government Printing Works (PTA)

Government Printing Works (Umtata)

Independent Electoral Commission

Represented Political Parties Fund

Imigrants Selection Board

National Film Board

HOUSING

National Home Builders Registration Council

National Housing Finance Corporation

National Urban Reconstruction and Housing Agency

Rent Control Board

SA Council for Architects

SA Housing Fund

SA Housing Trust Limited

Servcon Housing Solutions

Social Housing Foundation

Thubelisha Home

JUSTICE AND CONSTITUTIONAL DEVELOPMENT

Commision on Gender Equality

Directorate Special Operations

Guardian's Fund

Human Rights Commission

Judicial Service Commission

Legal Aid Board

Monies inTrust

National Prosecuting Authority

President's Fund

Public Protector

SA Law Commission

Special Investigating Unit

Truth and Reconciliation Commission

PARLIAMENT

PRESIDENCY

Commission for Promotion and Protection of the Rights of Cultural, Religions and Linguistic Communities

Commission on the Remuneration of persons holding public Office

National Youth Commission

PROVINCIAL AND LOCAL GOVERNMENT

Local Authorities Loan Fund

Municipal Demarcation Board

Municipal Infrastructure Investment Unit

SA Local Government Association (SALGA)

Training Fund for Local Government Bodies

PUBLIC SERVICE AND ADMINISRATION

SITA

PUBLIC SERVICE COMISSION

SAMDI

Training Trading Account

SOCIAL DEVELOPMENT

Disaster Relief Fund

High School Vorentoe Disaster Fund

National Development Agency

Refugee Relief Fund

Social Relief Fund

State President Fund

SPORT AND RECREATION SOUTH AFRICA

Boxing SA

Central Drug Authority

South African Institute for Drug-Free Sport

SA Sports Commission

STATISTICS SA

Marketing and Dissemination Trading Account

WATER AFFAIRS AND FORESTRY

Water Trading Account

Industrial Plantations Trading Account

Equipment Account

National Forest Recereation and Acess Trust

Financial year of all Water Boards to be confirmed

Albany Coast Water Board

Amatola Water Board

Bloem Water

Bushbuckridge Water Board

Erf 706 Rietfontein

Ikangala Water

Kalahari East Water Board

Kalahari West Water Board

Komati River Basin Water Authority

Lepelle Northern Water

Magalies Water

Mhlathuze Water

Namakwa Water

North West Water Supply Authority Board

Overberg Water

Pelladrift Water Board

Rand Water

Sedibeng Water

Trans-Caledon Tunnel Authority

Umgeni Water

Water Research Commission

ANNEXURE C

PROVISIONAL PROGRAMME: 2005/6

JANUARY 2005

WORKSHOP VENUE: Strand Beach Hotel

18

Tuesday

SCOPA Workshop

09:00 – 11:00 Discussions: Business Plan

11:00 – 11:15 Tea Break

11:15 – 13:00 Adoption of the new method of work

13:00 – 14:00 Lunch

14:00 – 16:30 Adoption of SCOPA Business Plan

16:30 – 17:30 Treasury

16:30 – 22:00 Social Dinner

19

Wednesday

SCOPA Workshop

08:30 – 13:00 Groups Work Session

Work Programme Discussion

13:00 – 14:00 Lunch

14:00 – 16:30 Plenary

Report back by groups on reports allocated to them (Categorization of reports e.g. A, B & C)

Work Programme update

18:00 – 20:00 Dinner

Guest Speaker: Speaker of the National Assembly:

20

Thursday

SCOPA Workshop

09:00 – 13:00 Consideration and adoption of the following reports

Annual Report

Finalisation of outstanding issues

25

Tuesday

09:00 - 11:00 Group meetings

11:00 - 12:00 Group meetings

12:00 – 12:30 Group meetings

26

Wednesday

09:00 – 11:00 Group meetings

11:00 - 13:00 Plenary

Adoption of draft resolutions

Outstanding Resolutions on Unauthorized expenditures

Work Programme update

FEBRUARY 2005

     

1

Tuesday

Groups 09:00 – 12:00

Plenary 12:00 – 13:00

2

Wednesday

Plenary 09:00-12:00

8

Tuesday

Groups: 09:00-12:00

9

Wednesday

Public Hearing

15

Tuesday

Groups meeting : 09:00-12:00

Plenary: 12:00-13:00

16

Wednesday

Public Hearing: 09:00-13:00

22

Tuesday

Groups Meeting: 09:00-12:00

Plenary: 12:00-13:00

23

Wednesday

09:00 - 11:00 Group meetings

A-G’s Briefing on Parliament Report Group 2

11:00 - 12:00 Report back to plenary

12:00 – 12:30 Report back by chairperson

25

Friday

Oversight Visit to Department of Justice (Masters Office: Pretoria) Group 1

Oversight Visit to Durban Harbour (Group 2)

     

MARCH 2005

1

Tuesday

09:00 - 11:00 Group meetings

A-G’s Briefing on Defence Report Group 1

11:00 - 13:00 Report back to plenary

2

Wednesday

Hearing: 09:00-13:00

8

Tuesday

09:00 - 11:00 Group meetings

Preparation for Home Affairs Hearing Group 2

A-G’s Briefing on SARS Report Group 1

11:00 - 12:00 Report back to plenary

Plenary Preparation for Home Affairs Hearing Group 2

12:00 – 12:30 Report back by chairperson

9

Wednesday

09:00 – 13:00 Plenary

Home Affairs Hearing Group 2

15

Tuesday

09:00 - 11:00 Group meetings

Preparation for SARS Hearing Group 1

11:00 - 12:00 Report back to plenary

Plenary Preparation for SARS Hearing Group 1

12:00 – 12:30 Report back by chairperson

16

Wednesday

09:00 – 13:00

SARS Hearing Group 1

22

Tuesday

09:00 - 11:00 Group meetings

Adoption of Resolutions

11:00 - 13:00 Report back to plenary

General Report of the Auditor-General on Audit outcomes for year ended 31 March 2002

Activity Report of the A-G for year ended 31 March 2002

Tabling of Resolutions

 

23

Wednesday

09:00 – 13:00 Plenary

Hearing on the Auditor-General’s General Report.

29

 

 

 

30

 

Tuesday

 

 

 

Wednesday

09:00-12:00 Groups

12:00-13:00 Plenary

 

09:00-13:00 Hearing

 

 

APRIL 2005

05

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

06

Wednesday

09:00 – 13:00

Hearing on THETA Report.

12

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

13

Wednesday

09:00 – 13:00 Plenary

19

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

20

Wednesday

Plenary

26

 

27

 

Tuesday

 

 

 

Wednesday

09:00-13:00

Group meetings

Hearing

29

Friday

Oversight Visit to the Department of Correctional Services (Bloemfontein: Group 1)

Oversight visit to Department of Defence (Pretoria)

MAY 2005

1

Thursday

Public Holiday – Worker’s Day

     

17

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

18

Wednesday

09:00 – 13:00 Plenary

Adoption of resolutions

 

24

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

25

Wednesday

09:00 – 13:00 Plenary

Adoption of resolutions

31

Tuesday

09:00 –13: 00

Group Meetings

JUNE 2005

     

1

Wednesday

09:00 - 13:00 Plenary

7

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

8

Wednesday

Hearing: 09:00-13:00

14

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

15

Wednesday

09:00 – 13:00 Plenary

21

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

22

Wednesday

09:00 – 13:00 Plenary

24

Friday

Oversight Visits to Department of Home Affairs (Regional Offices: Johannesburg)

Constituency period begins

JULY 2005

22

Friday

Constituency period ends

 

26

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

27

Wednesday

09:00 – 13:00 Plenary

AUGUST 2003

1-5

 

Members’ Training

9

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

10

Wednesday

09:00 – 13:00 Plenary

16

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

17

Wednesday

09:00 – 13:00 Plenary

23

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

24

 

30

 

 

 

 

31

Wednesday

 

Tuesday

 

 

 

 

Wednesday

09:00 – 13:00 Plenary

 

09:00-12:00

Groups meeting

12:00 – 13:00

Plenary

 

09:00-13:00

Plenary

SEPTEMBER 2005

6

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

7

Wednesday

09:00 – 13:00 Plenary

13

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

14

Wednesday

09:00 – 13:00 Plenary

20

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

21

Wednesday

09:00 – 13:00 Plenary

27

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

28

Wednesday

Plenary 09:00- 13:00

30

Friday

Oversight Visit to the Offices of the Road Accident Fund (Pretoria) Group 1

Oversight Visit to Department of Public Works (Group 2) Pretoria

Constituency Period begins

OCTOBER 2003

7

Friday

Constituency period ends

11

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

12

Wednesday

09:00 – 13:00 Plenary

17-19

Monday & wednesday

APAC skills training

21

Friday

Oversight Visit to the Offices of the Public Investment Commissioners: Pretoria.

25

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

26

Wednesday

09:00 – 13:00 Plenary

NOVEMBER 2003

1

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

2

Wednesday

09:00 – 13:00 Plenary

8

Tuesday

09:00 - 11:00 Group meetings

11:00 - 13:00 Report back to plenary

 

9

Wednesday

09:00 – 13:00 Plenary

Adoption of the Committee Annual Report

Finalisation of outstanding matters

15 -

 

International Study tour to Canada

21

Monday

Constituency period begins

DECEMBER 2003

9

Friday

Constituency period ends

ANNEXURE D.

SCOPA ANNUAL REPORT – FRAMEWORK

Content

The Committee and its Sub-Committees

Composition

Functions

Support

Administrative

Personal

Research

Statistics

Committee sittings

Attendance of members

Reports, Papers produced

Any other

Deliberations

Legislation and related matters

National Policy – Green Paper, White Paper, Committee Policy Documents

Delegated Legislation

Departmental Budget

any other

Appearance before Committee

National Minister or Deputy Minister

Departmental officials

C.E.Os of Statutory Bodies and Public Entities

any other

Review/ analysis/Scrutiny

Annual reports

Auditor-General’s report/s

Papers, Reports referred to the Committee in ATCs

Any other

Briefings

Public Hearings/ Fact Finding / Investigations

Visits

National

International

Tabling Reports Any other

Public Participation activities / Interaction with institutions etc.

12. Review of year’s work – Recommendation/s and conclusions

(Performance evaluation to be introduced at the end of year 2005)

 

 

 

 

ANNEXURE E

MAIN TRANSVERSAL FINANCIAL MANAGEMENT THEMES/ISSUES

Internal Control

internal audit

audit committees

internal prescripts

Cash Management

Working Capital

stocks and stores

debtors

Quality of accounting work

Timely completion of accounting deadlines

Monthly bank reconciliations

Use of suspense accounts

Asset registers

Capital Expenditure/Disposal of assets

Tender/procurement practices

Budget transfers (to provinces, agencies etc.)

Value-for-money issues as and when the Committee identifies them

Various training bodies/Initiatives:

is the state getting value for these initiatives

is adequate training taking place

Etc.

 

ANNEXURE F.

 

LIST OF "OTHER SCOPA WORK"

(i.e. work other than A.G. reports, but which falls within the Committee’s broader mandate – see Parliamentary Rules)

 

SARS: the issue of revenue collection in terms of tax law. The admin improvement progress/ cost of collection / revenue estimation.

Property sales: on what basis is the state/parastatals selling property – method, valuations and price fixing.

Privatisation the executive is making decisions as to what the state receives for state assets that are being/planned to be sold. Where is the parliamentary oversight.

Parastatals: how well are these being run. Is the state getting an acceptable return on its investment ?

SA Reserve Bank: bad management of its forward book can mean a cost for the country.

Fraud/corruption: A closer look into the nature and extent of this in the public sector.

Financial training: what progress is being made

Computer purchases: good practices / optimal purchases / containment of "extra" costs

Public Entities: inc trading operations – bringing these all into the oversight net.

Stock investments: good control / economic levels etc.

PFMA: ongoing involvement in its implementation. In particular performance provisions.

Homeland Accounts: to be finalised.

Accumulated leave: to be assessed and reduction planned.

Etc.

 

 

ANNEXURE G.

AREAS OF KNOLWEDGE, UNDERSTANDING AND SKILL THAT WILL BE USEFUL TO MEMBERS

Relevant legislation and regulation

PFMA

Treasury Instructions

Norms and Standards

PSA

PSR

Disciplinary Code

Relevant parliamentary rules and procedures

Accounting principles and practices

Financial Management principles and practices

Auditing principles and practices

Corporate Governance and ethics

Scope and nature of fraud/corruption in the Public sector

Scope and nature of waste/inefficiency in the Public Sector

Analytic/investigative ability

Cross-examination skills

Report/resolution writing

Etc.

 

ANNEXURE H.

SCOPA’S RELATIONSHIPS

Secretariat

Researcher/s

Auditor-General’s Office

Provincial Public Accounts Committees

Audit Committees of Departments/Institutions

Portfolio Committees

Directors General/Accounting Officers

Cabinet Ministers

National Treasury

Media

APAC

IPFA

SAICA

State Law Advisors

Parliamentary Law Advisors

State Attorney

 

 

 

ANNEXURE I.

THE ROLE AND RESPONSIBILITIES OF THE SCOPA SECRETARIAT

 

FUNCTIONS OF THE SECRETARIAT IN TERMS OF THE SCOPA BUSINESS PLAN

As agreed to with OAG

Assign audit reports to workgroup

The date on which a report was tabled and referred to the Committee would be noted in the diary.

The date on which a report was tabled in a group and all the subsequent stages would be noted in the diary/administration report.

Administration reports will be forwarded to OAG weekly and the OAG will compile a status report on a quarterly basis.

Submit questions to accounting officers. Category B Reports

Collate questions from the OAG and submit them to members immediately.

Members will be given seven working days to submit additional questions.

Within two days after the lapse of the above seven days the questions will be sent to the Accounting Officer.

The date on which the questions are sent will be marked clearly in the diary.

The secretariat, as the administrative arm of Parliament and ultimately the Committee will make sure that it assumes this responsibility immediately in order to ensure that appropriate channels of communication in respect of accountability are clarified.

Departments will be given ten working days to reply to questions.

If replies are not received within ten working days a written reminder will be sent immediately.

Collate replies, evaluations, etc and circulate to SCOPA members for consideration

The date of receipt of all replies will be marked on the first page and also noted in the diary.

Replies will be submitted to OAG who will evaluate them within ten working days and send them back to the secretariat.

Upon receipt thereof the replies will be circulated to members within two working days. The date on which they are circulated will be noted in the diary.

Type focus areas and questions for hearing

This responsibility will be divided between the OAG and the secretariat.

Whether preparation documents, including questions should be made available to the public?

Produce transcript of hearing

After a meeting all the tapes and notes thereon will be given to the typists immediately.

Typists will complete transcription within five working days and submit it to the committee secretary.

The secretary will edit the draft within two working days and circulate it to members. A copy thereof will be sent to all the witnesses.

Witnesses will be given ten working days to go through the transcript and sign it.

Obtain all information promised during hearing

The secretary will note all the issues that require follow up.

Immediately after the hearing the secretary consults the chairperson/members if necessary to clarify the info that was requested and then type a letter to the accounting officer setting out all the required info to be supplied within five working days.

If a reply is not forthcoming within five working days a written reminder will be sent out.

Upon receipt of replies thereof they will be copied and circulated to members and OAG within two working days.

The dates on which the letters are sent and replies received and circulated are entered into the diary. The date of receipt is marked on the first page of the document.

Obtain departmental response to resolution.

Matters to be clarified by the Committee:

After the House has adopted a report of SCOPA, it becomes a report of Parliament. What is the role of the SCOPA secretariat in this regard? If Treasury or the NA table staff forwards these resolutions to the Accounting Officers, who is responsible to follow up on them?

Should resolutions of SCOPA that have not yet been adopted by the House be made available to the Accounting Officers?

Organising Committee meetings

Members will receive notices of plenary and group meetings at least two working days before a meeting, provided that the agenda is received on time.

The notice will clearly identify the name of the committee/group, the venue, the starting time and the time of adjournment, time allocated for tea breaks, the agenda and the time allocated for each agenda item.

In the event that a decision is taken to invite a witness to appear before the Committee, an invitation will go out within 24 hours of the decision being taken.

 

Minutes of proceedings

Minutes will reflect accurately what transpired in a meeting. It will be a formal record of the proceedings and more importantly the decisions of the Committee.

Decisions will be recorded in a chronological order

Matters that need to be followed up and tasks allocated and deadlines for report back will be clearly set out.

The secretary will make sure that he/she reminds the chairperson and all members who have been allocated tasks of outstanding matters from the previous meeting.

Signed minutes by the chairperson will be circulated to all the members within five working days after the meeting to all the members.

Only hearings are recorded. All the other meetings are not recorded except on the instruction of the chairperson and the Committee.

The secretariat will produce sessional and annual reports.

Resolutions

The secretary will make sure that all amendments to resolutions are captured accurately.

After a resolution has been adopted the secretary will make sure that amendments are inserted and the resolution is drafted in the proper format.

The secretary will then submit the edited resolution to the chairperson for

 

Annexure J

 

(SEE: ATTACHED DOC).

Annexure K

 

(Performance indicators: Draft to be evaluated by the subcommittee: SCAG)