MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
1. STAKEHOLDER ENGAGEMENT PLAN – REVISED (7 September 2010)
The overall high-level stakeholder plan for the Section 78(3) Assessment Project is provided in the Chart below. The amendment to original
plan has arisen as a result of the Municipal Elections in 2011 and the need to finalise the project before then.
Private & Confidential
(For discussion purposes only & not for distribution)
Page 1
MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
2. STAKEHOLDER ENGAGEMENT PLAN
Provided in the table below are the stakeholder engagement activities, and the status thereof, until the final approval in March 2011.
Activity
No
Section 78(3) Project
Information Phase 1
(Information Sessions Only)
PHASE
Private & Confidential
WHO
(Stakeholders
as Defined by
MSA)
1
All
Stakeholders
2
Councillors
3
Organised
Labour
WHAT
(Actions/Activities to be
Undertaken)
Newspaper
Announcement.
Public Notice in terms of S
783(A) of intent to conduct
an investigation into
alternative service delivery
mechanism
SWMD Management to
inform Relevant
Councillors of the Section
78 (3) process and seek
guidance from Councillors
thereto.
SWMD Management to
inform Organised Labour
of the Section 78 (3)
process.
ORIGINAL
WHEN
(Date or Period
when Activities
to be
Undertaken)
May 2010
May 2010
STATUS/REMARKS
REVISED
WHEN
(Date or Period
when Activities
to be
Undertaken)
HOW
(Stakeholders will be
Engaged)
17 November
2009

Newspaper Add in local
media press
June 2010

SWMD Directorate to
engage with the
Relevant Councillors,
utilising the TORs,
standard
Communication Packs/
Leaflets / Posters /
Website to inform
Councillors of the S78
(3) project.
30 June 2010

SWMD Management to
invite Organised
Labour to attend
information
meeting/session.

Complete

Complete: Engagement
with relevant Councillors
Resolved at OSCOM
that Council will resolve
on this matter. No
presentations to SubCouncils. Ald Kinehan to
distribute to Sub-Council
I&AP’s – list not
provided to consultants.



Originally set for LLF
processes and
subsequently changed.
Complete: Notification
via meetings and
correspondence with
Organised Labour (not a
bargaining issue).
(For discussion purposes only & not for distribution)
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MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
PHASE
Activity
No
4
WHO
(Stakeholders
as Defined by
MSA)
COCT Staff
Solid Waste
Management
Department
Staff.
WHAT
(Actions/Activities to be
Undertaken)
ORIGINAL
WHEN
(Date or Period
when Activities
to be
Undertaken)
REVISED
WHEN
(Date or Period
when Activities
to be
Undertaken)
SWMD management to
inform all SWM staff of the
S78 (3) process.
May 2010
June and
Ongoing 2010



5
Private & Confidential
Other
Relevant City
Staff i.e.

Water &
Sanitation

Electricity

ERM

Spatial
planning

Corporate
services

Finance
dept
Community
(including
Ratepayers;
Civil society;
Waste
Industry;

Develop Information
pack and flyers
Staff Managers
Information
workshops x 2
Establish SW
Management staff
Sub-Committee for
communication
between project and
staff
SWMD to ensure twoway communication
from other City
departments of the
S78(3) process.
Provide information about
the Section 78 (3) project,
processes, and the
timelines thereto.
STATUS/REMARKS
HOW
(Stakeholders will be
Engaged)
SWMD Directorate to
request that the
Managers use the
standard
Communication Packs/
Leaflets / Posters /
Website to inform staff
at depot level of the
S78 (3) project.
Develop A3 posters in
3 languages drop at all
depots/drop offs for
display to staff


SWMD Directorate to
send email to the
relevant City
Departments informing
them of the Project
Website (and
supplementary
information in City’s
CONTACT newsletter
& e-news) to inform
staff at depot level of
S78(3) process

Not complete: Other
COCT Dept’s
notification. SWMD to
notify when circulating
Draft 1 findings internally
in September 2010 –
moved to Phase 2

E-Newsletters Vol 1

Complete:. eNewsletter
Vol 1, distributed to
approx 2000
stakeholders with email
from I&AP database


May 2010
September
2010
June/July 2010
July 2010




Complete: Information
packs done;
Complete: 2 x SWMD
Staff Managers
workshop in Milnerton
Ongoing: SubCommittee meeting
Complete: Director’s
email directive to SWM
staff to communicate
project info to staff.
Complete :Posters
delivered to all depots
and drop offs for display
to staff
(For discussion purposes only & not for distribution)
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MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
PHASE
Activity
No
6
WHO
(Stakeholders
as Defined by
MSA)
Specialist
Consulting
Groups)
All
Stakeholders
WHAT
(Actions/Activities to be
Undertaken)
ORIGINAL
WHEN
(Date or Period
when Activities
to be
Undertaken)
REVISED
WHEN
(Date or Period
when Activities
to be
Undertaken)
Newspaper
Announcement. Call for
Public input and
notification of public
meeting dates and venues
where public can provide
input to initial findings
August 2010
August 2010
STATUS/REMARKS
HOW
(Stakeholders will be
Engaged)
Newspaper Notices in
all major and local
community papers
Press release
Website update with
dates and maps to
public meeting venues
Radio broadcast of
public meetings


eNewsletter Vol 2


Consultants to prepare
presentations and
executive summary of
draft report.
Engagement sessions
with Councillors at
relevant Portfolio
Committee meeting/s.
“Local Champions” to
be identified to assist
with calling
communities to public
meetings.




Section 78(3) Draft Report Phase 2
(Engagement Process)

7
8
Community
(including
Ratepayers;
Civil society;
Waste
Industry;
Specialist
Consulting
Groups)
Councillors
Provide information about
the Section 78 (3) project,
progress, and notify of
public meetings dates and
venues
Conduct structured
session at relevant
Portfolio Committee
meeting on the draft
outcomes of the S 78 (3)
project.
September
2010
3 September
2010
Portfolio
Committee on
6th September
2010


Private & Confidential





Complete: Newspaper
adds
Complete: Press
Release
Complete: Website
update & CI alignment
Underway-Radio:
Currently negotiating
with key community
radio stations to provide
free project exposure
Completed: Newsletter
Vol 2 Distributed to
I&AP database
Complete: Portfolio
Committee meeting and
presentation done 6
September 2010
Underway Portfolio
committee secretariat to
forward meeting dates
to Councillors
To Commence Now
Notification of public
meetings to key
Councillors in affected
communities
(For discussion purposes only & not for distribution)
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MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
PHASE
Activity
No
9
WHO
(Stakeholders
as Defined by
MSA)
Organised
Labour
WHAT
(Actions/Activities to be
Undertaken)
SWMD to obtain the views
of Organised Labour in
terms of the MSA
requirements and draft
recommendations.
ORIGINAL
WHEN
(Date or Period
when Activities
to be
Undertaken)
STATUS/REMARKS
REVISED
WHEN
(Date or Period
when Activities
to be
Undertaken)
Between 25
August 2010
and 30
September
2010
(Draft report by
31 August 2010)
HOW
(Stakeholders will be
Engaged)



10
Private & Confidential
Solid Waste
Management
Department
Staff & other
relevant staff
i.e.

Water &
Sanitation

Electricity

ERM

Spatial
planning

Corporate
services

Finance
dept
Staff stakeholder
engagement on draft
findings recommendations.
September
2010




Consultants to prepare
presentations and
executive summary of
draft report by August
2010.
SWMD Directorate to
draft letter,
accompanied with copy
of draft S78(3)
Executive Summary &
Report, requesting the
“views” of Organised
Labour;
Offer
invitation/opportunity to
attend project meeting
and engage.
Consultants to prepare
summary info of initial
findings.
Structured SWM staff
sub-committee/
management session
using updated website /
leaflets/ eNewsletter
SWMD Director to
inform all SWMD staff
via email of initial
findings and options
and to request that the
Managers use the
standard presentations
and leaflet to engage
with staff without email.
SWMD Directorate to
send email to the

To Commence Now

To Commence Now

To Commence Now

To Commence Now

To Commence Now

To Commence Now

To Commence Now
(For discussion purposes only & not for distribution)
Page 5
MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
PHASE
Activity
No
WHO
(Stakeholders
as Defined by
MSA)
WHAT
(Actions/Activities to be
Undertaken)
ORIGINAL
WHEN
(Date or Period
when Activities
to be
Undertaken)
STATUS/REMARKS
REVISED
WHEN
(Date or Period
when Activities
to be
Undertaken)
HOW
(Stakeholders will be
Engaged)


11
Community
&
Waste
Consulting
Groups /
Academia
&
Commerce/
Waste
Industry
Obtain the views of
Stakeholders in terms of
the MSA
Public meetings x 6
Khayelithsa, O.R Tambo
11 Sept 10.00 – 12h00
Bloekombos Hall
14 Sept 18.00-20.00
Fish Hoek Hall
15 Sept 18.00-20.00
Athlone Stadium
16 Sept 18.00-20.00
Atlantis Hall
21 Sept 18.00-20.00
Somerset West
27 Sept 18.00-20.00
Focus Workshops x2
Pinelands Town Hal
28 Sept 9.00-12.00
Private & Confidential
September
2010
Deadline for
comment :
1 November
2010







relevant City
Departments informing
them of the initial
findings and options
and of the Website
City’s Corporate
communication:
CONTACT and City
web updates to inform
COCT staff of process
and initial findings
City Corporate to issue
Project Press release
to media and on City
web
8 x Stakeholder
Engagement sessions :
6 meetings and 2
focus workshops
Conduct structured
meetings/workshops
that encourage input to
initial findings
Presentation, Info flyer,
Website update – initial
findings
Radio broadcast of
project, meeting
venues and dates
SWMD Promotional
stands at all meetings
Showcase
innovation/waste
related initiatives at
public meetings
Summarise key input

To Commence Now

To Commence Now:
Press release drafted

Completed: All venues
booked and paid

To Commence Now:

To Commence Now:

Underway-Radio:
Currently negotiating
with key community
radio stations to provide
free project exposure

To be Completed
(For discussion purposes only & not for distribution)
Page 6
MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
PHASE
Activity
No
WHO
(Stakeholders
as Defined by
MSA)
WHAT
(Actions/Activities to be
Undertaken)
ORIGINAL
WHEN
(Date or Period
when Activities
to be
Undertaken)
STATUS/REMARKS
REVISED
WHEN
(Date or Period
when Activities
to be
Undertaken)
HOW
(Stakeholders will be
Engaged)
Pinelands Town Hall
30 Sept 9.00-12.00
12
Section 78(4)
Phase 3
(Approval of
Preferred
Outcome)
Private & Confidential
13
Relevant
Government
Departments
i.e. Treasury;
Dept Local
Gov; MEC
Prov; SALGA;
DWAF; DEA
Mayco and
Council
Notifications in terms of
the MSA re outcomes of
the S 78 (3) project.
Presentation on final
outcomes and
recommendations on
preferred option/s for
consideration/approval.
and feed into draft
report
Dependent on
Section 78(3)
investigation
outcome
Between
September
2010 to
November 2011
Section 78(4)
Decision
March 2011

Notifications Dependent on Section
78 investigation
outcome/s.

Council resolution.
After meetings
(For discussion purposes only & not for distribution)
Page 7
MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
3. STAKEHOLDER DATABASE
Provided in the table below is the current database with approximately 3 310 entries divided into 27 different categories as per July 2010
NO
CATEGORY
AMOUNT
COMMENTS
1
Retail Motor and Tyres
2
Food and Beverage
66
3
Food and Clothing
77
4
Printing and Packaging
83
5
Property Development and Management
143
6
Electronics and IT
127
7
Hospitality and Events
146
8
Financial Services
107
9
CID Managers Forum
20
10
Government Officials
59
11
Councillors and Politicians
250
12
Waste Management Services
189
13
Schools and EE Groups
14
Recyclers with Emails
15
Fairest Cape Recyclers Data (no email)
16
NGO/CBO
17
Ratepayers Association
Assistance to be provided by Sub-Council
18
Resident Monitoring Committees
Assistance to be provided by Sub-Council
19
Homeowners Association
Assistance to be provided by Sub-Council
20
Waste Management Facilities
21
Institutions
39
22
Consultants
36
23
Media
24
24
Waste Summit 2009
Private & Confidential
152
22
90
493
28
1
348
(For discussion purposes only & not for distribution)
Page 8
MUNICIPAL SYSTEMS ACT S 78(3) ASSESSMENT OF ALTERNATIVE SERVICE DELIVERY MECHANISMS FOR SOLID WASTE MANAGEMENT
NO
CATEGORY
AMOUNT
COMMENTS
25
Web and SMS I and AP
40
26
Environmental Contacts
668
27
Youth Enviro Schools Service Providers
142
Total
Private & Confidential
Nolwazi to provide monthly update of registered I&AP’s
3 350
(For discussion purposes only & not for distribution)
Page 9