1 Convene meeting Nominate and elect NCID board PROGRAM 1 MANAGEMENT, COMMUNICATION & OPERATIONS SRA Steering Committee Once at Inception Phase 1 N/A N/A N/A N/A Minutes of meeting and list of elected board members 2 CIPC legal obligations, apply for VAT and tax clearance certificates NCID Board Once at Inception Phase 1 N/A N/A N/A N/A NCID NPC issued CIPC company registration documents. SARS issued VAT and Tax Clearance certificates 3 CIPC and SARS Compliance for Annual Submissions, VAT and Tax Clearance NCID Board Annually CIPC Annual Submissions lodged. Sars Vat and Tax Clearance certificates issued. 4 5 NCID Office Set-up and Staff Appointments Convene Annual General Meeting to report NCID performance to members and present AFS for adoption NCID Board Daily NCID Board Annually NCID office in Northpine open and and Administrative Assistant appointed. Signed Minutes of AGM and AFS 6 Appoint Service s including Auditors NCID Board Signed Service Contracts with appointed service providers 7 Convene Board Meetings to table CID implementation plan progress reports which includes management accounts and operations reports 8 NCID Business Plan performance mid year review. Submit NCID Management Report and AFS to COCT Sub-Council NCID Board Monthly NCID Board Six Monthly Signed Minutes of Monthly board meetings. Signed Minutes of NCID Business Plan performance mid year review meeting Page 1 of 13
9 10 Renewal Application for SRA to City of Cape Town sub-council Mid-Year NCID Budget Review NCID Board NCID Board Fourth Year of this Five Year Business Plan Month Six of Financial Year N/A N/A N/A 12 N/A NCID Term 2 Business, Implementation Plan and Budget submitted to and Approved by COCT sub-council Signed-off amended Budget that meets current financial requirements of the implementation plan. 11 Submit input to COCT Integrated Development Plan (IDP) and Capital Budgets NCID Board NCID written proposals for IDP and Capital Budgets submitted COCT 12 Develop a Website to communicate relevant SRA and NCID information to members NCID Board Live NCID website containing SRA and NCID information 13 Successful day-to-day management and operations of the NCID Daily Submit monthly reports to the NCID Board of Directors 14 Manage and monitor the C3 notification Process. Daily Complete daily reports of C3 notifications and monitor existing issues. 15 Financial reports to CoCT. 12 Submit reports timeously. 16 17 Communicate NCID Arrears List. 12 Monthly Reports to the NCID Board of Directors. 12 Observe and report concern over outstanding amounts Report back on all CID related projects to be measured and signed off. Page 2 of 13
18 Build working relationships with Sub- Council Manager and relevant CoCT officials and department that deliver services in the NCID. Annual 12 1Y 12 1Y 12 1Y 12 1Y 12 1Y Successful and professional relationships with sub-council management and officials resulting in enhanced communication, cooperation and service delivery. 19 Communicate with residents and property owners. 1Y 1Y 1Y 1Y 1Y Newsletters Bi-Monthly 2M 2M 2M 2M 2M Website 1M 1M 1M 1M 1M Emails Facebook Meetings 1 1Y 1Y 1Y 1Y 1Y Keep residents and property owners informed. Page 3 of 13
20 Feedback to Members and Annual General Meeting. 21 Collect from community input for the Integrated Development Plan (IDP). PROGRAM 1 MANAGEMENT, COMMUNICATION & OPERATIONS 1Y 1Y 1Y 1Y 1Y Host successful AGM. 1Y 1Y 1Y 1Y 1Y Submit report IDP input report with Annual submissions to Sub-Council Manager. 22 Collect from community input to the Capital Budgets 23 Promote and develop NCID NPC membership. 24 Audited Financial Statements 1Y 1Y 1Y 1Y 1Y 1Y 1Y 1Y 1Y 1Y Submit report on Capital Budget input with Annual submissions to Sub-Council Manager. Have a NPC membership that represents the NCID community. 1Y 1Y 1Y 1Y 1 Y Unqualified Financial Audits. 25 26 Organise community centred social events Fun Walk Annual 1Y 1Y 1Y 1Y 1Y Braai days Annual 1Y 1Y 1Y 1Y 1Y Senior Citizen events Annual 1Y 1Y 1Y 1Y 1Y Youth Events Annual 1Y 1Y 1Y 1Y 1Y Entertainment evening Annual 1Y 1Y 1Y 1Y 1Y Arbor (tree planting) day event 2 6M 6M 6M 6M 6M Represent the NCID community at various forums. Social Development Organisations forum Bi-Monthly 2M 2M 2M 2M 2M Community Police Forum Monthly Public Safety Forum Monthly Joint SAPS / Security meeting Weekly 1W 1W 1W 1W 1W Successful delivery and hosting of community events Liaise with different forums and address matters that have or can have an impact on the NCID area, property owners and residents. Successful and professional relationship resulting in enhanced communication, cooperation and service delivery Page 4 of 13
27 Liaise with the relevant role players of SAPS, Security Agencies, Traffic, Metro Police and Law-Enforcement PROGRAM 2 SECURITY / PUBLIC SAFETY INITIATIVES Weekly Monthly Keep up to date with the industry and adjust security operations accordingly. 28 Identify the root causes of public safety in conjunction with the SAPS, Local Authority and existing security service using their experience as well as available statistics. 3M 3M 3M 3M 3M Incorporate in Security Management Strategy Plan. 29 High Profile Visible Patrolling Security Manager/ Daily Daily assessment 30 Determine the Public Safety Patterns of the CID area in conjunction with the SAPS. 31 Determine strategies by means of an integrated approach to address / increase public safety Monthly 3M 3M 3M 3M 3M Incorporate in Security Management Strategy Plan. Incorporate in Security Management Strategy Plan. 32 In liaison with other security role players and the South African Police Service, identify current security and policing shortcomings and develop and implement effective crime prevention strategy. 3M 3M 3M 3M 3M Incorporate in Security Management Strategy Plan. Page 5 of 13
33 Develop a Security Management Strategy with clear deliverables and defined performance indicators to guide safety services by the appointed service provider and evaluate levels of service provided. Revise as often as required but at least quarterly 3M 3M 3M 3M 3M Documented Security Management Strategy with clear deliverables and defined performance indicators to guide safety services by the appointed service provider and evaluate levels of service provided. This is done comprehensively when a new Service is appointed and then modified continuously. 34 Maintain a manned centrally located office(s) open to the members and residents of the CID to request security assistance or report information. 1Y 1Y 1Y 1Y 1Y Appropriately manned and equipped control room with skilled staff Page 6 of 13
35 Deploy security resources accordingly and effectively on visible patrols. Security personnel and patrol vehicles to be easily identifiable PROGRAM 2 SECURITY / PUBLIC SAFETY INITIATIVES 1Y 1Y 1Y 1Y 1Y Effective safety and security patrols in the NCID. 36 Utilise the eyes and ears of all security and gardening/street cleaning staff, as well as own staff, to identify any breaches 37 Assist the police through participation by NCID in the local Police sector crime forum. 1Y 1Y 1Y 1Y 1Y Monthly Incorporate feedback and information in security and safety initiatives of the NCID. Incorporate feedback and information in security and safety initiatives of the NCID Report on any security information of the NCID to the CPF. 38 Monitor and evaluate the security strategy and performance of all service delivery on a monthly basis. / SAPS Crime Intelligence Officer Monthly Report findings to the NCID Board with recommendations where applicable. 39 On-site inspection of Security Patrol officers. Security Manager / Daily Report findings to the NCID Board with recommendations where applicable. 40 41 Securing the perimeter and the NCID area. Set up and capacitate the security Control Room. Security Manager / Security Manager / Daily Project Plan Monitor and evaluate every 2 months with progress report to the NCID Board. Project Plan Monitor and evaluate every 2 months with progress report to the NCID Board. Page 7 of 13
42 43 Installing of CCTV Cameras @ hot spots. Weekly Security Reports from Contract Security Company / Weekly 1W 1W 1W 1W 1W Project Plan Monitor and evaluate every 2 months with progress report to the NCID Board. Report findings to the NCID Board with recommendations where applicable. Provide feedback to forum meeting. Incorporate into monthly management report to NCID Board Page 8 of 13
PROGRAM 3 CLEANSING 3.1 URBAN ENVIRONMENT 44 Develop a cleansing strategy document with clear deliverables and defined performance indicators to guide cleansing and delivery from the appointed service provider. Revise as often as required but at least quarterly. 3M 3M 3M 3M 3M Cleansing strategy document with clear deliverables and defined performance indicators to guide cleansing and delivery. 45 Monitor and evaluate the cleansing strategy and performance of all service delivery on a quarterly basis. Monthly Modify Cleaning Strategy to guide cleansing and delivery. 46 Co-ordinate the provision of additional litter bins. Solid Waste Department Quarterly 3M 3M 3M 3M 3M Quarterly status reports to Local Authority regarding progress of identified shortcomings. 47 Cleansing each of the streets within the NCID boundary at least once within every two month period. 2 6M 6M 6M 6M 6M Provide clean streets and sidewalks in the NCID. Make use of EPWP Program of the City 48 Monitor and combat Illegal Dumping Law Enforcement Officers 1Y 1Y 1Y 1Y 1Y Removal of illegal dumping as required and applying applicable penalties through law enforcement against transgressors. Page 9 of 13
3.1 URBAN ENVIRONMENT 49 Promoting waste minimization through education and awareness on waste and water pollution. 50 Encourage property owners to act responsibly in terms of waste management and encourage recycling initiatives. 1Y 1Y 1Y 1Y 1Y 1Y 1Y 1Y 1Y 1Y Monthly evaluations and inspections Report findings. Monthly evaluations and inspections Report findings. Page 10 of 13
51 Identify problem areas with respect to: 3.2 URBAN MANAGEMENT a. street lighting; b. missing drain covers / cleaning of drains c. maintenance of road surfaces; sidewalks d. cutting of grass / removal of weeds Urban management plan with clear deliverables and defined performance indicators to guide delivery. e. road markings / traffic signs Use the established service levels to design the provision of supplementary services without duplication of effort. 52 Identify and report infrastructure supplementing existing Council Services: a. Street lighting b. Dumping c. Refuse Removal d. Waterworks e. Sewerage f. Roads and Storm water Daily / weekly and monthly reports to the C3 notification process and daily recording of references in the register. Monitor and evaluate. Report findings to the NCID Board with recommendations where applicable g. Traffic signals & line painting h. Pedestrian safety i. Road repairs Page 11 of 13
53 Compile a list of prioritized needs to enhance the objectives of the NCID and liaise with the relevant COCT departments to correct. 2 6M 6M 6M 6M 6M Monitor and evaluate the plan and performance of all service delivery 6 months. Report findings to the NCID Board with recommendations where applicable Page 12 of 13
PROGRAM 4 SOCIAL ENVIRONMENT 54 Establish relationships and form partnerships with existing local social organisations which include: a. churches b. non governmental organisations Social Development plan with clear deliverables and defined performance indicators to guide delivery. c. department of Social Development 55 Develop programs to use NGO's to provide labour for supplement services which include: a. Poster removal b. Cleaning / NGO Project Manager 12 12 12 12 12 Labour for supplementary services provided by NGO's c. Greening 56 Host Market Saturdays for economic development and community participation Monthly PROGRAM 5 MARKETING Successful hosting of monthly Market Saturdays 57 58 Provide and promote information about NCID initiatives and events to the community through developing and updating a. Website b. Newsletters c. Visits to NCID members Promote NCID by means of branding at the following places: a. Entrances to the Northpine area b. Local businesses Publish bi-weekly newsletters. Updated current website. A visit log book of visits done signed by NCID member. Clearly identifiable NCID branding visible in the Northpine area c. Security service provider vehicles Page 13 of 13