Municipal Administration N6 - Module 6

Control over
municipal
authorities

Module 6

Introduction

All government institutions, including municipalities, were established to render

services to satisfy the needs of the community. To ensure accountability, control

measures must be put in place. Control over municipal activities is exercised by

the provincial government, Council, voters and internal control measures in the

departments.

Reasons for control measures

• To ensure administrative functions are completed effectively and efficiently.

• To ensure that all actions are legal and that statutory policy is adhered to.

• Corruption and fraud will be pointed out with proper control measures.

• To identify problem areas where improvement is needed.

• To identify the infringement of democratic rights of individuals by the

municipality, which should be investigated and rectified.

External control

External control over municipalities is exercised by national and provincial

government because:

• Municipalities are authorised through national and provincial policy to provide

services to satisfy the basic needs of the community.

• Municipalities receive funds from higher authorities to carry out these

services.

Types of external control (national and
provincial control)

• Control over the legislation of local authorities

• Control over finances

• Control over personnel and personnel groups

• Control over administration

• Control over municipalities acting as agents for national government

Provincial ordinances place certain restrictions on
municipalities with regard to the appointment of officials,
which are:

•Officials cannot state the salary they are willing to work for

•A former councillor cannot be appointed unless a certain period has expired

•A non-SA citizen cannot be appointed without the approval of the Premier

•A person over the age of 65 cannot be appointed

•A person trying to canvas councillors cannot be appointed

•Full-time workers cannot undertake other work for remuneration without permission

•An employee entrusted with the handling of money may be required to furnish and maintain
surety and

•A person may terminate his service voluntarily if he accepts a seat in Parliament or provincial
government

Methods of external control

National and provincial goverments are the higher policy-makers and municipal functions are
authorised by national and provincial policies.

Municipalities also receive a portion of their funds in the forms of subsidies and grants from
higher authorities who can withhold them if the municipality does not carry out the prescribed
activities, such as funds for housing schemes.

If a municipality or executive department neglects to provide a service, the national or provincial
department may intervene and take control of the function, for examples if health services are
neglected, the national Minister of Health or the MEC of Health for the province will intervene
and take control.

Internal control

To be able to exercise control, standards must be set against which the quality
and efficiency of the services and the productivity of officials are evaluated.
Internal control should be exercised through:

• Hierarchical control;

• Council control; and

• Departmental control.

Hierarchical control

The hierarchical structure of an organisation identifies the lines of authority and communication
of the different departments, sections and divisions. It allows for different levels of management
and shows the reporting line in the organisation. Though the hierarchical structure, officials
know who supervises them and what their roles are.

Council control

The main responsibilities of the Municipal Council are to:

•Determine standard of services rendered

•Determine the efficiency of performance

•Determine the needs

•Identify the services to be rendered to satisfy these needs

•Make by-laws to authorise activities and approve the budget, and

•Control activities and apply budget control

Council control (continued)

Methods used by council to exercise control:

•Issue of enforceable policies

•Demand for feedback and accountability

•Ratification of executive proposals and decisions

•Inspections by the Council

•Monitor the performance of the municipality

•Intervene and take corrective action if necessary

Council control (continued)

Reporting on performance

Reports must be submitted to the Council to inform the Council on the progress of activities and
projects, and can alert the Council if service delivery does not meet the standards and there are
financial risks.

•Municipalities must submit two types of reports:

•In-year performance reports:

•Monthly budget statements

•Mayoral quarterly reports

•Mid-year performance assessments

•Ad-hoc financial and non-financial reporting

•Annual reporting

•Annual financial report including a performance report, audited financial statements with result discussions

Multiple Choice

Council control refers to the control municipal councils have to exert

• True

• False

Departmental control

•Municipal Manager over the chief officials

•Chief officials over the HODs

•HODs over senior officials (supervisors) in their division

•Supervisors over their subordinates in all levels in the hierarchy

Techniques for exercising departmental
control

•Written procedures and work manuals

•Prescribed standards

•Centralised units for domestic and auxiliary services

•Record-keeping

•Reports, statistics and accounts

•Checking systems

•Auditing

•Inspections and investigations

Voter control

Voter control is done by the electorate through voting where they get the

opportunity to air their opinions through the candidate they vote for. Voters and

the community can also use elections to get rid of candidates that they are not

happy with by not voting for them.

Voter control is exercised in the following
manner:

•Demand for feedback and accountability

•Ratification of Council decisions

•Issue of decision statements

•Monitoring of services and Council decisions

Categorize

Options (7)

Control over legislature

Control over finances

Control over personnel

Council control

Departmental control

Line function control

Control through elections

Organize the different types of control under the right category of control

External control

Internal control

Voter control

Multiple Choice

Control promotes accountability

• True

• False