Evaluation of Projects & Rules on Parliamentary Villages: deliberations

PUBLIC WORKS PORTFOLIO COMMITTEE
20 March 2002
EVALUATION OF PROJECTS & RULES ON PARLIAMENTARY VILLAGES: DELIBERATIONS

Chair: Inkosi M W Hlengwa

Documents handed out
Parliamentary Villages, rules, conditions and general information (Appendix)

SUMMARY
The impact of projects undertaken by the department of Public Works on poverty relief was evaluated. The current disorder and rules on parliamentary villages was discussed.

MINUTES
Evaluation of Projects
Mr M Chikane (ANC) noted that the State President in his State of the Nation address highlighted the importance of the Community Based Public Works Programme but the budget for such a programme had actually been cut. These projects had been the lifeline for poor people and the Committee stated that they had not been given enough fund to provide relief from poverty. All projects which the department of Public Works had invested in needed to be evaluated, such as pension payout points security system.

Mr J Schippers (NNP) said last week he asked the director general about the success of projects such as the renovation of police stations because the police were thinking of building their own police stations. The department of Public Works was alleged to be taking from seven to ten years to build one police station.

The Chairperson asked if they were dealing with projects that were already in place or that were in the pipeline but in his understanding of Mr Chikane, he said they should look at existing projects. For major projects they needed to dispatch some researchers to the different Provinces.

Mr K Moonsamy (ANC) said from last year they had spent approximately R3.9 Billion and needed to check how many people were employed.

The Chairperson said that he had a meeting with the CEO from IDT and they had promised to supply him with data.

Mr Chikane said the Maputo Project, which was capital intensive, was created in order to involve the people in the mainstream economy. They needed to assess if the people had benefited from it. Before dispatching researchers they had to investigate which provinces these projects were located. Sometimes they funded money in one area but that money ended up going to an individual and they needed to check whether people had been empowered in the process. If that was not the case they had to develop policies in that direction.

Discussion
The Chairperson said the budget of each project had to be assessed. When was their budget coming before Parliament?

Mr Schippers replied that it was coming up on 8 May.

Ms T P Shilubane (ANC) said information on the number of people employed and the completion of projects had to be supplied.

The Chairperson said the process would also affect other portfolio committees and a meeting should be organised.

Parliamentary Villages
Mr Chikane said in the absence of the Chairperson there had been an outcry about the situation in parliamentary Villages. The allegation was that at Acacia Park people were living in civil servants quarters. Members were letting out these premises contrary to standing orders. More information from department officials was needed. The act had to be revisited to see if there were any amendments.

Mr Moonsamy suggested that the Act for the Parliamentary Villages had to be amended to accommodate civil servants, as they could not allow a huge block of flats to lie idle.

Ms PS Sekgobela (ANC) said they needed to look at the budget as it had been cut from R12 million to R3 million.

Mr Schippers agreed. Although he was not on the tour he heard that there were members running shebeens in the Villages.

The Chairperson said an audit was necessary to see who was occupying the houses and as a committee they should submit a proposal for the amendment of the Act after gathering the information.

Mr Moonsamy said at Acacia Park there were about 543 houses and security measures had to be complied with.

Ms Shilubane said the issue had to be raised with the national caucus.

Ms Sekgobela said they had raised the issue with the Whips but they had been informed that they should raise the issue with the resident committee.

Mr Chikane suggested that they call all the stakeholders including the minister on the basis of the information gathered then they would be in a position to amend the Act.

Mr Moonsamy said in order to concretise things employed domestic workers should have permits.

The Chairperson said more time was needed in order to familiarise themselves with the document and call all stakeholders to a meeting.

Mr Moonsamy endorsed the position.

The meeting was adjourned.

Appendix
PARLIAMENTARY VILLAGES
RULES, CONDITIONS AND GENERAL INFORMATION

1. INTRODUCTION
Acacia Park, Pelican Park and Laboria Park are the Parliamentary Villages for Members of Parliament and Sessional Officials (a government official based in Pretoria, who is only required to be in Cape Town for the duration of a Parliamentary Session and is as such designated by the Head of his/her Department). This document contains useful information and rules, which are important to all tenants.

1.1 Parliamentary Villages Management Board
The Parliamentary Villages Management Board is a statutory body, which exercises certain control and management functions in conjunction with the Department of Public Works. (Act No.96 of 1998).

Problems
There are forty-eight (48) vacant bachelor flats in Acacia Park Parliamentary Villages and ten (10) one-bedroom houses in Pelican Park Parliamentary Villages. This has been the result of the decreasing number of Sessional officials. Some of the units have been standing vacant since 2000 and 2001 respectively. Since they are standing vacant, they are exposed to vandalism, coupled with theft to Government property and they become dilapidated. However, in terms of the said Act, the Department cannot lease these units out to persons other than Members of Parliament and Sessional Officials.
Proposal
It is proposed that the current Act be amended in order to accommodate persons other than Members of Parliament and Sessional Officials. This should be done in consultation with all stake holders e.g. political parties, Department's and Resident Committees of the Parliamentary Villages.

1.2 Residents' Committees
A Residents Committee for each of the Parliamentary Villages is elected annually by tenants during a general meeting. As the name indicates, it is a body that represents the residents and liases with the Department on matters pertaining to the needs of tenants in the respective Parliamentary Villages.

Problem
Resident's committees are not involved with accommodation issues.
Proposal
Residents Committees should become involved in certain accommodation issues.

2.1.3 Rental of dwellings
The rental (including bus fees) are payable to the Department of Public Works. It is the responsibility of tenants to pay the rental timeously. Rental is payable from the date a tenant signed for the keys of a dwelling until the date the keys are returned to the Manager of the Villages. Tenants are liable for the bus fees whether they utilise the bus or not. The transport fee is by the Minister of Public Works in terms of the Parliamentary Villages Management Board Act, Act 98 of 1998. Where applicable, a flat rate for the transport needs of school-going dependants' payable and monthly coupons must be bought in the Managers' offices for this purpose. Tenants are required to sign stop orders with their respective Departments and/or Parliament for the remittance of the monthly rental (excluding the cost of coupons for school transport) to the Department of Public Works.

Problem
The school children do not pay for their transport to school. In terms of the Act, the provision of transport is only for Members of Parliament and Sessional Officials. The Board is not responsible for provisioning of transport to the tenant's school going children.
Proposal
The matter regarding the transport of school children should be reviewed and a clear ruling is needed on whether or not the residents must pay for their school transport as parents are currently not paying.

2.2.4 Keys
Tenants must exercise proper control over the keys issued to them and ensure that they do not lose it. The administrative office will not furnish keys to persons who have lost their keys. In the case where windows and doors are damaged in order to gain access to dwellings when keys have been lost, the tenant will be responsible for the cost of repairing the damage caused. Tenants will be held responsible for the costs of replacing locks when keys are lost. The Manager has duplicate keys of front doors of residential units for use by the Department. These keys are properly controlled.

Access to all rooms is not only necessary for inspection purposes, but also essential in an emergency situation such as a burst water pipe. Tenants should therefore not install other locks or leave lock blocking devices in locks and make it impossible for the Department to gain entry with duplicate keys, especially during recesses. In instances where entry cannot be obtained with duplicate keys and it is thus necessary to damage a door or lock and/or to obtain the services of a locksmith, the tenant will be held responsible for the costs of repair and/or the costs of the locksmith's services.
5
Problems
Residents some times forget their main bedroom keys in their constituencies. Upon arrival in Cape Town he/she cannot get excess in the main bedroom, since he/she has forgotten the keys. The resident would request that the Department pay for a locksmith to unlock the bedroom since the property does not belong to the resident.
Proposal
Residents should be educated through other structures e.g. Residents Committees to understand the seriousness of having proper control of their keys.

2.3.2 Visitors (Daily)
When visitors arrive at the main gate, confirmation of the visit and permission for the visitor to enter the premises will be required from the residents concerned.

After the visit has been confirmed, the particulars of the visitor(s) are recorded in a register kept at the main gate for record purposes as well as to assist the S. A. Police Service in the investigation of any crime(s) committed on the premises.

To avoid unnecessary delays with the access of visitors to the premises, it is suggested that the residents inform the S. A. Police Service at the main gate beforehand of the particulars of any visitors expected.

It is suggested that in the interest of all residents, as well as to avoid any accidents, visitors should be requested to leave their firearms with the S. A. Police at the main gate for safekeeping during their stay.

Problem
Residents do not really comply with these rules. Visitors arrive at the gate and request to go to a certain house. Upon enquiring from the visitor, it is evident that the visitor was not expected by the resident. In some cases, the residents do expect a visitor, but do not inform the SAPS at the gate of such visitors. That itself constitute a security risk to all residents.
Proposal
Residents should be informed regarding the above through Residents Meetings of the importance of this matter.

2.3.5 Employment: of Domestic Workers
It is required that the Park Commander should be informed of all the personal details of domestic workers employed, in order to arrange for the necessary permit(s) of such employee(s). It is the request of the National Protection Unit, Parks Unit that all domestic workers be screened by NPS before being employed, or as soon as possible thereafter.

Problems
There are ninety-six (96) domestics rooms in Acacia Park, ten (10) rooms in Pelican Park and ten (10) rooms in Laboria Park.
Problems are however being experienced with the number of children and other persons (not necessarily dependants) staying with domestic workers. The Department only provides single quarters for exclusive usage by single persons. Under normal circumstances an employer only employs an employee as an individual and does not provide accommodation for the person's dependants. Presently, with or without the approval of the Department, dependants and other tenants are being taken in by domestic workers, resulting in overcrowding and misuse of the single quarters. The dependants of the domestics ranges between five (5) years to twenty (20). There is no clear ruling as to the age restriction on the dependants that can reside with the domestics. The current rental is R8-00 per month.
Proposals
Monthly rental of R8-00 should be reviewed and clear guidelines must be provided regarding the number and age of dependants that can reside with the domestics.

2.3.8 Vacant house register
A register S. A. P.2 (vacant house register) is available at the main gate and it is compulsory that residents who leave the Village for either a weekend, during recess or on holiday, enter their particulars in this register. Once this is done, the vacant house will receive special attention.

The contact numbers of the Village Commanders are as follows:

Acacia Park: 591 2204 0r 591 6882
Pelican Park: 396 1119 or 396 1222
Laboria Park: 952 3067

Problems
Residents do not inform the SAPS upon leaving the village for either a weekend, during recess or on holiday. It is important that when they leave the village, they inform the SAPS at the gate of their departure so that their house should receive special attention.
Proposal
Residents should be informed regarding the seriousness of this matter through Parliament and Parliamentary Villages structures as it impacts on the security of those vacant units.

2.5 Holiday-makers and Visitors
2.5.1 Visitors
Visitors can only be permitted in the Village if the legal resident/occupant of the house/flat is present.

Tenants are not allowed to accommodate lodgers during a session - this however, does not affect bona fide guests. Houses/flats may not be sublet. The allocation of residential units is based on the family composition of the tenants who will be in Cape Town for the full period of the Session of Parliament. As other dependants and/or visitors may visit tenants for instance during long weekends and/or school/university holidays, tenants may on written request to the Manager, depending on availability, be supplied with additional bed/s or mattress/es. Such written requests must:

Problems
During recess, especially during December, residents allow holidaymakers to occupy their respective units in the Parliamentary Villages. Some residents hand over the keys from their constituencies and the holidaymaker drives through the gate in to the unit.
Proposals
Residents should be informed through Parliament and Parliamentary Villages structures regarding the problem of allowing holiday makers in the absence of the tenant and the following is applicable:

Notice of visitors should reach the Manager of the Parks at least 7 days before the arrival of the
dependants/visitors; and mention the period the bed/s or mattress/es will be required.
Only a limited supply of beds and mattresses are available.

2.5.2 Holiday-makers
NO HOLIDAYMAKERS WILL BE ALLOWED TO RENT ACCOMMODATION IN ANY OF THE VILLAGES.

Complaints of nuisances caused by visitors are received from time to time. Tenants are held responsible for the behaviour of their guests and any kind of disturbance or irresponsible conduct will not be tolerated. Any tenant who fails to comply with this rule runs the risk of having his/her allocation cancelled.

2.6 Upkeep of furniture, carpets, curtains, stove, fridge and structures
Cases have been reported where tenants fail to take care of the furniture, carpets, etc. in the houses. Where furniture must be replaced or cleaned due to abuse by the tenant, the cost will be recovered from such tenant.

UNDER NO CIRCUMSTANCES MAY STATE-OWNED FURNITURE AND EQUIPMENT BE REMOVED OR EXCHANGED BETWEEN HOUSES/FLATS.

Tenants should take note that they are held responsible for the state of dwellings and furniture and that it is in their own interest to report in writing defects and damages to dwellings and furniture. A prescribed form must be completed in writing to report such matters. The forms are available at the Village Manager's office or at the Department's Liaison Office, on the Ground Floor, 120 Plein Street. See attached example.

Under no circumstances will the workmen answer telephones and handle personal property. If this happened, it must immediately be reported in writing to the Village Manager.

2.10 Domestic help
Because of the limited number of domestic workers' rooms, domestic workers who have permission to reside, will only be allowed in the Village if accommodation has been allocated to them beforehand. Domestic workers will only reside in Acacia Park in the existing quarters situated in the A-Block. An allocated domestic worker's room may only be used by the gender mentioned in the tenant's application form. If, after accommodation has already been allocated to a female domestic worker, a tenant wishes to bring a male domestic worker to the Village or vice versa, the Village Manager's approval for the altered accommodation arrangements must be obtained.

Tenants are responsible for the conduct of their domestic workers. Domestic workers will receive two warnings only. After that, they run the risk of having their allocation cancelled.

Due to security measures in the Villages, all domestic workers must obtain a security clearance. In
order to facilitate the task of the Special Guard Unit of the S. A. Police Service, the Commander have
requested that tenants who are taking domestic workers to the Village must in recess take those
domestic workers to the police station nearest to their residential address and request them to
complete the fingerprint form SAP 91(A) as well as form Z204. The relevant Station Commander must
then forward the forms to the Commander of the Special Guard Unit of the S. A. Police Service,
Private Bag x650, Pretoria, 0001. During Sessions of Parliament the Village Commander can be
contacted to arrange security clearance. No domestic worker will be allowed in any Village without the
necessary security clearance or proof that the necessary application has been made.

All visitors to domestics will be treated the same as residents with the exception that visitors to
domestics who wants to remain after midnight will have to have the written permission of the tenant.

At the end of the Session, domestic workers must vacate their rooms. The tenant must re-apply for domestic accommodation at the commencement of the forthcoming Session. Except where the tenant remains in the Park during the recess period.
Proposal
Since some tenants children attend school through out the year and the domestics care for the children of the resident. Furthermore, some tenants stay through out the year with going to Pretoria.

2.1.1 Pets
Two small dogs of under 12 kg and cats will only be allowed in houses in the Village. Requests to exceed this number must be made in writing to the Manager: Parliamentary Villages, who will submit such to the Residents Committee of the respective Village. Pets are not allowed in flats unless they are in cages, i.e. in a controlled situation. Pets must be properly controlled and not allowed to be a nuisance to other tenants. The Department reserves the right to remove pets, which cannot be controlled, from the Village. The Department also reserves the right to terminate the lease agreement with the tenant who does not comply with this rule and to demand that the residential unit be vacated. Tenants must also see to it that their visitors do not bring pets into the Village.

Problems
Some residents do not have proper control of their pets, since their pets damage the carpets of the unit if they are not well trained.
Proposal
Residents should be informed regarding the above through Parliamentary and Parliamentary Villages strictures.

2.13 Vegetation and Gardens
Hard surfaces in the vicinity of the house is the responsibility of the tenants to maintain (I.e. garages, walk ways, etc.). Tenants may acquire, however, containers at their own cost and own discretion on the areas as specified in the latter for beautification purposes.

Maintenance and planting of all vegetation is the responsibility of the Department. No cultivated or natural vegetation may be damaged or destroyed. Parking on lawns is strictly prohibited and any damage caused to State Property will be recovered. State-owned hose pipes and sprayers used in the Village, may not be locked up in storerooms or dwellings and are not for the exclusive use of specific tenants. If plants are requested, they will be planted by the garden personnel and not supplied for residents to plant themselves. No vegetation is to be planted / or beds made by the residents without prior permission from the Manager: Parliamentary Villages.

Problem
Residents do not really sweep the hard surfaces in the vicinity of their units. They would rather request the Department to sweep the hard surfaces.
Proposal
Residents should be informed regarding the above through Parliament and Parliamentary Villages structures.

Traffic rules
Motorists and other road users are urged to drive carefully and to strictly obey the traffic signs and the speed limit of 20 kilometres per hour. Offences in this regard should immediately be reported in writing to the Department of Public Works.

Problem
Motorists do not drive carefully and do not obey traffic rules. The speeding limit is 20 km/per hour. However we do experience problems with motorist driving at 80 km/per hour.

Proposal
Residents be informed regarding this through Parliament and Parliamentary Villages structures. A last resort is to impose a fine on reckless motorists via the Board.

2.17 Fire Equipment
Fire extinguishers and fire-hoses may only be used for the purpose provided as misuse may cause malfunctioning of the equipment.

Problem
Some residents use the fire-hoses to wash their cars.
Proposal
Residents to be informed regarding the above through Parliament and Parliamentary Villages structures. A fine should be imposed as a last resort via the Board.

2.18 Transport Service
The Parliamentary Villages Management Board provides a transport service between the Villages and Parliament. A Transport Availability Charge is included in the nominal services levy. A transport service is also provided for school children to various schools at a fee of R 80-00 per child per month. Tickets are available at the Manager's offices in the respective Villages. See paragraph 2.1.3 in this regard. Timetables and routes of the transport service are made known to tenants from time to time. Although it will be endeavoured to keep to the timetables as far as possible, the prompt departure on destined times of buses can unfortunately not be guaranteed.

Problem
Residents do not want to pay for the school transport of their school going children. It is emphasised that it is not the responsibility of the Department to transport the resident's children to school.
Proposal
Residents should be informed regarding the above through Parliament and Parliamentary Villages structures that it is their responsibility to pay for the transport of their children to school.

2.19 Noise Levels
Peace and quiet must be observed by all residents after 22:00 on weekdays and Sundays and after midnight on Fridays and Saturdays. If residents are issued more than two warnings, they run the risk of having their allocation cancelled.

Problem
Some of the residents do not adhere to the matter mentioned above. After a complaint has been received by the resident, the SAPS will approach the resident and request him/her to reduce the noise level. The resident wont listen to the SAPS and instead will inform the SAPS that the radio belongs to him/her and not to the SAPS.
Proposal
Residents should be informed regarding the above through Parliament and Parliamentary Villages structures.

3.2 Community Hall
A Community Hall is available for functions for tenants only.

Reservations for the hall can be made at the Manager's office. The rental of R50, 00 and R200, 00 deposit per function is payable in advance.

Tenants themselves are responsible for cleaning-up the facilities. Facilities should be left in the condition/manner in which they were found. If complied with the latter the tenant must apply in writing to recover his/her deposit.

The Park Commander/South African Police members on duty should be informed of any functions on the premises a week in advance and the following information should be provided in order to establish whether extra security will be required, and to avoid unnecessary delays at the gate:

Particulars of the Host/ess;
the date and place of the function;
a list of the guests expected;
whether any photographers or the Press will be attending the function.

Problem
The current rental of the facility should be revised. Residents book the facility with the intention to help a person who does not reside in the villages.
Proposal
Tenants should be advised through the Parliament and Parliamentary Village structures to no book the venue on behalf of outsiders as it lead to a security risk for all the tenants.

3.12 Refuse
Refuse is collected on Mondays, Wednesdays and Fridays at Acacia Park, on Tuesdays and Thursdays at Laboria Park and on Wednesdays at Pelican Park. Tenants should make use of the facilities that are being made available for dumping of refuse. Residents are responsible for putting their refuse in refuse bins.

Problem
Residents do not use the rubbish bins supplied by the Department. They instead dump the rubbish on the ground. The bottles are also thrown on the grass especially on weekends.
Proposal
Residents should be informed regarding the above through Parliament and Parliamentary Villages structures not to dump rubbish on the ground but in the bins supplied by the Department. The Department is prepared to supply bins to those who may complain that they do not have sufficient bins.