Annual Reports of Film & Publications Board, Government Printing & Independent Electoral Commission: hearings

Meeting report

HOME AFFAIRS PORTFOLIO COMMITTEE
25 October 2005
ANNUAL REPORTS OF FILM AND PUBLICATIONS BOARD, GOVERNMENT PRINTING AND INDEPENDENT ELECTORAL COMMISSION: HEARINGS

Chairperson: Mr H Chauke (ANC)

Documents handed out:
Electoral Commission of South Africa Annual Report 2005

SUMMARY
The Government Printing Works apologised to the Committee for not tabling their annual report.

The Independent Electoral Commission (IEC) premised the tabling of their annual report by listing their achievements since their establishment in 1999. The Committee was briefed about their strategic objectives and budget for 2005.

The Film and Publications would be tabling their annual report at a later date.

MINUTES
Government Printing Works briefing
Mr T Moyane, Chief Executive Officer: Government Printing Works (GPW), apologised to the Committee for not tabling their annual report. They had submitted their annual report to the Auditor-General, but it had not yet been returned due to ‘constraints’.

Independent Electoral Commission briefing
Ms B Bam, Chairperson: IEC, listed the achievements of the Commission as: obtaining the trust of political parties and voters in South Africa, the perception in South Africa and globally of the use of transparent methods by the IEC, and the reduction in budget.

Ms P Tlakula, Chief Electoral Officer: IEC, briefed the Committee about the strategic objectives, namely:
to establish the Commission as a focal point in the delivery of free and fair elections;
to develop and implement human resource management and development systems;
to prepare and maintain a quality voters’ roll;
to offer high-quality electoral services and to ensure maximum participation;
to maintain and consolidate organisational systems and infrastructure in preparation for future national and provincial elections; and
to operate and maintain sound financial management systems, including internal controls.

Ms N Ntandane, Finance Manager, briefed the Committee on the budget in the annual report of 2005. The IEC had a bank balance of R60 million less creditors and provision (R42,9 million), trust funds (R135 903), salary pledge account (R8,8 million) and debtors (R12,8 million). They were left with a cash roll over as at 31 March 2005 of R20,9 million.

Discussion
Mr Swart (DA)asked whether special votes would be cast in the upcoming local government elections.

Ms Bam responded that special votes would not be used in the local elections, as they were difficult to manage. The IEC operated on a ward level. It was neither affordable nor practical to distribute people and vehicles to far-flung areas.

Mr K Morwamoche (ANC) queried whether the IEC had solved the problem of crossing borders.

Ms Bam answered that the IEC had a permanent technical team that worked with the Demarcation Board, who kept each other informed about whether the new demarcation had affected wards. Imbizos had been called by Demarcation Boards, because voters were confused as to which authority they had to submit. The Minister of Local Government kept the IEC informed about issues of a political or other nature.

Mr M Sibande (ANC) commented that the IECs budget had been reduced, but that their international work needed more funds. He asked if the Committee could the Committee assist the IEC in raising the necessary funds.

Ms Bam assured the Members that they had received a small amount for their international work, but this kind of work had high demands. The IEC tried to give technical assistance to countries like the Democratic Republic of Congo (DRC). The Department of Foreign Affairs had provided money from the Renaissance Fund in this regard. The policy of the IEC was to advise countries but not to charge for their services, even if they received money from Treasury.

Mr T Tselane, Commissioner: IEC, added that even though the cost of the election had been reduced, they needed more money. The IEC was obliged to participate internationally, which required more resources.

Mr Sibande asked why communication and public awareness was not taking place in rural areas.

Ms Bam replied that the IEC had employed several ways of communicating with rural communities in South Africa, such as advertisements on radio. Municipal electoral officers in rural areas distributed pamphlets in schools, at taxi ranks, to the communities at supermarkets, and in churches. Traditional leaders were strong communicators who talked to the people. There were no billboards, placards or posters used in the rural areas.

Mr Morwamoche enquired which provinces fell under donor communities.

Ms Tlakula responded that the IEC had a policy on receiving donations from government. They would only accept donations if the government department was in compliance with the Public Monetary Fund Act.

Mr Swart asked the IEC what their motivation had been when they had extended the days for voter registration.

Ms Tlakula said that the IEC had found that only 50% of voters had been targeted. That result had been unacceptable, and a decision had been taken to extend voter registration. The IEC had been satisfied when a target of 67 000 voters had been reached.

Mr Sibande commented that nine staff members had resigned. He wanted clarity on the cost incurred by the eleven vacancies.

Ms Tlakula replied that a deliberate decision had been taken not to fill those positions. The IEC envisaged low activity between 2006 to 2009. They would look at the vision of the IEC and only then revisit the issue of vacancies.

The Chairperson asked whether the vacancies would have an impact on the upcoming elections.

Ms Tlakula assured him that the vacancies would be contracted out.

Ms Bam added that the IEC spoke from experience.

The Chairperson asked the Committee to deliberate on whether the IECs budget should be increased based on the work they did, for example, staffing during election and non-election time.

Ms I Mars (IFP) remarked on the IECs commendable programme in schools. However, she queried why KwaZulu-Natal had not been included on the list and whether this had been an editorial glitch.

Ms Bam admitted that the omission was editorial and apologised for the error.

Mr V Mabuya-Khulu (ANC) asked whether a process had been followed when municipal electoral officers (MEOs) were appointed as election officers, or whether they had been appointed because they were municipal officers.

Ms Tlakula answered that the council had passed a resolution that made senior officials in the council available to the IEC. Names were submitted to the IEC regarding political profile, qualifications and experience.

Mr Mabuya-Khulu queried how principals of schools became presiding officers, and what the process and powers vested in them were.

Ms Tlakula admitted that principals were used as presiding officers, because they were authority figures in the community. The credentials of principals were checked. They had to achieve 80% in their tests. Party leaders had to be satisfied with the presiding officers. The process was time-consuming, but necessary to weed out non-efficiency.

Ms Bam added that the IEC used principals as presiding officers, because they (the principals) wanted to be in charge. The introduction of assessments was for purposes of efficiency and practicality. Some principals had sent their deputies for training. This was not conducive to efficiency. The IEC had to be sensitive to principals because they did not want to create tension or conflict.

Mr W Skhosana (ANC) asked for clarity on the nine staff members that had resigned and asked if they had been managerial or administration staff.

Ms Tlakula clarified that two had been senior managers and the rest had been junior officers.

Mr Skhosana questioned whether cellular phone registry worked, particularly since wards had been re-aligned.

Ms Tlakula stressed that the IEC’s SMS technology had been enhanced.

Mr Swart asked whether a person could vote at the new demarcated ward if that person had not registered there.

Ms Tlakula replied that the person would remain on the voters’ roll, but needed to register and vote at the new demarcated ward.

The Chairperson commented that identity documents (ID) were necessary to vote. However, many South Africans were disenfranchised because of the lack of an ID.

Ms Bam replied that two weeks previously, the IEC and the Department of Home Affairs held a meeting to discuss the issue of uncollected IDs. They embarked on a joint campaign to work on documentation. The Department of Home Affairs did not have a system to check for re-registration, and that created a difficulty. Ten million citizens did not have IDs in South Africa.

Ms Tlakula said that the figure was six million and not ten million.

The Chairperson remarked that when apartheid South Africa had colonised Namibia, the population register had been kept in South Africa. Namibians claimed South African citizenship through the birth certificates of their grandparents. White Zimbabweans did the same, but not African Zimbabweans. This posed a serious problem.

Mr Sibande added that citizens without bar-coded IDs could not vote. The Chairperson commented that white citizens also had not been finger-printed for IDs.

The Chairperson wanted to know whether political parties played a role in motivating citizens to vote.

Ms Bam replied that they did.

Mr F Beukman (ANC) wanted clarity on the fees for services of private institutions (R109 million). She asked if the services were performed in-house.

Ms Tlakula answered that the IT systems had been built in 1999, but were enhanced in 2004. The details of the 250 000 staff had to be captured onto the electoral staff system, which was a costly exercise logistically. Financial management had been out-sourced, at 100% initially but was now 90% in-sourced. Consultants for IT were still engaged, but key functions were executed by in-house staff.

The Chairperson asked for a breakdown on ‘democracy development and voter education’.

Ms Tlakula answered that they had employed auditors, but not at the same rates as the Auditor-General.

Mr Mabuya-Khulu asked whether membership and registration of IEC officials were bursaries.

Ms Ntandane replied that it was an expense for members who belonged to societies.

Mr Mabuya-Khulu queried why obsolete equipment could not be donated to poor communities in rural areas.

Ms Tlakula responded that the IEC had a policy of supplying needy schools with computers, but some computers had been faulty. This situation had been embarrassing. A partnership with Digital Partners was proving successful. Digital Partners refurbished and then donated the computers to schools. The IEC also sold their computers to staff like cleaners and drivers as part of their corporate social responsibility.

Ms Bam added that they had been embarrassed. The IEC had not undertaken research to see whether the schools could maintain or teach IT to the learners.

The Chairperson asked whether there would be any future dates for voter registration.

Ms Tlakula replied that 19 and 20 November 2005 had been set aside.

Mr Skhosana said that the IEC had not paid schools for rentals or electricity and asked if that had been the responsibility of the MEOs or the IEC.

The Chairperson asked in which area this had occurred.

Mr Skhosana replied that it had taken place in Mpumulanga.

Ms Ntandane replied that the IEC had a payment plan for schools.

Ms Bam added that sometimes delays occurred, because of the distances involved. Sometimes cheques were held for a long time, because the IEC did not have the account number of the school. This could have been an isolated incident, which had become sensationalised.

Mr Sibande queried why registration expenses had been less in 2005 than in 2004.

Ms Tlakula responded that the expenditure figure had been for registration in November 2003 and January 2004. That was why the figure was more in 2004 than in 2005.

Mr Sibande asked how long it took to process relocation costs.

Ms Ntandane replied that institutions were paid once they had been invoiced.

Mr Swarts asked whether assets were depreciated.

Ms Ntandane replied that they were.

Mr Swarts wanted clarity on the salary pledge account.

Ms Ntandane answered that the account acted as surety for the amount in the bank to approve salaries.

The Members thanked the IEC for an informative and encouraging report. The report had been a ‘pleasant experience of financial figures’. They noted that the IEC was an ambassador for South Africa. They commended the women for their excellent work.

The meeting was adjourned.