1 Presentation to the Portfolio Committee on Home Affairs 3 November 2009

2 Annual Report and Financial Statements for the Financial Year ended 31 March 2009

3 Vision and Mission Vision To strengthen constitutional democracy through the delivery of free and fair elections in which every voter is able to record his or her informed choice Mission The Electoral Commission is a permanent body created by the Constitution to promote and safeguard democracy in South Africa. Although publicly funded and accountable to Parliament, the Commission is independent of the government. Its immediate task is the impartial management of free and fair elections at all levels of government

4 Legislative Mandate -In terms of Section 190 of the Constitution of the Republic of South Africa (Act 108 of 1996), the Electoral Commission must a.manage elections of national, provincial and municipal legislative bodies in accordance with national legislation b.ensure that those elections are free and fair, and c.declare the results of those elections within a period that must be prescribed by national legislation and that is as short as reasonably possible. -The duties and functions of the Electoral Commission are defined in section 5 of the Electoral Commission Act, These include to a.compile and maintain a voters' roll by means of a system of registering eligible voters by utilising data available from government sources and information furnished by voters

5 Legislative Mandate (cont.) b.compile and maintain a register of parties c.undertake and promote research into electoral matters d.develop and promote the development of electoral expertise and technology in all spheres of government e.continuously review electoral legislation and proposed electoral legislation, and to make recommendations in connection therewith f.promote voter education g.declare the results of elections for national, provincial and municipal legislative bodies within seven days after such elections, and h.appoint appropriate public administrations in any sphere of government to conduct elections when necessary.

6 Strategic Objectives 1Projecting the Commission as the global leader in electoral democracy 2Developing and maintaining organisational policies and strategy for the effective and efficient functioning of the Commission 3Providing independent, objective assurance and consulting activities designed to add value and improve the operations of the Commission 4Maintaining an optimal network of voting districts and voting stations for elections, which will ensure reasonable access by voters and lead to an accurate and up-to-date national voters’ roll 5Implementing and promoting effective electoral processes that will facilitate the participation of political parties and independent ward candidates in the management and delivery of free and fair elections

7 Strategic Objectives (cont.) 6Providing and maintaining an effective electoral logistics infrastructure for the efficient warehousing and distribution of materials and equipment for all electoral events 7Informing civil society with a view to maximising citizen participation in democracy and electoral processes 8Developing and maintaining an effective and integrated communication policy and strategy that enables the Commission to engage its stakeholders utilising various media platforms 9Developing and maintaining effective business processes (in respect of legal services, human resources management, support services, financial management, and information and communication technology services) in order to ensure the effective functioning of the Commission 10Offering continuous structured training to officials to facilitate the effective functioning of the organisation, including a fluent and effective registration of voters campaigns as well as the delivery of a successful free and fair election

8 Strategic objective 1: Projecting the Commission as the global leader in electoral democracy Provided assistance with the management of elections of 38 other institutions Participated in one international technical assistance programme and in 4 international observer missions Hosted 6 international delegations from Ethiopia, DRC, Tanzania, Club of Madrid, African Union Provided briefings on preparations for 2009 elections to Portfolio Committee on Home Affairs, diplomats, CSOs and other stakeholders

9 Strategic objective 2: Developing and maintaining organisational policies and strategy for the effective and efficient functioning of the Commission Reviewed strategic objectives, aligned budgets and reported on performance against strategic objectives Tabled 2008 Annual Report on 1 September 2008 and briefed Portfolio Committee on 27 January 2009 Tabled Strategic Plan on 12 May 2008 and briefed Portfolio Committee on 13 May 2008

10 Strategic objective 3: Providing independent, objective assurance and consulting activities designed to add value and improve the operations of the Commission Audit Committee met four times Risk Management Committee was established and met three times Internal Audit –Review statutory reports to National Treasury –Review and report on control and authorisation processes for procurement –Conduct audits in selected MEO offices and all provincial offices –Review HR records –Monitor asset verification

11 Strategic objective 4: Maintaining an optimal network of voting districts and voting stations for elections, which will ensure reasonable access by voters and lead to an accurate and up-to-date national voters’ roll voting stations were identified for 2009 elections Permanent voting stations Temporary voting stations1 061 Mobile voting stations57

12 Strategic objective 4 (cont.) 80.48% of voting stations used in 2006 elections were identified for use in 2009 elections schools used as voting stations Average number of voters per voting station is Voters’ roll certified for 2009 elections contained names and stood at at the end of financial year

Strategic objective 4 (cont.): Registration statistics Province1 April March 2009 Eastern Cape Free State Gauteng KwaZulu-Natal Limpopo Mpumalanga North West Northern Cape Western Cape TOTAL

14 Strategic objective 5: Implementing and promoting effective electoral processes that will facilitate the participation of political parties and independent ward candidates in the management and delivery of free and fair elections Party Liaison Committee meetings were held at national, provincial and municipal levels 156 political parties were registered at the end of the financial year 161 by-elections were held to fill ward vacancies, compared to 65 in previous financial year Vacancies occurred due to resignations (75), deaths (49) and expulsions (37)

Strategic objective 5 (cont.): By-elections ProvinceNumber of WardsRegistered Voters Eastern Cape Free State Gauteng KwaZulu-Natal Limpopo Mpumalanga Northern Cape North West Western Cape33233 TOTAL

16 Strategic objective 6: Providing and maintaining an effective electoral logistics infrastructure for the efficient warehousing and distribution of materials and equipment for all electoral events permanent voting stations: –16% do not have electricity –6% do not have toilets –10% do not have water 100% accuracy in distribution of materials and equipment was attained new “zip-zips” were procured

17 Strategic objective 7: Informing civil society with a view to maximising citizen participation in democracy and electoral processes Conducted civic education interventions. These included: –Community presentations –Workshops –Site visits –Seminars Conducted one large-scale research survey on voter participation Conducted two in-house desktop research projects on voting in prisons and on voting practices for people with special needs

18 Strategic objective 8: Developing and maintaining an effective and integrated communication policy and strategy that enables the Commission to engage its stakeholders utilising various media platforms Held two staff briefing sessions Produced six issues of internal newsletter Stakeholder conferences and events –National Media Conference, 23 – 24 April 2008 –National Youth Dialogue, 30 October 2008 –National Conference with Political Parties, 25 November 2008 Held 16 media briefings Established an efficient call centre

19 Strategic objective 9: Developing and maintaining effective business processes (in respect of legal services, human resources management, support services, financial management, and information and communication technology services) in order to ensure the effective functioning of the Commission 767 contracts and SLAs were concluded Total staff provision is 806 Vacancy rate was 21.3% at financial year-end Disciplinary action taken against 7 employees Recruited 94% of electoral staff by end of financial year

20 Strategic Objective 9 (cont): Financial Management Financial control systems functioned effectively Recommendations by internal and external audits were implemented Statutory monthly reports were submitted to National Treasury on or before the 15 th of each month

21 Strategic Objective 9 (cont.): Effective implementation and management of electronic procurement system Stringent audits of companies considered for contracts Implementation of National Treasury reporting requirements Implementation of contract management system Implementation of asset management system Skills development for supply chain management functions

22 Strategic Objective 9 (cont.): Contributions to Black Economic Empowerment and Small Business –653 contracts awarded of which 494 (+/- R million) went to BEE companies –94.01% of bids awarded via eProcurement auctions went to BEE companies –14.13% of contracts were awarded to non-SMMEs

23 Strategic Objective 9 (cont.): Information and Communication Technology Ensured that infrastructure and systems were ready to support 2009 elections –Candidate nomination system –Party registration system –Voting station operations system SAP (ERP) implementation Enhancement of GIS voting station finder Enhancement of voter registration system on new zip- zips Enhancement of voter participation system on new zip- zips

24 Strategic Objective 9 (cont.): Information and Communication Technology Results slip scanning project was developed Enhancement of issue tracker system

25 Strategic objective 10: Offering continuous structured training to officials to facilitate the effective functioning of the organisation, including a fluent and effective registration of voters campaigns as well as the delivery of a successful free and fair election Conducted 538 staff training and development interventions election officials were trained

26 Audit Report The Electoral Commission received an unqualified audit report for the 2009 financial year end, with an emphasis of matter

27 Continue to ensure that the financial management system promote the objectives of the PFMA and Treasury Regulations Continue to improve financial management systems to ensure that they are integrated, fast and user friendly. Strive to obtain an unqualified report from the Auditor General.

28 Chances of us achieving these objectives started to deteriorate in 2006 as our old ERP system was not an integrated system and was no longer supported in terms of software updates and technical support SAP system was then acquired in 2007; developed in 2008 and used for the first time in 2009 year end Like any other new system; we had challenges which we did overcome and we are now presenting the first set of financial statements from SAP system

29 Accounting Policy The Annual financial statements have been prepared in accordance with Statements of Generally Accepted Accounting Practice (GAAP) with the prescribed Standards of GRAP which replace the equivalent Standards of GAAP Recognition and measurement principles in GAAP and GRAP do not result in material differences, it is only the terminology that changed Financial statements have been prepared on the historical cost basis

30 Funds received The Commission received R by way of a Parliamentary grant Sundry income of R 28.2 million consisting largely of interest earned was generated bringing the total income to R All the funds have been accounted for and disclosed in the financial statements.

Actual Expenditure vs Budget Summary : Economic Classification Report for the year ended 31 March 2009 EXPENDITURE: Standard ItemsBudget (Including Adjustments Estimate) Total Expenditure 2008/2009 Variance – Saving / (over- expenditure) Variance - % Personnel Expenditure R’ ,586 R’ ,815 R’000 39, Administrative Expenditure262,068227,89034,17813 Stock51,83139,37712,45424 Equipment36,93713,92623,01162 Land & Buildings (Rental)47,45444,3283,1267 Professional & Special Services303,114296,2676,8472 Miscellaneous Expenses Depreciation49,48734,78914,69830 Deficit on Disposal of Assets TOTAL EXPENDITURE1,067,597933,508134,08913%

Detailed Income and Expenditure Statement for the year ended 31 March R208R INCOME ,616,502 Parliamentary allocation Government allocation foreign assistance Political party registration fees Interest received Sponsorship income Other income

2009R2008R EXPENDITURE Personnel expenditure Salaries Remunerative allowances Gratuities( ) Employer’s contributions Relocation costs Detailed Income and Expenditure Statement for the year ended 31 March 2009

2009R2008R EXPENDITURE (continued) Administrative expenditure Subsistence expenditure Travel and accommodation expenditure Air Transport Communication expenditure Study expenditure Regional council levy-- Advertisements Catering expenditure – workshops, training and other Membership & registration Insurance Conferences and workshops Administrative expenses - foreign assistance

2009 R 2008 R EXPENDITURE (continued) Printing (Stock) Purchase of equipment and software Rented equipment Rental - Land and buildings Professional & other services Miscellaneous expenditure Depreciation Deficit on disposal/scrapping of assets Total expenditure Surplus for the year

36 Thank you