Promotion of Access - PAIA

MANUAL COMPILED IN TERMS OF SECTION 51 OF THE PROMOTION OF ACCESS TO INFORMATION ACT 2 OF 2000 FOR THE LOWER SUNDAYS RIVER WATER USERS ASSOCIATION

PREAMBLE

The primary function of the Association is the provision of bulk raw water to Irrigators as well as to the Sundays River Valley Municipality and the Nelson Mandela Metropolitan Municipality.

At a strategic workshop held by the previous Board during 1998 the following vision was defined

The vision of the Lower Sundays River Irrigation Board is that of a fully representative body and role model exercising the control function and continually adapting the functional infrastructure to provide specialised water supply and a satisfied client service.

Excellent management and satisfied staff will guarantee productivity, physical stability and effective operation.

The further ideal of the Board is in a transparent and responsible manner to serve the broader community.

This was before the National Water Act no 36 of 1998 was promulgated and does provide some insight to the direction of the Board.

In terms of the National Water Act no. 36 of 1998 the Board has been transformed into the Lower Sundays River Water User Association and the first Management Committee commenced operations on 1 April 2005 and is the Association an Organ of State.

1    STRUCTURE OF MANAGEMENT COMMITTEE

The area of operation of the Association is defined in the Constitution of the Association.

The composition of the Management Committee is defined fully in the Constitution of the Association, which includes elected members from defined sub-districts, representatives from the Municipalities as well as nominated members from the community who have an interest in water and its related aspects.

The frequency of meetings are prescribed in the Constitution as well as the applicable notice periods.

2    FUNCTIONS OF THE BOARD

The functions of the Water User Association are defined in the Constitution of the Association.

3    CONTACT DETAILS

Postal Address:     P O Box 10, Sunland, 6115
Physical Address:     Belmont Road, Sunland, 6115
Telephone no.:     042-234 0038
Fax no.:         042-234 0022
e-Mail:           This email address is being protected from spambots. You need JavaScript enabled to view it.

All staff can be contacted at the above numbers, address and e-Mail

Chief Executive Officer : MW Primmer, cell no. 0848444552

In terms of Schedule 4, item 3. (6) of the National Water Act of 1998 the functions of the Chief Executive Officer can be performed by the Chairperson or any other officer designated by the Chairperson.

4    RECORDS HELD BY THE ASSOCIATION

Wage and salary payments including payroll creditors, Provident Fund, Medical Aid contributions etc.

Records of each property scheduled within the district, including correspondence between property owners and the Association, as well as transfers of property from one owner to the next. This includes details of directors of any cc, Companies or Trusts.

Financial statements of the Association including budget and associated financial reports.

Receipts of payments including banking details

Orders for materials

Minutes of all Management Committee meetings as well as any committee meetings including all resolutions.

All general correspondence with any supplier, Government Departments, including Municipalities

Water Consumption of the Irrigators

Water control figures including rainfall, dam balances, canal losses etc.

5    SERVICES OFFERED

Currently the only service that is provided is the supply of bulk raw water to Irrigators that are included in the Schedule of Rateable area’s and to the Municipalities as directed by the Department of Water Affairs and Forestry.

An investigation to the viability of a scheduling service to individual Irrigators is being undertaken at present.

The Association will also assist in the construction of canals and outlets as required by Irrigators.
 

6    PUBLIC ENGAGE ASSOCIATION

Generally the public are welcome to submit any suggestions and information and questions preferably in the format of a letter stating what the matter is about and any suggestions to resolve the mater or service.

If any Irrigators experience problems with regards to the operation of the Association the same process can be followed except an urgent matter such as a canal overflowing, then a phone call is sufficient, as this matter needs immediate attention.

Any problems that may be experienced with regards to the policy of the Association must be submitted in writing to the Association.

Any Management Committee or staff member can be engaged in any aspect of the Association and generally this matter will be referred to the Chief Executive Officer for his attention and resolution if possible and if not will be referred to the Management Committee, generally in the format of a letter.

There is also an Annual General meeting in which the Association reports on it’s financial situation and the Chairperson reports on the Associations functions etc.

Any request for information must be submitted on the prescribed form and submitted to the Chief Executive Officer along with the applicable fees.

Annexure B
Form A
REQUEST FOR ACCESS TO RECORD OF PUBLIC BODY
(Section 18 (1) of the Promotion of Access to Information Act, 2000 (Act No.2 of 2000))
(Regulation 6)

FOR DEPARTMENTAL USE
Reference number:
Request received by
(state rank, name and surname of information officer / deputy information officer) on

                  (date) at                               (place)

Request fee (if any): R
Deposit (if any):       R
Access fee:               R

______________________________________________________________________
SIGNATURE OF INFORMATION OFFICER / DEPUTY INFORMATION OFFICER

A.    Particulars of public body

The Information Officer / Deputy Information Officer:

__________________________________________________________________________________

B.    Particulars of person requesting access to the record
(a)    The particulars of the person who requests access to the record must be given below.
(b)    The address and / or fax number in the Republic to which the information is to be sent, must be given.
(c)    Proof of the capacity in which the request is made, if applicable, must be attached.

Full names and surname: ______________________________________________________________

__________________________________________________________________________________

Identity number: ___________________________________________

Postal address: ______________________________________________________________________

__________________________________________________________________________________

Fax number: __________________________

Telephone number:_____________________   E-mail address: _______________________________

Capacity in which request is made, when made on behalf of another person: _____________________

__________________________________________________________________________________

C.    Particulars of person on whose behalf request is made  ________________________________

__________________________________________________________________________________

This section must be completed ONLY if a request for information is made on behalf of another person.

Full names and surname: ______________________________________________________________

__________________________________________________________________________________

Identity number: _________________________________

D.    Particulars of record

(a)    Provide full particulars of the record to which access is requested, including the reference number if that is known to you, to enable the record to be located.
(b)    If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all the additional folios.

1.    Description of record or relevant part of the record: ___________________________________

    ____________________________________________________________________________

    ____________________________________________________________________________

    ____________________________________________________________________________

2.    Reference number, if available: __________________________________________________

3.    Any further particulars of record: _________________________________________________

    ____________________________________________________________________________

    ____________________________________________________________________________

    ____________________________________________________________________________

E.    Fees

(a)    A request for access to a record, other than a record containing personal information about yourself, will be processed only after a request fee has been paid.
(b)    You will be notified of the amount required to be paid as the request fee.
(c)    The fee payable for access to a record depends on the form in which access is required and the reasonable time required to search for and prepare a record.
(d)    If you qualify for exemption of the payment of any fee, please state the reason for exemption.

Reason for exemption from payment of fees: ______________________________________________

__________________________________________________________________________________

F.    Form of access to record

If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 below, state your disability and indicate in which form the record is required.

Disability: _________________________________________________________________________

__________________________________________________________________________________

From in which record is required:

Mark the appropriate box with an X

NOTES:
(a)    Compliance with your request for access in the specified form may depend on the form in which the record is available.
(b)    Access in the form requested may be refused in certain circumstances. In such a case you will be informed if access will be granted in another form.
(c)    The fee payable for access to the record, if any, will be determined partly by the form in which access is requested.

1.    If the record is in written or printed form:
copy of record*    inspection of record

2.    If record consists of visual images -
(this includes photographs, slides, video recordings, computer-generated images, sketches, etc.):
view the images    copy of the images*    transcription of the images*
                    
3.    If record consists of recorded words or information which can be reproduced in sound:
    
listen to the soundtrack (audio cassette)    transcription of soundtrack*    (written or printed document)
        
4.    If record is held on computer or in an electronic or machine-readable form:
printed copy of record*    printed copy of information derived from the record*    copy in computer readable form* (stiffy or compact disc)
        
    *if you requested a copy or transcription of a record (above), do you wish the copy or transcription to be posted to you?

Postage is payable.
YES    NO

Note that if the record is not available in the language you prefer, access may be granted in the language in which the record is available.

In which language would you prefer the record? _____________________________________

G.    Notice of decision regarding request for access

You will be notified in writing whether your request has been approved / denied. If you wish to be informed in another manner, please specify the manner and provide the necessary particulars to enable compliance with your request.

How would you prefer to be informed of the decision regarding your request for access to the record? _____________________________________________________________________

____________________________________________________________________________

Signed at _________________________________ this __________ day of _____________________  

_________________________________________________________________________
SIGNATURE OF REQUESTER / PERSON ON WHOSE BEHALF REQUEST IS MADE