MANAGEMENT MEETING HELD ON 27^TH OF JANUARY, 2021 AT THE DISTRICT CHIEF EXECUTIVE’S OFFICE

DCE’S OPENING REMARKS

The DCE thanked everyone for being present at the meeting. He also expressed gratitude to the Almighty for giving management the opportunity to meet again and work towards bringing development to the Amansie Central District. He therefore called on the DCD to address the house on the purpose of the meeting.

DCD ADDRESS

The DCD in his address informed the house that, it is imperative for every organization to meet every year and reflect on their past performances, placing much focus on the success chalked and the failures. This will inform the organization about measures to put in place in other not to repeat such failures. The DCD said, the meeting will focus on four thematic areas;

• Review of Performance
• Corporate Protocols on COVID-19
• Medium Term Development Plan (2022-2025)
• Punctuality

The DCD asked the HR to introduce staff to the house.

The HR duly introduced, the Planning Officer (Vida Osei Agyemang) who was on study leave and the newly posted HR Assistant (Ms. Bertha Konadu Boateng) respectively to the house.

REVIEW OF PERFORMANCE

PLANNING UNIT

 DPAT Assessment

The Planning Officer, informed the house that the Assembly scored 98% on 2019 DPAT which is a good performance, he advised the house to start preparation towards 2020 DPAT Assessment and make sure all documents are ready. Again, he entreated the Assembly to make funds readily available for activities.

Monitoring of Physical Projects

The District Internal Auditor said, the Assembly didn’t perform so well in monitoring physical projects in 2020, he urged the Assembly to focus on physical monitoring of projects in the district.

FINANCE DEPARTMENT

IGF Mobilization

The District Finance Officer informed the house that, the revenue budgeted for the year 2020 was 570,627.55 and the actual was 634,223.07. He emphasized that, despite the impacts of COVID-19 on economic activities the Assembly was able to increase its revenue for the year 2020.

Again, on the above subject, members enumerated several avenues on how to generate enough revenue for the Assembly;

1.Property Valuation

2. Frequent monitoring of activities of revenue collectors
3. Provision of strong vehicle to assist in revenue collection.

Monitoring Team

The Deputy Director informed the house that, in an attempt to increase the IGF of the district, a monitoring team has to be formed to check the activities of revenue collectors.

Re-Invigoration of Area Councils

The District Internal Auditor engage the house to consider reviving all area councils in the district in 2021.

INTERNAL AUDIT

 Retirement of PVs

The District Internal Auditor said, during the year under review most activities if the Assembly have not been retired, he pleaded with the house to make sure all activities undertaken are retired. Again, distributed list should also be attached to particulars to make the work of the auditors easy.

CENTRAL ADMINISTRATION (TRANSPORT)

Increase Cost of Maintenance of Assembly Vehicles

The District Budget Analyst, informed the house that, budget for maintenance of official vehicle was exhausted before the end of July, 2020 a supplementary budget has to be raised to fund repair of vehicles until the end of year. He believes the cost of repair is too high and the Assembly has to consider changing mechanic in order to reduce costs.

In a rebuttal, the Planning Officer informed the house that the nature of roads in the district is a contributing factor to frequent damage of Assembly vehicles.

Contributing to the above issue, the District Finance Officer informed the house that, most of the Assembly vehicles are old and the cost of repairs are likely to be high. He proposed that, some of these vehicles should be auctioned to make way for a new vehicle to be purchased.

Procurement of New Vehicle

On procurement of new vehicles, the DCE proposed that all the old vehicles should be seeded off before a new vehicle should be proposed to Assembly Members for approval

Insurance of Assembly Vehicles

The Deputy Director proposed to the house that, the Assembly should provide insurance to official vehicles.

 Logging Book

The DCD charged staff to record every detail of transportation in the logging book. He mentioned that, staff should record these details even when the funds are not from the coffers of the Assembly.

Formation of District Health Committee

The Deputy Director proposed the formation of District Health Committee to the house.

PHYSICAL PLANNING DEPARTMENT

Layout

The Physical Planning Officer proposed that there should be a comprehensive layout in the district to enable document acquisitions in the Assembly. He also urged the Assembly to consider the underlisted activities which will help boost revenue collection in the district.

• Property Naming and Address System
• Software for Revenue Mobilization
• Development Control Exercise
• Liaise with the Head of Works Department to monitor projects in the district and serve notice to individuals without permit

WORKS DEPARTMENT

The DCD tasked the Head of Works Department to work on the underlisted projects

• Review the cost of converting 40ft container into a storage facility
• Construction of temporal structure for stray animals

The DCD tasked the Physical Planning Officer to liaise with MTN to develop a short code to create awareness for people to renew their development permits.

Highlights of Positives in 2020

• Timely Payment of IGF staff
• Procurement of COVID-19 items
• DCEs Engagements
• Motivation
• Welfare

CORPORATE PROTOCOLS ON COVID-19

The DCD informed the house that the following protocols have been put in place to reduce overcrowding at the workplace.

• Flexible shift system
• Encourage staff to take their annual leave
• Working from home if possible

In light of the above, the DCD tasked each department to submit an itinerary on staff shift system.

PREPARATION OF MEDIUM TERM DEV’T PLAN (2022 -2025)

The Planning Officer informed the house that, 8-member committee has been formed and have already started working on the first chapter of the Medium-Term Plan. Draft budget has been submitted to the DCD for consideration.

Inability to Initiate DDF Projects in 2020

The DCD made it clear to the house that the funds are yet to be released into the account of the Assembly. He tasked the Engineer to make sure all necessary documents are made available before the funds are released.

GIFMIS

The DCD informed the house that, the Assembly is not able to make any payments because budget is submitted to the GIFMIS Secretariat to upload them into the system which has not been done.