COVID-19 WORKPLACE STEERING COMMITTEE

TERMS OF REFERENCE

1. PURPOSE

1.1 To ensure an integrated approach on the implementation of interventions and

action plans in the management of the COVID-19 virus within the DWS with
specific emphasis on the workplace as approved by the acting Director-General.

2. FUNCTIONS

2.1 The functions of the COVID-19 Steering Committee will be as follows:

a) providing leadership and guidance to senior management and employees in

the Department regarding COVID-19 and the impact that it has on the DWS;

b) ensuring that the Department has a workable and realistic action plan;

c) to facilitate the unblocking of any possible stumbling blocks/hindrances that

may jeoperdise the management and containment of COVID-19 in the
Department;

d) monitoring and evaluating the implementation of the action plan in the

Department;

e) reporting to the Top Management and Director-General on a weekly basis

regarding the implementation of the action plans.

f) To provide guidance and support to similar committees established in

provinces, clusters and construction.

3. COMPOSITION

3.1 The COVID-19 Steering Committee is constituted by the following

representatives:

Membership
Chief Director: HRM (Chairperson)
Chief Director: Auxiliary Services

1
 Director: HR Transactions/Administration
Director: Facilities
Director: Legal Services
Director: Security Services
Director: Communications
Director: Risk Management
Director: Operational Support
Compliance Officer (ito Regulations of the Disaster
Management Act read with DPSA Circular 18 of 2020)
Director: Finance/SCM
Deputy Director: Employee Health and Wellness
One representative from each Branch (Office of the DDG)
2 Representatives from Organised Labour (NEHAWU and PSA)

Secretariat: To be provided by the Office of the DG.

3.2 Additional members may be co-opted to attend the meeting depending on

the need.

3.3 The above members are appointed based on their functional

responsibilities and competencies in respect of the project. In an event
where the core members are unavailable, it is expected that fully mandated
representatives will be assigned to attend on his/her behalf.

3.4 Branch representatives attend the meeting on behalf of the respective

Branch Head and should carry a full mandate from the Branch Head and
will be expected to communicate to the leadership team of the Branch after
each meeting.

3.5 The Committee members will elect a Chairperson for the meeting if and
when the Chairperson cannot attend the meeting.

3.6 Provincial Offices, Cluster Offices and Construction units must, through the
respective Head of that Offices, establish its own COVID-19 implementation
committees. These Committees will report via their representatives in the
National Committee.

4. COMMITTEE PROTOCOLS AND CONDUCT

4.1 Members of the Committee will be familiar with the project and fully support
the aims and objectives of the project;

4.2 The Committee will update Top Management and the Director-General at
least once a week on the progress of the project.

4.3 The Committee will meet at least once a week or more frequently if
necessary.

2
4.4 For social-distancing purposes, Committee meetings will, as far as possible,
be conducted virtually (via video conferencing) in addition to a boardroom
within the Head Office building of the Department being made available.

4.5 Members will raise concerns and issues regarding the project at the
Committee meetings.

4.6 Members will be committed, supportive and actively involved in pursuing the
project’s objectives and outcomes.

4.7 Major decisions pertaining to the project will be taken as per the delegations
of the department.

4.8 Unresolved issues at Committee will be escalated to the Director-General for

further engagement.

4.9 Decisions taken by the Committee must be decided on general agreement

and consensus.

4.10 Meetings and decisions are considered valid when the majority of the
members are present (Chorum is 50% + 1).

4.11 For urgent decisions that cannot await a next Committee meeting, a
teleconference will be set up.

4.12 Out-of-session decisions will be deemed acceptable upon simple majority of

the participants of such meeting(s). The decisions must be endorsed in the
next scheduled meeting and decisions will be minuted.

5. AGENDA ITEMS

5.1 All agenda items must be forwarded to the Chairperson and Secretariat at
least 24 hours before the scheduled meeting.

5.2 Documents must be distributed timeously before the scheduled meeting.

5.3 The Chairperson has the right to refuse to list an item on the formal agenda
but members may raise an item under “Other Matters” if time permits.

6. MINUTES OF COMMITTEE MEETINGS

6.1 Minutes will be taken by the secretariat, which must reflect the content of
discussions, the decisions taken, the actions agreed upon, the responsible
person for the action and an indication of the time limit for the action to be
finalised.

3
 6.2 Full copies of the minutes, including attachments, shall be provided to the
Committee Members no later than 3 days after the meeting.

6.3 Final approval of minutes will be a standard item on every scheduled

meeting.

7. COMMITTEE LIFESPAN

7.1 The COVID-19 Steering Committee is established through approval by the

acting Director-General and will perform its functions and responsibilities
until it is dissolved by the Acting Director-General.

Terms of Reference Approved

ACTING DIRECTOR-GENERAL: WATER AND SANITATION

DATE: