local communities in environmental action. project kick-off meeting agenda 1. short presentations of...
TRANSCRIPT
Loca
l com
muniti
es in
envi
ronm
enta
l act
ion
Project Kick-off Meeting Agenda
1. Short presentations of the partner organizations
2. Brief presentation of the project
3. Reporting on the progress made so far by each partner
4. Planning of information and publicity activities
5. Progress and financial reporting per trimester
6. Expenses’ certification processes for Greek partners
7. Expenses’ certification processes for partners from fYROM
8. Evaluation of the meeting
BRIEF
PRES
ENTATI
ON OF
THE
PROJE
CT
Summ
ary,
Obje
ctiv
es, E
xpec
ted R
esults
, WPs,
Actio
ns an
d Mai
n Del
iver
able
s/ O
utputs
, Tim
etab
le
Summary of the project
Project Title Local Communities in Environmental Action
Acronym ENVI
Priority Axis 2. Enhancement of the environmental resources and cultural heritage of the programme area
Measure 2.1 Promote and protect the environmental resources of the area
Partners OLP (LP1) - Municipality of DeltaIPA FLP (LP2) - Municipality of KavadarciPPs – UNESCO Youth Club of Thessaloniki & YMCA Skopje
Project Duration
15 months (April 2012 - June 2013)
Total Budget 231.556,44 Euro
BRIEF PRESENTATION OF THE PROJECT
Summary of the project
PARTNER No PARTNER NAME COUNTR
YTotal
eligible cost
EU
Contribution
National/ownContribution
OLP (LP1)
Municipality of DELTA Greece 77.761,30 58.320,98 19.440,33
IPA FLP (LP2)
Municipality of KAVADARCI
FYROM 80.265,04 68.225,28 12.039,75
PP3 UNESCO Youth Club of Thessaloniki
Greece 42.238,70 31.679,03 10.559,68
PP4 YMCA Skopje FYROM 31.291,40 26.597,69 4.693,71
TOTAL PROJECT BUDGET 231.556,44 184.822,97 46.733,47
BRIEF PRESENTATION OF THE PROJECT
OBJECTIVES
Especially, the project aims to:
• the information and the sensitization of local communities (young people, local citizens, local farmers and entrepreneurs, representatives of local authorities and organizations, stakeholders etc) in order to participate in volunteer actions for the restoration, the protection, the surveillance, the monitoring and the report of any cases of pollution that they perceive regarding the environmental resources located in their areas focusing on the rivers of Axios and Luda Mara
BRIEF PRESENTATION OF THE PROJECT
The overall objective of the project - in compliance with the Program Objective for Priority 2 and Measure 2.1., is the realization of common actions for the
protection of natural environment and the mobilization of natural resources, as well as the implementation of specific interventions that will protect the local
environment.
The overall objective of the project - in compliance with the Program Objective for Priority 2 and Measure 2.1., is the realization of common actions for the
protection of natural environment and the mobilization of natural resources, as well as the implementation of specific interventions that will protect the local
environment.
OBJECTIVES the study and the record of local environmental resources of both Municipalities,
their current situation and the high risk activities developed near them
the development and the application of a special software for the management and the protection of the environmental resources of both Municipalities
the ensurement of all the necessary equipment for the tracking and the control of the water pollution in both areas
the training of the minicipal employees that will use the equipment in order to be able to use it after the completion of the project as well
the realization of the necessary constructions in the river of Luda Mara (Kavadarci) for the improvement of water quality and the environmental protection of the river
the protection of local environmental resources focusing on the protection of the rivers Axios and Luda Mara
the improvement of water quality and quality of life in the cross-border area
BRIEF PRESENTATION OF THE PROJECT
EXPECTED RESULTS
The project is expected to have a significant contribution to the protection of the environmental resources of the eligible border area through a series of joint and well planned activities including information and dissemination actions, purchase of equipment and implementation of infrastructures as well as the application of special IT software. Furthermore the project is expected to result to:
Protection of the local environmental resources (emphasizing to Axios and Luda Mara Rivers) and immediate intervention in cases of new pollution events thanks to their continuous surveillance with the use of the appropriate electronic tools
Restoration of the aquatic environment of the border region with emphasis on the river of Luda Mara thanks to the infrastructure project that will take place there
BRIEF PRESENTATION OF THE PROJECT
EXPECTED RESULTS
Sensitization of local citizens, farmers, entrepreneurs, authorities and organizations on environmental topics through their specialized information and their opportunity to interfere actively in the process of environmental protection by sending reports and notifications via sms and emails through the application of the electronic system for the management and the surveillance of the local environmental resources
Compliance with the Community directives as well as the national legislation on the protection of the environment
Development of a knowledge/ information archive which will be constantly enriched
Improvement of water quality and quality of life in the cross-border area
Attraction of more visitors and reinforcement of tourist development of the area as a result of the improvement of its aquatic resources
BRIEF PRESENTATION OF THE PROJECT
WORK PACKAGES – ACTIONS - DELIVERABLES
Work Packages
Actions Deliverables
WP1 - Management & Coordination
1.2. Project Management and Coordination
Project plan & progress reports
1.3. Project Coordination Meetings
Four (4) project coordination meetings
1.4. Verification of expenditure
Expenditure verification reports
WP2 - Information & Publicity
2.1. Multilingual project communication package
300 posters, 3000 brochures, 2 banners. 300 folders, 1000 CDs for the project dissemination
2.2. Organization of Info days
1 Info day in Greece1 Info day in FYROM
2.3. Organization of workshops
3 local workshops in Greece3 local workshops in FYROM
BRIEF PRESENTATION OF THE PROJECT
WORK PACKAGES – ACTIONS - DELIVERABLES
Work Packages Actions Deliverables
WP2 - Information & Publicity
2.4. Press releases/ articles
4 articles/ press releases in Greece4 articles/ press releases in FYROM
2.5. Website development
Project website
WP3 - Platform development for the management of local environmental resources
3.1. Record and study of local environmental resources and their current situation
Record of the environmental resources and the high risk activities developed around them
3.2. Design and development of the information system
Information System software
3.3. Purchase of IT equipment
Computer server, laptops, GPSs, digital camera
BRIEF PRESENTATION OF THE PROJECT
WORK PACKAGES – ACTIONS - DELIVERABLES
Work Packages
Actions Deliverables
WP4 - Equipment for the control of water pollution
4.1. Purchase of equipment Portable photometric device that measures water chemical parameters, Portable D.O. meter that measures the oxygen dissolved into the water, Portable PH meter device
4.2. Training of municipal employees on the use of equipment
Organization of 1 training session of 8 hours (training material, participants' list) in Greece
WP5 - Actions for the cleaning of the river Luda Mara
5.1. Implementation of special infrastructures in the river of Luda Mara
Special infrastructure in the river of Luda Mara
BRIEF PRESENTATION OF THE PROJECT
Repor
ting o
n the
progre
ss
mad
e so
far b
y ea
ch
partn
er
Municipality of DELTA – OLP (LP1)
• WP1 - Preparation of all the tenders related to the outsourcing of services under WP1, WP2 and WP3 and the supply of equipment under WP3 and WP4 (all the tenders are in the phase of publication/ procurement)
Municipality of KAVADARCI – IPA FLP (LP2)
• WP1 – Realization of payments equal to 65.300,00 euro (not verified expenses) until January 2013
• WP3 - Purchase of a GPS as well as an additional PC (approved by the EU Delegation)
• WP5 - Implementation of all the technical works for the construction of the collector in Luda Mara river, as well as procurement, assignment and implementation of an extension of the construction for 217 more meters (approved by the EU Delegation)
REPORTING ON THE PROGRESS MADE SO FAR BY EACH PARTNER
UNESCO Youth Club of Thessaloniki - P4
• WP1 - Realization of payments equal to 1.498,87 euro (not verified expenses) until January 2013. Completion of the procurement procedure for the outsourcing of services described within the project (WP1, WP2 and WP3). Respective contract was signed in the mid February 2013.
• WP2 - Design of the project logo. Preparation of the basic project information material: brochures, posters, folders, pens, notebooks etc.
• WP3 - Purchase of a laptop.
YMCA Skopje - P4
• WP2 - Preparation of material related to the project website.
REPORTING ON THE PROGRESS MADE SO FAR BY EACH PARTNER
ACTION P
LAN F
OR THE
TRIM
ESTE
R APR
IL – J
UNE
2013
MAIN ACTIVITIES TO BE IMPLEMENTED Completion of all the procurement and contracting procedures that
run by the Municipality of DELTA
Submission of an extension request to the JTS for at least three more months (proposed new end date of the project: 30.09.2013)
Realistic rescheduling of the project actions (in the application form) of each partner (if necessary)
Content and time planning of the joint project activities: • information and publicity activities and • record and study of local environmental resources and their current
situation, in order to be included to the platform development for the management of local environmental resources that will be designed
ACTION PLAN FOR THE TRIMESTER APRIL – JUNE 2013
PLANNIN
G OF
INFO
RMATIO
N
AND PUBLIC
ITY
ACTIVIT
IES –
PROGRAM C
OMMUNICAT
ION
RULES
PUBLICATIONS (brochures, leaflets, press releases, best practice guides etc.)
COMMUNICATION TOOLS
Requirements:
1. EU flag emblem
2. Co-financing slogan
(Co-funded by the European Union and by national funds of the
participating countries)
3. Flags of the participating countries
4. The Logo and slogan of the JTS
Requirements:
1. EU flag emblem
2. Co-financing slogan
(Co-funded by the European Union and by national funds of the
participating countries)
3. Flags of the participating countries
4. The Logo and slogan of the JTS
COMMUNICATION TOOLS
Websites, electronic information, audio-visual material
Requirements
1.Flags and slogans, as for publication2.Hyperlink to the JTS, Managing Authority’s and DG Regio websites
Conferences, events, exhibitions
Requirements
1.EU flag displayed in meeting rooms, at conferences etc.
2.Flags and slogans on all documents and supports
TOOLS
COMMUNICATION TOOLS
•EU logo
Download
http://europa.eu/abc/symbols/emblem/download_en.htm
Graphical elements (colour, size, layout etc.)
http://europa.eu/abc/symbols/emblem/graphics1_en.htm
•EU logo
Download
http://europa.eu/abc/symbols/emblem/download_en.htm
Graphical elements (colour, size, layout etc.)
http://europa.eu/abc/symbols/emblem/graphics1_en.htm
PROGRESS A
ND FIN
ANCIAL
REPORT
ING P
ER TRIM
ESTER
EXPE
NSES’ V
ERIFI
CATIO
N
PROCES
SES
REPORTING The Overall Lead Partner must submit a progress report to the Joint
Technical Secretary every three months in accordance with the following schedule:
All partners should provide the relevant data to OLP (LP1) the latest five (5) days before the submission deadline for the progress report.
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
For expenses incurred from - toDeadline of submission of Progress Report:
January - March 20th of April of the respective year
April - June 20th of July of the respective year
July - September 20th of October of the respective year
October – December 20th of January of the respective year
The progress report comprises:
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
Activity Report: The progress of work towards the objectives of
the project, including achievement of any deliverables identified in
the Approved Application form. The report should include the
differences between work expected to be carried out in accordance
with AF and that actually carried out.
Activity Report: The progress of work towards the objectives of
the project, including achievement of any deliverables identified in
the Approved Application form. The report should include the
differences between work expected to be carried out in accordance
with AF and that actually carried out.Financial Report: A financial report consolidating the expenses
incurred of all the beneficiaries during the reporting period and
correspond to a certain action and deliverable identified in the
approved application form. Financial Report should be
accompanied by the First level control verifications of each
partner
Financial Report: A financial report consolidating the expenses
incurred of all the beneficiaries during the reporting period and
correspond to a certain action and deliverable identified in the
approved application form. Financial Report should be
accompanied by the First level control verifications of each
partner
FIRST LEVEL CONTROL VERIFICATIONS OF EACH PARTNER
Annex I “Control check list” - A Control Checklist which is filled in by the controllers
Annex II “CERTIFICATE OF verified expenditure”, filled in by the controllers
Annex III - Table of Expenditure filled in by both Beneficiary and the Controllers
THE REPORTED EXPENDITURE have to be paid within the reporting period concerned have to be in accordance with the approved application Form have to be eligible (according to Greece – FYROM INTERREG IVA 2007-2013
Programme rules , EU rules and national rules) have to be assigned to the correct BL and WP (according to Greece – FYROM
INTERREG IVA 2007-2013 Programme rules and the projects’ AF)
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
EACH PARTNER SUBMITS TO THE COMPETENT CONTROLLER FOR VERIFICATION OF PAID OUT EXPENDITURES THE FOLLOWING
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
Personnel costIndicative documentation of expenditure of paid expenditure for personnel cost:
A decision of the beneficiary’s management which specifies the working team, the division of work, the allocation of working hours, the project manager and the person in charge for accepting the activities/deliverables or labour contracts for each member of the working team monthly timesheets, Annex V,
Data on the total hours worked per month and date, Annex VI, per each employee working on the project, broken down to all the co funded activities/projects he/she has been involved
Reports on the produced, by the staff, work during the respective period
Signed payrolls or payslips or proofs of bank deposits or other supporting documents
PROGRESS AND FINANCIAL REPORTING PER SEMESTER - EXPENSES VERIFICATION PROCESSES
Travel and accommodation Indicative documentation of expenditure of paid expenditure for TRAVEL AND accommodation costs:
Invitation and/or minutes, presenting the time, duration, venue as well as signed list of participants for all the days of the meetings.
Decision for travelling according to the institutional framework of the beneficiary.
Travel report/Report on the travel expenditure
The beneficiary’s regulation on the level of the subsistence allowances, the kilometre allowance for using private car.
Tickets, invoices of tickets and supporting documents for payment of tickets, toll invoices, invoices when using taxi or when renting a car or kilometre allowance when using private car. In case of travelling by plane, boarding pass is also required.
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
Travel and accommodation Indicative documentation of expenditure of paid expenditure for TRAVEL AND accommodation costs:
The use of taxi or the rent of a car shall be justified either because there is no public transport (including strikes etc) or the beneficiary is travelling to subsequent destinations or it is the most economic way of travelling. In case of insufficient justification the value of travelling by the most economic mean is paid.
Hotel invoices and supporting documents for hotel payment only for their stay and for those travelling who should be mentioned in the hotel invoice by name
Cost for travelling and accommodation of external experts is paid according to the aforementioned rules only when this is explicitly included in their contracts.
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
external expertise/ servicesIndicative documentation of expenditure of paid expenditure for external expertise services:
Contracts and documents for the award procedure (call, tenders, evaluation, decision etc)
Receipts of invoices which state the project
Deliverables and certificate of acceptance of deliverables
Documents of payment
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
Information and publicity Indicative documentation of expenditure of paid expenditure for information and publicity:
Contracts and documents for the award procedure (call, tenders, evaluation, decision etc)
Certificate of acceptance of products and services
Invoices and dispatch notes which should state the project and the Programme
Documents of payment
Deliverables of the services offered
Website of the Programme
Invitation and agenda
Minutes
Singed list of participants
Photographs of the events
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
equipmentIndicative documentation of expenditure of paid expenditure for equipment:
Contracts and documents for the award procedure (call, tenders, evaluation, decision etc)
Certificate of acceptance of products
Registration of the equipment in the accounting system
Invoices and dispatch notes with reference to the Serial Number of the equipment.
Documents of payment
Licenses to set and operate the equipment, where required.
In addition to the aforementioned for the documentation of depreciation the following are examined:
Documentation of the method for depreciation according to the national accounting rules
Method for partitioning the use of the equipment in the project
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
EACH PARTNER SUBMITS TO THE COMPETENT CONTROLLER A REQUEST FOR EXPENDITURE VERIFICATION:
The following are submitted only during the 1st request for expenditure verification
The Approved Application Form
The Subsidy Contract
The Partnership Agreement
The Agreement to cooperate, where required
the Regulatory Framework in force, setting out the operation of the beneficiary
The Legislation the beneficiary follows to recruit temporary staff or to pay his staff additional remuneration
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
After the verification is issued, Each Project Partner sends to the Lead Partner :
by e-mail:
A. Annex III “table of expenditure” issued by the controller
B. Activity and Financial Progress Report
And by post (when Available) copies of verification (issued by the controllers):
A. Annex III “table of expenditure”
B. Annex I “Control check list”
C. Annex II “Certificate of verified expenditure”
D. Designation Letter for the controllers of Partners
The above are send to the Lead Partner 10 days before the deadline for the submission of the Progress Report
A copy of these documents is kept on the premises of the beneficiary.
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES
THE overall LEAD PARTNER (oLP) SUBMITS TO JTS:
The Progress Report
The Project Partners (PP) Verifications
When the verification not available by the time the deadline of the PR is due, the OLP still submits to the JTC the Progress Report and the Annex III “table of expenditure” filled in by the Partner.
PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES