Local communities in environmental action

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


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


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


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


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


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



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



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


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:


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)


EACH PARTNER SUBMITS TO THE COMPETENT CONTROLLER FOR VERIFICATION OF PAID OUT EXPENDITURES THE FOLLOWING


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.


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.


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


Information and publicity Indicative documentation of expenditure of paid expenditure for information and publicity:


Certificate of acceptance of products and services

Invoices and dispatch notes which should state the project and the Programme


Deliverables of the services offered

Website of the Programme

Invitation and agenda

Minutes

Singed list of participants

Photographs of the events


equipmentIndicative documentation of expenditure of paid expenditure for equipment:


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.


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


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


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.


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.


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