Green & Blue Futures Introduction Overall project structure - - PowerPoint PPT Presentation

Introduction

• Overall project structure
• Pilot actions – short descriptions by partners
• Project management
• Budgets
• Audit & controls
• Project monitoring & reporting
• Communication
• Golden Rules revisit & Summary

Green & Blue Futures

Overall aims

• To develop the social economy for the management of

green & blue infrastructure

• To deliver social outcomes through green & blue

infrastructure to help deliver strong and prosperous communities

Outcome

• A transnational framework that will deliver these aims

within North West Europe

Overall project structure

Themes

• How can social enterprises be stimulated?
• Business models
• Financial sustainability of social enterprises
• Public procurement / contracts
• Training & skills for benficiaries
• Transnational mobility of entrepreneurs, employees &

beneficiaries

• Monitoring & evaluation of project results
• Development of innovative practices

Overall project structure

Work packages – WP1: Project & pilot action definition

• External review of existing practices
• Workshop (Sept.2012?) – to review practices & inform

pilot actions

• Draw up outline of virtual Social Enterprise Zone
• Methodology report on pilot outcome assessment
• Set up pilot actions – all partners

Overall project structure

Work packages – WP2 & 3: Pilot actions

• WP2 – Development of not-for-profit management

structures

• WP3 - Delivering social outcomes

Actors involved 1. Resource provider – owner / manager of the infrastructure 2. Deliver agent – social enterprise etc. 3. Beneficiaries – target groups benefiting from the project

Overall project structure

Work packages – WP2 & 3: Pilot actions

Look for links / cross-over / cooperation between pilots. Facilitated by:-

• 3 workshops / site visits in conjunction with SG

meetings

• Exchange visits between partner staff

Overall project structure

Work packages – WP4: Evaluation & Framework development

• Evaluation of pilot actions – each partner & overall external

evaluation

• Framework – lessons learnt & guidelines for future projects
• Policy recommendations
• Report on innovative practices
• Recommendations for transnational mobility between

partners – Leonardo etc?

• Recommendations for on-going network
• Workshops – to develop WP4 outcomes
• Final conference – to promote results

Overall project structure

Pilot actions

• British Waterways – Caldon Canal (Staffordshire)
• British Waterways Scotland – the Helix
• The Waterways Trust, Scotland
• Province of West Flanders
• Province of Hainaut
• Succeed in Sambre
• South Tipperary Council

Overall project structure

General

• Project timeframe – start & finish dates

Start – 1st July 2011 Finish – 30th September 2015

• Lead Partner Principle
• Contract with JTS
• Partnership agreement
• Project Steering Group & SG meetings

Project management

Project management

JTS (Lille) BW / CRT(1) Provincie West Vlaanderen (2) Province de Hainaut (4) BW Scotland(7) The Waterways Trust (3) South Tipperary C.C. (5) Réussir en Sambre (6)

Project Structure

Budget Budget

Total Budget – by Partner

Own Activities Common Activities TOTAL British Waterways 487 199 686 West Flanders 397 36 433 TWT 551 7 558 Hainaut 612 7 620 South Tipperary 440 7 447 Sambre 410 7 417 BWS 79 79 TOTAL 2976 265 3241

Budget Budget

Total Budget – by Budget Line

Own Activities Common Activities TOTAL Partner staff 984 97 1081 External experts & consultants 1158 51 1209 Travel & accommodation 72 20 92 Meetings & seminars 32 42 74 Publicity 32 31 63 Equipment 71 71 Investment 489 489 Audit 30 14 44 Admin costs 108 11 119 TOTAL 2976 265 3241

Budget Budget

Total Budget – by Year

2011 2012 2013 2014 2015 Total Partner Staff 4 232 390 358 97 1081 External experts & consultants

• 329

383 397 100 1209 Travel & accommodation

• 16

27 36 12 92 Meetings & seminars

• 14

21 21 17 74 Publicity

• 11

17 22 13 63 Equipment

• 20

26 26

• 71

Investment

• 135

196 157

• 489

Audit

• 8

14 14 8 44 Admin costs

• 26

43 39 11 118 Total - all partners 4 792 1116 1071 257 3241

Budget

On behalf of the whole project For partners to spend on T&A for Exchange Visits and

• rganising Steering Group Meetings

BW West Flanders BW West Flanders TWT Hainaut South Tipp Sambre TOTAL Partner staff 97

• 97

External exp & consultants 51

• 51

Travel & accommodation 5

• 2

2 2 2 2 2 20 Meetings & seminars

• 12

5 5 5 5 5 5 42 Publicity 14 17

• 31

Equipment

• Investment
• Audit

14

• 14

Admin costs 11

• 11

TOTAL 192 29 7 7 7 7 7 7 265

Common Costs Budget

Budget

Golden Rule 1

Understand the budget you have.. Difference between your OWN costs and COMMON COSTS

Reporting

First Level Control

Is carried out by your First Level Controller (an Auditor) who has to meet set criteria and get approved or appointed nationally De-centralised Control - UK, France and Flanders Will have to; 1. approach prospective FLC’s, 2. go through tender process and 3. get appointment approved by the National Approbation Body

Reporting

First Level Control

Is carried out by your First Level Controller (an Auditor) who has to meet set criteria and get approved or appointed nationally Centralised Control – Ireland and Wallonia Will have to; 1) approach the National Approbation Body Ireland (have to pay), Wallonia (don’t..)

Reporting

Golden Rule 2

Appoint your FLC as soon as possible

Reporting

Reporting – what and when

Carried out every 6 months – and in two parts

• Activities carried out (Glenn explaining this)
• Costs incurred and justifying the re-imbursement of Grant

The two parts have to tie up though as money spent (and included in the Claims) must be clearly linked to the activities carried out.

Reporting

Reporting timetable

Claim Period Send to LP by LP sends to JTS by Comments

1st July 2011 to 30th June 2012 31st Aug 2012 31st Oct 2012 Whole year to June 2012 1st July 2012 to 31st Dec 2012 28th Feb 2013 30th April 2013 1st Jan 2013 to 30th June 2013 31st Aug 2013 31st Oct 2013 1st July 2013 to 31st Dec 2013 28th Feb 2014 30th April 2014 1st Jan 2014 to 30th June 2014 31st Aug 2014 31st Oct 2014 1st July 2014 to 31st Dec 2014 28th Feb 2015 30th April 2015 1st Jan 2015 to 30th June 2015 31st July 2015 30th Sept 2015 Formal end date is Sept 2015. We must have submitted Final Claim to JTS by then

Reporting

Golden Rule 3

Stick to the claim deadlines!

Reporting

Budget Lines

Partner staff Can be temporary, permanent or volunteers External experts & consultants Hired expertise Travel & accommodation As part of carrying out project related activities Meetings & seminars SG meetings plus partners / local / regional meetings Publicity PR activities Equipment Must be as detailed in the Application Investment Must be as detailed in the Application Audit Audit / FLC costs Admin costs Flat rate - use calculations / templates provided

Reporting

Golden Rule 4

Money spent must be clearly linked to the activities carried out – and allocated to Budget Lines..

Reporting

Budget Lines – the rules

As set out by the JTS...

Partner staff

Financial Requirements

Eligibility of expenditure “Staff costs are the costs of the actual time worked by the persons directly carrying out the work under the project and directly employed by the partners” In-kind contribution can only be included in Payment Claims if it was included in the Approved Application

Form attached to the Subsidy Contract

Remuneration costs must be calculated individually for each employee and must be based on the monthly payslip (or verified payroll report) Working time must be recorded (eg. timesheets) throughout the duration of the action. The records should be certified at least once a month. Estimates of hours/days worked are not acceptable. Make sure (1) timesheets give enough detail and (2) are signed /authorised Overhead costs cannot be added to staff costs and are considered as administration costs Calculation method: payslip x (time spent on project/total time worked)

Partner staff – note;

Financial Requirements

Eligibility of expenditure

Use of volunteers.. “In-kind contribution can only be included in Payment Claims if it was included in the Approved Application Form attached to the Subsidy Contract”

External Experts & Consultants Financial Requirements

Eligibility of expenditure

Work done by independent consultants must be essential to the project and reasonably priced (limited to 800€/day). Costs must be paid on the basis of contracts and against invoices. It is the Partner’s responsibility to ensure that public procurement rules are respected and that contracts are awarded at normal market

• prices. Keep records of procurement activities – FLC should check this.

Travel and accommodation expenses for external experts should be recorded under the external experts budget line.

Exceptions: specific actions such as website development or communications should be recorded under the "Publicity" budget line; all audit related costs are recorded under the “Audit/First level control" budget line.

Travel costs

Financial Requirements

Eligibility of expenditure

All tickets, invoices and receipts must be kept by partners so that their eligibility can be checked and audited. Costs must be directly related to, and essential for, the effective delivery of the project and cover economy class travel on public transport. Additional costs for business or first class travel are not eligible. Recommendation for maximum daily subsistence allowances are based on the Commission subsistence allowances paid to experts on assignments requiring an overnight stay. CB will provide (or you can find) the maximum National allowances Expenses for individuals other than staff should be included under the appropriate budget line (external expert, audit, communication).

Meetings & seminars

Financial Requirements

Eligibility of expenditure

Costs related to the organisation of meetings and events (renting of premises and equipment, meals, etc), participation in meetings and seminars related specifically to the project are eligible under this budget line. Related travel costs and external expert costs must not be claimed under this budget line (external expert, audit, communication). Note the split between ‘OWN’ and Common costs in G&BF..

Publicity

Financial Requirements

Eligibility of expenditure

Expenditure with the main aim of promoting the Project should be part of this cost category. This includes website, promotional material and printed publications. Public procurement rules must be observed in selecting company or individual who will carry out the assignment.

Be aware of the rules..

Equipment

Financial Requirements

Eligibility of expenditure Durable equipment charged to the project must be essential for the delivery of the project and used for that purpose. A clear distinction must be made between what is included in the investment budget line (where the total cost is eligible) and the equipment budget line (where depreciation is the rule). Depreciation should be made in accordance with the internal accounting rules of the partners and generally accepted for items of the same kind. Only the portion of the equipment's depreciation corresponding to the duration

• f the project and the rate of actual use for the purpose of the project may

be taken into account. Once the eligible amount is determined, it must be claimed in full at once upon purchase of the equipment.

Goods purchased before the start of the project can be claimed at a depreciated rate as long as they have not previously been financed by any other source.

Investments

Financial Requirements

Eligibility of expenditure

All eligible expenditure must be fully described in the approved Application Form.

Administration costs

Financial Requirements

Eligibility of expenditure

Administration costs include items such as office rent, maintenance and furniture, electricity, heating, water, insurances, telephone, fax, internet, stationary and other administrative structure costs. Since April 2011, there is a flat rate of 11% of partner staff budget for

administration costs. The rate is automatically calculated based on the

partners’ actual staff costs.

Reporting

Reporting – detail that’s required

Verification of Expenditure sheets shows details of costs;

• Supplier
• Invoice & Payment dates
• Net / VAT / Gross amount paid
• Any Exchange rates used
• Activity Carried out
• Procurement details

Partners to report in Euros…

e will inform you of the

Reporting

e will inform you of the

Reporting

Reporting

Budget

Golden Rule 5

You MUST use these standard forms when submitting claims Templates will be provided by BW

General considerations: the big picture

 EU regulations in general, esp. General Regulation 1083/2006, Regulations (EC) 1080/2006 and 1828/2006 Regulations (EC) 846/2009 amending Regulation 1828/2006  Public procurement rules  State aid  Country specific eligibility rules (Wallonia, Ireland…)  NWE Guidance notes So just be aware of NATIONAL rules as well.. (for example – UK Interreg partners can’t claim for alcohol. (

Financial Requirements

..not that we’re bothered..

Financial Requirements

Financial Requirements & Budget

If changes to budgets are required..

“changes are allowed a total of 3 times, no later than 6 months before the end date of the Project ...upon formal request and approval by the JTS…” “Projects can overspend a maximum of 20% on an individual budget line. Increases of more than 20%

• n individual budget lines must be submitted and

duly justified to the JTS…” We’ll keep you informed of the need for these (or get in touch with us..)

Financial Requirements & Budget

Golden Rule 6

Be aware of which budget lines you’re spending against – and keep us and your FLC informed of likely ‘wild’ over or under-spending..

Requirement to report on these at Claims Most can be provided by Lead Partner. However partners will need to provide:-

• Number of participants at local events
• Number of copies of printed publications produced

Also partners will need to send through:-

• TV/radio coverage
• Press releases produced
• Press articles produced

Indicators

• Communications Strategy – to be drafted based on Application

(Section 4)

• Communications Sub-group
• Website – news, project progress/results etc
• Brochure
• Display panels
• Newsletters – mainly electronic. 2 per year
• Final conference
• Press / news releases – all partners
• Articles in relevant publications
• Use of panels & materials at external events
• Direct reports on progress to other networks – regional / national

/ EU

Communications

Publicity

Strict rules apply to Publicity & Communications outputs

• Must use Interreg 4B NWE logo
• Must use EU Flag logo
• Must use Interreg Funding statement.

will inform you of the

Communications

The Good News is one logo does all this. The so advice is to use this unless there’s a good reason not to..e

Logos Green and Blue Futures

…use this one

Budget

Golden Rule 7

Remember publicity rules (use of logos etc)

Our Logo ?? Green & Blue Futures Green & Blue Futures Green & Blue Futures

The Golden Rules revisited..

1. Understand the budget you have. Difference between your OWN costs and COMMON COSTS 2. Appoint your FLC as soon as possible 3. Stick to the claim deadlines! 4. Money spent must be clearly linked to the activities carried out – and allocated to Budget Lines.. 5. You MUST use the standard forms when submitting claims 6. Be aware of Budget Lines spend and keep us and your FLC informed of likely ‘wild’ over or under-spending.. 7. Remember publicity rules (use of logos etc)

Green & Blue Futures