Green & Blue Futures Introduction • Overall project structure • Pilot actions – short descriptions by partners • Project management • Budgets • Audit & controls • Project monitoring & reporting • Communication • Golden Rules revisit & Summary
Overall project structure 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 Resource provider – owner / manager of the 1. infrastructure Deliver agent – social enterprise etc. 2. Beneficiaries – target groups benefiting from the 3. 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
Project management General • Project timeframe – start & finish dates Start – 1 st July 2011 Finish – 30 th September 2015 • Lead Partner Principle • Contract with JTS • Partnership agreement • Project Steering Group & SG meetings
Project management Project Structure Provincie West Vlaanderen (2) The Waterways Trust (3 ) Province de Hainaut (4) JTS (Lille) BW / CRT(1) South Tipperary C.C. (5) Réussir en Sambre (6) BW Scotland(7)
Budget Budget Total Budget – by Partner Common Own Activities TOTAL Activities 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 0 79 TOTAL 2976 265 3241
Budget Budget Total Budget – by Budget Line Own Common Activities 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 0 71 Investment 489 0 489 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 Common Costs Budget On behalf of the For partners to spend on T&A for Exchange Visits and whole project organising Steering Group Meetings West West South BW Flanders BW Flanders TWT Hainaut 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
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; approach prospective FLC’s, 1. 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 1 st July 2011 to 31 st Aug 2012 31 st Oct 2012 Whole year to June 2012 30 th June 2012 1 st July 2012 to 28 th Feb 2013 30 th April 2013 31 st Dec 2012 1 st Jan 2013 to 31 st Aug 2013 31st Oct 2013 30 th June 2013 1 st July 2013 to 28 th Feb 2014 30 th April 2014 31 st Dec 2013 1 st Jan 2014 to 31 st Aug 2014 31 st Oct 2014 30 th June 2014 1 st July 2014 to 28 th Feb 2015 30 th April 2015 31 st Dec 2014 Formal end date is Sept 2015. 1 st Jan 2015 to 31 st July 2015 30 th Sept 2015 We must have submitted Final 30 th June 2015 Claim to JTS by then
Reporting Golden Rule 3 Stick to the claim deadlines!
Reporting Budget Lines Can be temporary, permanent or Partner staff volunteers External experts & consultants Hired expertise As part of carrying out project related Travel & accommodation activities SG meetings plus partners / local / Meetings & seminars 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 Flat rate - use calculations / templates Admin costs 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...
Financial Requirements Eligibility of expenditure Partner staff “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)
Financial Requirements Eligibility of expenditure Partner staff – note; 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”
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