Green Partnerships Local Partnerships for Greener Cities and Regions 5th Steering Committee meeting WP1 Project management, monitoring and reporting - Reporting, key challenges - Project modifications - Indicators - Questions & answers Lakatamia, Cyprus June 2014

Green Partnerships Arronches, July Lakatamia, Cyprus June 2014 Reporting, key challenges 1st Progress report and Payment Claim were confirmed (October 2013) and paid: - ERDF Partners – March IPA Partners – January, February 2014 WP1 Project management, monitoring and reporting

Green Partnerships Arronches, July Lakatamia, Cyprus June 2014 WP1 Project management, monitoring and reporting

Green Partnerships Arronches, July Lakatamia, Cyprus June 2014 Reporting, key challenges 1 st Progress report and Payment Claim were confirmed and paid: - ERDF Partners – March IPA Partners – January, February 2014 WP1 Project management, monitoring and reporting

Green Partnerships Arronches, July Lakatamia, Cyprus June 2014 Reporting, key challenges 2nd Progress report of LP and Payment Claim were transmitted on JTS, 14 March Documents have been confirmed by JTS, 7 May 2014 and sent to Managing Authority. WP1 Project management, monitoring and reporting

Green Partnerships Arronches, July Lakatamia, Cyprus June 2014 In next reporting all partners and LP should pay special attention in verification of all data in Interim Certificates (IC): 1. Before PPs sending IC to LP partner, a verification of the documents is need to be done. Mistakes: some PPs don’t scan all pages of IC or they don’t review if all answers appear. 2. LP will make a general revision of docs before sending them to the JTS. 3. All partners need to precise the nature of each expenditure defined under numbers. PPs will precise staff names and periods for certified salaries. They should clearly explain why some amounts have been rejected. WP1 Project management, monitoring and reporting

Green Partnerships Arronches, July Lakatamia, Cyprus June 2014 In next reporting all partners and LP should pay special attention in verification of all data in IC: 4. Meetings and events. The realization of meetings and events (local, regional, transnational, internal and external) should be registered in specific reports (joint or individual). Each report at least is expected to integrate detailed information of the event such as: objectives, agenda, minutes, participant lists (with signatures) power point presentations, representative pictures (3 maximum). GOOD SAMPLE: The report of LAGs CONCLUSION: LP and WP2 Leader will create precise regulation to prepare special reports for meetings and events which will include detailed required information and conclusions. All partners will prepare such report for each meeting. A collection of reports will be enclosed to the next Progress Report. WP1 Project management, monitoring and reporting

Green Partnerships Arronches, July Lakatamia, Cyprus June 2014 In next reporting all partners and LP should pay special attention in verification of all data in IC: All partners will prepare such report for each meeting. A collection of reports will be enclosed to the next Progress Reports. Results from meetings and events which are relevant for the public will be presented to public through project communication channels (website and social networks) which will be agreed with the WP2 Leader. 5. Those partners who need to prepare additional explanations regarding some answers in IC or need to enclosed special letter authorized by FLCs please pay attention when you providing certificates in the next IC / payment claims, if not the certificate will be immediately rejected. 6. Guidelines on First Level Control you can find on: or PPs /FLCs ask for explanations our Project Officer (please send your mail on LP).

Green Partnerships Arronches, July nd Progress report of LP WP1 Project management, monitoring and reporting PLEASE NOTE! To prepare the LP Payment Claim + Progress report for 3nd reporting period LP ask PPs for the following documents: -Interim Certificate – SCAN; -Validation document from NA for Granollers and AREANATejo - SCAN; -Progress reports in presage till 25 August 2014!

Green Partnerships Arronches, July Lakatamia, Cyprus June 2014 Project modification Request for budget reallocation was confirmed 16 May 2014 by JTS. Modified budgets per PPs and on project level were inserted in presage. All PPs were informed by mail with enclosed final table for budget reallocation (19 May 2014) and modified Application Form (27 May 2014). WP1 Project management, monitoring and reporting

Green Partnerships Arronches, July Decommitment risk 2014 – request for spending forecast WP1 Project management, monitoring and reporting Plan for spending forecast was sent on JTS 19 March 2014

Green Partnerships Arronches, July WP1 Project management, monitoring and reporting Risque de dégagement d’office 2014 – Demande de prévision des dépenses 2014 decommitment risk – Request of spending forecasts Partner / Partenaire Total Amount / € Comment / Commentaire 1 Chambre d'agriculture et de sylviculture de la Slovenie - L’Institute de la Maribor ,00 Planned expenses for PR2 and PR3 01/07/ /06/2014) 2 Agence pour l'énergie de Podravje - Institut pour l'utilisation de l'énergie D ,00 Underspending in amount of 4.139,94 EUR results in lower hourly rates (as originally planned) for the project staff in the years 2013 and 2014 because of the economic crisis. 3 Municipalité de Lakatamia ,75 4 GERES – Groupe Énergies Renouvelables, ,00 Planned expenses for PRII and PRIII 01/01/ /06/2014) 5 ÉCOLE POLYTECHNIQUE DE CRÈTE ,11 The remaining budget amount that cannot be spent by end of period 3 will be spent by TUC by the end of the project as explained below. For our detailed response concerning the rate of budget consumption pls see the attached pdf* and inform accordingly JTS MED. TUC is well advanced to the project implementation with regard to the foreseen workplan and outcomes. However a delay on registered and certified expenses is noted, mostly due 1)to the delay of the project contract (by almost 4 months), 2) legal procedures related to work contracts which undergo a public call and receipt/certification of delivered work with consequently delays contract payments c) extremely delay of receiving the foreseen national funding leadin to liquidity issues. Finally, TUC also notes that based on the actual work and its logical flow the initial foreseen expenditure for 2013 was overstimated taking into account the nature of planned work. TUC remains committed to the project objectives and foreseen workplan. Concrete pilot actions - for actual sustainable energy projects approved by the respective municipality board- are under development to be finished by the end of the year. 6 Kyoto Club ,00 7 AREANATejo - Agence Régionale de l'Energie et l'Environnement du Nord Alentejo ,20 This amount corresponds to our 2nd reporting period (under review by our National Authority) and 3rd reporting period. The reason for delay in spending is that the purchase of durable goods in the amount of € was in consideration by the National Authority and we could not implement it yet. The purchaseof durable goods was approved by the National Authority in March 2013, and we foresee to expend this amount by the end of Also, we only foressee to expend the amounts related to promotion & dissemination by the year of the year/beginning of Marie de Granollers ,75 9 Institut de Hydro Technologie Sarajevo ,44 10 Institut pour l'aménagement du territoire du comté de Koprivnica ,00 We are late with signing of the contract with subcontractors which will be paid in August and September Institut d'études stratégiques et pronostic ,00 12 Université Agricole de Tirana ,00 Only for third period (payments of contractors; organisation of 2 events within third period; consumble goods etc). TOTAL ,25 Maribor,

Green Partnerships Arronches, July At the WP level = DELIVERABLES (AF pages )  followed by WP leaders Indicators for deliverables Lakatamia, Cyprus June 2014

Green Partnerships Arronches, July At the partner level – AF pages : -Structures (institutions) involved in pilot activities -Structures (institutions) towards which communication tools will be disseminated -Institutions concerned/affected by communication actions -Specific indicators of the priority -Etc. -Deadline for sending the updated table for period 3: 5 July 2014 Indicators for results achieved at the partner level Lakatamia, Cyprus June 2014

Green Partnerships Arronches, July Indicators for results achieved at the partner level Lakatamia, Cyprus June 2014

Green Partnerships Arronches, July Next SC meetings: 6th SC Meeting: Podgorica, Montenegro, week of 2-6 December th SC Meeting and final conference: Maribor, Slovenia, week of May 2015 WP1 Project management, monitoring and reporting Lakatamia, Cyprus June 2014

Green Partnerships Arronches, July THANK YOU FOR YOUR ATTENTION! Lakatamia, Cyprus June 2014