1. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 CONURBANT An inclusive peer-to-peer approach to involve EU CONURBations and wide areas in participating to the CovenANT of Mayors 4th Project Meeting Limassol, October 4th, 2012

2. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Summary Road to next project steps Recap of activities for next 6 months

3. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Reports February 20 th 2012: Comments from the Project Officer to the First Technical Progress Report for m. 1 - 6 (May - November 2011)

4. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 M. 19 – December 10th 2012 Interim Technical Implementation for m.7-18 Financial Statements Reports for m.1 - 18 Next Report

5. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Responsible for compilation: CVI Responsible for provided info: each partner First Financial report – m.19 INFORMATION NEEDED: Technical part (same as progress reports) Financial statement (signed in original): Description of all costs undertaken (file.xls available on IEE web site) Keep all original invoices (only 3 largest need to be shown) Keep timesheets for all staff involved (the time sheet should show all activities undertaken by staff – not only this project)

6. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Interim Technical Implementation for m.7-18 - Project management activities include 3 rd and 4 th partners meeting, the 3 rd in Bruxelles and the 4 th in Cyprus (Limassol), and the first international workshop to be held in Bruxelles during the EUSEW. - In the next period all partners will work strongly on developing their SEAPs and on involving more and more their Conurbation towns in all 10 partner territories in signing the Covenant and supporting them for the development of GHG emission inventory and local SEAPs. Trainee and Tutoring municipalities will work together with conurbation towns providing them support but also cooperating to merge or integrate common actions and creating synergies at local level in specific sectors. - Tutoring cities will supervise Trainee Cities. Trainee cities will lead peer-to-peer auditing and monitoring of SEAPs development. This approach is necessary to strengthen the internal capacity, while checking on another Municipality’s work. - Before the end of the year the twin cities will be confirmed and the two tutoring cities will start to support their group of four trainee cities with the first videoconference foreseen for March 2012. - The training for conurbation towns will be concluded by all the partners involved and the two leader (Albea and Ekodoma) of the tasks related to survey, monitoring and report the result of those training sessions will provide their final deliverables. - In the next period the development of the SEAP will be one of the main activities of the project.

7. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Interim Technical Implementation for m.7-18 - The list of “fully” supported municipalities will be fixed and the development of SEAP will be started. - Baseline Emission Inventory will be finalised supporting the municipalities in compiling it. If appropriate data from utilities will not be available, an alternative approach will be found. Forums and participative approach will be integrated in the development of SEAPs. - The coordinator and the members of the Steering Committee (4 representatives from OSIJEK, PALMA, ARAD and VRATSA), will start to work coordinating their activities on verify that all partners are working following the planned programme and assigned responsibilities and roles. The Steering Committee will monitor each task so that the planned times, milestones, results, deliverables and deadlines are fulfilled as stated in the work-packages description. Reporting on month 18 all together that each activity will be carried out according to the EC consolidated procedures and deadlines, by using EC reporting guidelines and forms. - All partners during the second Project Meeting were asked to start work on them in collaboration with task leaders in order to be punctual e accurate on delivery time with good quality documents. - Communication and dissemination activities will go on as foreseen, the website will be enriched by each partner that has username and password to interact with his own page and with other partners thanks to the reserved area for the peer-to-peer activities. - According to the Grant Agreement and the Schedule, the deliverables foreseen in the second reporting period are the numbers: D2.2, D2.3, D3.2, D3.3, D4.1, D4.2, D6.2.

8. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Work Plan for the period from m.7 till m.18 Looking together at pag. 13 and 14 of the First technical Report…. Did the consortium achieved all planned activities?

9. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Interim report – m. 1-18: All pre-financing (30%) should be spent by now 2 nd pre-financing (30%) will be issued only after interim report is approved (ca. 90 days after report submission) BE ACCURATE - All delays and mistakes will cause delays in the payment of the EU contribution First Financial report – m.19

10. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Process IR reporting dates: M1 to M18 (10.05.2011 – 10.11.2012) Submit to the coordinator:  1 electronic financial statement  1 original signed financial statement, plus 3 largest invoices  1 electronic copy of everything (timesheets, invoices, payment documents, etc.); you can send a CD with all documents registered.

11. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 What EACI is asking for… O when applicable (see art. I.11. and Annex I) 1 copy and 1 originally signed individual interim financial statement for each member involved in the action : - in EURO (In the financial statement, select the appropriate exchange rate used) - signed by their person in charge of the work (PCOW). - in accordance with the template published on the IEE website O 1 copy and 1 originally signed summary financial statement consolidating the sum of eligible costs borne by the (co-)beneficiary concerned and (each of) his member(s) involved in the action..

12. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Deadlines 1st Interim Financial Report: Electronic financial statement to the coordinator: 15.11.2012 Original signed financial statements arriving to the coordinator on 30.11.2012

13. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 „Summary“ Indicate if your organisation can claim VAT back (or not) - tick the box as appropriate. VAT is not an eligible cost unless you prove that you cannot claim VAT back. If you can prove this, send to the coordinator the official proof from your national tax authority, otherwise report NET amounts. Financial statements must be in EURO Beneficiaries of non-EURO countries must choose between 2 available options – indicate exchange rate you are applying. Report your budget on the basis of the Contract Preparation Form (CPF) PCOW shall correspond to PCOW on the CPF!! Very important

14. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 „Staff costs“ Fill in the last sheet of the Cost Statement „Hourly rate calculation“ Productive hours: total hours worked, excluding holidays, sick leave… Working time has to be recorded through timesheets at least on a monthly basis – recording total time spent on all projects / activities (not only CONURBANT). Do NOT send these, but keep them available in case EACI asks for it. Remuneration costs: total gross salary + employer‘s portion of social charges

15. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 … If your actual costs are higher than the estimated, you should plan fewer hours or you should plan a budget transfer between categories Please use the REAL ACTUAL COSTS for staff - not the estimates contained in the CPF (Contract Preparation Form). Any budget transfer needs to be approved by coordinator and EACI – this is NOT part of the Interim Report Only people approved by EACI can be reported. Changes must be duly notified (so state who is new and why – notify us of any staff changes)

16. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 „Travel & Subsistence“ These costs are covered for staff taking part in the action (not external people!) Participants‘ internal rules general applies. Only in case of no internal rules, EC allowances apply.

17. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 „Other specific costs“ This means costs arising from requirements imposed by the agreement, e.g.:  costs of organising conferences, seminars, workshops;  subscription fees for conferences and events;  travel and subsistence costs of persons who are not employed by the beneficiary (i.e. Conurbation Towns Representatives);  printing of dissemination material;  purchase of dissemination gadgets.

18. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Budget Transfers Budget transfers are allowed both between participants and cost categories. However, we will discuss this in the next meeting All transfers have to be communicated to the coordinator. Up to 20% the transfer can be just communicated in writing. Transfers above the 20% require a formal amendment. Budget transfers are allowed both between participants and cost categories. However, we will discuss this in the next meeting All transfers have to be communicated to the coordinator. Up to 20% the transfer can be just communicated in writing. Transfers above the 20% require a formal amendement.

19. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 Further documentation IEE Financial guidelines (update March 2012): http://ec.europa.eu/energy/intelligent/managing- projects/day-to-day-management/financial- guidance/index_en.htm http://ec.europa.eu/energy/intelligent/managing- projects/day-to-day-management/financial- guidance/index_en.htm Financial provisions Grant Agreement IEE/10/380/SI2.589427 Exchange rates: http://ec.europa.eu/budget/contracts_grants/info_co ntracts/inforeuro/inforeuro_en.cfm http://ec.europa.eu/budget/contracts_grants/info_co ntracts/inforeuro/inforeuro_en.cfm

20. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 next months Untill next Project Meeting in Bruxelles Untill next Project Meeting in Bruxelles

21. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 WP 1 - management Month 24: MM5 1,5 day in Bruxelles + Workshop and Open Training Session 1 day - during the Energy Week (June 2013 ?) see also WP7 – finalised by VRATSA

22. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 WP 2 -Training D2.4 m.22 (March 2013) Report on centralised training sessions for EU Municipalities – finalised by OSIJEK and VRATSA

23. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 WP 3 - Institutionalization Is it everything done?… Month 8 (January 2012): D3.2 – Postponed to April 2012 Report on cross-cutting, energy- related policies in Municipalities and conurbation areas – finalised by STRATAGEM Month 12 (May 2012): D3.3 - Report on local Municipal energy policy strategies – finalised by ALBEA

24. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 WP 4 - SEAPs development D4.3 month 20 (Jan. 2013) - Report on the implementation of local forums (including date, attendees, conclusions etc.) (finalised by ARAD) D4.4 – month 24 (May 2013) - Collection of SEAPs (finalised by TIMIS) … would be possible to finalise this deliverable for that time?

25. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 WP 4 - SEAPs development Forums and participatory approach (leader: ARAD) The task leader in cooperation with task 4 leader, and with the agreement of the Steering Committee and the Technical Advisors, will provided the partners with an indicative common template for the organization of the local forums… tomorrow we will work on this topic Realisation of 4 local sessions in each of the forums (one in each Municipality or group of Municipalities)

26. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 WP 6 - Monitoring and evaluation D6.2 month 15 – August 2012 we still work on this report on monitoring and evaluation of institutionalisation. Impact and quality assessment of main activities in the project - so please be ready to help ALBEA + STRAT in order to finalise this deliverable BEFORE THE Interim Report. ALBEA and STRAT provide template for D6.2 and set the deadline

27. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 WP 7 - Communication & Dissemination D7.4 Video clip (lead by CVI) – m. 24 May 2013 D7.5 Operation plan (lead by CCIV) – m.21 February 2013 (first draft)

28. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 WP 7 - Communication & Dissemination Web site: continuous updating and translations + new contents (all ) Combined First e-newsletter (CCVI + all partners)

29. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 LAST QUICK TIPS When you are leading a deliverable and you finish it – please share it with all partners - YOUR SUCCESS WILL BE APPRECIATE AND THE PROJECT WILL GROW HOMOGENEOUS When a partner is leading a deliverable and ask you to send him documents, data, surveys, etc. – please be accurate and punctual in order to make easier his job … remember that tomorrow will be your turn of leading a deliverable… When the coordinator ask you to send him documents, data, surveys, timesheets, etc – please be accurate and punctual in order to make easier his job…remember that if you are late the project will be late.

30. IEE/10/380/SI2.589427 IV Project Meeting - Limassol – October 4th 2012 THANK YOU FOR YOUR ATTENTION Federica Fontana – Municipality of Vicenza politichecomunitarie@comune.vicenza.it olitichecomunitarie@comune.vicenza.it conurbant@comune.vicenza.it