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INTRODUCTION These Guidance Notes have been prepared by the Pembrokeshire Advance Secretariat, which is provided by the European Unit of Pembrokeshire County Council. Their purpose is to assist organisations completing application forms for project proposals to be delivered in Pembrokeshire and part-funded through the Rural Development Plan for Wales 2007 – 2013 (henceforth RDPW) during the second Business Plan period starting in March 2011. BACKGROUND TO AXIS 3 OF THE RDPW The RDPW is a European programme funded by the European Agricultural Fund for Rural Development (EAFRD). It runs from 2007 to the end of 2013. The RDPW comprises four strands or “Axes”. These are: Axis 1 Competitiveness of farm enterprises Axis 2 Agri-environment schemes Axis 3 Quality of life in rural areas Axis 4 LEADER This Guidance Note and invitation to apply for funding applies to Axis 3 only. The overarching objectives of Axis 3 are to raise Gross Value Added (GVA) and quality of life by:  Providing a broader range of better paid employment opportunities;  Helping to raise economic activity rates;  Enhancing or providing additional mainstream services for the rural economy;  Providing openings for future economic development, including tourism and craft activities;  Improving the physical environment of villages and conserving the rural heritage; and  Addressing social exclusion by providing better links between urban and rural areas. Key areas for action include:

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Broadening the sources of entrepreneurship and developing higher value business opportunities to deliver a better range of well-paid employment opportunities; Enhancing and providing additional support and services for the rural economy, including the environment; Addressing gaps in skills provision and non-mainstream training to develop personal and community level confidence and abilities to take actions to meet needs; Encouraging developments which add value to the human resource, environmental heritage, produce and business resources, waste and resource management of an area; Supporting activities that strengthen the value and length of the tourism season of an area, including support for craft activities; Improving the physical environment of villages, conserving the rural heritage and the promotion of local environmental quality; Addressing social exclusion across a wide range of sectors, including improving the service delivery and tackling local community transport issues; Encouraging the development of products and activities that make best sustainable use of natural resources, including new energy production methods and responsible use of local ecology, habitats and biodiversity as tourism attractants; and Establishing and / or expanding community-led initiatives including building capacity within local groups and structures, including essential skills for group management.

PEMBROKESHIRE ADVANCE AND THE LOCAL DEVELOPMENT STRATEGY Each Welsh unitary authority with a rural population has established a RDPW partnership. That partnership has developed a Local Development Strategy (LDS) setting out proposals for the use of RDPW funds in its area. The RDPW partnership for Pembrokeshire is called Pembrokeshire Advance. Its Lead Body is Pembrokeshire County Council, which provides a Secretariat to carry out the day to day work of the partnership. That Secretariat is based in the European Unit of the Council‟s Economic Development Division and is available to advise organisations wishing to deliver RDPW projects in the county. The Pembrokeshire Advance LDS is arranged in various parts: A Partnership B Lead Body and Secretariat C Axis 4 Local Action Group D Socio-Economic and Environmental Analysis E Local Development Strategy Reference to Part E will be essential for any organisation preparing RDPW project proposals for delivery in Pembrokeshire. Part D contains a large amount of information that may be used to justify proposals. Electronic copies are available from the Secretariat. PRIORITY PROJECT CONCEPTS

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Pembrokeshire Advance has also given thought to the type of projects it would wish to see come forward to address the priorities set out in the LDS. These priority project concepts are: Measure 311 Diversification into non-agricultural activities – projects that address evidenced gaps in Farming Connect support. Measure 312 Business creation and development – projects that are able to provide support to businesses in business planning; projects encouraging new entrepreneurs. Measure 313 Encouragement of tourism activities – projects encouraging food tourism and raising the quality of food offered in tourism businesses; projects to support and expand equine tourism, in particular utilising the multi-user route created under Business Plan 1. Measure 321 Basic service for the economy and rural population – projects supporting Post Offices and rural shops and other rural community focal points; telecommunications projects, small scale rural renewable energy and/or energy efficiency demonstration projects; community transport initiatives. Measure 331 Training and information – projects providing skills in financial management and marketing for businesses including tourism businesses; skills training to assist the exploitation of renewable energy; skill training in deprived rural communities; training utilising innovative delivery techniques appropriate to rural areas. RDPW BUSINESS PLAN 2 Approval of the LDS by the Welsh Assembly Government (WAG) confers no funding on Pembrokeshire. Instead it permits the submission of a “Business Plan” covering the period from March 2011 to December 2013. This Business Plan comprises projects that together will form the first stage in the implementation of the LDS. Applications from potential delivery organisations are now being sought by the Pembrokeshire Advance partnership for project proposals for inclusion in Business Plan 2 (2011 – 2013). COMPARISON WITH BUSINESS PLAN 1 It should be noted by organisations and individuals that the process being adopted for Business Plan 2 is not the same as that for Business Plan 1. It is therefore important that this new Guidance is read fully and properly understood. If any clarifications are required, please contact the RDP Team in the European Unit at Pembrokeshire County Council. The major changes are:  There is to be at most one application to WAG by an RDPW partnership for each Measure of the RDPW (see below). In practice, where more than one project is submitted to the Secretariat and supported by the partnership within one Measure, the Secretariat will combine them into one submission to WAG.

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Project proposals will be assessed in an Expression of Interest (EoI) stage prior to the completion of full application forms. Projects that do not pass the EoI stage will not be funded.

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THE WAG APPLICATION PROCESS There are essentially three stages to the application process set by WAG: In the first stage, the Pembrokeshire Advance Secretariat will submit draft EoIs that have successfully passed assessment by the Pembrokeshire Advance partnership. Accompanying these will be a draft Business Plan prepared by the Secretariat explaining how the various projects work together to deliver the objectives of the LDS. The deadline for submission of this Business Plan is 1 March 2010. In the second stage, the Pembrokeshire Advance Secretariat will submit finalised Expressions of Interest (EoIs) along with a finalised Business Plan by 7 May 2010. In the third stage, the Pembrokeshire Advance Secretariat will submit full project application forms by 3 September 2010. Offers of funding will be issued by WAG between 1 December 2010 and 28 February 2011, so that all projects are in a position to start delivery from 1 March 2011. THE PEMBROKESHIRE ADVANCE APPLICATION PROCESS WAG has set a deadline of 1 March 2010 for the submission of the draft Business Plan One and draft EoIs. To meet this deadline, the following timetable needs to be observed: Activity Call for projects Business Plan 2 Briefing Event Deadline for project submissions to Secretariat Initial assessment of applications by Secretariat Meeting papers sent to Pembrokeshire Advance members Pembrokeshire Advance decide which project applications to support Secretariat prepare single Measure Expressions of Interest (EoIs) Secretariat prepare Business Plan Meeting papers sent to Pembrokeshire Advance members Pembrokeshire Advance agree business plan & single Measure EoIs Revise business plan & single Measure EoIs Printing, burning to CD and signatures Receipt of draft business plan and draft EoIs by WAG
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Start Date 19 October 2 November

End Date (Deadline) 2 November 1 December 15 December 15 December 5 January 2010

2 December

6 January 2010 6 January 2010

8 February 2010 8 February 2010 8 February 2010

15 February 2010 16 February 2010 23 February 2010 24 February 2010 28 February 2010 1 March 2010 (latest)

In addition, the Secretariat is required to carry out due diligence checks on all delivery organisations. This work will be carried out between 2 December and 8 February. To reiterate the deadline for project applications is 1 December 2009. Some applicants may be aware that there were originally proposals for collaborative Axis 3 projects with neighbouring counties. These proposals have now been dropped and so collaborative projects will not be delivered under Business Plan 2. TYPES OF APPLICATION In Business Plan 1 Pembrokeshire Advance welcomed “umbrella” or indirect applications, i.e. projects that comprised a grant scheme or other arrangement through which RDPW funds were passed to a third party to carry out all or part of the project. For technical reasons, such applications will not be possible under Business Plan 2. What we are looking for are direct project applications. These are applications from organisations to deliver a specific and clearly defined project. The applicant will be the organisation actually intending to deliver the project. FUNDING AVAILABLE There is presently €35 million available to Wales under Axis 3 of the RDPW for the period 2007 – 2013. This amount may increase subject to a Ministerial decision. It is difficult to estimate the amount that might become available within Pembrokeshire. It should be remembered that the Business Plan process will be highly competitive and applicants are therefore encouraged to focus on the quality of their projects and their submissions, rather than on the funds that might be available. THE INITIAL SUBMISSION FORM The initial submission form has been adapted from the WAG Expression of Interest form. Later, the Secretariat will be required to complete EoI forms based on information provided in the initial submission forms accepted by Pembrokeshire Advance. To assist the Secretariat it is strongly recommended that your answers are written in plain language (with any technical terms explained clearly). Answers should be concise (though no word count is set), clear and pertinent to the question asked. The Secretariat will seek to clarify any answer that it cannot understand provided that there is sufficient time to do so. A lack of clarity will disadvantage your application. The Initial Submission form is available as a Word document. The Secretariat requires that this be completed electronically and submitted in the original electronic Word format by e-mail, CD-ROM or disk by the deadline. A signed copy must also be provided. It is not necessary to provide electronic copies of supporting documentation.

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E-mailed applications should be sent to and copied to INITIAL SUBMISSION GUIDANCE This section provides advice on the completion of Initial Submission form for direct project applications. Note that all boxes may be expanded to fit the length of text needed to respond to the question. On some pages this may require altering the location of page breaks. All text should be written in plain language to permit an understanding of the project proposal on first reading. Q1 Please provide details of a primary and secondary contact person for the project. These people should be available during office hours (Monday to Friday 9am to 5pm) and should have sufficient knowledge of the project to answer any queries arising regarding the application. Please provide a succinct and unique project title. This section also requires a Measure code. The code will depend on the type of project involved and are shown in the table below. Only one code may be used, so please pick the one that seems most appropriate to the activity to be delivered by your project. The code selected will be verified by the Secretariat as a part of their assessment process. Measure Diversification into non-agricultural activities Support for the creation and development of micro-enterprises Encouragement of tourism activities Basic services for the economy and rural population Village renewal and development Conservation and upgrading of the rural heritage Training and information Please provide anticipated start and end dates for the project. These dates should state the date, month and year. Note that the start date should not be earlier than 1 March 2011 and that the advice is presently that the end date cannot be later than 31 December 2013. (Discussions about the possible extension of Business Plan 2 activity into 2014 are on-going and should the advice change all applicants will be informed.) By the end date all projects must be both physically complete and financially complete (i.e. all payments must have been made and all match funding received). Please provide a summary of the project. This should allow the reader to understand what issue the project is intended to address; what the project is intended to do; and how it will do it. It is also important to provide a timetable demonstrating when the key activities are to be implemented. Note that projects solely to employ project officers will not be funded. The objectives of the project expressed at Q4A should be relevant to the need the project is trying to address as set out in answer to Q7. At Q4B and Q4D you are asked to show fit with the


Code 311 312 313 321 322 323 331 Q3


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Measure Fiche. These documents set out the permitted activities under each Measure and are available from the Secretariat. Q4C This questions asks about the project‟s contribution to sustainable development. Programmes that aim to improve economic prosperity have the potential danger of adversely affecting the global and local environment in which we live. The WAG has a duty to promote sustainable development without sacrificing the environment. Environmental sustainability means the sustainable management of environmental resources and is one of the Rural Development Plan‟s cross-cutting themes. The programmes cannot fund projects that do not properly integrate environmental sustainability and this will be a material consideration for Pembrokeshire Advance in deciding whether to support a project proposal. Linked to this is the EU‟s Götenborg agenda, which has four priorities: climate change, sustainable transport, public health and resource management (reducing waste). Applicants may find it helpful to refer to the environmental guidance produced for the 2007 – 2013 Structural Fund programmes (see Also refer to the LDS and to Pembrokeshire County Council‟s Environmental Sustainability policy which will be regarded as the minimum acceptable for applicants to the RDPW in Pembrokeshire. The key target groups are defined in the Measure fiche and also in the LDS. Note that you will be expected to monitor these target groups during the implementation of your project, if approved. Q5 This table requires the insertion of firstly output and result indicators and secondly targets against those indicators that the project will deliver. This information will be used to help assess the relevance of submissions (i.e. the extent to which they help achieve the results expected of the Local Development Strategy), the efficiency of submissions (the extent to which outputs generate results) and the value for money of submissions. Applicants should be wary of overestimating outputs and results however as the Secretariat and Pembrokeshire Advance will both scrutinise this table in comparison with the description of the project to ensure that the targets are realistic. The indicators used must be those permitted for use in the Measure selected at Q2. Note that later in the application process you will be asked to identify when your targets will be achieved. This is a complex area and the Secretariat is available to provide advice to applicants. Applicants are strongly recommended to discuss the selection of indicators with the Secretariat when completing the form. All wards in Pembrokeshire have been classified as “Rural Wards” for purposes of the RDPW. The table asks that the ward where the project is to be located is stated. For a capital project this would be the physical location of the project; for a revenue project this would be the location from which the project is run. In cases of doubt contact the Secretariat for advice. Please also state the names of the wards expected to benefit and give an estimate of the extent to which the project will benefit each beneficiary ward as a percentage of the whole project. These percentages should total to 100. It is understood that


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this is difficult, but the information is required by WAG as a part of the business plan submission so please try to provide your best estimates. A list of wards in Pembrokeshire is given at Annex 1. Their total populations (in absolute and percentage terms) and population by age group are also given as an aid to estimating the percentage benefit. If a project is to benefit the whole of the county state “All Rural Wards” and “100%”. Q7A Please send us copies of the executive summaries or appropriate extracts of feasibility studies or evaluations etc referred to in this section. These must still be currently relevant. The information provided must show that the project is deliverable in terms of project management, budget, timescale and outputs. Axis 3 cannot fund any activity that duplicates Government activity. In order to answer this question it is recommended that you discuss your proposal with appropriate officials/officers from the organisations named in the question at an early stage.


Q7C Please state the one main Priority number of the LDS that your project addresses. Also make reference to any other LDS Priorities your project addresses. Please explain why you have selected the main priority and how your project addresses it. Q7D This question is in three parts. The first asks how you have engaged local stakeholders. You could state in what ways you have done this, and provide supporting evidence such as reports of meetings or letters of support. The second part is concerned with levered (match) funding. We are not expecting you to have a finalised funding position at this stage, although the more confirmed it is the better. WAG sources of funding are not eligible as match funding for the RDPW except where they are passed through a third party before being applied to a project. This means that WAG funding such as the Local Transport Services Grant and Third Sector Infrastructure Partnership Agreement may be used as match funding for the RDPW. In kind funding is acceptable as levered funding, but remember it must appear both as expenditure and as funding. There are strict rules around the nature and valuation of in kind funding. The Secretariat can provide advice on this point. The third part should not be treated as a repetition of the first. This refers to professional advisors, WAG departments (e.g. for tourism projects, Visit Wales) who you have used to help develop your project or to offer advice on your plans. Please explain what the result of those discussions were. Q8 All figures must be in round pounds – no pence anywhere please! In the first table, note that:  The RDP Funding Grant Rate is calculated by dividing the Total RDP Funding by the Total Project Costs assuming that there are no ineligible costs included in Total Project Costs. If there are you will need to deduct these from Total Project Costs before calculating the RDP Funding Grant Rate.

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The Levered Funding Rate is calculated similarly but by dividing the Levered Funding by the Total Project Cost, adjusting as necessary for ineligible costs. The RDP Funding Rate must not exceed 80%. The Levered Funding rate must be at least 20%. The Levered Funding Rate plus the RDP Funding Grant Rate will always be exactly 100%.

Please check your additions carefully. There is no need to provide a full breakdown of costs though this will be required if your project proceeds further. This is because the Secretariat will need to ensure that no ineligible costs are included, and we shall also need to fully justify the level of costs included. For this reason, please use the cost headings guidance provided and seek Secretariat advice you propose to use if in doubt. Volunteer time must be valued using the rates provided separately. As a guide, we would expect to see projects with a minimum cost of about £50,000 – £60,000. A cost of £1,500,000 or more may be excessive. Q9A Please answer „Yes‟ or „No‟ as appropriate against each statement in the list. If you answer “Yes” to any of the statements then please provide as much detail as possible and the final outcome of the situation. Please tell us about your track record in using grant money. The requirements of the RDP are particularly onerous and we wish to ensure that organisations have the capacity to successfully manage an RDP project. If you have a successful track record this will help to give us the assurance we are looking for. Note that we are interested both in successful management of the grant (e.g. compliance with grant conditions) and delivery (e.g. successful implementation of your project). We would wish to see that your organisation has a track record in successfully managing grants/projects of a similar size to that for which you are applying to the RDP.


Q9C Please give two examples of work you have carried out that have generated benefits to your target group(s) (preferably those you intend will benefit from your RDP project). These should be recent and help to provide assurance that you have the capacity to deliver your RDP project. Q10 This certification needs to be signed on your hard copy version by an appropriately authorised person within your organisation.

Applicants that were not delivery organisations for Business Plan 1 must also provide documentation to allow the Secretariat to carry out the necessary due diligence checks. The Secretariat will require:  A signed copy of the applicant organisation‟s constitutional documents, e.g. articles and memorandum of association.  A copy of the organisation‟s equal opportunities policy

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ALL APPLICANTS are also asked to provide:  Copies of the last two years‟ audited accounts. If the latest set of audited accounts is for a period that ended more than twelve months ago (i.e. before 1 December 2008) then the latest management accounts should also be provided.  A copy of their health and safety policy  The level of cover and insurance policy number for (1) employers liability and (2) public liability  A signed statement on headed paper confirming that there are no outstanding legal actions against the applicant organisation that might materially affect its financial position. HOW WILL THE INITIAL SUBMISSIONS BE ASSESSED? Following the deadline for the receipt of completed Initial Submissions, the Secretariat will prepare a short report on each submission. The full text of the submission, accompanied by an index of supporting documents provided by the applicant and the Secretariat‟s report will be tabled for consideration by the Pembrokeshire Advance partnership at its meeting on 5 January. The supporting documents for each submission will be available for partnership inspection on the day of the meeting in order to address any queries raised. The Secretariat report will comment on the following issues:  Fit with Measure  Fit with Local Development Strategy and priority project concepts  Extent to which the project contributes to environmental sustainability  Value for money  Efficiency (the extent to which outputs are converted into results)  Relevance (the extent to which the project would contribute towards achieving the aims of the Local Development Strategy)  Strength of the evidence of need  Potential for duplication (including duplication with other Initial Submissions)  Degree of local consultation and support  Degree of consultation with other bodies  Extent to which acceptable levered funding has been secured or is likely to be secured  Acceptability of financial details (appropriateness of budget headings, RDP request as a quantum and in relation to project costs)  Appropriateness of the applicant organisation to deliver the proposal  Track record (where a project was funded under Business Plan 1)  Any other matters that the Secretariat considers are sufficiently important to bring to the partnership‟s attention. The assessment undertaken by Pembrokeshire Advance will be based on the information provided by the applicant, the Secretariat comments and the Partnership‟s view as informed by their expertise and experience. It will be qualitative assessment. It is not envisaged that Initial Submissions will be scored or ranked. LOCAL BRIEFING EVENT

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A briefing for organisations interested in this call for proposals will be held at Technium Pembrokeshire, Cleddau Bridge, Pembroke Dock, Pembrokeshire between 10am and noon on Monday 2 November. The Pembrokeshire Advance Secretariat will give presentations to explain the background to the RDP, eligible and priority activities, requirements on RDP sponsors and to explain the application process. The Secretariat will also seek to answer any questions raised. SECRETARIAT CONTACT DETAILS Name Gwyn Evans Geraldine O‟Donnell Gordon Easterbrook Chloë Tickle Title European Manager RDP Officer RDP Finance Officer RDP Assistant Phone 01437 776174 01437 775790 01437 776172 01437 776176

E-mail addresses are of the form: – you should ignore our apostrophes and umlauts! Our fax number is 01437 776184. We cannot guarantee to answer queries immediately, but will always endeavour to do so within one working day.

Pembrokeshire Advance Secretariat Version 1.2 – 20 October 2009

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