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					                                                                      Grants for Citizens' Meetings 2007



                      "Europe for Citizens" Programme (2007-2013)

Town Twinning, Action 1, Measure 1.1, Citizens' Meetings


How to receive your payment - 2007

In order to receive the grant, the beneficiary must send 4 documents to the Executive Agency
no later than 2 months after the event.

   1. A final report describing the event, the results and impact of the project (see Guidance
   Note on final reports for citizens' meetings)

   2. A payment request (see official payment request form which must be used).

   3. A list of participants (for multi-lateral meetings, provide a separate list for each
   invited town), signed by all invited town participants and certified by the beneficiary (see
   official list of participants which must be used). Please note: only the participants who
   have signed the official list will be taken into consideration for the calculation of the
   grant.

   Original documents must be sent to the Executive Agency therefore beneficiaries should
   keep a copy of everything for their own records (for at least 5 years) in case of possible
   audit controls.

The Executive Agency will calculate the final grant based on the information provided in the
3 above mentioned documents. The total amount of the final grant (organisation + transport
for the invited towns) will be paid to the host town (grant beneficiary).

A letter indicating the individual amounts of the final grant attributed for organisation and
travel costs will be sent to the beneficiary so that funds may be distributed to the invited
towns.

In addition the beneficiary must send to the Executive Agency the following document at the
same time as submitting the above listed documents.

   4. A summary statement of actual costs incurred in holding the citizens' meeting (see
   the official summary actual costs form which must be used).

The information provided in this form will be taken into consideration for future changes to
the flat-rate grant payments for citizens' meetings.


Please Note:
Should the total final grant calculated by EACEA be less than €1,000 no grant will be
paid. Beneficiaries are however still required to submit the above documentation duly
completed.
                                                                       Grants for Citizens' Meetings 2007




                   Guidance Note on Final Reports for Citizens' Meetings

The submission of a final project report is a legal commitment based upon the decision to
award a town twinning citizens' meeting grant.

The final report is the means by which the Executive Agency analyses and evaluates the
activities and results of an individual project. It is a vital part of the evidence that projects
submit in justification of the activities carried out and expenses incurred. Additionally it is an
opportunity for projects to demonstrate the impact of their activities and what they have done
to make their project results more visible.

The final report for citizens' meetings (4-6 pages suggested length, plus annexes) should
include the following information;

   1.    A summary of the main activities carried out.
   2.    Reference to the roles of the meeting participants from the host and invited towns.
   3.    A brief assessment of the impact of the meeting upon the participants.
   4.    Details of the activities carried out to give visibility to the meeting.
   5.    Explanation(s) of any significant changes to the original meeting programme.
   6.    Future plans (if any) arising from the meeting.

In addition the following documents, where relevant, should be submitted as annexes to the
final report;

       copies of the meeting programme and materials used or presented during the meeting;
       copies of any publicity material produced for the meeting;
       copies of any press articles or other media reports related to the meeting;
       copies of photographs taken during the meeting.
                                                                              Grants for Citizens' Meetings 2007



                          Payment Request Form for Citizens' Meetings

Declaration in compliance with Article 4 of the decision on the award of a grant to
support a specific town twinning action (Citizens' Meetings) within the Community
Programme " Europe for Citizens " Action 1-Measure 1.1

(This form must be returned to the Executive Agency, duly completed, signed and dated
with the project final report and list of participants.)


Name of host town :……………………………………………………………………..

Citizens' meeting held from …………….. until ……………..                        Project number 07/…..........



Final status of the eligible participants from the invited towns
Indicate clearly if groups from the same invited town arrive/depart on different dates. Add further rows if
necessary.
    Names of invited towns           Country        Number of eligible    Arrival Date        Departure Date
                                                     participants (*)




(*) as demonstrated by the signed list of participants




For information purposes only please indicate the number of participants from the host town
who participated in the citizens' meeting:
                                               ………………………………



I duly declare that the information provided herewith is complete, correct and true.

Certified by the beneficiary.                                   Date:         /                /
Name of representative specified in the grant decision :        Signature :
                                                                             Grants for Citizens' Meetings 2007



            Statement of Actual Costs Incurred in Holding the Citizens' Meeting


The information provided in this sheet will be taken into consideration for future changes to
the flat-rate grant payments for citizens' meetings.




Name of host town :……………………………………………………………………..

Citizens' meeting held from …………….. until ……………..                       Project number 07/…..........




              EXPENDITURE (€)                                            INCOME (€)
Actual staff / personnel costs                         Self-financing by the host
for organizing the citizens'                           and invited towns (including
meeting                                                any income raised from the
                                                       citizens' meeting)
Direct costs of holding the                            Other grants (e.g. from local,
citizens' meeting (e.g. hire of                        regional, or national
rooms, accommodation,                                  authorities)
local transport, equipment,
printing, supplies,
consumables, etc.)
Actual travel costs of invited                         Grant from the European           To be calculated by
towns                                                  Union                             EACEA

                      TOTAL €                                                TOTAL €




I duly declare that the information provided herewith is complete, correct and true.

Certified by the beneficiary.                                  Date:         /                /
Name of representative specified in the grant decision :       Signature :

				
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