Presentation URBACT by liaoqinmei

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									                                        O.P. URBACT II
                                        C.T.U.R. thematic network
                                        Closing seminar – phase I

                                        The administrative issues:
                                        the required documentation
 Naples, 29th September 2008
                                        William Bellisario – CTUR Communication Officer
Venue: Sala Pignatiello / Bobbio,       Unità di progetto interdipartimentale Programma
            3rd floor,                        Urbact Reti Nazionali ed Internazionali
                                             V direzione Infrastrutture – Assessorato
  Palazzo S. Giacomo, Napoli                              all’Urbanistica
                            Project is co-financed by the
                            EUROPEAN UNION
                            European Regional Development Fund
   To fulfil all administrative procedures, lead partner, core group partners,
   and new partners, have to produce, both in the first and in the second
   phase, some precise documents:

   Development phase (phase I) April 21st – October 21st :
   • Subsidy contract (in charge of the lead partner)
   • Lead expert request form (in charge of the lead partner)

These documents, in charge of the lead partner, have been already prepared.
•The first one represents a contract between the Municipality of Naples, as lead
partner of CTUR thematic network, and the Ministère Francais du Logement à la
Ville, as Managing Authority of URBACT II Programme.
• The lead expert request form, has been prepared by the lead partner and the lead
expert, and has been already sent to the secretariat

                                   Project is co-financed by the
                                   EUROPEAN UNION
                                   European Regional Development Fund
In order to face the Implementation phase (phase II), and to prepare the
Final Application Form, the following documents are required from the
three different categories of partners only:

   From lead partner            From core group                       From new partners
         only:                   partners only:                             only:
 Letter of commitment       Letter of commitment for            Letter of commitment for
 for Lead Partner           Project Partner                     new Project Partner

 The Lead Partner is: Municipality of Naples
 The core group partners are the cities of: Varna, Alicante, Rhodes, Matosinhos.
 The new project partners are: the city of Dublin, the city of Rostock, the city of
 Trieste, the city of Helsinki, the port authority of Naples, the port authority of
 Douro y Leixoes (APDL), the Valencia region.

                                 Project is co-financed by the
                                 EUROPEAN UNION
                                 European Regional Development Fund
The letter of commitment for core group partners
                                                                        11.000,00 Euros
                                                                        is the resting
                                                                        amount that each
                                                                        core group
The document has to be printed on project                               partner has to
partner’s institution headed paper                                      engage for the
                                                                        whole project. It,
                                                                     The document has to
                                                                        signed by doesn’t
                                                                     be of course, an
                                                                        include the ERDF
                                                                     elected member from
                                                                        contribution.
                                                                     your municipality /
                                                                     region / authority
                                                                        It takes into
                                                                        account that the
                                                                        core group
                                                                        partners already
                                                                        engaged 2000,00
                                                                        Euros for the first
                                Project is co-financed by the
                                EUROPEAN UNION                          phase
                                European Regional Development Fund
The letter of commitment for new project partners
                                                                       13.000,00 Euros
                                                                       is the amount
                                                                       that each new
The document has to be printed on project                              project partner
partner’s institution headed paper                                     has to engage
                                                                       for the whole
                                                                       project.
                                                                     The document has to
                                                                        signed by an
                                                                     be It of course
                                                                        doesn’t include
                                                                     elected member from
                                                                     your municipality /
                                                                        the ERDF
                                                                     region / authority.
                                                                        contribution.




                                Project is co-financed by the
                                EUROPEAN UNION
                                European Regional Development Fund
Each project partner (lead partner + core group partners + new project
partners), in order to involve the relevant Managing Authorities, needs to fill
a: Letter of intent for associated MA
The associated Managing
Authorities, doesn’t engage
funds to participate to the
project. This document
represents a commitment of
the MA to formally take part
to the activities of the
network. Also this document
has to be signed by an
elected representative from
your MA.

                                 Project is co-financed by the
                                 EUROPEAN UNION
                                 European Regional Development Fund
The Managing Authority is the Authority that usually manages the European funds
for your municipality / region / authority; the location of this body is different from
country to country. Each partner has to contact his relevant Managing Authority
and involve it in the programme.

The Valencia Region, being contemporaneously the authority in charge of the
management of the ERDF, and a project partner, has to involve the specific
department / service /office that is in charge of the ERDF as associated Managing
Authority.




                                   Project is co-financed by the
                                   EUROPEAN UNION
                                   European Regional Development Fund
Each project partner (Lead partner + core group partners + new project
partners) has to fill an: Audit Trail
This document has                                           The first introductory
the task to specify                                         section needs to be
the financial                                               filled in with the general
management system                                           information of the
for each partner                                            project partner



                                                               The responsible
                                                               person is the
                                                               person formally in
                                                               charge of the
                                                               project, and not in
                                                               charge of the
                             Project is co-financed by the
                             EUROPEAN UNION                    economic
                             European Regional Development Funddepartment.
Each project partner (Lead partner + core group partners + new project
partners) has to fill an: Audit Trail

 The financial
 management
 of the network
 is Mixed

It means that the
local contributions
are spent,
accounted and
certified by each
Partner


                             Project is co-financed by the
                             EUROPEAN UNION
                             European Regional Development Fund
                                 This field has to be
                                 filled referring to the
                                 same information of
                                 the person
                                 mentioned in first
                                 document page, i.e.
                                 the project
                                 responsible.




Project is co-financed by the
EUROPEAN UNION
European Regional Development Fund
                                                                    This is the field
                                                                    dedicated to the body
                                                                    that orders the
                                                                    payments:
                                                                    it could be (or not) also
                                                                    the same person
                                                                    already mentioned as
                                                                    project manager


(e.g. in the municipality of Naples, there is a special act, the so called “Determina”,
signed by the head of department /service, that engage the required funds.




                                    Project is co-financed by the
                                    EUROPEAN UNION
                                    European Regional Development Fund
                                                                 This field refers to the
                                                                 body, inside your
                                                                 organization, that is in
                                                                 charge of making
                                                                 executive the payments




It could be also the same person who orders the payments (as for the city of
Naples) or even the project manager




                                  Project is co-financed by the
                                  EUROPEAN UNION
                                  European Regional Development Fund
                                                                    This is the field in
                                                                    which all partners
                                                                    have to put the body
                                                                    in charge of the first
                                                                    level audit control,
                                                                    i.e. the certifying
                                                                    body already
                                                                    mentioned in the
                                                                    declaration of
                                                                    interests
Of course it cannot absolutely be the same body in
charge of the project management, or in charge of
ordering o executing the payments.




                               Project is co-financed by the
                               EUROPEAN UNION
                               European Regional Development Fund
                                                            This section depends on
                                                            each partner.
                                                            Be careful: from this points
                                                            derives a different financial
                                                            control.




E.g. Should you put the mark here, you would have a hide money
availability




                                  Project is co-financed by the
                                  EUROPEAN UNION
                                  European Regional Development Fund
                         The sign has to put by the
                         project responsible, and
                         not by an elected member.
                         It means that it refers to the
                         person mentioned in the
                         first page of this audit trail,
                         i.e. the project manager.




Project is co-financed by the
EUROPEAN UNION
European Regional Development Fund
Each project partner has to sign the same document, i.e. the Joint
Convention, and the Lead partner has the task to collect all signed papers, to
send one original document to the secretariat, to archive another original copy,
and to send one copy per partner.
This document represent a contract between the Lead Partner and all project partners,
providing all the information concerning the management (administrative and financial)
of the network, including the responsibilities both of the Lead Partner and of the Project
Partners.

The document has to be signed by an ELECTED MEMBER. In case the institution
has no elected representatives, the signing person must be in the position of
committing the institution’s resources to be engaged in the project.



                                    Project is co-financed by the
                                    EUROPEAN UNION
                                    European Regional Development Fund
Each partner has to sign 3 original copies of the document and send them to
the Lead Partner:                      In these two examples of core group partners
                                       (one from a convergence region, and one
                                       from a competitiveness region), you can find
                                       the amount concerning the total (first phase +
                                       second phase) contribution, and the relevant
                                       ERDF contribution




This is where the ELECTED
MEMBER has to sign the
document
                                  Project is co-financed by the
                                  EUROPEAN UNION
                                  European Regional Development Fund
    Obviously the amounts, for the whole duration of the project (phase I + phase II)
    reflect the contribution rules of the European Programmes, therefore:
                                                 The city of Varna, from a convergence
                                                     region, engages 13.000 Euros,
                                                   generating an ERDF contribution of
                                                 52.000 Euros, so that the percentages
                                                    are: Varna 20%, and ERDF 80%.




       The city of Alicante, from a
   competitiveness region, engages
  13.000 Euros, generating an ERDF
  contribution of 30.333 Euros, so that
the percentages are: Alicante 30%, and is co-financed by the
                                    Project
                                    EUROPEAN UNION
               ERDF 70%.            European Regional Development Fund
Summarising up, the documents to be produced to face the second phase
are the following:
• 1 Letter of commitment for each core group project partners
• 1 Letter of commitment for each new project partners
• 1 Letter of intent for each associated managing authority
•1 Joint Convention for all partners (each partner has to sign 3 original copies of
the last page on which the elected member affixes the sign)
• 1 Audit trail for each partner
Part of this documentation has to be attached to the Final Application Form
                                                             Signed by an
Signed by the project responsible
                                                             elected member

                                   Project is co-financed by the
                                   EUROPEAN UNION
                                   European Regional Development Fund
The Application Form is the final document that describes all the project:
•Lead Partner institution;
•Project Partners institutions;
•Starting situation and relevant objectives of each partner and of the whole network;
•Actions;
•Outputs;
•Financial Plan;

The Lead Partner is in charge of the final redaction of the document, but each
partner has to give its contribution, concerning the local situations




                                  Project is co-financed by the
                                  EUROPEAN UNION
                                  European Regional Development Fund
The Final Application Form
                                           First of all, take care to
                                           fill in correctly this
                                           sections, at point 1,3,
                                           on page 5, concerning
                                           the partner istitution
                                           and the relevant
                                           associate MA




      Project is co-financed by the
      EUROPEAN UNION
      European Regional Development Fund
The Final Application Form
                                           This section is a brief
                                           summary of the local
                                           situations from all
                                           partners, the different
                                           challenges,
                                           objectives, and
                                           expectations that we
                                           will get from your
                                           baseline studies.




      Project is co-financed by the
      EUROPEAN UNION
      European Regional Development Fund
                         The Final Application Form
                                                                       As you all know,
                                                                       each project partner
                                                                       has to set up a
                                                                       ULSG, in which have
                                                                       to be involved all
                                                                       relevant
                                                                       stakeholders, to
                                                                       guarantee a better
                                                                       dissemination of the
                                                                       international
                                                                       activities, to prepare
The purpose of this field is to describe HOW the group and
                                                                       a real shared LAP,
its relevant activities will be managed within your ULSG,
                                                                       and to have a
also specifying how you think to animate the meetings.
                                                                       stronger impact on
                                                                       the local initiatives
                                  Project is co-financed by the
                                  EUROPEAN UNION
                                  European Regional Development Fund
                        The Final Application Form
                                                                     To assure a wide
                                                                     dissemination of the
                                                                     results and of the
                                                                     activities of the
                                                                     network, at
                                                                     international and at
                                                                     local level, each
                                                                     partner has to
                                                                     organise a
In this section you need to write which kind of media                media/dissemination
you have / you are going to “target”, and how you                    strategy.
think to manage this activity (which tools are you
using to disseminate your activities? Pamphlets,
press releases, articles, reports, web pages,
newsletters; newspapers, magazines, Tv, etc.)
                                Project is co-financed by the
                                EUROPEAN UNION
                                European Regional Development Fund
           The Final Application Form
                                                         This section takes in
Here, you have to write where the
                                                         detail the Partner
decision of engaging the funds has
                                                         organization, and
been taken.
                                                         the contact person
e.g. the source can be the                               formally in charge of
Municipal Council of a city, the                         the management of
legal basis can be the approval of                       the project.
the general municipal budget.
                                                         Specify your
The amount is for all partners of                        certifying body (first
13.000,00 Euros                                          level audit control
                                                         body), and the name
                                                         and all contact
                                                         details of the person
                                                         from this body.

                    Project is co-financed by the
                    EUROPEAN UNION
                    European Regional Development Fund
The Final Application Form
                                           This section
                                           serves to specify
                                           the contacts of
                                           your associated
                                           Managing
                                           Authority.




      Project is co-financed by the
      EUROPEAN UNION
      European Regional Development Fund
The Final Application Form hasn’t to be signed because the sign will be
affixed on the letters of commitment that will be subsequently enclosed to
                              the document.




                             Project is co-financed by the
                             EUROPEAN UNION
                             European Regional Development Fund
Thank you for your attention!




        Project is co-financed by the
        EUROPEAN UNION
        European Regional Development Fund

								
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