1
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
AIMS to promote multilevel and interregional
co-operation in the field of water management
to pool and exchange the knowledge and
experiences from different regions and targets in
a structured way -gt also at practical level ? to
increase eco-efficiency and sustainable
development, to enhance the finding of the best
practices, to give a wide background for the
future decisions to increase public awareness
and transparency regarding the activities of EU
in water management -gt to activate water
management field diversely to analyse the
further needs and build the platform for
continuous co-operation and transfer of
know-how to enhance EU-wide and cross-border
co-operation according to the Water Framework
Directive
2
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
EXPECTED OUTPUTS information-packages of
water management and restoration practices from
each partner country -gt a joint summary manual
(Component 2) pilot projects in each partner
country (Component 3) the experiences and data
will be summarized the a manual of practical
tools for further operations the network for
exchance of knowledge seminars in each partner
country (dealing with differnet topics on water
management field), local networks The
information will be dealt also by leaflets,
brochures, Web-sites etc. (both in English and
native languages) the analysis of the needs
for further activities and development
(education, networks, research, legislation
etc.)
3
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
APPROACH AND METHODOLOGY the steering group
will have a representative and a debuty member
from each partner, the meetings will be hold
mainly in connection to the seminars dates the
local contact persons will be responsible for the
information-package of their own country and also
the pilot area of their own they will organize
the local projects and activities in
co-operation with the lead partner the lead
partner will edit the joint manuals from the
partners information-packages and reports
the main focus of each seminar will be chosen by
the steering group each partner will be
responsible for the practical arrangements for
the seminar, which will be hold in their
country the suggestions for the future will
be planned jointly at the end of the operation
based on the gained experiences and information

4
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
TIME PLAN The operation time September 2004
September 2007 (37 months) the subsidy
contract (the Lead Partner and Interreg IIIC
North) 7 September 2004 the co-operation
agreements (the Lead Partner and each partner) 15
October 2004 the first steering group meeting
1 October 2004, the second in Germany in Spring?,
the next ones in connection with the seminars
the first seminar in Kuopio, Finland 25-26
November 2004 the next ones in 2005 Germany,
United Kingdom and Sweden, in 2006 Estonia,
Spain, Russia (Tacis), 2007 Denmark, Hungary
the meetings with the project group whenever
needed (specially during the pilot phase) the
information-packages and joint summary manual
ready in January 2006 The reports from pilot
phase and the joint manual of practical tools in
Spring 2007 the model for continuation
January-September 2007
5
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
COMPONENTS Management and Coordination -
Component 1 (27 ) The information-packages,
data analysis Component 2 (17 ) Pilot
phase Component 3 (34 ) Publicity and
information processes Component 4 (14,8 )
Model for continuation Component 5 (6,0
) Detailed description in the application form
Annex III 1-5
6
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
BUDGET Annex IV 0-4 in the application form
revised on 19 August 2004 1 Staff costs (52,3
) 2 Administration costs (5,1 ) 3
External expertise (9,2 ) 4 Travel and
accomodation (18,4 ) 5 Meetings and events
(8,6 ) 6 Promotion costs (3,9 ) 8
Investments (1,2 ) 10 Preparation costs (1,3
- costs before 30 April 2004)
7
Financial Management
Staff costs

• Personnel costs for partner organisations of the
  operation

• Salary, tax, employers contribution for social
  security in
• accordance with national legislation

• Based on real costs (actual salary rate)

• Certified on the basis of documents like
  contracts,
• time sheets, payslips and other documentation
  of payments

8
Financial Management
In-kind contributions

• Only voluntary unpaid work!

• Please note! Staff costs are not considered as
  in-kind costs,
• but as cash contribution!

9
Financial Management
Administration Costs

• All direct general costs (office rent, mail,
  fax, phone etc.)

• Indirect general costs (overheads)

• related to the operation

• based on real costs

• calculated on a pro rata basis, according to the
  
• duly justified, fair and equitable method

10
Financial Management
External expertise

• Costs paid to external service providers who are
  sub-contracted

• To be specified in the Application Form
• description of the service, the partner
  responsible for contracting
• and amount

• Examples studies, project management, auditing

11
Financial Management
Travel and Accommodation

• Travel, accommodation, daily allowances

• General rule most economical way of transport
  must be used

• Daily allowances accommodation costs have to
  be in line with
• the existing internal rules of the LP and
  partner organisations and
• national rules of the respective Member State

12
Financial Management
Travel and Accommodation

• Third country partners
• Travel and accommodation from third countries
• Participation in meetings and seminars taking
  place in the EU
• terrritory
• If these costs are to be financed from the
  operations budget, they
• have to be budgeted, paid and accounted by
  one of the EU-partners

13
Financial Management
Meetings and events

• Costs related to the organisation of meetings
• rents, technical equipment, printing,
  interpretation etc.
• Also the service that is subcontracted related
  to the specific meeting

Promotion costs

• Publication costs not linked to specific events
  or seminars
• brochures, newsletters, leaflets etc.

14
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004

• BUDGET
• - EU Community Iniative Programme INTERREG IIIC
  Programme Manual
• Interreg IIIC North Programme Complement
• -Community Initiative Programme INTERREG IIIC
  NorthZone
• -Interreg IIIC 2000-2006 Audit guidelines (August
  2004)
• -gtTHESE AND OTHER ESSENTIAL DOCUMENTS
• http//www.interreg3c.net/sixcms/detail.php?id29
  0

15
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004

• FLEXIBILITY
• Up to 20 000 , or if more, up to 10
• -from the original amount given in approved
  application
• -between budget lines, components or project
  partners from the same objective area
• -without prior notification of the JTS
• Up to 20
• -the prior approval of the JTS required
• -only once during the operation lifetime

16
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
REPORTS Preparation cost report (Lead Partner
15 October 2004) Activity and Financial report
every six months (each partner -gt the Lead
Partner -gt JTS Interreg IIIC) Deadlines report
time Jul-Dec 2004 Lead Partner 01/03/2005
(partners 01/02/2005) report time Jan-Jun
2005 Lead Partner 01/09/2005 (partners
01/08/2005) report time Jul-Dec 2005 Lead
Partner 01/03/2006 (partners 01/02/2006) report
time Jan-Jun 2006 Lead Partner
01/09/2006 (partners 01/08/2006) report time
Jul-Dec 2006 Lead Partner 01/03/2007 (partners
01/02/2007) report time Jan-Jun 2007 Lead
Partner 01/09/2008 (partners 01/08/2008) report
time Jul-Dec 2007 Lead Partner
01/03/2008 (partners 01/02/2008)
17
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
REPORTS Preparation cost report and activity
and financial report require a confirmation from
an independent auditor !!! Costs have to be
paid out during the reporting period! Direct,
demonstrable connection to the operation Allocate
d costs per component and correct budget
lines Specification of costs External expertice
(public procurement rules!), Investments Have to
be documented (e.g. for personnel costs time
sheets) Please note the country specific
requirements! All reports in EUROS the currency
exchange the partners should use the market
exchange rate of the last day of the reporting
period!!!
18
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
Interim cost report Estimated costs of the
operation Timeframe July November 2004 No
auditing payments will be done only after the
normal progress report has been approved (March
2005) DEADLINE 5 December 2004 Reducing the
risk of decommitment less funds lost
19
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
PAYMENTS No advance payments will be
made After the Progress report is accepted the
payment will be made in one sum directly to the
Bank account of the Lead Partner in EUROS The
transfer of money will last 1-2 weeks The Lead
Partner will distribute the funding among the
partners in EUROS If the partner account is not
an EURO account, the corresponding exchange will
be done by your local bank any exchange risk is
to be borne by partners
20
Networks and Individual Projects Reporting and
Financial Flows
INTERREG IIIC NORTH
check
Paying Authority (PA) effects payments to the
Lead Partner
Every six monthsOne Activity and audited
financial report on all costs of the network or
individual project to the Managing Authority
(MA)/Joint Technical Secretariat (JTS)
check
Lead Partner
Partner
Partner
Activity and audited financial report on
expenditure to the Lead Partner
Partner
Lead Partner effects payments to partners
21
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
PUBLICITY REQUIREMENTS Communication will be
part of your reporting duties! Use of the EU
emblem and Interreg IIIC (main) logo! Ensure
transparency in the use of public funds Costs
for information and publicity will be co-financed
ONLY if the guidelines are followed up Achieving
and communicating our outputs and results are the
key for the success of this our joint
operation!!! Disseminate the results achieved
and the good practices implemented to stimulate
the multiplier effect for the realisation of
similar activities!
22
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004

• WEB SITE
• The main site Lead Partner the links to the
  each partners own sites (each partner can update
  their part). All material in English the
  partners sites also in native languages.
• -Project description (Summary)
• The partners
• News and events
• Seminars and meetings
• Questions and answers / Discussion
• Contact

23
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
BROCHURES The publicity requirements from
Interreg IIIC! The uniform outlook the main
brochure by Lead Partner each partner can
publish also their own leaflets (in English AND
in native languages)
24
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
THE FIRST SEMINAR In Kuopio 25-26 November
2004 25 November 2004 (830 1630) The
international presentations Each partner will
have appr. 40 min time (The evening reception
and coctails in Puijo..) 26 November 2004 (800
1500) The main themes 1. Co-operation of
stakeholders and authorities in management and
restoration of lakes in Finland 2. Case studies
25
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
To notice Partner nro 14 (Kompetenzzentrum
Wasser Berlin) has changed to non-eligible as
public body -gt their supervisory board has been
changed. The discussions with other possible
partners (Berliner Wasserbetriebe and German
Federal Environmental Agency) are under way. The
Lead Partner will informate all the partners on
the possibilities to replace the partner 14.
26
Lakepromo Tools for water management and
restoration processes 1st Steering Group
Meeting 1 October 2004
Thank you for your attention! Lets keep in
touch! Arja Ruokojärvi Savonia
Polytehcnic Engineering Kuopio P.O.Box
1188 FI-70211 KUOPIO Finland Arja.ruokojarvi_at_savon
ia-amk.fi Mobile [phone] Fax [phone]
5561