1. LOCAL COMMUNITIES IN ENVIRONMENTAL ACTION

2. PROJECT KICK-OFF MEETING AGENDA 1. Short presentations of the partner organizations 2. Brief presentation of the project 3. Reporting on the progress made so far by each partner 4. Planning of information and publicity activities 5. Progress and financial reporting per trimester 6. Expenses’ certification processes for Greek partners 7. Expenses’ certification processes for partners from fYROM 8. Evaluation of the meeting

3. BRIEF PRESENTATION OF THE PROJECT Summary, Objectives, Expected Results, WPs, Actions and Main Deliverables/ Outputs, Timetable

4. SUMMARY OF THE PROJECT Project TitleLocal Communities in Environmental Action AcronymENVI Priority Axis2. Enhancement of the environmental resources and cultural heritage of the programme area Measure2.1 Promote and protect the environmental resources of the area PartnersOLP (LP1) - Municipality of Delta IPA FLP (LP2) - Municipality of Kavadarci PPs – UNESCO Youth Club of Thessaloniki & YMCA Skopje Project Duration15 months (April 2012 - June 2013) Total Budget231.556,44 Euro BRIEF PRESENTATION OF THE PROJECT

5. SUMMARY OF THE PROJECT PARTNER No PARTNER NAMECOUNTRY Total eligible cost EU Contribution National/own Contribution OLP (LP1)Municipality of DELTAGreece77.761,3058.320,9819.440,33 IPA FLP (LP2) Municipality of KAVADARCIFYROM80.265,0468.225,2812.039,75 PP3UNESCO Youth Club of Thessaloniki Greece42.238,7031.679,0310.559,68 PP4YMCA SkopjeFYROM31.291,4026.597,694.693,71 TOTAL PROJECT BUDGET231.556,44184.822,9746.733,47 BRIEF PRESENTATION OF THE PROJECT

6. OBJECTIVES Especially, the project aims to: the information and the sensitization of local communities (young people, local citizens, local farmers and entrepreneurs, representatives of local authorities and organizations, stakeholders etc) in order to participate in volunteer actions for the restoration, the protection, the surveillance, the monitoring and the report of any cases of pollution that they perceive regarding the environmental resources located in their areas focusing on the rivers of Axios and Luda Mara BRIEF PRESENTATION OF THE PROJECT The overall objective of the project - in compliance with the Program Objective for Priority 2 and Measure 2.1., is the realization of common actions for the protection of natural environment and the mobilization of natural resources, as well as the implementation of specific interventions that will protect the local environment.

7. OBJECTIVES  the study and the record of local environmental resources of both Municipalities, their current situation and the high risk activities developed near them  the development and the application of a special software for the management and the protection of the environmental resources of both Municipalities  the ensurement of all the necessary equipment for the tracking and the control of the water pollution in both areas  the training of the minicipal employees that will use the equipment in order to be able to use it after the completion of the project as well  the realization of the necessary constructions in the river of Luda Mara (Kavadarci) for the improvement of water quality and the environmental protection of the river  the protection of local environmental resources focusing on the protection of the rivers Axios and Luda Mara  the improvement of water quality and quality of life in the cross-border area BRIEF PRESENTATION OF THE PROJECT

8. EXPECTED RESULTS The project is expected to have a significant contribution to the protection of the environmental resources of the eligible border area through a series of joint and well planned activities including information and dissemination actions, purchase of equipment and implementation of infrastructures as well as the application of special IT software. Furthermore the project is expected to result to:  Protection of the local environmental resources (emphasizing to Axios and Luda Mara Rivers) and immediate intervention in cases of new pollution events thanks to their continuous surveillance with the use of the appropriate electronic tools  Restoration of the aquatic environment of the border region with emphasis on the river of Luda Mara thanks to the infrastructure project that will take place there BRIEF PRESENTATION OF THE PROJECT

9. EXPECTED RESULTS  Sensitization of local citizens, farmers, entrepreneurs, authorities and organizations on environmental topics through their specialized information and their opportunity to interfere actively in the process of environmental protection by sending reports and notifications via sms and emails through the application of the electronic system for the management and the surveillance of the local environmental resources  Compliance with the Community directives as well as the national legislation on the protection of the environment  Development of a knowledge/ information archive which will be constantly enriched  Improvement of water quality and quality of life in the cross-border area  Attraction of more visitors and reinforcement of tourist development of the area as a result of the improvement of its aquatic resources BRIEF PRESENTATION OF THE PROJECT

10. WORK PACKAGES – ACTIONS - DELIVERABLES Work PackagesActionsDeliverables WP1 - Management & Coordination 1.2. Project Management and Coordination Project plan & progress reports 1.3. Project Coordination Meetings Four (4) project coordination meetings 1.4. Verification of expenditureExpenditure verification reports WP2 - Information & Publicity 2.1. Multilingual project communication package 300 posters, 3000 brochures, 2 banners. 300 folders, 1000 CDs for the project dissemination 2.2. Organization of Info days1 Info day in Greece 1 Info day in FYROM 2.3. Organization of workshops3 local workshops in Greece 3 local workshops in FYROM BRIEF PRESENTATION OF THE PROJECT

11. WORK PACKAGES – ACTIONS - DELIVERABLES Work PackagesActionsDeliverables WP2 - Information & Publicity 2.4. Press releases/ articles4 articles/ press releases in Greece 4 articles/ press releases in FYROM 2.5. Website developmentProject website WP3 - Platform development for the management of local environmental resources 3.1. Record and study of local environmental resources and their current situation Record of the environmental resources and the high risk activities developed around them 3.2. Design and development of the information system Information System software 3.3. Purchase of IT equipment Computer server, laptops, GPSs, digital camera BRIEF PRESENTATION OF THE PROJECT

12. WORK PACKAGES – ACTIONS - DELIVERABLES Work Packages ActionsDeliverables WP4 - Equipment for the control of water pollution 4.1. Purchase of equipmentPortable photometric device that measures water chemical parameters, Portable D.O. meter that measures the oxygen dissolved into the water, Portable PH meter device 4.2. Training of municipal employees on the use of equipment Organization of 1 training session of 8 hours (training material, participants' list) in Greece WP5 - Actions for the cleaning of the river Luda Mara 5.1. Implementation of special infrastructures in the river of Luda Mara Special infrastructure in the river of Luda Mara BRIEF PRESENTATION OF THE PROJECT

13. REPORTING ON THE PROGRESS MADE SO FAR BY EACH PARTNER

14.  Municipality of DELTA – OLP (LP1) WP1 - Preparation of all the tenders related to the outsourcing of services under WP1, WP2 and WP3 and the supply of equipment under WP3 and WP4 (all the tenders are in the phase of publication/ procurement)  Municipality of KAVADARCI – IPA FLP (LP2) WP1 – Realization of payments equal to 65.300,00 euro (not verified expenses) until January 2013 WP3 - Purchase of a GPS as well as an additional PC (approved by the EU Delegation) WP5 - Implementation of all the technical works for the construction of the collector in Luda Mara river, as well as procurement, assignment and implementation of an extension of the construction for 217 more meters (approved by the EU Delegation) REPORTING ON THE PROGRESS MADE SO FAR BY EACH PARTNER

15.  UNESCO Youth Club of Thessaloniki - P4 WP1 - Realization of payments equal to 1.498,87 euro (not verified expenses) until January 2013. Completion of the procurement procedure for the outsourcing of services described within the project (WP1, WP2 and WP3). Respective contract was signed in the mid February 2013. WP2 - Design of the project logo. Preparation of the basic project information material: brochures, posters, folders, pens, notebooks etc. WP3 - Purchase of a laptop.  YMCA Skopje - P4 WP2 - Preparation of material related to the project website. REPORTING ON THE PROGRESS MADE SO FAR BY EACH PARTNER

16. ACTION PLAN FOR THE TRIMESTER APRIL – JUNE 2013

17. MAIN ACTIVITIES TO BE IMPLEMENTED  Completion of all the procurement and contracting procedures that run by the Municipality of DELTA  Submission of an extension request to the JTS for at least three more months (proposed new end date of the project: 30.09.2013)  Realistic rescheduling of the project actions (in the application form) of each partner (if necessary)  Content and time planning of the joint project activities: information and publicity activities and record and study of local environmental resources and their current situation, in order to be included to the platform development for the management of local environmental resources that will be designed ACTION PLAN FOR THE TRIMESTER APRIL – JUNE 2013

18. PLANNING OF INFORMATION AND PUBLICITY ACTIVITIES – PROGRAM COMMUNICATION RULES

19. PUBLICATIONS (brochures, leaflets, press releases, best practice guides etc.) COMMUNICATION TOOLS Requirements: 1.EU flag emblem 2.Co-financing slogan (Co-funded by the European Union and by national funds of the participating countries) 3.Flags of the participating countries 4.The Logo and slogan of the JTS Requirements: 1.EU flag emblem 2.Co-financing slogan (Co-funded by the European Union and by national funds of the participating countries) 3.Flags of the participating countries 4.The Logo and slogan of the JTS

20. COMMUNICATION TOOLS Websites, electronic information, audio-visual material Requirements 1.Flags and slogans, as for publication 2.Hyperlink to the JTS, Managing Authority’s and DG Regio websites Conferences, events, exhibitions Requirements 1.EU flag displayed in meeting rooms, at conferences etc. 2.Flags and slogans on all documents and supports

21. TOOLS COMMUNICATION TOOLS EU logo  Download http://europa.eu/abc/symbols/emblem/download_en.htm  Graphical elements (colour, size, layout etc.) http://europa.eu/abc/symbols/emblem/graphics1_en.htm EU logo  Download http://europa.eu/abc/symbols/emblem/download_en.htm  Graphical elements (colour, size, layout etc.) http://europa.eu/abc/symbols/emblem/graphics1_en.htm

22. PROGRESS AND FINANCIAL REPORTING PER TRIMESTER EXPENSES’ VERIFICATION PROCESSES

23. REPORTING The Overall Lead Partner must submit a progress report to the Joint Technical Secretary every three months in accordance with the following schedule: All partners should provide the relevant data to OLP (LP1) the latest five (5) days before the submission deadline for the progress report. PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES For expenses incurred from - toDeadline of submission of Progress Report: January - March20th of April of the respective year April - June20th of July of the respective year July - September20th of October of the respective year October – December20th of January of the respective year

24. THE PROGRESS REPORT COMPRISES: PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES Activity Report: The progress of work towards the objectives of the project, including achievement of any deliverables identified in the Approved Application form. The report should include the differences between work expected to be carried out in accordance with AF and that actually carried out. Financial Report: A financial report consolidating the expenses incurred of all the beneficiaries during the reporting period and correspond to a certain action and deliverable identified in the approved application form. Financial Report should be accompanied by the First level control verifications of each partner

25. FIRST LEVEL CONTROL VERIFICATIONS OF EACH PARTNER Annex I “Control check list” - A Control Checklist which is filled in by the controllers Annex II “CERTIFICATE OF verified expenditure”, filled in by the controllers Annex III - Table of Expenditure filled in by both Beneficiary and the Controllers THE REPORTED EXPENDITURE have to be paid within the reporting period concerned have to be in accordance with the approved application Form have to be eligible (according to Greece – FYROM INTERREG IVA 2007-2013 Programme rules, EU rules and national rules) have to be assigned to the correct BL and WP (according to Greece – FYROM INTERREG IVA 2007-2013 Programme rules and the projects’ AF) PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

26. EACH PARTNER SUBMITS TO THE COMPETENT CONTROLLER FOR VERIFICATION OF PAID OUT EXPENDITURES THE FOLLOWING PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

27. PERSONNEL COST INDICATIVE DOCUMENTATION OF EXPENDITURE OF PAID EXPENDITURE FOR PERSONNEL COST:  A decision of the beneficiary’s management which specifies the working team, the division of work, the allocation of working hours, the project manager and the person in charge for accepting the activities/deliverables or labour contracts for each member of the working team monthly timesheets, Annex V,  Data on the total hours worked per month and date, Annex VI, per each employee working on the project, broken down to all the co funded activities/projects he/she has been involved  Reports on the produced, by the staff, work during the respective period  Signed payrolls or payslips or proofs of bank deposits or other supporting documents PROGRESS AND FINANCIAL REPORTING PER SEMESTER - EXPENSES VERIFICATION PROCESSES

28. TRAVEL AND ACCOMMODATION INDICATIVE DOCUMENTATION OF EXPENDITURE OF PAID EXPENDITURE FOR TRAVEL AND ACCOMMODATION COSTS:  Invitation and/or minutes, presenting the time, duration, venue as well as signed list of participants for all the days of the meetings.  Decision for travelling according to the institutional framework of the beneficiary.  Travel report/Report on the travel expenditure  The beneficiary’s regulation on the level of the subsistence allowances, the kilometre allowance for using private car.  Tickets, invoices of tickets and supporting documents for payment of tickets, toll invoices, invoices when using taxi or when renting a car or kilometre allowance when using private car. In case of travelling by plane, boarding pass is also required. PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

29. TRAVEL AND ACCOMMODATION INDICATIVE DOCUMENTATION OF EXPENDITURE OF PAID EXPENDITURE FOR TRAVEL AND ACCOMMODATION COSTS:  The use of taxi or the rent of a car shall be justified either because there is no public transport (including strikes etc) or the beneficiary is travelling to subsequent destinations or it is the most economic way of travelling. In case of insufficient justification the value of travelling by the most economic mean is paid.  Hotel invoices and supporting documents for hotel payment only for their stay and for those travelling who should be mentioned in the hotel invoice by name  Cost for travelling and accommodation of external experts is paid according to the aforementioned rules only when this is explicitly included in their contracts. PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

30. EXTERNAL EXPERTISE/ SERVICES INDICATIVE DOCUMENTATION OF EXPENDITURE OF PAID EXPENDITURE FOR EXTERNAL EXPERTISE SERVICES:  Contracts and documents for the award procedure (call, tenders, evaluation, decision etc)  Receipts of invoices which state the project  Deliverables and certificate of acceptance of deliverables  Documents of payment PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

31. INFORMATION AND PUBLICITY INDICATIVE DOCUMENTATION OF EXPENDITURE OF PAID EXPENDITURE FOR INFORMATION AND PUBLICITY:  Contracts and documents for the award procedure (call, tenders, evaluation, decision etc)  Certificate of acceptance of products and services  Invoices and dispatch notes which should state the project and the Programme  Documents of payment  Deliverables of the services offered  Website of the Programme  Invitation and agenda  Minutes  Singed list of participants  Photographs of the events PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

32. EQUIPMENT INDICATIVE DOCUMENTATION OF EXPENDITURE OF PAID EXPENDITURE FOR EQUIPMENT: Contracts and documents for the award procedure (call, tenders, evaluation, decision etc) Certificate of acceptance of products Registration of the equipment in the accounting system Invoices and dispatch notes with reference to the Serial Number of the equipment. Documents of payment Licenses to set and operate the equipment, where required. In addition to the aforementioned for the documentation of depreciation the following are examined: Documentation of the method for depreciation according to the national accounting rules Method for partitioning the use of the equipment in the project PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

33. EACH PARTNER SUBMITS TO THE COMPETENT CONTROLLER A REQUEST FOR EXPENDITURE VERIFICATION: The following are submitted only during the 1 st request for expenditure verification The Approved Application Form The Subsidy Contract The Partnership Agreement The Agreement to cooperate, where required the Regulatory Framework in force, setting out the operation of the beneficiary The Legislation the beneficiary follows to recruit temporary staff or to pay his staff additional remuneration PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

34. A FTER THE VERIFICATION IS ISSUED, E ACH P ROJECT P ARTNER SENDS TO THE L EAD P ARTNER :  by e-mail: A. Annex III “table of expenditure” issued by the controller B.Activity and Financial Progress Report  And by post (when Available) copies of verification (issued by the controllers): A.Annex III “table of expenditure” B.Annex I “Control check list” C.Annex II “Certificate of verified expenditure” D.Designation Letter for the controllers of Partners The above are send to the Lead Partner 10 days before the deadline for the submission of the Progress Report A copy of these documents is kept on the premises of the beneficiary. PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES

35. THE OVERALL LEAD PARTNER (OLP) SUBMITS TO JTS: The Progress Report The Project Partners (PP) Verifications When the verification not available by the time the deadline of the PR is due, the OLP still submits to the JTC the Progress Report and the Annex III “table of expenditure” filled in by the Partner. PROGRESS AND FINANCIAL REPORTING PER TRIMESTER - EXPENSES VERIFICATION PROCESSES