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Newsletter 02/2011 NewsApril 2011 Lithuania – Poland – Russia ENPI Cross-Border Cooperation Programme 2007-2013 In this issue: Foreword Branch Offices Procedure of evaluation of applications Evaluation Committee Large Scale Projects The 4th meeting of the Joint Monitoring Committee Getting to know the Programme Regions – Kaliningrad Region JTS Team Financed by the European Union under the European Neighbourhood and Partnership Instrument. News Lithuania - Poland - Russia ENPI Cross-border Cooperation Programme 2007-2013 Dear Reader, This is the 2nd issue of the Newsletter of the Lithuania-Poland-Russia ENPI Cross-border Cooperation Programme 2007-2013. We believe that the information we publish in our newsletters proves to be useful in understanding the main objectives of the Programme, its rules and requirements as well as in monitoring the progress in the Programme implementation. This issue of the Newsletter will provide you with important information relating to the evaluation procedures for grant applications. You will also find an article about the 4th meeting of the Joint Monitoring Committee, which was held on 8th-9th December 2010 in Vilnius (Lithuania). Our regular section “Getting to know the Programme Regions” will help you learn more about the Russian Programme area – the Kaliningrad region. Please do remember that the Joint Technical Secretariat of the Lithuania-Poland-Russia ENPI Cross-border Coopera- tion Programme 2007-2013 is always ready to provide its assistance. Best regards, Leszek Żukowski Head of JTS Branch Offices Taking into account the large Programme eligible area it is planned to open three Branch Offices of the JTS (in Vilnius, Olsztyn and Kaliningrad) in order to ensure the appropriate publicity regarding the Programme implementation and to provide relevant information to potential applicants, beneficiaries and other stakeholders. During the last months the documents needed for the establishment of the Branch Offices were prepared and discussed by the JMA, the JTS and the relevant authorities involved in the Programme implementation. The Branch Offices are expected to be operational for the 2nd Call for Proposals. Financed by the European Union under the European Neighbourhood and Partnership Instrument. 1 News Lithuania - Poland - Russia ENPI Cross-border Cooperation Programme 2007-2013 Procedure of evaluation of applications • The Opening session of the applications, submitted for the 1st Call for Proposals, during which the application envelopes were opened was organized on 25-27 October 2010 at the premises of the Joint Technical Secretariat in Warsaw (Poland). • Administrative and eligibility check took place from 28 October 2010 untill 1 March 2011. By the end of December 2010 many of the applicants received the letters asking them to submit certain clarifications during the administrative and eligibility check. • The 1st Evaluation Committee meeting of the Lithuania-Poland-Russia ENPI Cross-border Cooperation Programme 2007 -2013 took place in Warsaw (Poland) on 2-3 March 2011. Members of the Evaluation Committee approved the Report from the opening session, and the administrative and eligibility check. In March all the applicants received letters informing them about the results of the administrative and eligibility check. • In March and April the quality evaluation is performed by external and JTS assessors, and afterwards the results will be approved by the Evaluation Committee members during the 2nd Evaluation Committee meeting. The 2nd Evaluation Committee meeting will take place in May 2011. All assessors must fulfil the following requirements which are approved by the JMC: a) university degree; b) very good command of English; c) fluent knowledge of at least one of the following languages: Lithuanian, Polish, Russian; d) at least 3 years experience in the field of administration and/or implementation of the programmes/projects financed by the EU (preferable: INTERREG, Phare CBC, Tacis CBC) – including the evaluation of the projects proposals; e) at least 3 years experience in the field of minimum one Programme Priority; f) knowledge of the Programme legal basis. Additional requirements can be needed depending on the nature of projects: a) knowledge of the field of the cross-border cooperation; b) knowledge of regional development issues; c) knowledge of the procedures of Practical Guide to contract procedures for EC external actions in the field Financed by the European Union under the European Neighbourhood and Partnership Instrument. 2 News Lithuania - Poland - Russia ENPI Cross-border Cooperation Programme 2007-2013 of conducting tender procedures; d) knowledge of the financial and non financial principles of project development and implementation (budget prepa- ration, eligibility of expenditures, the project cycle management, log frame preparation etc.); e) experience in feasibility studies/financial and economic analysis. • The final decisions on projects to be approved or rejected shall be made by the Joint Monitoring Committee, based on the quality assessment results approved by the Evaluation Committee. • After the JMC meeting the applicants will be informed about the final decision regarding the EU funding. The list of approved projects of the 1st Call for Proposals will be published on the Programme website. Evaluation Committee The legal framework for the work of the Evaluation Committee • Rules of procedures of Evaluation Committee within the Cross-Border Cooperation Programme Lithuania-Poland- Russia 2007 – 2013 • Regulation (EC) No 1638/2006 of the European Parliament and of the Council of 24 October laying down general provisions establishing a European Neighbourhood and Partnership Instrument (hereinafter – ENPI Regulation) (OJ L310, 9.11.2006) • Regulation (EC) No 951/2007 of 9 August 2007 laying down implementing rules for cross-border coopera- tion programmes financed under Regulation (EC) No 1638/2006 of the European Parliament and of the Council of 24 October 2006 laying down general provisions establishing a European Neighbourhood and Partnership Instru- ment (hereinafter – Implementing Rules) (OJ L210, 10.8.2007) • Practical Guide to Contract procedures for EU external actions • Lithuania-Poland-Russia Cross-Border Cooperation Programme 2007-2013, adopted by the European Commission on 17th of December 2008 (Decision number K(2008)8352) • Guidelines for grant applicants Financed by the European Union under the European Neighbourhood and Partnership Instrument. 3 News Lithuania - Poland - Russia ENPI Cross-border Cooperation Programme 2007-2013 The Evaluation Committee consists of: • a non-voting Chairperson; • a non-voting Secretary; • an odd number of voting members. Each country (Lithuania, Poland and Russia) presents one voting member (national voting members) and up to two observes. National voting members are nominated by the relevant National authorities (in case of Lithuania – the Ministry of Interior, in case of Poland – the Ministry of Regional Development, in case of Russia - the Ministry of Regional Development). Substitutes of each voting member are nominated as well. Responsibilities of the Evaluation Committee members • The Chairperson is responsible for coordinating the evaluation process in accordance with the Programme legal basis and for ensuring its impartiality and transparency. • The Secretary of the Committee is responsible for carrying out all administrative tasks connected with the evaluation procedure. • The voting members of the Evaluation Committee are responsible for carrying out assessment in line with the accepted evaluation criteria which are provided in the evaluation grids accepted by the JMC as part of application package. Impartiality and confidentiality Members of the Evaluation Committee, observers and assessors: a) will be asked to sign the declaration of impartiality and confidentiality before conducting the evaluation; b) must not represent applicants /partners in the projects; c) must not participate in the preparation of the projects submitted within the Programme; d) must not be directly connected to the Programme preparation or coordination (not applicable in case of such civil servants as the JTS, the JMA representatives, National Authorities and JMC members etc.). Members of the JTS directly participating in communication or/and information activities can not be appointed as assessors for technical evaluation; e) voting members shall not contact project applicants nor partners directly. If there is a necessity to get additio- nal information or clarifications from the project applicants, only the Chairperson of the Evaluation Committee or the Secretary, on request of the Chairperson, shall make contacts with the project applicants. Financed by the European Union under the European Neighbourhood and Partnership Instrument. 4 News Lithuania - Poland - Russia ENPI Cross-border Cooperation Programme 2007-2013 Any Evaluation Committee member, observer or assessor, who has a potential conflict of interest with any appli- cant and/or partners must declare it immediately and withdraw from the Evaluation Committee. The Chairperson of the Evaluation Committee determines to what extent the evaluation process must be restarted. In order to maintain the confidentiality of the proceedings, participation in the Evaluation Committee meetings is strictly limited to the members of the Evaluation Committee and observers and in justified cases to the relevant assessors involved in the project evaluation (upon invitation of the Chairperson of the
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