Steering Group

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• www.presud.org
• IDeA, Eurocities, UWE, Birmingham, Leipzig,
  Malmo, Newcastle, Nottingham, Tampere, The Hague,
  Venice, Vienna

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Agenda

• Welcome
• Apologies
• 9.00 -10.00 WP4- Preparing a city to receive a
  performance review.
• 10.00 Coffee
• 10.15 -11.00 WP 5 Peer Review Teams -
  Logistics, responsibilities, and dates.
• 11.00 -12.00 WP 6 The Performance Assessment
  making the recommendations to the city, writing
  the report.
• 12.00 -13.00 lunch
• 13.00 -15.00 WP7 Sustainable Urban Development
  Action Plans
• 15.00 -15.15 Coffee
• 15.15 -16.00 WP1 Management - Recording and
  submitting records of finance and staff time
  spent, other expenditure
• 16.00 -16.30 WP 2 Dissemination - Web site and
  the video
• 16.30 -17.00 WP 2 Dissemination -
  European/national and local dissemination
• AOB

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9.00 -10.00 WP4- Preparing a city to receive a
performance review.

• Bill - LGIP
• Mark - Learning from the Newcastle Pilot
• Allow adequate time to prepare - 2 months at
  least
• Producing the evidence summaries
• Choosing who to involve - how?
• Briefing participants
• Translation issues
• 2 streams of interviews
• Kristina, Harri Frank - their experience

4
10.00 Coffee

• Next - Review Dates, Teams, Role
  Responsibilities and Clarification Session

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10.15 -11.00 WP 5 Peer Review Dates

• Week/Dates City
• 9 (26-28 Feb) Newcastle Pilot
• 23 (Mon 3-Fri 7 June) Tampere, Malmo
• 25 (17-21 June) Leipzig
• 36 (2-6 Sept) Vienna
• 37 (9-13 Sept) Newcastle
• 40 (30 Sept 4 Oct) Birmingham
• 41 (7 11 Oct) Venice
• 42 (14 18 Oct) The Hague
• 43 (21-25 Oct) Nottingham

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WP 5 Peer Review Teams

• TAMPERE, FINLAND Tues 4 - Fri 7th June
• Review Manager Adele Wilter, IdeA
• City Co-ordinator Harri Willberg
• Review Team Members
• Cristiana Scarpa Venice
• David Ward, Birmingham
• Theo Breumelhof, The Hague
• Steve Waller, Nottingham
• Additional Translator
• Presud Observer Trevor Wren, Newcastle

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WP 5 Peer Review Teams

• MALMO, SWEDEN Tues 4th - Fri 7th June
• Review Manager Bill Murphy, IdeA
• City Co-ordinator Kristina Christensson
• Review Team Members
• Andreas Römer, Vienna
• Shona Alexander, Newcastle
• Alfons Finkers, the Hague
• Julia Brown, Birmingham
• Additional None
• Observer Mark Webster, Newcastle

8
WP 5 Peer Review Teams

• LEIPZIG, GERMANY Tue18th Fri 21st June
• Review Manager Mandy James, IdeA
• City Co-ordinators Frank Trepte
• Review Team Members
• Laura Fagarazzi, Venice
• Cllr John Tyrrell, Birmingham
• Mike Peverill, Nottingham
• Allen Creedy, Newcastle
• Additional None
• Presud Observer University of West of England

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WP 5 Peer Review Teams

• VIENNA, AUSTRIA 2-6th Sept
• Review Manager Mandy James IDeA
• City Co-ordinators Jan Dictus
• Review Team Members
• Antonia Sucksdorff, Tampere
• Theo Breumelhof, The Hague
• Micheal Naumann, Leipzig
• Kristina Christensson, Malmo
• Additional None
• Presud Observer To be considered

10
WP 5 Peer Review Teams

• NEWCASTLE, ENGLAND 9-13th Sept
• Review Manager IDeA to confirm
• City Co-ordinators Mark Webster/Trevor Wren
• Review Team Members
• Eva Persy, Vienna
• Eliana Caramelli, Venice
• Ortrud Funck, Leipzig
• Olov Tyrstrup, Malmo
• Additional None
• Presud Observers To be Considered.

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WP 5 Peer Review Teams

• BIRMINGHAM, ENGLAND 30 Sept 4 Oct
• Review Manager IDeA to confirm
• City Co-ordinator Julia Brown/Rashid Ikram
• Review Team Members
• Alfons Finkers, The Hague
• Andrea Romer, Vienna
• Micheal Naumann, Leipzig
• X?, Nottingham?
• Additional None
• Presud Observer To be considered

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WP 5 Peer Review Teams

• VENICE, ITALY 7-11 Oct
• Review Manager IDeA to confirm
• City Co-ordinators Laura Fagarazzi, Eliana
  Caramelli
• Review Team Members
• Outi Teittinen, Tampere
• Kristina Christensson, Malmo
• Mike Peverill, Nottingham
• Allen Creedy, Newcastle
• Additional None
• Presud Observer To be considered

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WP 5 Peer Review Teams

• The HAGUE, NETHERLANDS 14-18 Oct
• Review Manager IDeA to confirm
• City Co-ordinators Alfons Finkers
• Review Team Members
• Eva Persy, Vienna
• Linda Wright, Newcastle
• Harri Willberg, Tampere
• Ortrud Funck, Leipzig
• Additional None
• Presud Observer To be considered

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WP 5 Peer Review Teams

• Nottingham, England 21st 25th October
• Review Manager IDeA to confirm
• City Co-ordinators Mike Pevrill, Steve Waller
• Review Team Members
• Julia Brown?, Birmingham
• Laura Fagarazzi?, City of Venice
• Carina Nilsson?, Malmo
• Antonia Sucksdorff, Tampere
• Additional None
• Presud Observer To be considered

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Issues

• Sustainablity
• Regional cooperation
• Managing external responses

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11.00 -12.00 WP 6 The Performance Assessment
making the recommendations to the city, writing
the report

• Examples of Reports
• IDeA - www.idea.gov.uk/lgip
• OECD National Performance Assessments and
  Territorial Economic Assessments
• Newcastle pilot
• Issues for the report
• Evidential base
• consider all OECD themes.

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12.00 -13.00 lunch
18
13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• The objective of this session is to discuss and
  agree how each city will prepare, implement and
  monitor its Sustainable Development Action Plan.
• Discussion document sent out last week.
• 5 minutes reviewing the activities, outcomes of
  the work package
• 10 minutes on what is an action plan
• 40 minutes in group workshop.
• 20 minutes feed back.
• 45 minutes discussion and agreement on the way
  forward

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• The Activities in this work package in the presud
  project are
• Partner cities to draw up action programmes based
  upon the recommendations of the 1st round of
  performance assessments.
• Partner cities to deliver specific, measurable,
  achievable, realistic and time-limited (SMART)
  improvements in sustainable urban development
  during the next 18 months
• Programmes to address the integration of the
  environmental, economic, social, and good
  governance objectives of sustainable urban
  development.

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• The outcomes of this work package in the presud
  project are
• All cities will improve their performance by 10
  - 25 in selected indicators. The improvements
  in performance will be assessed by considering
  actual resource consumption rates, measurements
  of governance, liberalisation of decision making,
  social inclusion and sustainable economic change.

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• you are starting with constructive criticism
• for each of the Corporate Themes (Leadership,
  Democratic and Community Engagement, Performance
  Management) an analysis of the situation, the
  strengths of the city and the issues to consider
  for improvement.
• for each of the sustainable development themes,
  an analysis of the situation (pressure and
  state), the strengths of the city and the issues
  to consider for improvement (the response of the
  city).
• a series of strategic general recommendations.

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• The action plan must focus on the agreed issues
  to consider for improvement and the
  recommendations.
• For each issue and recommendation the action
  plan must describe what changes it will make to
  its policies, targets and or activities and who
  has responsibility for achieving the target.
• The action plan must be produced within 30 days
  of the performance assessment.
• We are committed to the second performance
  assessment looking at reviewing the effectiveness
  of the action plans in the winter/spring 2004

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• The proposed changes to activities, policies and
  or activities must be
• Specific the change is precise and can not be
  misunderstood
• Measurable the change can be measured so we
  know what progress is being made.
• Achievable we have the executive authority and
  will allocate the resources to achieve the
  change.
• Realistic the change is practical
• Time limited the change will take place in a
  set time period

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• The action programme must cover the issues and
  recommendations
• Where the partner city has only influence on
  other organisations or must work in partnership
  it will need to negotiate to agree on the actions
  to be taken. This may take longer than the thirty
  days within which the action plan should be
  prepared after the performance assessment. The
  actions in the plan to deal with the issues and
  recommendations will be to negotiate with
  partners the changes.

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• Who writes the Action Plan?
• The action plan must be agreed by the people who
  have responsibility to deliver the actions.
  Your action plan should involve these
  stakeholders.
• How is the action plan written?
• This is for you to decide..and record how you
  have prepared your action plan

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• The actions must be measured! In 18 months time
  you will receive a second review. Prior to that
  review you will be asked to write a report on
  your performance based on the Action Plan.

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• Workshop
• in groups of 4 or 5
• Choose between 2 and 4 very different issues and
  recommendations from the Newcastle pilot review.
• Discuss how you would write a smart action plan
  for each one.
• Write the Smart Action Plan

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13.00 -15.00 WP7 Sustainable Urban Development
Action Plans

• Feedback
• Discussion and Agreement on the way forward.

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15.00 -15.15 Coffee
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15.45 -16.00 WP1 Management - Recording and
submitting records of finance and staff time
spent, other expenditure

• This presentation describes the way you should
  complete the finance records for the project.
• You have received the forms for you to complete
  for the first six months of the PRE-SUD project
  from October 2001 to March 2002.
• These forms are essential as it is these forms on
  which the payments to the partners will be made.
  They also monitor our spend on the Pre-Sud
  project and will form the basis for grant claims
  to Brussels

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• If partners have any questions, no matter how
  small, please contact andy hall
  (andy.hall_at_newcastle.gov.uk).
• It is essential that the finance forms for the
  period October 2001 - End March 2002 are
  completed by all the partners and returned to
  Newcastle by 30th June 2002.
• Once all partners return their forms, interim
  payments will be made to partners at the end of
  July 2002. This will meet the full cost of all
  travel, subsistence and consumables and a
  proportion of the staff costs.
• The Interim claim must be submitted to Life
  Desk when 40 of the budget of the project has
  been expended - this includes when 40 of the
  co-finance has been contributed.

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• LIFE projects require a financial report which
  breaks down expenditure incurred on the project
  into the categories defined in the application
  form.
• Personnel - All staff time spent on the project
  must be recorded under this heading
• Travel and Subsistence - all travel costs are
  recorded in this heading. This included hotel
  costs and subsistence costs.
• External Assistance - Only Newcastle as Lead
  Partner will incur these costs
• Consumables - Largely relate to dissemination
  materials eg leaflets
• Other Costs - Translation of executive summaries,
  interpretation
• All claims must be in your national currency

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Personnel form 2

• The form requires the work package number and
  title to be entered.
• The name of the member of staff is entered in the
  left hand column.
• The number of hours they have worked on the work
  package is entered under the individual months.
• You must keep detailed time recording showing how
  the monthly totals are calculated for your audit

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Personnel form 1

• The time recordings for the staff on this form
  are then automatically entered onto the financial
  calculation form which is shown on the next
  slide.
• The annual gross salary must be entered. This
  must include tax and pension contributions.
• The number of working hours in a year must be
  entered. The hourly rate is then automatically
  calculated.

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Travel and Subsistence

• This form is shown on the next slideThe travel
  cost form is simple. All details must be
  completed. All costs must be supported by sending
  copies of all invoices-flights, hotels etc.with
  the completed forms

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Consumables

• This form is shown on the next slide
• copies of your invoices must be attached to the
  form. The entries must be in date order and the
  invoices referenced.

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Other Costs

• This form is shown on the next slide
• Again copy invoices should be attached to the
  claim. The claim will not be acceptable without
  this background information.
• These should be numbered in date order and the
  number reference put on the form.

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Finance officer for presud

• ANDY HALL
• Room 140
• Civic Centre
• Barras Bridge
• Newcastle Upon Tyne NE99 1RD
• andy.hall_at_newcastle.gov.uk
• Telephone [phone]
• Fax [phone]

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16.00 -16.30 WP 2 Dissemination - Web site and
the video
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16.30 -17.00 WP 2 Dissemination -
European/national and local dissemination
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AOB