PROCEDURES & LOGISTICS 1 Overview of the programme The InterMETREX programme has two phases. Phase 1 is comprised of five analysis workshops for partners from the European Union, culminating in a synthesis workshop at the METREX Conference in Barcelona in the autumn of 2004. Phase 2 is comprised of a further three analysis workshops for partners from accession countries, culminating in a synthesis workshop at the METREX Conference in Szczecin in the spring of 2006. 2003-2006 THE OVERALL InterMETREX PROGRAMME OF WORKSHOPS AND CONFERENCES InterMETREX PROJECT WORKSHOP PARTNERS YEAR 2003 YEAR 2004 YEAR 2005 YEAR 2006 PROGRAMME 2003-2006 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 ANALYSIS WORKSHOPS 1 European Union 4 Stuttgart Workshop 2 European Union 4 Stockholm Workshop 3 European Union 4 Bologna Workshop 4 European Union 5 Porto Workshop 5 European Union 4 London Workshop SYNTHESIS WORKSHOP/DISSEMINATION 6 InterMETREX EU OUTCOMES 32 partners plus delegates Barcelona Workshop and METREX Conference ANALYSIS WORKSHOPS 7 Wider Europe 2+2 guest metropolitan areas Budapest Workshop 8 Wider Europe 3+1 guest metropolitan area Riga Workshop 9 Wider Europe 4 Valletta Workshop SYNTHESIS WORKSHOP/DISSEMINATION 10 InterMETREX EUROPE OUTCOMES 32 partners plus delegates Szczecin Workshop and METREX Conference Fig. 1 2 The Bologna analysis workshop The third InterMETREX analysis workshop will be hosted by Regione Emilia-Romagna from Monday 29 to Wednesday 31 March 2004. Details of the exact workshop venue and recommended hotel will be advised in due course. Four partners will discuss their metropolitan planning practice in relation to the METREX Benchmark: Regione Emilia-Romagna Eurociudad Vasca Bayonne-San Sebastián Øresund Committee South Coast Metropole. PROJECT PART-FINANCED BY THE EUROPEAN UNION Nye Bevan House, 20 India Street, GLASGOW, G2 4PF T. +44 (0)1292 317074 F. +44 (0)1292 317074 secretariat@eurometrex.org http://www.eurometrex.org
2003-2006 InterMETREX PARTNERS AND WORKSHOPS 1 ANALYSIS 2 ANALYSIS 3 ANALYSIS 4 ANALYSIS 5 ANALYSIS 32 partners including WORKSHOP WORKSHOP WORKSHOP WORKSHOP WORKSHOP METREX and the Lead Partner (GCVSPJC) Q2/2003 Q3/2003 Q2/2004 Q3/2004 22 partners from the STUTTGART STOCKHOLM PORTO LONDON European Union 10 partners from the European Union European Union European Union European Union European Union wider Europe 7 partners not 1 STUTTGART 5 STOCKHOLM 9 EMILIA-ROMAGNA 13 PORTO 18 LONDON METREX Members 2 Napoli 6 Veneto 10 Bayonne-St Sebastaian 14 Athens 19 Amsterdam 3 contributors 3 Pais -Vasco 7 Helsinki 11 Øresund 15 Andalucia 20 Piemonte supported by METREX 4 Thessaloniki 8 Granada 12 South Coast Metropole 16 Sevilla 21 Zurich (expenses) 17 Liverpool 6 SYNTHESIS WORK- 7 ANALYSIS 8 ANALYSIS 9 ANALYSIS 10 SYNTHESIS WORK- SHOP/CONFERENCE WORKSHOP WORKSHOP WORKSHOP SHOP/CONFERENCE Q4/2004 Q2/2005 Q3/2005 Q4/2005 Q2/2006 BARCELONA BUDAPEST RIGA VALLETTA SZCZECIN EU outcomes Wider Europe Wider Europe Wider Europe European outcomes 22 BUDAPEST 24 RIGA 27 MALTA PA 23 Minsk 25 Szczecin 28 Krakow Prague 26 Vilnius 29 Nicosia Warszawa Zagreb 30 Sofia All partners (32) and Conference delegates All partners (32) and Conference delegates Fig. 2 The Lead Partner, the Glasgow and the Clyde Valley Structure Plan Joint Committee (G&CVSPJC), will be represented throughout by Jim Parke and Vincent Goodstadt or Dr. Grahame Buchan. The programme for the workshop will be managed by Alastair Wyllie in collaboration with the workshop host, and communications via the METREX website will be managed by Tim Page. The e-atlas submissions will be processed by Ton van Beveren of ds+v, Rotterdam. 3 Communication Contact details are provided at the end of this document. Please notify the Secretariat if they are incorrect in any respect. The METREX website will be the primary medium to share information and documentation for the project. Partners should submit all papers to the METREX Secretariat in PDF format and in Microsoft Word format. All project documents should be provided in EN and the partner s own language if that is DE, ES, FR, or IT, which are the working languages of the project. Costs for translation of the papers into EN are not reclaimable separately against the project, and should be included in partners own staff contribution. All other communication between partners and the METREX Secretariat will be by email, and can be in any language. However, if partners communicate in any language apart from EN, they should include the relevant member of the METREX Interpretariat in the list of recipients of their emails. The METREX Interpretariat will be available throughout the project to provide interpretation at workshops in DE, EN, ES, FR and IT, as required, and liaison support before and 2
after workshops. The METREX Interpretariat is not available to partners for the translation of papers. Additional guidance for the assessment of each partner s current practice against the METREX Practice Benchmark 2003, and the format requirements of the e-atlas is provided in separate documents that should accompany this procedures paper, and are also available on the METREX website. 4 Workshop timetable and partner resources The timetable of required actions for the workshop begins in week commencing Monday 2 February, and is as follows: ANALYSIS WORKSHOP ACTIONS RESOURCES (days) Jan Feb-04 Mar-04 Apr-04 (Workshops 1-5 and 7-9) Lead Host Partner Sec ds+v 26 2 9 16 23 1 8 15 22 29 5 12 19 1 Partners' e-atlas inputs made 5 5 6 16 and published on the METREX web site 2 Partners assess their 10 10 practice against the Benchmark 3 Assessments circulated to other 2 5 partners (e mail) 4 Pre Workshop exchange of questions 2 5 5 2.5 and issues for discussion (e mail) 5 Secretariat produces and circulates Workshop 2 4.5 programme and issues for discussion (e mail) 6 WORKSHOP (3 days) 4 10 5 5 4 partner metropolitan areas 7 Findings and conclusions produced and 5 2 circulated (e mail) 8 Findings and conclusions disseminated 2.3 across Europe (METREX web site) RESOURCE IMPLICATIONS (days) 15 30 25 27.3 16 3
The workshop itself is envisaged as follows, although this will be updated by the workshop agenda when it is available. OUTLINE ANALYSIS WORKSHOP PROGRAMME Monday 29 March 2004 Tuesday 30 March 2004 Wednesday 31 March 2004 Session 1 Session 2 Session 3 Session 4 Session 1 Session 2 Session 3 Session 4 Session 1 Session 2 Session 3 Session 4 1 Workshop introduction 2 Host partner orientation tour and presentation 3 HOST PARTNER presentation of Benchmark assessment issues in terms of competence, capability and process. Host 4 PARTNERS 2-4 presentation of Benchmark assessment issues in terms of competence, capability and process. 3 partners 5 Expert partner group exchange of views. Findings and conclusions. 6 Concluding discussion and provisional overall findings and conclusions. Summary of Benchmark implications. 5 Budgeted travel, subsistence and catering costs The amount budgeted for travel is intended to afford scheduled flights at full fare prices, if required, for one person. Four days subsistence allowance for bed and breakfast hotel accommodation, evening meal and sundry costs has been budgeted to include travel on the day before the workshop and return travel on the day after the workshop, if required. Additionally, for the host partner (Regione Emilia-Romagna) a sum has been budgeted to provide lunch and refreshments on each day of the workshop. 6 Share of operational costs The operational costs of the project are made up of the costs for the METREX Secretariat, Webmaster and Interpretariat, e-atlas processing, project administration and accounting, workshop logistics, and the dissemination of project documentation, findings and conclusions. The total budgeted operational cost for the project has been divided equally between all 32 participating partners in the project, and is payable by each partner against their claim to the European Commission. Fixed operational costs will be charged against a claim for participation in an analysis workshop, and variable operational costs will be charged in the claims for participation in the synthesis workshops (Conferences). The Lead Partner will invoice each partner for a share of the operational costs, and each partner should include their paid share of operational costs in their claim for EU subsidy. Each partner is strongly advised to claim for the full amount of budgeted days, substantiated by timesheets, in order that the EC s co-funding will cover the real cost of travel, subsistence and share of operational costs. 4
7 Applying for funding and reclaiming expenses A claim form will be provided at the workshop for partners to complete, sign and return to the METREX Secretariat for project accounting within one calendar month from the end of the claim period that is, by 31 July 2004. The claims will then be processed by Renfrewshire Council, the local authority, which currently presides over the Lead Partner, the G&CVSPJC. The claim form will comprise: Part A to claim for human resources expended on work associated with the workshop. Part B to claim for allowable and receipted expenses, associated with the workshop. The EC requires that you have and must retain all timesheets and receipts for expenditure in support of claims for three years from the end of the Interreg III Programme in 2008 that is, until the end of 2011. Part C to be signed in certification of the amount claimed. Part D to provide partner bank details to facilitate payment. Part E to provide a time sheet for human resources associated with the workshop. On behalf of all partners, Renfrewshire Council will make a claim for EC subsidy, at the end of August 2004 for all project actions in the period to 30 June 2004, to the Conseil Régional Nord-Pas de Calais, as Managing Authority of the INTERREG IIIC West Zone Programme. Partners will be advised as to when they can expect to receive the balance of co-funding from the Lead Partner. 8 Partnership Agreement Participation in the project will be governed by a Partnership Agreement between the Lead Partner, the METREX Secretariat and all other partners. This is a legally binding contract that commits partners to operating the project as it was envisaged in the Application, and as it has been approved and funded by the EC. The Partnership Agreement requires to be signed by all partners. Alastair Wyllie InterMETREX Project Coordinator METREX Secretariat 23 December 2003 5
Contact details REGIONE EMILIA-ROMAGNA DG Programmazione territoriale e sistemi di mobilità via Dei Mille 21 I-40 121 BO Claudio TOLOMELLI Strategic Control Executive Tel: +39 051 639 6856 Fax: +39 051 639 6986 ctolomelli@regione.emilia-romagna.it Silvia GRASSI Strategic Control Officer Tel: +39 051 639 6939 Fax: +39 051 639 6986 sgrassi@regione.emilia-romagna.it EUROCIUDAD VASCA BAYONNE-SAN SEBASTIÁN Dpto. Relaciones Sociales e Institucionales Diputación Foral de Gipuzkoa Pz Gipuzkoa s/n 20004 DONOSTIA-SAN SEBASTIÁN Agustin AROSTEGI ARTETXE Director General de Relaciones Externas Tel: +34 943 483956 Fax: +34 943 424518 aarostegi@gipuzkoa.net Daniel ARBULU HORMAETXEA Coordinador de cooperación transfronteriza Tel: +34 943 482276 Fax: +34 943 431141 agency@eurocity.gipuzkoa.net ØRESUND COMMITTEE Gl. Kongevej 1 DK-1610 COPENHAGEN V Birger OLOFSSON Director Tel: +45 33 22 00 11 Fax: +45 33 22 00 23 bo@oresundskomiteen.dk Jarl ZINN Programme Coordinator Tel: +45 33 26 89 18 Fax: +45 33 22 00 23 jz@oresundskomiteen.dk SOUTH COAST METROPOLE Town Hall Bourne Avenue BOURNEMOUTH BH2 6DY Joanna GOZLAN International Officer Tel: +44 1202 454744 Fax: +44 1202 454751 joanna.gozlan@bournemouth.gov.uk Phil ROBINSON Conservation and Design Manager Tel: +44 1202 451320 Fax: +44 1202 451005 phil.robinson@bournemouth.gov.uk GLASGOW & THE CLYDE VALLEY STRUCTURE PLAN JOINT COMMITTEE 10 Killermont Street GLASGOW G2 3NP Grahame BUCHAN Asst. Plan Manager Tel: +44 141 331 6050 Fax: +44 141 331 0282 Grahame_Buchan@gcvcore.gov.uk Jim PARKE InterMETREX Project Leader (for G&CVSPJC) METREX Secretariat Tel: +44 1698 329296 Fax: +44 1698 329296 jim.parke@eurometrex.org Alastair WYLLIE InterMETREX Project Coordinator METREX Secretariat Tel: +44 141 339 3841 Fax: +44 141 339 3841 alastair.wyllie@eurometrex.org Tim PAGE Webmaster, METREX Secretariat Tel: +44 131 557 9794 tim.page@eurometrex.org Ton VAN BEVEREN DTP/Graphic Designer Department of Urban Planning and Housing Galvanistraat 15, EP2 / k.3.26 PO Box 6699 3029 AK ROTTERDAM Netherlands Tel: +31 10 489 5174 Fax: +31 10 489 6706 t.vanbeveren@dsv.rotterdam.nl Alicia HARLAND Spanish Interpreter & Liaison METREX Interpretariat Tel: +44 141 956 1659 Fax: +44 141 584 9541 alicia.harland@eurometrex.org Adriano MURATORI Italian Interpreter & Liaison METREX Interpretariat Tel: +32 2 675 5393 adriano.muratori@eurometrex.org 6