Local Grants Programme Guidelines for proposal preparation Local Environmental Grants Guidelines for proposal preparation...1 Introduction to the REC...2 Description of Local Environmental Project Grants.3 Terms and Conditions...5 Proposal Preparation...7 Proposal Cover Page...10 Budget Summary for the Entire Project (In EURO)13 Send the original proposal to the REC Office in... The proposal must be submitted by the end of the day on (check the date for each REC country) or it will not be accepted. Local Environmental Grants Proposal Guidelines page 1
Introduction to the REC The Regional Environmental Center for Central and Eastern Europe (REC) is a nonpartisan, non-advocacy, not-for-profit organisation with a mission to assist in solving environmental problems in Central and Eastern Europe (CEE). The Center fulfils this mission by encouraging cooperation among nongovernmental organisations, governments, businesses and other environmental stakeholders, by supporting the free exchange of information and by promoting public participation in environmental decision-making. The REC was established in 1990 by the United States, the European Commission and Hungary. Today, the REC is legally based on a Charter signed by the governments of twenty-five countries and the European Commission, and on an International Agreement with the Government of Hungary. The REC has its Headquarters in Szentendre, Hungary, and Country Offices in each of its 15 beneficiary CEE countries which are: Albania, Bosnia and Herzegovina, Bulgaria, Croatia, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Macedonia, Poland, Romania, Slovakia, Slovenia, Yugoslavia and 2 Field Offices in Kosovo/a and Banja Luka. Recent donors are the European Commission and the governments of the United States, Japan, Austria, Canada, Denmark, Finland, France, Germany, Hungary, the Netherlands, Norway, Slovakia, Switzerland, and the United Kingdom, as well as other intergovernmental and private institutions. The REC assists environmental non-governmental organizations (NGOs), governments, businesses, and other environmental stakeholders to fulfil their role in a democratic, sustainable society. At present, beneficiary countries are Albania, Bosnia Herzegovina, Bulgaria, Croatia, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Macedonia, Poland, Romania, Slovak Republic, Slovenia, Yugoslavia and Kosovo. The REC is working on nine programme areas: 1. Environmental Capacity Building 2. Information 3. NGO Support 4. Business and Environment 5. Local Initiatives 6. Public Participation 7. Environmental Policy 8. Climate Change 9. Environmental Law Local Environmental Grants Proposal Guidelines page 2
Description of Local Environmental Project Grants Introduction Through the generosity of the Danish EPA (DANCEE Programme), the REC offers a grant programme dedicated to supporting environmental projects NGOs in carrying out environmental projects on nationally specific areas, defined by each country ( brown environmental priorities). This will be done through a granting programme, tailored for more grassroots NGOs that will strengthen their capacity to carry out their own projects. Grants will be awarded on a competitive basis and the best projects will be selected. The objectives of the Grant programme is to enable NGOs to: 1. Participate effectively in the environmental decision-making process; 2. Co-operate with local authorities and central government on environmental issues; 3. Develop their voice on environmental issues; 4. Raise public awareness of the environmental aspects of the priority issues, and to foster a wider discussion within the countries; 5. NGOs concretely contributing to and address priority environmental issues in their country. Programme Guidelines Local Administration The REC s country and field offices administer the Local Grants programme. Eligibility Only registered NGOs with activities mainly in the environmental field are eligible for this call for Local Grants. Other types of organisations may cooperate with NGOs in project, but the grantee must be a NGO. Uses of Local Grants Local Grants provide short-term financial support for the projects that supports: institutional building activities, such as organising or participating in training workshops, seminars and conferences or local projects, actions and events that contribute to the Grant program s objectives. Local Grants cannot support pure scientific research, religious activities, political activities, the purchase of building or land; investments; or the construction or remodelling of facilities. Financial Terms The maximum amount of the Local Grants is up to 5.000 EUR, payable in local currency in the NGOs bank account. A NGO can receive more than one grant during a one-year period, as long as the sum value of the grants does not exceed the equivalent of 5000 EUR. Separate branches of the same NGO can each receive up to 5,000 EUR in grants per year, as long as each branch is individually registered and has a separate bank account. Evaluation Process Country Office staff will pre-screen the eligibility of the projects proposals according to the following criteria: The project proposal is complete and prepared according to the given guidelines. the brown issue is addressed in the project proposal. the NGO has a valid legal status. the budget is within the set limits Local Environmental Grants Proposal Guidelines page 3
the project activities are within the programme s timeline. In evaluating proposals for the Local Grants Programme, the Country Director/Representative and the local advisory board members, will consider the following evaluation criteria: Background/Problem definition The problem to be addressed is described properly, The goals and objectives of the project are feasible and relevant to the programme and to the brown issue addressed, The proposal describes NGO approach for managing the project. The action plan describes a good way to reach the goals and objectives. Project activities are adequately defined and achievable within the project s time frame and budget. Project Impact Project activities and impact should be visible in local community; Project raises public awareness of the problem, The NGOs will be able to measure positive environmental impact(s) of their project. The indicators of measuring the project success should be described in the proposal. Sustainability, project follow-up The proposal clearly shows that the benefits of the project will continue after the project period. In addition, proposals that have model value or involve other organisations are viewed favourably. A local advisory board established at the REC s Country/Field Offices would evaluate the applications. Although the composition of the board may vary from country to country, board members are usually NGO members or independent experts who are knowledgeable about their country s NGO community and environmental problems. Above all, they are selected for their impartiality and their understanding of the NGO role in a civil society. In each Country where the Danish Local Project Coordinators are employed (Baltic States, Poland, Slovak Republic, Romania, Bulgaria), they will be invited to sit on the Local Advisory Meeting and participate in the Grant evaluation process. Decisions whether to accept or reject applications are usually made by consensus. When this is not possible, decisions are made by a majority decision. Project Period The project period must not exceed 12 months and the implementation must start within maximum one month from the Award Announcement. All projects must finish by June/December 2003. Local Environmental Grants Proposal Guidelines page 4
Terms and Conditions Notification All qualified applicants will be notified of the advisory board s decision. If the application is approved, an approval letter and an award agreement will be sent to the applicant Award Agreement Once signed by the grantee and the REC country director/representative, the award agreement is a legal contract between the REC and the NGO, which is represented by the Project Leader. The award agreement states the approved budget for the grant, the disbursement schedule, the reporting requirement and any other conditions. The award agreement also states that the grantee is obliged to undertake the project as described in the grant application. If there is any significant change to the project proposal, it must be submitted and approved in writing by the country director/representative before the change happens. Significant changes include: a budget difference of any line item greater than 10 percent, a change in the dates of project implementation and major changes to the concept of the project. After the proposal evaluation the grant winners are invited to the country office for a winners meeting. At this meeting, the project leader presents the project and meets the other winners. Grant Payment Agreement. Subsequently payments will be disbursed upon receipt of the required reports, in accordance with the approved disbursement schedule. Reporting Requirements The award agreement states the reporting requirements for each grant, which are usually the following: Progress Report A progress report may be required at the midpoint of the project. This report describes how the project has been implemented so far. It will report what activities have been accomplished, any problems that have been encountered, how the money has been spent to date, and any changes in implementation from the approved proposal. The country director/ representative will evaluate the report. Final Report A final report is always required within one month upon the completion of the project. This report described the project s successes in achieving its objectives. It should explain what was accomplished, what problems were encountered during implementation, any information that is available for public dissemination and any model value of the project. Special attention should focus on the successes of the projectsplaned vs. actual; how they were measured and what were the indicators of successes. In the case of equipment purchase, it should explain how the equipment was used, how many people used it, and how it increased the NGO s capacity to achieve its objectives. This report also includes a detailed financial account of how the money was spent. For each budget line item, actual expenditures are compared to the approved budgeted expenses. Copies of receipt must account for all expenditures, including salaries and stipends. Note: Money cannot be transferred from one line item to another. If forecasted expenses from any one line item exceed the approved budget for that line by 10 percent, then the The NGO must have a bank account and supply this information to the REC. Grant funds are transferred from the REC s country office account to the NGO s bank account. Grant payment cannot be made in cash or by cheque. The transfer is made in the local currency. The Budget summary must be proposed in EUR. The first payment of the grant award will be disbursed upon receipt of the signed Award Local Environmental Grants Proposal Guidelines page 5
written approval by country director/ representatives is required. In addition, the REC s staff or a private audit firms may monitor project performance at any time to ensure satisfactory performance. The REC reserves the right to review finances and expenditures at any time during the grant period and one year after the project s completion. In this regard, all receipts must be kept for one year after the project s completion. Grants for Equipment Purchase There are special conditions for grants used to purchase equipment: The receipt must show that the NGO purchased the equipment. The Award Agreement states that the REC maintains ownership of the equipment for the entire time of the project. During this period, the REC is lending the equipment to the NGO. At the end of the project; or if the NGO ceases to exist, or if the NGO no longer needs the equipment; all items of equipment that cost more than 200 EUR must be made available for use by another NGO. In such cases the country office will decide on the future use of the equipment. In the final report, the NGO may request the permanent ownership of the equipment. In such a case, the local advisory board will review the NGO s performance concerning the grant and decide whether to transfer ownership. Again, if the NGO ceased to exist, the equipment must be returned to the REC. Access to Information All approved grants and applications are considered to be public domain. Any information resulting from grant projects is available for the public. If a project results in a publication, the grantee is requested to provide the REC country office with copies for distribution. Rejected proposals are not made available to the public unless the author gives the REC Country Office permission to make the application public or to offer the application to another sponsor for potential funding. Endorsement and disclaimer Sponsorship by the REC of any proposal does not suggest the REC s endorsement of the results. The Regional Environmental Centre for Central and Eastern Europe assumes no liability, expressed or implied, for damages arising out of any activity of its grantees. VAT REC will not cover services and purchases that include payment of customs, import charges and duties, including VAT. Grants Acknowledgement Acknowledgement of the REC s support is appreciated. Any announcement published by the NGO, such as a newsletter article or conference brochure, may include an acknowledgement such as following: This project is supported by The Regional Environmental Center for Central and Eastern Europe with financial support from the Danish Ministry of Environment and Energy, Danish Cooperation for Environment in Eastern Europe (DANCEE). Local Environmental Grants Proposal Guidelines page 6
Applications should be submitted in the local language. The following information should be included: 1. Proposal Cover Page (Appendix A) Proposal Preparation 2. Narrative statement (Appendix B- Part One and Two) a. Description of the problem the project is addressing b. Description of the NGO background c. Explanation of project s link to program s objectives d. Indicators of success (how the success of the project will be measured) e. Project plan f. Explanation of other financial support. 3. Project budget (Appendix C) 4. C.V. of the project leader 5. Copy of the NGO s charter or statute. When to Apply The local advisory board will meet according to announcement by the country director/representatives in each country. Completed applications will be evaluated in the scheduled meeting if they are submitted to the country office by the tender deadline. Contact REC country director/representative to request the deadline for the appropriate board meeting. How to Apply If your NGO and project meet the REC s eligibility criteria for local grants, please follow these steps: 1. Complete the Cover Page (Appendix A), sign it and stamp it. 2. Provide a narrative statement with your responses to the detailed items requested above. This statement should be about 3-4 pages in length (including the project plan) 2.a. Provide a description of the specific environmental problems or needs the project addresses. Why are they important? 2.b. Describe your NGO s background and its capability to implement the project (with emphasis on your experience on the specific brown issue). Include the NGO s mission or goals; its legal status; the size of its active membership; its target audience; its decision -making process; its past accomplishment; and its current projects. 2.c. Explain how the proposal will contribute towards: Brown issue objectives and indicators Some of the six REC project objectives and their indicators (your country s specific objectives and indicators) 2.d. Estimate what would be the outcomes of your project s activity and how would you measure them (indicators of success). How do you plan to conclude that the objectives are met? What are the key indicators that help you to measure the project s success? The indicators can be either qualitative or quantitative and objectively verifiable. What will be the source of the information or a means to verify the indicators? 2.e. Describe in details the projects goals/activities/plans following the set question structure. Try to supply the responses in bullets for each question. (If the project is not described according to the given structure it will not be accepted) Overall goal of the project What is the general goal (broader objective) to which the project will contribute? Please be aware that the general goal should correspond with the objective(s) defined for the selected brown issue. Objectives What are the specific objectives, which the project plans to achieve? Local Environmental Grants Proposal Guidelines page 7
The objectives should be set in accordance with the main goal of the project. What is the nature and significant of the activity? How does the project help to solve the particular environmental problem? How is it related to your work? Activities / Inputs What activities you plan in order to reach the expected results and outputs? How do they fit into the suggested activities by this Call? What will be concrete results or outputs of the proposed activities? How will this project be implemented and how much time it will take? Who will work on the project and how will the work be divided among participants? What and who are the independent references/sources of information (media, local authorities, other beneficiaries) that will report on the project progress, outcomes and achievements? Are any other organisations cooperating in the implementation of this project? Who is your target group? What products will be produced during your project? How will information resulting from the project be disseminated to the public? Expected outputs and results What is the expected impact and benefit of the project, what improvement and positive changes the project will brings? How will you conclude that your activities have lead to the achievement of the set objectives? What means will you use to evaluate whether and how your project succeeded in contributing to the overall programme goal? What qualitative and quantitative indicators show whether and to what extend the project achieves the expected outcomes and effects? List them. Can the results of this project be used as a model for others? How? 2.f State briefly your means of financial support (membership dues, other foundation, government grants, ect). Are any other sponsors supporting this particular grant proposal? 3. Prepare a detail budget for the project in agreed currency and complete the Budget summary (Appendix B). Expenses should be itemized for each cost category (e.g. salary per person, cost per type of equipment, costs for kinds of supplies, ect). 4. Include a copy of the NGO s charter or statute. 5.Include a copy of the NGO project leader s curriculum vitae. Describe also the capabilities of the NGO project leader. Local Environmental Grants Proposal Guidelines page 8
For more information about applying for grants, please contact our Country Offices ALBANIA Rr. Durresit P. 11 Shk. 2, Ap. 12; P.O.Box 127; Tirana, Albania tel/fax 355 4 239 444 e-mail: rec@rec.tirana.al Contact: Alken Myftiu BOSNIA & HERZEGOVINA Koševo 40 71000 Sarajevo, BiH tel/fax 387 33 219 756 tel 387 33 219 757 e-mail: epulic@utic.net.ba Contact: Enisa Pulic BANJA LUKA FIELD OFFICE Slavka Rodica 1, 78000 Banja Luka, RS, BiH tel/fax: 387 51 317 022 e-mail: rec.bl@inecco.net BULGARIA Pozit ano str.3, floor 5, Sofia, 1000; PO. Box 1142 tel/fax: 359 2 980 4933, tel: +359 2 980 3730, e-mail: rec@rec.iterra.net Contact : Yordanka Minkova CROATIA Djordjiceva 8a Br. 10000 Zagreb, Croatia tel +385 1 4810-774 tel/fax +385 14810-844 e-mail: rec@zg.tel.hr Contact Irena Brnada CZECH REPUBLIC Senovazna 2 11000 Prague, Czech R. tel/fax: +420 2 2422 2843 e-mail rec@reccr.cz www.ecn.cz/rec Contact: Tamas Kazmierski ESTONIA Ravala str 8 10143 Tallinn, Estonia tel 372 6 605 018 tel/fax 372 6 461 423 e-mail: info@recestonia.ee www.recestonia.ee Contact: Heidi Kohlman HUNGARY Ady Endre ut.9-11, 2000, Szentendre tel 36 26 504 075 tel/fax 36 26 311 2 www.rec.hu e-mail: coh@rec.org Contact: Laszlo Perneczky LATVIA Peldu 26/28, 3. P.O. Box 1039 LV-1050 Riga, Latvia tel/fax 371 7 228 055 e-mail: reclat@parks.lv Contact: Diana Merije LITHUANIA Svitrigailos g. 7/16 LT -2009, Vilnius Lithuania tel/fax +3702 335451 e-mail: reclt@mail.lt Contact : Kestutis Navickas MACEDONIA Mit. Teodosij Gologanov 39-2-2 1000 Skopje, Macedonia tel/fax 389 (0)2 131 904 e-mail: jordanco@rec.org.mk Contact: Jordanco Bajraktarov POLAND ul. Zurawia 32/34 lok. 18 00 515 Warszawa, Poland tel 48 22 629 3665, 48 22 628 7715 fax 48 22 629 9352 e-mail: recpl@data.pl Contact: Barbara Dolkowska ROMANIA Bd. I.C. Bratianu 44 bis, Bl. P7, Ap. 23, 2nd. Floor, Sector 3, Bucharest/Romania tel 40 1 314 0433 / 40 1 315 3526 fax 40 1 315 3527 e-mail: rec@recromania.ro Contact: Dana Olanecku SLOVAKIA Vysoka 18 811 06 Bratislava Slovak Republic TEL. +421 2 5263 2942 fax. 421 2 5296 4208 e-mail: rec@changenet.sk Contact: Daniel Buzinkay SLOVENIA Slovenska cesta 5 1000 Ljubljana, Slovenia tel/fax. 386 1 425 7065 tel. 386 1 425 6860 e-mail: rec-slovenia@guest.arnes.si www.rec-lj.si Contact: Mateja Sepec YUGOSLAVIA Palata Beograd Masarikova 5/XVII, Office 1703 11000 Belgrade, Yugoslavia tel +381 11 3061-715; +381 11 3061-716 ; +381 11 3061-717 fax +381 11 3061-726 e-mail: mspasojevic@recyu.org www.recyu.org Contact: Maja Spasojevic KOSOVO FIELD OFFICE Kodra e Diellit 3, Lamela 26, Prishtinë, Kosovë tel. +381 38 552 123 e-mail: jmorina@kos.rec.org Contact: Jeton Morina Local Environmental Grants Proposal Guidelines page 9
Appendix A Local Environmental Grant Application Proposal Cover Page This is a protected document. You cannot modify the forms, but you can type the appropriate data into the fields provided. The maximum length of the texts is limited; the number of available characters is indicated. Project Title: Lead NGO Information Name of NGO Registration (50 characters) E-mail: (50 characters) Number: Telephone Number: (30 characters) Fax: (30 characters) Address (include country): Project Leader Dates of Project Start - - End - - Period date: year month - day date: year month - day Brief Description of (400 characters) the Project (400 characters) Products to be (400 characters) developed 7. Bank info (name, Bank name: (100 characters) address, account Account holder: (100 characters) holder, account Account number: (100 charac ters) number, Swift code) SWIFT Code: (20 characters) To be filled in by REC Date Received Responsible Grant Officer Decision Keywords Use extra sheets where necessary Local Environmental Grants Proposal Guidelines page 10
Appendix B Local Environmental Grant Application 2. Narrative Statement- Part One This is a protected document. You cannot modify the forms, but you can type the appropriate data into the fields provided. The maximum length of the texts is limited; the number of available characters is indicated. Project Title: 2.a. Description of the addressed problem 2.b. NGO s background 2.c. Link between the project s and grant Programme s objectives 2.d. Project indicators NGO Project objective: Use extra sheets where necessary Programme objectives (tick the appropriate objective): Participate effectively in the environmental decisionmaking process Co-operate with local authorities and central government on environmental issues Develop their voice on environmental issues Raise public awareness of the environmental aspects of the priority issues and to foster a wider discussion within the countries NGOs concretely contributing to and address priority environmental issues in their country Brown issue objectives (tick the appropriate objective): Explain how your project s objectives fit into the objectives of the programme and brown issue s objectives? Indicators: Estimate what would be the outcomes of your project s activity and how would you measure them (indicators of success). How do you plan to conclude that the objectives are met? What are the key indicators that help you to measure the project s success? The indicators can be either qualitative or quantitative and objectively verifiable. Sources and means of verification: What are the sources of information for these indicators? Local Environmental Grants Proposal Guidelines page 11
Appendix B Local Environmental Grant Application 2. Narrative Statement- Part Two This is a protected document. You cannot modify the forms, but you can type the appropriate data into the fields provided. The maximum length of the texts is limited; the number of available characters is indicated. Project Title: 2.e. Project Plan 2.f. Other Funding sources Use extra sheets where necessary Project Objective What are the specific objectives, which the project plans to achieve? The objectives should be set in accordance with the main goal of the project. What is the nature and significant of the activity? How does the project help to solve the particular environmental problem? How is it related to your work? Activities/Inputs: What activities you plan in order to reach the expected results and outputs? How do they fit into the suggested activities by this Call? What will be concrete results or outputs of the proposed activities? How will this project be implemented and how much time it will take? Who will work on the project and how will the work be divided among participants? What and who are the independent references/sources of information (media, local authorities, other beneficiaries) that will report on the project progress, outcomes and achievements? Are any other organisations cooperating in the implementation of this project? Who is your target group? What products will be produced during your project? How will information resulting from the project be disseminated to the public? (500 characters) Outcomes Activities and results: What is the expected impact and benefit of the project, what improvement and positive changes the project will brings? How will you conclude that your activities have lead to the achievement of the set objectives? What means will you use to evaluate whether and how your project succeeded in contributing to the overall programme goal? What qualitative and quantitative indicators show whether and to what extend the project achieves the expected outcomes and effects? List them. Can the results of this project be used as a model for others? How? (500 characters) Local Environmental Grants Proposal Guidelines page 12
Appendix C Local Environmental Grant Application Budget Summary for the Entire Project (In EURO) This is a protected document. You cannot modify the forms, but you can type the appropriate data into the fields provided. The maximum length of the texts is limited; the number of available characters is indicated. Project Title: Lead NGO Information Name of NGO Registration (50 characters) E-mail: (50 characters) Number: Telephone Number: (30 characters) Fax number: (30 characters) Address (include country): Project Leader Dates of Project Start - - End - - Period date: year month - day date: year month - day Direct Costs: Line Items Budget EUR Stipends/ Salaries Equipment Travel Per Diem Transportation Supplies Consultants/ Contract Personnel Computer Services Publication Costs Translation Services Communication Costs Other Direct Costs (Please Specify) Total Requested from REC: Other Funding Organizations. Please indicate amount and status of their support. (Use additional sheets if necessary) Please sign and stamp this budget summary. Signature will validate the document. Local Environmental Grants Proposal Guidelines page 13