Minutes:
(1) The Chairman welcomed Carolyn McKenzie to the meeting and invited her to briefly explain her role and answer questions from Members.
(2) Carolyn explained her role as Sustainability and Climate change manager at KCC and her role in developing European projects since 1998. She gave an overview of the role under the headings of:;- Whistle stop tour: SWOT Recommendations: and pragmatism, learnt from experience.
(3) In summary she stated that there were 7 live EU projects worth over £2.3m+ cash, three with a focus on business, three with a focus on resource and one with a focus on commercial resilience and severe weather events, Carolyn stated that she was the lead on 3 or 4 and partners on others, She emphasised that it was important to choose projects carefully.
(4) Carolyn stated that projects must hit core priorities, as money was needed in order to deliver the County Council’s priorities. Approx. 60% of her budget in 2013 was European funding-2013 (including energy management) this was approx. £1.2m. She confirmed that all projects directly delivered to the priorities in Bold Steps and Kent Environment Strategy. European Funding provided support to Districts where there is no resource at all.
(5) Carolyn explained the allocation/split of funding and with regard to energy efficiency the need to support District colleagues. She had no involvement with any natural environment projects, but assisted with information if requested. Funding going forward was much stronger than it had ever been, all work would not be possible without European funding.
(6) In the previous 3 years 1000+ businesses had been assisted, KCC had worked intensively with 500+ identifying some £4m potential savings in those businesses.
(7) Carolyn stated that the key driver was the significant amounts of money v no money. Core priorities were similar to Bold Steps. With European funding you needed to be ”in it to win it”.
(8) Carolyn explained that funding was flexible, could be used to assist areas of market failure and move on, or test and trial approach. Access to best practice was key- partnership working in UK and Europe, joint collaboration and problem solving in order to obtain a certain level of consistency. She stated that 3-7 years funding coming on stream.
(9) Carolyn identified the following challenges in attracting funding:
(i) The challenge was in securing all/any types of funding i.e. Government or European. Bids were very competitive, and subject to strict rules and regulations. Bids needed to be slick. There was no funding for development time and the majority of programmes made no provision for overheads. Finance/admin/audit were usually included and the majority covered the real costs except for overheads. E.g. International Energy Europe allows 60% staff time i.e. £100 staff time=£60 claim.
(ii) Carolyn explained that there could be an issue with small partnerships irregular payments, but this was not applicable to KCC. Funds could only be attracted with proven cross border working and wider partnership benefits.
(10) In relationship to the funding opportunities the focus was on energy efficiency, a Key strand being low carbon business and using European projects to attract other funding and maximise resources.
(11) Carolyn described the flip side, and stated the need to be very flexible. She focused on projects keeping to KCC priorities, avoiding unnecessary emphasis on Logo fixation and delayed pace. Kent strived to keep on par with its European partners as ineligible expenditure/match could result in funds being retracted.
Recommendations:
(12) Carolyn stated that she had gained experience from the past 3-5 years and knew to focus on the outcome intending to achieve the long term strategy and considered decisions rather than individual projects. It was important to ensure fit with the funding stream.
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Question. What makes a successful bid?
(13) Carolynn stated that it was important to know what you wanted from the bid. She gave the example of support Districts to provide feasibility study. Here test would I normally do it or not?
Question- How much rigor is used to access Bid?
(14) Carolyn that it was vital to work in unison with the lead partner and to submit the Bid together, buzz words were common and it was necessary to draw up a list of key words to be included.
(15) Carolyn explained that most bids were summarised on the first page and therefore you must sell the bid on the 1st page. It was important not to skimp on project management, to keep a dialogue going with Secretariat/Auditor and to adjust to ensure that the bid was within the range of the funding.
Question - How does Carolyn and staff fit in with other KCC involvement in Europe?
(16) Carolyn confirmed that there was not much duplication/overlap
Question – How many staff are involved?
(17) Carolyn confirmed that she had 5 Core funded staff but a project might involve 13 or 14 Graduates
Question: Is your role proactive or reactive?
(18) Carolyn stated that her role was proactive, to ensure that projects were inline with Kent Environment Strategy in both the private and publics sector.
Question: You need partners both side of the Channel, how do you find businesses?
(19) Carolyn stated that she worked closely with Erica Russell (Visit Kent) etc. and try and ensure that there was no overlap. The aim was to maximise funding and not to duplicate. This was an ongoing challenge and Carolyn gave the example of ERDF £1m grants similar to DCLG approved by Berkshire ??-
Question - Electricity-NEMO. exchange of electricity between Belguim and Kent, cheaper than through pylons, is Carolyn involved in Bid to move this underground?
(20) Carolyn explained that the local authorities plan was to look at renewables across the board, there were limitations in terms of physical funds.
Question - Carbon savings- are there any funds to allow utilities to be better placed in new builds?
(21) Carolyn explained that in accordance with best practice in design for new builds this was incorporated in front end design.
Question – Your reporting lines are not as clear as other departments, how do you match work to Kent priorities?
(22) Carolyn stated that the Kent Environment strategy and the priorities in Bold Steps, over 10-12 years strategy developed in partnerships with all Kent districts (signed up in 2010 ). Leaders if District Councils now work through Chief Executive-peer Group Chaired by Andrew Bowles.. All projects must adhere to the Business Plan and staff are funded to work on project priorities and we stick to partners we are sure of eg Nord pas Calais.
(23) Carolyn confirmed that she was aware of European Team’s bids and the importance of maximisation of funds without duplication was essential.
Question – Do you make use of websites and logos?
(24) Carolyn stated she was aware of website development costs and used KCC website and links. The priority was to achieve a good outcome, rather than focus on logos and elaborate design.
Question – You have previously been a witness at the Renewable Energy Select Committee, I have no idea of outcomes, would you feed feedback?
(25) Carolyn explained that a consultant had been employed with European funding to look at the community based element.
Question – In relation to the recent flooding at Yalding there appears to have been no change since the previous flooding, was spending on flood defences/barriers etc?
(26) Carolyn confirmed that a lot of money had been spent in the past but that-Flooding defence was the responsibility of Environment Agency in collaboration with Emergency Planning and the Common Resilience Plan.
Question – If a bid was refused was it revisited?
(27) Carolyn explained that rejected bids were referred back to the Secretariat, they could be adjusted and agreed if within the project concept and the wider brief, the key was to take care in selection. There had been few failures to date.
Question – Are you aware of any company going bankrupt as result of European funds drying up?
(28) Carolyn stated that she was not aware of this happening to any companies.
(29) The Chairman thanked Carolyn for her comprehensive presentation and question and answer session.
Supporting documents: