Lithuania-Poland-Russia ENPI Cross-border Cooperation Programme 2007-2013
Lithuania Polish Russia English
Lithuania-Poland-Russia ENPI Cross-border Cooperation Programme 2007-2013 BW

Joint structures and competent authorities

In order to implement the Programme the following joint structures were set up:

  • Joint Monitoring Committee (JMC)
  • Joint Managing Authority (JMA) - the Ministry of Economic Development of the Republic of Poland
  • Joint Technical Secretariat (JTS) - the joint operational body assisting the Joint Managing Authority and the Joint Monitoring Committee in carrying out their duties. The JTS is located in the Center of European Projects - budgetary unit of the Ministry of  Economic Development of Poland.

The following National Authorities (NAs) collaborate with the JMA for the Programme preparation and implementation period, are responsible for the coordination of the programming process in Lithuania and Russia:

  • National Authority in Lithuania: Ministry of the Interior

  • National Authority in Russia: Ministry of Regional Development, Ministry of Foreign Affairs.

JOINT MONITORING COMMITTEE

Responsibilities of the JMC
The participating countries shall appoint within 3 months from the Commission's approval of the Programme, representatives of the Joint Monitoring Committee. The Joint Monitoring Committee is responsible for the overall quality and efficiency of the implementation of the Programme. It takes in particular the following decisions concerning the Programme:   

  • approves the Joint Managing Authority's work programme,
  • appoints the members of the evaluation committees,
  • decides on the volume and allocation of the Programme's resources for technical assistance and human resources,
  • at each of its meetings, reviews the management decisions taken by the Joint Managing Authority,
  • decides on the selection criteria for the projects and takes the final decision on projects and on the amounts granted to them,
  • at each of its meetings and on the basis of the documents submitted by the Joint Managing Authority, it evaluates and monitors progress towards the objectives of the Programme,
  • reviews all the reports submitted by the Joint Managing Authority and, if necessary, takes the appropriate measures,
  • examines any contentious cases of recovery brought to its attention by the Joint Managing Authority.

Composition of the JMC
The Joint Monitoring Committee shall include representatives of:

  • National authorities responsible for the implementation of the Programme, appointed by each participating country. Each country shall be represented by max. 2 representatives,
  • Regional authorities from the programme eligible area. Each cooperation (core) region of the Programme shall appoint representatives, the representatives of adjoining regions may participate in the Joint Monitoring Committee meetings with observer status,
  • Representatives of the civil society, e.g. local authorities and their associations, economic and social partners.

The composition of the Joint Monitoring Committee shall also ensure that environmental aspects are appropriately taken into account during the programme implementation process.

The JMC shall include up to 7 representatives from the each country participating in the Programme.

The European Commission shall be invited to each meeting of the Joint Monitoring Committee and shall be informed of the results of its deliberations. It may take part in each JMC meeting on its own initiative, as an observer and without decision-making power.

Members of the Joint Monitoring Committee shall be appointed as representatives of their countries on a functional basis and not on a personal basis.

Rules of procedures of the Joint Monitoring Committee (JMC).
The Joint Monitoring Committee shall take decisions by consensus among all the national delegations of the participating countries (one vote per delegation). Details of the functioning of the Joint Monitoring Committee shall be described in its Rules of Procedures, to be adopted unanimously at the first meeting of the Committee.

The JMC shall be chaired on the annual rotation basis by the representatives of the programme partners. The JMC shall be co-chaired by the JMA when the chairmanship is awarded to Lithuania or Russia. A representative of the JTS will be the secretary of the JMC.

The Joint Monitoring Committee shall meet as often as necessary and at least once a year. It shall be convened by its chairperson at the request of the JMA or following a duly justified request from one of its appointed members or from the European Commission. It may also take decisions through written procedure at the initiative of the Joint Managing Authority or one of the participating countries. In case of disagreement, any member may request that the decision will be discussed at a meeting. The first meeting of the JMC shall be convened by the JMA.

 


 

JOINT MANAGING AUTHORITY (JMA)

All three countries involved in the Programme designated the Polish Ministry of Economic Development as the Joint Managing Authority of the ENPI CBC Programme Lithuania-Poland-Russia 2007-2013.

General functions of the JMA
The Joint Managing Authority is an executive body, having the overall responsibility for managing and implementing the Programme, including technical assistance, in line with the principle of sound financial management, the principles of economy, efficiency and effectiveness. To this end, it shall put in place the appropriate audit, control and accounting systems and standards. The operational management functions as well as the financial management functions would be organized separately within the Joint Managing Authority. The functions of the authorising officer and the accounting officer would be separate and mutually incompatible.

Organisation of the JMA
The Head of the JMA is the Minister of Development of the Republic of Poland (MID).

Four mutually independent units function within the JMA: operational unit, financial unit, paying unit and internal audit unit. They cooperate with one another in executing their specific tasks.

The Authorizing Officer is the Undersecretary of State at the Ministry of Infrastructure and Development, or authorised director or deputy director of the Department of Certification and Designation.

Operational unit
A separate unit of the Department of Certification and Designation of the Ministry of Economic Development acts as the operational unit and in this respect is responsible for:

  • the launching of calls for proposals and calls for tenders (in cooperation with the financial and paying unit and with support of the JTS) after the approval by the JMC,
  • the signature of contracts with beneficiaries and contractors in accordance with the internal procedures of the MED,
  • the operational follow-up and the financial management of the projects together with the financial and paying unit,
  • the preparation of possible environmental impact assessment studies at the programme level (with support of JTS),
  • the immediate notification of the Joint Monitoring Committee of all cases of
    contentious recoveries ( in co-operation with the financial and paying and audit units),
  • setting up the monitoring system where the data on implementation necessary for financial management, monitoring, verifications, audits and evaluation are collected (in cooperation with the financial and paying unit),
  • managing the technical assistance budget,
  • the implementation of the information and visibility plan (with support of the JTS).

 


 

JOINT TECHNICAL SECRETARIAT (JTS)

The Joint Managing Authority establishes the Joint Technical Secretariat equipped with the necessary resources, which assists the JMA in the daily management of the Programme. The Joint Technical Secretariat will directly assist the JMA in the execution of the various tasks described below. Detailed provisions concerning the functioning of the JTS as well as control measures vis-à-vis JTS (external annual audit of the JTS and possible ad-hoc control visits) will be specified in the separate agreement between the JMA and the institution hosting the JTS, which will be compliant with the provisions of this programme document. The Joint Technical Secretariat is located in Poland (Warsaw).

Functions of the JTS
The following tasks will be delegated by the JMA to the JTS:

  • implementation of the information and communication plan
  • the organisation and the secretariat of the meetings of the Joint Monitoring Committee, including drawing-up the minutes of the meetings,
  • the preparation of the application pack under the supervision of the JMA and according to PRAG templates,
  • preparation of the contracts to be signed by the JMA,
  • carrying out on the spot checks of projects upon decision of and in support of the JMA
  • receiving and carrying out the verification of the requests for payments, submitted by the beneficiaries,
  • launching calls for proposals and calls for tenders after consultation with the JMA and the approval by the JMC,
  • the receipt of project applications and their registration,
  • participation in the project evaluation process, organization and secretariat functions of the evaluation committees,
  • supervision of the tender procedures (check of the documentation prepared in relation to tender procedure),
  • assisting the JMA in drafting of the annual operational and financial reports,
  • other tasks supporting JMA in its day-to-day implementation of the Programme which will be delegated to it by the JMA.

The JTS will employ Polish, Lithuanian, and Russian language speaking staff. The number and qualification of staff employed in the JTS shall correspond to the duties defined above.



The Lithuania – Poland – Russia Programme
is co-financed with the funds from the European Union
Site Map | Legal Notice Copyright © 2010 LT-PL-RU. All rights reserved.