www.greenpartnerships.eu
WP4 - Activity 4.2: Capacity building workshops
Knowledge transfer for public bodies
in MED cities and regions
CAPACITY BUILDING WORKSHOPS IMPLEMENTATION
April 2014
www.greenpartnerships.eu
Contents 1. Introduction – Aim of Task 3 2. Scope of the workshops 3 3. Target Audience 4 4. Capacity Building Workshops topics 4 5. Organising the workshops 6 5.1. Capacity Building Workshop/Training workshop outline 5.2. Duration 5.3. Timing – Location 8 8 8 5.4. Training Material 5.5. Motivation 8 9 6. Implementing the workshops 9 6.1. Structure of the training 6.2. Training approach 6.3. Infrastructure‐Equipment 9 10 10 6.4. Discussion Topics 10 7. Evaluation 11 8. Timeplan 11 9. Reporting – Templates 7.1. Signature List 7.2. Workshop Program 12 12 12 7.3. Reporting template 7.4. Evaluation form 12 12 10. Checklist 12 2 www.greenpartnerships.eu
1.
Introduction – Aim of Task This task aims to efficiently organise and implement the Capacity Building Workshops that are going to take place in eleven (11) pilot areas at the Green Partnerships Countries (Slovenia, Cyprus, Greece, Italy, France, Portugal, Spain, Albania, Bosnia‐Herzegovina, Croatia and Montenegro), 2 in each pilot area. These workshops will have targeted topics related to the foreseen pilot projects and based on the needs of identified participants with emphasis on creating capable local partnerships. Appropriate training materials will be prepared by the EWGs (A3.2) and will be tailored to the specific needs of each region by the local partner. Workshops’ messages and materials will help participants memorize the key principles and will be available for their use after the project’s end, since they will be part of the Guide in A3.3 and also available at the Green Partnerships’ website, assuring sustainability of knowledge in local communities, as well as for other MED areas. The outcomes of the task are: 
22 Workshops for Local Action Groups (2 per region) 
Materials for workshops and future use by the participants in 8 different topics (Biomass, Solar Energy, Stakeholders involvement, Energy efficient buildings, Public lighting, Legislation, Funding, Awareness), in 11 languages (12 sets of training material are expected, one for each country at national language under the responsibility of national partner, and one in English under the responsibility of WP3 leader). This document:  provides guidelines to the consortium partners on the organization, implementation, evaluation and reporting of the Capacity Building Workshops in their region  indicates the target audience and the identified Capacity Building Workshops topics  provides a checklist of the tasks to be undertaken for the Capacity Building Workshops implementation and  drafts a timeplan for the completion of this task. 2.
Scope of the workshops The Capacity Building Workshops aim to enhance the local capacity with regard to the pilot projects thematic areas and to provide the participants knowledge in RES and energy saving technologies as well as understanding on areas as legislation, funding, communication and stakeholders motivation, also guidance on the steps that need to be followed to implement efficiently sustainable energy projects in their region. 3 www.greenpartnerships.eu
3.
Target Audience The capacity building workshops key target groups include: >
decision makers: representatives of public bodies in charge of energy efficiency and RES (city council members, local and regional authorities, municipalities’ staff, energy managers, technical staff) and all other members of LAGs, to be equipped with the information they need to consider when taking decisions about energy management in their city/municipality. >
staff of the municipal / public organisations technical departments who will have the responsibility to advise, develop, implement, monitor a technical solution or the SEAP/local energy action plan or/and employees responsible for energy management. Following, a list of potentially target audience are representatives of:  local/regional authorities;  relevant municipal departments and companies (municipal energy utilities, transport companies);  technology/product providers, RES companies, etc;  financial partners such as banks, private funds, ESCOs;  institutional stakeholders like chambers of commerce, chambers of architects and engineers;  energy suppliers, utilities;  the building sector: building companies, developers;  NGOs and other civil society representatives, citizens/consumers associations;  building owners; land owners; clusters of business sectors;  local and regional energy agencies;  potential opinion leaders, policy makers. 4.
Capacity Building Workshops topics Τhe following table present the different topics identified by the Green Partnerships Expert Working Groups (WP3). THE FOLLOWING TABLE TO BE CHECKED AND REVISED BY ALL EWG COORDINATORS Topics of capacity building workshops Topic
Biomass
Content of the materials
 Biomass‐basics
 Modern use of biomass
 Biomass supply chain
 Cost efficiency, environmental and social consequences (footprint)
 Build the local partnerships‐ contracting models
 Organization and relationships with customers
 Advantages and disadvantages, Best practices and examples
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 Energy from the Sun – basics
 Passive solar building design
 Space heating/ cooling, water heating – Active solar thermal systems
Solar Energy
 Electricity production
 Water treatment using solar energy
 Solar energy in transport
 Recent developments
 Introduction  As regards theory
Stakeholders
involvement
 Putting change management into practice: the approach in 7 stages and 15 questions
 To find out more
 6 Case studies
 Energy efficiency in public buildings: definitions and targets
 Legal framework
 Indoor and outdoor energy performance of public buildings
Energy Efficient
Buildings
 Energy management in public buildings
 Energy audits and energy certification of public buildings
 Training and communication
 Investment opportunities in public sector
 Introduction – Importance of efficient public lighting
 General definitions
 Classification of roads
Public Lighting
 Main determinants of lighting in public places
 Environmental implications of lighting – Light pollution
 Measures to improve energy efficiency
 RES for public lighting
 What do we know about legislation
 European Energy Policy
Legislation
 European Environmental Policy
 Stages and levels of processes
 Impact of legislation
 Examples 5 www.greenpartnerships.eu
 Summary
 Structural Funds
 Cohesion funds
Funding
 Horizontal funds  Loans
 Crowd funding
 Private funds
 Introduction
 Definitions 
 Technological examples and tools of awareness raising material
 Obstacles and difficulties faced on regular work in that area/ theme
Awareness
 Basic definitions
 Reducing Energy Consumption
 Examples of promotional campaign for different target groups
 Practical results, including solutions and benefits from case studies
 Preparation of training hints for partners  References
During the workshop, it is important that the participants will be informed about methodologies/applications/solutions which might be applicable to the local SEAPs, the under development pilot projects and within the interest of the public authorities. A short introduction about basic principles/approaches, when applicable, main benefits, with references to the alternative technologies/solutions, their pro’s and con’s, critical economic and technical considerations which may affect the decision making process, example case studies could be presented. A list of useful resources where the participants may find further technical information, practical guides, legislation issues, existing examples or best cases from relevant applications in the public sector across Europe could be greatly useful. 5.
Organising the workshops 22 workshops will be implemented in the 11 Green Partnerships regions as presented at the following table: 6 www.greenpartnerships.eu
THE FOLLOWING TABLE TO BE CHECKED AND REVISED BY ALL REGIONAL LEADERS Country ‐ Region Responsible Partner Workshops Topics 

Biomass Energy efficient buildings or Funding Cyprus Lakatamia Municipality Spain ‐ Barcelona Granollers City Council 
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Energy efficient buildings Stakeholders involvement France ‐ Alpes de Haute Provence Group for the Environment, Renewable Energy and Solidarity (GERES) 
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Biomass Energy Efficiency in buildings Greece –Rethymno, Crete Technical University of Crete (TUC)  Energy Efficiency  Public lighting In combination with Stakeholders involvement, Awareness and Funding Italy ‐ La Spezia Kyoto Club Bosnia and Herzegovina Hydro Engineering Institute Sarajevo (HEIS) 
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Solar energy Stakeholders involvement Biomass Solar Energy Regional Energy and Environment Agency from North Alentejo (AREANATejo) Slovene Chamber of Agriculture and Forestry – Institute of Agriculture and Forestry Maribor 
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Biomass Solar energy 
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Biomass Energy efficient buildings or Funding Montenegro Institute for Strategic Studies and Prognoses 
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Biomass Stakeholders involvement Croatia Institute for spatial planning of the Koprivnica – Krizevci County 
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Biomass Solar energy Albania Agricultural University of Tirana 
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Biomass Funding Portugal ‐ Alto Alentejo Slovenia‐ Maribor RECOMMENDATION: It is recommended that when a workshop with a technology topic is organised (i.e. biomass, solar) to be combined with an introduction on the less technical topics (Awareness, Funding, Stakeholders involvement, Legislation). For the efficient implementation of a Sustainable Energy Action Plan or a sustainable energy project the non‐technical aspects are of high importance. Policy/decision makers and planners should be aware of those issues and should apply relevant recommendations before starting the implementation of any project. 7 www.greenpartnerships.eu
5.1. Capacity Building Workshop/Training workshop outline The objective of the capacity building workshop is to make target audience aware of the basic principles behind different technologies and to assist them in the assessment and the best choice between different proposed solutions. For the efficient implementation of the capacity building workshops, the following outline for the training is recommended: >
Course Contents: terminology, alternative technologies/solutions, advantages and disadvantages, technical considerations/barriers, economical/environmental aspects, case studies, decision making process, resources/useful links. >
Training materials: e.g. presentations (ppt), training material (pdf file), extended list of further resources and links for case studies/good examples from other local authorities in EU. >
Training approach/methods and tools: “classroom” presentations with experienced trainer, analysis of examples, appropriate visual materials, discussion/discussion groups. >
Trainers profile and training: expert(s) on the specified topic, more than 3 years experience in the field (either as a trainer or as a technician). Trainers will have access to the whole training material and will be supported by the regional leaders and the EWG experts. >
Evaluation – Reporting: The participants’ feedback is very important for the improvement of future workshops. An evaluation form will be distributed after the end of each workshop. Filled questionnaires will be gathered by the workshop organizer and will be analysed by the national partners. 5.2. Duration The suggested duration of each workshop ranges from 3‐5 hours, depending of the topic and the level of the participants’ expertise. 5.3. Timing – Location Consortium partners have to find the appropriate seminar room, the required infrastructure and to set the accomplishment date of the workshop within the given timeplan. Consider which dates/timing during the day will work for your target audience. The number of potential participants will influence your choice for the appropriate room; choose a place that is convenient and easy reachable. A small‐scale event will be more productive than a large one specifically if there is a very diverse audience. 5.4. Training Material The capacity building workshops are based on the eight topics outlined above. For each topic, training materials have been developed by a dedicated Expert Working Group (WP3), including guides, presentations (ppt slides), list of further resources, good examples from other local authorities in EU and best Practices included at the project’s web library. 8 www.greenpartnerships.eu
Trainers’ handouts can be developed according to the contents of each training material, focusing to the most essential parts of each chapter. The training materials should be translated and adapted to the local/national needs and to the valid legislation/normative framework. 5.5. Motivation How the target audience will be motivated to participate? Such questions should be adequately addressed before contacting them. A list of the possible arguments follows: 
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Learn pro’s and con’s of potential solutions when initiating specific actions for a “greener” city; identify critical steps on decision making to set up the groundwork for sustainable energy local projects, which will also prove to be useful, for reelection purposes, during the next political campaign (this applies to the municipality members) Gain technical knowledge on how to apply successful practices/technologies to reduce the CO2 emissions, energy footprint and operation cost of public buildings 
Gain knowledge on how to improve access to structural funds for sustainable energy projects and investments in the community 

Get informed on the existing legislation and funding opportunities 6.
Learn from best practices, that other local authorities have implemented Implementing the workshops 6.1. Structure of the training An indicative structure of the training follows: Structure Duration (min) Introduction – scope of the workshop 5 Green partnerships initiative, scope, activities 10 Technical part‐presentation 60 ‐ 90 Case study analysis 40 ‐ 45 Discussion ‐ Brainstorming session 45 Conclusions 10 Evaluation – Feedback from participants 15 9 www.greenpartnerships.eu
6.2. Training approach The training will include classroom instruction and presentation of case studies and practical examples with an overall goal of providing new ideas and technical knowledge. Trainers should pay attention to the level of understanding of the participants and resiliently adapt to it accordingly. The following points should be taken into consideration for effective lecturing: Exchanging with the participants to confirm understanding; Practical examples of different technologies and systems to deepen their knowledge; 
Resources for further knowledge; 
Brainstorming session; 
Discussions among participants. Involving participants in a training workshop in an active way, which incorporates their own experience, is essential. Getting everyone involved is key to a successful workshop. 
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Create a list of main points to discuss, and break down into critical details that you want to communicate to your audience. 
Facilitate the discussion between the participants. Mix up the different profiles; by encouraging them to interact they can learn to look at things from different perspectives. 
Record the ideas and considerations expressed by them and let the group to exchange, evaluate and prioritise them. Such experiential learning gives the participants an opportunity to develop their skills and supports them to decision making. 6.3. Infrastructure‐Equipment For the lectures the following equipment might be useful: 
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computer/laptop (if required with internet access) data projector laser pointer white board and markers Audio‐Video equipment (if necessary) microphone (if the room is large/ large number of participants) 6.4. Discussion Topics What will be the discussion topics during the capacity building workshops? Prepare a list of well targeted discussion topics in order to lead to productive discussions. Indicative:  Local Energy Strategy – In what sense can the topic of the workshop contribute to the implementation of the Local Energy Strategy and the specific pilot cases in the area?  Priorities and existing local potentials; how can the practices/technical solution proposed be tailored to the priorities and the local needs? 10 www.greenpartnerships.eu
 Do the methodologies/technical solutions presented during the workshop fit the local community/citizens needs?  Obstacles, barriers that may be hindering the efficient implementation of the technical solution and how to overcome them  Funding opportunities and other financial issues  Feasibility and Sustainability of the solutions proposed 7.
Evaluation An evaluation form is the way to find out if the workshop was successful and to receive feedback for future improvement. At the end of each workshop the participants will be asked to fill in a simple evaluation form. Analysing the questionnaire’s answers, partners will gain useful information about the impact of the workshop and potential areas to be improved. 8. Timeplan April May June July STEPS 1 2 3 4
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2
3
4
1
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3
4 1 2 3 4
Translation and adaptation of materials Organisation of the workshops Implementation Reporting 11 www.greenpartnerships.eu
9. Reporting – Templates Find attached templates useful for the implementation and the reporting of the capacity building workshops. Keep minutes in national language, workshop announcement, workshop’s program, presentations, photos, lists of participants’ signatures, evaluation forms. The following templates have been prepared by the WP leader: >
Signature List >
Workshop Program >
Reporting template >
Evaluation form 10.
Checklist See below a checklist including main tasks for the preparation, organization and implementation of the capacity building workshop in your region. 12 www.greenpartnerships.eu
CHECKLIST for Capacity Building Workshops BEFORE THE WORKSHOP COMMENTS List of potential participants Identify ‐ book appropriate room Sending invitation (include directions how to reach the venue) Collecting registrations Preparation of meeting premises: • Internet access – Wifi (if required) • Computer with free USB port • Projector • Room layout • Electrical extension for trainer's computer Preparation for catering (coffee breaks…) Preparation of the agenda Folders with materials for participants: • Agenda • Handouts • Few empty pieces of paper (or a writing pad) • Pen • Project's brochure • Badges for participants Find and train the trainers Give the training material and instructions to trainers Poster with appropriate logos and information about the workshop /project Reminder about the date, premises to the registered participants 13 www.greenpartnerships.eu
DURING THE WORKSHOP
COMMENTS Welcome‐Taking care of the registration of participants (signature list) Distribute materials to participants Welcome speech – Introduce the project Moderating the discussion session Taking minutes and photos Distribute the evaluation form Collecting materials after the workshop (posters etc.) TASKS AFTER THE WORKSHOP COMMENTS Analyse Follow up email to participants Send press release to local newspapers Preparation of the workshop's report Include: •
Attendance list • Presentations • Evaluation forms • Photos HAVE A SUCCESSFUL WORKSHOP
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APPENDICES
>
Signature List >
Workshop Program >
Reporting template >
Evaluation form 15 Partner’s logo www.greenpartnerships.
PARTICIPANTS LIST Workshop’s topic, date, starting and closing time, venue First name ‐ Surname Organisation Position E‐mail Telephone Signature INSERT YOUR LOGO HERE
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CAPACITY BUILDING WORKSHOPS
WORKSHOP TOPIC
PROGRAMME
Date: Location: Organiser: Trainers: Workshop’s timetable Duration Training Topics Trainer 16.00 – 16.10 Welcome Overview of the program 16.10 – 17.00 
17.00 – 17.45 
17.45 – 18.00 Coffee break 18.00 – 18.30 
18.30 – 19.00 
19.00 – 20.45 Discussion 20.45‐21.00 Closing remarks‐Workshop evaluation PARTNER LOGO HERE WP4 - Activity 4.2: Capacity building workshops
Knowledge transfer for public bodies
in MED cities and regions
CAPACITY BUILDING WORKSHOPS –SUMMARY REPORT
WORKSHOP TOPIC
DATE, MUNICIPALITY/REGION - COUNTRY
PARTNER LOGO HERE TOPIC OF THE WORKSHOP: DATE: VENUE: TRAINERS/SPEAKERS Add name and title Participants: Add the participants profile and number Workshop’s Outline Summary of scope of the workshop, issues presented, discussion and brainstorming highlights, conclusions. Summarise here the key points Programme Add here a copy of the workshop’s programme PHOTOS Add 1‐2 photos of the workshop PARTNER LOGO HERE Participants Signatures Add copy of the participants’ signatures sheet Training material / presentations To be attached Evaluation results Pls mention the key findings from the evaluation questionnaires analysis, further guidance will be provided PARTNER LOGO HERE www.greenpartnerships.eu
WORKSHOP TOPIC
DATE, MUNICIPALITY/REGION - COUNTRY
EVALUATION FORM
Thank you for attending this workshop organised within the frame of the Green Partnerships
project. We would greatly appreciate your feedback to help us improve future workshops.
1. Please note the type of your organisation: Regional or local authority
Building companies / developers
Municipal company
Technical chamber
Technology / product provider, RES companies NGOs and other civil society representatives
Energy suppliers/ utilities other (please specify)
Citizens/ consumers associations
Financial partners (banks, private funds, ESCOs)
__________________________
2. What is your occupation/position:
Management/administration
Installer/technician
Engineer
Expert/ Consultant Architect Energy manager
City council member
Manufacturer Researcher/planner other (please specify)
__________________________
Please rate your answers using the following scale
Oraganisation 1 Very Poor 1 2 2 3 4 5 Excellent 3 4 5 3. Welcome and registration 4. Catering 5. Venue Training 1 2 3 4 PLS add here the title of each topic presented, repeat the 3 following questions as many as the topics covered TOPIC A: 6. This topic was relevant and of interest 7. The presentations covered this topic 8. Trainers were knowledgeable of their topic 5 PARTNER LOGO HERE www.greenpartnerships.eu
Training (continued) TOPIC B: 9. This topic was relevant and of interest 1 2 3 4 5 10.The presentations covered this topic 11.Trainers were knowledgeable of their topic 12.The discussion session was fruitful 13.The best practice examples presented were inspiring and useful 14.Handouts – Training/Informational materials Overall Evaluation 15. What is your overall appreciation of the quality of the workshop? 16. Do you feel that the workshop met your expectations? yes no 17. Have you got any significant input from the workshop? yes no 18. In your view is there anything that we should improve in future workshops?
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19. Do you have any additional comment or/and recommendations:
_______________________________________________________________
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20. Would you like to receive information about future events like this? If yes, please enter your name and e-mail address:
e-mail:__________________________________________
yes no Νame*: ________________________________
Organisation/Company*:________________________________
*(optional)
Thank you for your participation