Joint Managing Authority & Joint Technical Secretariat THE PROGRAMME HANDBOOK NO. 2
European Union
Cross-border Cooperation Programme Poland - Belarus - Ukraine 2007-2013
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Joint Managing Authority & Joint Technical Secretariat THE PROGRAMME HANDBOOK NO. 2
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Photograph on cover: Shutterstock.com
PAWEŁ SŁOWIKOWSKI Head of the Joint Technical Secretariat Cross-border Cooperation Programme Poland-Belarus-Ukraine 2007-2013
Dear ladies and gentlemen! I am delighted to present to you the publication about the Programme management structures, our team, support and cooperation, which we have offered to the Programme every day for over five years. An initial glance might suggest that we mainly deal with projects – a process that is considered to be complex, but routine. Indeed, the management of projects is a large part of what we do, but there is a large number of other tasks and challenges we successfully cope with. That is why I invite you to have a closer look at JMA and JTS work described in this brochure. I believe the information presented will reveal to you a close-up picture on our daily work and show you how much of rigorous efforts and solid teamwork is behind the results, which we are undoubtedly proud of. The focus on the quality of work done remains the top priority for everyone at the Programme structures. We also understand that the implementation of projects of cross-border nature requires particular sensitivity to management procedures, because we work with institutions from three different countries with different national legislations, internal regulations and even accounting practices. Having in mind this cross-border aspect of our work, I am convinced that our team of experts from Poland, Belarus and Ukraine guarantees successful tasks performance. Taking the opportunity, I would like to express my gratitude to every member of our joint team for their professional approach towards their duties and tasks, for being open to new initiatives and ready for new challenges. I invite you to get acquainted with both our work and team, and I hope you will enjoy the reading. Sincerely yours,
Paweł Słowikowski 4
Photograph: Joint Technical Secretariat
CONTENT
JOINT MANAGING AUTHORITY __________ 6
CONTRACTING ___________________________ 18
JOINT TECHNICAL SECRETARIAT ________ 8
MONITORING THE PROJECTS IMPLEMENTATION ________________________ 20
SUPPORTING PROGRAMME BODIES _____ 10 ORGANISING CALLS _______________________ 11 EVALUATION AND SELECTION __________ 15
CLOSING PROJECTS ____________________ 23 INFORMATION AND PROMOTION ______ 24 THE FUTURE ___________________________ 29
5 Photograph: Flickr.com, www.flickr.com/photos/unit03/
JOINT MANAGING AUTHORITY FORMAL INFORMATION Joint Managing Authority (JMA) – the Ministry of Infrastructure and Development of the Republic of Poland (former: the Ministry of Regional Development of the Republic of Poland) located in Warsaw. The JMA is responsible for the implementation of the Programme in accordance with the principle of sound financial management, economy, efficiency and effectiveness as well as for the legality and regularity of its operations.
The JMA’ responsibilities are, among the others: »» concluding of the grant contracts with the beneficiaries »» operational follow-up and the financial management of the projects »» verification that expenditure is real, accurate and supported by documents held by the beneficiaries (with support of JTS) »» receiving payments from the EC and executing payments to the beneficiaries »» drawing up of annual reports and sending them to the JMC and EC
JMA Ministry of Infrastructure and Development of the Republic of Poland
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Department of Certification and Designation Wspólna 2/4 Street, 00-926 Warsaw
Poland, Belarus and Ukraine share common history, traditions and, of course, borders. Quite naturally, this has become a solid background and reason for cooperation between our countries. In 2004, the Programme of Cross-border Cooperation (CBC) itself was established for the first time. In 2007, the European Union approved the initiative of the European Neighbourhood Policy within the framework of its external aid actions. The Ministry of Infrastructure and Development of Poland was entrusted to manage the Programme with the biggest EU fund allocation among all the ENPI CBC land-border programmes – the CBC Programme Poland-Belarus-Ukraine 2007-2013. Since then, we have been given the green light to support cross-border initiatives of mutual interest thereby strengthening already existing trilateral and bilateral cooperation and partnership. Since the establishment of the Programme, we have provided funding to reduce social and economic disparities of bordering regions, promoted equality of opportunity, border security, environmental sustainability and a decent standard of living for the target population. Altogether, we have supported 117 projects with total EU contribution reaching 174 mln EUR. The Programme progressed into the project
implementation phase, some projects have already been completed and the beneficiaries may take advantage of their results. The management of the CBC Programme is not only a challenge for us, but also an opportunity to step outside and take a look at things from another angle. By managing the Programme, we have been able to use and share our experience, but we have also benefited from the different perspectives of our foreign partners. In this respect, we are deeply convinced that our Ministry performs due diligence to fulfil its tasks of the Joint Managing Authority and lives up to the expectations of both our foreign partners and the European Commission. With utmost pleasure, we would like to announce that the Programme will continue and now we are intensively working on developing a new Programme for 2014-2020 financial perspective. Undoubtedly, we will take into account the best experience and lessons learned from the current Programme management in order to ensure that the new Programme has an even stronger beneficial effect for all the countries involved.
Joint Managing Authority
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NIZATION OF THE JMA ORGA
The Head of the JMA Minister of Infrastructure and Development
Operational unit in the Department of Certification and Designation
Authorizing Officer
Financial unit in the Department of Certification and Designation
Undersecretary of State or authorised Director or Deputy Director of the Department of Certification and Designation
Paying unit in the Department of Development Budget
Internal audit unit
JOINT TECHNICAL SECRETARIAT FORMAL INFORMATION The JTS’ responsibilities are, among the others: »» preparation of Programme documents and organisation of Programme events, »» launching calls for proposals and calls for tenders, »» receipt and registration of project applications, 8
»» participation in the project evaluation process, »» preparation of the contracts, »» receiving and verifying the requests for payments and reports, submitted by the beneficiaries, »» carrying out on the monitoring visits and spot checks (upon the decision of the JMA).
NIZATION OF THE JTS ORGA
The JTS is established by the JMA in order to assist the JMA in the daily management of the Programme. The JTS is composed of Polish, Belarusian and Ukrainian experts.
Programme unit
Project implementation unit
JTS Center of European Projects 39a Domaniewska Street 02-672 Warsaw, Poland e-mail: pbu@cpe.gov.pl
The Head of the JTS
Information Officer
Branch Office of the JTS in Brest Brest Transboundary Infocentre 46, Sovetskaya St., 224005 Brest, Belarus e-mail: brest@pl-by-ua.eu
Office Administrator
Branch Office of the JTS in Lviv 5 Tyktora Str., Lviv, Ukraine e-mail: lviv@pl-by-ua.eu
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SUPPORTING PROGRAMME BODIES
Before the Programme fully started and during its implementation, many international experts from Programme Institutions worked hard to put the ideas into formal frames to enable their financing and realisation and to take crucial decisions on all important issues within the Programme. The JMA and JTS had significant input on organisational and substantive issues of these activities.
Joint Monitoring Committee Meetings
Joint Monitoring Committee written procedures finalised
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141 Joint Task Force Meetings
7 Documents elaborated
ca.
240 10
ORGANISING CALLS
The base for each call for proposals and creation of Large Scale Projects was the elaboration of the application package by the JMA and JTS and its approval by the JMC. The next step depended on the kind of applicable projects:
REGULAR PROJECTS Calls for proposals were announced using a mix of communication tools: The pl-by-ua.eu programme website (4-language website) Local and regional press in every eligible region of the Programme area (announcements in Polish, Belarusian and Ukrainian press) Events (information meetings, open days, external events) Internal media of the institutions engaged in the programme implementation (JMA and JMC parent institutions) Press releases
Training for applicants, 6th July 2011, Lublin, Poland
LARGE SCALE PROJECTS* Series of meetings with selected LSP partners were commenced.
Photograph: Administration of the State Border Guard Service in Ukraine
*special kind of large infrastructural projects awarded without call for proposals to bodies with a de jure or de facto monopoly in the field of activity and/or geographical area to which the grant relates
EFFECTIVE ASSISTANCE DURING THE CALLS If you did not have a partner‌ Partner Search Forums were special kind of events organised by Programme institutions, where beneficiaries could meet, discuss their ideas for projects and start cross-border cooperation. The results were joint application submitted within calls for proposals and joint project implementation!
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Number of organised Partner Search Forums
Total number of participants
3rd Partner Search Forum in Lublin, Poland
Series of seminars and trainings provided by the JTS for applicants in all 3 countries! The purpose of the seminars was to teach applicants how to properly prepare a good project application according to Programme priorities and rules.
Seminars
Participants
BELARUS
In addition, the JTS provided thousands of e-mail and phone consultations on the requirements of call for proposals and open informational days in Warsaw, Lviv and Brest!
POLAND
Seminars
Participants
UKRAINE
Seminars
Participants
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JTS experts help the applicants to understand rules of the Call for proposals
CLOSING THE CALLS All applications were sent by the applicants to the JTS where the further process of registration, administrative (formal) check and evaluation by experts took place.
All 835 applications were REGISTERED, unpacked during the opening session and organised in binders. New bookcases were needed to fit all the applications! There were so many different ideas of improving the quality of life in the borderland! 14
EVALUATION AND SELECTION
The first step was the formal verification of the 835 proposals – ADMINISTRATIVE COMPLIANCE AND ELIGIBILITY CHECK. Within this process the JTS checked carefully all the received documents in order to be sure that all formal criteria were met, that the proposed actions and 3135 partners were eligible. If something was missing, the applicants had a chance to supplement the application with required certificates, information etc.
The next step was QUALITY EVALUATION of 535 proposals (which met the formal criteria), provided by internal and external experts, organised by the JTS. The external experts were duly selected within 2 calls for assessors to ensure sound and reliable results of evaluation. All experts had deep knowledge about Programme specificity and target regions needs.
835 Proposals submitted
535 Proposals rmal o met the f criteria
Evaluation Committee meetings
The JTS arranged 11 EVALUATION COMMITTEE MEETINGS for setting a ranking list of projects recommended for a grant. The JTS took care of all organisational issues, providing, among others, substantive materials, final protocols and actively participating in the meetings. The JMA chaired the meetings and had significant input on the Evaluation Committee final outcome. At this stage 251 proposals were evaluated positively. 15
To enable to make the final decision on granting the award, the JTS organised 4 Joint Monitoring Committee Meetings. The JMA chaired the meetings while the JTS provided substantive materials, final protocols and actively participated in the meetings.
As a result of the whole process 108 projects were awarded grants.
The 6th meeting of the JMC in Warsaw, Poland
LARGE SCALE PROJECTS In the case of LSP, the JTS assisted in the whole process from the beginning – creation of application documents by the selected partners – till the final acceptance of the 9 projects by the European Commission.
Large Scale Projects selection and preparation – 2009 – contracting finished – 2013 Number of LSP awarded grants: 9 Amount contracted: 45.3 million EUR
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THE WAY
Number of registered applications
835 P S +9L
1
307
2
506
3
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TO S UCC ES S
Number of projects which met formal criteria:
535 +9 LSP
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75
2
168
3
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Number of projects which met quality criteria
251 SP L +9
1
164
2
353
3
18
+ 9 108 LS P Number of awarded projects
173.8 m â‚Ź 1
2
AMOUNT CONTRACTED
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2
79
3
6
117 Number of projects being implemented within the Programme 1
1st call for proposals
2
2nd call for proposals
3
3rd call for proposals
3
LSP 45.3 million EUR
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CONTRACTING
After the final decision on grants the contracting phase commenced. The beneficiaries had to fulfil all recommendations given by the JMC before the grant contracts were signed. The JTS was responsible for direct contacts with beneficiaries on this matter, for gaining relevant documents and information and preparation of a contract dossier for each awarded project. Each cross-border project had dedicated JTS expert(s), who led the beneficiary on the way to signing the grant contract.
Seminars
Participants
BELARUS The JTS was actively helping beneficiaries with fulfilling the JMC recommendations and preparation of necessary documents through several kinds of activities: Seminars on contracting issues combined with individual consultations 18
POLAND
Seminars
Participants
UKRAINE
Seminars
Participants
Individual consultations – thousands of:
meetings
letters
phone conversations
e-mails
Finally, the contract dossiers were completed and forwarded to the JMA. The JMA verified all the documents and brought projects into life by signing 117 grant contracts, including 9 LSP and 108 regular projects.
Signature of the first grant agreement in the Programme on the 14th of April 2011, Large Scale Project titled “The Infrastructural development of Polowce-Pieszczatka road border crossing Stage III (Polish-Belarusian border) – poviat of Hajnowka – Brest District RB” IPBU.02.02.01-20-002/09
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MONITORING THE PROJECTS IMPLEMENTATION After signing the grant agreements, the realisation of projects began. To ensure assistance and guide the beneficiaries through the Programme requirements, each project received 2 dedicated JTS experts. They provide beneficiaries with countless individual consultations!
meetings
letters
phone conversations
e-mails
The JTS is a body working directly with beneficiaries, therefore the JTS experts realise many activities which are helpful in project implementation and required by the Programme rules: Seminars on Programme requirements for beneficiaries and project auditors i.e. beneficiaries’ rights and obligations, reporting, auditing, public procurement, financial issues, visibility… all important issues! Also Interact, RCBI, TACIS and National Authorities experts were very helpful sharing their extensive knowledge with beneficiaries. Trainings for beneficiaries during the opening conference for umbrella projects, 13-14th March 2014, Rzeszów, Poland.
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Seminars
9
Participants
222
BELARUS
POLAND
25 Seminars
1005 Participants
UKRAINE
21 Seminars
540 Participants
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Assistance with formal introduction of changes in the projects, including:
Written procedures
Minor changes
of JMC approval
Addenda to grant contracts
Project monitoring – visits and reports
Submitted and verified brief narrative reports Check-on-spot
Monitoring visits
Submitted and verified financial reports
The outcomes of the JTS work with changes in the projects and beneficiaries reports are transferred to the JMA for final verification and acceptance and provide pre-financing for the projects. 22
CLOSING PROJECTS
When the project is completed, the JTS is responsible for the verification of the final report and project documentation and check-on-spot visit. On this basis the JMA verifies the fulfilment of grant contract obligations by the beneficiary and provides the final payments for partners of closed projects, and so the mission of Programme institutions for these beneficiaries is completed.
RE CLOSU T C JE PRO
PROJECTS COMPLETED
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GRANT AMOUNT USED
18.3 M â‚Ź
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INFORMATION AND PROMOTION
Information on the Programme is provided constantly in various attractive ways! Here you can find interesting notes about the Programme and projects: Programme website pl-by-ua.eu (information hub and news desk) total number of visitors: 127 161 total number of views: 1 303 524 (during the 47 operating months)
…and additionally on the following national websites:
BELARUS www.cu4eu.net
POLAND www.mir.gov.pl www.ewt.gov.pl www.cpe.gov.pl
UKRAINE www.me.gov.ua
...as well as in many differnent publications – c.a. 22 550 in total! • • • • 24
Publications for applicants (e.g. guidelines) Handbooks for beneficiaries (e.g. training brochures) Promotional books of contracted projects ‘The Crossborderer’ – programme magazines (news from the programme and from projects)
You can participate in attractive informational and promotional events and competitions! • 5 programme annual conferences with more than 840 participants in total, • 3 Cross-border Forums of Journalists with more than 120 local and regional media journalists participating, • 3 Partner Search Forums with c.a. 800 participants, • Competition for schools “Creativity knows no borders” (first edition with more than 100 schools participating). Active participation in the European Cooperation Day campaign – the programme organised or co-organised 5 local events
II Forum of Journalists, 14th of September 2012, Belrezhskaya Puscha, Belarus
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WHAT IT IS ALL FOR
Investment in Environment
Investment in integration and facilites for disabled
households/public buildings connected to constructed /modernised water supply system
constructed/ modernised wastewater treatment plants
constructed/modernised sewerage
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90.8
2 365 HOUSEHOLDS/ BUILDINGS
PLANTS
Investment in healthcare
medical examinations /tests/treatments
750
Initiatives organised for disabled
24 EVENTS
KM
Investment in safety
medical equipment
cars purchased (police, firebrigades, medical)
emergency equipment (e.g. police, firebrigades, machinery for roads maintenance)
1 048
246
349
PATIENTS
CARS
SETS
SETS
Investment in border infrastructure
Border crossings constructed and reconstructed
10 NO
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508 PARTICIPANTS
Increased border crossings' capacity in vehicles
29 865 VEHICLES PER DAY
Increased border crossings' capacity in persons
48 800
PERSONS PER DAY
Investment in other infrastructure
Investment in tourism
modernised buildings
length of roads newly built or reconstructed
71
116,5
BUILDINGS
improved cultural and historical sites
tourism information centres/points created
52
KM
31
SITES
CENTRES
Investment in people relations and human resources
cross-border meetings/ conferences/ working groups/trainings/seminars
Festivals/sport events/ other public events
Joint science/research studies
1 729 53 527
751
186
EVENTS
STUDIES
EVENTS
PARTICIPANTS
construction/labelling/marking of touristic routes/bicycle routes / water routes
1 875 KM
Investment in entrepreneuship
new workplaces created (after the end of the project)
467 WORKPLACES
business development organisations created
12 ORGANISATIONS
new entrepreneurs/companies, registered due to support within the project
453
ENTREPRENEURS /COMPANIES
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UDE L C CON O T
117
Grant contracts signed
162
Seminars, 6375 participants of seminars
3
Calls for proposals + LSP preparation procedure
22 550 Publications
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380
Beneficiaries reports verified
173,8 844 million EUR Grant amount contracted
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Programme crucial meetings
Applications submitted
17
Informational and promotional events
THE FUTURE
The JMA and JTS organised and participated in 4 Joint Programming Committee meetings aimed at setting the basis for the next edition of the Programme 20142020 within the European Neighbourhood Instrument. Both institutions work hard on the preparation of new Programme documents and take part in many additional working meetings.
FUTURE 29
IN THE EYES OF THE BENEFICIARIES – OPINIONS ABOUT JMA AND JTS Support and assistance are an extremely important step in the early stages of project implementation. Our project has started from the reserve list, so it was the latest, and, therefore, we missed group trainings for beneficiaries. However, we are very grateful for all the support, organised meetings and individual consultations. We count on understanding and support and we always receive it. We are grateful for this. Dorota Chilik, Project Coordinator Project no. IPBU.01.02.00-18-373/11
The cooperation of Suwałki Municipality with the Joint Technical Secretariat runs positively. At every stage - from the application to the settlement of EU funds - the JTS supports beneficiaries clearly and quickly as well as provides practical advice necessary for the proper implementation of the project. Dariusz Saweliew, Head of the Department for Social - Economic Policy, the Municipal Office in Suwałki Project no. IPBU.03.01.00-20-371/11
Cooperation went well, in spite of high complexity of the project, we could always count on support, understanding and friendliness of the JTS staff. Senior Brigadier Roman Malinowski Commander of the County State Fire Service in Sokołów Podlaski Project no. IPBU.02.01.00-14-177/10
Cooperation with the Programme institutions is in accordance with our expectations. We can always count on assistance to solve our problems. We are pleasantly surprised by the openness and, what is most valuable, practical knowledge of the employees of the Programme institution. Sławomir Zaniuk, District Commander of the State Fire Service in Łosice Project no. IPBU.02.01.00-14-674/11
We assess cooperation with the Programme institutions very positively, starting from the date of submission of application for funding through trainings, to the cooperation and assistance in implementing the task, i.e. preparation of reporting documents or request for payment. It is worth noting that, at each stage of the project, we can count on professional support and simple human kindness. We are also impressed with a high level of competence and professionalism of the staff of the Joint Technical Secretariat. Ernest Nowak, the Mayor of Zagórz Project no. IPBU.02.01.00-18-563/11
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Cooperation with the Programme institutions has been successful. The institutions have transmitted the necessary guidance and willingly rendered assistance by providing comprehensive and clear answers to problematic issues. With such an attitude, the partners have been able to make decisions in a timely manner, participate in the inspection procedure and meet their reporting obligations.
The professional assistance provided by the JTS team has been instrumental in helping us steer clear of hasty steps, wrong conclusions and possible inconsistencies, and stay on track. Furthermore, we regard Programme institutions as our project partners. We have been able to successfully deal with our greatest challenges through effective communication and support we have received from them. Ivan Gorbatso, Project Coordinator Project no. IPBU.01.02.00-76-044/10
BoĹźena Grotowicz, Director of Independent Public Health Care Institution in Bielsk Podlaski (SPZOZ) Project no. IPBU.03.01.00-20-423/11
We are grateful to the JTS managers for the support they have given us at the contracting stage and throughout project implementation to date. On our part, we try hard to comply with the requirements and meet the programme objectives.
The project experts are most satisfied with their interaction with the Programme institutions (JTS, JMA, JTS Branch Office in Lviv). The ongoing support we are given with practical project implementation is most helpful. Petro Savchuk, Project Coordinator Project no. IPBU.01.02.00-78-484/11
Lada Malaniy, Director of the NGO Agency for Private Initiative Development, Ivano-Frankivsk, Ukraine Project no. IPBU.03.01.00-90-701/11
The Joint Technical Secretariat and Brest Branch Office of the JTS assisted in the implementation of the project at all the stages – the professionalism of the experts and their fast response is the base for success in the action. Experts of the JTS always provided useful, updated, and easy-to-understand information The cooperation has been as effective as it was during numerous seminars and trainings. efficient. The JTS staff have worked hard to help make our project a success. We are most grateful Natalia Yanchuk, Project Coordinator Project no. IPBU.03.01.00-60-753/11 for their support. Olena Shynarovska, Project Coordinator Project no. IPBU.03.01.00-76-257/10
We would like to mention the positive contact with managers and management of the JTS and its Branch Office in Brest. Constant contact let us meet all the Programme requirements. Mikalai Kuzmitski, the Head of The Centre for Promotion and Training Project no. IPBU.03.01.00-60-754/11
Photographs in booklet: Joint Technical Secretariat
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Joint Technical Secretariat 39a Domaniewska St., 02-672 Warsaw, Poland tel: +48 22 378 31 00 e-mail: pbu@cpe.gov.pl
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Branch Office of the Joint Technical Secretariat in Lviv 5 Tyktora St., 79007 Lviv, Ukraine tel./fax: +380 322 61 02 59 e-mail: lviv@pl-by-ua.eu
Branch Office of the Joint Technical Secretariat in Brest 46 Sovetskaya St., 224005 Brest, Belarus tel: +375 162 53 15 83 e-mail: brest@pl-by-ua.eu
The contents of this publication are the sole responsibility of the Joint Technical Secretariat of the Cross-border Cooperation Programme Poland - Belarus - Ukraine 2007-2013 and can in no way be taken to reflect the views of the European Union.