LIFE Project Number <LIFE09 ENV/SE/000350> Inception Report Covering the project activities from 01/09/2010 to 30/04/2011. Reporting Date <30/06/2011>

Transcription

1 LIFE Project Number <LIFE09 ENV/SE/000350> Inception Report Covering the project activities from 01/09/2010 to 30/04/2011 Project location Reporting Date <30/06/2011> LIFE+ PROJECT NAME or Acronym Climate Living in Cities Concept - CLICC Data Project Malmö, Sweden Project start date: 01/09/2010 Project end date: 31/08/2014 Total budget EC contribution: (%) of eligible costs 50 Data Beneficiary Name Beneficiary City of Malmö Contact person Kerstin Rubenson Postal address Bergsgatan 17, Malmö Telephone Fax: Project Website kerstin.rubenson@malmo.se

2 Table of contents 1. Executive summary General progress Assessment as to whether the project objectives and work plan are still viable Problems encountered Administrative part Description of project management Organigramme of the project team and the project management structure Partnership agreements status (incl. date of signature) and key content Technical part Actions Action 1: Measurement of households carbon footprint the CLICC monitor Action 2: Reduction of households carbon footprint CLICC program Action 3: Climate renovations demonstrated at Stena Lindängen Action 4: Test and demonstrate climate renovation at HSB brf Hilda Action 5: Communication and dissemination Action 6: Project management Action 7: Monitoring and evaluation of results Envisaged progress until next report Financial part Putting in place of the accounting system Continued availability of co financing Costs incurred Annexes Inception report LIFE+ 2

3 1. Executive summary 1.1 General progress The project started up almost according to plan. A slight delay (just a few weeks) in recruiting a project leader in the beginning caused a slower start for the coordinating beneficiary of the project, specifically in actions 1 and 6. That is no longer noticeable and will not affect the outcome of the project. A project group is formed and there have been three meetings. A steering group is under formation, the members are selected, and the first meeting will be held in June. Associated beneficiary Stena Fastigheter Malmö AB has decided to leave the project. Therefore, action 3 has been put on hold until Stena is replaced. An amendment request will soon be sent to the European Commission to replace Stena with two new partners: MKB Fastighets AB and HSB brf Arvid. This has also caused delays in action 2, and in some parts in action Assessment as to whether the project objectives and work plan are still viable The project objectives are estimated to be achieved, but the work plan is delayed for some actions, most of all action 3. The work plan will be changed to fit the new partners, their contributions and their work methods. In spite of the delays all actions will be implemented during the project period. Some necessary changes will be made in action 3, though, one of them being dividing it into two actions. 1.3 Problems encountered In action 1, the adaptation of the CLICC monitor is delayed, and there are two reasons for this. Partly, the process to develop the monitor has taken longer than expected. There is a continuous dialogue between the City of Malmö and the company responsible for the calculator that will be developed into CLICC monitor. They, in turn, have had some problems with external partners slowing down the process. The second reason to the delay is the fact that associated beneficiary Stena left the project. That opened the opportunity to let the CLICC monitor evolve at a low pace, advocated by the developers, without slowing down the project, since the new beneficiaries cannot possibly start their work until late summer. These delays have caused that the baseline data are not fully collected. The monitor will be fully developed some months late, thus the CLICC program will start late, but it will not affect the outcome of the project. In action 2, the introduction of the CLICC program is delayed, as described above. It was decided that the start of the program could wait until Stena was replaced, thus avoiding doing the same work twice. In reality, the first steps of the program have been taken at Hilda; these are steps needed to be taken separately for each partner anyway. Climate coaches are recruited, and the recruitment process is ongoing. The Inception report LIFE+ 3

4 delayed introduction may result in the program ending later, but will not cause other delays in the project. Action 3 is postponed, due to the associated beneficiary Stena Fastigheter Malmö AB leaving the project. If agreed upon by the European Commission, they will be replaced by MKB Fastighets AB and HSB brf Arvid, responsible for one action each. I.e., action 3 will be divided into two actions. These actions will start later than expected, and might end later than expected. But since the plan for action 3 is to be finished already by the end of the year 2012, two years before the end date of the project, this will not affect the outcome or end date of the project. The main effect is that the demonstration apartment (action 3H) will not be opened in proper time, and thus will not be open to visitors the stipulated time period. In action 4, a slight delay in the installation of garbage disposal mills in the apartments is foreseen. Some of the infrastructure work is carried out, and the installation of mills will start as son as the necessary majority decision from a tenants meeting is taken. In action 6, the steering group has not yet had its first formal meeting, in the constellation with the new partners. The members are identified and there will be a meeting in June. 2. Administrative part 2.1 Description of project management A project coordinator is employed by the City of Malmö s Environment department. A project team is formed, with participants from all beneficiaries. A kick-off meeting was held in September, and two more project meetings have been held. All project partners involved at the time for the respective meetings were represented. A steering group is under formation, with representatives from the coordinating beneficiary, the existing associated beneficiary and the two potential associated beneficiaries. The associated beneficiaries have selected one project leader each. For a more detailed description of the project management, see section Inception report LIFE+ 4

5 2.2 Organigramme of the project team and the project management structure Structure of the project team (with proposed new partners) Project coordinator Malmö/Environment Dep. Project secretary Malmö/ Env. Dep. Project leader HSB brf Hilda Project leader MKB Augustenborg Project leader HSB brf Arvid Project management structure Environmental department management Steering group Project coordinator Project team Communication coordinator Financial coordinator Etc. 2.3 Partnership agreements status (incl. date of signature) and key content The partnership agreement with HSB brf Hilda (beneficiary 2) was signed on May 20, No other partnership agreements are signed as to date. Stena Fastigheter AB did not sign the agreement before leaving the project. Proposed beneficiaries MKB Fastighets AB and Inception report LIFE+ 5

6 HSB brf Arvid will sign their agreements when their partnerships are agreed upon by the European Commission. For contents, see Annex Technical part The main objective of the CLICC project is to reduce emissions of greenhouse gases. The focus is on the large amount of post-war, multi-family buildings that need to be renovated. In the project, climate renovations and investments in the buildings are combined with a program to make the inhabitants aware of the possibilities to reduce their impact on the environment. The goal with the project is to reduce the emissions of carbon dioxide equivalents with 50 % during the four years the project is running. In the end of the project, a CLICC guide will be created. This will show property owners all over Europe what strategies and measures to prioritise when renovating. 3.1 Actions Action 1: Measurement of households carbon footprint the CLICC monitor A Screening on methods to measure household carbon footprint The screening and evaluation of existing methods to calculate household carbon footprint is done. The evaluation resulted in the selection of klimatkontot.se as the model to build the CLICC monitor upon. The Inventory report on existing methods to measure households carbon footprint is found in Annex 5.3. B Adaptation of a selected method to serve the project s purpose CLICC monitor The adaptation process is in progress. The existing calculator Klimatkontot needs to be modified to fit in the project. The areas to modify have been identified, as well as how to modify them. Parallel to this, work is done on how to make the monitor more attractive to use, in order to make people use it continuously, and on how to make it accessible to a wide range of people, in order to raise the number of participants. There is a five months delay in this sub-action. This delay is approved on by the project leader, given the fact that the project partner Stena left the project. Since that would naturally delay some parts of the project (predominantly action 3 but also action 2 and to some extent action 1), there was the opportunity to give the development of the CLICC monitor some extra time. Now, the monitor can develop into something even better and more attractive, thus making it more possible to reach the goal of 70 % participation by the inhabitants. The monitor will be ready to use in the beginning of September, in time for the introduction of the new partners into the program. C Definition of the households carbon footprint status of today Since the CLICC monitor is not developed yet it has not been used to determine the base line of carbon dioxide emissions in the households. However, at associated Inception report LIFE+ 6

7 beneficiary Hilda a number of households have filled in Klimatkontot, the existing calculator on which the monitor will be based. That will give a picture of the emissions prior to the climate renovations. On the other hand, the physical installations are not completed, so there will be no problem taking the baseline data predominantly from the monitor in early autumn. Objective Inventory report on existing methods to measure households carbon footprint Base line data on the households and the buildings is compiled Will achieve Yes/No Indicator Achieved so far Yes - Finished Yes Yes - Almost finished at Hilda Will achieve by end of project Yes Report on base line data Yes - Not begun Yes The CLICC monitor is created and implemented in the households Yes - CLICC monitor almost created Yes Action 2: Reduction of households carbon footprint CLICC program A Planning the program The CLICC program will be made together with the climate coaches. The recruiting of coaches has started at associated beneficiary Hilda, and some coaches are in the beginning of their training. The recruitment is delayed because it is more difficult than expected to find the suitable persons. Therefore, a part of the new budget is allocated to make it possible to have activities and benefits that will raise the awareness of and interest in climate coaching. The existing group is considered as a satisfactory starting point for the work, and will help find more coaches as the program evolves in the area. The City of Malmö has started the part of the planning that can be executed without the climate coaches. B Implementation of the program When the CLICC monitor is finished the implementation of the program will start, at all three associated beneficiaries at the same time. This means that the end of the program might be postponed a couple of months, to get data collected for more or less the same time as intended. This might, in turn, cause some delay in the start of the elaboration of the CLICC guide (next sub-section), but not in the completion of it. C Elaboration of the CLICC guide Nothing to report. Inception report LIFE+ 7

8 Objective Implementation of the CLICC program Active participation by households in the program Reduced carbon footprint in the participating households Will achieve Yes/No Yes Yes Yes Indicator Achieved so far Will achieve by end of project Some climate Yes coaches Level of participation Reduction in CO2 emissions recruited 5 % 70 % - 50 % CLICC guide Yes - - Yes Action 3: Climate renovations demonstrated at Stena Lindängen Stena Fastighets AB is no longer a partner in the project, they decided to leave. This action is therefore postponed and will be divided into two actions, one for each of the new project partners MKB Fastighets AB and HSB brf Arvid. This change needs the approval of the European Commission in an amendment request. The new action 3 is named Test and demonstrate climate renovation at MKB Augustenborg. Two houses with a total of 90 apartments will be a part of the project, including the following measures: individualized consumption of water and other water-saving measures, optimizing of heat system (e.g. indoor temperature meters), energy improvement of washing machines and tumble dryers, improved lightning with LED, exchange of old freezers and fridges, real-time display for busses, development and installation of a system for collection of household waste, facilitating measures for bicyclers, creating of areas for common gardening and a demonstration area. There will be a new action 5, named Test and demonstrate climate renovation at HSB brf Arvid. This will cause a renumbering of the following actions (old action 5 becomes action 6 etc). In this new action 5, four houses with a total of 324 apartments will be part of the project. There will be only a few measures for Arvid, including: energy efficient machines for the common laundry room, analyzing the possibility for individualized consumption of water, installation of solar collectors and green areas, and installation of real-time displays for busses and trains. These changes will be from the 12 th of May and will not delay the project as such, although some actions and sub-actions will be delayed Action 4: Test and demonstrate climate renovation at HSB brf Hilda A An Individualized consumption of water Individual meters for hot water are under installation in all apartments. This sub-action is somewhat ahead of schedule, since the installation of the water meters is already finished in the first blocks of apartments. They are installed in 370 of 750 apartments. The work is done by a subcontractor. Inception report LIFE+ 8

9 B Resource efficiency and renewable energy Installation of solar collectors on one of the low-story buildings will produce hot water. In total, 350 square meters of solar collectors will be installed. The preparations for the sun power system have been done (i.e. pipes) and it has been decided that the system will be installed on the roofs of two of the high buildings. For the time being, the model and manufacturing are analyzed. The procurement will be done in the autumn of C Collection of household waste for biogas production The installation of a system and related infrastructure for the collection and reuse of organic household waste for biogas production will be incorporated. A mill, similar to a common garbage disposal, will be installed in the kitchen sink in each of the 750 apartments. This will be connected to a special system of pipes that will lead to a common container where household waste is collected. The preparation with pipes for the mill system has been completed. However, a decision concerning the installation of mills is needed from the apartment owners, which is not yet taken. This has to be a majority decision from two different meetings. Thus, even though the start was ahead of time, a delay is expected in the installation of the mills until the end of This will not cause any delay in other actions or subactions. D Open storm water system An open storm water system, leading rainwater into channels and fountains in the yard, will be installed. The open storm water system is installed to delay the water movement to the sewage system, to decrease the pressure on the normal sewage system, especially during heavy and intense raining, which cause flooding. The investigation and analysis of where the open storm water system will be placed on Hilda has been conducted. In the negotiation phase the cost for installation of the open storm water system was by a mistake withdrawn by the city of Malmö. Many of the costs were reduced in the negotiation phase, and in the proposal the cost of the open storm water system was allocated to the budget category prototype. However, in the negotiation phase the EC suggested the cost should be moved to the category infrastructure. So the budget was withdrawn from prototype but was never included in infrastructure. This was only done for the partner Stena, nr 2. The budget category infrastructure will increase with Euro for Hilda, and the EC contribution with Euro for Hilda. The budget for action 3 will decrease with the same amounts. This change is included in the Amendment request. E Electrical bicycle pool The installation of an electrical bicycle pool that can be used by dwellers will noticeably reduce the need for car transports over short distances, and increases the mobility for people in the area. It is also a visible measure that adds to the sustainability profile of the area. The ten electrical bicycles are not yet in place. F Real time display Installation of real time displays for busses and trains in the stair wells of buildings. It is an incentive to use public transports. It is also a visible measure that adds to the Inception report LIFE+ 9

10 sustainability profile of the area. The first 20 monitors are bought and will be installed in eight of the buildings. The rest of the monitors will be bought and installed during G Demonstration apartment An apartment or room for demonstration of the CLICC concept will be established. It will be placed in the apartment where the board meetings are held and visitors and inhabitants come to visit the personnel. It is a place to demonstrate the technical solutions and installations, as well as to display the project results in all terms. It will be used during and after the project for practical demonstrations to households, site visits from external stakeholders and during the CLICC-fair, se Action 6. Budget needs to be allocated for this sub-action, since the demonstration apartment needs equipment, which will cost money. It will be transferred from some of the other subactions, more details on that are in the amendment request. The total budget and contribution will not be changed. Objective Will achieve Yes/No Indicator Achieved so far Reduced total carbon dioxide Yes 15 % - 15 % emissions Reduced energy consumption for Yes 15 % - 15 % heating and hot water Energy from sun collectors Yes 1% - 1 % reduces external energy use Reduced short distance car transports Yes km per year Reduced water consumption 30 % - 30 % Reduced household waste to 100 % % landfill A storm water system Yes - Yes A business model that creates Yes - Yes incentive to reduce consumption of water A plan for multifunctional use of use storm water Will achieve by end of project km per year Yes - Yes Reduced operational costs (water, heating, waste etc) Yes - Yes Action 5: Communication and dissemination The communication and dissemination of the project has begun. EU networking and Presentation of project and results on conferences and in media (sub-actions E and F), has begun and will continue throughout the project, and also after the project has ended. Inception report LIFE+ 10

11 The project website is running: (also available via It is updated continuously. Visitor statistics is collected. To raise the news value on the page, news feed from the associated beneficiary Hilda s homepage is incorporated. That homepage is dedicated to the sustainable renovations at the site, and is found at: Some information material has been produced, but only for internal or semi-internal use. There will be roll-ups produced before summer. The leaflets and brochures will be produced once the new beneficiary structure is approved upon by the European Commission. This is a safety measure, avoiding having to re-print if the new partners are not approved of. Some first contacts have been taken with other property owners for dialogue meetings. There will be dialogue meetings in the part of Malmö where Hilda is situated, and supposedly the CLICC project can have a place in that context. Associated partner Hilda has received several study visits where the project has been communicated. Information activity Number of copies Language Date Roll-ups, 4 different 1 of each Swedish May 2011 Invitation climate 750 Swedish April 2011 coaches Presentation BSHF study visit 1 time English May 2011 Objective Will achieve Yes/No Indicator Achieved so far Will achieve by end of project Project homepage Yes Number of hits Information material Yes 4 roll-ups Roll-ups and brochures Site visits to demonstration sites Presentation in media and on seminars Yes Number of visits 5 50 Yes Number of publications and presentations 1 10 Yes - Yes Model for CLICC agreements CLICC agreements Yes Number of signed - 10 agreements CLICC residential fair Yes Number of visitors and seminar Layman s report Yes - Yes Inception report LIFE+ 11

12 3.1.6 Action 6: Project management The Environment department at the City of Malmö has employed a project coordinator. A project secretary was pointed out at the department. These two form the project team, together with the project leaders from the associated beneficiaries. These were picked by the partners, to be the most relevant representatives in the project team. At the Environment department, a communication coordinator is employed, and a financial coordinator will be employed in the next few months. These will not be part of the project team but support the project coordinator and project secretary in communication respective economic issues. The project coordinator and the project secretary attended the Kick-off for LIFE projects in London on the 11 th of January, A kick-off meeting for the project was held on September 23, Representatives for all partners participating in the project at the time attended the meeting (City of Malmö, Hilda and Stena).The project and the partners and their contributions were presented. The second project meeting was held the 20 th of October, The project coordinator gave information to the associated beneficiaries on the economic and administrative routines in the project. Short reports on the proceedings of the actions were given. A third project meeting was held on January 12, 2011.The meeting took place at the partner Hilda. Each partner reported on the progress in the project. The partner Stena Fastigheter AB had thoughts about maybe leaving the project, but the final decision was not taken. In between these project meetings, meetings with work groups from one or more of the partners were held. The purpose of these meetings was to solve specific problems or enhance the communication and cooperation in specific areas. The steering group has not yet been formally formed. The participators from each beneficiary have been chosen, and the contact between them is established. The first meeting will be held in June Action 7: Monitoring and evaluation of results Action 1. The collection of household data has begun at Hilda. The baseline for data from the buildings is collected. Action 2. Since the CLICC monitor is not yet running, there has only been a very small amount of data collected. Data on the participation on meetings and workshops are collected for each occasion. Action 3 and 4. The installations are not finished and thus the data collection has not started. Action 5. Different communication strategies are tried. The number of participants at activities is the quantifiable measure used to evaluate the success of the strategy Inception report LIFE+ 12

13 chosen. Different strategies are compared and discussed in order to find the best communication strategy for each kind of event. Visitors to the homepage are counted. 3.2 Envisaged progress until next report Beneath follows a presentation of the progress for each action until August 31, 2012, when the mid-term report is due. Action 1 The adaptation of the Klimatkontot into CLICC monitor is completed. It is implemented to define the status of the households carbon footprint. Action 2 A satisfactory amount of climate coaches are recruited and trained. They have established contact with the other inhabitants and action plans for households are made. The awareness of the CLICC project, monitor and program is high, as well as the awareness and acceptance of the climate coaches. Action 3 The action is divided into two actions, one for MKB Fastighet AB and one for HSB brf Arvid. The work with the sub-actions proceeds according to plan. Action 4 The installation of the water meters is continued, as well as of the monitors. Electrical bicycles are bought and the preparations of the sun power system have started. The planning of the open storm water system is continued. More equipment is installed in the apartments. Action 5 There have been a number of site visits on Hilda, Augustenborg and Arvid, with local, national and international visitors. The dialogue meetings with individual inhabitants as well as with organisations representing the inhabitants have started by the end of 2011, and two more meetings are held during Information material in Swedish and English is produced during the autumn of The website is continuously updated as the project progresses. Action 6 The new partners are fully introduced into the project by the beginning of autumn A couple of project group meetings are held every sixth months. The steering group is formed, a first meeting is held in June 2011, and meetings are held three or four times per year. Action 7 The baseline data in Action 1 is collected during autumn 2011, and the data to compare households emissions (Action 2) are collected from that same time, and continuously. The collection of data in Actions 3 and 4 (at that time Actions 3, 4 and 5) has started. Inception report LIFE+ 13

14 Number and name of action Overall project schedule 1 Measurement of households CO2 footprint 2 Reduction of households CO2 footprint 3 Climate renovations at Stena 4 Climate renovations at Hilda 5 Communication and dissemination 6 Project management T 4T 1T 2T 3T 4T 1T 2T 3T 4T 1T 2T 3T 4T 1T 2T 3T 4T Proposed Start Inc Rep Actual X X Proposed Actual Proposed Actual Proposed Actual Proposed Actual Proposed Actual Proposed Actual Mid Rep Prog rep2 Fin Rep 7 Monitoring and evaluation 4. Financial part 4.1 Putting in place of the accounting system The partners have put up specific accounts for the project, as to facilitate traceability of all costs originating from the project. 4.2 Continued availability of co financing For partners City of Malmö and HSB brf Hilda the acquired amount of co financing is still available. Also for the proposed project partners MKB Fastighets AB and HSB brf Arvid, the acquired amount of co financing is available. 4.3 Costs incurred There are deviations from the original plan in terms of cost incurred, caused by the exchange of partners. These changes are explained in the Amendment request soon to be sent to the Commission. Referring to the table below: Out of the total budget, 18 % was spent while 17 % of the project period has passed. But, there are large discrepancies between the budget posts. This is expected, since the activities in the project naturally will occur at a later stage of the project. The exception is Equipment, where as much as 23 % of the budget was spent. This is also expected, since the renovations of the buildings started at an early stage in the project. Inception report LIFE+ 14

15 Budget breakdown categories Total cost in Costs incurred % of total costs from the start date to in 1. Personnel ,1 2. Travel and subsistence ,3 3. External assistance ,7 4. Durable goods Infrastructure Equipment ,3 Prototype Land purchase / long-term lease Consumables ,6 7. Other Costs ,2 8. Overheads TOTAL ,0 Action number and name Foreseen costs Spent so far Remaining Projected final cost Action 1 Monitoring households footprints Action 2 CLICC programme to reduce households carbon footprint Action 3 Test and demo of climate renovation Stena Action 4 Test and demo of climate renovation Hilda Action 5 Communication and dissemination Action 6 Project management Action 7 Monitoring and evaluation TOTAL Inception report LIFE+ 15

16 The figures in the above table differ somewhat from the figures in Form FB, in the Grant Agreement. First, the post for infrastructure was wrongly assigned to Action 3, and hence transferred to Action 4. Secondly, the costs for Equipment in Action 3 and Action 4 were mixed up. That is now corrected. Third, one post under the category Other costs was wrongly assigned to Action 3, and is now transferred to Action 5. The projected final costs for each action are left unchanged. In the amendment request soon to be sent to the European commission, the budget in Action 3 (assigned to previous partner 3 Stena Fastigheter AB) will be divided. The budget room will be used by the two new proposed partners and the two remaining partners. 5. Annexes 5.1 Partnership agreement 5.2 Deliverables 5.3 Inventory report on existing methods to measure households carbon footprint 5.4 Output indicators table 5.5 Communication plan 5.6 Information material Presentation for Building and Housing Social Foundation Roll-ups Invitation to climate coaches Inception report LIFE+ 16