Conseil UE Council of the European Union Brussels, 28 November 2016 (OR. en) 14936/16 LIMITE PUBLIC CORLX 464 CSDP/PSDC 676 CFSP/PESC 962 CIVCOM 230 'I/A' ITEM NOTE From: To: Subject: General Secretariat of the Council Permanent Representatives Committee/Council Draft Council Decision establishing a European Security and Defence College (ESDC) and repealing Council Decisions 2013/189/CFSP and 2015/2310/CFSP - adoption 1. On 23 June 2008 the Council adopted Joint Action 2008/550/CFSP establishing a European Security and Defence College (ESDC). That Joint Action was replaced by Decision 2013/189/CFSP. That Decision entered into force on 1 April 2013. 2. On 15 July 2016, the ESDC Steering Committee agreed on recommendations on the future perspectives of the ESDC. 3. On 28 November 2016, the Foreign Relations Counsellors Working Party (RELEX) reached agreement on a draft Council Decision establishing a European Security and Defence College and repealing Council Decisions 2013/189/CFSP and 2015/2310/CFSP and on the accompanying Budgetary Impact Statement. 14936/16 MC/jh 1 DGC 1 LIMITE EN
4. In these circumstances, COREPER is invited to: - confirm the agreement on the draft Council Decision, and endorse the Budgetary Impact Statement related to it as set out in the Annex to this note; - recommend that the Council adopt the draft Council Decision establishing a European Security and Defence College (ESDC) and repealing and repealing Council Decisions 2013/189/CFSP and 2015/2310/CFSP as set out, after finalisation of the text by the legal/linguistic experts, in document 13326/16; - decide to publish the above-mentioned draft Council Decision in the Official Journal. 14936/16 MC/jh 2 DGC 1 LIMITE EN
ANNEX BUDGETARY IMPACT STATEMENT 1. BUDGETARY IMPACT STATEMENT POLICY AREA: EXTERNAL RELATION ACTIVITY: COMMON FOREIGN AND SECURITY POLICY TITLE OF ACTION: COUNCIL DECISION (CFSP) 2016/XXX OF XX/XX/2016 ESTABLISHING A EUROPEAN SECURITY AND DEFENCE COLLEGE (ESDC) REPEALING COUNCIL DECISIONS 2013/189/CFSP AND 2015/2310/CFSP 1. BUDGET LINE(S) CONCERNED + HEADING(S) 19 03 01 04 Other CSDP missions 2. LEGAL BASIS Treaty on European Union, in particular Articles 28, 42(4) and 43(2). Treaty on the Functioning of the European Union, in particular Article 317. The EU funds allocated to this action shall be implemented by the European Security and Defence College according to the Regulation (EU, EURATOM) No 966/2012 of the European Parliament and the Council of 25 October 2012 on the financial rules applicable to the general budget of the Union, in particular Part I Titles V and VI and Part II Title IV; and to Commission Delegated Regulation (EU) 1268/2012 of 29 October 2012 on the rules of application of Regulation 966/2012, in particular Part I titles V and VI and Part Two title II" 14936/16 MC/jh 3
3. OVERALL FIGURES FOR THE FINANCIAL YEAR (IN EUROS) 3.a. - Current year Commitments Payments Initial appropriation for the financial year Supplementary budgets 148,770,000.00 116,835,000.00 0 0 Transfers -53,000,000.00-30,000,000.00 Total appropriation 95,770,000.00 86,835,000.00 Utilisation at Date 03/10/2016 54,474,614.39 47,006,290.56 Balance available 41,295,385.61 39,828,709.44 Total for the measure proposed 0 0 3.b. - Carryovers Commitments Payments Carryovers 2,906,277.18 1,317,929.37 Utilisation at Date 03/10/2016 1,102,385.61 1,317,929.37 Balance available 1,803,891.57 0 Total for the measure proposed 700,000.00 0* * Payments shall be made after the start of the implementation period in January 2017. 4. DESCRIPTION OF THE ACTION According to Article 2 of Decision (CFSP) 2016/XXX, the ESDC shall provide training and education in the field of the Union's Common Security and Defence Policy (CSDP) in the wider context of the Common Foreign and Security Policy (CFSP) at the European level in order to develop and promote a common understanding of CSDP/CFSP among civilian and military personnel, and to identify and disseminate best practice in relation to various CSDP/CFSP issues through its training activities ('ESDC training activities'). 14936/16 MC/jh 4
According to Article 3 of that Decision, the objectives of the ESDC shall be the following: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) to further enhance the common European security and defence culture within the EU and to promote the principles laid down in Art. 21 (1) TEU outside the EU; to promote a better understanding of CSDP as an essential part of CFSP; to provide Union instances with knowledgeable personnel able to work efficiently on all CSDP/CFSP matters; to provide Member States' administrations and staff with knowledgeable personnel familiar with Union policies, institutions and procedures in the field of CSDP/CFSP to provide CSDP Missions' personnel with a common understanding of CSDP Missions' functioning principles and a sense of common European identity; to provide training responding to training needs of CSDP missions and operations; to support Union partnerships in the field of CSDP/CFSP in particular partnerships with those countries participating in CSDP missions; to support civilian crisis management including in the field of conflict prevention, civilian crisis management, stabilisation/development; to promote the European Initiative for the Exchange of Young Officers: to help promote professional relations and contacts among training participants; Where appropriate, attention shall be paid to ensuring consistency with other activities of the Union. 14936/16 MC/jh 5
The Project will be funded by EU financial contribution and contributions in kind by Member States as follows: Financial Contributions (in ) 2016 EU Contribution: 700,000.00 Bilateral contributions by Member n/a States [indicate acronyms of MS]: Bilateral contributions by nonmember states: [indicate names of n/a non-ms] TOTAL 700,000.00 Contributions in Kind EU Member States and Institutions Non-EU participants Member States contribute to the mission by seconding 7 staff members and covering their costs including salaries and medical expenses. Member States' institutes will provide facilities for courses/ seminars and co-financing some of the publications (Austria). EEAS provides: - Office space and equipment for the staff of the ESDC in Brussels; - 2 secondments: - the Head of the ESDC - the Assistant; - Administrative Support CSDP partnership countries will provide facilities for courses/seminars as appropriate 14936/16 MC/jh 6
5. METHOD OF CALCULATION ADOPTED 5.1 Calculation of main costs by heading 5.1.1 Heading 1: Human resources (EUR 388,991.41) In accordance with Article 13 paragraph 1 of Council Decision (CFSP) 2016/XXX of xx 2016, the ESDC staff shall consist of: a) Staff seconded to the ESDC by Union institutions, the EEAS and Union agencies; b) National experts seconded to the ESDC by Member States; c) Contracted staff under Belgian law when no national expert has been identified for the position of administrative and financial expert and following approval by the Committee. The following ESDC staff is foreseen for the next budgetary period: Current Staffing on Type Budgeted 2016 Budgeted 2017 03/10/2016 Head of ESDC 1 (not covered under the budget) Assistant to the ESDC 1 (not covered under the budget) Seconded Staff Seconded Staff (cost free) Contract agent (Group III) (pour mémoire) 6 1 (from The Netherlands)* x 7 x 6 MS seconded staff: currently from Austria, Cyprus, Germany, Italy, Romania, Sweden Total = 7 7 6 *contract terminated with effect from 31 July 2016 The reinforcement of the ESDC staff will consist of one additional SNE to fill the post as administrative and financial assistant. If no SNE is identified for this post during the 2017 budgetary period, it is foreseen to recruit instead a contract agent under Belgian law during the following budgetary period in 2018. The final budgetary impact may vary depending on the selected candidate. x x x 14936/16 MC/jh 7
5.1.1.1 Entitlements of seconded staff Salaries, expenses for medical check and travel related to taking office and upon termination of the seconded staff are covered by the seconding state and/or institution, respectively. High risk insurance and daily allowances (per diem, hardship and risk) for seconded personnel are covered by the budget of the ESDC. The Union Staff Regulations remain applicable for personnel seconded to the ESDC by European Union Institutions, including for contracted staff paid from the ESDC budget. According to Article 13 paragraph 3 of Council Decision (CFSP) 2016/XXX, the Decision of the High Representative of the Union for Foreign Affairs and Security Policy of 23 March 2011 establishing the rules applicable to National Experts seconded to the European External Action Service (EEAS) 1 shall be applicable mutatis mutandis to national experts seconded to the ESDC by Member States. This Decision was subsequently amended by the Decision of the High Representative of 4 February 2014 (HR DEC(2014)1) and by the Decision of the Chief Operating Officer of the EEAS of 15 May 2014 (EEAS DEC(2014)021) and adjusted by Decision ADMIN(2015)52 of 16 December 2015 with regard to allowances. According the above mentioned HR Decision, three types of entitlements are payable to the staff seconded by the Member States to the ESDC: 1) Daily allowances (Article 16 of the HR Decision, as amended): "An SNE shall be entitled to a daily allowance throughout the period of secondment. Where the distance between the place of origin and the place of secondment is 150 km or less, the daily allowance shall be EUR 32.95. Where the distance is more than 150 km, the daily allowance shall be EUR 131.76." At the moment, all the six National Experts seconded to the ESDC are entitled to the daily allowance of EUR 131.76. 2) Monthly allowances (Article 16 of the HR Decision, as amended), the amount of which depends on the distance between the place of origin and the place of secondment, as follows: 1 OJ C12, 14.1.2012, p. 8 14936/16 MC/jh 8
Distance between place of origin and place of secondment (in km) Amount in EUR ESDC SNEs foreseen to stay during the entire budgetary period 1 January 2017 31 December 2017 0-150 0.00 > 150 84.69 > 300 150.56 > 500 244.68 > 800 395.25 2 SNE from Austria and Germany > 1,300 621.10 2 SNEs from Italy and Sweden > 2,000 743.46 3 SNEs from Cyprus and Romania and one SNE to be recruited 3) Travel expenses (Article 18 of the HR Decision, as amended): An SNE whose place of recruitment is more than 150 km from the place of secondment shall be entitled to reimbursement of travel expenses in accordance with the relevant rules and conditions in force in the EEAS. Travel expenses are payable upon the beginning and at the end of the secondment. Since all the secondments are expected to be continued through the budgetary period and beyond, the travel expenses line is limited to the travel of the SNE who will be recruited. 5.1.1.2 Insurances All the seven SNEs and the contracted staff are covered by an insurance equivalent to that covering the SNEs to the EEAS (EUR 0.23 per day and person). The budget for human resources is outlined below: Heading 1: Human resources Unit Nb Unit cost Total cost 1.1 Daily allowances 1.1.2 Daily allowances : per diem 365 * 7* Euro 131.76 Day 2,555.00 131.76 336,646.80 1.2 Monthly allowances 1.2.1 3 SNE 2000 km: 3 * 12* Euro 743.46 Month 36.00 743.46 26,764.56 1.2.2 2 SNE > 1300 km: 2 * 12 * Euro 621.1 Month 24.00 621.10 14,906.40 1.2.3 2 SNE > 800 km: 2 * 12 * Euro 395.25 Month 24.00 395.25 9,486.00 1.2.4 Travel expenses (at the beginning of secondment) based on Article 18 of HR Decision, as amended) Lump sum 1.00 600.00 600.00 1.3 1 Contract Agent category III (under Belgian law - pour mémoire ) 0 0.00 0.00 0.00 1.4 Insurance for all 7 SNEs Day 365.00 0.23 587.65 Total Heading 1 388,991.41 14936/16 MC/jh 9
5.1.2. Heading 2: Missions of SNEs (EUR 55,800.00) All mission expenditure for the missions conducted by the SNEs is covered by the budget. The mission expenditure includes transportation, per diems and accommodation. The missions carried out by the Head of the ESDC will be covered by the EEAS. The rates are based on the Guide to Missions for Officials and Other Servants of the European Commission (Article 71 of the Staff Regulations and Articles 11 to 13 of Annex VII to the Staff Regulations). These missions relate to the support of training activities outside Brussels, organisation and conduct of meetings of the Executive Academic Board and its different configurations (currently: Implementation Group, SSR Board, elcip and working group on Pre-deployment training), faculty sessions related to preparation of specific courses, specific projects with network members (e.g. IDL) and co-operation with external training actors. The estimate covers about 45 missions to European destinations and to CSDP partnership countries outside Europe, subject to the development of EU's partnerships in this field, as listed below: a) 2 missions with a duration of up to 9 days to specific courses/course modules including faculty sessions; b) 13 missions with a duration of up to 5 days to specific courses/course modules including faculty sessions related to these courses/modules and activities in the context of specific training programmes (currently for Western Balkan and EaP); c) 10 missions with a duration of up to 3 days to other ESDC standard training activities taking place at the location of the network institutes; d) 5 missions of about 2 days related to the work of the Executive Academic Board and its different configurations; e) 5 missions of about 2 days related to the development and running of the IDL System; f) 10 missions of about 2 days to conferences/activities of network members, co-operation with other partners and external training actors and international training-related conferences (e.g. European Association of Peace Operation Training Centres/EAPTC, imaf). 14936/16 MC/jh 10
Travel costs are based on an average estimation of EUR 500.00 per intra-european flight and flights to CSDP partnership countries. An average estimation, based on the EU Guide to Missions, has also been made for accommodation (EUR 130.00) and daily subsistence allowance (EUR 90.00). The summary of the calculation is provided below: Heading 2 : Operational missions of SNE staff Unit Nb Unit cost Total cost 2.1 About 45 different missions including to CSDP partnership countries 45 * Euro 500 return ticket 45.00 500.00 22,500.00 2.2 Overnight accommodation 135 * Euro 130 Night 135.00 130.00 17,550.00 2.3 Dailly subsistence allowance 175 * Euro 90 Day 175.00 90.00 15,750.00 Total Heading 2 55,800.00 5.1.3 Heading 3: Activities (EUR 222,000.00) The heading covers the following categories of activities: 5.1.3.1 Sub-heading 3.1: Support and conduct of Training Activities 5.1.3.1.1 Financial Support for co-financing of about 60 regular training activities and 5 pilot activities hosted by Member States' institutes/training actors This sub-heading covers training activities in support of EU mission/operation staff and of the EU crisis management tools (such as, e.g. EU Pool of SSR experts). These activities are conducted by ESDC network members either in Brussels or at their location or any other place. The activities are aimed at training the staff and experts working in the relevant Ministries and Delegations of Member States, the HQs of EU missions/operations, or staff who are going to be deployed directly to EU missions/operations. These activities can also be devoted to capability development in partner countries (e.g. EaP, SAP or Latin-America) or in support of the strategic dialogue with third countries (e.g. with ASEAN-countries, South-American countries, League of Arab States or with CHN). 14936/16 MC/jh 11
These activities constitute the main part of the annual ESDC academic programme, comprising currently about 100 different training activities annually (including the activities run under the European initiative for the exchange of young officers). The co-financing (with the relevant Member State/network institute) includes the following costs: travel expenses for lecturers, experts and trainers; costs of a networking event; rent of conference facilities and other related costs. This sub-heading will allow the co-financing of approximately 60 regular training activities and 5 new pilot activities. An overall amount of 164,000.00 EUR is foreseen for the co-financing of training activities. This includes a reserve not exceeding EUR 3,750.00 within the overall amount for co-financing, for the renting of a venue facility in Brussels in case venues in the EU Institutions are not available. 5.1.3.1.2 Financial support for organising and conducting of 2 training activities in Brussels which no network member volunteers to host This sub-heading covers specific training activities foreseen within the annual academic programme of the ESDC and conducted in support of EU mission/operation staff. These activities are financed by the ESDC budget in the following cases: no national network member volunteers to host an activity or the conduct of an activity relies essentially on the expertise of the relevant EU institutions and agencies. One such activity, with up to 50 participants, is a course on Fragility, Security and Development in a changing world with DG DEVCO. As such, this activity also serves to strengthen the ties between the ESDC and EU structures. The total estimate of the costs for the event is EUR 6,000.00 and covers fees for external experts and trainers, costs of networking events and other administrative support. 5.1.3.1.3 Financial support for organising and conducting an annual networking conference This subheading covers the costs for the conduct of an annual ESDC network conference back to back with the EAB in November in Brussels, as foreseen in the Art 4 Para 3. (h) of the Council Decision 2013/189/CFSP. Accordingly, expenses to be covered might include costs for a suitable conference facility (in case there will be no cost-free facility of the Council or Commission available), coffee breaks and a networking reception. Estimate of maximum spent is EUR 3,500.00. 14936/16 MC/jh 12
5.1.3.1.4 Financial support for organising and conducting an alumni conference The conduct of an alumni conference in cooperation with the alumni organisation of the ESDC and with EU ISS, back to back with the main meeting of the EAB is planned for February 2017. The alumni conference will focus on the course participants of all CSDP HLC, SMLC and the modular courses such as the POLAD and LEGAD courses. Approximately hundred participants are expected to join this event. Expenses will relate to hosting a social event in the evening and possibly a suitable conference facility (in case there will be no cost-free facility of the Council or Commission available) for the conduct of an academic programme including different panels dealing with recent CSDP issues. Estimate of maximum spent is EUR 3,500.00. 5.1.3.1.5 Development, subscription, maintenance, review and revision of IT tools required in support of ESDC training activities This sub-heading covers costs related to specific IT support for ESDC training activities. In particular, the sub-heading will cover the expenses related to the use of Survey Monkey (for course evaluations), Constant Contact (for registration for ESDC activities such as the network conference, alumni event, EAB meetings) and for the maintenance and running of the ILIAS platform for elearning activities. EUR 2,000.00. 5.1.3.1.6 Transportation of training material This sub-heading covers transportation of training material between the ESDC Secretariat and the course venues in Brussels. This is in particular the case when larger groups of participants attend the course and transportation on foot is not an option due to the volume and weight of the course material. The total amount of the expenses is estimated at EUR 1,000.00. The costs for sub-heading 3.1 are summarised below: Sub-Heading 3.1 : Support and conduct of Training Activities Unit Nb Unit cost Total cost 3.1.1 Financial support for co-financing of about 60 regular training activities and 5 pilot activities hosted by Member States' institutes/training actors Lump sum 65.00 2,523.08 164,000.00 3.1.2 Financial support for organising and conducting of 2 training activities in Brussels which no network member volunteers to host Lump sum 2.00 3,000.00 6,000.00 3.1.3 Financial support for organising and conducting an annual networking conference Lump sum 1.00 3,500.00 3,500.00 3.1.4 Financial support for organising and conducting an alumni conference Lump sum 1.00 3,500.00 3,500.00 3.1.5 Development, subscription, maintenance, review and revision of IT tools required in support of ESDC training activities Lump sum 1.00 2,000.00 2,000.00 3.1.6 Transportation of training material Lump sum 1.00 1,000.00 1,000.00 Total Sub-Heading 3.1 180,000.00 14936/16 MC/jh 13
5.1.3.2 Sub-heading 3.2: Support of developing training material/visibility 5.1.3.2.1 Series of handbooks Handbooks are distributed to course participants and used by them as a kind of manual when they work in their posts in the field of CSDP. They are also used by a wider audience working in CSDP. Among others, a reprint of a third edition of the CSDP Handbook and a second edition of the Handbook on Missions and operations is planned. The Handbook series is a joint and shared effort together with the Austrian Ministry of Defence and Sports. Costs relate therefore basically to the lay-out, materials and print. The costs shall be shared between the ESDC and the Austrian Ministry of Defence and Sports (Armed Forces Printing Center). To cover these costs, the ESDC shall sign a contract with the Austrian Ministry of Defence and Sports. This budget line will also cover the costs for the revision, design and printing of an ESDC leaflet with basic information to be distributed to the course participants, visitors and other interested parties. 5.1.3.2.2 Other publications and measures to enhance the ESDC's visibility Effective functioning of a network college requires sound information to all network institutes, potential newcomers and other EU internal and external stakeholders co-operating in the network system. To this end, other publications and measures are planned to enhance the college's visibility in and outside the EU. Costs relate basically to the design, print and distribution of the material. In particular, the ESDC will participate together with EDA, EU ISS and Egmont in a competition for PhD research in the field of security and defence. The ESDC would contribute EUR 1,000.00 to the prize money. 5.1.3.2.3 Supporting material This budget line is foreseen to cover the costs of printing the certificates for courses in Brussels, welcome packages for course participants, ESDC roll-ups, IDs for course participants including badges and lanyards (for access to conference facilities); production and distribution of public relations material, etc. which will enhance the ESDC's visibility. 14936/16 MC/jh 14
5.1.3.2.4 Development, review and revision of IT tools in support of ESDC visibility This budget line covers the cost for the development, maintenance, review and revision of the ESDC website and the website dedicated to the European initiative for the exchange of young officers. This budget line may also be used for any maintenance or upgrading necessary on the ESDC-owned server on which the e-learning platform is run. The costs for sub-heading 3.2 are summarised below: Sub-Heading 3.2: Support of developing Training Material/Visibility Unit Nb Unit cost Total cost 3.2.1 Series of Handbooks Copy 4,545.45 5.50 25,000.00 3.2.2 Other publications and measures to enhance the ESDC's visibility Lump sum 1.00 5,000.00 5,000.00 3.2.3 Supporting material Lump sum 1.00 4,000.00 4,000.00 3.2.4 Development, review and revision of IT tools in support of ESDC visibility Lump sum Lump sum 8,000.00 8,000.00 Total Sub-Heading 3.2 42,000.00 5.1.4. Heading 4: Running expenditure (EUR 20,000.00) The heading covers the following costs: Heading 4: Running expenditure Unit Nb Unit cost Total cost 4.1 Audit and Financial costs (incl. Bank charges) Lump sum 1.00 14,000.00 14,000.00 4.2 External Accounting Services in accordance with Article 8 (3) of the Annex to the Council Decision Day 8.00 625.00 5,000.00 4.3 Team building activity Lump sum 1.00 1,000.00 1,000.00 Total Heading 4 20,000.00 5.1.5. Heading 5: Representation (EUR 1,000.00) Representation costs are covered up to EUR 1,000.00. 5.1.6 Heading 6: Contingencies (EUR 12,208.59) The contingency reserve, which shall be used only with a prior written approval of the Commission, is around 1.8% of total direct costs or EUR 12,208.59. 14936/16 MC/jh 15
5.2 Itemised breakdown of cost (indicative) Budget heading Current budget (12 months) Current budget pro rata per month Proposed budget (12 months) Proposed budget pro rata per month 1. Personnel costs 328,392.90 27,366.08 388,991.41 32,415.95 2. Missions 46,880.00 3,906.67 55,800.00 4,650.00 3. Activities 223,500.00 18,625.00 222,000.00 18,500.00 4. Running expenditure 4. Capital expenditure 18,800.00 1,566.67 20,000.00 1,666.67 0 0 0 0 5. Representation 1,000.00 83.33 1,000.00 83.33 Sub-total (1-5) 618,572.90 51,547.74 687,791.41 57,315.95 Contingencies 11,427.10 952.26 12,208.59 1,017.38 Total 630,000.00 52,500.00 700,000.00 58,333.33 The authorising officer responsible is hereby authorised to vary each of the above amounts related to the budget according to exact operational requirements and possibilities and in keeping with sound financial management, while not exceeding the overall amount of the financing decision. 6. SCHEDULE OF PAYMENTS (IN EUROS) Line Value Year n Year n+1 Year n+2 Year n+3 Subsequent years 19 03 01 04 700,000.00 0 700,000.00 14936/16 MC/jh 16