LIFE09/NAT/LT/000234 Mid-term Report Covering the project...

LIFE Project Number

LIFE09/NAT/LT/000234

Mid-term Report Covering the project activities from 01/10/2010 to 29/10/2012

Reporting Date

29/10/2012

LIFE+ PROJECT NAME or Acronym

DENOFLIT

Data Project Project location Lithuania

Project start date: 01/10/2010

Project end date: 31/03/2015

Total budget € 1.569.699

EC contribution: € 784.849

(%) of eligible costs 50

Data Beneficiary Name Beneficiary Klaipeda University

Contact person Mr. Darius Daunys

Postal address H. Manto 84, LT-92294 Klaipeda, Lithuania

Telephone (+370) 46 398874

Fax: (+370) 46 398845

E-mail [email protected]

Project Website www.corpi.ku.lt/denoflit

Mid-term report LIFE+ 2

Table of contents 1. Executive summary ....................................................................................................................... 3

1.1. General progress ..................................................................................................................... 3 1.2. Problems encountered ............................................................................................................ 4 1.3. Assessment as to whether the project objectives and work plan are still viable .................... 5

2. Administrative part ........................................................................................................................ 5 2.1. Project management and coordination ................................................................................... 5 2.2. Project management structure ................................................................................................ 6 2.3. Reporting and delivered reports ............................................................................................. 6 2.4 National co-financing.............................................................................................................. 6 2.5. Modifications ......................................................................................................................... 7 2.6 External Monitoring ................................................................................................................ 7

3. Technical part ................................................................................................................................ 8 3.1. Milestones and deliverables ................................................................................................... 8 3.2. Actions ................................................................................................................................ 11 3.3. Envisaged progress until next report .................................................................................... 21 3.4. Impact ................................................................................................................................... 22 3.5. Outside LIFE ....................................................................................................................... 23

4. Financial review .......................................................................................................................... 23 4.1. Expenditures by actions ....................................................................................................... 24

5. Annexes ....................................................................................................................................... 32


1. Executive summary 1.1. General progress Project administration. Project kick-off meeting took place in November, 2010 and another two separate meetings for administrative issues and implementation of technical actions have been organized separately in January and February 2012. Project management retained the same structure and composition as fixed during kick-off and there were no changes applied in the management scheme. Six interim reports on status of associated beneficiaries expenditures within periods of 3-4 months have been delivered to coordinating beneficiary and reviewed for their validity and eligibility by project management team.

The contract for national co-financing from the Lithuanian Ministry of Environment (MoE) was signed in April, 2012 only, however long preparation process and late contracting did not affect ongoing implementation of project activities. The first co-financing payment was received in May and project financial obligations currently are secured by national co-financing schedule, constructed according to the project activities and spending forecast.

During the project two technical changes have been introduced into the project budget and corresponding amendments have been signed between involved project partners. These changes did not affect distribution of the costs neither between actions nor budget categories (for details see section 2) and proved to be efficient for timely implementation of project tasks.

Implementation of technical actions. The project is progressing with 9 actions out of 14 as planned in the workplan. Project website was designed, uploaded and made operational in January 2011. Till now website attracted 175 visits on average per month.

Four experts have been contracted for acting in the External Expert Team and contributing to the scope of all three inventory actions. The first expert meeting was organized in October, 2011 and delivered first recommendations on methodological issues of project surveys.

Currently main activities and efforts are accumulated into inventory actions (acoustic mapping in A1, fish inventories in A2, bird surveys and satellite telemetry in A3) which serve core information for other project actions and overall project results. All field activities met different challenges during implementation and actions A1 and A3 experienced delays due to problems in operation of acoustic equipment (A1) and renting ships (A3) (see details in section 1.2). These problems have been resolved and currently actions are progressing in the full extent. Several methodological changes will be also introduced during forthcoming season in action A3 (Bird inventory) in order to increase efficiency in capturing birds and rise the number of tracked birds. Two sets of acoustic equipment and two ships are currently involved into habitat mapping works in order to compensate the delay. Similarly, waterbird surveys will be carried out intensively during the next 6 months. According to our estimation, implemented measures should result in developed habitat, bird and fish distribution maps by the end of April, 2013 enabling their presentation during next External Expert meeting preliminary fixed for May 2013.

From the overall project perspective these changes, however, can be adopted by the existing project plan and actions A4 (Site evaluation) and A5 (Legal designation of Natura 2000 sites) can still proceed as originally foreseen.

Financial situation. During reporting period the project expenditures accounted for 32% of the total project budget, and about 77% of the total costs so far have been associated with implementation of A1-A3 (A1 Habitat inventory, A2 Fish inventory, A3 Bird inventory) actions. According to distribution of costs between budget lines the major expenses are being reported for equipment (36% of the total reporting costs) and personnel (35%). Currently all the necessary equipment has been purchased (58% of the total equipment costs spent) with the most of remaining costs being associated with installation of the Baltic Sea exposition in Marine museum


and not used satellite transmitters due to low success rate of bird captures during previous field season.

Distribution of expenditures between actions indicate 40-60% expenditure level in three field actions (A1-A3) and spending level is increasing considerably each month as these actions are currently progressing in the full extent. From the overall budget perspective, about 77% of the total costs so far have been associated with implementation of three field actions (A1-A3).

Project management (Action E1) accounted for 18% of the total expenditures and currently reached 38% of the planned management costs. This was mainly caused by relatively large efforts associated with equipment purchase and corresponding public procurement procedures. Since approx. 80% of equipment purchase is currently administratively secured (contracts signed) and field activities will reach their final stage in March 2013, relative amount of spent management costs is expected to balance with the overall project expenditure level in 2013. Costs associated with the project website development (Action D1) reached 13% and basically meet initial plans to secure website development funding for publication of data analysis and site evaluation results.

1.2. Problems encountered Technical problems. All technical problems encountered during the project are associated with inventory actions. Action A1 (Habitat inventory) faced technical problems in operation of acoustic equipment and fixing the problem took longer than expected. Currently additional set of acoustic equipment and extra ship are used to compensate the delay caused by technical faults. Similarly, technical difficulties in locating birds in the darkness at sea at low bird density in the area resulted in low number of tracked birds by the project so far (A3 Bird inventory). Powerful searchlight was used for locating the birds and for startling them before capture, therefore it is quite likely that the searchlight itself deterred birds away from the boat. Although this method worked perfectly during training of veterinarian in US, it seems the method has some limitations under low density of birds in the area as it was the case during previous field season. In order to overcome these shortcomings at least partly, modern night vision equipment instead of planned CODA netgun is foreseen for use in locating birds during the second bird capture season (2012 autumn – 2013 spring). This equipment is expected to considerably improve the success of locating and approaching birds, while the searchlight will be used only to startle birds upon approach.

Action A2 (Fish inventory) met timing problems in combining acoustic and trawling surveys with gillnet surveys during the same field trip. It appeared, that extensive workload consisting of acoustics and trawling during night time as well as setting and taking out the gillnets during day time required much higher number of personnel than available project team of biologists and crew members participating in the action. Gillnet and acoustic surveys are currently implemented during individual trips, however this requires higher number of days with suitable weather conditions. In case this does not occur, extensive periods between acoustic and gillnet surveys reduce comparability of the data obtained by these two different methods. On the other hand, in combination with ship repair in August 2012, such separation of acoustic and gillnet surveys ended up in cancelled summer fish inventory survey, which has to be repeated in summer 2013.

Additionally, project could not foresee limitations for gillnet surveys due to intense trawling by commercial vessels in some territories of the project areas. Similarly, trawling surveys have been occasionally limited due to gillnets set by commercial fishery vessels. The project was not able to come up with any solutions, which could minimise the effects of these limitations.

Administrative problems. Although there is no delay in reconstruction of the Lithuanian Sea Museum, the overall progress and timing are under risk since building is included in the list of


culture heritage. This typically requires expanded public procurement procedures, which may take longer than anticipated. On the other hand, public procurements for large infrastructure works may have delays due to court processes initiated by competing companies, which participate in the procurement. Currently the project has no solutions to minimize such risks.

Financial problems. In November 2011 all the accounts of coordinating beneficiary were locked in AB Bankas Snoras, as it was nationalised by the State and soon after announced as being bankrupted. The project received 4.399,41 Eur of insured money during December 2011, while 82.241 Eur or roughly 5% of DENOFLIT budget remain locked. Currently the Klaipeda University is included in the list of creditors, however there is no information on when and if the creditors will receive at least part of locked amount.

The project contacted Ministry of Environment (project co-financer and main recipient of the project results) informing on the current situation with the project account and asking for assistance in resolving this financial situation. After several meetings with official representatives of MoE in March and April 2012 the project contacted the Ministry asking to modify national co-financing rules in a way, which would enable increasing co-financing not only before the official project start, but also during project implementation process. Although the project did not receive official answer yet, positive acceptance of such modification was expressed informally. So far the project technical implementation was not affected by the pending increase in co-financing (except during first half a year after bank bankruptcy, when several invoice payments and equipment purchases have been delayed). The project will keep monitoring team and responsible desk officers updated with the new information as soon as will be received.

1.3. Assessment as to whether the project objectives and work plan are still viable According to the progress of ongoing project actions, project objectives remain viable and generally unchanged. None of the actions did encounter problems which would fundamentally affect achievement of their tasks or aims. However, original implementation timing of few actions needs modifications according to their current progress. Field surveys in A1 (Habitat inventory) are foreseen to be completed by March-April 2013 instead of December 2012 and A3 (Bird inventory) will have to repeat one seasonal survey in summer 2013. These changes, however, can be adopted by the overall project plan and actions A4 (Site evaluation) and A5 (Legal designation of Natura 2000 sites) can still proceed as originally foreseen.

2. Administrative part

2.1. Project management and coordination Project coordination was ensured by project management team of coordinating beneficiary through daily monitoring and management of project activities. Direct communication with associated beneficiaries ensured up to date overview of ongoing actions and control of the fundamental stages of project implementation. All project partners dedicated their time in a regular manner to proceed with the project activities and ensure timely and proficient achievement of foreseen objectives and results. Coordination of tasks proceeded in the framework of program’s requirements and in compliance with national legislation and institutional rules and specifications.

Project kick-off meeting was organized in November 5, 2010 (minutes delivered with Inception report). After a year of project implementation, project management team agreed to organize annual project meeting for technical issues and financial/administration issues separately. Project technical activities meeting took place in Vilnius, January 13, 2012 (Annex 5.6). During the meeting each project action was presented by responsible associated beneficiary. The partners reviewed implementation status of ongoing project activities, discussed existing gaps and


highlighted future steps and visible risks. The meeting also assessed activities timetable for 2012 and agreed on condense future communication between field actions, project management team and dissemination group in order to ensure smooth flow of information to the website as well as between partners leading different actions.

Annual financial meeting part took place in Klaipeda, in February 24, 2012 and it was attended by all financial and administrative representatives of associated beneficiaries (Annex 5.7). Project administrator and project financial manager provided information on project financial status, issues related to bankrupt of bank SNORAS and blocked project account of coordinating beneficiary, related actions and possible solutions, reminded on institutional co-financing obligations and eligibility of expenditures. The meeting also discussed topics related to major reporting mistakes, project budget spending level, obligations of associated beneficiaries to ensure sound financial management of project funds.

2.2. Project management structure Project management retained the same structure and composition as fixed initially during the project kick-off meeting (Figure 1). Overall project management is carried out by project coordination board consisting of project manager and deputy manager assisted by project administrator and project financial manager. Project manager is the main contact point of the project. Each of the mentioned positions is dedicated for coordination of project implementation within their fields of responsibility and, ultimately, achievement of overall project objectives. Project partnership structure remained as settled and detailed in project application form.

2.3. Reporting and delivered reports Within institutional level similar management structure as described in section 2.2 above is applied. Every associated beneficiary delivers interim reports (periods of 3-4 months) to coordinating beneficiary providing up to date status of expenditures. This management format enables proactive monitoring of expenses eligibility and overall spending level of the project. Partners submitted six interim reports from the beginning of the project (October 2010). Provided documents are checked and reviewed for their validity and eligibility by project management team.

Implementing project reporting commitments, the coordinating beneficiary together with associated beneficiaries compiled and delivered project Inception report in May 2011. The report detailed an assessment of initial project objectives and work plan, which were specified as achievable and feasible. The project paid attention and solved all issues raised and addressed in the Commission’s response letter (letter dated from July 06, 2011). 2.4 National co-financing The co-financing contract with Ministry of Environment of the Republic of Lithuania (Annex 5.5) was signed on April 10, 2012. The first payment received on May 2012 and corresponding amounts were transferred to associated beneficiaries. Currently project financial obligations are secured with national co-financing schedule, which is constructed according to the project activities and spending forecast. Delay in signing co-financing contract has not affected project implementation and financial obligations have been handled successfully within the coordinating and associated beneficiaries. 2.5 Modifications


During the project implementation project management team maintained regular communication with project associated beneficiaries to monitor development of financial and technical activities, advised on the evolving issues, exchanged the knowledge and supported ongoing actions. Similarly to the Inception report period (Oct 1, 2010 – April 30, 2011), another budget change was implemented in March 2011. Coordinating beneficiary and associated beneficiary no. 3 (Fishery service under the Ministry of Agriculture), agreed to employ two ship crew members and fish expert for fish acoustic surveys and data analysis at coordinating beneficiary’s institution with subsequent budget reallocation of 18316.00 Eur between the two project beneficiaries. Agreement was undertaken by signing amendment to the partnership agreement, addendum no. 1 on June 8, 2011 (Annex 5.4). Budget changes proceeded within personnel budget line, Actions A1 (Habitat inventory) and A2 (Fish inventory). This change did not affect distribution of the costs neither between actions nor budget categories and proved to be efficient enough for timely implementation of project tasks.

Similar budget reallocation was implemented between coordinating beneficiary and associated beneficiary no. 2 (Nature Research Center) within Action A3 (Bird inventory) (amendment enclosed in Annex 5.3). The action had to replace the originally planned boat for bird satellite telemetry with the boat owned and maintained by Nature Research Center, therefore associated fuel, travel and personnel expenditures (4550.00 Eur.) were reallocated from coordinating beneficiary to the associated beneficiary no. 2. 2.6 External Monitoring A number of consultations related to the project administration issues proceeded with the representative of monitoring team (Mr Rolands Ratfelders). Some of these issues have been addressed to the technical and financial desk officers. The project welcomed the visit of Mr. Rolands Ratfelders on March 12, 2012 (meeting summary enclosed, Annex 5.8). During the meeting project actions were monitored and their implementation status reviewed; administrative and financial issues discussed and considered. The Commission’s addressed comments (response letter in June, 2012) related to project visit were noted and their status detailed in this midterm report.


Figure 1. Project management scheme and responsible experts

3. Technical part 3.1. Project deliverables and milestones Each project action is responsible for one deliverable. Project deliverables and milestones are shown in Tables 4 and 5 below and indicate the project progress after 25 months of running activities. Actual completion dates of individual actions have been updated according to the current progress (see details below in description of actions) and this mainly concerns A1, A2 and A3 inventory actions. In spite of these shifts in completion dates of inventory actions, the overall


aim is to start site evaluation (A4) and designation of NATURA 2000 sites (A5) timely as it was foreseen in the initial project plan. Few discrepancies have been noted during revision of consistency between project timetable, action descriptions and deliverable table in the detailed technical description of actions (part C of the technical application forms) or output indicator forms (part C of the technical application forms).

Five summary protocols are foreseen to result from Action E2 Project monitoring, which foresees active participation of external monitoring team (Advisory Board of experts) in the project implementation process and evaluation of its intermediate and final results. According to the action description, three annual meetings are planned for monitoring of actions A1-A4 by the external expert team consisting of 4 international experts from fields of nature conservation, bird, fish and habitat ecology. Three summary protocols on amount and quality of gained field data, coherence between different actions, and adequacy of data analysis and interpretation are foreseen as being the result of international expert participation in monitoring of project activities. After inventories (Actions A1-A3) will be carried out and site evaluation (Action A4) completed, the role of monitoring group will be transferred to the representatives of the Ministry of Environment of Lithuania, which will participate in other two meeting with project partners. It is planned, that other two summary protocols will concern the process of designation of NATURA 2000 sites and will result from participation of representatives of the Ministry of Environment of Lithuania. This scheme of project monitoring activity and its timetable for the period between project start and the last quarter in 2014 (foreseen in action description and form C3 respectively) is not fully harmonised with the deadline set at 31 May 2013 in form C2 Deliverable products of the project. We suggest to solve this technical discrepancy by shifting actual completion data of this deliverable to 01/12/2014 (Table 4).

Table 4. Current status of project deliverables

Name of the Deliverable Code of the associated

action Deadline

Actual completion

date

Submitted (report, annex)

Habitat distribution map A1 01/12/2012 30/04/2013 in progress

Fish distribution maps A2 01/12/2012 31/06/2013 in progress

Bird distribution maps A3 31/03/2013 30/04/2013 in progress

Summary protocols from the meetings with

external monitoring team

E2 31/05/2013 01/12/2014 1st protocol, Mid-term report, annex 5.14

Technical report on site evaluation A4 31/12/2013 31/12/2013

Summary and conclusions from international

workshop

D5 31/12/2013 31/12/2013

Layman’s report D3 01/12/2014 01/12/2014

Summary protocols from meetings with A5 01/12/2014 01/12/2014


stakeholders

Handbook on marine nature values and

conservation

D4 31/01/2015 31/01/2015

After-Life communication plan E4 01/03/2015 01/03/2015

Official order of the Competent Authority on the designation of the Natura 2000 sites, including legally approved sites boundaries and individual Statutes

A5 31/03/2015 31/03/2015

Table 5. Current status of the project milestones

Name of the Milestone

Code of the

associated action

Deadline

Actual completion

date

Project manager, administrator and accountant assigned E1 01/11/2010 01/10/2010

Kick-off meeting: action leaders, contact persons of

partners assigned

E1 15/12/2010 05/11/2010

Project website launched D1 31/01/2011 31/01/2011

Habitat inventory completed A1 01/12/2012 01/03/2013

Fish inventory completed A2 01/12/2012 31/05/2013

Bird inventory completed A3 31/3/2013 31/03/2013

International conference held D5 01/12/2013 01/12/2013

Site evaluation completed A4 31/12/2013 31/12/2013

Discussions with stakeholders on designation of Natura

2000 sites completed

A5 30/09/2014 30/09/2014

Layman report printed D3 01/12/2014 01/12/2014

Exhibition on marine nature values open for public D2 31/12/2014 31/12/2014

Handbook on marine nature values printed D4 31/01/2015 31/01/2015

Natura 2000 sites designated A5 31/03/2015 31/03/2015

All information downloadable from the project website D1 31/03/2015 31/03/2015


The project also found technical inaccuracy between initial output indicators in Table 6 – Publications (the number of handbooks is 2000 units) (Technical application form D6) and technical description of Action D4 in Form C1b Awareness-raising and communication (indicated number of handbooks is 1700 units). This discrepancy resulted from changes introduced into the project content during proposal negotiation phase, when English translation of the Handbook on marine natural values (to be published online in pdf format) was included into the Action content at costs of reducing the number of printed books in Lithuanian language from originally planned 2000 copies down to 1700 copies. Considering this we suggest to update Table 6 in Form D6 as follows:

Table 6 - Publications

Type of publication No. published No. of copies Language

Layman's report 1 1000 Lithuanian, English

Manuals 0 0 0 Leaflets 0 0 0 Brochures 0 0 0 Posters 0 0 0 Books 1 1700 Lithuanian

Technical publications 1 50 Lithuanian, English

Other (please specify) 0 0 0 Total budgeted cost (€) 57.844

3.2. Actions

Action A1. Habitat inventory Beneficiary responsible for implementation: Klaipeda University (Coordinating Beneficiary) This action consists of bathymetric, geological (seabed type) and biological mapping in all three project areas. According to the overall scheme bathymetric and geological surveys proceed simultaneously before calibration and biological sampling, the later typically uses results from detailed depth and sediment distribution mapping by acoustic techniques. Although public procurement procedures of main equipment were started in February 2011, equipment was received in July 2011. According to the working plan, major part of the coarse resolution bathymetry and sediment mapping was planned to be finished in 2011, leaving fine scale mapping and seabed biological inventory for summer 2012. However, multiple problems with acoustic equipment resulted in rather significant delay in implementation of the action. Two types of sonars are used in the project: multibeam echosounder (MBES) for bathymetric mapping and side scan sonar (SSS) for sediment type mapping. During the initial stage MBES was sent to the supplier for repair in September 2011 and after receiving back in February 2012 the trial mapping and calibration in the nearshore waters were successfully performed. After calibration, first survey was arranged and MBES was launched simultaneously with SSS in Klaipeda-Ventspils Plateau project area in April 2012, however the system was missfunctioning and recording of acoustic signal was lost time to time in depths higher than 30 m. Although the malfunction causes associated with the system power


supply have been identified, their repair and testing required another two months in order to resolve the problem. During this period remotely operated vehicle (ROV) to be used for biological mapping and groundtrouthing of acoustic surveys has been tested and adopted for operation in the project areas. At the same time second mobile MBES + SSS system was rented, installed on another research vessel and tested in the offshore area at depths of 35 m which are similar to those in project areas. Currently two MBES + SSS systems are made available in two ships to compensate delay in the action, and surveys are performed during suitable weather conditions. An example of obtained bathymetric and sediment distribution data covering approx. 15% of the Klaipeda-Ventspils Plateau project area (length of acoustic transects approx. 240 km) is given in Annex 5.9. So far 50% of the planned work has been done in this project area and the rest is currently in progress. Inventory in the project area Sambian Plateau has been started and actual progress each week largely depends on weather conditions. So far inventory in this project area comprises about 10% of the total planned extent. Table 1. Progress in implementation of Action A1. Type of activity/periods I

2011 II 2011

III 2011

IV 2011

I 2012

II 2012

III 2012

IV 2012

Activities: - public procurement X X X - equipment preparation for

fieldwork and testing X X

- equipment repair X X X X X Bathymetric and geological inventories: - Klaipeda-Ventspils Plateau X X X - Sambian Plateau X - Klaipeda Bank

Considering lower number of days with suitable weather conditions during forthcoming winter period, field inventories of acoustic and biological mapping should be finished by March allowing one month for map development. Proceeding of collected biological samples and acoustic data is organised in parallel with ongoing inventories and will be carried out by different experts, therefore habitat maps for all three areas should be elaborated by the end of April, 2013 and presented during next External Expert meeting.

Action A2. Fish inventory Beneficiary responsible for implementation: Nature Research Centre (Associated Beneficiary no. 2)

The key equipment (fish measuring electronic system, nets and buoys) was purchased and employed into field surveys in spring 2011. This largely improved survey efficiency during implementation of the action. The licenses for fish inventories and logbooks have been timely obtained at Fisheries Service under Ministry of Agriculture before the field surveys for the years 2011 and 2012 as it is required by approved order of fishery surveys in Lithuania (Annex 5.10). The external assistance for assisting project staff in the acoustic equipment calibration, and interpretation was subcontracted from a research company Aquabiota Water Research, Swedish subsidiary of the Norwegian Institute for Water Research (NIVA). Sub-contractor completed acoustic equipment calibration and consultations of the project team on survey planning were performed. Additional sub-contracting was completed for acoustic expert assistance in field work and data analysis.


Five surveys using gillnets and four trawling / hydroacoustic surveys have been completed till the mid-term reporting date in all three project territories (Annex 5.11). The fifth trawling and hydroacoustic survey was started in October 2012 and completed at two project territories; the survey at the Klaipeda-Ventspils Plateau is pending due to weather conditions, but is expected to be completed until mid of November (Table 2). Gillnetting surveys were carried out in 7 locations in each project territory in 2011; however following recommendations of the project advisory board the number of sampling sites was increased up to 10 per each sampling survey in each project territory in 2012 (see External Expert Team recommendations, Annex 5.14, Action E2 Project monitoring). Trawling and hydroacoustic surveys were performed in transects during night time and covered all project territories. Up to five pelagic trawling hauls were done in each territory per each survey aiming to sample fish recorded by multi-frequency acoustic system. Before and in parallel to trawling and hydroacoustic surveys, the calibration of equipment and training of the project staff was performed by sub-contracted hydroacoustic experts from Sweden and Latvia.

Surveys performed up to date resulted only in two cases of finding project target species twaite shads in the gillnet surveys at the Klaipeda-Ventspils plateau. Although additional surveys will be performed as planned, such findings may indicate utilisation of marine habitats by Twaite shad outside Lithuanian territorial waters during the marine phase of their life cycle utilise, but still use of Curonian Lagoon as the spawning and nursery site. The most intense migration to and from the Curonian Lagoon might be along the Curonian spit in the coastal waters, which are outside project territories. Performed surveys provide essential information on distribution patterns of other fish species in the project territories and overall importance of the offshore banks as a feeding habitats, spawning and nursery areas for such commercially important fish species as cod, sprat and herring. Measurement of environmental parameters with CTD (Conductivity, Temperature, Depth) and oxygen sensor prove development of anoxic/hypoxic zones during summer periods in deeper areas surrounding the banks in the project territories. Therefore banks and particularly Klaipeda bank provide refuge sites for most fish species to escape unfavorable anoxic/hypoxic conditions. Collected data on spatial and temporal distribution of fish species as well as datasets on age structure of the caught fish are under analysis aiming to estimate importance utilization of the project territories by different species as well as different age stages of the key species.

Analysis of the historic information on distribution and catches of Twait shade was performed on trawling surveys data provided by Fishery Research Service for the period from 1995 till 2010. So far the project surveys were screening large areas of the project territories where information was generally lacking. Since current efforts did not result in finding high concentrations of the targeted fish species, the distribution of several sampling sites will be modified in order to prove importance of locations where historic findings of Twaite shad have been recorded.

In general, fish inventory surveys are implemented according to established time schedule of the action implementation and recommendations of the project External Expert Team. Summer survey in 2012 (planned in August) was cancelled due to weather conditions and limited availability of the survey vessel; therefore is planned to be performed in summer 2013. Such shift of one seasonal survey into 2013 should not affect data analysis and achievement of action deliverables in general, however postponing delivery of fish distribution maps for summer period until July-August 2013 will be necessary. Winter inventory in 2011/2012 was shifted to the spring 2013 following recommendations of External Expert Team (many fish species are inactive during this period). However, if weather


conditions will allow, the project is planning to perform winter survey in all project territories during 2012/2013 season. According to the plan three seasonal fish surveys (winter 2011/2012, spring and summer 2013) in each project territory will be implemented until the end of this inventory action. Table 2. Progress in implementation of Action A2.

Type of activity/periods II 2011

III 2011

IV 2011

I 2012

II 2012

III 2012

IV 2012

Spring Summer Autumn Winter Spring Summer Autumn Activities: - procurement X X X X X X - training X X X - equipment repair and preparation for fieldwork

X X X X

- processing of samples and data analysis

X X X X X X X

- planning and coordination X X X X X X X - meetings concerning fieldwork and survey implementation

X X X X

Gillnet inventory (fish): - Klaipeda-Ventspils Plateau X X X - X - X - Klaipeda Bank X X X - X - X - Sambian Plateau X X X - X - X Hydroacoustics/trawling inventory (fish):

- Klaipeda-Ventspils Plateau X X X - X - waiting

- Klaipeda Bank X X X - X - X - Sambian Plateau X X X - X - X

Depreciation of the nets during surveys was more intense than anticipated due to operations under unexpectedly high wind conditions in the sea; therefore purchase of additional nets will be needed. Part of these expenses exceeding planned costs are foreseen to be covered from the budget allocated for new boys and anchors as well as budget saved on the purchase of fish measuring electronic system. It is still planned to purchase marine VHF radios (total costs up to 800 Euro) for improving communication between captain, crew and scientific staff during operation, especially during taking out gill nets. Currently, captain navigates the vessel during lifting of the nets without seeing the net machine at the lower deck (this causes high depreciation of the nets and additional costs), therefore timely and clear verbal communication with the crew becomes critical during the work under harsh weather conditions in the sea. Some waterproof clothes and life-jackets are also planned to be replaced for the coming winter season.

Action A3. Bird inventory Beneficiary responsible for implementation: Nature Research Centre (Associated Beneficiary no. 2) Waterbird inventory Training of observers for the waterbird inventory from ships was carried out on June 27–30, 2011. The training was carried out by the expert from Denmark. Training consisted of one day


of theoretical training on the premises of Klaipėda University and three days of practical training in the Lithuanian territorial waters of the Baltic Sea and in the Curonian Lagoon onboard a ship "Kamita". Part of the practical training was carried out in the Curonian Lagoon in order to increase the variety and numbers of birds encountered during the training surveys. A special observation box was constructed for the training and used during all the waterbird surveys in order to improve working conditions of the observers and hence the data quality. Four surveyors were successfully trained during the training workshop, including the action leader and three observers.

Availability of suitable ships for waterbird surveys in offshore areas was a main problem during the first phase of action implementation. The first tender procedure, which was initiated in late August 2011, had to be cancelled in early November 2011, due to limited ship permission for operation outside territorial sea. The permission to operate within maximum distance of up to 50 nautical miles from the port of Klaipėda only partly covered the most distant project site (Klaipėda Bank), while the alternative ship supplier greatly exceeded the planned ship costs by the project. The second tender procedure was initiated in the late November, 2011 and the contract for the rental of survey ship which met all the necessary specifications, was signed on 26 January 2012. Adverse weather conditions in February further delayed the start of the surveys, which were finally started in the beginning of March, 2012.

Eleven days of waterbird surveys have been carried out by the end of October 2012 – in March, April, August and October 2012.

Table 3. Number of waterbird ship surveys (days) in each project site by quarters:

Project site I 2012 II 2012 III 2012 IV 2012

Klaipėda-Ventspils Plateau 1 (Mar) 1 (Apr) 1 (Aug) 1 (Oct)

Klaipėda Bank 1 (Mar) – – 1 (Oct)

Sambian Plateau 1 (Mar) 1 (Apr) 1 (Aug) 2 (Oct)

Due to the lack of suitable weather for surveys (wind speed below 7 m/s, sea state below 3 on Beaufort scale, no rain) in most cases only one project site was surveyed per one trip except in the beginning of March and twice in the beginning and the end of October, when weather conditions allowed to survey two project sites per one trip. All attempted surveys were successful – there were no days when surveys would had to be cancelled due to deteriorating weather conditions or any other circumstances, therefore the use of the project budget for this action is in line with the achieved progress. In April and in late August poor weather conditions did not allow to survey the most distant project area – the Klaipeda Bank. Since very low numbers of the main target species of waterbirds were observed during these surveys in the Sambian Plateau and Klaipėda-Ventspilis Plateau, it was not attempted to carry out the surveys in the Klaipėda Bank in sub-optimal weather conditions. The October survey in the Klaipėda Bank had to be delayed to the end of the month, when it was combined with a second October survey in Sambian Plateau. Map of tracks of all the waterbird surveys carried out so far (except for the last two surveys in October, for which data is still being processed) is presented in Annex 5.12. No exceptionally high numbers of target species were observed during any of the surveys, carried out until the early October. Somewhat higher numbers of Velvet Scoters, Long-tailed Ducks, Guillemots and Razorbills were observed during the March survey only. Seaducks have been observed almost exclusively in the Klaipėda-Ventspilis Plateau and Sambian Plateau, while alcids were observed in all the three project


territories, but still were more abundant closer to the coast. Little Gulls were also observed in considerable numbers in the Sambian Plateau project site. April and August counts were dominated by various species of gulls, with occasional observations of divers and alcids. Very few seaducks and alcids were observed also during the October survey. However, these surveys yielded quite a few observations of Red-throated and Black-throated Divers.

Waterbird surveys will be carried out intensively during the next 6 months, in order to collect detailed information on the abundance and distribution of the main target species in the project areas during the most important wintering and migration period from November till April. Surveys in all the project areas are planned at least once per month until March 2013, and higher survey frequency is foreseen if the weather conditions allow and the collected data indicates the need for additional surveys. If high densities of target species of waterbirds, approaching the criteria for SPA designation, are observed during this period, it may be desirable to collect additional data in certain project areas during the following wintering period, i.e. October – December 2013, in order to increase the data background for site designation. Analysis of the data collected until March 2013 would proceed as planned and the main site evaluation would be finished also as planned – by the end of 2013, with the additionally collected waterbird inventory data analysed and appended to site evaluation by the end of January 2014. These additional surveys and data analysis would be carried within the planned action budget, and would not affect the overall project timetable, Actions A4 and A5 in particular.

Satellite telemetry According to the workplan, veterinarian was employed for surgical implantation of transmitters and participated in training at Patuxent Wildlife Research Center (Maryland State, USA) on 4-14 March, 2011. During the training experience in seaducks capture techniques and surgical implantation of the telemetric devices for the seaducks was obtained. Procedures of veterinarian licensing were completed (Annex 5.16).

The bird capture training, initially planned for August 2011, had to be delayed until January 2012 due to poor weather conditions coinciding with suitable lighting conditions at night (i.e. new moon, since birds may only be approached and captured in near-complete darkness). Due to this reason, bird capture training was carried out immediately before the first bird capture trips in January 2012 and external bird satellite telemetry expert also participated in the first bird capture trips. Two technical assistants were employed specifically for bird captures in mid-January, while project veterinarian was also seconded for bird captures as a technical assistant. Unfavourable weather conditions allowed organising only eight bird capture trips during January – April 2012. Bird capture success rate was low with only 3 Velvet Scoters and 1 Red-throated Diver captured during these bird capture trips. Fitting of satellite transmitters to Red-throated Divers was not foreseen in the project due to species rarity and behaviour which largely hinder its capture. However, since this species is of particular conservation interest in Lithuanian waters and is known to overwinter here in both inshore and offshore marine waters, it was fitted with a satellite transmitter just as the three Velvet Scoters. The first Velvet Scoter fitted with the satellite transmitter (No 112110) moved to Latvian waters immediately after the release and was detected dead soon after. Its location was identified in co-operation with Latvian ornithologists and transmitter was successfully recovered and returned to the project team. The second satellite transmitter (No 112111), fitted to a Velvet Scoter, did not produce any signals either due to the bird dying and drowning before the first transmission period or due to the transmitter malfunction. The remaining two birds – the Velvet Scoter (transmitter No 112112), released on 25 January 2012, and the Red-throated Diver (transmitter No 112113), released on 20 March 2012,


successfully overwintered in the Baltic Sea, migrated to their breeding grounds in the northern Russia and migrated back to the Baltic Sea in August and September, respectively (Annex 5.13). Currently, both birds are located in the Gulf of Riga. Although both birds, fitted with satellite transmitters, so far spent little time in Lithuanian marine waters, all the information obtained from these birds while at their wintering grounds in the Baltic Sea is of particular interest and applicable to the objectives of the project. This information will be used for determination of bird movements between inshore and offshore areas and investigation of diurnal and nocturnal habitat use patterns at wintering grounds, and these results will also be applicable to Lithuanian waters. Furthermore, collected data will provide insights into bird habitat use during all whether conditions, which will enhance interpretation of ship-based survey data collected during calm weather conditions in the wintering season. So far, 670 location fixes have been obtained from the Baltic Sea for the Velvet Scoter and 270 – for the Red-throated Diver, which will be used in the aforementioned analysis.

The start of the second season of bird captures is planned for the new moon period in November 2012, since very few Velvet Scoters and virtually no Long-tailed Ducks have been observed in Lithuanian coastal waters in October, thus rendering bird capture attempts in October not feasible. The second waterbird capture season will continue until March 2012, unless the target number of birds is captured and fitted with satellite transmitters sooner. Although poor weather conditions that prevailed during the first wintering season to a great deal were responsible for the low bird capture rates, a number of measures have been planned for the second season in order to improve bird capture success and fit the required number of birds with satellite transmitters as early as possible in the wintering season so as to collect the relevant data during the coming wintering season. The low bird capture rate was partly attributed to difficulty in locating birds in the darkness at sea, which was further amplified by low densities of birds present. Powerful searchlight was used for searching for birds and for startling them before capture. It is quite likely that the searchlight itself deterred many birds away from the boat. In order to at least partly overcome these shortcomings, night vision equipment has been purchased and will be used for locating birds at sea during the second bird capture season. This equipment is expected to considerably improve the success of locating and approaching birds at sea, while the searchlight will be used only to startle birds upon approach.

Bird catching equipment itself has also been updated – stronger and longer handles have been fitted to the bird catching nets, and boat logistics have been revised. Thus it is expected that the remaining 17 satellite transmitters will be implanted into birds by the end of 2012. The purchase of the remaining foreseen transmitters will be planned and implemented according to the actual progress of this action in the coming months.

The data collected so far from the first two birds, fitted with satellite transmitters, indicates that even birds fitted with transmitters rather late in the season provided valuable information relevant to the project. Therefore, fitting of birds with transmitters early in the wintering season of 2012–2013 is likely to provide very large amount of data on the movement strategies and habitat use patterns of the wintering waterbirds. This would represent unique information that is highly important for conservation and management decisions and which is impossible to obtain using other techniques and survey methods. Thus it is expected that this action will contribute to the implementation of actions A4 and A5 to the full extent foreseen in the project proposal.


Action A4. Site evaluation Beneficiary responsible for implementation: Klaipeda University (Coordinating Beneficiary) Currently, fish and bird experts from A2 and A3 are developing their individual strategies on integration of benthic habitat data in interpolation of point (e.g. gillnetting) and transect (e.g. bird ship surveys) data for development of maps. The foreseen start for this action is 1st quarter of 2013 as planned in the contract. It will start from the meeting of experts in March 2013, when detailed site evaluation scheme and time schedule should be elaborated considering properties of data collected during habitat, fish and bird inventories. Although actions A2 and A3 may still deliver seasonal inventory data during first part of site evaluation process, the elaborated scheme should enable incorporation of these data and adjustment of site evaluation results timely, in order to start with designation process in December 2013 as foreseen in initial project workplan. Action A5. Legal designation of NATURA 2000 sites Beneficiary responsible for implementation: State Service for Protected Areas (Associated Beneficiary no. 4) The foreseen start for this action is 4th quarter of 2013. Delays in inventory actions should be buffered by site evaluation action A2, therefore no significant impact and delay in A5 is currently foreseen. Action D1. Project website Beneficiary responsible for implementation: Baltic Environmental Forum-Lithuania (Associated Beneficiary no. 5) Website was designed, uploaded and made operational in January 2011, as planned. It includes Life and Natura 2000 logo and project information according to LIFE visibility requirements. The website (http://corpi.ku.lt/denoflit) is aimed at both experts and general public as described in the project proposal. Its content is in Lithuanian and English and contains all the mandatory components (e.g. news, actions and expected results, documents, gallery etc.) as well as some additional sections intended to introduce visitors to protected marine habitats, endangered species and marine protected areas in the Baltic Sea. During the reporting period project website http://corpi.ku.lt/denoflit/ has been regularly updated with reports and documents from project meetings as well as project news (http://corpi.ku.lt/denoflit/index.php?page=news) and picture galleries featuring project activities (http://corpi.ku.lt/denoflit/index.php?page=gallery) in Lithuanian and English. Project news section has update gap between March to November 2012 because project works was mostly in the field for data gathering and first fieldwork results appeared recently. The news containing results of the fieldworks will be published on project website during November. Other sections updated include project sites and endangered species, as foreseen in the inception report. Media coverage of the project activities is also available on the website: http://corpi.ku.lt/denoflit/index.php?page=in-the-media The website had over 2800 visits during reporting period (around 800 unique visitors, average 175 per month) mainly based in Lithuania but also Brazil, Denmark and Latvia, over 70% of them being returning visitors.

Project news featured in the website have been picked up by the national online media. There have been 14 articles published in online media (internet news portals) since the start of the project. Project staff member also gave an interview on bird telemetry to the Lithuanian national radio on 24 April 2011 (media appearance are attached in Annexes 5.17 and 5.18).

http://corpi.ku.lt/denoflit/

http://corpi.ku.lt/denoflit/index.php?page=news

http://corpi.ku.lt/denoflit/index.php?page=gallery

http://corpi.ku.lt/denoflit/index.php?page=in-the-media


As first results of the project inventory work is becoming available, associated beneficiary 5 will initiate preparation articles in printed media (local and specialized media) which will illustrated project progress and/or raise actual marine biodiversity conservation issues.

Action D2. Setup of exposition in the Lithuanian Sea Museum. Beneficiary responsible for implementation: Lithuanian Sea Museum (Associated Beneficiary no. 6)

Exposition developed in the framework of this project will be a part of the reconstructed Lithuanian Sea Museum (www.muziejus.lt) aquarium building. Lithuanian Sea Museum started preparation of the exposition concept and development of a thematic plan in December 2010 following common agreement of involved partners.

According to the standard methodology used in development of museum expositions, potential and wanted benefits that people would gain from interacting with museum have been identified and general learning outcomes (GLO) have been defined according to the objectives and tasks of the newly installed Baltic Sea exposition.

Two project partner meetings have been held so far during action implementation. The first meeting was organized in October 2011 and the involved partners were introduced with the main methodological aspects of exposition development and their expected role in the development process. Meeting agreed on overall timeline and major steps of the action. The partners exchanged their visions on principles and idea of the exposition. The second meeting of project partners was held in December 2011. The exposition aim and overall concept have been confirmed in order to proceed with the thematic plan. During this partner meeting the target audience, main topics and key message have been also defined. It was agreed, that the main target audience will be families and schoolchildren. Main topics will include:

- general information on the Baltic Sea (sub-topics: geography/geology of the Baltic Sea, development stages of the Baltic Sea and evolution of Lithuanian territory during the ice ages, historic and recent services of the Baltic Sea provided to coastal populations);

- uniqueness of the Baltic Sea nature (sub-topics: habitats, mammals, migratory fishes, sea birds, glacial relicts);

- human impacts in the Baltic Sea (sub-topics: fishing, pollution, invasion, transfer of marine organisms, marine infrastructure and sea energy, endangered species and nature protection, marine research).

- information about the project and its results.

During the next stage, subtopics and overall design of presentation were selected following general methodology of the development of museum expositions, it was necessary to decide. Therefore, the detailed description of the each sub-topic element was prepared. Using these detailed descriptions, the development of thematic plan is under progress. Each main topic of the planned new exhibition should be described in the specific form of the thematic plan with the specified possible means of expression. At this moment, the thematic plan of the Baltic Sea is in progress. Procurement procedure for the reconstruction of the Lithuanian Sea Museum building has been also announced and supports installation of the Baltic Sea exposition as fixed in the project workplan.

http://www.muziejus.lt/


Action D3. Layman’s report Beneficiary responsible for implementation: Baltic Environmental Forum (Associated Beneficiary no. 5) The foreseen start for this action is 2nd quarter of 2014.

Action D4. Handbook on marine natural values Beneficiary responsible for implementation: Baltic Environmental Forum (Associated Beneficiary no. 5)

In September 2012 responsible Associated Beneficiary has started developing a concept proposal for the Handbook on marine natural values which is to be written by the project expert team. Although the detailed vision has not been elaborated yet, the handbook is foreseen to be closely associated with developing Baltic Sea exposition and will play both the role of independent source for background information on Baltic Sea marine conservation as well as supplementary role for the Baltic Sea exposition to be developed by the project in the Lithuanian Sea Museum. The handbook will also provide information about the project, while its content will be based on the latest information, including results of the project. A meeting with experts who will be involved in content preparation is planned to take place in November. In this meeting the concept proposal along with the draft publication structure will be discussed, developed further, refined and finalized with the authors along with the work schedule for the next year. After this, information collection for the publication will begin.

Action D5. International conference Beneficiary responsible for implementation: Baltic Environmental Forum (Associated Beneficiary no. 5)

The foreseen start for this action is 2nd quarter of 2013.

Action E1. Project management Beneficiary responsible for implementation: Klaipeda University (Coordinating Beneficiary) The foreseen start for this action was 4th quarter of 2010 and detailed information provided in chapters 4.1-4.3.

Action E2. Project monitoring Beneficiary responsible for implementation: Klaipeda University (Coordinating Beneficiary)

Four experts have been contracted for acting in the Advisory Board which performs function of external monitoring team: bird expert – H. Skov (DHI Environment, Denmark), habitat expert – M. Zettler (Baltic Sea Research Institute, Germany), fish expert – M. Appelberg (Fishery Service, Sweden) and marine conservation expert - I. Ramirez (BirdLife International, Spain). The first meeting was organized on 21 October, 2011 in Vilnius. Meeting was divided into three parts: first part being devoted to the general introduction into the project content and field activities, second part designed for individual consultations of action leaders with a relevant member of Advisory Board, and the third part organized to discuss and wrap up methodological recommendations for implementation of project actions. First summary protocol contains agreed expert recommendations (Annex 5.14), meeting agenda and minutes are attached to the report in Annex 5.15.


Action E3. Networking with other projects Beneficiary responsible for implementation: Klaipeda University (Coordinating Beneficiary)

Project identified several European initiatives of similar scope and placed links to their websites (http://corpi.ku.lt/denoflit/index.php?page=similar-projects). Direct contacts have been established with MARMONI project (LIFE09 NAT/LV/000238). A1 and A2 action leaders attended two days seminar „Experience exchange on methodology for biodiversity investigations and selection of Natura 2000 sites in the non-coastal areas of the Baltic Sea“ held in Roosta, Estonia on March, 2011 in the framework of ESTMAR project (“Implementation of Natura 2000 in Estonian marine areas - site selection, designation and protection measures”). Project experts presented DENOFLIT project and its methodology to the seminar audience (seminar agenda and handouts of DENOFLIT project presentation have been submitted with Inception Report Annex 5.6.

Action E4. After-Life Conservation Plan Beneficiary responsible for implementation: Klaipeda University (Coordinating Beneficiary)

The foreseen start for this action is 4th quarter of 2014.

3.3. Envisaged progress until next report Planned progress in proposed actions is indicated in the Gantt chart (Annex 5.2).

Action A1. Habitat inventory Although significant delay has been met in this action, two sets of acoustic equipment and two ships have been allocated for mapping works in order to compensate the delay. Considering lower number of days with suitable weather conditions during forthcoming period, acoustic and biological mapping should be finished in February-March allowing one month for map development. Therefore habitat maps for all three areas should be elaborated by the end of April, 2013 and presented during next External Expert meeting.

Action A2. Fish inventory In general both gillnet and acoustic surveys have been carried out as planned, however cancelled summer survey in 2012 is planned to be performed in summer 2013. Such shift of one survey into 2013 should not affect data analysis and achievement of action deliverables in general, however postponing delivery of fish distribution maps for summer period until July-August 2013 will be necessary.

Action A3. Bird inventory Waterbird inventory. Waterbird surveys will be carried out intensively during the next 6 months, in order to collect detailed information on the abundance and distribution of the main target species in the project areas during the most important wintering and migration period from November till April. Surveys in all the project areas are planned at least once per month until March 2013, and higher survey frequency is foreseen if the weather conditions allow and the collected data indicates the need for additional surveys.

Satellite telemetry. The start of the second season of bird captures is planned for the new moon period in November 2012, since very few Velvet Scoters and virtually no Long-tailed Ducks have been observed in the Lithuanian coastal waters during first part of October. The second


waterbird capture season will continue until March 2013, unless the target number of birds is captured and fitted with satellite transmitters sooner.

Action A4. Site evaluation Site evaluation action will start as planned in February 2013 with the meeting of experts on data integration approaches. Meeting should serve a platform for a common understanding of data formats (in terms of spatial resolution, interpretation and temporal scales) coming from different actions and hence, elaborate detailed workplan on how obtained data sets will be integrated between actions for general site evaluation.

Action D1. Project website Over the next reporting period the website will continue to be updated with information based on

project activities. Action D2. Setup of exposition in the Lithuanian Sea Museum Planned activities during next 4 months include completion of thematic plan of the Baltic Sea exposition and signing a contract for the reconstruction of the Lithuanian Sea Museum building with a fixed time schedule which fits the project deadline for opening the Baltic Sea exposition in 2014. Additionally, technical documentation for the design of the Baltic Sea exposition will be developed and public procurement procedure announced. Action E2. Project monitoring

After rescheduling first External Expert Team meeting from January-March to October 2011 and considering overall project implementation plan as well as current progress within individual actions, timing of forthcoming External Expert Team meetings was changed accordingly. The second expert meeting is planned for April-May 2013 when all field activities within actions A1, A2 and A3 will be finished and possible data analysis and integration approaches will require discussion. Third expert meeting is planned at the end of action A4 in November 2013 to discuss overall site assessment results. Such rescheduling of project meetings with External Expert Team reflects foreseen progress of project activities and will keep meetings role the same as originally foreseen by the project Action E3. Networking with other projects

Networking with MARMONI project will continue and participation of DENOFLIT project coordinator in seminar “Stakeholders as important actors in Marine Strategy Framework Directive implementation: from decision makers to general public” is foreseen for November 15-16, 2012. The DENOFLIT project will present current developments in the field of mapping and monitoring of marine biodiversity in Lithuanian marine waters. The project also plans to get in closer cooperation with Finnish VELMU programme and particularly with FINMARNET (Inventory and planning for the Finnish marine NATURA 2000 network) in order to exchange information on mapping results and discuss site assessment approaches. Screening of similar activities within other countries (e.g. Habitat Mare led the German Federal Agency for Nature Conservation, is also continuously on-going and the overall plan is to gain an overall overview of experience of different Baltic Sea countries in inventories and designation of marine NATURA 2000 sites during the project international conference at the end of 2013.

3.4. Impact Field surveys are on-going and data are under collection, therefore so far activities had no direct impact on species and habitats targeted by the project. Indirect project impact however has been observed during official process of environmental impact (EIA) report developed for potential establishment of marine windmill park close to the project area Klaipeda-Ventspilis Plateau. The


official process of EIA has been monitored and approval rejected by the State Service for Protected Areas under the Ministry of Environment (project beneficiary no. 4). Currently official procedures have been stopped until DENOFLIT project will deliver inventory results and will complete site assessment of the area in order to screen marine values and possible environmental impacts in the marine territory. 3.5. Outside LIFE Project action leaders are involved in implementation of Marine Strategy Framework Directive (MSFD) in Lithuania, which will set main strategy and guidelines for conservation of marine environment in the coming years. It was recognised by all national institutions involved into MSFD issues, that the DENOFLIT project results should be continuously undertaken during elaboration of measures for improvement of environmental status and development of monitoring programme for offshore waters. 4. Financial review Overall project expenditures account for 31.6% of the total project budget or 495.659,75 Euro (as of October 29, 2012). In a context of first pre-financing received from the Commission, the project expenditures are 157.9% and therefore exceed the threshold defined in Article 28.3. Project expenditures are listed and summarised in Consolidated Standard statement of expenditure enclosed in Annex 5.1 (followed by statements of all participants in Annexes 5.1.1 – 5.1.6) During the period from project start till October 2012, expenditures mostly concentrated on equipment acquisition and other operational performance costs such as costs for staff, external assistance, travel and consumables (Table 1). Table 1. Breakdown of project costs by budget categories (status as of October 29, 2012).

Budget breakdown categories Total cost in € Costs incurred from the start

date to 29.10.2012 in €

% of total costs

1. Personnel 589.565,00 172.225,32 29.21%

2. Travel and subsistence 71.313,00 12.463,23 17.48%

3. External assistance 226.200,00 60.721,15 26.84%

4. Durable goods

Infrastructure 144.000,00 0,00 0

Equipment 308.430,00 178.246,96 57,79%

Prototype 0,00 0,00 0

5. Land purchase / long-term lease 0,00 0,00 0

6. Consumables 97.900,00 38.737,16 39.57%

7. Other Costs 29.600,00 839,61 2.84%

8. Overheads 102.691,00 32.426,32 31,58%

TOTAL 1.569.699,00 495.659,75 31.58% Equipment costs so far account for 57.8% out of approx. 80% planned at the stage of the Inception Report. This underspending is mainly associated with relatively low bird capture efficiency and postponed purchase of the second half of satellite transmitters in Action A3 (Bird inventory).


Additionally, 17 thous. Eur have been saved on equipment purchase (detailed in expenditures by actions, A2 equipment table below) in Action A2 (Fish inventory) by Associated beneficiary no. 3 (Fisheries service under the Ministry of Agriculture). Currently the project is closely monitoring development of expenditures in A2, where actual personnel costs may appear higher than planned and budget changes might be needed. If this will be a case, Commission will be notified with argumentation on planned changes as described in Common Provisions. However, this budget amendment will not affect the overall project budget in terms of exceeding the 10% or 30.000 Eur threshold. Project personnel costs spent so far account for 29.2% and generally correspond the total project spending level. Budget categories of external assistance and other costs are generally progressing as scheduled, while infrastructure costs are mainly associated with the Baltic Sea exposition development in the Lithuanian Sea Museum and therefore pending according to the general time schedule. Relatively lower spending of consumables is associated with slightly lower consumption of ship fuel than originally planned in the budget, but this may change with the further progress of Action A1 (Habitat inventory). Significant ship rent costs as well as expenditures for external expertise are dedicated to bird surveys (A3, Bird inventory) and acoustic fish surveys (Action A2, Fish inventory) respectively, therefore are foreseen to grow significantly during forthcoming months as these actions will reach final implementation stages. 4.1 Expenditures by Actions Distribution of expenditures between actions indicate 40-60% expenditure level in three field actions (A1-A3) and spending level is increasing considerably each month as these actions are currently progressing in the full extent. From the overall budget perspective, about 77% of the total costs so far have been associated with implementation of three field actions (A1-A3).

Project management (Action E1) accounted for 18% of the total project costs and currently reached 37.5% of the planned management costs. This was mainly caused by relatively large efforts associated with equipment purchase and corresponding public procurement procedures. Since approx. 80% of equipment purchase is currently administratively secured (contracts signed) and field activities will reach their final stage in March 2013, relative amount of spent management costs is expected to balance with the overall project expenditure level in 2013. Costs associated with the project website development (Action D1) reached 13% and basically meet initial plan to secure funding for publication of data analysis and site evaluation results. Expenditures of each action in more detail and budget amendments/discrepancies are indicated below in the Table 2 and listed under each action category. Table 2. Breakdown of project costs by actions (status as of October 29, 2012).

Action number and name Foreseen costs

Spent so far Remaining Projected

final costs

Action A1 "Habitat inventory" 203.190 83.761 119.429 203.190 Action A2 "Fish inventory" 198.532 131.204 67.328 198.532 Action A3 "Bird inventory" 340.615 142.910 197.705 340.615 Action A4 "Site evaluation" 70.314 3.842 66.472 70.314 Action A5 "Designation of sites" 103.768 - 103.768 103.768 Action D1 "Website" 10.020 1.317 8.703 10.020


Action D2 "Museum exposition" 183.419 9.457 173.962 183.419 Action D3 "Layman’s report" 7.020 - 7.020 7.020 Action D4 "Handbook on marine values" 50.824 - 50.824 50.824

Action D5 "International workshop" 20.660 - 20.660 20.660

Action E1 "Project management" 221.608 83.259 138.349 221.608 Action E2 "Monitoring" 44.334 7.483 36.851 44.334 Action E3 "Networking" 12.704 - 12.704 12.704 Action E4 "After-LIFE communication plan" - - - -

TOTAL 1.467.008 463.233 1.003.775 1.467.008 4.1.1 Action A1 Habitat inventory Action A1 expenditures amounts 83.761 Eur (see Table 2), 41.2 % of the total action budget. Lower spending level of the action resulted from delays in implementation of the inventory; however, the expenditures will increase significantly with the progress of the action activities at full extent during upcoming half a year. The equipment of the action A1 is fully acquired. Following recommendations of the project Advisory Board (see Annex 5.14) benthic dredge (732.74 Eur) for macrofauna sampling has been purchased instead of Van Veen grab (Equipment budget line of Coordinating beneficiary, 3500.00 Eur). Overall purpose and function as well as budget line and action number of the equipment remain the same. Equipment for action A1 will not exceed initially planned costs. This equipment change together with other A1 equipment is detailed in the table below (the overall acquired equipment by the project so far is detailed in Annex 5.20): Beneficiary number

Action

Equipment items foreseen in the approved project proposal

Actually purchased

Foreseen costs

Actual costs

Balance (underspent +) / overspent -)

Justification / Comments

1 A1 PC workstation for analysis of seabed acoustic data

as planned 3000 3521,92 -521,92 Total sum paid for computers within the same action and partner does not exceed the total foreseen costs dedicated for IT equipment

1 A1 Digital sediment side-scan system

as planned 68000 57896,2 10103,8

1 A1 PC workstation for underwater video analysis

as planned 1800 2015,03 -215,03

1 A1 Van Veen grab for

acoustic calibration and biol. sampling

Dredge for benthic

macrofauna sampling

and acoustic

calibration

3500 732,74 2767,26 Suggested by advisory board, overall function and purpose of the equipment remain the same


1 A1 Data server for data analysis and storage

as planned 3000 2983,09 16,91

1 A1 Laptop computer for habitat modeling

as planned 1800 1061,83 738,17

TOTAL PER ACTION 81100 68210,81 12889,19 Another budget change within Action A1 proceeded in budget category of Consumables. Associated beneficiary no.3, Fishery service under Ministry of Agriculture, experienced costs that are directly related to the implementation of Actions A1 and A2, but were not explicitly listed as such in original budget, which is initial budget allocation mistake. Budget line Consumables A1 Ship fuel for habitat inventory surveys (48.000 Eur) and A2 Ship Fuel for fish inventories (44.800 Eur) should be dedicated not only for fuel, but also for oil and coolant, consumables without which a ship cannot be operated. Therefore, associated beneficiary no.3, Fishery service under Ministry of Agriculture, requests to include required ship operating costs for oil and coolant for Actions A1 and A2 into the adequate budget lines within Consumables. Total expenditures for Consumables A1 and A2 will not exceed initial budget dedicated for partner 3. These costs for oil and coolant comprise 279.72 Eur (A1) and 769.20 Eur (A2) by October 2012. Detailed changes of similar type (including mentioned above) are listed in Annex 5.19. 4.1.2 Action A2 Fish inventory Expenditures of the action A2 comprise 131.204 Euros, 66% of the total costs for this action. Similar to Action A1, A2 spending level is growing each month as Action activities are approach the final stage. Almost all equipment foreseen for Action A2 was purchased. Some equipment items originally listed in Equipment budget category are currently reported under budget category of Consumables according to the Common Provisions article 25.11 (i.e. not included in the inventory of durable goods in the accounting system of the partner institution and therefore cannot be budgeted in the Equipment budget category). Equipment listed below was acquired by the project and budgeted in the list of expenditures accordingly: Beneficiary number

Action


Actually purchased

Foreseen costs

Actual costs



3 A2 Bottom trawl as planned 20.000 6.269,98 13.730,02 3 A2 PC workstation Laptop 1.800 1.188,89 611,11 Change approved

by Commission; email of Muriel Drukman, 2011 Feb 21

3 A2 CTD oxygen sensor as planned 9.000 6.035,76 2.964,24

3 A2 TOTAL per partner 30.800 13.495 17.305 2 A2 Multimesh nets as planned 3.500 4.980,05 -1.480,05 Budgeted in

Consumables


2 A2 Fish measuring board as planned 20.000 19.540,02

459,98 Electronic fish measuring board 19490,78 EUR, Cover of the Electronic fish measuring board 49,24 Eur (budgeted in Consumables)

2 A2 Anchors 1.000 0,00 1.000,00 Refused 2 A2 Rope for nets (anchors

and bouys) as planned 900 788,91 111,09 Budgeted in

Consumables

2 A2 Bouys for nets as planned 1.200 0,00 1.200,00 Proceeding 2 A2 Boxes for nets as planned 750 322,93 427,07 Budgeted in

Consumables

2 A2 Boxes for sorting fish as planned 500 318,58 181,42 Budgeted in Consumables

2 A2 Fieldwork clothes (weatherproof)

as planned 2.000 1.096,50 903,50 Budgeted in Consumables

2 A2 Life-jackets as planned 280 0,00 280,00 Proceeding 2 A2 Marine VHF radios as planned 800 0,00 800,00 Proceeding 2 A2 Scientific literature as planned 500 352,61 147,39 Budgeted in

Consumables

2 A2 TOTAL per partner 31.430 27.400 4.030 TOTAL PER ACTION 62.230 40.894 21.336

Associated beneficiary no. 2, Nature Research Center, purchased Multimesh nets (Action A2, Equipment, 3500.00 Eur); however due to extensive depreciation of nets using net machine in large vessel during rough sea conditions additional sets of nets were needed to ensure further implementation of the action. For this purpose additional 1480.04 Eur have been used from underspent lines of the same budget category in Action A2 (1000.00 Eur underspent for Anchors, 459.98 Eur for Fish measuring board and 20.07 Eur for buoys). Total Equipment costs in A2 does not exceed initial equipment budget. 4.1.3 Action A3 Bird inventory Action expenditures are 142.910 Eur and make 41.9% of the total action costs. Due to low success rate of bird captures, significant amount is underspent and pending till the next bird capture season. Large part of foreseen costs (120000.00 Eur) is allocated in the budget of the coordinating beneficiary, Klaipeda University for satellite transmitters (Equipment budget category). Screening of the technical details of this action with external expert brought additional information on types of costs associated with satellite telemetry. Part of operational costs originally planned for satellite transmitters are associated with satellite data transmission service, which cannot be assigned to the equipment category. Since there is no budget allocation for satellite data transmission in External assistance costs of Action A3, the coordinating beneficiary will need to request the budget change for redistribution of 25.000 Eur to the External assistance costs of A3 for satellite data transmission and leaving 95.000 Eur for satellite transmitters in the Equipment budget category. By 2012 October, however, coordinating beneficiary spent 49789.56 Eur for satellite transmitters (20 units) and


2407.88 Eur for satellite data transmission. Assessing the present budget changes occurred, this change between budget lines does not exceed 10% threshold.

Beneficiary number

Action


Actually purchased

Foreseen costs

Actual costs



1 A3 Satellite transmitters

as planned 120.000 49.789,53 70.210,47 Purchased 20 out of 40 transmitters/49789.53 EUR; Custom formalities regarding Satellite transmitters import procedure 104.84 EUR budgeted in Other costs. 2407.88 data transmission in External services

1 A3 Over-water bird traps

2.000 0,00 2.000,00 Refused

1 A3 Miscellaneous trapping gear

as planned 1.500 302,30 1.197,70 Budgeted in Consumables

1 A3 Bird decoys 1.000 0,00 1.000,00 Refused 1 A3 Kennels for bird

transportation as planned 500 270,00 230,00 Budgeted in

Consumables

1 A3 Veterinary tools as planned 5.000 2.815,13 2.184,87 Mini veterinary mashine 2815,13; veterinary tools for 1476,52 budgeted in Consumables; Licence of veterinary practice 17,38 EUR budgeted in Other costs

1 A3 Marine VHF radios

as planned 1.200 1.175,85 24,15 Budgeted in Consumables

1 A3 Ocean survival suits

as planned 4.000 4.823,60 -823,60 Lowest price offered during the public procurement

1 A3 Waterproof GPS

as planned 600 587,64 12,36

1 A3 CODA bird capture tools

Night vission optics

6.500 4.633,92 1.866,08 Replaced

1 A3 Spotting scope as planned 2.000 3.996,76 3,24 Purchased within one public procurement as equipment of similar nature

1 A3 Marine binoculars

as planned 2.000

1 A3 TOTAL per partner 146.300 68.395 77.905


3 A3 GPS receivers as planned 500 472,63 27,37 Budgeted in Equipment 326,98 Eur; budgeted in Consumables 145,65 Eur

3 A3 Laptop computer for fieldwork

as planned 1.800 0,00 1.800,00 Proceeding

3 A3 PC workstation as planned 1.800 0,00 1.800,00 Proceeding 3 A3 Binoculars as planned 4.000 3.996,76 3,24 3 A3 Fieldwork

clothes (weatherproof)

as planned 2.000 0,00 2.000,00 Proceeding

3 A3 TOTAL per partner 10.100 4.469 5.631 TOTAL PER ACTION 156.400 72.864 83.536

As detailed in the table above, a number of items are reported under category of Consumables as they are not accounted as durable goods in beneficiary’s system (Kennels for bird transportation, Miscellaneous trapping gear, Veterinary tools except mini anesthesia machine and others). Coordinating beneficiary also purchased Ocean survival suits (Action A3, Equipment). The initial budgeted costs for these equipment items were 4000.00 Eur; the actual costs according to the lowest price offered during public procurement by official representatives of manufacturer were 4823.60 Eur. The difference of 823.60 Eur is foreseen to be covered from budget originally planned for Bird decoys, which have been refused after methodological details of Action A2 Satellite telemetry, were clarified during project implementation. Originally planned Bird decoys were included in the same budget category (Equipment) and the same Action (A3), sum of 1000.00 Eur. These changes will not lead to the increase of initially projected Action A3 costs. Another change was implemented by acquiring night vision optics instead of CODA bird capture tools in order to increase capture efficiency, which was relatively low during the previous inventory season. Budget category remains the same, and the total budget for Equipment in A3 will not exceed initially projected costs. Associated beneficiary no. 3 (Fishery service under Ministry of Agriculture) exceeded its Direct Personnel costs for Action A2 by 1%. The coordinating beneficiary accepts the overused amount according to CP Articles15.2 and 26. 4.1.4 Action A4 Site evaluation Action costs for the period are 3.842 Eur or 5.5 % of total foreseen costs of the action. So far action expenditures are related to the equipment foreseen for implementation of this activity: Beneficiary number

Action Equipment items foreseen in the approved project proposal

Actually purchased

Foreseen costs

Actual costs



1 A4 Laptop computer 1.800 1.800,00 To be purchased

1 A4 TOTAL per partner 1.800 0 1.800 4 A4 Laptop computer as planned 1.800 1.419,28 380,72 4 A4 PC workstation as planned 1.500 1.084,61 415,39


4 A4 Multifunctional office printer/copy machine

as planned 300 276,59 23,41

4 A4 TOTAL per partner 3.600 2.780 820

TOTAL PER ACTION 5.400 2.780 2.620 Other costs were dedicated for personnel expenditures. No budget changes occurred in this action. 4.1.5 Action D1 Website Action expenditures so far are 1.317 Eur, total foreseen costs are 10.020 Eur. Costs associated with the project website development (Action D1) reached 13% and basically meet initial plan to secure funding for publication of inventory data, data analysis and site evaluation results. 4.1.6 Action D2 Museum Exposition Action expenditures are related to the purchased equipment and personnel costs for staff mostly working on the development of exposition concept. Expenditures so far reached 9.457 Eur or 5.16% of the total planned Action budget. All planned equipment was purchased: Beneficiary number

Action Equipment items foreseen in the approved project proposal

Actually purchased

Foreseen costs

Actual costs



LJM D2 Laptop computer as planned 1.800 1.799,99 0,01

LJM D2 PC workstation as planned 1.500 1.499,94 0,06

TOTAL PER ACTION 3.300,00 3.299,93 0,07 4.1.7 Action E1 Project management Project management (Action E1) accounted for approx. 18% of the total project costs and currently reached 37.5% of the planned management costs. This was mainly caused by relatively large efforts associated with equipment purchase and corresponding public procurement procedures. Since approx. 80% of equipment purchase is currently administratively secured (contracts signed) and field activities will reach their final stage in April 2013, relative amount of spent management costs is expected to balance with the overall project expenditure level in 2013. Few budget amendments have been executed. The coordinating beneficiary, Klaipeda University, has implemented public procurement and purchased service for project financial audit (Action E1, budget line External Assistance). The budget sum dedicated for this service is 20000.00 Eur. The actual contracted price is 4633.92 Eur. However, in order to sign national co-financing agreement with the Ministry of Environment, the coordinating beneficiary had to provide all project documentation as annexes translated into Lithuanian (contract with Commission and its all related annexes, total of few hundred pages). Therefore the coordinating beneficiary requests to include translation costs 1873.45 Eur (as they were not originally foreseen in the project budget) into the project budget and cover from the remaining sum of project financial audit within External service. The budget for External assistance in Action E1 will not exceed the planned costs. 4.1.8 Action E2 Monitoring Total expenditures of Action E2 so far reached 7.484 Eur or 16.8% of the total action costs. According to the personal contracts with Advisory Board members, these expenditures include all


costs (incl. accommodation, travel etc.) associated with participation of foreign experts in the Advisory Board meeting. 4.1.9 Additional comments on project expenditures and financial report This section is addressing issues raised by the Commission letter of 11 June2012 and comments of Monitoring Team to the draft version of this report.

Calculation of personnel costs. All project associated beneficiaries are informed about the Commission’s position regarding calculation of annual salary rate and clarification provided the coordinating beneficiary during Mr. R. Ratfelder’s visit to the project (2012 March 12) and Tommy Sejersen e-mails dated from 13 June 2011 and 27 February 2012. Following associated beneficiaries decided to calculate personnel costs based on project contracts only: Associated beneficiary No.2 Nature Research Center; Associated beneficiary No.3 Fishery service under Ministry of Agriculture; Associated beneficiary No.6 Lithuanian Sea Museum. Such calculation method is applied within overall partner’s personnel expenditures. In such cases, specification of “other activities” in the timesheets is not relevant. VAT non-recoverability. Original documents on VAT non-recoverability of all project partners and coordinating beneficiary have been submitted with the project Inception report Annex 5.7. The same document copies of VAT non-recoverability are enclosed in Annex 5.21 of this report.

Reporting working time in the timesheets. If an employee has a number of contracts within several departments of the same institution (University staff is typically involved in lecturing, fundamental research work and applied project activities according to different contracts) and personnel time accounting is administered by different persons, working hours are evenly distributed within the working days of the week to avoid overtime and violation of Labour code. Each work contract specifies the number of hours per week devoted for related activity. The only flexibility to adopt to the changing project needs is to change the contract on monthly basis specifying different number of working hours per week. Additionally, the common practise is to plan constant or nearly constant number of working hours per week for project administration personnel, particularly during first phase of the project when public procurement, staff employment and overall administration load is higher and can be run on constant basis.

Total daily working hours. According to the Lithuanian Labour law and Labour code, the maximum allowed contracted work hours are 12 hours per day if employee has more than one work contract (Lithuanian Labour code, Art. 144.5, excerpt is enclosed as Annex 5.22). This regulation applies for persons having two or more contract within the same or different institutions.

Composition of personnel costs. Information on personnel costs in the statement of expenditures was updated with additional columns in order to provide requested information (e.g. Gross salary according to normal and separate work contract, obligatory social charges, holiday allowance) on composition of the personnel costs.


Annexes 5.1 Standard statement of expenditures Consolidated 5.1.1 Standard statement of expenditure_partner1-KU 5.1.2 Standard statement of expenditure_partner2-NRC 5.1.3 Standard statement of expenditure_partner3-FRS 5.1.4 Standard statement of expenditure_partner4-VSTT 5.1.5 Standard statement of expenditure_partner5-BEF 5.1.5 Standard statement of expenditure_partner5-BEF 5.2 Project progress evaluation scheme 5.3 Addendum No. 1 to Partnership agreement no. 2010-AB2 5.4 Addendum No. 1 to Partnership agreement no. 2010-AB3 5.5 National co-financing agreement with Ministry of Environment of the Republic of Lithuania 5.6 Minutes and list of participants of annual meeting of action leaders/managers 5.7 Presentation and list of participants of annual financial managers meeting 5.8 Summary of Monitoring Team visit 5.9 Example of bathymetric data and distribution of sediment types in the project area of Klaipeda-

Ventspils Plateau (Action A1. Habitat inventory) 5.10 License for fishery surveys (Action A2. Fish inventory), years 2011 and 2012 5.11 Survey sites for gillnets (Action A2. Fish inventory) 5.12 Maps of Tracks of waterbird surveys (Action A3. Bird inventory) 5.13 Maps of bird satellite telemetry tracks (Action A3. Bird inventory) 5.14 Advisory board meeting protocol 5.15 Advisory board meeting agenda and minutes 5.16 License for project veterinarian (Action A3. Bird Inventory: satellite telemetry) 5.17 Internet articles 5.18 Radio interview 5.19 Budget changes within budget lines 5.20 Acquired equipment 5.21 VAT recoverability 5.22 Lithuanian Labour code excerpt

LIFE09/NAT/LT/000234 Mid-term Report Covering the project...

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