RULES AND REGULATIONS
For the process of participative selection of the initiatives proposed by young informal groups in Cluj-Napoca
- 2016 edition -
1.1. THE FOUNDATIONS OF COM’ON CLUJ-NAPOCA
The project’s mission is to strengthen the role of young individuals and informals groups comprised of young individuals in the shaping of society and to support their participation in the active shaping of society through a sustainable, responsible and inclusive urban development process and through the sharing of European space, culture, strength, work, joy, vision and values, while tackling subjects such as supporting and teaching of responsibility to young people, structured mobility, information and dialogue, all within the framework of a year-long project in Cluj-Napoca.
To implicate the local community through projects and youth activities;
To become a European centre of major events, meetings and conferences;
To activate young individuals and their organisations within the framework of this urban development process. să activăm tinerii și organizațiile lor în cadrul acestui proces de dezvoltare urbană;
To promote sustainable cooperation between local, national and European organisations;
To raise the level of awareness of European citizens about Cluj-Napoca and Transylvania; to include the city of Cluj-Napoca in the European network within the youth sector and other sectors as well;
To create a long-lasting partnership between local authorities, youth NGO’s and other institutions that work within the youth sector;
To create durable screening mechanisms for young individuals and to create better career opportunities for talented young individuals;
To create the necessary conditions for sustaining innovation and creative ideas among youth;
To create durable financial mechanisms for sustaining youth projects and structures.
1.2. THE BIRTH OF COM’ON CLUJ-NAPOCA
COM’ON CLUJ-NAPOCA is a project developed by the PONT Group in association with the Cluj-Napoca Mayor’s Office, the Cluj-Napoca Community Foundation and the Cluj-Napoca SHARE Federation. The project was financed through EEA grants and the implementation of the participative process was managed by the PONT Group, with the support of the Mayor’s Office and of the civil society.
1.3 THE 2015 EDITION OF COM’ON CLUJ-NAPOCA
The 2015 edition of COM’ON CLUJ-NAPOCA proved to be a success, which is shown below in numbers:
Initiative groups: 248
Initiative groups registered with a single initiative: 143
Initiative groups with the maximum recorded five initiatives: 16
The average age of the informal groups’ representatives: 25 years
Total number of voters: 18.782
Total number of votes: 48.609
Number of initiatives registered (and declaredeligible after the first administrative check): 451
Projects that made it to the voting process: 437
2. ORGANISERS AND PARTNERS
Com’ON Cluj-Napoca’16 is a project realised through the partnership of the PONT Group and the Cluj Community Foundation. The other partners that contribute to the project are: The Cluj-Napoca Mayor’s Office and City Council, the Cluj-Napoca 2021 - European Cultural Capital Association and the Cluj-Napoca SHARE Federation.
The Com’ON Cluj-Napoca’16 receives financial support from the Cluj-Napoca Mayor’s Office and City Council; furthermore, in order to make sure that the initiatives of the Com’ON Cluj-Napoca project are realised and to ease the process of pre-financing, we have applied for the support of the Romanian Commercial Bank (BCR), the Association for Community Relations and the ERSTE Foundation this year as well.
3. WHO CAN PARTICIPATE IN THIS PROCESS?
Participation is open to any informal group comprised of at least 3 people who live in Cluj-Napoca, between the ages 14 and 35. There are no restrictions of any kind that relate to level of preparation/experience, gender, ethnicity, etc.
Only initiatives proposed by teams are accepted. A team bearing the same name and comprised of the same members can propose a maximum of 5 initiatives.
4. WHAT KIND OF PROJECTS CAN BE FINANCED?
4.1. THE THEME OF COM’ON CLUJ-NAPOCA INITIATIVES
In order to be considered eligible, the activities for COM’ON Cluj-Napoca must correspond with the vision of the five priorities of Cluj-Napoca’s candidacy for the title of European Capital of Culture 2021.
W.E.A.S.T. stands for the five stages of exploration & change we envision for our community.
Imagine children spending their summer holiday in the countryside. As they step into nature’s wondrous secret garden - the lush green fields and forests - they are set on discovering and understanding every corner of it. They question everything, and try to find answers to everything. This is what we call the WONDER phase. (W)
Next, the children start discovering, envisioning what they could do in this garden of wonders. They caress trees, taste leaves, observe the small creatures living there, and imagine things to build. This try-out phase is what we call EXPLORE. (E)
Once they appraise the potential of this garden and imagine the things they could do there, the children invite and bring their friends to play their games. This is what we call ACTIVATE. (A)
With more children involved in these games, a small community is established, and they will tell more and more children about the games in the gardens. This is the phase we call SHARE. (S)
The gardens and their games now have a history and a community built around then. The games have passed the test and can now be played by every child in any garden in the world. This is the phase we call TRUST. (T)
We have the curiosity and enthusiasm of these children, and the city is our garden. And on our journey towards change, as we go through all of the five phases of W.E.A.S.T., we revisit each step when needed, until we achieve TRUST.
4.2. THE PRINCIPLES OF PARTICIPATORY PROCESS
We recommend for the proposed projects to take into account the following:
· Ideally, the initiatives of young informal teams should involve members of the community who belong to different age and/or sociocultural groups.
· We encourage initiatives that creatively involve the active participation of the community, and which take place in different zones of Cluj-Napoca Municipality - meaning that not all projects should take place in the city centre. The different projects of Com’ON Cluj-Napoca should take place in different neighbourhoods, so as to involve the entire community! Projects may only be organised in Cluj-Napoca Municipality.
· Com’ON Cluj-Napoca does not wish to support initiatives which impose a financial burden for its participants. The access to the proposed projects must be free for the public.
· The projects should identify the needs of the community and find innovative ways to address those needs.
· Projects should have clear, visible and attainable goals, as well as long-term impacts.
· Projects should offer pleasant and useful ways for young people to spend their free time.
· Alternative community-based resources should be sought and put to use: for example, besides the sum offered by Com’ON Cluj-Napoca, we encourage looking for different local sponsorships as well.
4.3. WHICH PROJECTS ARE NOT ELIGIBLE FOR FINANCING
In order to ensure that the principles of this process, as well as the active legislation are fully respected, the following categories of expenses will not be financed:
Initiatives that do not correspond with the objectives and activities of the project;
Initiatives which are not submitted through the proper channel, or which are not submitted according to the form of the competition;
Requests for individual expenses (ie. grants, sponsorship for travelling);
Loans, retroactive expenses of finished initiatives, or initiatives that are in progress;
Initiatives of a political nature;
Initiative which instigate xenophobia, racism, violence, hate;
Initiatives with a discriminative message towards certain social/ethnic categories;
Initiatives which encourage the use of alcohol/drugs;
Initiatives proposed/implemented by individuals outside of the 14-35 year age category.
All proposed initiatives within the participatory process will be verified so as to correspond to these criteria before submitting they are submitted to public vote.
5. SPECIAL CATEGORY IN THE 2016 COMPETITION: PROJECTS PROPOSED BY DISADVANTAGED YOUNG PEOPLE
In order to ensure the participation of young people belonging to disadvantaged groups, a special financing category has been created specifically for these groups.
The disadvantaged category refers to the origin and/or current state of the members of a team proposing an initiative, and NOT to the target group of the initiative. In order to be considered as part of the category of disadvantaged young people, all member of the team must belong to one of the following categories, affected by one of the following obstacles:
Major cultural differences;
Disabilities and health problems;
Economic and/or social obstacles;
Geographic and accessibility obstacles.
Still, as a general guiding principle, we recommend that all the informal groups include in their activities, as best they can, young people belonging to a disadvantaged category.
The status of belonging to the category of disadvantaged young people will be highlighted in the application form of the initiative through the checking of the option and a short explanation from the team.
A total of 5 projects from this special category will be financed through this participatory process. The votes received by initiatives belonging to this category will be counted separately, and a special classification for this projects will be posted for them as well. Financing will be awarded on the basis of voting within this special category as well.
6. APPLICATION PROCESS
For signing up in the first part of the competition you should complete and upload an initiative form on the webpage WWW.COMONCLUJ.RO. In special cases, there is the possibility to hand in the application forms personally, in printed version. In this case, every initiative group must hand in the initiative form(s) as well as the form in which the initiative group is presented.
An initiative group can hand in maximum 5 initiatives. For every initiative it is necessary to fill in a separate application form in the application system of the WWW.COMONCLUJ.RO webpage.
Officially every initiative has to be written in Romanian. If needed, the community facilitators can offer assistance in the adaptation of the descriptions to Romanian for those informal groups that belong to national minorities or to a foreign community from Cluj-Napoca (the ruleset and official application form can be downloaded in Hungarian and English).
The community facilitators who are involved in the project can be contacted personally, by cell phone or online through the methods presented on the WWW.COMONCLUJ.RO webpage.
6.2. TECHNICAL EVALUATION
This step involves the analysis of the submitted projects:
Within the context of the project’s feasibility: each initiative that is submitted to public vote must be achievable in real terms, not just on paper. The evaluation will take place during the period of preparation of forms, as well as after the deadline for submitting the forms.
Within the context of the eligibility criteria:
The application was sent before the deadline specified in this rule-set.
The application was written based on the competition-form, and was submitted to the competition through the online platform from WWW.COMONCLUJ.RO. Under special circumstances, the application may be submitted personally, in printed version at the office of the PONT Group (Nr. 42 Mărginașă Street).
The project is proposed by a group of at least three young people between the ages 14 and 35.
The project is implemented on the territory of Cluj-Napoca Municipality.
Participation in the activities of the projects is freely available to the public, without financial barriers (ie tickets).
The project respects the values and principles of COM’ON Cluj-Napoca and of the concept of Cluj-Napoca Municipality’s candidacy for the title of European Cultural Capital 2021.
The project respects the budgetary criteria specified in point 6.
We recommend contacting the coordinators before the deadline for submitting the final version of the forms, in case you are not sure whether the proposed initiative corresponds to the criteria or not.
6.3. THE VOTING PROCESS
The projects that are deemed eligible will go through a classification process through a public voting procedure for accountable young residents from Cluj-Napoca. The voting procedure will take place online and. The voting platform will be accessible on the webpage WWW.COMONCLUJ.RO.
The voting takes place exclusively online during the period mentioned in the Phases and Calendar chapter. Any person that declares themselves a resident of Cluj-Napoca is eligible to vote; voters are held accountable for the declarations of residency.
A voter has the possibility to vote for maximum 10 initiatives. The votes may be modified during the entire voting process. Voting closes before midnight, on the last day.
Authentication for voting is done through the use of a personal Facebook profile. The voting system saves all the information after the terms and agreements.
After the voting process is complete, the organisers will conduct random checkups regarding the votes received by different initiatives.
7.1. MAXIMUM AWARDED SUM
The maximum budget of a proposed initiative can be of 9.000 lei, out of which the maximum sum awarded by the Municipality can be 4.500 lei.
IMPORTANT: if the initiative has a larger budget than 4.500 lei, it is the group’s responsibility to gather the rest of the necessary funds above this threshold in order to complete their project.
7.2. COST TYPES
The presented costs in the application form have to be in line with the described activities. The community facilitators will be able to help the groups plan their budget before the online application deadline.
List of cost types not eligible:
Acquisition of vehicles,
Other equipment or inventory objects,
Any type of remuneration given to the informal group’s members
A minimum of 55 projects will be financed from the public budget of the Municipality through this process; an additional 5 initiatives from groups of young individuals belonging to disadvantaged categories will also be financed.
The number of initiatives that may be submitted to the community funding campaign is unlimited.
BCR will grant an additional prize of 1000 RON to the first 10 initiatives that manage to obtain at least 1000 RON through the Bursa Binelui platform during the period: 7th - 30th of September, 2016. This additional support will be granted on the basis of the chronological order in which the initiatives reach the threshold of 1000 RON on the platform.
8. THE PHASES AND CALENDAR OF THE PARTICIPATORY PROCESS FOR THE INFORMAL INITIATIVE GROUPS*
The phases of Com’ON Cluj-Napoca:
13th of June, 2016: Official launch of Com’ON Cluj-Napoca’16; posting of rules and regulations.
27th of June, 2016 (23:59): The registration platform goes online and the groups can begin to register their initiatives.
23rd of July, 2016 (23:59): Online registration deadline.
23rd of July, 2016 (16:59): The deadline for handing in the printed versions of the applications.
13th of August, 2016: The deadline for the technical inspection of the proposed initiatives; posting of the list of projects that pass to the voting phase.
14th of August, 2016 (00:00) – 4th of September, 2016 (23:59): Duration of the voting phase.
7th of September, 2016: Announcement of the winners of Com’ON Cluj-Napoca’16.
7th of September– 30th of September, 2016: deadline for submitting the applications on the “Bursa Binelui” crowdfunding site.
12th of September, 2016 – 30th of November, 2016: The time-period when the supported initiatives will be organised and will take place (the teams whose initiatives are supported through crowdfunding will organise their projects between the 1st of October and the 30th of November).
5th of December, 2016: Deadline for submitting the financial and activity reports of the initiatives.
*The dates and deadlines are subject to change under special circumstances. Any ulterior modifications will be posted on the WWW.COMONCLUJ.RO website.
9. THE IMPLEMENTATION OF INITIATIVES
The Cluj-Napoca Community Foundation is the entity that ensures the legal framework for the the implementation of the initiatives selected through the participatory process. The implementation of the initiatives comes to fruition through the following process:
The legal form for according financial support is through prizes.
The prize is given out after the contract between the financier and beneficiary is signed. In this contract, the parties agree upon the expenses to be financed throughout the implementation of the activity, as described in the annex to the contract.
The Community Foundation will ensure the financing of the initiatives through their own resources, the pre-financing of the Cluj-Napoca Mayor’s Office and City Council, as well as a credit line offered by BCR.
The prizes will be handed out by the Cluj-Napoca Community Foundation, in cash, with a receipt, or sent to the bank account of the eligible beneficiary (the representative of the informal team), with order of payment, within the limit of available funds. In case that the necessary funding will not be available during the respective period, the payments will be given out as soon as the financial status of the project allows for this to happen.
Before signing the documents for receiving the prizes, the informal groups must ensure that they have obtained all the approvals and legal agreements necessary for the implementation of the initiative.
Prizes will be handed out only to the informal groups that have obtained the necessary legal agreements. Obtaining the necessary approvals and agreements is the responsibility of the informal group’s representative.
The implementation of the initiative proposed within the framework of Com’ON Cluj-Napoca is the responsibility of the informal group through the intermediary of its official representative. When implementing the initiatives, each informal group will respect the required standards for visual aspects that pertain to online communication, as well as communication through printed materials and on-scene visibility.
The informal group will write and submit a narrative report about the implemented initiative, in which they will describe the implementation process according to a report model of implemented initiatives, annexing photographic documentation of the initiative, possibly documentation of online and media presence as well.
The Cluj-Napoca Community Foundation will either accept the reports or solicit further information.
10. ACCEPTING TERMS AND CONDITIONS
Signing up an informal group and an initiative in the selection process implies the acceptance, with no exceptions, of the terms within the present regulations and the submitting of personal informations within the Organiser’s database.
For more information about the COM’ON CLuj-Napoca project, check out the WWW.COMONCLUJ.RO webpage and the contact information presented there, or write to the email adress firstname.lastname@example.org or call one of the following numbers: 0740666259 (Eszter - PONT Group) or 0733932557 (Lucian - Cluj Community Foundation).