COMPLETE prject stakehlder mapping and management 1. Backgrund COMPLETE (Cmpleting management ptins in the Baltic Sea Regin t reduce risk f invasive species intrductin by shipping) is an Interreg Baltic Sea Regin funded prject t minimize intrductin f invasive alien species carried by ships (see: http://prjects.interreg-baltic.eu/prjects/cmplete-113.html). Invasive species are identified as a majr threat t the wrld s ceans and bidiversity. One f the mst imprtant vectrs intrducing harmful aquatic rganisms and pathgens in marine envirnment is shipping. There are tw main ways ships spread alien species thrugh ballast water and hull fuling. Schematic presentatin f COMPLETE activities: COMPLETE prject will prvide a cmprehensive apprach n this cmplex issue. Thrugh delivering required management tls and practical guidelines, it will find a harmnized way t cmply with the requirements set by the IMO s Ballast Water Management Cnventin in the Baltic Sea regin. As ballast water is just ne side f the prblem, the prject fcuses als n the hull fuling. IMO bifuling guidelines and IMO Guidance fr minimizing the transfer f invasive aquatic species as bifuling (hull fuling) fr recreatinal craft prvide useful infrmatin n practices t minimize the rle f this pathway. The questin is, t what extent these guidelines are fllwed by shipping industry, hw the awareness is and hw applicable these guidelines are fr the Baltic Sea Regin. These questins have t be answered in rder t cme up with i) an evaluatin f the bifuling guidelines and ii) with suggestins fr amendments. The results frm the prject can be used fr imprving bifuling management and planning a prpsal fr a bifuling strategy fr the Baltic Sea regin. 1
T find effective and cnsistent practices fr minimizing the spread f invasive species, it is imprtant that there is genuine dialgue between science, administratin, plicy and maritime industry. Thus, COMPLETE will actively invlve all target grups, including authrities, the private sectr and the public. COMPLETE guidelines will be reviewed and supplemented by cllecting valuable pinins and experiences frm the stakehlder netwrk and frm invited experts als frm utside the Baltic Sea Regin. The guidelines and recmmendatins will be develped specifically fr the Baltic Sea Regin taking int accunt the lcal envirnmental cnditins, regulatry and ecnmic framewrk. COMPLETE aims t develp management strategies and tls specifically fr the Baltic Sea Regin. By addressing ne f the key challenges in the regin, the gal f the prject is t develp peratinal framewrks and prvide user-riented tls, in clse cperatin with relevant stakehlders, t make shipping mre envirnmentally friendly. Harmnized management actins in all BS cuntries will assist in aviding situatins where varying natinal regulatin and legislatin cause distrtin f cmpetitiveness fr prts, r ineffective preventive measures fr nn-indigenus species intrductins. 2. Objectives f the stakehlder invlvement in the prject The dialgue and cperatin with the target grups will be established by a structured stakehlder invlvement prcess. Relevant stakehlders will be mapped and a stakehlder database will be created fr planning and targeting the cmmunicatin activities t and experience exchange between the relevant target grups. An Advisry Grup (AG) will be established by inviting stakehlders (assciated rganizatins and additinal target grups) as a platfrm fr interactive cperatin. AG representatives will be engaged actively and invlved in the develpment and testing f prject prducts, giving their experiences and feedback during the prduct develpment. A qualified external service prvider will be sught t carry ut the stakehlder mapping/analysis, and establishing and managing the stakehlder grup and the respective invlvement in the prject WPs. The external service prvider will mderate the demanding stakehlder meetings and discussins. The external service prvider will prduce the written radmap fr the harmnized bifuling management based n the prject utputs and stakehlder feedback in clse cperatin with the COMPLETE prject partners. The COMPLETE prject has 23 assciated rganizatins representing the key stakehlder grups: ministries, administratins and authrities respnsible fr envirnment, transprt and ecnmy, such as Plish Ministry f Maritime Ecnmy and Inland Navigatin, Ministries f the Envirnment (Estnia, Finland), Ministry f Agriculture and Frestry f Finland, Swedish Transprt Agency, Finnish and Lithuanian Maritime Safety Administratins, Ministry f Envirnment and Fd f Denmark, German Federal Envirnment Agency; shipping cmpanies (Tallink, Finnlines, Viking Line, Navidm Oy); classificatin sciety (Plish Register f Shipping S.A.), and prts (Baltic Prts Organizatin, Prt f Gdynia Authrity S.A., SE Klaipeda State Seaprt Authrity, Prt f Hamburg Marketing), internatinal expert rganizatin (Internatinal Cuncil fr the Explratin f the Sea), chemical safety authrities (Finnish Safety and Chemical Agency), industries using cling waters frm the sea (Finnish Energy), representatives f bating assciatins (Finnish Sailing and Bating Federatin) and the Russian training centre (Admiral Makarv State Maritime University). This stakehlder grup will be widened after the stakehlder mapping and inviting interested stakehlders t jin the Advisry Grup (AG) f the prject (see: 3. Scpe f the assignment). The prduced prject guidelines and recmmendatins will be reviewed and supplemented during the reginal rund table discussins and mid-term cnference, and finalized in the transnatinal wrking grup meetings, cllecting pinins f invited experts frm all Baltic Sea Regin cuntries at all levels. The specific tasks fr the external service prvider in this prcess are listed in Table 1. 2
3. Scpe f the assignment COMPLETE prject is riented n active cmmunicatin and invlvement f all prject target grups with aim t develp a prpsal f a radmap fr harmnized bifuling management fr Baltic Sea Regin. WP6 will use data gathered in all WPs. The main stages f this wrk are: Establishing a database f main stakehlders Prject partners and external service prvider will cperate in develping a jint database f stakehlders cvering all Baltic Sea Regin and relevant glbal initiatives with aim t interact with stakehlders and gather required infrmatin n bifuling management, experience and knwledge, exchange with gd practice examples. This stakehlder grup f relevant target grups is referred t as the Advisry Grup. This activity shuld be carried ut cmplying with the EU General Data Prtectin Regulatin (https://www.eugdpr.rg/). Engaging stakehlders int develpment and use f prject prducts This activity will engage majr prject result disseminatin activities thrugh interactin with stakehlders and cllectin f infrmatin thrugh face-t-face interviews and questinnaires, by rganizing rund table discussins, high-level cnferences and transnatinal wrk grup meetings. The engagement will be planned with relatin t their influence and interest in the prject prducts. Cmpiling a prpsal f a Radmap fr harmnized bifuling management in the Baltic Sea Regin The plitically and strategically prmising radmap develpment fr harmnized apprach twards bifuling management fr shipping is majr utcme which will be disseminated and reviewed amng all prject target grups aiming t becme an infrmative tl which will change shipping industry twards widening efficient and envirnmentally friendly apprach. HELCOM will share the radmap as a prpsal frm the prject with the HELCOM cmmunity. The prpsal f the radmap will include infrmatin n what specific actins are needed in rder t reach a reginal harmnized bifuling management f maritime and leisure traffic, and what stakehlders wuld have t be invlves in develping this cmmn reginal management strategy. The radmap prpsal includes the recmmendatins f the prject tailred fr the Baltic Sea Regin, reviewed and supplemented by the target grups. All assciated rganisatins will be invited t the stakehlder netwrk and mre specifically t the wrk f the Advisry Grup. Infrmatin, experience and knwledge n bifuling management will be gathered frm and shared between all assciated rganisatins, ensuring their participatin in the develpment prcess f the radmap n bifuling management in the Baltic Sea Regin. Their engagement thrugh prject activities in WP4 will aid in identifying best practices fr bifuling management. Tw-way cmmunicatin and disseminatin f prject results, experiences, knwledge, and best practices will increase participatry spirit and stimulate the awareness f assciate rganizatins, ensuring 3
supplementatin f findings thrugh e.g. rund table discussins, prject cnferences, and als thrugh active participatin f the prject partnership in the relevant meetings f IMO, ICES and HELCOM. COMPLETE aims at develping a plitically and strategically prmising radmap fr a harmnized apprach fr bifuling management, by invlving all relevant stakehlders already during its develpment. This strategy will als benefit glbal (e.g. IMO MEPC), reginal (BSAP) and Eurpean (EU MSFD) appraches t address nn-indigenus species intrductin by bifuling (as stated in the IMO bifuling guidelines and IMO guidance dcuments) and preventing chemical pllutin by antifuling paints (as stated in the IMO antifuling cnventin, BSAP, and EU MSFD) at the same time. Prject results will prvide cmprehensive knwledge fr plicy makers t understand the different antifuling practices in merchant shipping and leisure traffic. Based n this knwledge, recmmendatins will be develped which enable plicy makers t implement harmnized bifuling management strategies fr the entire Baltic Sea regin. Frm the envirnment pint f view, there is an imbalance between the strictly cntrlled ballast water management and the varying interpretatin f the regulatry framewrk fr the bifuling management: the nn-indigenus species (NIS) intrductins are equally harmful, irrespective f the transprt mde. The last stage f the wrk will cmbine the cnclusins f the current knwledge gaps cvered by the prject activities t the knwledge and experiences f the target grups. It will integrate all prject findings and best practice examples. Prject guidelines will be reviewed and supplemented during the reginal rund table discussins and mid-term cnference, and finalized in the transnatinal wrking grup meetings, cllecting pinins f invited experts frm all BSR at all levels, and als including glbal actrs (IMO, ICES). The sustainability f the radmap prpsal will be supprted with sharing the radmap by HELCOM as a prpsal frm the COMPLETE prject with the HELCOM cmmunity. Table 1. Specific tasks fr the external service prvider in the stakehlder mapping and management prcess. Be infrmed abut the prject activities and verall prgress Establish a database f main stakehlders Specific task Participate in the prject meetings t be infrmed and up-t-date abut nging prject activities and prgress f the prject wrk (5 partner meetings in several partner cuntries, 2 days per meeting, timing and lcatin f the meetings t be decided during the prject). Cnduct a stakehlder analysis / stakehlder mapping in rder t identify suitable representatives f the target grups, t be invlved in the radmap develpment prcess, cvering all Baltic Sea Regin and taking int accunt glbal initiatives. Assess and priritize stakehlders accrding t their imprtance, interest and influence ver the prject themes. Establish and manage the stakehlder grup (referred t as the Advisry Grup, AG): AG will be infrmed abut the prject prgress thrugh frequent newsletters and specific requests fr reviewing prject prducts, and als during prject events (reginal rund table discussins, mid-term cnference and transnatinal wrking grup meetings). 4
Invlve the stakehlder grup int giving feedback n the prject prducts Engage AG representatives actively and invlve them in the develpment and testing f prject prducts, giving their experiences and feedback during the prduct develpment. List f the prducts prduced by the COMPLETE prject, where feedback is requested: 1. Assessment f bifuling f small bats and trailers in partner cuntries. 2. Bifuling ptential f merchant ships and leisure bats, and areas f bifuling risk. 3. Natinal regulatins, cleaning prcedures and cleaning facilities. 4. Best practices fr bifuling management applicable fr the Baltic Sea. 5. Guidance n chsing anti-fuling systems and methds, and recmmendatins n hull cleaning ptimizatin. 6. Results f bifuling management n ship speed, fuel cnsumptin and emissins. 7. Needs fr harmnized nn-indigenus species mnitring. 8. Pssibly als ther prducts. Mderate stakehlder discussins rganized by COMPLETE prject Mderating reginal rund table discussins (7): rganized in all prject partner cuntries (FI, SE, EE, LV, LT, PL, DE) and dealing with tpics such as natinal regulatins, cleaning prcedures, bifuling management ptins, antifuling systems and methds, antifuling efficiency, benefits f hull cleaning n ships fuel cnsumptin and emissins, ways f ptimizatin f hull cleaning needs. Mderating the high-level mid-term cnference: rganized during perid 4 in Latvia, raising aspects f legislative burdens, regulatins, envirnmental aspects, and gd practice examples in BSR and beynd. Cnference will invlve primarily plicy makers and authrities n natinal, reginal and Eurpean level with invlvement f experts utside BSR, attracting media, and raising awareness thrugh BSR and beynd. Develpment f a cnference prgramme & agenda, creatin f an invitatin mailing list, sending f three t five annuncements (save the date, invitatin, speaker updates, practical infrmatin) t the cnference participants, management f registratin prcess, supprting the hsting partner in n-the-spt rganizatin. Mderating transnatinal wrking grup meetings (3): Transnatinal wrking grup meetings n harmnized bifuling management systems will serve as the review and finalizing prcess f the prpsal f a radmap fr bifuling management. Meetings will be arranged in 3 cuntries, t be decided within the prject grup. Radmap develpment Prduce the prpsal f the radmap, which will include infrmatin n what specific actins are needed in rder t reach a reginal harmnized bifuling management f maritime and leisure traffic, and what stakehlders wuld have t be invlved in develping this cmmn reginal management strategy. The radmap prpsal 5
Perid 1 10/17-03/18 Perid 2 04/18-09/18 Perid 3 10/18-03/19 Perid 4 04/19-09/19 Perid 5 10/19-03/20 Perid 6 04/20-09/20 includes the recmmendatins f the prject tailred fr the Baltic Sea Regin, reviewed and supplemented by the target grups. The radmap will be presented at the final cnference at the end f the prject (09/2020), shared in web platfrm and available as hard cpies in English. The Radmap will be disseminated amng all prject target grups, making use f the stakehlder netwrk database. 4. Staffing requirements and resurces The requirements fr the cnsultant are fllwing: in-depth knwledge f the Baltic Sea Regin, envirnmental regulatin and legislatin cncerning maritime traffic, leisure crafts and invasive alien species experience in mderating stakehlder discussins amng varius stakehlder grups fluency in written and spken English 5. Schedule and reprting f the wrk Schedule f COMPLETE activities Main utputs underlined Stakehlder invlvement and strategy develpment prcesses Establishing netwrk f main stakehlders Develped data base f relevant stakehlders within and utside Baltic Sea Regin Engaging stakehlders int develpment and use f prject prducts Qualitative, intensive wrk with stakehlder interactin and invlvement in prject activities Reginal rund table discussins (in all prject partner cuntries) n natinal regulatins, cleaning prcedures, bifuling management ptins, antifuling systems and methds, antifuling effectivity, effects n ships fuel cnsumptin and emissins, ways f ptimizatin f hull cleaning needs etc. High-level Mid-term Cnference, raising aspects f legislative burdens, regulatins, envirnmental aspects, gd practice examples in BSR and beynd. Final Cnference Radmap prpsal n harmnized bifuling management in the Baltic Sea Regin Prpsal f a radmap n harmnized bifuling management system in the BSR Transnatinal Wrk Grup Meetings in 3 prject cuntries (LV, FI, DE/PL) n harmnized bifuling management systems - develping guidelines (fr the Radmap) A prpsal fr a reginal harmnized bifuling management system The assignment will start immediately after the agreement has been signed. The expected duratin f the assignment is 04/2018 09/2020. The exact timing f the events rganized by the prject will be decided in the prject grup meetings. The prgress f the expert wrk will be presented by the service prvider at the prject meetings. 6
6. Respnsibilities f prject partners within the prject: Descriptin f the task f the external expert: prject grup (12 partners) Financial resurces fr expert service, tendering: Ktka Maritime Research Assciatin Guidance and mnitring f the wrk: prject grup (12 partners) Event csts (venue & catering): Events are rganized by the prject. Latvian Institute f Aquatic Eclgy will cver the csts f mid-term high level cnference, and Ktka Maritime Research Assciatin the final cnference. Layut, editing and printing csts fr radmap dcument: Latvian Institute f Aquatic Eclgy The radmap prpsal n harmnized bifuling management in the Baltic Sea Regin will be written in English. The radmap prpsal shall be finalized n later than 30/06/2020. Budget The maximum budget f the cntract is EUR 55 000 (including VAT). Cntact persns Ktka Maritime Research Assciatin Anna Kiiski Executive Manager e-mail: anna.kiiski@meriktka.fi Miina Karjalainen Prject Researcher +358-44-522 2843 e-mail: miina.karjalainen@meriktka.fi 7