Home | LEADER in the municipality of Apeldoorn | LEADER IJsselvallei Regulations

LEADER IJsselvallei Regulations

These regulations are a detailed elaboration of the regulations set out in the LOS (Chapters 5 and 7). They contain all the provisions set out in the regulations in the LOS, further details of these provisions, and new provisions adopted since the LOS was adopted. These regulations were adopted at the LAG meeting on 27 March 2025. On 22 April 2025, the regulations were amended in a few respects and adopted once again.

1. Setting

  • The IJsselvallei LEADER Action Group (LAG) is a local action group as defined in Article 33 of European Regulation 2021/1060. The LAG is responsible for implementing the IJsselvallei Local Development Strategy 2023–2027. The LAG is supported in its implementation by the Province of Gelderland and by Stimulus. The roles and tasks are set out in the LOS 2023–2027.
  • The LOS and the LAG were approved by the Provincial Executive of Gelderland in November 2023.
  • Following the implementation and accountability of the LOS, and no later than 31 December 2029, the LAG will be dissolved.

2. Composition

  • The LAG comprises representatives of local socio-economic interests from both the public and private sectors, with neither the public authorities nor any single interest group holding more than 49% of the voting rights for decision-making.
  • The LAG consists of at least eleven members with voting rights, of whom at least seven must be independent residents, with each participating municipality represented. At least one third of the members must be of a different gender to the other members. Vacancies are filled as soon as possible.
  • LAG members who do not represent a public authority are members in a personal capacity and sit on the LAG without receiving instructions or consulting anyone. LAG members who do not participate in their official capacity may not be represented by a substitute.
  • The LAG’s term of office will initially run until mid-2026. At that point, the LAG will review its functioning and composition. A new term of office will then commence, running until the LOS has been implemented and accounted for, no later than 31 December 2029. LAG members may remain in office for both terms.
  • LAG members are selected, amongst other things, on the basis of the desired profile as set out in the LOS on page 19 at the top.
  • If LAG members no longer meet, or meet to a lesser extent, one or more of these criteria, the LAG will discuss whether this has any implications for their LAG membership.
  • A list of LAG members, setting out their roles and other activities, is published on the LAG’s website.
  • LAG members are expected to make every effort to attend all LAG meetings. The meeting dates are set, as far as possible, at the start of the calendar year.
  • LAG membership is terminated:
    • in the event of death;
    • at the request of the LAG member;
    • in the event of malfunction;
    • for other compelling reasons;
  • If one of the members ceases their work for the LAG before the end of their term, the LAG shall decide on how to fill the resulting vacancy. The LAG will then assess the implications of this in relation to the remaining objectives, activities and the expertise and networks required to achieve them, whilst also considering geographical distribution, and the mix in terms of age, gender and background. If it is concluded that the vacancy needs to be filled, a decision will be made as to the specific expertise, networks and capabilities required to do so. The vacancy will be publicised within the area. New candidates are interviewed by a number of LAG representatives. The full group then decides whether to offer the candidate membership. Advice may also be sought from people outside the LAG. The decisive factors are the candidate’s motivation, how they complement existing expertise and networks, their vision of and commitment to the LEADER approach and the LOS, and the time they can commit.
  • Mid-term reviews of the LAG’s performance and interim results against the indicators may give rise to changes in its composition.
  • Changes to the composition of the LAG will be communicated.
  • The LAG has an independent chairperson without voting rights, whose profile and duties are set out in the LOS on page 21. The chairperson chairs the meetings and represents the LAG where necessary. The LAG also appoints a deputy chairperson from among its members.
  • The LAG is supported by a coordinator. The LAG appoints a coordinator on the basis of a specific job profile, the key elements of which are set out in the LOS on page 22. Together with the members of the LAG, the coordinator acts as the public face of the organisation and supports the LAG in all its activities. The secretary/co-ordinator is not a member of the LAG.
  • The LAG’s secretariat is based at Apeldoorn City Council. The municipality of Apeldoorn acts as the lead organisation and contracting party and will, where necessary, represent the LAG, submit the grant application for management costs on behalf of the LAG, manage and account for these costs, and enter into contracts, such as for the appointment of the coordinator.

3. Role and powers

  • The tasks of the LAG are set out in Article 33 of European Regulation 2021/1060 (see Annex 1).
  • The LAG’s main task is to implement the Local Development Strategy effectively and efficiently during the period 2023–2027 (with a possible extension until the end of 2029 at the latest).
  • These, in turn, give rise to the duties and powers set out in the table on page 20 of the LOS.
  • On behalf of the LAG, a designated representative is responsible for the application, management and accountability regarding the costs of the process. The designated representative works in collaboration with the LAG and the LEADER coordinator for this purpose. A procedure or working method will be established for this purpose.
  • The duties of the LEADER coordinator are set out in the table on page 22 of the LOS. In addition to these, the LEADER coordinator’s duties include:
    • LAG members provide support where necessary in their LEADER-related activities;
    • Organising information, communication and PR;
    • To oversee the monitoring and evaluation of the implementation of the LOS;
    • Participating in regional, national and European LEADER networks.
  • The LAG may seek advice from external parties in order to carry out its tasks.
  • The LAG is responsible for the substantive assessment of applications in terms of their contribution to the LOS (on a per-application basis) and for determining the grant amount (when drafting the call for applications decision). When assessing an application, the LAG draws up a reasoned justification. Stimulus also carries out a number of technical checks on the applications submitted. On the basis of the LAG’s selection and justification, and the checks carried out by Stimulus, the Provincial Executive of Gelderland formalises the (rejected) grant award by means of a decision.

4. Meetings

  • The LAG meets at least four times per calendar year to discuss progress, prepare activities, assess the eligibility of projects under the LEADER programme, evaluate applications and take other decisions. In addition to these meetings, the chair may convene a meeting as and when necessary.
  • The LAG may invite experts and stakeholders to its meetings. Invited guests do not take part in the decision-making process regarding the selection of specific actions.
  • The LAG decides on the following matters, amongst others:
    • amount of the LEADER grant for applications (when drafting the call for applications);
    • assessment and selection of applications;
    • annual activity plan;
    • allocation of the organisation’s own budget (taking into account the rules governing grants);
    • communication activities and their organisation;
    • organisation of support for the LAG;
    • accountability (annual report);
    • changes to (parts of) the Development Strategy (LOS);
    • if applicable: publication of the grant ceiling, selection criteria and procedure.
  • There are two standard items that may feature on the agenda of a LAG meeting, namely:
    • an exploratory discussion of applications submitted for review prior to formal submission (assessment of LEADER eligibility) and
    • a decision-making meeting to discuss applications, during which they are assessed against the criteria and their scores, justifications and final assessment are determined.
  • The topics discussed by the LAG may be raised for information, for discussion or for decision-making purposes. In the case of topics raised for information or discussion, views and positions are shared without any formal decision-making taking place.
  • The agenda is determined jointly on the basis of a proposal from the chair and the LEADER coordinator. The LEADER coordinator is responsible for preparing and organising the meetings, in consultation with the chair.
  • The LEADER coordinator will send the documents to the members no later than one week before the meeting date.
  • If circumstances so require, a written meeting procedure may be followed. However, this cannot replace a decision-making discussion in which projects are assessed.
  • In the case of a written meeting procedure, LAG members must respond to the question put to them within a deadline set by the chair. If the LEADER coordinator does not receive a response within that deadline, it is assumed that the LAG member is abstaining from voting. The decision is ratified at the subsequent LAG meeting.
  • Meetings take place on-site. Due to compelling circumstances and/or time constraints, a meeting may also be held online and/or one or more members may participate in an on-site meeting via video link.
  • At a decision-making meeting, the LAG members of a public party who are present and entitled to vote must not hold more than 49% of the voting rights. If this requirement is not met, no vote shall take place and a new meeting shall be convened. If the requirement is still not met at that meeting, a new meeting shall be convened again, and this process shall be repeated until the requirement is met.
  • For a decision-making discussion of applications, at least 51% (half plus one) of the members entitled to vote must be present. If this requirement is not met, no vote will take place and a new meeting will be convened. If the requirement is still not met at that meeting, a further new meeting will be convened and this requirement will lapse.
  • In a decision-making meeting, the LAG takes decisions by a majority of votes: half plus at least one additional vote.
  • For amendments to the LOS or the rules and regulations, at least half plus one of the LAG members entitled to vote must be present. If this is not the case, a new meeting will be convened and this requirement will lapse.
  • The independent chair does not have the right to vote. If the votes are tied, a further vote will be held at a later date. If the votes are still tied at that point, the proposal is rejected.

5. Public access to meetings

  • The LAG’s meetings are not open to the public.
  • The coordinator draws up minutes of the meeting, a draft of which is then sent to the LAG. At a subsequent meeting, the minutes are approved, with or without amendments.
  • The list of decisions from the meeting will be published on the website once it has been approved.

6. Holiday pay

  • LAG members who are not participating in their capacity as (executive) officers may be eligible for attendance allowances for attending meetings. If decision-making meetings and/or exploratory meetings (project fair) are organised separately, an attendance allowance applies to both. If a decision-making meeting is combined with an exploratory meeting (project fair) in a single session, the attendance allowance applies only once.
  • The attendance allowance is paid on the basis of the LAG member’s claim, submitted using the claim form, and on the basis of attendance as recorded in the minutes.
  • The amount of the attendance fee has been set at €100 per meeting, including preparation and activities arising from the meeting.
  • LAG members are also entitled to reimbursement of travel expenses to and from meetings they attend in their capacity as LAG members and at the LAG’s request. The amount of the reimbursement is the maximum rate per kilometre set by the tax authorities. The point of departure is deemed to be the place of residence or work within the LEADER area.
  • Travel expenses will be reimbursed on the basis of a claim submitted by the LAG member using the claim form, and on the basis of a signed attendance list or other supporting documentation.
  • Claim forms are collected, approved and forwarded to the lead partner for payment by the LEADER coordinator every six months.
  • Vacancy allowances and travel expenses are covered by the management costs. Allowances are subject to eligibility.
  • Other expenses incurred by LAG members at the LAG’s request and on its behalf may also be claimed using the expense claim form. To do so, an invoice or receipt must be attached, clearly stating what has been purchased. Proof of payment must also be attached.

7. Assessment of aid applications

  • The procedure from idea to completed project is set out in the LOS, in the call for proposals and in a flowchart (Annex 2). This procedure is also published and explained on the LAG’s website.
  • The LAG, in consultation with the province, draws up the call for proposals on the basis of which projects may submit applications for funding. In this decision, the LAG specifies the budget that is being made available, the applicable grant percentage (within the European framework), the minimum and maximum grant amounts (within the European framework), the applicable criteria and the scores that can be achieved against them.
  • During the call for applications, the LAG applies ‘virtual’ submission deadlines, which it publishes on its website. Applications submitted before a submission deadline are assessed at the first subsequent meeting. The LAG coordinates the submission deadlines with Stimulus and the provincial authorities.
  • Before submitting the grant application to Stimulus, a project is submitted to the LAG for an assessment of its eligibility under the LEADER programme.
  • LAG members are required to declare any (potential) interest in or involvement with a project and/or applicant at a meeting, at the latest prior to the first discussion of a project idea at that meeting.
  • In both the exploratory and the decision-making meetings, an assessment is carried out prior to the discussion or review to identify who the stakeholders in a project are.
  • A person is considered to have an interest if a decision results in a definite advantage or disadvantage for that person or the organisation of which that person is a member. Whether this is indeed the case is at the discretion of the LAG. This assessment does not constitute a decision in the same sense as the LAG’s other decisions, in which only voting members cast their votes. It is a judgement made by the LAG as a whole, including the independent chair and advisory members, based on the role they fulfil as chair and/or advisory member in this matter. The chair’s judgement is decisive in this regard.
  • LAG members who have an interest in a project shall not take part in the assessment or decision-making regarding any of the projects being assessed at the meeting at which that project is being assessed. This shall be recorded in the minutes and on the assessment form. They are not counted.

among the members present who are entitled to vote. If the chairperson has a conflict of interest, they shall be replaced during the decision-making discussion by the vice-chairperson or another LAG member who does not have a conflict of interest.

  • During the exploratory part of a meeting (assessment), LAG members who have an interest in a particular project do not take part in the discussion of that project, but they do take part in the discussion of the other projects so that they can contribute their views on those projects.
  • LAG members representing a local authority or water board are, in effect, stakeholders in every project within their area of responsibility. Consequently, they are only exempt from participating in the discussion of and decision-making on that project – and on all projects discussed and/or assessed at that meeting – if they (the relevant public authority) are the applicants themselves.
  • If a LAG member has been involved in promoting a project, that LAG member shall not take part in the majority vote if no unanimous decision is reached on the score. In the event of unanimity, however, that member’s vote will count towards determining the voting ratio. This is recorded in the minutes and on the assessment form. The LAG member in question does not need to leave the room during the discussion and vote.
  • There may be instances where the coordinator has a conflict of interest in relation to a project. In such cases, the coordinator must report this immediately to the chair. The chair will then contact the secretary to arrange for a colleague to take over the supervision of the initiative. The coordinator shall then not take part in either the exploratory or the decision-making discussions concerning that project or the other projects on the agenda for that meeting. The coordinator may, however, oversee the other projects.
  • The LAG assesses applications on the basis of the selection criteria set out in the LOS, as laid down in the LOS and in the call for proposals. The criteria are also published on the LAG’s website.
  • The LAG aims to reach consensus and may only assess a project if at least half plus one of the LAG members entitled to vote are present, and no more than 49% of the LAG members entitled to vote who are present belong to a public body. Consensus is achieved when half plus one of the voting members present agree on the proposed score.
  • The LAG may develop its own projects, such as a collaborative project with one or more other LAGs. To this end, an assessment protocol forms part of the application for funding submitted to the province.
  • The Provincial Executive issues a decision on the award of grants to projects based on the LAG’s substantive assessment against the LOS, the assessments carried out by Stimulus, and the budget still available at that time.
  • The projects that are awarded a grant are listed on the LAG’s website.
  • Applications and business and/or privacy-sensitive information made available to the LAG shall be treated as confidential. To this end, the LAG shall draw up a privacy statement. By accepting membership of the LAG, LAG members – both voting and non-voting members – are bound to maintain the confidentiality of any information provided to them in the context of assessing applications. They shall ensure that this information is handled with due care. Documents relating to applications under review shall be deleted by LAG members no later than upon completion of the project and/or upon termination of LAG membership. The LEADER coordinator shall retain these documents until the LEADER period has been fully completed and the retention period for the records has expired (five years after the approval of the management cost subsidy). The LEADER coordinator is bound by professional secrecy and/or a confidentiality agreement to handle applications and business- and/or privacy-sensitive information with due care.

8. Reporting, monitoring and evaluation

  • By 2025 at the latest, the LAG will define an approach to systematically assess the added value of LEADER (financial multiplier, new initiatives, new businesses, employment, revenue models, capacity for self-organisation, etc.). To this end, guidance will be provided by the CAP Coordination Organisation and/or LEADER Network Netherlands.

    Each year, the LAG draws up a retrospective overview of the (catalytic) activities carried out, assessments, decisions and a financial report, including impacts and results. To this end, the LEADER coordinator draws up an annual report each year, in accordance with the format specified by the CAP Steering Organisation, on the progress of the LOS and activities relating to cooperation, capacity building and communication. This report is approved by the LEADER Catalyst Group. The annual report shall include, as a minimum:

  • an overview of the initiatives received and projects approved in that year and since the start of implementation; a description of the methodology followed and the communication regarding it;

    • a description of how the initiatives relate to the LOS’s objectives;

    • an overview of the results achieved and progress made in relation to the organisation’s own indicators and those that must be monitored at national and European level;

    • a financial overview of the utilisation of the available budget for project support;

    • a financial overview of the expenditure on management costs; a report on activities undertaken in the areas of professional development, communication, knowledge-sharing and networking.

  • The LAG, in collaboration with the lead partner, reports to Stimulus on financial contributions received for management costs. To this end, the LEADER coordinator, in collaboration with the lead partner, draws up a progress report and a request for a partial payment for the LAG’s management costs on behalf of the LAG at least once a year. This report sets out whether the project is proceeding according to plan, what activities have been undertaken and what communication methods have been used. For the purposes of the request for a partial payment, the report details the expenditure incurred during the relevant period and provides supporting evidence for this expenditure.
  • The LAG reports to the regional authorities, the province, the CAP Management Organisation and any other relevant organisations on the progress, results and any changes to the LOS. The LEADER coordinator also provides regular updates on these matters via the newsletter and the website.
  • Around the halfway point of the period, a ‘Mid-Term Review’ will take place, during which the LOS will be evaluated in its entirety and the performance of the LAG will be assessed. External parties from the network may also be asked to provide input. Based on this, the LOS and the LEADER Steering Group can be adjusted for the coming years. The Mid-Term Review examines, amongst other things:
    • What have we done?
    • What were the outcomes of the activities and the associated communication?
    • What is the current situation regarding the allocation of financial resources in relation to the objectives (outputs and outcomes) and the required ratios of public and private contributions?
    • Self-evaluation: what are we learning from our approach; are we still carrying it out effectively; how is collaboration going amongst ourselves and with others; and does what we’re doing still align with our objectives?
  • Each year, the LAG adopts an action plan for the following year. This sets out the measures planned to achieve the LOS’s objectives, taking into account the current dynamics in the area. The planned activities (including communication) are set out in a working document comprising a few A4 pages.
  • At the end of the programme period, the LAG will draw up a final report in which all components of the LOS are evaluated both quantitatively and qualitatively on the basis of the output indicators, and in which the LAG’s performance is assessed. A guide for the final report will be made available by the CAP Management Organisation.
  • At the request of Stimulus, the province, central government and/or the EU, the LAG shall provide the information they require regarding the implementation of the LOS and/or the management costs.

9. Communication

  • The LAG draws up a communication plan which forms the basis for all its communication and promotional activities.
  • In its communications and public relations work, the LAG takes into account the relevant EU and provincial regulations, as well as data protection legislation. To this end, it draws up a privacy statement.
  • The LEADER coordinator supports approved projects in meeting their reporting requirements and communication obligations.

10. Miscellaneous provisions

  • These regulations are a detailed implementation of the regulations set out in the LOS, which was approved by the Provincial Executive of Gelderland in November 2023 and updated in March 2025.
  • If these regulations conflict with the current LOS, or in the event of any ambiguity, the current LOS shall apply.
  • In cases not covered by these regulations, the LOS or any other applicable regulations, the LAG shall decide.

11. Entry into force

  • These regulations shall come into force with retroactive effect from the date of the province’s approval of the LOS, on 12 December 2023.