TEXMEDIN TEXtile and apparel EuroMEDiterranean heritage for INnovation. Steering Committee. March 17 th -18th, Carpiformazione.

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1 TEXMEDIN TEXtile and apparel EuroMEDiterranean heritage for INnovation 3r d Steering Committee March 17 th -18th, 2010 Carpiformazione Minutes (Draft) List of Participants: BESNIK MEHMETI on behalf of Municipality of Prato PAOLO GUARNIERI on behalf of Municipality of Prato LORENA VIDAS on behalf of Municipality of Prato VANESSA VISENTIN on behalf of Municipality of Prato FILIPPO GUARINI on behalf of Textile Museum of Prato Foundation FRANCESCO BOLLI on behalf of Textile Museum of Prato Foundation LAURA FIESOLI on behalf of Textile Museum of Prato Foundation MELETIS KARABINIS on behalf of Hellenic Clothing Industry Association MONICA MOLINA on behalf of Foment of Terrassa EULALIA MORRAL ROMEU on behalf of Documentation Centre and Textile Museum VAGELIS KLOKANAS on behalf of Clothing Textile and Fiber Technological Development (CLOTEFI) ERIC BOUDON on behalf of French Institute of Textile and Clothing ATHANASE CONTARGYRIS on behalf of French Institute of Textile and Clothing BERTRAND COLOMBIER on behalf of French Institute of Textile and Clothing NORMA PATELLI on behalf of Carpiformazione ELENA PALTRINIERI on behalf of Carpiformazione 1

2 Agenda of the meeting The agenda of the 3r d Operative Meeting was as follows: Integrated Knowledge base o Presentation of the final document of the Methodology on T&A heritage o Evaluation of the final version of the Methodology and approval o Presentation of the final version of the database o Possible technical problems during the insertion of items in the database o Appraisal of the final version of the database o State of progress of the T&A Library Users Handbook Cluster for Innovation: The Inspiring Lab Model o Presentation of a first draft of the contest call for young designers and stylists and discussion of the remaining terms of the contest o Communication Plan for the contest and relative budget o Presentation of the preliminary project for the definition of the structure, organisation and management of the Inspiring Labs o Presentation of services to be provided to SMEs by the Inspiring Labs (facilities charter) o Appraisal and approval of the above documents o Discussion of the proposal of Carpiformazione on training courses for young designers and stylist Communication and Dissemination o Presentation of the 2 nd newsletter o Contents of 1 st Texmedin publication Management and coordination o Timetable for 2 nd Progress report and 1 st level certification of expenditure o State of advancement of the project activities delays and criticalities o 4 th Operative Meeting and 4 th Steering Committee - Place and date Integrated Knowledge base On the first day of activity, the 3 rd Steering Committee is opened by the Councillor of Economic Development of the Municipality of Carpi and by the Director of Carpiformazione. Then Mr Mehmeti, TEXMEDIN Project manager, introduces the 2 days agenda and summarizes the progress of activity by component (including the related deliverables) for the II and III semester. Mr Klokanas communicates that the Methodology for the collection and valorisation of the T&A heritage is nearly completed (it has been inserted the modifications discussed during the last meeting on issues such as fields definition, copyrights etc.) and will be sent by to the partners by next week: in the following 2 weeks the partners have to provide their remarks and then approve the document. Whereas the Users Handbook will be ready for April. Moreover he informs that the Component has provided also a survey on best practices not included in the foreseen deliverables but that can be sent to the JTS together with the Methodology. The Coordinator of the Component - Mr Klokanas - informs that the database interface is ready and all the modifications discussed in Prato have been introduced so from the next week partners can start to insert their items data. Moreover he informs that the users interface and the search tool will be completed by the end of the month. 2

3 The database temporary address to be used for data insertion - is user name: admin; password: admin. Thanks to the computers put at partners disposal during the meeting by Carpiformazione, all the participants can test and try to use the database. The Component Coordinator explains that for the moment in the materials, components, decoration and technique sections are included only the list of terms (in alphabetical order) provided by the Documentation Centre and Textile Museum of Terrassa but in the next days it will be uploaded also the other terms. Anyway in every moment it will be possible for the partners during the data insertion to add one or more new component. On this regard the representatives of Textile Museum of Prato ask to Mr Klokanas to send them by the excel file with the list of terms provided by the other Museums in order to check it and eventually add some new terms. Every month the updated list of terms will be sent by mail to the partners. Moreover he gives some useful information for data insertion such as: - the free text related to the description can be formatted; - the short free text can contain maximum 20 characters; - a sub-technique can be selected once chosen the related technique; - it s possible to select more than one technique; - some fields are compulsory and they will be marked by an asterisk; - concerning the date, it s necessary first select a period in the chronology list and than add the exact date in the free text field; - for the origin field it is possible to select first the country and the add the city; - there are no limit to the number of links and pictures to be upload on the database. Mr Klokans finally informs that for any kind of error or problem with the data insertion or malfunction of the database partners can contact him and the CLOTEFI staff will provide to resolve it. Moreover he informs that as asked by the partnership in the next days he will provide to modify the database in order to register the information concerning the last update on a item. Anyway he underlines that all the deleted fields and items will be conserved in a sort of checklist. On this regard he will check if it will be possible to make a backup once inserted all the items (or part of them). Mr Mehmeti reminds that as discussed in the last meetings for the launch of the contest (at the beginning of June) at least the 50% of the items should be inserted: so it means that - as planned - there are nearly 3 months for the insertions. The partnership decides in order to upload in the database all the items for the launch of the contest, to insert first the general information and pictures and then all the other information. Management and Coordination The partnership, in order to dedicate the 2 nd day of activity to the contest, decides to anticipate the discussion on the management and coordination issues. As for the management of the project, Mr Paolo Guarnieri, Financial Manager (FM) of the project, gives an overview on partners levels of expenditures and on certifications in particular on partners procedures for the selection of the 1 st control auditor. As regards expenditures accounting, Mr Guarnieri invites the partners to insert expenditures in the PRESAGE system all time long and not to wait for the end of the semester (that is, after the 31 st of March) to do so. He also reminds the partners that by contract the project must spend and certify at least 10% of the project total budget for the first year, to avoid any possibility that the project is cancelled. In order to spend in line with the approved spending plan of the project, it is expected that partners will spend about 20-30% of their total budget at the end of the second semester of activities. Spending more than 20-30% is also allowed (provided that enough funding is left for completing the activities until September 2011). 3

4 The LP provides the II semester reporting period deadlines: Activities Entering expenditure & detailed technical Progress report on PRESAGE system Deadlines April 14th Partners involved All partners Validation of expenditure Certification of expenditure Payment claim Progress Report April 21st May 21st May 28th May 28th All partners Mr Mehmeti reminds that once inserted all the expenditure in the PRESAGE System, each partner has to validate them and to insert the Progress report in order to permit the LP to validate these expenditures. The LP will need approximately 1 week to validate partners expenditures (by the 21 st of April). It means that it will be 1 month for the expenditures certifications by the 1 st level control auditor. After the certification all the documents have to be immediately provided to the LP who will collected them and will send them together with the Progress report and the Payment claim to the JTS by the 31 st of May. The FM, answering to some questions, informs that it will be possible to modify the budget after the end of the reporting period, it means by June, but the JTS will communicate when it will able to proceed. For the reporting issues, he remarks that for the overhead costs it should be inserted all the related single invoices with the amount to be ascribed to the project and not the lump-sum costs. Cluster for Innovation: The Inspiring Lab Model On the 2 nd day of activities, Mr Contargyris introduces the discussion on the contest for young designers and stylists showing the resume of the questionnaires sent to the partners and proposes to change the term contest with challenge: the partners agree on the name TEXMEDIN Inspiring Lab Challenge. Then the partnership reviews the text of the call, drafted by the Textile Museum of Prato and by the LP on the indications provided during the Operative Meeting in Prato. The modified, shared and approved is attached to this document and it will provide to the partners together with the SC minutes. In particular the modifications concern: - article 2 (evaluation criteria section); - article 4 (date of the application, training and the award); - article 5 (application and language of the documents to be provided); - article 7 (project propriety) Moreover the partners have to provide the complete addresses of the 4 Inspiring Lab to be inserted in the call and partly in the Application Form. The partnership agrees also to produce a very simply version of the official call, a kind of guidelines for the applicants: the Textile Museum of Prato is already working on it. 4

5 About the activities for the selected participants of the Challenge Mr Contargyris underlines that they must include not only the training but also the access to the Inspiring Lab facilities. Ms Patelli sharing with the other partners the proposal of Component 4 Coordinator will draft and send a revised version of the offered courses that will include training and coaching as discussed today, specifying that the courses language will be the local language. Concerning the dissemination, the partners decide that there will be first a pre-announcement of the challenge in May in order to inform and involve schools and universities before the summer vacations and then the official launch on 15 th of June. In this regard the LP in accordance with IFTH that will host the event proposes to organize the launch of the challenge in Paris from the 14 th to 16 th June In particular the partners agree the following draft programme: - 14 th June, h Operative Meeting - 15 th June, in the morning the press conference for the Launch of the Challenge and in the afternoon the Operative Meeting - 16 th June: in the morning ½ day Workshop (organized by IFTH). The LP asks to IFTH representatives to check if, in the same period, there are other relevant events in Paris in order to coordinate the TEXMEDIN event with them. On its side the LP will check with the JTS if is eligible to organize an event in Paris. Ms Lorena Vidas then introduces the claim of the Challenge Back to heritage, straight to future to be used for the promotional activities and presents the Communication plan of the Challenge consisting in 2 phases of activities: 1) The pre-announcement from the end of April to the end of May; 2) The Official Launch from the 15 th June to the 15 th September 2010; Concerning the graphic idea for the Challenge, she underlines that this new message/claim will be integrated in the Texmedin layout respecting all the EU regulations on communication. The LP will produce the graphic idea and the printed materials in English both for the pre-announcement and the official launch (postcard and poster). Each partner can translated and print these materials in their own language. The partners also discuss on the idea to produce a poster with all the 5 languages. Moreover the IFTH will realize a video in all the 5 languages that will support the printed material and will be published also on the page dedicate to the Challenge in Texmedin website. This page will be ready by the end of April and will contain the Challenge Call, the Application Form and all the promotional materials related to the Challenge. The Communication Officer, Ms Vidas, provides a synthetic overview of the recommended activities to be done at local, national and international level in order to have an effective and successfully promotion of our activities. In particular she underlines the importance to have an efficient and professional press office. The LP asks to the partners to realize a promotion plan for the Challenge for the next 6 months including also a plan of related costs. Each single plan will be attached to the Texmedin Challenge Communication Plan. The LP will realize a list of recommended activities, a kind of vademecum. Moreover the partners agree to add in the Communication Plan a 3 rd phase related to the promotion of the results of the selection from the end of September 2010 to the Award assignment and exhibition (April-July 2011). Finally Mr Contargyris presents the document with the services provided by the Inspining Labs and asks to the partners to communicate eventually modifications by next week in order to finalize the document. Moreover he informs that he s working on the Component 4 Blueprint that will be sent to the partner by the 12 th of April. After partner feedback (by the 19 th April) he will be able to draft the final version by the 26 th of April. 5