INNOVENTER INNOVATIVE VOCATIONAL SOCIAL ENTREPRENEURIAL TRAINING Kick-Off Meeting Minutes 26 27 October, 2017 Sofia
26.10.2017 First meeting day The meeting has been opened according to the agenda by welcome introduction by Mrs. Elka Todorova, chairperson of the LP NFEDP. She provided some cultural and historical information about Sofia and the country and she gave the floor to every participant to present himself/herself. Next, there were presentations regarding the profile and experience related to the project topic of the participating organisations. Next, following the agenda Mr. Slaveyko Slavkov (P3) presented the project concept, objectives, expected outputs, target groups and main activity packages (separate PPT attached to the meeting document set). Next, the participants took the decision to establish the Steering Committee and to formalize of the project teams from every partner organization (separate PPT by Holta Koci, P4). Appointed members of the Comittee are as follows: LP NFEPD Elka Todorova P2 URAK Emil Kotsev P3 MCA Slaveyko Slavkov P4 ACA Holta Koci P5 CCCI Demetra Palaonda P6 DYEKO Aikaterini Anagnostopoulou P7 MCA 2000 Vlatko Danilov The project teams consist of the following persons: LP NFEPD Project coordinator Elka Todorova LP NFEPD Financial manager Mariela Palasheva P2 URAK Project officer Daniel Pavlov P3 MCA Communication manager Petya Grudeva P3 MCA Project officer Maria Goranova P4 ACA Project officer Ardita Bonatti P5 CCCI Project officer Leonidas Paschalides P6 DYEKO Project officer Sotiria Fratti P7 MCA 2000 Project officer Vlatko Danilov All partners also appointed a representative of the partner consortium for communication with the JS to be Mrs. Elka Todorova (LP) and a contact person for operational issues to be Mr. Slaveyko Slavkov (P3). After short coffee break, Mrs, Elka Todorova (LP) made an overview of the main documents the Application Form, Subsidy Contract, Partnership Agreement and Budget in order to underline all contractual obligations and ensure that they are well understood as well to ensure that each partner understands the specific national rules applicable in their country to their organization (separate PPT). Next, according to the agenda every partner presented respective information on the national info days on the BMP. The following concerns were reported: ALBANIA 1. Staff contracts. 2
2. Access code to MIS 3. In Albania they said they will send them invitations 4. Deadline to send the request is 30.10.2017 5. Monitoring forms should be on the BMP templates provided 6. The EU legislation prevails on national legislation 7. Payments in euro or in local currency 8. Currency rate is what? 9. VAT is reimbursed 10. Project stamp on each invoice 11. No pre-financing 12. Partners are expected to do first level certification every 3 months. BULGARIA CYPRUS FYROM GREECE 1. For external expertise segmentation is not valid. 2. Procurement plan (outsourcing and in house agreements sum all the budget)-procurement rules 3. Staff contracting 4. 1st level control will be every 3 months. First level control should be amount at above 15 000 euros. 5. OPS (MIS equivalent) system will be fully functioning in February 2018. The afternoon session continued with overview on the administrative approach and financial procedures to be followed in order to ensure correct project process and resource management (separate PPT by LP and P3). Next, according to the agenda Mrs. Elka Todorova made a review the initiating steps and starting tasks (separate PPT), followed by a discussion on the accomplished activities in September and October (Action Plan Zero). Next, the partners revised and discussed the Work plan till next meeting in details and till the end of 2018 in general. The updated draft of the Plan should circulate through the partners till the 15th of November 2017 and till 1st of December 2017 the Plan is to be finalized. The foreseen deadline is to cover the procedures for signing of contracts for national co-funding. There were no objections on the planned activities in the updated Work Plan. Regarding the possible impediments or limiting factors to the project implementation, the partners expressed the opinion that for the time being such impact seems to be minor. Next, Mrs. Stanislava Toncheva (LP) presented the draft of the Quality strategy (separate PPT). The partners agreed on the proposed indicators in it. After this, Mrs. Elka Todorova (LP) recapped the first day meeting with some closing remarks. 3
27.10.2017 Second meeting day The morning session has been opened by Mrs. Elka Todorova (LP) with presentation of a draft of the Monitoring Forms. The partners revised the proposed forms and decided to check those of the BMP JS in case they are more suitable and detailed. Then, according to the agenda there was a discussion on internal quality management issues. The partners underlined the necessity of doubling of the information flow on the quality indicators. Next, Mrs. Maria Goranova (P3) presented a draft of the Communication strategy and underlined the main elements of the Communication Plan according to the Communication Manual of the BMP. After short coffee break, the partners discussed and agreed on the main parts of the Dissemination Strategy as well as on the planning base for the dissemination activities. Next, according to the agenda Mrs. Demetra Palaonda (P5) presented the main features of the Internal communication platform and document archiving system. The partners agreed to use the Google Drive as first step for storing the information and the DropBox as backup system. Next, Mr. Emil Kotsev (P2) presented an outline of the WP3 Development of learning materials and pointed out the major elements and related tasks (separate PPT). The partners agree on the proposed structure and building elements. The afternoon session continued with presentation (separate PPT and draft MS Word file provided to the partners in advance) of a draft of the Bilateral agreements by Mr. Vlatko Danilov (P7). The partners agreed on the proposed text in general, mentioning the need of final check and proof-reading. Next, Mrs. Aikaterini Anagnostopoulou presented the draft of the IPR agreement. The partners agreed in general on the proposed concept and pointed out the need for further discussion when the project output products will be visible. Next, Mrs. Mariela Palasheva (LP) presented the requirements on the establishing of the audit trail system (separate PPT). The partner agreed on the presented topics and concluded that there is no deviation from the already known rules from the BMP PIM. After short coffee break, Mrs. Elka Todorova presented the Action Plan 1 (separate PPT). The partners underlined that there are still some unclear things related to the national co-funding and especially to the making contracts with the national FLC. The partners suppose that the collaboration with the FLC might require some changes in the way of planning and spending money. The partners decided that after finishing of the national procedures and no later than 15th of December to make a separate Skype devoted to those issues. The Decision List of the meeting has been discussed and created on a separate file. The partners agreed in advance on the dates for the next meetings in order to avoid long conversations like those in the organization of the current meeting. The partners took the following decisions: No. Decision 1 Appointing members of the Steering Board and the Project Teams (above) 2 Creation of mailing group and WhatsApp group 3 Confirmation of the e-mails received 4 Monthly Skype meetings common or bilateral depending on the discussed issue and concerned countries 5 Dates of the next project meeting: 4
23.04 27.04.2018 in Albania 17.09 25.09.2017 in Cyprus 28.01. 01.02.2019 in FYROM 24.06 28.06.2019 in Greece 6 Preparation of the meeting materials in advance and their sharing to the partners likewise in the current meeting 7 Monthly revision of the work plan and financial flow 8 Period for requesting certification of validates expenditures 4 months 9 Open an audit trail in each organization 10 The name of the project website will be www.innoventer.eu. This should be reserved and foreseen for further use in the online platform as well. At the closure of the meeting led by Mrs. Elka Todorova (LP) each participant shared his/her opinion about the discussions and decisions made as well as he/she evaluated the meeting via dedicated questionnaire via SurveyMonkey platform (https://www.surveymonkey.com/r/innoventer_1_tpm). The results of this internal evaluation will be shared at the next partner meeting. 5