2
14.02.2016 / hjv
First 2-day partner meeting in Copenhagen, 15 – 16 Feb 2016
Programme and Agenda, version 2
Content
Time and place 1
Practical information 2
Mobile numbers of the participants 3
Aims and key activities of the first meeting 3
Agenda of the meeting (version 1 – 16.01.2016) 4
Annexes to the agenda 6
Time and place
All partner associations are welcome to send two representatives: the project leader and a main project member from the local project team.
As mentioned in a former mail, 18.12.2015, we expect to adjust the budget, so the refunding of travel & subsistence costs for meetings can be increased to 100 pct, while the refunding of salary costs must be decreased below 75 pct, so our overall own financing still is 25 pct of the total costs.
Time: Monday, 15 Feb, 9 am – Tuesday, 16 Feb, 4 pm
With arrival Sunday 14 Feb: two nights: Sunday- Monday, Monday – Tuesday;
and possible departure, Tuesday evening
Place: At Vartov, Farvergade 27 D, 3rd, DK-1463 Copenhagen K
NB: just 100 meter from the City Hall at the center of the city
See www.grundtvig.dk and http://map.krak.dk/?index=yp&id=68124495&query=
Vartov / Statue of Grundtvig / City Hall tower seen from Vartov’s courtyardVartov is an historic and beautiful building with Copenhagen City Hall as its closest neighbour.
Vartov is known to have had the famous Danish poet, priest and adult educator N.F.S. Grundtvig as pastor in 33 years from 1839 to 1872 at the Vartov church which is part of the building complex.
In 1947 the Danish Grundtvig Society took over Vartov. The building underwent an extensive restoration and was particularly adapted for their new purpose, which was a continuation of the Grundtvigian youth and educational work.
Today the Grundtvig library and the Grundtvig Academy and the Søren Kierkegaard Research Centre as well as many educational and cultural umbrella associations have addresses here.
Practical information
Hotel
For accommodation, we recommend
City Hotel Nebo (http://city-hotel-nebo.8hotels.info ).
The hotel is close to the and only minutes from the Main Railway Station and Tivoli Gardens, and 5 min walk from the City Hall and Vartov.
Travel information
It takes approx. 20 min to travel from Copenhagen Airport to the centre of the city by train or metro.
Tickets for the Metro and train (3 zone ticket) are available at the Metro station and at the DSB ticket sales counter in Terminal 3. Please note that the ticket machines do not accept notes, only coins and cards such as VISA, etc.
· It may be best to take the normal train from the airport (Terminal 3, platform 2,) to the Central Station (København H), from here 2 min. walk to City Hotel Nebo.
Meals
Sunday: 14 Feb: After arrival Sunday, you are welcome to have a dinner anywhere at the many cosy restaurants in the city centre or at the Vesterbro area near your hotel. Reasonable costs will be refunded.
Monday: 15 Feb: Breakfast at the hotel. We arrange coffee breaks,
lunch at Cafe Oscar, - see http://oscarbarcafe.dk
Dinner at 6 pm at Höst, Nørre Farimagsgade 41, 1364 Kbh.K – see http://höst.dk/moods
Tuesday: 16 Feb: Breakfast at the hotel. We arrange coffee breaks and
lunch at cafe RizRaz, Kompagnistræde 20, 1208 København K – see www.rizraz.dk
You can have a dinner in the town or the airport during your travel home. Reasonable costs will be refunded.
Culture programme/Cultural visits
The meeting is short and we have many issues to discuss, however there should at least be time for a short city walk before/after our dinner Monday evening in the town.
Map of Copenhagen centre
Mobile numbers of the participants
Bente von Schindel, KSD (DK) (+45) 29 64 70 40
Hans Jørgen Vodsgaard, IF (DK) (+45) 51 300 320
Tomas Järvinen, FSU (FI) (+358) 40 5844 655
NN, FSU (FI) (+358)
Agnieszka Dadak, FAIE (PL) (+48) 511 551 439
Rafał Dadak, FAIE (PL) (+48) 881 676 468
Alicia Shibitskaya, UW (BY) (+375) (29) 630 32 76
Svetlana Roussanova, UW (BY) (+375)
Simona Benetytė, LPDA (LT) (+370) 61 14 00 40
Regina Žirgulevičienė, LPDA (LT) (+370) 657 599 55
Aims and key activities of the first meeting
The overall aim of this kick-off meeting is to engage the essentials of the project idea and clarify management issues as well as to get to know each other and gain shared ownership and high commitment
The key activities are:
- P1, IF and P2, KSD plan the meeting: agenda and practical issues
- Partners prepare presentations of own associations and their initial plans for the pilot work
- All partners participate in the meetings
· Presentation of persons and organisations
· Present and discuss project idea and partners’ initial plans for pilot work
· Discus and adopt documents for legal and financial matters
· Discuss and adopt internal communication, dissemination and evaluation strategies
· Detail planning of next steps
· Evaluation of preceding work and current meeting
- Follow-up: P1, IF provide Minutes and Task plans for next step
- All partners answer evaluation questionnaire of WP 02
Agenda of the meeting (version 1 – 16.01.2016)
Monday, 15 Feb, 9 - 17.00
1. Formalities
a) Welcome and practical information
b) Appoint a moderator and a reporter
c) Approval of the agenda
d) Sign Attendance List
2. Presentations:
a) Present persons, organisations and experiences with international projects
b) Present possible experiences with Culture activities in sparsely populated areas
c) Present expectations to the project, personal and organisational benefits
3. The project idea and outlines of each organisation’s plans for local pilot work
a) Dialogue on the project concept – the need, the aims and core activities. Introduction
by Bente
b) First dialogue on local activity plans - each organisation outlines plans for local pilot work
4. The work programme and budget - present, discuss and adopt
a) Main planning tool is “Detailed description of the project” (Project Bible); introduction
by Hans
b) The overall task plan including division of labour and responsibilities in the partnership
c) Clarify the time schedule - do we need more time for some tasks and less to others
d) Clarify and adjust the budget including full refunding of meetings costs.
5. The Conditions and demands of the funder, Nordic Councils of Ministers
a) The Commissioning Agreement and Audit guidelines
b) The procedures for reporting and new applications for support to project year 2 and 3
Tuesday, 16 Feb, 09 – 16
6. Legal agreements - present, discuss and adopt
a) The Partner Agreement
b) Rules of procedure
7. Financial management - present, discuss and adopt
a) Financial Guidelines
b) Documentation of salary levels, good advices and questions
c) Reporting financial costs, procedures with templates, etc
8. Internal Communication, use of ICT and document archive - present, discuss and adopt
a) Common needs for use of ICT, web meetings
b) Netiquette
c) Needs for common virtual work space, document archive and Dropbox for photos
9. Dissemination plans and procedures - present, discuss and adopt
a) The overall dissemination strategy
b) Local dissemination strategies
c) The visual design of the project materials
d) The project website
10. Guidelines of monitoring, evaluation and QA
a) The evaluation methodology
b) Ongoing procedures for monitoring and evaluation of progress, by all partners
c) Important impact evaluations, when and how, by all partners
11. Detail planning of the next steps
a) WP 03: The baseline surveys – what to do, how and when
b) WP 04: The overall pilot work strategy and the varied local pilot plans
c) WP 05: The second partner meeting in Lithuania – what, where and when
d) WP 07a: The upstart of dissemination activities
e) Other issues?
12. Evaluation of the previous work
a) Oral evaluation round on WP 01: Start-up planning
b) Oral evaluation round of WP 02: The first partner meeting
c) Fill-in the evaluation questionnaires for WP 01 and WP 02 (latest 2 weeks after the meeting)
13. A.O.B. (any other business)
Annexes to the agenda
NB: All the mentioned annexes below can be downloaded at the virtual project archive at
the Google site - https://sites.google.com/site/balticlever/home
Item 1: Formalities
c) LEVER - WP 02, first meeting, agenda, v1
d) LEVER – WP 02, meeting attendance List, v1
Item 2: Presentations
a-b) Possible presentations by all partners (Power Points, Videos, Leaf-lets)
May be distributed during/after the meeting.
Item 3: The project concept and initial local project plans
a) The project concept, v5 and Perspectives on background, need and aims, v1
b) Possible presentations of initial pilot plans, by partners (during/after the meeting)
Item 4: The work programme and budget
a-b) LEVER - Project Bible, v1
c) LEVER, budget 3 (budget 3 will be e-mailed primo Feb)
Item 5: Conditions and demands for a Grundtvig Multilateral Project
a-b) The Commissioning Agreement with Nordic Council of Ministers and Audit guidelines
Item 6: Legal agreements
a) LEVER - Partner Agreement, v1, proposal
b) LEVER - Rules of Procedure, v1, proposal
Item 7: Financial management
a-b) LEVER - Financial Guidelines, v1, proposal
c) Financial templates, see the archive: https://sites.google.com/site/balticlever/home
Item 8: Internal Communication, use of ICT and document archive
a-b) Possible guidelines for internal communication is presented in
the Project Bible, page 10, section IV,1
Item 9: Dissemination plans and procedures
a) The dissemination strategy is presented in
the Project Bible, page 10 - 11, section IV,2: Valorisation plan
b) Local dissemination strategies, all partners (may be distributed during/after meeting)
c) Proposal for visual design b/ Bente will follow
d) Initial website design b/Bente will follow
Item 10: Guidelines of monitoring, evaluation and QA
a) The evaluation methodology is presented in
the Project Bible, page 12 -14, section IV,3-4: Evaluation and Verifiable Indicators.
Item 12: Evaluation of the previous work
c) Evaluation questionnaires for WP 01 and WP 02, will be e-mailed latest primo February to all and up-loaded to the Google archive.