THE NORTHERN BEAUTY
Barents visual arts in 1970-1980
Murmansk Region Art Museum
Kemi Art Museum
Northern Beauty Project’s first Coordination and
Management group meeting 6.8. – 7.8.2012 in Rovaniemi
Members at the meeting:
-
Anne Ihalmo, University of Lapland, FI
Satu Pesola, University of Lapland, FI
Katja Rakkolainen, Arts Council of Lapland, FI
Tomas Lind, Konsthall, Luleå, SWE
Olga Kiseleva, Murmansk Art museum, RU
Kari Silvennoinen, Kemi Art Museum, FI
Minutes of the meeting
Monday 6th August 2012
1. The meeting procedure
a. The selection of chairman and secretary
-Tomas Lind was elected Chairman of the Coordination and Management group
- The project manager Anne Ihalmo is secretary
b. Adoption of the agenda
- The agenda of the meeting was approved
2. The tasks of the Coordination and Management group
-
Overall management and coordination of the project
Assisting project manager in technical and administrative issues as well as EU
regulations and budget management
Responsible to share information in their home organizations and bring information
into the CMG meetings
Tomas Lind represent Art Hall (management),
Olga Kiseleva represent Murmansk Regional Art Museum (Management, helps
museum chef in bureaucracy) ,
Katja Rakkolainen represent The Art Council of Lapland, (Exhibition tour),
Kari Sivennoinen represent Kemi Art Museum (exhibition, Art and management),
Jonna Katajamäki represent University of Lapland (research, publication),
THE NORTHERN BEAUTY
Barents visual arts in 1970-1980
Murmansk Region Art Museum
Kemi Art Museum
Satu Pesola represent University of Lapland, (coordination and management),
Jan Erik Lundström represents Sami Center for Contemporary Art, (exhibition, Art
and management)
Anne Ihalmo project manager, responsible for overall project management,
3. Timetable for CM meetings
- Next meeting will be in Murmansk 8th of November.
- Discussion about next Steering group and Expert group meetings timetable in Murmansk. The
Expert group’s next meeting will be in 7th of November and Steering group meeting will be in 8th
of November.
- Discussion about travel arrangements to Murmansk. Project manager is responsible for travel
arrangements; tendering the bus from Luleå- Rovaniemi – Ivalo – Murmansk and back.
- Departure from Luleå on the 6th and arrival on 9th of November. Advance booking of the hotel
Meridian Congress Hotel.
- University of Lapland will pay the travel and accommodation costs for the members of the
steering group. The daily allowances will be covered by the home organization.
- The invitation and Agendas will be sent to all members of the groups.
4. Payment arrangements
a. Prepayment processes and timetable
-Project manager has sent prepayment application from EMOS ENPI information system.
The dean of the Faculty of Art and Design is going to sign it 7.8.2012 and after that it will
be sent to ENPI office.
-Lead Partner will transfer money to partners according to the Partnership agreement.
-First payment is max 80 % of 1st year´s EU financing and Russian state financing, and 30
% of total Finnish state financing.
b. Interim payments and report
- When 70 % of 1st pre-payment has been used on the project level (~55 % of 1st
year´s budget) Lead Partner can prepare an interim report.
- LP negotiates with JMA on different reporting time-schedule.
- When? Costs are approximately 55% of 1st year´s budget
- The Interim report includes the following parts:
- Narrative Interim report (in EMOS) (Anne will send the narrative form to the
partners, collect information from partners and fill the report in EMOS).
THE NORTHERN BEAUTY
Barents visual arts in 1970-1980
Murmansk Region Art Museum
Kemi Art Museum
-
Financial report (excel-file)
Expenditure verification report issued by the auditor must be attached to each
interim report in case a new pre-payment request is submitted.
Discussion about budgets: everyone is taking care of they own budgets.
Olga Kiseleva told that they are in process opening the special account for the
project and after that money can be transferred to Russia.
Olga will visit Murmansk ENPI office after the summer holiday.
It was agreed that the 1st reporting period is from 13.4. – 31.12.2012.
Attachment: Payments and intermin reports -power point presentation
5. Going thru the Grand Contract
a. EU regulations for Kolarctic ENPI projects
Attachment: Practical instructions to projects UPDATED 180112
6. Project funding (going through each partner’s budget and co-funding)
a. Possible needs for the changes in budgets
- Discussion about the changes in budget
- The Art Council of Lapland is going to make chances in their budget. They cannot hire
new persons to their organization so the personnel cost must be moved to the external
costs.
- In meeting there were also discussions about Russian budget. What is Russian partners
co-funding. Some money should be transferred to the personnel cost if it is their own
contribution is their own work.
- Kemi Art Museum need to transfer some money from personnel costs to the external
services.
- Anne will organize a meeting with Marjaana Lahdenranta and Katri Niska-Honkonen in
ENPI office and discuss about budget changes.
7. Closure of the day
- The chairman Tomas Lind concluded the first day that the meeting was very useful and project
activities promoting.
THE NORTHERN BEAUTY
Barents visual arts in 1970-1980
Murmansk Region Art Museum
Kemi Art Museum
Tuesday 7th August 2012
Members at the meeting:
-
Anne Ihalmo, University of Lapland, FI
Satu Pesola, University of Lapland, FI
Katja Rakkolainen, Arts Council of Lapland, FI
Tomas Lind, Konsthall, Luleå, SWE
Olga Kiseleva, Murmansk Art museum, RU
Kari Silvennoinen, Kemi Art Museum, FI
Heli Järvenpää, University of Lapland, FI
1. Reporting instructions
a. Reporting timetable and Reporting documents and responsibilities
- NB projects financial secretary Heli Järvenpää went through the reporting forms,
materials, and gave instructions how to report to lead partner.
-You will find all reporting forms in NB’s web page.
2. Next meeting
- Next meeting will be in Murmansk 8th of November 2012.
3. Conclusion
- The chairman Tomas Lind thanked all the participants for the meeting. He concluded that the
CM group’s work is important to the successful implementation of the project.