1. Meeting Information:
6th Steering Committee Meeting (WP1)
Organisation Responsible:
FB3 – ERFC (Greece)
Date:
22th September 2015
Venue:
Corfu, Greece
Meeting participants:
The participants’ list is displayed in Annex 1 of the current
deliverable
Meeting agenda
Steering Committee agenda is displayed in Annex 2 of the
current deliverable (LP Presentation)
2. 22nd September 2015 – 6th Steering Committee Meeting minutes
The steering Committee stars at 17:00.
Representatives per partner
Missing partners:
LB
FB1 – INFOR
FB2 – RAV
FB3 – ERFC
FB5 – ISTR
FB8 – SIT
FB9 – MOL
FB10 – ABR
FB11 – UNILUB
FB12 – UNIBEL
FB13 – BAR
FB14 – TEU
FB15 – MIT
FB16 – UNISAR
FB17 – SPLIT
FB18 – PGK
FB04 – DNR
FB06 - APL
FB07 - AN
FB19 - IGOU
Massimiliano Angelotti
Andreea Sava
Simona Melchiorri
Nikolas Petropoulos
Sanja Labinjan
Stefania Sorze
Angelo Primiani
Simona Romiti
Elen Twrdy
Olja Cokorilo
Rade Stanišić
Nektar Duma
Argila Totozani
Azra Ferizovic
Goran Kotur
Tomislav Kandžija
16 participating partners out of 20.
LB leads the attention to the chosen 3 discussion issues
1 - position/opinion on submitting a project extension of four months (new final date June 30th)
2 - availability to budget reduction
3 – availability to perform additional activities
The project is co-funded by the European Union, Instrument for Pre-Accession Assistance
After the collection of written answers during previous days and the confirmations collected during the
meeting, this is the position of the partners regarding the 3 mentioned issues:
1 - position/opinion on submitting a project extension of four months (new final date June 30th 2016)
YES: 19 partners;
n.a.: 1 partners (FB 19) not attending the SC Meeting being obliged to leave the project meeting before the
starts of the SC.
FB 19 provides on Sept. 23rd its position replying YES to the mentioned proposal.
Therefore, all the partners express their approval to submitting to the Adriatic IPA MA and JTS a request of
extending the project duration of four months, with a new final date of project activities represented by
June 30th, 2016.
2 - availability to budget reduction
YES: just from n. 1 partner (FB 15 Ministry of transport of Albania)
Proposed budget reduction: euro 163.000,00, because of lacking capacity to make the necessary public
procurement procedure to realize the pilot due to the unavailability of national funds in the Ministry budget
for launching the tender and anticipating the related expenditures to be subsequently reimbursed by IPA
Programme funds.
3 – availability to perform additional activities with eventual additional budget
YES: 9 partners (FB1, FB2, FB3, FB4, FB6, FB7, FB8, FB10, FB17)
Only one partner – FB8 –already submitted details required (activities & expected costs)
In order to decide how to distribute the available budget of FB12, the partners interested to allocate part of
the budget for additional activities have to submit the required details to LP by Monday 28thindicating:
1) description of the new proposed activity, pointing out its WP of reference, the cross-border
impact (if any) and the expected outputs and results;
2) expected costs divided per expected activity and eventual sub-activity and cost category;
3) description of the procedures to be activated (public procurement, if any) and the expected
timing per activity and sub-activity;
4) status quo of the partner in terms of reached overall level of expenditures and reached level of
commitments/contracts signed to update the figures displayed by project financial manager during
the Corfu meeting and to prove the partner’s capacity of using additional funds.
Then the decision on the shifting will be taken via e-mail by the SC following the criteria of:
- level of expenditures;
- possibility to perform the new activity in time without the ordinary delays due to public
procurement procedures;
The project is co-funded by the European Union, Instrument for Pre-Accession Assistance
- activities that stick to the three types of pilot actions envisaged in the framework of WP6 or that
could have a good cross-border impact.
LB explains that there are two kind of procedures available with the following maximum expected duration:
ORDINARY PROCEDURE (submitting only a request of project extension): 30 days
SPECIAL PROCEDURE (submitting a request of project extension and budget and project changes): 45 days
The following attachments are required to the request of the budget change according to the instructions
provided by the JTS:
-
Letter of intent of the partner which is increasing its budget
-
Declaration of the partner which is decreasing its budget
Clear and detailed description to justify the change with reference to the activities that the budget
increase will support.
The partners agree in defining the deadline to present project extension and budget and project changes by
October 15th latest, in order to be able to get a reply from the JTS by December 1st, 2015
The partners agree that next WP leader meeting will be organized in Belgrade in the second half of
November 2015, hosted by partner FB12 – UNIBEL. The date will be chosen via a poll which the LB will
launch on Sept. 28th.
If the extension will be approved, the 7°CM and 7° SCM together with last 4th CBB will be organized in
Ravenna in the second half of January and the Final Conference in Dubrovnik in April/May.
Without extension otherwise all the events will take place in Dubrovnik in January, as foreseen.
In both cases LB is available to pay the travel costs for arranging the participation of the representatives of
FB12 – UNIBEL to the last project meetings and to the Final conference, which anyway will take place in
2016, since the phasing out condition implies that the expenditures of Serbian Beneficiaries must be
incurred and actually paid at the latest until December 31st, 2015.
The meeting ends at 18.00
The project is co-funded by the European Union, Instrument for Pre-Accession Assistance