Action

IT Analysis
Returns from Ireland and one from Poland received, other partners to ensure this is completed, so that partner requirements are clear to ease communications.  

Each Partner to complete form by 21 February 2006
Cheryl to send out form prepared by Sandy Stevenson

Transnational Meetings

Second meeting – to be held in Spain.  Meeting to discuss during agenda.  Change dates 11 and 12 May 2006

Mariano to confirm dates suitable

Third Meeting – Poland to be held in Warsaw, meeting venue has been arranged, dates 27th  – 29th September 2006

Fourth Meeting – Ireland 7th -9th February 2007

Fifth meeting - Czech 11th - 13th June 2007

Per Diem Rates  - Polish partners to confirm per diem rates with relevant partners, and partners will ensure accommodation suitable for all partners

Host partners

Meeting Format

All partners to ensure they are available for 9.00 am on the first day of the transnational meetings

Day One
9.15 – 12.30      Full meeting of all delegates to meet with Steering group.   Each DP to give a small presentation of progress to date. (maximum 10 minute presentation, 30 minutes maximum including questions per group)
12.30 – 13.30    Working group presentations to all groups
13.30 – 14.30    Buffet Lunch
14.30 – 17.00    All Groups meet

Day Two
9.30 – 10.30      Steering group and working groups meet together for report back session 
10.30 - 13.30     Working groups meet
13.30 – 14.30    Buffet Lunch
14.30 – 17.00    Site visit or continuation of  working group meetings
17.00  - 17.30    Plenary session report back by working groups
(members of steering group can attend working groups)

Distribution of papers – steering group to receive all papers and each group to receive papers for all working groups.

Communication via Website, each partner responsible for ensuring their staff/partners register on the website. 

Host country to chair meeting, arrange accommodation, meeting venue and social calendar/programme.   Host to print out papers and final programme

Working Groups to have a delegated chair and rapporteur provided by lead partner for each group

Warsaw meeting – Steering Group to meet on 27th September 2006, full meeting to commence on 28th September 2006

All partners

Steering Group agenda items to Cheryl/ Karrie by deadlines detailed below

Working Group Reports, Agendas and minutes of previous meeting, etc, to Cheryl/ Karrie one week prior to each transnational meeting.

DEADLINES
Spain 28th April  2006
Poland 15th September 2006
Ireland 26th January 2007
Czech 1st June 2007

Deliverables and Milestones of Working Groups

Papers received from work package 4 and 2, other groups to submit milestones/deliverables

Each lead partner for work packages to set deadlines to achieve outcomes, if communication problems then email to all members of the steering group to highlight problems.  It is the responsibility of steering group members to ensure issues are resolved.

Each work package has autonomy to ensure completion of their agreed deliverables, this includes meetings, communication links, study visits, etc.  Work package lead to agree with the National DPs, budgets for activities.

Evaluation Work Package to have a slot during Day One in Spain to describe process

Full Work Package complement to be submitted to Partnership.

Overarching Themes for all work packages

• Evaluation
• Budgets
• Communication
• Website
• Reporting protocols
• Content for mainstreaming tool
• Work packages 2 and 3 could provide material for work packages 1 and 4
• All changes to contacts, etc are the responsibility of each partner.

Work packages framework

1 website
3  training
5 evaluation
to submit by
17 March 2006

Caroline Coleman to contact Michal Zalesak re Evaluation Work Package

Full work package membership to be submitted by 17th March 2006.  Spain and  Poland

Website

Pawel gave a demonstration of the website, www.kaw.adaptus.pl

All DPs responsible for ensuring their representatives on the working packages register on the website.  All partners within DP to be made available of the website and given the option to register.
Items to be included on the website
Protocol
Steering Group Minutes
Working Group Papers
Diary of events
Photographs of membership

Two administrators to be designated, one from PL65 (with technical expertise) and one from UKgb164 (secretariat functions).

Summary of partnership to be inserted on the opening page

All working package members by 15th March 2006

Pawel Bochniarz

Leigh Berridge by 10th March 2006

Communication Strategy

Communication links within the steering group and working groups to be firmed up.

Work package leaders to provide monthly update to the steering group.

Work packages to be encouraged to meet before San Sebastian, especially group 3.

Work package leaders