Erasmus + Project No ECOBIAS_609967-EPP-1-2019-1-RS-EPPKA2-CBHE-JP
Development of master curricula in ecological monitoring and aquatic bioassessment for Western Balkans HEIs/ECOBIAS
Meeting: Kick – off meeting
Location: University of Novi Sad, Novi Sad, Serbia
Date and time: 10-11.2.2020.
Meeting called by: dr Snežana Radulović, project coordinator
Chairman: dr Snežana Radulović, project coordinator
Monday 10.2.2020.
| 09:30-09:45 | Registration |
| 10:00-10:15 | Welcome speeches (Project coordinator/ UNS Rector /PMFUNS Dean) |
| 10:15-10:30 | Roll call / Institution presentation |
| 10:30-11:00 | MANAGEMENT AND COMMUNICATION Decision on ECOBIAS visual identity (logo, ppt, memorandum) Proposal and Decision on ECOBIAS Management Guideline Proposal and Decision on using Trello (collaborative) and Connex.me (conference) apps |
| 11:00-11:20 | Workflow process proposal / Management structure |
| 11:20-11:40 | Coffee break |
| MANAGEMENT AND COMMUNICATION | |
| 11:40-12:00 | Appointing Task leaders / Participants Appointing WP leaders / Participants Appointing Steering Committee/ Quality assurance Committee/Project support team Appointing external Quality evaluator |
| 12:00-13:30 | Action Plan for the first Project Year Grant agreement and Partnership agreements |
| 13:00-14:00 | Lunch break |
| 14:00-15:00 | Equipment |
| 15:00-15:30 | Tendering procedure |
| 15:30-15:50 | Coffee break |
| 15:50-17:00 | Bilateral meetings on Partnership agreements and equipment |
| 19:30 | Dinner (Aqua Doria) |
Tuesday 11.2.2020
| REPORTS AND FINANCIAL PLANNING | |
| 10:00-10:30 | Reporting |
| 10:30-11:00 | Financial planning |
| 11:00-11:30 | Financial and administrative aspects of reporting / Discussion |
| 11:30-12:00 | Coffee break |
| 12:00-13:00 | Final partnership agreements / adopting |
| 13:00-13:30 | Final equipment plan / adopting |
| 13:30-14:30 | Lunch break |
| 14:30-15:00 | Adopting the Minutes and Closing the meeting |
| 14:00-15:00 | Equipment |
| 15:00-15:30 | Tendering procedure |
| 15:30-15:50 | Coffee break |
| 15:50-17:00 | Bilateral meetings on Partnership agreements and equipment |
Minutes written by: Maja Novković (supported by Cristina Hartmann Fatu, Svjetlana Lolic, Adi Vesnic)
Minutes:
Monday 10.2.2020.
Attendees (all 11 consortium members delegates):
Dragan Škobić (DŠ), Zora Pilić (ZP), Marko Miliša (MMI), Đurađ Milošević (ĐM), Dušanka Cvijanović (DC) (Project administrator), Samir Đug (SĐ), Adi Vesnić (AV), Nusret Drešković (ND), Jasmina Kamberović (JK), Vladimir Randjelović (VR), Avdul Adrović (AA), Edina Hajdarević (EH), Svjetlana Lolić (SL), Maja Manojlović (MMA), Jovana Amović (JA), Ljubica Vasiljević (LJV), Srđan Rončević (SR), Goran Anačkov (GA), Selma Otuzbir (SO), Zlatko Mecan (ZM), Mirano Jupić (MJ), Nedžada Tolja (NT), Anđela Jakšić-Stojanović (AJS), Milica Stojković-Piperac (MSP), Martina Weiss (MW), Cristina Hartman-Fatu (CHF), Antun Alegro (AAL), Maja Novković (MN), Snežana Radulović (SR)
AGENDA ITEM 1 – Welcome speeches (Project coordinator/ UNS Rector /PMFUNS Dean)
Meeting was opened at 10h by dr Snežana Radulović (project coordinator).
Prof dr Stevan Stankovski, Vice Rector of the University of Novi Sad gave the welcome speech.
Prof dr Milica Pavkov-Hrvojević, Dean of Faculty of Science, University of Novi Sad, gave the welcome speech.
AGENDA ITEM 2 – ROLL CALL
- Institution presentation
- P1 University of Novi Sad (P1 coordinator/ P1 administrator)
- P2 University of Nis (P2 coordinator/ P2 administrator)
- P3 University of Zagreb (P3 coordinator/ P3 administrator)
- P4 University of Duisburg – Essen (P4 coordinator/ P4 administrator)
- P5 University of Donja Gorica (P5 coordinator/ P5 administrator)
- P6 University of Mostar (P6 coordinator/ P6 administrator)
- P7 International University of Travnik (P7 coordinator/ P7 administrator)
- P8 University of Tuzla (P8 coordinator/ P8 administrator)
- P9 University of Sarajevo (P9 coordinator/ P9 administrator)
- P10 University of Banja Luka (P10 coordinator/ P10 administrator)
- 11 University of East Sarajevo (P11 coordinator/ P11 administrator)
AGENDA ITEM 3 – MANAGEMENT AND COMMUNICATION
- SR gave the report to the group about her meetings in Brussels:
- Explained reported on Grants holder meeting in Brussels and CBHE2019 novelties.
- Explained Grant agreement – legal provisions
- Explained the change project activities of UDG and subsequent change in project tasks (doc attached). The EACEA Agency suggested to change the main task on UDG, instead of 25% modernization of the existing MSc curricula for newly developing LLL courses accreditation and implementation. The consortium agreed by acclamation.
- Explained EACEA project monitoring including concept of field monitoring.
- SR proposed and explained Rules of procedures document.
Group voted – consortium voted unanimously for the proposed document (doc attached).
- Decision on ECOBIAS visual identity (logo, ppt, memorandum)
SR proposed ECOBIAS logo, ppt and memorandum. Group voted; consortium voted unanimously ‘for’.
- Proposal and Decision on ECOBIAS Management Guideline
SR proposed ECOBIAS Management Guideline. Group voted; consortium voted unanimously ‘for’.
- Proposal and Decision on using Trello (collaborative) and Connex.me (conference) apps
SR proposed using Trello and Connex.me apps for project management and communication. Group agreed.
AGENDA ITEM 4 – Workflow process proposal / Management structure
DC presented workflow process proposal and management structure (doc attached). Group voted; consortium voted unanimously ‘for’.
AGENDA ITEM 5 – MANAGEMENT AND COMMUNICATION
- Appointing Task leaders / Participants
SR presented the table with Work packages and Tasks (doc attached). Everybody participated in the discussion and proposals. Task leaders and Task teams were appointed. Group voted; consortium voted unanimously ‘for’.
- Appointing WP leaders / Participants
SR presented the table with Work packages and Tasks. Everybody participated in the discussion and proposals. WP leaders and Task teams were appointed. Group voted; consortium voted unanimously ‘for’.
- Appointing Steering Committee/ Quality assurance Committee/Project support team
SR proposed members of:
– Management Committee – each partner coordinator and administrator.
– Steering Committee – each partner institution coordinator.
– Quality assurance committee – each partner institution administrator.
– Project support team – pending for the next meeting.
Group voted about proposals, consortium voted unanimously for.
- Appointing external Quality evaluator
SR proposed Prof. dr Sajmir Beqiraj (University of Tirana) as an external evaluator. Group voted about proposal, consortium voted unanimously for.
AGENDA ITEM 6 – Action Plan for the first Project Year / Grant agreement and Partnership agreements
DC presented action plan proposal for the project first year (doc attached).
DC proposed dates for the key meetings:
– Tuzla – Management board meeting 22-23.06.2020. JK asked if dates could be changed, not to be Monday and Tuesday but Tuesday and Wednesday for management meetings. Consortium voted unanimously ‘for’. Meeting in Tuzla will be held 23-24. June 2020.
– Sarajevo – Management board meeting will be held on 21.09.2020. Trainings in: SERCON / System for evaluating rivers for conservation P1, Biodiversity conservation P3, Algology P3, Bioindication and biomonitoring of aquatic ecosystems P2 will be held in 22-24.09.2020. Consortium voted unanimously ‘for’.
– Zvornik – Management board meeting will be held on 15.12.2020. Workshop: Establishment of regional academic network in EMAB will be held on 16-17.12.2020. Trainings in: EU and regional legislation in freshwater monitoring P3, Methodology of science in Ecology P2, Ecological projects P2, Environmental engineering P1, Water protection technologies P1 will be held 14-16.12.2020. Consortium voted unanimously ‘for’.
– Tuzla – Management board meeting will be held on 26.01.2021. Trainings in: GIS and Remote Sensing in ecological monitoring P1, Conservation ecology P2, Aquatic ecotoxicology P3, Classification protocols and systems in Eco monitoring P3 will be held 27-29.01.2021. Consortium voted unanimously ‘for’.
SR proposed budget balance related to the first project year activities and the first money transfer for each partner, and suggested to everyone to take a look till tomorrow, when it will on the table for voting.
AGENDA ITEM 6 and 7 – Equipment / Tendering procedure
ĐM presented tendering procedure for the equipment and total equipment cost per each institution. AV and SR participated in the discussion about tender procedure in BIH.
ĐM explained equipment costs per tendering LOTs.
AV explained public tendering procedure in Bosnia, which includes auctioning which usually change the prices in the range of 10%.
AV explained tendering procedure relation UNSA to other institutions. Each partner institution will sign agreement with UNSA. UNSA will conduct procedure, and each institution will only pay their own equipment. SO and AV explained issue with IUT (private faculty, different tendering law constraints in BIH), and the group agreed that UNSA should conduct tendering procedure for IUT providing additional agreement between two universities that will be signed to solve this issue.
ĐM explained tendering procedure for UDG – Montenegro. AJS agreed.
AGENDA ITEM 8 – Bilateral meetings on Partnership agreements and equipment
Bilateral meetings were held between all the partners institutions on different subjects at different time. The meetings were over at 17h.
Tuesday 11.2.2020, started at 10:00
Attendees:
Dragan Škobić (DŠ), Zora Pilić (ZP), Marko Miliša (MMI), Đurađ Milošević (ĐM), Dušanka Cvijanović (DC) (Project administrator), Samir Đug (SĐ), Adi Vesnić (AV), Nusret Drešković (ND), Jasmina Kamberović (JK), Vladimir Randjelović (VR), Avdul Adrović (AA), Edina Hajdarević (EH), Svjetlana Lolić (SL), Maja Manojlović (MMA), Jovana Amović (JA), Ljubica Vasiljević (LJV), Selma Otuzbir (SO), Zlatko Mecan (ZM), Mirano Jupić (MJ), Nedžada Tolja (NT), Anđela Jakšić-Stojanović (AJS), Milica Stojković-Piperac (MSP), Martina Weiss (MW), Cristina Hartman-Fatu (CHF), Antun Alegro (AAL), Snežana Radulović (SR)(Project coordinator), Maja Novković (MN)
SR opened the meeting.
AGENDA ITEM 1 REPORTS AND FINANCIAL PLANNING / Reporting
DC explained project reporting procedure, using EACEA website and main Guidelines to the group.
DC proposed eight reporting periods with specified dates (doc attached). Consortium voted ‘unanimously’ for.
SR proposed dates for the project activities (doc attached). Consortium voted unanimously ‘for’.
AGENDA ITEM 2 REPORTS AND FINANCIAL PLANNING / Financial planning
DC presented ERASMUS+ financial planning documents. JK, SR, VM, ND, ZP, SL participated in the discussion.
DC explained travel and staff costs per participant.
AGENDA ITEM 3 REPORTS AND FINANCIAL PLANNING / Financial and administrative aspects of reporting / Discussion
DC presented “Supporting documents for financial reporting”.
DC presented financial reporting plan for ECOBIAS. ZP, VM, SR, SĐ, VR, JA, EH, JA, SL, MM, DŠ, participated in the discussion. DC proposed that everybody should send PDF versions of their documents for financial agreement, and also to fill in the Excel template DC will send them. Cconsortiums voted unanimously ‘for’.
VM showed to the group the example of complete travel financial report and supporting documents for the UNS procedure as an example.
SR proposed changes of the budget plan for UDG, in favour of purchasing more equipment, considering changes in the tasks (still waiting for the EACEA formalisation). AJS, VM participated in the discussion and agreed to consider it and ask the Agency about it. Everybody agreed that it will be voted by e-mail (according to adopted Rules of Procedure) if needed (if the Agency suggest that).
AGENDA ITEM 4 Final partnership agreements / adopting
SR opened the question on specifics and special requests for partnership agreements for each partner by roll-call of the coordinators and administrators.
SL, SĐ, LJV, MJ, AJ, CHF, DŠ, MM, JK, ĐM took a part in the discussion.
ND reminded that group should vote about the first year budget balance which was proposed yesterday. Consortium voted unanimously ‘for’ the proposed budget and transfer dynamics.
AGENDA ITEM 5 Tendering procedure
ĐM proposed plan for the tendering procedure. Each institution should send their procurement lists and plans to ĐM until 15.02.2020. and he will forward it to the AV who will continue the procedure.
The group rested while Minutes were producing. Minutes were posted at the screen and checked by all participants. SR put Minutes on voting, the group voted unanimously ‘for’.