Minutes of management meeting
Time: 13 February
Location: UTCB Boulvard Lacul Tei, 122-124, Bucharest, 020396
Participants: delegated technical and financial project management staff of each project partners,
see list of participants attached
Topics for discussion were as follows:
1. Discussion of general management issues (see attached ppt presentation of the
coordinator)
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Information about the Interim report submitted in January
Lessons learned from preparation of the report (keeping deadlines, responsibility and
task of the coordinator and partners, difficulties over communication)
Management needs to improve efficiency in order to complete the final report on time
Arrangements made:
Communication within partners should be improved. Skype meetings are necessary
to ensure continuous monitoring of the project and discussion of problems.
Coordinator has to warn partners to keep deadlines as agreed in the workplan and
on the meetings. Written communication is important. Respond to all e-mails within
48 hours is required. Minutes of each verbal meeting should be prepared.
Responsible: organizer of the meeting.
2. Discussion of upcoming work based on the detailed task list with special focus on
activities which have significant delays
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Based on the interim report, which was submitted in January, structure of the
reporting sheet was discussed in detailed.
Work achieved by partners should focus on getting project results, which were defined
in the proposal.
Detailed task list was distributed (workplan_TD list, see attached excel file). This
table contains:
 all of the results which should be prepared and have to report in the final report,
 information about the actual status of the task related to a certain result
(completed, partly completed, overdue),
 who is responsible for the result,
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what is the expected form of documentation (type, language, minimum extent
required),
starting and finishing date,
if having delay, what is the expected time to finish it ,
What kind of action is required to fulfil task.
Arrangements agreed on the meeting were as follows:
Task/Result name
Action agreed
R3-evaluation form
(QA) and risk
assessment plan (RAP)
Evaluation form should be filled out
by participants of all courses
organized in the frame of the project.
Form is available (Reporting CD/II
Results/11_Evaluation form (WP1R3).
Good photos are wanted to illustrate
problems and solutions (website
gallery)
Additional 3 events is required for
dissemination (to organize
dissemination type event or to
participate on a national/international
conferences)
R5- photo gallery on
project website
R6- written and oral
presentations
R9- study (gap
analyses)
R10- intensive
trainings to transfer
innovation
Report should be improved based on
the extension of survey (updated
questionnaire)
3 trainings have already been
organized which took place in
Prague (2-2014,4-2014) and Tata (52015 including excursion), 1
additional training event is required
in the near future. This event would
be combined with R12 (wrap-up
workshops) and topic urban flooding.
There is a possibility to organise a
workshop in Denmark organised by
Danish DHI (subject: climate change
modelling issues, in April)/ optional
participation
Deadline. responsible
partner/person
Checking and update form (if
required) - Zsuzsanna Nagy,
20.02.2015
Apa Nova (E. Chiru) will send
min. 5 photos to web till
31.03.2015
Planned activities:
Presentation on the EWA
Spring Conference, Budapest –
E.Zeman, K. Buzas
Presentation on the MAVIZ
Assembly or MHT - Zs Nagy,
K. Buzas,
Presentation on ExpoApa – M.
Cheveresan (UTCB and Apa
Nova)
Completion of final report Maria Cheveresan, 31.03.2015
Proposal for combined events
(training and wrap-up ws’s):
one course in Budapest,
proposed date: end of March,
one course in Bucharest,
proposed date: beginning of
May. Responsible partner: Zs.
Nagy, DHI a.s.
Workshop in Denmark – Zs.
Nagy
Task/Result name
Action agreed
R11-summary
document on testing
results
There are significant delays in both
pilots, but the so far done work and
lessons learnt has been documented
well. Could serve their aim as basic
input to local trainings and training
materials. It is decided to try to focus
on more effectively on the clear
result message to support and
underline more the object of the
project.
Working plan was revised on the
technical meetings. Final deadline
for completion of the work is end of
April to be able to ensure to have it
fully being ready to be shown in
training roadshow. Results should be
transformed to teaching material,
too.
see R10
R12 - 2 wrap up
workshops
R13-1 joint event at
Hu-RO border with
min. of 40 participants
R14 (1) – national
seminars
Two alternatives are as follows:
(1) organising two events
separately, one should be in
Budapest and other in
Bucharest, project partners
have to be invited for both
events.
(2) organisation of a joint event
somewhere, which is closed
to the country border of
Ro/Hu. Proposed location:
Szeged, Romanian project
partners and external
colleagues should be invited.
Seminars have to address different
target groups (municipalities-majors,
public utilities). In total (min. 3
events) 60 – 60 participants (HU,
RO) is required). Universities (BME,
UTCB) are responsible for the
organisation of seminars.
Lead partner expressed to Romanian
Deadline. responsible
partner/person
David Hrabak distributes tables
(what they agreed: tasks,
responsibilities and deadlines)
– 19.02.2014
Monitoring of Hungarian pilot
- D. Hrabak (DHI), A. Clement
(BME)
Monitoring of Romanian Pilot
– D. Hrabak, Zs. Nagy (DHI)
Pilot task coordination
responsibility at universities
see R10
UTCB and ApaNova make a
decision whether they would be
able to contact University of
Timisoara in order to invite
them to the meeting – M.
Cheveresan, 23.02.2014
UTCB will react on their
decision / if they can contribute
and if yes, how and where to
this action/ on contribution
during next skype meeting
target group definition: – M.
Cheveresan (UTCB)
Seminars in Romania – M.
Cheveresan (UTCB)
Seminars in Hungary – A.
Clement (BME)
Deadline to inform Lead
Task/Result name
Action agreed
partners that their target groups are
to be defined and training has to be
developed accordingly; for each
training there is a need to have a
training material (document) and ppt
for each target group training
R14 (2) - edited project
result summary
document
R15-1 on-site
discussion in the Czech
Republic
R17- label from
Romanian vocational
body
Deadline. responsible
partner/person
partner on training plan /
training execution (?):
30.06.2015
Edited teaching materials. Min.
requirements for written materials (in
national language): 50 pages text and
series of ppt presentations.
Universities (BME, UTCB) are
responsible for development the
report/teaching material.
9th International Water Management
Exhibition WATER SUPPLIES –
SEWERAGE will be held on May 19
– 21, 2013 in Prague. This task will
be organized in the frame of this
event (VODKA event).
Partners could invite 3rd parties to
this event.
Edited Hungarian report – K.
Buzas (BME)
Edited Romanian report – M.
Cheveresan
Deadline: 30.06.2015
Since there is no body for
qualification in Romania, solution
must be found how to manage this
task.
M. Cheveresan, 31.03.2015
Distribution of the 2nd circular
of the event – Zs. Nagy,
23.02.2015.
Sending of list of participants –
all partners, 03.03.2015
UTCB has to find who is/can be the
relevant body /-what to report in the
final report. It can be also OK that
university or association of the water
utilities issues the letter of
recommendation
3. Discussion of financial management issues
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General conclusions for interim report and instructions for final reporting (see
attached ppt presentation)
Planning budget for the 2nd year and some administrative issues:
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requirements for budget modification have to send to the coordinator (deadline:
28.02.2015). Excel format will be sent by email.
sending of missing documents concerning the first reporting period – ASAP and
as requested.
discussing the budget and the first year spending with each project partner.
Balance table will be sent to each project partner.
creating a dropbox surface for uploading of financial documents
Budapest, 17.02.2014
Annexes:
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Workplan – TD list
general project management (PPT presentation)
financial management (ppt presentation)
list of participants