2TM - MEETING IN ROMANIA - Erasmus Sports For All

THE KICK-OFF MEETING of the Consortium
Sport for all, ensuring they enjoy the games they play
Project Number 579752-EPP-1-2016-1-PL-SPO-SSCP

Partners:
Zespól Szkół Ogólnokształcących Nr 1 Chorzów, Poland (coordinator);
EKPOL- ETAIREIA KOINONIKIS PAREMVASIS KAI POLITISMOU-PERIFEREI, Valos, Greece;
Asoc Deportiva Cultural de Investigación y Asesoramiento, A Coruna, Spain;
Asociatia de Sprijin a Colegiului National Unirea, Turnu Magurele, Romania.

10/11 APRIL 2017 Turnu Magurele, Romania

1. What did we discuss?

Who all partners are and what we want from this project! We set the goals and the means to achieve them!
The coordinator, Ewa Balazinska, presented the differences between centralized and decentralized projects and what role of the main coordinating institution is.
We formed the Steering Group/ country leaders/task leaders. The Steering Group – Paul Nicoara, Artur Zwierzyński, Javier Lavandeira, Dimitris Apostolou.
We studied EACEA presentations on small collaborative partnerships discussing then financial issues, eligible costs, administrative issues, especially our dependence on CHORZOW Town Hall as the supervising institution as to the grant, EACEA –the supervising institution as to sport content of the project, main coordinating institution

2. We concentrated on the main assumptions of the project followed by a short debate on the main issues described in the application – debates on Work Plan of the Project and Timeframe with its milestones.

3. We had a very fruitful discussion about a Financial Plan with the Budget.

Ewa pointed at categories/headings that need to be addressed to and changed. Partners agreed to the changes suggested by the coordinator in the document BUDGET OF SPORT FOR ALL PROJECT.
We also acknowledged that when we settle the accounts we must INVOICES (boarding passes, tickets, bills), all documents MUST be transparent, justified by project/grant agreement within the length/life of the project.
We are only eligible to salaries after timesheets are completed and signed by eligible authorities (the coordinator presented the timesheet, then sent it to all partners)+ accompanying documents.
A very important stipulation of the budget is that Staff costs are eligible but student costs are NOT.
The grant (60 000€) covers staff costs, travel/subsistence and consumables. We received 42 000 euros. We all need to find 30% out of our own sources (18000€) . After the project is finished the money will be reimbursed! Incoming money must be well-documented: (the sources and bank statement). Contribution in kind is not allowed.
Ewa handed each partner a file with EACEA’s presentations, the budget and grant agreement.

4. All partners agreed to keep the communication quick and efficient. All partners will comply with the stipulations that set deadlines for the tasks and outputs.

Web/platform (the Spanish – Javier, Ignacio)
Emails – all partners
Partners have agreed to open Facebook accounts for SPORT FOR ALL.

5. We decided on Dissemination, Evaluation Plans

6. Outputs:

Best (existing) Practice (20 April 2017) ~~The Greeks~~ – The Polish – Artur – a change of the coordinating partner– Javier Lavandeira suggests adding Bad Practices and possible solutions to these problems in order to write a needs analysis. Artur Zwierzyński and the coordinator will summerise an analysis of the issues described in the Best Practice output. Bad Practice material on Athletics, Paul Nicoara – pentathlon Dimitris Apostolou – running Javier Lavandeira – throws Artur Zwierzyński – long/high jumps Ewa will write an Introduction and the needs analysis. The document must be published by 20th April.
Guide of good governance in sport (20 June 2018) not The Polish partner but the coordinating partner will be Dimitris Apostolou . All partners agreed to collect examples of good governance in sport in their institutions by the end of 2017.
Master Classes are led by Javier Lavandeira. Each partner will film 4 video Master Classes: 2 by December 2017, 2 by April 2018Each partner will invite a famous (Olympic/national) sport personality and will film a student interview with him/her/them. The video is to be 10 minutes long and devoted to putting theory into practice. The sport personality explains what forms of physical activity they are going to present and the reasons for doing such exercises (about 5 minutes) then students practice the exercises (about 5 minutes). The videos can be filmed in national languages with English subtitles.
Sport Week and an international conference are to take place in Spain(Javier Lavandeira and the coordinator) from 3 to 7 September 2018. Javier informed us that sport facilities would be available for us to use as the sport club do not work at this time.
Sport Day and other events organized by all partners. All partners agreed on necessity of keeping records (lists, signed and stamped by the organizer) of how many students are present, the number of the participants must comply with the number in the ` application (and working plan).
The nearest event – 1 June / Sport Day on International Children’s Day.

7. Next meeting will be organized 12/13 October, Poland

8. The last meeting in A Coruna – the suggested date is the first week of September 2018. Each Partner brings 5 students. The preceding Sport Day to be organized on 1 June 2018.

9. Every 6 months partners write a formal report to a coordinator on progress, dissemination, evaluation, expenditure etc. The first report to be sent by 20 June.

10. Working Plan has been accepted by all partners. We also had a tour of our hosting Asociatia de Sprijin a Colegiului National Unirea.