Steering Committee Meeting

1
Steering Committee Meeting

• Month 12

2
Agenda

• Current business
• Feedback and evaluation
• functioning of the Network.
• functioning of the Steering Committee
• functioning of the Network Office / Coordinators
• Adding new partners
• Call for new activities,
• Policy and criteria for adding affiliate and full
  partners
• Review Procedure for month 21
• Budget Reallocation
• Procedure for Consumables budget allocation
• Discussion about continuation of the network
• Feedback from advisors
• Next annual meeting date and place

3
Current business

• consumable requests
• JRA5 (ETHz-ULP) 11K
• JRA8 (COM) 13 K
• FAA3 (IMEC) 25K
• JRA3 (FVB-MBI) 9.3K
• JRA2 (ETHz-CPG) 14K
• JRA7 (TUB) 21K
• Total 94K
• PHOREMOST Meeting

4
Feedback and evaluation functioning of the
Network

• Comments about the first year.
• Too bureaucratic? Any suggestions?
• More participation?
• More information? (whats going on mails,
  decisions, problems of the activity coordinators
  gender meeting, etc..)
• Suggestions for year 2?

5
Feedback and evaluation functioning of the
Steering Committee

• Good way to decide about consumables, adding
  partners?
• Too bureaucratic? Any suggestions?
• Enough information?

functioning of the Network Office

6
Rules Criteria for new partnersDiscussion

• For Affiliate partners
• Switch to By invitation only ?
• Academic Affiliate partners should be excellent
  (prove!).
• Industrial Affiliate Partners need to be relevant
• At most one or two partners from each
  non-European country.That partner should be one
  of the top institutes for its country.
• For full partners
• No plans for year 2
• New partners can come in in year three (approval
  by General Assembly needed). Budget will be
  changed accordingly

7
Rules Criteria for new partners

• Affiliate partners that join an activity have to
  sign an NDA

8
Adding new partners activities

• New Call on month 15?
• Call for what?
• New Activities
• Which new activities
• Merge with old activities?
• Policy and criteria for adding
• affiliate partners
• full partners
• Who decides about the new partners?

9
Review Procedure for month 21

• Decision about continuation
• Who will decide?
• Continuation or new structure?

M18 Deliverable -Achievements-Response of call
Activity Targets
Decision about continuation M21
Updated workplan for next 2 years
M15 Call
3
6
12
18
25
36
48
Year 2
Year 1
Year 4
Year 3
10
Budget
11
Information discussion aboutPlanned budget
allocation
Budget distribution year one (rough estimates)
12
Budget proposed year 2 allocation motivation

• Adding Partners
• Budget 40 k
• Spent 3 k
• Underspending will be used in years 3 and 4. No
  change proposed.
• Senior Exchange
• Spent 4 k
• Budget 35 k
• Proposal Allow also one-time exchanges with a
  duration of at least two weeks. Lower budget to
  20K

13
Budget proposed year 2 allocation motivation

• Network Annual Meeting
• Venue catering
• Spent 2 k
• Budget 25 k).
• Underspending was incidental (kickoff very
  cheap).
• Proposal lower budget to 20K
• Travel
• Spent 40 k (rough estimate)
• Budget 62.5 k
• Other way of distribution See WP7-20 Junior
  Exchange

14
Budget proposed year 2 allocation motivation

• Junior Researcher Exchanges
• Spent41 k ?
• Budget 307 k!!!
• This is the 4k per partner per activity
• Obviously budgeted too high
• We realised close to 100 of our target,
• But for less than 20 of the budget.
• Proposed action (after yesterdays discussions)
• 5k per research group (NOT per activity)
• 4k per junior researcher exchange realised (to
  be divided over the two partners involved by the
  AC)
• these budgets can be used freely (travel,
  consumables etc)

15
Budget proposed year 2 allocation motivation

• Consumable requests
• Used229 k (including 4th quarter)
• Budget 262 k
• Keep budget unchanged. Stimulate (correct) use of
  these funds (point of discussion better criteria
  needed)
• Education
• Spent14 k
• Budget 50k
• Increase funding winter school-2006 from 25 to 40
  k (including 20 indirect costs)

16
Budget proposed year 2 allocation motivation

• Dissemination
• Spent 3 k
• Budget 15 k
• No change proposed. Increase activity
• Gender Issues
• Spent 14 k
• Budget 20 k
• No change proposed
• Network management
• Spent 105 k
• Budget105 k
• No change proposed

17
Budget proposed year 2 allocation motivation

• Unspent year one budget
• All partners can spend their own unspent year one
  budget in year 2
• After year 2 all unspent budgets (of year 1 2)
  go back to the central pot
• NOTE PO has made clear that transfer of unused
  budgets is NOT automatic requires contract
  amendment!!

18
Budget proposed year 2 allocation motivation
discussion
19
Procedure for Consumables budget allocation

• Problems hard to evaluate
• Suggestions for a fair and meaningful
  distribution?

20
Discussion about continuation of the network

• Self support after 2008 - policy document.
• Policy document for collaboration with external
  organisations, including list of external
  organisations to be contacted
• Contacts established with EPIC, ePHOTON/ONe,
  NEMO, PhoreMost, Dutch and Belgian Technology
  Foundations
• Deliverable ready on M12

21
Feedback from Advisors?
22
Next annual meeting

• place?
• date?