160608 psc4 minutes def ver 1

160608 PSC4 Minutes DEF Ver 1.docx.docx
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Minutes EANET Project steering committee 4
4-5 April 2016, Chisinau, Moldova
Location: Academy of Economic Sciences (ASEM), Block B, room 104
Secretaries: Gerhard Ohrband (ASEM); Nina Roscovan (ASEM), Anoesjka Timmermans (HVA)
(Comment Michael 21/4/16: Signed list of participants has to be added to the minutes)
April 4
10:00-11:30: Welcome, remarks to previous minutes
1. Welcome speeches by Martin and Mr. Corneliu Gutu; condolences to Michael by
ASEM and participants
2. Topic: Discussions of timesheets, by universities
FUB needs documentation on day rates to be able to complete timesheets
(Comment Michael 21/4/16: documentation is already in hands of all partners see
adjusted 2. Grant Agreement EANET HVA TEMPUS.PDF and 2. Workplan and Budget
for EANET v1.0 in Google Drive)
At UAIC, only the programmer received salaries.
(Comment Michael 21/4/16): if Alex Muruz is the only person working in this project
CF of Carmen and Diana has to be removed from archive)
Question: Can unpaid salaries be used for a dissemination event in Romania? Vote:
unanimously “for”. However, will 4000 Euros be enough? The sum will cover only strict
organization costs.
(Comment Michael: Not the right time to ask this question. First we full fill the tasks
and produce the deliverables as mentioned in the project plan and LFM and then we
start thinking about special wishes)
P01 FUB: TS and CF are missing. has to be added before May 1st 2016 see “Adjustments to be
made on TS CF CALC 2015.xlsx”
P03 UAIC: Timesheet and CF’s should reflect truly worked hours by everyone in this project
the project plan and the budgets are guiding. No changes are allowed by partner
themselves to be made, without previously agreement of the coordinator.
P05: timesheets to be uploaded by the end of the week
Comment Michael 21/4/16: map is empty
P06: partner absent at that time

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Comment Michael 21/4/16: found all documents 3x uploaded in different maps, has
to be checked.
P07: will solve issues
Comment Michael 21/4/16: Calculation RFP staff general 2015_P07-KhNADU.pdf has
been uploaded.
P08: problems due to the new timesheets; will settle the issue in one week
Comment Michael 21/4/16: new documents are found in drive, has to be checked
P09: will solve everything in one day
P10: everything is going well
Comment Michael 21/4/16: GREAT!!
P11: changes already done; documents uploaded.
P12: issues with new timesheets; waiting for Michael’s feedback; would be good to get some
advice on completing the documents (maybe more involvement of Adi?)
Comment Michael 21/4/16: Michael feedback was already send: “Use timesheet format of
this project and 1 timesheet per person per category” see “Adjustments to be made
on TS CF CALC 2015.xlsx”
P13: new coordinator; technical issues will be solved only upon her return to Georgia
Comment Michael 21/4/16: Additional files have been uploaded March 25th, has to be
checked.
P14: changes already implemented

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Topic: Contact persons in Google Drive
Proposal to make changes right at the meeting; due to slow internet connection, given as
homework until the next day)
Comment Michael 21/4/16: People who (did) work in this project but still have to be added
to the contact list:
 P04 D.Tverdokhlib
 P04 Dubolazov
 P04 Y. Ushenko
 P05 Labzhaniia
 P06 Dyachenko
 P06 Fastova
 P07 Simonova
 P11 Banu
 P11 Barbalat
 P11 Popa
 P11 Muntean
 P12 Samushia
 P13 Dzidziguri
 P14 Kamladze
 P14 Kelbakiani
 P14 Tkeshelashvili
 P14 Maglakelidze
Topic: Contributions to EANET Newsletter
Discussion whether there was any initial agreement on numbers.
Comment Michael 21/4/16: No there is no agreement on number. But it is not
possible to start a network without informing each other on your progress and
without creating a group of receivers of this newsletter internally and externally. So I
introduced a standard of about every 6 weeks an update per partner.
P12 has doubts on the accuracy of the data.
Comment Michael 21/4/16: you do not need to
P01 does not receive the email with the newsletter; due to security issues no access to
Google Drive at the university. Question to Michael: who is on the email list?
Comment Michael 21/4/16: look at List of subscribers to newsletter.xlsx
P04 reminds participants that the EANET website is elaborated; invites others to use it since
it is an indicator of project activities.

4
Participants should include writing regular articles in their action list.
Topic: press
Reminder to upload press results in the respective Google drive folder.
See: EANET Press
Topic: WP folders
Reminder to use to Google Drive folders for each work package
See: Tempus EANET
Topic: Budget amendments
Comment Michael 21/4/16: According to the email (Date March 7th. Subject: Amendment of
EANET project budget) of Michael to all EANET contact persons, partners had time until
March 18th to respond on the proposed amendments. 1 Reaction was received from CHNU in
time. This reaction caused an adjustment of Amendment.
 Amendment 1 approved
 Amendment 6 could not be approved because of Tempus rules
 Amendment 8 rejected; the national dissemination event in Moldova will be held
until end of 2016
 Amendment 9: approved (no response before March 18th, no valuable reason was
mentioned during the meeting)
Topic: Presentation of Jens Engelke’s tool
Question by Steffen: do we need a data base?
14:15 – 17:15:
Topic: Discussion of the issues mentioned in the monitoring for Moldova:
Lack of communication - The communication among universities in the Republic of Moldova
has been improved as the member universities regularly meet, and discuss project related
topics.
Jens Engelke - The main issue is the lack of documentation in regards to the actions that
have been taken and the results that have been achieved.

5
Decision: Valentina Pritcan will present a report documenting the actions taken and the
results before May 15, 2016:
 Answer all the issues presented for discussion (actions/results for each point)
 Upload the paper on Google Drive
 Present it to the National Tempus Office
Topic: Discussion of the issues mentioned in the monitoring for Georgia:
Tamar Lominadze – Georgian technical University (GTU)
GEAR alumni reunions – December 2015, increased the active members’ number, including
the biggest telecommunications company / Business incubators – involving more young
people. Challenges: financing problems, where to find the money to cover the expenses? /
HR incubators – use them to contact businesses in order to find out their needs. As a result
the curricula will be updated to meet the requirement of the market. / Alumni network
Nino reported on the activities that have been taken under the project so far (presentation):
National Dissemination Event / Created video profiles (members of the center) and uploaded
them to YouTube / EANET Talks Project – members present their successes to share their
experiences, for sustainability purpose / TV-show – Successful Alumni – presented on
Facebook – as a result they have been contacted by a number of alumni wanting to join the
center / Trainings for the members / Job Fair – 30 companies were presented, 50 vacancies
for students / Research is done after each working session to get the feedback and improve
the activity of the center / Contests for students with innovative business plans. The winner
gets a part of the money needed for education. The money is donated by the members /
Strategy for acquiring new members / Sustainability Strategy – communicating with alumni
from other universities in order to set up a joint collaboration – networking among countries
not just universities.
Suggestion: Nino: to create a platform (on Facebook) and share with its members so they
could get to know each other. ? Vote: unanimously “for”.
Jens Engelke – Georgia should contact Michael to find out about the situation regarding the
necessary documentation on actions/results in Georgia
Topic: Discussion of the issues mentioned in the monitoring for The Ukraine:
Movie presentation – Meeting and training in the Ukraine – a good impression on what the
Ukraine has achieved
Oleksandr Ushenko (CHNU)
Request to upload all the presentations to the project website to share the results and
stimulate further activities

6
The monitoring showed a successful development, but some recommendations were
presented as well: Extension of aim groups within the project Cooperation with the Ministry
of Education – a good relationship was established, as well as with the Department of
International Affairs, and the Deputy Minister of Education / Problems: the equipment
required could not be acquired as the document was not signed by the University of
Amsterdam. (Problem Solved) but it delayed the project registration. Within 10 days the
project will be registered. / Website: it was extended, as a result of the fruitful co-working
the visibility of the website was improved, from 2-3 at the beginning to 100 currently. The
number of visitors has increased
Suggestion: every 3 months each team should present the info on their actions on the
website.
Strong recommendation – all presentations should be uploaded to the website
Jens Engelke – all information (actions-results summary) should be put in documentation.
Topic: Presentations on results achieved
Ukraine Create alumni association – case study, its results are used in their activities /
National dissemination events / Business league activities (workshops, monthly events /
Statistics on progress
Georgia Intend to publish a book on successful start-ups (Nino) / Contacts of successful
entrepreneurs from each university / Interested in innovative businesses
Last question for discussion – Martin – whether there is the need to shift the work-package
from one group to another, if there are problems with reaching goals and deliverables
 Decided that each partner will come with a short presentation on day 2, and then a
decision will be taken regarding this question
April 5
(Comment Michael 21/4/16: Signed list of participants has to be added to the minutes)
10:00-12:15
Topic: International highlight event
Participants stated their expectations
Steffen: highly qualified speakers from all countries; speakers from ministries (education,
science, etc.); entrepreneurs, alumni, rectors; networking; access to qualified students;
internships abroad; pitches of innovative companies; contests; interactive workshops;
“speed dating”, English as working language; learn about the culture of other countries

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Nino: concern that 3 days may be too long; better two days; participants should be able to
choose their own hotel; to include the DCFTA in the program
Jens: 100 persons need to be strengthened in the endeavors; media campaign; 2, 3 speakers
as role models
Mr. Ushenko: to place information of each member’s association on the project website;
database of associations’ participants; privileges for participants; start up examples –
problems specific to countries
Anoesjka: internalization of entrepreneurs
Diana: panel of specialists in entrepreneurship; challenges for different markets
GTU: to pay poster made by participants out of the printing costs budget; to make to
program booklet with participants
Steffen: to invite investors

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Comment Michael 21/4/16:
1. Maximum capacity that can be hosted is 120 people. Every partner should use half of
his travel budget for this highlight event for facilitators (university staff, local
government, investors, chamber of commerce) and half of the budget should be used
to invite our target group: Alumni Entrepreneurs.
2. The budgets of tickets are higher than the prices we pay actually. Therefore we can
raise the number of participants.
3. There is no amount in the budget for lunches and dinner of ASEM staff and guests
but we want to invite them to join us.
4. Proposal to raise the number of people per partner, if you want to:
#
People
in
budget
# pers. In
budget
#
day
s
travel
cost of
stay
total
#
facilitato
rs
# Alumni
entrepren
eurs
DE FUB 6 8 3 800 434 € 7.404,00 4 4
NL HVA 6 10 3 800 434 € 7.404,00 5 5
RO UAIC 6 8 3 600 434 € 6.204,00 4 4
UA CHNU 6 8 3 600 434 € 6.204,00 4 4
UA KHNU 3 5 3 600 434 € 3.102,00 3 2
UA KHNURE 3 5 3 600 434 € 3.102,00 3 2
UA KHNADU 3 5 3 600 434 € 3.102,00 3 2
UA KROK 6 8 3 600 434 € 6.204,00 4 4
MD ASEM 11 6 5
MD USB 6 10 3 200 280 € 2.880,00 5 5
MD USC 6 10 3 200 280 € 2.880,00 5 5
GE ISU 8 10 3 700 434 € 9.072,00 5 5
GE GTU 8 10 3 700 434 € 9.072,00 5 5
GE KU 8 10 3 700 434 € 9.072,00 5 5
DE CHE 1 2 3 800 434 € 1.234,00 1 1
76 120 € 76.936,00 60 60
5. Every partner is responsible for his own part of the travel budget, so you have to
make your own calculation if you want to raise the amount of people you want to
invite and to stay within your budget.
6. For common activities like lunch, dinner or bus trip, visit a place HvA will do the
payment on behalf of partners and their guests. Partners will be charged from their
budget by HvA (without amendments of costs).
7. Hotels will be paid by the contact person of a partner. The contact person can trigger
a prepayment from HVA by uploading the quotation of the hotel + RFP to Google
drive. Afterwards the contact person of a partner provides HvA with the invoice of
the hotel.
8. No per diems are going to be paid for this highlight event!
9. HvA is going to provide a registration service for this event and the possibility to
make a reservation for (only) roundtrips for partners and their guests.
Instructions on registration and make reservation for roundtrip will follow.

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14:30-17:00
Topic: Discussion on the Highlight event to take place on June 27 and 28, 2016
Duration: A 2 day event (June 27 and 28), the 3rd day optional for excursions and sightseeing
Anoesjka: Question: The choice of the physical location –ASEM or another physical location
depending on the number of the rooms for workshops and conference halls needed. Space
required for about 85/120 people.
 Decided that it will take place in ASEM as there is a conference hall for 180 people
and rooms for workshops.
Keynote speakers have to be present at the event, as the option of Skype or
videoconference was not accepted by the members of the steering committee
Corneliu: Synchronic translation – the equipment is very expensive, so there is budgeting for
one room (conference hall) but not for the workshop rooms where interpretation is also
required.
Tatiana Bucos suggested inviting English speaking students to translate for the quests,
involving them at the same time and giving them the opportunity to meet
entrepreneurs from abroad / Tatiana will take care of this activity / Synchronic
translation will be required only for the Rectors’ workshop
Discussion on the draft of the international event – first day of the event will offer panel
discussion on a variety of topics
1. It is mandatory that each partner comes with a Government Representative – thus 6
participants in total / The total number of participants – 84 people (a maximum of 120
could be accepted depending on the situation)
2. Pitching
a. 1 potential investor per country
b. 3 potential pitchers per country
Suggestion: Nino - Every university takes responsibility for the event, a work plan or a
detailed schedule has to be decided upon:
 The workshops were assigned to people who will be responsible for their organizing
Anoesjka: Number of participants per workshop – 25 people/ The workshop will be repeated
if it is successful
Dinner – Michael – indicated that the budget should be verified first before deciding on how
many people could be invited to the dinner
 Corneliu – The budget has to be agreed upon. And it has to be decided in advance on the
number of people attending the dinner, as it takes time to organize dinner for 84 people.

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 Martin – dinner together is very important, people should be entertained as it is a
highlight event, it is important that they have dinner together – so he will take care of
the budget for dinner.
Accommodation – The host is to help with accommodation, but taking into consideration
that June is a very busy month (for tourists), there are only 3 hotels able to provide 76 single
rooms.
 It is suggested that the rooms should be booked in advance, and the suggested hotel is
Jolly Alon as they agreed to offer ASEM excusive prices. But this is a limited time offer.
 If the participants decide to take care of the accommodation themselves, ASEM cannot
take responsibility for the availability and prices.
Martin: Deadline for the updated program of the international event to be presented –
Wednesday 13th of April, 2016
Martin: 30.04.2016 to have the event organized (keynote speakers and workshop
organizing)
Martin: The future of the project –
1. Discussion will take place after the highlight event ( to take one hour on the second day
to do it), the steering committee will come together to discuss the future events, as:
November 2016 (a meeting in Amsterdam for the steering committee/ still have to
decide on the location, as it might take place in Iasi), January 2017 (Sustainability
training/workshop in Amsterdam), May 2017 (Sustainability workshop in Tbilisi/Steering
committee meeting/Highlight event), June 2017 (End of Project)
2. This meeting will be organized by Michael
Topic: Impressions on the steering committee meeting.

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