MEETING MINUTES

PROJECT MEETING REPORT

Pakruojis, Lithuania, October 11-15, 2010

Host institution – Pakruojis Adult and Youth Education Centre

Participants

Partner institution 1 (coordinator and host) - Pakruojis Adult and Youth Education Centre, Lithuania

6 persons - Mrs.Rima Juozapavičienė, Mrs.Rima Leimontienė, Mrs.Rasa Augustinaitienė, Ms. Jūratė Morkūnaitė, Ms. Eglė Kriukaitė, Mrs. Rasa Stravinskienė

Partner institution 2 –British Film Institute, UK

1 person -Miss Joanna van der Meer

Partner institution 3 – Kula Education and Youth Association, Turkey

5 persons - Mr.Cem Özbay, Mr. Hakan Mutaf, Mrs. Özlem Çevik Yildirim, Ms. Esra Arslan, Mr. Mehmet Çiçek

Partner institution 4 – Pieksämäki Adult Education Centre, Finland

2 persons - Mrs. Päivi Majoinen, Ms. Helena Vuojakoski

Partner institution 5 – Association ”M Cube(M3)”, France

1 person -Ms. Ganit Hirschberg

Partner institution 6 - PROFICIO, o.s., Czech Republic

2 persons - Mrs. Lucie Waldrová, Mr. Adam Walder

Partner institution 7 – Hellenic Commerce Development Centre, Greece

2 persons -Mrs. Apostolina Tsaltampasi, Mrs. Zacharo Papadopoulou

Plan of Activities

Day and Date	Time	Activity
Monday, 11th October	till 18.00 18.30 20.30 21.00	Arrival of the participants to Riga Airport Departure for Pakruojis Arrival to Pakruojis Welcome reception Dinner
Tuesday, 12^th October	9.00 – 10.00 10.00 – 10.30 10.30 – 12.00 12.00 -12.15 12.15 -13.30 13.30 -14.30 14.30 -16.30 16.30 -17.30 17.30 –19.00 19.00-20.00 20.00…	Breakfast Opening of the meeting in Pakruojis Adult and Youth Education Centre Mrs. Rima Juozapaviciene, director of Pakruojis Education Centre Mr. Saulius Gegieckas, the Mayor of Pakruojis District Municipality and Mrs. Asta Jasiūnienė, the head of the Administration of Pakruojis District Municipality Introduction of the meeting programme Presentations of partner institutions on their activities, expectations towards the common cooperation and the project Coffee break Presentations of partner institutions on their activities, expectations towards the common cooperation and the project Lunch Educational programme “Discover Pakruojis” Free time Workshop 1 “Rules for Cooperation and Communication” Dinner Lithuanian Folk Dance and Music Evening
Wednesday, 13th October	8.00 - 9.00 9.00- 10.30 10.30 -10.45 10.45- 12.00 12.00 -13.00 13.00 15.00-17.00 17.00 19.00 – 20.30 20.30 …	Breakfast Workshop 2 “Partnership Activities and Mobilities. Expected Results” Coffee break Workshop 3 “Distribution of Tasks: Responsibilities and Commitments of Partner Institutions” Workshop 4 “Preparations for the Meeting in Finland” Lunch Departure for Anykščiai Excursion at the Horse Museum Lithuanian Bread Making and Tasting Ceremony Dinner Departure for Pakruojis Herbal Tea Evening Team Building Activities
Thursday, 14h October	8.00-9.00 9.00-10.00 10.00-10.30 10.30-12.00 12.00 -13.00 13.00 14.00-15.00 15.00 -16.00 16.00-19.00 19.00 20.00	Breakfast Workshop 5 “Internal Evaluation of the Project Activities” Coffee break Payments for social activities Workshop 6“Ideas and Suggestions for Designing a Project Webpage” Lunch Departure for Šiauliai, the nearest major town Visiting the Hill of Crosses – a unique historic place in the world. Šiauliai Art Gallery. Presentation of the educational programme for children and youth “Menopolis” (animation course). Free time in Šiauliai Departure for Pakruojis Farewell Dinner Feedback and evaluation of meeting activities Certificate Ceremony
Friday, 15^th October	7.00 -7.30 7.30	Breakfast Departure for Riga Airport

PROJECT MEETING RESULTS

1. Rules for Cooperation and Communication

The partner institutions have decided to have such “Rules for Cooperation and Communication”:

Cooperation on organizing the meetings

· Duration of the meetings is two full working days (the third day is optional day and may be chosen depending on the objectives of a meeting).

· The exact date of the next meeting should be agreed during the meeting before

· To assure the continuity of the coordination each institution has to have person who attends all the meetings.

· Meeting agenda/meeting invitation with programme should be prepared and distributed one month before each meeting.

· Host institution prepares the agenda together with the coordinating partner.

· While planning the meetings relevant mixture of activities should be taken into account.

· Each partner has to be precise and timely in giving information to the host organization (number of participants, etc).

· Each institution uses the same forms to document meetings: “Meeting Invitation”, “Meeting Attendance list”, “Meeting Minutes” (tools recommended by “Grundtvig Navigator” on www.grundtvig.nl ).

· Each partners shares photos/material of the meeting using different forms.

· Host institution takes meeting minutes and circulates it in one week after an event.

Communication

· According to the application form English is chosen as the language of communication of our partnership. To assure effective communication during meetings participants whose mother tongue is English and who have a very good command of English should use “simple”, “slower” language during workshops, be patient and tolerant to those with the less developed language skills.

· Each partner institution has to have one person constantly involved in the partnership.

· To make and have contact lists of two people from each institution’s project group.

· Communication, information distribution between meetings should be assured by using e-mails and Skype programme.

· The exchange of messages between meetings depends on the needs and situation.

· The reply to a message should be given in 2-3 days.

· Participating institutions consider active involvement of learners as a very important part of the partnership activities and encourage the communication of learners from different countries through the forum of the project webpage.

· All partners consider dissemination as a part of internal and external communication.

· All partners contribute to maintaining a good overall atmosphere.

2. Partnership Activities and Mobilities. Expected Results.

The partners have discussed the expected results, outcomes and reviewed the work programme (planned partnership activities and mobilities) of the partnership given in the application form and decided:

• To fulfill activities and mobilities of the project according to the activity mobility plan described in the application and achieve the results and outcomes described in the application.

The representatives of institutions have also agreed on the exact date of the nearest mobility:

• To organize the meeting in Finland, Pieksamaki on the 10^th -14^th January 2011.

3. Distribution of Tasks: Responsibilities and Commitments of Partner Institutions

The partner institutions have reviewed the each partner’s responsibilities and commitments described in the application form and decided

• to follow the application and fulfill the tasks described in it.

4. Preparations for the Meeting in Finland

The partners have discussed on the preparation for the meeting in Finland which will be organized on 10^th -14^th January 2011 and decided:

• To choose representative documentaries, short films on each country’s or town’s, district’s history, art, geography with subtitles in English- for films from all other countries, except UK, if the film is not in English (responsible- coordinators; activity to be completed -by the end of December 2010). and bring to the meeting in order to exchange with partners during the meeting and have a collection of films from all participating countries for the project activity - study circles “Films. Discoveries of European Culture”.

• To prepare a short summary of the chosen film and explanation why one or another documentary or film is chosen and recommended by partner institution (responsible- coordinators; activity to be completed -by the end of December 2010).
• To update and prepare teaching pack for Workshop 1 on Stop Motion Animation (responsible- leader of the workshop Miss Joanna van der Meer, BFI; activity to be completed -by 17 th November? 2010)
• To choose teachers/adult trainers who will participate in the workshop in Finland and help them to study the teaching material in advance (responsible- project groups; activity to be completed -by the end of December 2010).

5. Internal Evaluation of the Project Activities

Partner institutions have made the following more exact agreements on some aspects of the internal evaluation to be carried out during the project period:

· Evaluation of each meetings will be carried out by filling in the evaluation form (tool to be used – meeting evaluation form from www.grundtvig.nl); each partner institution (group of participants) has to fill out one form on the last day of the meeting; the institution from Turkey is responsible for evaluation of meetings so it puts all the evaluations into one report and sends to partners in one week after an event.

· In order to monitor the partnership performance coordinators’ feedback reports will be prepared for each meeting and each meeting will start from overview of project activities, findings from learners’ feedback in each institution.

· Pre and post questionnaires at the beginning of and end of chosen activities will be carried out in each institution; each institution can choose the appropriate forms of getting the information from participants and learners.

· There will be two common questionnaires for learners in all partner institutions used; the first one in November 2010 -for identifying their needs and expectations and the second common questionnaire in April 2012 – for learners’ self-evaluation and evaluation of the benefit, impact of the partnership to learners and staff; institutions from France and the Czech Republic are responsible for developing the form of the first questionnaire (it will be common for all partner institutions) and sending to partners until the 17 th November 2010 .

6. Ideas and Suggestions for Designing a Project Webpage

Partners have discussed on the project webpage, shared ideas and suggestions and made the following agreements:

• The initial project webpage should be created by the end of November 2010; partner institution from Turkey is responsible.
• The initial project webpage should contain information on the institutions participating in the project and contact list of at least two people of each institution.
• One part of the webpage should be forum for exchanging feedback…