Restaurant Pääposti, Helsinki

September 5-6, 2011

MIMIC kick-off meeting

Agenda of the kick-off meeting

Monday, September 5

9:30-9:45   Coffee & tea                  

9:45-11:30 IntroductionsSpecifying the agenda of the kickoff meeting

Administrative mattersGeneral project presentation WP presentations: WP1 – WP5

11:30-13.00   Lunch

13:00-14:15   WP presentations continue

14:15-14:45 Coffee & tea

14:45-16:00 WP presentations and closer plans for each WP

Evening programme & dinner

Tuesday, September 6

9:00-9:15     Coffee & tea

9:15-11:30 Continuing the plans for each WP

11:30-12:30 Lunch

12:30-14:00   Continuing the plans for each WP

14.00-14.30 Coffee & tea

14:30-15:30 Next meetingClosing words & conclusions

Agenda of the kick-off meeting

MIMIC

• OFFICIAL NAME: Minimizing risks of maritime oil transport by holistic safety strategies– Security is still relevant part of the project!

• Funding: Central Baltic INTERREG IVA programme 2007-2013 www.centralbaltic.eu

• Duration 1.5.2011 – 31.12.2013 (32 months)

• Official project plan = Approved Application Form

• Official budget = Annex 6 of the Application Form

• Subsidy Contract signed on 16 June, 2011• Partnership Agreement ready to signing procedure

• copy of partnership agreement should be included in the first payment claim (by the end of December)

• After signing, contact person sends ASAP the agreement to next Partner accorging to cover letter

• Contact person/Address!

Agreements

First Steering Group meeting

• On October/November in Helsinki • On the agenda:

– Tasks and functions of Steering Group and the Legal status of Lead Partner/project partners

– Subsidy contract– Approved project application and project plan– Responsibilities of the project partners (Partnership Agreement) and introducing

of the Lead Partner’s personnel– Financial rules of the Central Baltic Interreg IV A Programme 2007-2013 and

national rules/specifications applicable to the project– Reporting schedule/milestones and the First Level Control arrangements as well

as information on the Second Level Control procedures

Steering group

• Steering group members:– Kotka Maritime Research Association: Executive Manager, Jouni Lappalainen /

Executive Manager, Terhi Lindholm– Finnish Environment Institute: Senior Inspector, Heli Haapasaari– Ministry of the Environment, Estonia: Head of marine Environment Department,

Sulev Nömmann– The Swedish Coast Guard: Bernt Stedt– Baltic Sea research network (under the Finnish board of sectoral research and its

security subcommittee) Contact person: Senior Inspector, Tommi Arola, Finnish Transport Agency

• Other persons in the network:• Terhi Ylitalo, Ministry of Defense• Veli-Pekka Heinonen, Finnish Navy• Markku Halonen, Border and Coast Guard Academy• Minna Jokela, Border and Coast Guard Academy• Harri Pulsa, Finnish Transport Safety Agency• Pauli Pullinen, Ministry of Transport and Communication

Steering group

– Centres for Economic Development, Transport and the Environment: Contact person: Teija Nokka

– City of Kotka: Deputy Mayor Hannu Tuittu / Contact Manager Matti Erävala– Cursor Oy, Kotka-Hamina Regional Development Company: Director, Expertise

and Resources; Petri Tolmunen– Contact person of Central Baltic Interreg IV A Programme 2007-2013:

Programme Manager, Liina Tuulik

– project personnel are invited to the meetings as experts– 5-6 meetings during the project – Obligatory, ’traditional’ meetings:

• opening meeting

• mid-term meeting where Interim Report is accepted

• final meeting where Final Report is accepted

Financial issues

• The eligibility rules of the Central Baltic INTERREG IV A Programme 2007-2013 as described in the Programme Manual (version 5.0 or later version)

• National First Level Control (FLC) guidelines

• All external services and major purchases should be tendered

• All documentation to be archived until 31.12.2025

Financial issues

• Guidance and practical information about reporting will be forwarded to you after the kick-off meeting– List of reporting forms and obligatory annexes – First reporting period – some extra annexes

• Please note: During the first calendar year the project is allowed to underspend up to 40% of its annual budget. During the second or later calendar years the project is allowed to underspend up to 20% of its annual budget.– Otherwise milestone budgets are indicative– IF underspeding, how the budget cut will be divided

between the partners?

Reporting timetable

• Reports and payment claims to the secretary within 4 months after the end of each milestone

• partners preferably submit their Partner Payment Claims to Lead Partner within 1-2 months – exact timetable tbc

• Lead Partner makes the payments to other partners within two weeks after the costs have been certified and EU funding has been paid to its account

Duration Reporting deadline

Milestone 1 1.5.2011 - 31.8.2011 30.12.2011

Milestone 2 1.9.2011 - 31.12.2011 30.4.2012

Milestone 3 1.1.2012 - 30.4.2012 30.8.2012

Milestone 4 1.5.2012 - 31.8.2012 30.12.2012

Milestone 5 1.9.2012 - 31.12.2012 30.4.2013

Milestone 6 1.1.2013 - 30.4.2013 30.8.2013

Milestone 7 1.5.2013 - 31.8.2013 30.12.2013

Milestone 8 1.9.2013 - 31.12.2013 30.5.2014

Reporting issues

• Budget changes

• Major changes allowed only twice during the project

• Minor changes (change between the budget lines or work packages under 10% of the total project budget) can be negotiated with JTS contact person

• Budget changes between project partners always need approval of the Managing Authority and revised Subsidy Contract

Obligatory programme logos

• All materials produced by the project!• Specific rules in the Communication Guide

• Meeting documents• Agenda• List of participants (WITH SIGNATURES)• Minutes

Schematic presentation of MIMIC projectMinimizing risks of maritime oil transport by holistic safety

strategies

WP1: Management, coordination and information activities

WP2: Development of traffic flows2.1 Oil cargoes: present situation and scenarios2.2 Ship particulars2.3 Crew competencies2.4 Enhanced/integrated AIS interface development

WP3: Identification and assessment of security-related risks3.1 Maritime oil transport security – state of the art3.2 Identification of threats3.3 Security control options

WP4: Assessment of environmental and economic risks by the integrative model

4.1 Future accident scenarios 4.2 Assessment of overall impacts on the ecosystem4.3. Development of operational interactive decision analysis/support application (SmartResponse Web)4.3 Assessment of the overall safety management in

society

WP5: Creating effective measures and maximum interest to prevent accidents and to decrease the impacts of accidents

5.1 Analysis and improvement of policy instruments5.2 Cost-effective improvement of safety management5.3 Linking security and safety5.4 Dissemination of the results and recommendations for the society

MIMIC – description from the application

• In order to effectively compare the elements of safety management system and different management options, a detailed view about the current state of the system is needed. In addition, risk assessment based on realistic traffic growth scenarios, accident probabilities and their likely consequences are essential to evaluate the options.

• The objective is to study and compare the effect of different management actions to avoid accidents, giving insight to the cost-effectiveness of these measures. Based on the modeling work, the most effective measures will be identified, and possible new recommendations will be presented.

• One of the new and specific aims of the project is to view the problem both form the point of private companies and society and to try to find ways how society can influence the private activities in most effective way to decrease the risks.

• A totally new element is to link the safety and security issues, where the same actions can support both interests, and same methodology can be used to assess the risks.

• The main deliverables are a) Integrative Probabilistic Model for comparing the management actions, and b) SmartResponse Web application for decision analysis and support.

c

MIMIC – description from the application

• Authorities responsible for maritime traffic safety and oil spill contingency planning in Finland, Estonia and Sweden are participating in the project activities as experts and advisors.

• As the key stakeholders they are invited to participate to the project events and meetings. They are also the key end-users of the information provided by the project.

MIMIC – description from the applicationinformation activities

• web pages for stakeholders and general public, containing information about the objectives, work packages, results, events and publications of the project

• promotional material (brochures, posters, flyers) and active distribution of these

• publications and articles to specialists as well as general public

• participation in publicity events and presenting the project to wide audience in seminars and lecture series

• co-operation and communication between other ongoing projects in the field of maritime safety, security and oil spill risks

• organizing meetings, workshops and seminars for stakeholders, authorities, scientists and general public.

• the latest results and findings are distributed via press conferences and press releases. For communication between the project partners, a project management system will be created in order to distribute ideas, documents, manuscripts etc.

Additional conditions for the project

• Suggestions for the Finnish state co-financing:– co-operation with Russian stakeholders– adoption of existing information from previous projects

dealing with maritime safety and oil spill contincengy planning

– close co-operation with running projects in the same field– co-operation with authorities responsible for maritime

safety and oil spill contingency planning.

• Conditions set by the programme secretary:– The project is recommended to disseminate the project

results to relevant institutions and organizations in Latvia.

– Maritime Administration of Latvia, any contacts?

WP1 responsibilities

• Project management, coordination and information activities

• Planned results: succesful implementation with widespread publicity and visibility of the project within the target groups and the media.

• All partners contribute to the succesful project management. All partners produce content to the information and communication activities.

• Main responsibility: KMRA• Lead Partner responsibilites

• Contact point between other partners and the JTS• Organizing Steering Group meetings • Practical arrangements of workshops, seminars etc.• Media connections• Travel costs for key stakeholders

WP1 information activities

• Communication plan to be submitted together with the first payment claim• Project logo• web pages www.merikotka.fi/mimic

– in English– short presentations in Finnish, Swedish and Estonian (also Russian?)

• Rollup: – photos & logo & text

• Brochures:– Finnish, Swedish, Estonian, English versions – Russian?

• Extranet:– for project personnel– contains all relevant project documentation– also for steering group members and relevant stakeholders

• Press release about the project start:– In Finland, Estonia and Sweden– Together with the first Steering Group meeting?

• Scientific article about the project plan?

Kotka Maritime Research Association

NEW ADDRESS:Heikinkatu 748100 KotkaFINLAND

Project manager: Piia Nygren, piia.nygren@merikotka.fi

Financial manager: Jaana Korjus, jaana.korjus@merikotka.fi

www.merikotka.fi