Action:Infotour Around The Baltic Sea/Meeting April 2009/Minutes

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Timeline / Schedule of the Project

 * in May - Skype conversation/meeting
 * before the Lapland Camp (May, June, July, 2009):
 * looking and contacting groups around the Baltic Sea (especially J. wanted to do this)
 * find more people participating in the preparation (especially J. and Falk commited to do this)
 * maybe a support GIG for promotion and financial support
 * first infomaterial
 * promotion:
 * 1st postcard: May, 2009
 * 6,000 copies
 * promote the Tour in North America, at the Lapland Camp and at further events
 * focus on the participation in the preparation and support of the project
 * Falk will do it
 * 2nd postcard: we'll see...
 * 6,000 copies or more?
 * another postcard with focus on the participation in the Tour
 * maybe in spring, 2010
 * poster: November, 2009
 * for usage at the COP and JUKSS in December and further events & to send it to groups in the world
 * G. will do the layout in autumn
 * flyers: December, 2009
 * for distributing it at the JUKSS and at further events
 * template provided in the internet to print it yourself
 * in different languages and with more information about the project than on the postcard possible
 * frontpage: information text to motivate (J. will write it)
 * backside:
 * schedule and locations of the Tour (decide about the timetable at the latest on the autumn meeting)
 * section with feedback points to fill out by the participants  (Falk will send a draft around soon) 
 * participate in the whole Tour or (a) part(s) of it?
 * special skills you can offer?
 * how much will you donate?
 * mail- and email address, phone number
 * which languages do you speak
 * do you have special needs?
 * do you want to help with the preparation?
 * do you want to promote the Tour and need information material?
 * layout: Falk will ask someone
 * press releases:
 * in different languages (and maybe with modified content) for the different countries
 * concept: at least one person being responsible for the PR for one specific country
 * look for media contacts in the country
 * write or at least translate the press releases
 * be reachable for the media of the country
 *  this needs many people doing the PR work! 
 * Falk will ask some people in Finland and Germany for this issue
 * 1st press release: beginning of 2010?
 * 2nd press release: some weeks before the start of the Tour
 * further press releases: while the Tour is running
 * local press releases: while the Tour is running
 * written and distributed by the local groups about the local events
 * invitation:
 * send them to mailing lists, individuals and groups
 * for the project: soon
 * J. will send a draft around
 * to be sent to potential partner groups around the Baltic Sea in the summer, 2009
 * for the tour
 * 1st invitation: Beginning of December, 2009
 * to use it in context of the COP, JUKSS etc.
 * aim: inform people about the project and the timeline to be considered if they plan other projects/action
 * 2nd invitation: in spring, 2010
 * aim: invite people early enough to participate in the Tour and to plan their summer
 * 3rd invitation: 4 weeks before the start of the Tour
 * aim: to remind people and reach people planning more spontaneously
 * Nuclear Climate Camp in Lapland in July, 2009
 * Workshop to present the project
 * preparation meeting
 * find supporting groups, partner groups and people participating in the preparation
 * EU YiA Youth Exchange application deadline: September 1st, 2009
 * last deadline: February 1st, 2010
 * If the application failed in the first trial (1.9.) we could try again with a modificated application - but for this way we need to do it at least 2 periods before the last deadline, because the decision would be at the end of the period (1.11.) between two deadlines and we would need the second period (1.2.) to change the application.
 * the first application draft should be ready for the Lapland Camp to discuss it there and to find partner groups
 * G. will try to write the first draft,  but they need another person to support writing it! 
 * Falk will help with corrections and hints on it, but won't write the application
 * make it ready during August
 * Next preparation meeting: autumn, 2009
 * maybe in Germany, Greifswald (location of former GDR NPP + active group working on energy topic) or Bad Oldesloe (near Hamburg, 3 NPP sites around + active group)
 * if we had good contacts to a location in the Baltic countries (EE, LV, LT) this would be also an interesting location for the meeting
 * time-frame of the concrete Tour: Juni - August, 2010
 * still not fixed if the Tour will last the whole time or a part of this time-frame
 * the duration depends on the capacities of the participating people & supporting groups
 *  make clear! 
 * translation
 * Basic language: English
 *  ask around for people to make translations 
 * Finnish: J.
 * Swedish: J.
 * German: Falk, G.
 * Polish: ?
 * Russian: ?
 * Danish: ?
 * Ethonian: ?
 * Latvian: ?
 * Lithuanian: ?

Preparation Group

 *  ask people to participate until Lapland Camp 
 * currently not enough people with enough capacities to realize the project
 *  Falk wants to find some 2-3 more persons participating from Germany 

Supporting Groups

 *  we need partner groups in every place the Tour wants to stop 
 * organize a place to stay, food, public event(s), action(s) (partly)
 * local PR work
 * J. will contact people around the Baltic Sea in May

Financial and Material Resources

 * support gig(s) - J. is interested in organizing
 * effects:
 * getting money for the project
 * promoting the project
 * maybe finding people who want to participate the preparation
 * funding application(s) in the "Youth in Action" programme
 * Falk would support people who are writing those applications
 *  find people who want to write an/the application(s) 
 * G. will try to find a second person to write together a draft for a Youth Exchange application until middle of July
 * this application could be copied and modified for applying for different parts of the Tour in different EU countries
 * things to be changed are especially: timeline, locations, partner groups (maybe all partner groups take part in all applications?), travelling costs
 * partner groups: YNUFF (FIN), Greenkids (D), ...?
 *  We need reliable partner groups for applying in the several countries , further partner groups not applying are well, too...
 * every part (application) should last 21 days, though check out which tours would fit with this aim
 * e.g. PL-D-DK, SE-FIN, EE-LV-LT
 *  think about a realistic number of participants for parts of the Tour  (up to 60 participants + X trainers possible in this application)
 *  ask the National Agency about the special requirements for a travelling Youth Exchange (Falk) 
 * travelling costs of participants to reach the current location of the activity starting from their home places (information from the webpage)
 * possible to get money for every application (German figures):
 * 25 EUR x participants x days (preparation meeting)
 * explain the planned preparation in the application and inform about the results in the final report
 * 1 person/partner group (or two, if the second is a young participant of the activity)
 * 1-2 days
 * 500 EUR x partner groups (preparation costs)
 * explain the planned preparation in the application and inform about the results in the final report
 * 2,000 EUR (activity costs)
 * inform about the results in the final report
 * 15 EUR x participants x days (activity) - 24 EUR/day for disadvantaged participants' extra costs
 * 70% of travelling costs (activity)
 * proof by receipts
 * way from home place to current location of the activity
 * 100% of travelling costs (preparation meeting)
 * proof by receipts; must have been applied for and we have to inform about the results in the final report
 * way from home place to meeting place
 * 100% of exceptional costs for Visa, immunization; maybe for interpreters and other staff (especially for disadvantaged participants); maybe other special costs which are connected with the special kind of activity
 * 100% of valorization costs up to 2,500 EUR (if there are at least 5 partner groups)
 * the valorization has to be described in the application and in the final report; receipts for proof
 * In every case we have to give a final report with the requested receipts and the list of participants with their signatures at the end of the project.
 * EU Youth in Action application for a Youth Initiative to organize the whole project
 * possibly up to 10,000 EUR + 70% of travelling costs
 * apply for it as soon as possible, because the project could start right now (the preparation of the project is already in work)
 * 'application for DM-money (German drugstore chain which is sponsoring sustainable projects)''
 * possibly 1,000 EUR
 * G. will apply
 * JANUN educational funding (for educational events)
 * possibly 2,000 EUR
 * G. will maybe applies for it

Personal Capacities

 * Falk:
 * take part in the Tour for a maximum of 3 weeks
 * not really time for preparation work at least until the 2nd half of August, 2009
 * even later not much time for preparation work
 * promissed to promote support for people applying for Youth in Action funding
 * will be at the Lapland Camp
 * G.:
 * take part in the Tour for maybe one month
 * some time for preparation work until the Lapland camp (May, June, July, 2009)
 * will be at the Lapland Camp
 * quite busy in the autumn, 2009
 * has more time again in November and December, 2009
 * time for finishing the project maybe only until September, 2010
 * T.:
 * no specific plans yet
 * will be at the Lapland Camp
 * works on a movie, no more concrete plans at the moment
 * E.:
 * wants to live in one place (not move around)
 * no job, no studies, except for learning by living
 * J.:
 * May-June, 2009: computer stuff
 * will be at the Lapland Camp
 * August, 2009: busy
 * Autumn/Winter/Spring: continuously working on the project preparation; but the periods with more space for this work won't be all the time

Agreements about the Further Communication

 * try to have personal meetings every quarter of the year
 * next: at Lappland-Camp in July, in Germany in the autumn
 * try to have contact between the meetings via Skype
 * J. will learn it and invite other people to take part in the Skype dates 
 * first trial in May - agree about a date via mailing list
 * topics:
 * how to communicate and do the preparation work (it should work! - experience: between meetings nearly nothing will be done)
 * open questions?
 * what has been done since the last meeting, what will be done soon?
 * start a list of material resources for the project (everybody)
 * develope the vision(s) of the project (everybody - via mailinglist)
 * start at list of costs (and numbers) of the project/Tour (J. will start it)


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