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This project is implemented by in association with

This project is funded by the European Union

TRACECA LAND TRANSPORT SAFETY AND SECURITY

EUROPEAID/126786/C/SER/MULTI

Armenia, Azerbai jan, Georg ia, Moldova, Kazakhstan, Kyrgyzstan, Ukraine, Uzbekistan, Tajikistan, Turkmenistan

EuropeAid Co-operation Office

Rue Joseph II, 54

1000 Brussels

MINUTES OF PROJECT START-UP MEETING BETWEEN COMMISSION SERVICES AND THECONTRACTOR

5th MARCH 2009

Participants :

Barbara Bernardi - Project Manager, EuropeAidRoel Hoenders Project Manager, EuropeAidOlli Pirkkanniemi DG TRENIan Grant Senior Project Director - ConsortiumVladimir Vorobiev Project Manager - ConsortiumRudolf Kamphausen Project Team Leader

The Meeting opened at 2.30pm

The PM will issue a letter on Monday 9th March to all relevant personnel in the EC Delegations and theTRACECA National Coordinators informing them of project start-up. Consultant will be copied;

The PM stressed that the project is to be regarded as a regional project and will be coordinated at theregional level and not at the level of individual TRACECA countries. While the EC Delegations andTRACECA National Coordinators are key counterparts to the project, all decision-making will be donethrough the PM in Brussels;

The PM and the representative from DG TREN stressed that this project was (a) primarily about roadtransport safety and security (issues related to railways may be included later if thought necessary): (b) thefocus was twofold alignment with the EC acquis for transport safety and security and tacklingbehavioural issues (e.g. drinking driving/ seat belt / crash helmets etc.). While the principal beneficiarieswere the relevant Ministries and Road Authorities, some of the activities could be targeted at educationalinstitutions;

Regional Coordinator for Kiev has been approved by the PM: by the end of March nominations for regionalCoordinators will be submitted for the Caucuses and Central Asia. The Team Leader will mobilise to Kyiv inthe week commencing the 10th March. The Kyiv Office has been designated as the Base of Operations forthe three Key Experts. Where appropriate a Base of Operations will be defined in the Terms of Referencefor all Non-Key experts;

The TL will submit a monthly report of 2 pages to the PM;

Turkmenistan is to be regarded as officially part of TRACECA but is not a regular participant;

7/27/2019 Minutes KickOff 5 03 09

2/2

This project is implemented by in association with

This project is funded by the European Union

TRACECA LAND TRANSPORT SAFETY AND SECURITY

EUROPEAID/126786/C/SER/MULTI

Armenia, Azerbai jan, Georg ia, Moldova, Kazakhstan, Kyrgyzstan, Ukraine, Uzbekistan, Tajikistan, Turkmenistan

The Team Leader and members of the TA Team should not go into the countries without officially informingthe relevant official in the EC Delegation and the TRACECA Regional Secretariat;

During the inception phase the Project Team plan to organise 3 kick off meetings, one in each of theregions. The TRACECA National Coordinator will be invited by the Consultant and his/her costs will be paidfrom incidentals. Other persons are welcome but there costs will not be met from the project budget;

It was agreed that there was no need to establish a Project Steering Committee. That function can beperformed by the TRACECA SC if necessary;

The PM stressed the importance of developing and maintaining a dialogue with other TRACECA/Transportprojects. The next Working Conference is planned at the end of April /beginning of May in London at whichtime the project would be given an opportunity to share its findings/activities.

Visibility. Close cooperation with the Communication Officer in the Brussels office of the EuropeanCommission was strongly recommended. All press releases/press communiqus produced by theConsultant should be approved by the Project Manager. All press statements are to be provided to ECDelegations and TRACECA National Coordinators in advance of being made public. A monthly newsletterwill be produced by the Communications expert during the implementation phase. A project web site willbe created with links to the TRACECA web site and other TRACECA projects. Use should be made of the

materials being developed by DG TREN in this area;

The Terms of Reference define which elements of the Incidentals Budget require prior approval and whichmay be disbursed without formal approvals. However, it was agreed that it would be important by the endof the Inception Phase to provide an indicative budget for each of the budget lines. The PM approved therequest to use cars and drivers for the Inception Phase it was further agreed that the need for suchvehicles for the project duration would be reviewed at that the end of the Inception Phase;

The PM stressed that a travelling day can only be considered as a working day when the journey takesmore than 8 hours or if the expert has time left after the travel to work (the total of travel and work timeshould not be less than 8 hours). Travel days will still be eligible for per diem provided there is an overnightstay involved;

Terms of Reference shall be prepared for each non-Key Expert. Only one CV will be sent, although the PMreserves the right to request additional CVs if she is not happy with the proposed expert;

The PM emphasised that it would be important to develop and maintain good relations with Bulgaria,Romania and Turkey as TRACECA members. Their involvement in workshops, seminars and conferenceswas strongly recommended;

The Meeting closed at 3.45pm