The Age-Friendly City (TAFCITY) Meeting 1 San Sebastian December 2011 WELCOME

TAFCITY Paloma Enriquez Marijo Irastorza

Welcome The Project Team Introductions (all partners) How we can best work together

Meeting objectives Understand project objectives Understand work packages and each partner responsibilities Agreement on Needs Analysis, questionnaires Timescales work packages, responsibilities of partners Reporting requirements; timesheets and financial Valorisation and dissemination plans for each country Communication and collaboration with all partners; identify any potential problems Project evaluation

Project Objectives (I) Project objectives Target groups Transfer of Innovation –TACTALL (ES) –VICaDIS (RO) Key milestones, work packages and end products

Project Objectives (II) Project Aim The project aims to develop a training programme for delivery through social networks to promote “The Age Friendly City” and thus improve the competences and knowhow of current and future workers involved in the tourism and other service sectors and local government services for ensuring elderly people remain integrated in society

Target groups -Current and future workers involved in the tourism and other service sectors -Local government services for ensuring elderly people remain integrated in society -Teachers and students involved in the tourism and other service sectors

TACTALL TACTALL (Marijo) Objective To create new learning packages for on-line delivery, promoting “The Accessible City” concept and improving the skills, knowledge and awareness of companies and employees associated with the tourism sector. (transfer of ERTD European Rural Tourism Development”

TACTALL TACTALL Target Groups -People who work within the Tourism and Hospitality sector ( or any other service sector ) -Teachers and new learners in the Tourism and Hospitality sector ( or any other service sector ) -Staff in political and social institutions and organisations who make decisions and policy regarding tourism.

Meeting Objectives (I) Meeting objectives (1) WP1 Understand the overall objectives of the project, work packages, timescales & partner responsibilities 10/ /2013 WP1 Understand budgeting and finance requirements 10/ /2013 WP2 Agree external evaluation & the quality management plan 10/ /2013

VICADIS ViCaDIS presentation (Diana + Tibor)

Meeting Objectives (II) Meeting objectives (2) WP3 Agree needs analysis methodology, Target groups (Teachers, students, policy makers, SMEs) 10/ /2012 -Findings from TACTALL and VICaDIS -Vancouver Protocol WHO WP4 Product Development 02/ /2012

Meeting Objectives (III) Meeting objectives (3) WP5 Pilot course product 02/ /2013 WP6 Dissemination 11/ /2013 WP7 Sustainability/exploitation and impact 06/ /2013

Work Package 1 10/ /2013 roles and responsibilities of partners communication between partners the TAFCITY website links with other websites including partner websites communication between meetings and monthly status reports, timesheets

WP2 10/ /2013 WP2 - External evaluation and quality (Pete) evaluating product and process during the project ensuring cultural suitability of the product ensuring quality of the products/results brief overview of external evaluation and requirements from partners

WP3 – Needs Analysis (leaflet) Target groups (Teachers, students, policy makers, SMEs) Findings from TACTALL and VICaDIS Vancouver Protocol WHO/OMS

WP 3 10/ /2012 WP3–Training needs analysis (Pete and Marijo) Agree design questionnaire to identify training needs, December 2011 Translate questionnaire January 2012 Partners to work with “support” partners Feb Country reports (partner language) and synthesis report in English March 2012 Synthesis report in English, end April 2012 Translate synthesis report in partner language and communicate (dissemination), end May 2012

Age Friendly Cities – an introduction to The Age Friendly City and Guide Aitziber Zubillaga and Marijo Moreno Guide (WHO/OMS) Checklist (WHO/OMS)

General situation each country (Background, simple desk) Any Age-Friendly actions? Plan regarding Needs Analysis completion Questionnaire: Understand and agree (Aitziber, Marijo M., Marijo I.)

WP 4 02/ /2012 WP4 –Adaptation of Vicadis and Tactall models and tools. Product development phase To create the e-learning platform and link with project web site, end July 2012 Adapt training materials from Tactall, July 2012 Define the ViCadis tools required for TAFCity Sept Produce first draft of training product, mid Oct 2012 Final form of TAFCity training product, mid Nov All partners to translate training package, end Dec.2012 To upload training package to learning platform in all partner languages, end Jan To produce hard copy of training package,end Jan. 2013

Project approach to dissemination and exploitation (group work) Intellectual Property Rights Valorisation plans and records by country Database of contacts in target groups by country Europe wide dissemination – the role of EfVET Project brochure Newsletters Dissemination strategy WP6 – Dissemination (Pete)

European Forum of Technical and Vocational Education and Training ( EfVET) (Pete) Peter Hodgson President Promotes quality & innovation, sharing of good practice, platform of influence (visit)

GROUP WORK (dissemination) How do we raise awareness of the project throughout our own countries and Europe? How do we make it sustainable?

Age Friendly Cities – A municipality perspective Kepa Korta, director Estrategia 2020 (Donostia-San Sebastián)

Summary of outcomes and agreements from Day 1 Work package 1 Project Management Work package 2 Quality Management and internal and external evaluation Work package 6 Dissemination

Meeting Objectives (II) Meeting objectives (2) WP3 Agree needs analysis methodology, Target groups (Teachers, students, policy makers, SMEs) 10/ /2012 -Findings from TACTALL and VICaDIS -Vancouver Protocol WHO WP4 Product Development 02/ /2012

General situation each country (Background, simple desk) Any Age-Friendly actions? Plan regarding Needs Analysis completion Questionnaire: Understand and agree (Aitziber, Marijo M., Marijo I.)

Age Friendly Cities – A municipality perspective Kepa Korta, director Estrategia 2020 (Donostia-San Sebastián)

Overview WP4 Product Development WP5 Pilot course/product WP7 Sustainability / exploitation and impact

Project approach to dissemination and exploitation (group work) Intellectual Property Rights Valorisation plans and records by country Database of contacts in target groups by country Europe wide dissemination – the role of EfVET Project brochure Newsletters Dissemination strategy WP6 – Dissemination (Pete)

Budgets, finance and reporting

Income Leonardo grant 69,90% Contribution by partners 30,10% Any national support to be declared

Budgets, finance and reporting WP1 – Financial Overview Agreement/partner agreements 1st payment 40% National agency monitoring visit & feedback in 1 st year Interim report by Oct Feedback from interim report 2 nd payment of 40% (must spend 70% of 1 st payment) Final report by Oct Final payment of 20% on approval of Final Report

Staff costs (I) Staff costs Statutory staff, having either a permanent or a temporary employment contract with the partner Staff members of project partners are not allowed to operate any sub- contracts on the project

Staff costs (II) May not exceed the maximum for country May be audited Real daily staff cost rates – –based on average rates corresponding to the applicant's usual policy on remuneration, comprising actual salaries plus social security charges and other statutory costs included in the remuneration –non statutory costs like bonuses, lease car, expense account schemes, incentive payments or profit- sharing schemes are excluded.

Staff costs (III) Example for organisations in ES - salary cost is basic salary plus National Insurance contributions made by the employer plus any pension contribution made by the employer. This should then be divided by the number of working days in a year (Monday to Friday) to give a daily rate. For each individual the total staff costs for the project are calculated by multiplying their daily rate by the number of days spent on the project If the actual salary of an employee increases then this should be reflected in the costs charged to the project from the date the change was made We don’t need to see evidence, you need to keep in case of audit by NA or Commission We do need Timesheets and Daily Rates for each member of staff, staff type (1,2,3,4) plus start and end dates working on the project

Staff costs (IV) If the project is audited you will need to show for your own staff: –A list of all personnel employed on the project giving the exact dates of their work plus their position –Employment contracts for both permanent and temporary staff –Official document or internal accounting record displaying National Insurance Numbers (or equivalent) of staff –Payroll/salary slips for the project duration –Calculation of related charges (e.g. pensions) –Bank statements showing payments made to personnel –Evidence of calculation of daily rates –Timesheets Partners to be aware

Staff costs (V) Timesheets should clearly show: Individual staff member’s name Partner organisation name The time worked as hours/day – (as this is what the Interim/Final Reports request) The daily rate Work Package number, and (briefly) the nature of the work undertaken, and Signed by the individual and the legal representative.

Staff costs (VI) Two ways of paying subsistence: 1.If your organisation’s normal mode of operation is to claim the subsistence daily rate, you must still produce the boarding cards and hotel bill 2.Otherwise, receipts to be kept as evidence of all costs, plus boarding cards Travel by car can be claimed up to € 0.22 per km, or the price for a rail, bus or plane ticket whichever is the cheapest Travel

Staff costs (VII) Travel tickets and boarding passes for journeys charged to the project (originals for the promoter, copies for partners) When calculating the number of days for which to apply the Daily Subsistence Rate it should be noted that a FULL day normally includes an overnight stay. In duly substantiated cases, where there is no overnight stay, a pro rata reduction of a full day’s allowance may be allowed, resulting in a maximum cost claimed of up to 50% for that day. Receipts and invoices to evidence all expenditure on the project for all partners to be submitted with the Final Report, with the exception of indirect costs for which no supporting evidence is required to be submitted. Indirect costs should however be actual costs, and be able to be substantiated in the event of an audit.

Next meetings next meetings: –Budapest – May 2012 –Fatima September Maribor May Brussels September 2013 progress required before this meeting key topics for discussion dates for the diary

Next steps summary of outcomes and actions required expected results and any likely problem areas where help required

Evaluation