MIMIC kick-off meeting

1. MIMIC kick-off meeting September 5-6, 2011 Restaurant Pääposti, Helsinki

2. Agenda of the kick-off meeting Monday, September 5 9:30-9:45    Coffee & tea  9:45-11:30 Introductions Specifying the agenda of the kickoff meeting Administrative matters General 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

3. Agenda of the kick-off meeting • 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 meeting • Closing words & conclusions

4. MIMIC • OFFICIAL NAME: • Minimizingrisks of maritimeoil transport byholisticsafetystrategies • Security is stillrelevantpart of the project! • Funding: Central Baltic INTERREG IVA programme 2007-2013 www.centralbaltic.eu • Duration 1.5.2011 – 31.12.2013 (32 months) • Officialprojectplan = ApprovedApplicationForm • Officialbudget = Annex 6 of the ApplicationForm

5. Agreements • 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!

6. 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

7. Steering group • Steeringgroupmembers: • Kotka Maritime Research Association: Executive Manager, JouniLappalainen / Executive Manager, TerhiLindholm • Finnish Environment Institute: Senior Inspector, Heli Haapasaari • Ministry of the Environment, Estonia: Head of marine Environment Department, SulevNömmann • The Swedish Coast Guard: BerntStedt • Baltic Sea research network (under the Finnish board of sectoral research and its security subcommittee)Contact person: Senior Inspector, TommiArola, Finnish Transport Agency • Other persons in the network: • TerhiYlitalo, Ministry of Defense • Veli-Pekka Heinonen, FinnishNavy • MarkkuHalonen, Border and Coast Guard Academy • MinnaJokela, Border and Coast Guard Academy • HarriPulsa, Finnish Transport Safety Agency • Pauli Pullinen, Ministry of Transport and Communication

8. Steering group • Centres for Economic Development, Transport and the Environment: Contact person: TeijaNokka • City of Kotka:Deputy Mayor HannuTuittu / Contact Manager MattiErävala • Cursor Oy, Kotka-Hamina Regional Development Company:Director, Expertise and Resources; Petri Tolmunen • Contact person ofCentral Baltic Interreg IV A Programme 2007-2013: Programme Manager, LiinaTuulik • projectpersonnelareinvited to the meetings as experts • 5-6 meetingsduring the project • Obligatory, ’traditional’ meetings: • openingmeeting • mid-termmeetingwhereInterimReport is accepted • finalmeetingwhereFinalReport is accepted

9. 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 FirstLevelControl (FLC) guidelines • Allexternalservices and majorpurchasesshouldbetendered • All documentation to be archived until 31.12.2025

10. 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?

11. Reporting timetable • Reports and paymentclaims to the secretarywithin • 4 monthsafter the end of eachmilestone • partnerspreferablysubmittheirPartnerPaymentClaims to LeadPartnerwithin 1-2 months – exacttimetabletbc • LeadPartnermakes the payments to otherpartnerswithintwoweeksafter the costshavebeencertified and EU fundinghasbeenpaid to itsaccount

12. Reporting issues • Budgetchanges • Major changesallowedonlytwiceduring the project • Minorchanges (changebetween the budgetlinesorworkpackagesunder 10% of the totalprojectbudget) canbenegotiatedwith JTS contact person • Budgetchangesbetweenprojectpartnersalwaysneedapproval of the ManagingAuthority and revisedSubsidyContract

13. Obligatory programme logos • Allmaterialsproducedby the project! • Specificrules in the Communication Guide • Meetingdocuments • Agenda • List of participants (WITH SIGNATURES) • Minutes

14. Schematicpresentation of MIMIC projectMinimizingrisks of maritimeoil transport byholisticsafety strategies WP1: Management, coordination and informationactivities WP2: Development of trafficflows 2.1 Oilcargoes: presentsituation and scenarios 2.2 Shipparticulars 2.3 Crewcompetencies 2.4 Enhanced/integrated AIS interfacedevelopment WP3: Identification and assessment of security-relatedrisks 3.1 Maritimeoil transport security – state of the art 3.2 Identification of threats 3.3 Securitycontroloptions WP4: Assessment of environmental and economicrisksby the integrativemodel 4.1 Futureaccidentscenarios 4.2 Assessment of overallimpacts on the ecosystem 4.3. Development of operationalinteractivedecisionanalysis/supportapplication (SmartResponse Web) 4.3 Assessment of the overallsafety management in society WP5: Creatingeffectivemeasures and maximuminterestto preventaccidents and to decrease the impacts of accidents 5.1 Analysis and improvement of policyinstruments 5.2 Cost-effectiveimprovement of safety management 5.3 Linkingsecurity and safety 5.4 Dissemination of the results and recommendations for the society

15. 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

16. 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.

17. 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.

18. 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?

19. WP1 responsibilities • Project management, coordination and informationactivities • Plannedresults: succesfulimplementationwithwidespreadpublicity and visibility of the projectwithin the targetgroups and the media. • Allpartnerscontribute to the succesfulproject management. Allpartnersproducecontent to the information and communicationactivities. • Main responsibility: KMRA • LeadPartnerresponsibilites • Contactpointbetweenotherpartners and the JTS • OrganizingSteering Group meetings • Practicalarrangements of workshops, seminars etc. • Media connections • Travelcosts for keystakeholders

20. 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?

21. Kotka Maritime Research Association NEW ADDRESS: Heikinkatu 7 48100 Kotka FINLAND Project manager: Piia Nygren, piia.nygren@merikotka.fi Financial manager: Jaana Korjus, jaana.korjus@merikotka.fi www.merikotka.fi