Recap of today's meeting | New European Bauhaus

Good morning!

Nice and productive meeting this morning, thanks to all participants!
We started to address the allocation of money. At the moment, the tentative distribution is 270kEUR per WP with an additional 270k still free to be allocated. We agreed we need to get into more detail to be able to continue the distribution. In particular we need to:

finalize the composition of the Consortium - please consider that there may not be enough resources to meet everyone's expectations. At the same time, we are trying to structure a mechanism with different level of participation (i.e. an advisory group? the chapters themselves?) which will allocate funds to at least cover the costs for contributing to build the NEBHub. You will receive a request for action by the end of the week.
build workGroups and WP Leaders based on the WP document (Alessandro, beginning of this week)
Add deliverables to the WP's (WP leaders, Alessandro helps)
integrate Carlo's Timeline in our Mural (Alessandro, beginning of this week)
start working on a common glossary for the project (Guille?)

We will meet next monday at 8, like today. I will send the invitation in a new message.

Thanks to AI, we have a detailed recap of the meeting that I am adding below.

Meeting summary for Work session - WP's and Money (05/08/24)

Quick recap

The European consortium discussed the introduction of new members, the creation of a European cooperative, and the establishment of a common glossary for project proposals. They also deliberated on a budget allocation strategy, the need for a more granular approach to budgeting and task distribution, and the formation of work groups. Lastly, they explored the idea of a knowledge hub for the new European Bauhaus facility and the potential for a distributed conference or exhibition.

Next steps

• Alessandro to send an email clarifying that not all interested parties may receive resources and outlining options for participation (e.g. advisory board).

• All partners to finalize expression of interest (in/out) and form work package groups by end of this week.

• All partners to add deliverables to work packages by end of this week.

• Alessandro to add Gantt chart to Mural for visualizing task timelines and resource allocation.

• Alessandro to create a representation of the consortium structure showing different levels of participation.

Summary

European Consortium Expansion and Cooperative Structure

The participants engaged in a casual conversation before Starglide introduced of Mária Rišková (NEB High Level Round Table) from the Slovakian organization Manifest 2020 to the European consortium. Mária and Ľubica Šimkovicová expressed their interest in joining the consortium, citing their focus on sustainability and cultural topics. Starglide proposed the idea of creating a European cooperative (more information here) as a potential legal structure for the project, which was tentatively agreed upon by the group. paola_valandro suggested that interested partners could provide more details on their potential contributions to the project in a short document, with the aim of forming work groups based on the document's contents.

Creating Glossary and Board of Advisors

Starglide and Guille discussed the idea of creating a common glossary and a small team of reviewers to ensure consistency in the project's proposals. Starglide proposed the concept of a 'Board of Advisors' for the project, which would include entities interested in the project but unable to actively participate due to resource constraints or other reasons. paola_valandro agreed with this idea, highlighting the potential for different levels of participation and engagement in a network project like this one.

Budget Allocation Strategy Discussion

Starglide proposed a budget allocation strategy for their project, suggesting to split the budget into packs of 10% - 5% and to start allocating them to each of the 5 work packages. More details on the mural. Starglide also suggested including communication activities in the user research and participatory processes work package.

Budget Allocation for Work Packages

Starglide initiated a discussion about the distribution of budget for different world packages and asked for suggestions on where to allocate more budget to ensure successful project delivery. paola_valandro suggested considering the relationship between personal and direct costs, and emphasized the need to understand the number of partners involved. Francesca recommended assessing the relevance and investment in each activity, and considering a breakdown of the budget into partners. Mária proposed the need for a separate communication strategy package and the breakdown of tasks for better work distribution. Starglide proposed to setting a ceiling for each work package and distributing the budget within that limit, while also considering task efficiency.

Budgeting and Task Distribution Discussion

starglide and Mária discussed the need for a more granular approach to budgeting and task distribution within their work groups. Starglide proposed delegating the responsibility of deciding the war package to the leaders and suggested that they could transfer budget between packages if necessary. However, paola_valandro emphasized the need to clearly define the roles of the Coordinator, leader, and work package leader, as well as the activities and deliverables of each work package. She also highlighted the necessity of determining the partners' competencies and their potential contributions before moving the budget.

Group Formation and Budget Considerations

Starglide outlined the plan to form groups by the end of the week and to start adding deliverables to the work packages. Larissa suggested a timeline to help understand the indirect costs and Diana raised the issue of how to structure participation given the large consortium. Starglide agreed to address this in the next update and paola_valandro suggested structuring the consortium at different levels.

Team Resources, Logistics

Starglide confirmed that the team had sufficient information to continue working for the week and asked for any additional feedback. Jacquie raised concerns about the logistics of work package details and suggested the team should consider the timeline and resourcing shown in the Gantt chart for future commitments. Starglide agreed to this suggestion and planned to discuss it in the next meeting.