MINUTES Gdynia City Hall, 10 Lutego 24 Street, first floor, room no 107

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1 INTERFACE c/o Hanseatic City of Rostock Dr. Andreas Schubert Neuer Markt 1 D Rostock Phone: Fax: andreas.schubert@rostock.de MINUTES 2 nd Steering Group Meeting INTERFACE City Hall, 10 Lutego 24 Street, first floor, room no 107 Agenda: Time Topic 9:00 Registration, Welcome 9:05 Status of activities in Component 1 (Management) Partnership agreement; Withdrawal Gdansk (Björn Gabler) Budget Shift Gdansk (Ryszard Toczek) Activity and Financial Report (Constanze Benzel) 9:20 Status of activities in Component 2 Website (Andreas Schubert, Constanze Benzel) Further activities 09:45 Status on activities at Interfaces (Component 3-5) - Achievements so far, Planned Activities, Delays, Problems etc. Gedser (Frede Danborg) Rostock (Andreas Schubert) (Ryszard Toczek) Karlskrona (Leif R. Petersson) Baltijsk (Victor Koshelev) 11:00 Status on joint activities Passenger Requirement Analysis (Frede Danborg) Benchmark Study (Constanze Benzel) Web based Intermodal Cross-Border Passenger Traffic Information System (Björn Gabler) 11: 30 INTERREG programme news & challenges Björn Gabler

2 Page 2 Time Topic 12:00 Joint lunch 12:30 End of the Meeting Invited (Expected) Participants: Schubert, Andreas Petersson, Leif P. Wild, Anna Toczek, Ryszard Szwarczewska, Adriana Danborg, Frede Gabler, Björn Benzel, Constanze Koshelev, Victor Kostyk, Elena Hanseatic City of Rostock Karlskrona Municipality Trelleborg Municipality City Hall City Hall Guldborgsund Municipality PLANCO Consulting GmbH PLANCO Consulting GmbH Baltijsk Municipality Immanuel Kant State University of Russia University, Kaliningrad

3 Page 3 List of participants

4 Page 4 Points of Discussion: 1. Status of activities in Component Withdrawal Gdansk SG members have been informed about withdrawal of Gdansk. It became evident that in the near future no boat services will be offered/established between Gdansk and Baltijsk. With regard to changing circumstances the PP questioned its position and decided to withdraw from project. 1.2 Budget changes Ministry of transport Mecklenburg-Vorpommern, Germany With regard to small budget and minor role in the project the ministry has been decided to shift the whole partner budget to common budget in order to support joint activities. The procedure is under examination and will be accomplished soon. 1.3 Budget shift from Gdansk to Subsequently to the decision of Gdansk to withdraw has been asked by the LB to take over activities and budget of. Meanwhile the budget shift has been agreed and confirmed by City Hall. It has been agreed that the new Co-financing statement will be signed as soon as possiblepreferably until end of February. 1.4 Activity and financial report Because of several reasons different inadequatenesses and difficulties within recent reporting became evident. The special situation, first report for Swedish and Polish partners, crew change in Karlskrona, has to be taken into consideration. Deadlines for submission of partner progress reports (for pre-check & after FLC) as given in reporting files and partnership agreements are binding. If the given date can not be kept the Financial Manager should be informed well in advance. In case of (unheralded) delay LB reserves the right to exclude the partner from respective reporting.

5 Page 5 Project partners have to ensure proper reporting of expenditures/ revenues and activities. Achievements should give a clearer picture of status of activities in partner regions so far. The guidelines- integrated part of the reporting file- should help the partners when compiling the report. In case of any kind of uncertainness the Financial Manager or- in case of country specific topics- the FLC will be contacted promptly. 1.5 Case Trelleborg Trelleborg municipality faces internal restructuring processes with the consequence that project activities are behind schedule. To give the partner the chance to catch up and not disturb general project workflow a LB/ Coordinator/ Partner meeting has been strongly recommended by SG in the near future. The meeting in Trelleborg will be arranged by the LB. A (swedish-speaking) student could support the partner in carrying out the daily project work. Contacts of Polish-Swedish Chamber of Commerce to Universities could be utilized, if needed. 2. Status of activities in Component Website The Website is the main communication tool within INTERFACE. Latter will be launched in the next two weeks. Every PP will get access to the content management system TYPO 3 by own password in order to upload own material (texts, graphics, maps). PP should keep the website permanently updated in accordance to the project progress in the different partner regions but at least once per month! If INTERFACE website is launched PP are obliged to link partner website with project website.

6 Page 6 PP should provide at least a short information about INTERFACE on their website. 2.2 Communication Plan Communication has been already sent to PP in II/ 2009 by Communication Manager. Communication plan will be updated by Communication Manager in accordance to achievements in the Component (Development of Logo, Corporate Design, Website). The updated communication plan will be sent to all partners. PP have to follow communication plan. 2.3 Dissemination plan Dissemination plan contains all relevant organisations and persons to be addressed by project initiatives/ activities (etc. flyer, newsletter, events). A template of dissemination plan will be prepared by Communication Manager and forwarded to partners. PP are requested to compile and maintain a list of persons and institutions relevant in the respective region/ country. Taking into consideration that the dissemination plan serves as a basis for any kind of communication activity the Communication Manager should be informed on changes and upgrades of dissemination plan permanently- but at least twice a year (end of reporting period and in case of events). 2.4 Corporate Design Kit Logo, Corporate Design, Power Point template and Letter head (Corporate design Kit) have been already sent to PP in November Logo, CD and respective templates should be used for all activities related to INTERFACE in order to promote the project and the programme.

7 Page 7 In accordance to the communication plan publicity rules should be considered (usage EU + SBA logo, reference, disclaimer) Newsletter Beside website and press articles the newsletter is a central communication tool. Subsequent to the launch of project website the first newsletter will be published (I/2010). The newsletter informs about focus of the project, Partnership, status quo of the activities and public relevant next steps within project (passenger requirement analysis, benchmark). Extent: 2-pages A draft with general content structure will be prepared by Communication Manager. SG will be asked to give remarks. Partners are requested to contribute own inputs (texts, graphics, pictures). 2.6 Promotion Material Project promotion material serves as a give- away when meeting decision makers and stakeholders, carrying out of expertise (benchmark study, passenger requirement analyze) and preparing public awareness events. The flyer raises the awareness of INTERFACE and SBA programme. SG agreed to publish a project flyer/ folder. A draft will be prepared by Communication Manager and disseminated to Lead Beneficiary and SG. With regard to upcoming carrying out of passenger requirement analysis and benchmark study this has to be done in near future. Communication Manager will also give proposals on further promotion material ( e.g. writing pads). Respective offers will be invited. Costs will be financed from common account.

8 Page Public relations within Interface Public relation activities play a crucial role within INTERFACE. Proper carried out communication activities support the project in achieving the goals by informing general public and decision makers well in advance. However only the Lead Beneficiary used this opportunity by publishing several press articles. Until now no further public relation activities took place in the other partner regions. SG agreed that public activities should be raised in future. PP should use events and activities and results of project activities e.g. passenger requirement analysis, benchmark study to raise the awareness of the project, its objectives and the programme. o Further examples: Concert in Gedser, investments at Karlskrona Port (Welcome Sign), established boat connection - Baltisk According to Interfaces Rostock, Gedser,, Trelleborg and Karlskrona PP are requested to publish at least 1 article in the recent reporting period (January June 2010) 2.8 Component related responsibilities and contact details Frede Danborg has been asked for a list of members in Components 3-5 and respective contact details in order to facilitate communication within and between Components. A list with contact details will be prepared by Communication Manager and sent to the partners for feedback. Finalised list will be sent to PP.

9 Page 9 3. Status on activities at INTERFACES (Component 3-5)- achievements so far, planned activities, delays, problems 3.3 Gedser Gedser case has been presented by Frede Danborg (for detailed information please see annex). Status of project activities in brief: First cross-border traffic operator workshop carried out in Rostock in Dec 2009 (public transport operators, municipalities, ports)- exchange concerning passenger requirement and bus shuttle/ accessibility of the ports (Comp. 3+4)/ Preparation of 2 nd cross-border traffic operator workshop in Denmark passenger requirement analysis: approach has been developed and disseminated to partners, external consultant will engaged to carry out the survey (sping 2010)- questionaire will be adjusted to Rostocks proposal (Comp. 3) feasability study/ bus shuttle: regional working team constellated in order to analyse current situation and to develop measures to improve accessabilty/ adjust actual bus services (Comp. 4) Involvement of associated partners, constant communication/meetings Preparation of passenger information material: bi-lingual brochure (German-Danish) for distribution to ferry passengers at Gedser-Rostock in cooperation with Scandlines, Guldborgsund/ Rostock, regional tourism agencies Preparation of cross-border event Rostock Philharmonic Orchestra in Gedser harbour II 2010 (Comp. 5) Contact details of Rostock Tourism Agency should be provided by Andreas Schubert in order to prepare passenger information material LB is asked to inform German partners on next cross-border traffic operator WS taking place in Denmark, proposed dates: 2 nd, 4 th or 5 th of March LB will give a feedback to Frede Danborg in the next week. Concert in Gedser should be used as Public awareness event. Flyer and if possible further promotion material should be disseminated here. Besides

10 Page 10 the event could be used for project meeting (costs have to be taken into consideration). 3.2 Rostock Rostock case has been presented by Andreas Schubert. Status of project activities in brief: 1 st cross-border traffic operator WS in Rostock (please see Gedser) passenger requirement analysis in Rostock will be carried out by research institution questionnaire will be prepared until march 2010, survey will be carried out in summer 2010 (adjusted to Gedser side) feasibility study for bus shuttle between City/ main station & port still in process, results expected in I/2010- envisaged update of port development plan will also consider customer needs/ results of passenger requirement analysis and benchmark study Port authority aims to transfer the terminal (interim situation), on a later stage a further dislocation is envisaged ongoing communication of Public Transport Ass. with partners from Danish side (Movia, Municipality) 3.3 case has been presented by Ryszard Toczek. Status of project activities in brief: press article about INTERFACE has been published in Feb 2010 in City Hall Gazette several meetings with stakeholders, umbrella organisations (e.g. tourism sector, maritime cluster, port) in the region to inform about INTERFACE 4-6 departments of City Hall involved in project activities, frequent communication and exchange Gdansk company aims to open ferry service from to Baltijsk (seasonal service has been former operated from Gdansk) Chance: 72-h- VISA allowing ferry passengers coming from EU neighbour countries to visit Kaliningrad region

11 Page 11 new ferry connection Rostock- since Dec good opportunity for INTERFACE to upgrate Before boat operator start its service between and Baltijsk all administrative requirements have to be declared 4.4 Karlskrona Karlskrona case has been presented by Leif R. Petersson. Since Else Timms, EU coordinator of Karlskrona, left the municipality he is the contact person. Status of project activities in brief: Reallocation of railway as envisaged hard to realize, alternative ways to improve accessibility of the port for foot passengers have to be found: o solution: boat shuttle from Karlskrona City to port (7 Min. in comparison to bus shuttle 20 min!)- environmentally friendly and attractive for passengers/ tourists welcome sign at Karlskrona port- developed in cooperation with, to be installed in spring 2010 (see picture) as agreed the communication toolkit will be sent to Leif R. Petersson subsequently to the meeting In case of the appointment of a new EU-coordinator within the municipality LB and Coordinator has to be informed about.

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13 Page Baltijsk Current situation and requirements for cross-border ferry passenger traffic has been presented by Victor Koshelev. He underlines the strong interest of Baltijsk to welcome visitors coming by boat from different regions within Baltic Sea. 72 h VISA to be confirmed by Russian Government and European Commission- and service infrastructure given in the port and attractive surrounding area are good prerequisites to establish ferry connection between BSR region and Baltijsk/ Kaliningrad. INTERFACE has been stated as key project having the power to initiate further projects/ investments. The project supports LT-RU-PL Project. The passenger ferry route from to Baltijsk will be the first maritime connection after the Polish Operator has terminate its service in Joint Activities 4.1 Passenger Requirement analysis Passenger requirement analyses requires a common approachquestionnaire should be somehow comparable. However, the questionnaire have to be adjusted to the specific regional context. Questions related to the needs of passengers with reduced mobility are obligatory. To guarantee a common approach the questionnaire developed by research institution in Rostock will be taken as a guidance for preparation in other interfaces. Proposal will be disseminated after agreement of port authority Rostock (march 2010) Gedser and Rostock will be the 1 st partner regions starting with passenger requirement analysis. Experiences will be shared among partner regions as soon as possible.

14 Page Service related benchmark study in selected SBA ports and beyond Fields of investigation: o o o o Passenger Information Passenger Guidance Service infrastructure and quality Accessibility of the port with special regard to people with reduced mobility Ports of interest: Gedser, Karlskrona,, Trelleborg, Rostock & 2-3 good practice ports Method: o on the spot visits in selected ports o expert interviews (ports, ferry operators, public transport operators) o analysis of statistics/ material results of benchmark study & passenger requirement analysis serve as a basis for action plans for selected ports in partner regions Details on benchmark study and time frame will be forwarded to SG members by Constanze Benzel, responsible for the study, as soon as possible. Interim results from passenger requirement analysis should taken as a basis for bench mark study. Close communication between Frede Danborg (Component 3 leader) and Communication Management necessary.

15 Page INTERREG programme- news and challenges The JTS aims to open the 5 th call within South Baltic Programme between 1 st of April until 21 st of May. Encouraged are both newly set up projects as well as upgrades of already running projects by additional cross-border investments. Transport accessibility is one of focused measures. In both cases, projects have to fill in the usual Application Form, which will be available in its updated format with the opening of the 5th Call from 1 April Focus of the new project: New ferry line Rostock- (operated by Finnlines), investment interests of could be considered Establish new ferry between Bornholm- Poland (combined cargo and passenger traffic) - Russia It has been agreed by the SG that the Project will apply for a upgrade of INTERFACE within the call SG asks PLANCO to prepare the application. PLANCO expects no financial compensation. In the event of successful application SG agrees that PLANCO will be hired as coordinator and financial Management for the new project. Charge will be 10 % of the project budget. SG confirms to support PLANCO when preparing the application- surge of project partners, planning of activities In order to prepare the application a meeting with partners interested to take part in envisaged for March 2010 in.

16 Page International Workshop SG aims to carry out next international workshop in & Baltijsk. It is envisaged to take new established maritime connection from to Gdansk in order to get an impression on service infrastructure & quality on Russian side. The 2-day- meeting should take place in May. After SG agreed on the date PP will be informed about by Communication Manager A draft of an Agenda will be prepared by the Communication Manger in cooperation with SG ANNEX: Presentation status of activities in Gedser: Frede Danborg Presentation status of activities in : Ryszard Toczek Presentation Passenger Requirement analysis: Frede Danborg