ENIAC-PAB-15-V220208-final 1/6 Conclusions of the ENIAC JOINT

ENIAC-PAB-15-V220208-final
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Conclusions of the ENIAC JOINT UNDERTAKING
Public Authorities Board Meeting 22-02-08
Presence list:
Lígia Amâncio (PT), Nick Appleyard (UK), Carles Cané
Ballart (ES), Aldo Covello (IT), Emmanuel Gabla (FR), Tim Goodship (UK),
Leszek Grabarczyk (PL), Baudouin Jambe (BE), Ulrich Katenkamp (DE),
Sossanna Koliva (EL), Toivo Räim (EE), Laurent Rojey (FR), Ben Ruck (NL),
Sabine Schröder (DE), Tom Sheedy (IE), José Silva Matos (PT), Wolfgang
Tostmann (NL), Leo Van de Loock (BE), Anne Van den Bosch (BE), Ciro
Vasquez (SE), Paloma Velasco (ES), Jonas Wallberg (SE), Michael
Wiesmuller (AT), Kostantinos Zekentes (EL), Kerstin Zimmermann (AT)
Observers:
Hande Akce (TR), Karina Firkavičiūtė (LT), Tore
Gronningsaeter (NO), Oiva Knuuttila (FI), André Odermatt (CH), Mircea
Sbarna (RO), Jan Windmuller (DK)
1. Opening (agenda presentation, tour de table for the presence list and
distribution of voting rights) (ENIAC-PAB-11-V150208-final.DOC)

Only conclusions&decisions are minuted unless a point is explicitly
asked by a delegate to be included.

Point 5 (general information of the Status of the JUs) is removed as there is
no new information, except the short update on the press release of the
Commission on 22 February.

Tour-de-table and presence for the officially nominated lead delegates of
ENIAC.
ENIAC Public
Authority
Lead delegate
Present
Austria
Michael Wiesmuller
Y
Belgium
Leo Van de Loock
Y
Czech Republic
Not yet appointed
Germany
Ulrich Katenkamp
Y
Toivo Raim
Y
Spain
Paloma Velasco
Y
France
Emmanuel Gabla
Y
Estonia
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Greece
Sossanna Kolyva
Y
Ireland
Tom Sheedy
Y
Italy
Aldo Covello
Y
Ben Ruck
Y
Leszek Grabarczyk
Y
Portugal
Luis Melo
Y (proxy)
Sweden
Ciro Vasquez
Y
United Kingdom
Tim Goodship
Y
EC
Rosalie Zobel
Y
Netherlands
Poland
Member States and Associated Countries having sent
observers
Denmark,

Finland, Lithuania, Norway, Romania,
Switzerland, Turkey
Quorum was reached for ENIAC.
2. List of actions and minutes of last meeting (documents ENIACARTEMIS-PAB-5-V150208-draft.DOC and ENIAC-ARTEMIS-PAB-10V150208-draft.DOC)
Action
1.- Nominations of Representatives to the Public Authorities Board
ENIAC: the following countries have not officially nominated representatives:
Czech Republic (received on 07/03/08)
Eliminate
action from
the list,
missing
countries are
requested to
send the
nomination.
2.- Nominate National Funding Authorities to the Public Authorities Board. Pending Eliminate
for the following countries:
action from
ENIAC: the following countries have not officially nominated national funding the list,
missing
authorities:
countries are
Czech Republic (received on 07/03/08), France, UK
requested to
send the
nomination.
3.- Provide comments to the Rules of Procedure of the PAB
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Eliminate
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action from
the
list
(decision in
the agenda).
4.- Provide comments to the Memorandum of Understanding of Administrative Eliminate
Arrangements (draft attached)
action from
the
list
(decision in
the agenda).
5.- Provide comments to the Evaluation and Selection Procedure
Point
for
discussion,
decision
moved
to
11/03
and
deadline for
comments
27/02
6.- Prepare and communicate national Eligibility Criteria for funding for the First Point
for
Call in 2008:
discussion in
the agenda
7.- Communicate informal commitment to First Call in 2008 (ARTEMIS/ENIAC)
Tour de table
for
new/updated
commitments

The minutes of the last meeting (document ENIAC-ARTEMIS-PAB-10V150208-draft.DOC) are approved by consensus with the inclusion of L. Rojey
(FR) and Paloma Velasco (ES) in the attendance list (document ENIAC-PAB-1008 will be produced for the final versions).
3. Discussion and adoption of Rules of Procedure (documents ENIACPAB-12-V220208-final.doc and ARTEMIS-PAB-6-V150208-draft.doc)
 A table with comments from the PAB members is distributed en séance.
The comments are improvements that do not imply substantial changes to
the rules of procedure. The PAB will table again the document before the
end of the year to discuss the potential modification of the rules of
procedure, based on these comments.
 The PAB decides by consensus to approve the rules of procedure draft for
ENIAC and ARTEMIS ARTEMIS-PAB-6-V150208-draft (document ENIACPAB-12-08 will be produced; it will include the decision and the approved
text of the rules of procedure).
4.
Election of Chair
 The representative of the EC (Rosalie Zobel or her successor) is elected
Chair of both the ARTEMIS and ENIAC JU PAB by consensus.
 The lead delegate of NL in ENIAC (Ben Ruck) is elected Vice-Chair of the
ENIAC JU PAB by consensus.
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 Although it is said en séance that the Vice-Chairs are elected for two years,
the Chair minutes that according to the rules of procedure the first election
for the Chair and Vice-Chair is only for one year.
5.
General information of the status of the JU (removed from the agenda)
6. Presentation by interim Exec. Director of the template for the
Memorandum of Understanding for the administrative arrangements, and
adoption by the PAB (documents ENIAC-PAB-13-V220208-final.doc and
ENIAC-PAB-7-V150208-draft.doc). Accompanying clarification document for
the "zero funding national grant agreements" (document ENIAC-PAB-8V150208-draft.doc)
 The PAB of the ENIAC JU is empowered by the Governing Board of ENIAC
to decide on the template for the Memorandum of Understanding for the
administrative arrangements.
 A table with comments from the PAB members is distributed en séance and
a short presentation is made by the EC.
 The following amendments are agreed by consensus:
Article of
the MoU
Proposed amendment
Title and
Replace Memorandum of Understanding by "Administrative Agreement"
denomination
4 c) fifth
paragraph
Insertion of: [The [national funding authority] shall ensure that national provisions
are in line with Article 107(1) of the ENIAC financial rules, which states that,
where implementation of the action requires the award of procurement contracts by
the beneficiary, the beneficiary shall award the contract to the tender offering best
value for money, that is to say, to the tender offering the best price-quality ratio,
while taking care to avoid any conflict of interests.]
(it is minuted that for Member States/national funding authorities that cannot sign
this paragraph, a replacing sentence will state that the JU will not reimburse the
percentage of the costs related to subcontracting incurred by participants with
grant agreements from such national funding authorities)
4(d) third
paragraph
The technical reports and the results of the technical evaluation carried out by the
Joint Undertaking shall be made available by the Joint Undertaking to the [national
funding authority] within [15] days after their approval and certification by the
Executive Director.
4(e) first
paragraph
The [national funding authority] shall process the cost reimbursement claims of
grant beneficiaries [in its own language] according to its national procedures and
taking into account the results of the technical monitoring carried out by the Joint
Undertaking. It shall ensure that claims are valid and that costs eligible and in line
with the national grant agreement. All necessary verifications shall be the
responsibility of the [national funding authority].
4(e) third
paragraph
The [national funding authority] shall certify to the Joint Undertaking the amount
of accepted costs, any other financial or contractual issues as regards the execution
of the national grant agreement and, where appropriate, each payment made to the
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grant beneficiary. The [national funding authority] shall send this certification to
the Joint Undertaking within [15] days from their execution. The [national funding
authority] shall perform the financial and contractual monitoring based on the
national regulations and procedures only.
4(e) fifth
paragraph
6(e) second
paragraph
10 third
paragraph
The [national funding authority] shall keep records of payments to national grant
beneficiaries. The [national funding authority] shall keep at the disposal of the Joint
Undertaking relevant financial monitoring information
Insertion of: If any substantial amendment of the 'Technical Annex' is needed, the
Joint Undertaking shall inform the [national funding authority] of the purpose of
the amendment. The [national funding authority] shall provide the Joint
Undertaking with any specific national requirements within [15] days following
this information. The new 'Technical Annex' shall be negotiated by the Joint
Undertaking, taking into account any requirement of the [national funding
authority]. The Joint Undertaking shall notify1 the amended 'Technical Annex' to
the [national funding authority] within [15] days from conclusion of this
negotiation.
Any other amendment of the 'Technical Annex' shall be negotiated by the Joint
Undertaking which shall notify2 the amended 'Technical Annex' to the [national
funding authority] within [15] days from conclusion of this negotiation.
All All communication between the parties shall be held in [English].
(it is minuted that in order to avoid overburdening the Jus (which have very limited
administrative resources) with documents in all official languages, if necessary
and on a case-by-case a replacing formulation will be proposed by the JU .
 It is minuted that regional funding authorities are considered "national
funding authorities" as "national" is meant in the document as "belonging to
or coming from a given country".
 The PAB decides by consensus to approve the document for ENIAC
ENIAC-PAB-7-V150208-draft with the agreed amendments in table above
(document ENIAC-PAB-13-08 will be produced; it will include the decision
and the approved text of the administrative arrangements).
7. Presentation by interim Exec. Director of the Evaluation and Selection
Procedure, and adoption by the PAB
 A non-paper is distributed en séance by the Executive Directors, and a
verbal explanation of the main changes follows. It was stressed that the
non-paper does not represent an official view of the Commission or of the
interim Directors, nor of any of the other PAB members, but it was
circulated so that a discussion could take place in the meeting.
 The decision on this document is postponed to 11/03. Comments to the
evaluation and selection procedures are requested by Thursday 28/02.
8.
1
2
Preparation of 1st Call (information)
[to be defined]
[to be defined]
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 A table is distributed en séance. The Executive Directors make a short
presentation of the replies received about national eligibility criteria,
national funding rates etc.
 Members who did not send their information on national eligibility criteria,
and national funding rates should deliver by Thursday 28/02.
9.
Meeting Calendar 2008
 Next meetings (confirmed):
o Formal/decision on 11 March (morning)
o Formal/decision on 3 April (morning)
o End of June (tbc)
o 18 September
o 27-28 October (Evaluation and selection, date tbc)
o 24 November (Lyon before ICT Conference)
 AOB
No AoB.
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