MINUTES SoVol Kick- off meeting (contract number:

16/1/KA204/22920)3-4/11/2016 in Budapest

Legenda:Q = questionR = response

C = comments

Participants:

Tamara Fabac CroatiaDaniela Vuković CroatiaZvijezdana Schulz VugrinCroatiaSlađana Novota CroatiaMarta Hauser CroatiaAlzbeta Frimmerova Slovakia, via skypeKatarina Kralikova SlovakiaBorbála Hadrevy HungaryAndrásh F. Tóth HungaryBrigitta Nagy HungaryDiana Bere RomaniaInge (Catharina Maria) van Steekelenburg The NetherlandsDariusz Pietrowski Poland

DAY1WelcomeAgenda presentation and adjustments according to partners needsIntroduction of the participants:

Presentation of their organisation – 5 minutes/partners (See all slides!) To be found in Dropbox/SoVol/Participants!

ÖKA/Hungary – the leader of the projectPresentation of ÖKA’s activity, cooperation with the NA in projectBrief overview of the Hungarian situation, the role of the government.ÖKA new English name: Volunteering Hungary - Centre of Social InnovationProVobis/RomaniaSMART/Croatia: Presentation of the activity, underlining a conference to be held in 2018, Volunteering in CultureQ: András/Hungary: we can cooperate, because we have a trainer program in the museums.R: This exists in all culturer institutions, there is a big accent on culturer volunteers.

The project “CAPACITY BUILDING IN THE SOCIAL SECTOR through the Development of Volunteer Programs at Social Institutions in the CEE Region” Acronym: SoVol is implemented by Önkéntes Központ Alapítvány, Volunteering Hungary - Centre of Social Innovation (www.onkentes.hu, www.oka.hu) in partnership with Platform of Volunteer Centers and Organizations Slovakia, (www.dobrovolnickecentra.sk), the Association for Civil Society Development SMART Croatia, (www.smart.hr), the Polish Centrum Wolontariatu, (wolontariat.waw.pl), the Pro Vobis National Resource Center Romania, (www.provobis.ro) and Movisie - the Netherlands centre for social development, (www.movisie.nl) from September 1st 2016 until Augustus 31th 2019, and funded by the European Union under the Erasmus+ Program, under the contract number: 16/1/KA204/22920

Platform of Volunter Centre/SlovakiaThe most important development as in Romania, is the on-line tool, There are many international projects

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MOVISIE/Netherlands: They will be the hosting partner for the study visit of the projectPoland: A nice brochure is distributed and some comments are added

The SoVol slide show and the work programm are integrated part of the minutes (in the dropbox/1st meeting).

Overview of the project activities See from slide8!

Project activity types:Nr. of

activities- PROJECT MANAGEMENT AND IMPLEMENTATION ACTIVITIES 6- INTELLECTUAL OUTPUTS 4- PILOT PROJECTS 5- TRANSNATIONAL PROJECT MEETINGS 7- MONITORING COMMITTEE MEETINGS 6- MULTIPLIER EVENTS 5- TRAINING ACTIVITIES 1

STUDY VISIT TO THE NL

Will be held in Netherlands: Duration: 6+2 days as per the project proposal, exl. the travelling, because 6 full days are needed There is a possibility to make the 2 days meeting via Skype before or after the visitTo decide: when and how will be held the visit and the meetingQs:

- Who is going to the study visit?- What the partners will develop on the meeting/visit, will be used by the social institutions? In this case it

would be better if they participated as well- The travelling cost of the social institutions can be accounted to the project?

Rs:- 2 people/partners are allowed to travel to NL- Social institutions can participate only if they have a valid contract with the partners. The project does not

finance their participation, there are limits.To ask from the National Agency:

- about other possibilities- double-check the study visit duration because of the travelling

Input of the NL organisation on the study visit:R: a half day summarising forum would be useful for gathering everybody’s experienceTask: prepare draft programs with needs & preferenciesResponsible: Inge and Michaela from NL. Inge would like 1 person/partner to be responsible

MONITORING COMMITTEES:An external expert can be used and paid from the budget, or volunteerTo ask from the National Agency:

- if 1 person can be from the organisation for exernal monitoring, BUT the NA proposed an external one- double-checking if a list of participants is needed as well (later it is clear, than yes)

Overview of the project activities See document:SoVol workprogramme!

Nr. 6. 2nd project Meeting by Skype, Aacceptedtopics:-Desk research results-good examples from each country presented -a layout for each intellectual output elaborated- summarising learning points of the study visit

Nr. 10. Interim reportfirst report deadline: 31/07/2017. to be reported on 01. 09.2016 – 31.05.2017

Nr. 18.2

To double-check at the National Agency:If the country does not reach the number (40-400), what is the position of the NA

A translator can be paid from the project budget or can be volunteers.

Expected results See from slide 12.+

Mgmt: no templates, we have to elaborate – participants agreedMonitoring: monitoring plans should be elaboratedEvaluation:

Q: internal or externalR: by clients and beneficiaries, all stakeholders and also by partners

Task: to prepare a form

Communication/Dissmenination:Info:

we applied for the money,printed brosures were not approved- Upload everything to the Dropbox/Dissemination/each country has a separate folder (online or off-line

article, printed, radio or tv emissions, everything

Testing/pilotingAGREEMENT:Can happen in those Social Instituions as well, where volunteers are already working

Q: What will be the method on the training sessions: presentation or training?R: The tools to be used depends on the number of participantsQ: Is it necessary to prepare a manuel?R: It should be a clever book, trainer is not always needed.

IO2 – E-book structureQ: who is the target group?R: institutions – they can have trainings and use itQ: several institutions can be mixed or merged? R: yesQ: Trainers can consider the e-book as a manuel or handbook?R: In the frame of this module the training should be elaborated and should be also accreditedQ: The materials can be provided to the future teachers? or is this only for the accreditation?R: the training has to be elaborated and can be accredited depending on your country’s obligatoriesQ: is this book for the volunteer mgmt. R: the training curricula and the handbook can be combinedQ: who is gonna to use the book?WHO and WHY?R: in NL during the study visit we can discuss. On-line it is difficult. There will be 6 days - a general information has to be prepared, what can be used by everyone and everywhere- if there are country specifities, it can be written to the handbookIOs are freelicensed, everybody can have them on-line, to make it accessible to everybodyExample: In Hungary anybody can held the accredited training if the meets the criterias.

Indicators: slide 14. Has to be used and extended and all incorporated into the evaluation plan of the project!

Intellectual Outcomes see from slide 14

Project budget See slide 28:only until the fixed limit, unspent money will be withdrawn

Budget lines:- no prove of exact costs with invoices, but the realization of the objectives should be proved

Q: The unspent money can be spent for an other line in the frame of the budgetR: Yes, but it has to be double-checked how to prove them in case of salaries!

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If IOs are not of required quality this amount can be reduced

TO DOUBLE-CHECK- If it is possible the salary difference- IODs can be used for oganising for NL (the study visit)

IO days: All costs related to employees are eligible (net salary, employee and employer taxes, but NO cafeteria NOR sick leave)No Holidays can be paid from this budget line. Q: Is there time restrictions concerning the IO days spending, will be checked with the NA

Q: The rest of the money can be used for other part of the project?R: no receipts are needed to present.

Timesheets are needed only for IOs.

AGREEMENT: 5 times ÖKA will send the exchange ratesBUDGET REALLOCATION

Money „saved” from unit costs and used for other project related activities do not count as Allocation.NA has to be consultedUp to 20% of each budget item can be reallocatedThe budget item where money is reallocated may not increase with more than 20% of its initial valueNO money can be reallocated to project management and exceptional cost

Payments:TO DOUBLE-CHECK: Original or copies of the invoices should be attached to the report?

Uploading the costs to the Mobility tool:Agreement: Bori/ÖKA will upload to the Mobility tool, so all documents haver to be sent to Hungary

General Agreement with the NA slide Slide 39 :Multiple beneficiary agreement has 2 parts:

- administrative rules- financial provisions

TO DOUBLE-CHECK with NA: is the timeline change possible?

2nd on-line meeting date is 1 day long, will be after the study trip AGREED

Study visit date – proposal will be sent by IngeDates to be checked: 12-19/0319-25/0326/03-01/04Venue: UtrechtOther meetings:3rd meeting in Rijeka: 12-13/09 – to be fixed laterStudy visit in NL – brainstorming

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2nd Day:

Change of the agenda is announcedTo create a shared vision – to have a sense of ownership of the projectConnections and relations to the social sector has to be presented by the partners: it is available on mp3Inge moderate the coming parts

Connections and relations to the social sectorÖKA

LOCAL: HEFOP – 3 months training how to create volunteed mgmt – 1 year cooperationThe main outcome 1st trial, it has to be a deep partneershipWe started in 2006 in XII., the richest district in BudapestWe built good relation, the office was also there

Elderly CenterCooperation care for the elderly care center – exists everywhereWe trained the volunteers and the stuffNot all district are interested – Norvegian exampleChild Protection inst.

- very burocratic- additional person to help the volunteer program – 400 staff members

Bp.- last year we tried to manage the cooperation with Budapest, like a forum, a start, should continue,

very different institutions came, major was there. 40-50 people, hug potential but has to be pushed, French connection, example what we can provide to districts,

- Senior Club

NATIONAL indirect: Law creation participation,o national strategy on volunteeringo Lobby for national structure and funds - EFOP

SOCIAL for 5 yeears exists in Hungary – managing the life of big institutions

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nothing happened, the actual direcor went further, after many meeting they requested material and wanted volunter mgmt training – little stepthey want to learn how it is, service providing isn ot easy, they want to do on their own, but they miss the knowledge

Project Wake up call outcomes are usedDeputy State secretary was there – developments : how we can integrate the volunteers into the life of the social instritutions, the bottom up process we will support, role of volunteer coordinator is important, money – how we can put in the system.

Cooperation with Budapest Capital– training seriesTop Leadeer has to have a visionCoordinator and system: strategy and processes and documentsWorkers: very simple stuff will make the inpossibleHOUSE as a metaphore:This three level should be directed to the same directions. An institution can not go on without a clear manualVolunteer program is a garden, you have to maintain it. Investment in the beginning, and after continuously . Like a system of the house.

SlovakiaSimilar situationBratislava, Banska Bistrica volunteer center are involvedDeveloped pilot project on volunteer mgmt –some of them are succesfullNGOs has more success than public institutionsClients pay more usuallyBratislava are holding presentations, volunteer mgmt, we are speaking : they need a coordinator, who will manage (planning, recruitment…). They have no moneyWe, the platform started the lobbying, not on law, but…Volunteer coordinaator is in the national system, more complicatedLaw will open next spring, working group, this project will link to the law changingAdvocacyTraining – plenty 1/3, or 30%-40% are working in social institutionsPolicy documents of volunteer mgmt – they do not respect

Croatia:National level: ministry of social policy, Program based contract1 year ago was founded the local volunteer centerThey do understand the need of volunteersProject: aimed to social institutuions, for hospitals 2017Educational, training on volunteer mgmt: 8 day training, very long and slow, succesful, including volunteeers, who are working with us.How many and what kind of institutions? – child, elderly, home for…different types of groups are involved, also hospitals, help institutionsThey use our services, volunteer programs could be better.Similar situation as in Slovakia.Different representants: social worker, director. They were enthusiastic. They realized, they gonna have much more work to do. The biggest challange: lack of resources, they dont have a person as a coordinaorOne person from the institution who is enthousiastic, than it will be a good programImportant to work on a way on a higher level that the program could be recognize by the state, atmosphere should be a part of the structureproblem: lack of coordinatorcooperation with NGOs, they do not manage the programs, but the other are managing for themQ:services are free of charge? Yes, because it is funded by the ministryThey can divide the tasks.

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Project for aimed at non profit NGOs and special institutions. Different groups and organisationsF.e. person with disabilities, better employment prospects for themhow to involve this special group in their organisationElderly projects: special organisations, after the war, who were affected by the war.They are living alone, they need support

RomaniaPrograms focused on different areas: elderly, wake up call, social servicesTrainigs: NGO – child care, SOS children villages to develop volunter program training and consultationVolunteer mgmt training, We have to do a lot more things, a lot of new tools, rights, reflecting lot more documents are neededThey are good in paperwork, lot for the state: child careThey are using the papersThey invest just as much as the volunteersThey are very preparedWe had to focus on time mgmt, preparing everything in the fist part of the programWe do not have any more contact with the social sector.

Good relationship with the Social Service Federation, it is importantFederation is an NGO, extremely legal cooperation, they know all the processesPartner for this project

Q: Wake up call – initiated ProVobisCompetencies for volunteer coordinator Who has What?Great project: importance and role of coordinaor for organisations and insitutionsCurriculum for trainer and managers

NLBackground laterSocial work: partners: Local/national ministries, municipalities, lot changesin every city and village can be differentThey have to do more themwelveslocal, national and higher levelssocial institutions and wellfares – social professionals, more coaching and coordinating rolescoordinator is organising everything, the institution itself responsibility of the coordinator local level we have to gowhat are my main tasks? how can I facilitate a volunteer?W/o that the system will be collapsedVolunteers are doing professional worksMOVISIE has a consultation, do you have a factor on higher level, on law or processes?We do change consultancy projectsGreen card for the mgmt work on a different wayTo train the professionalsTry the question behind the question, we can train the high level, but this does not workTo go behind the question!!

Q: are there conflicts with the paid stuff and the volunteers?A fear is always thereThe legal stuff - they have more time to do things, different way of thinking , mind changeQ: strict division between the roles, do you have?in every organisation it is important to think about thatimportant: indicators to set up: what can we do or not?Indicators!!Volunteer can not be full time in the place of a professional!

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Comments from Hungary:The situation is the same in Hungary. The institutions can not fill the position of a paid employee with volunteerGoing through the organisation structure before doing a training.This is useful for our IOs. This is a kind of diagnosisWe do it in the Pro Bono programs in Hungary.

Q to András: Pro Bono program what does it mean? What is the concept?R: Coopeation for the social institutions. Pro Bono (10 years of experience)People, who are highly trained of something. Wants to do something els, other type of volunteering.They are giving very g added value with their professional skill. Like a lego.Never a long-term relation, max. 6. months.

F.e. Mastercard – communication, design, etc.

Always an agreement.Average 2000 EUR service fee is charged to them. ÖKA has to generate income, state does not pay anything.Pro Bono great possibility to NGOs to grow. In terms of knowledge and skills is big

Poland1 segment: cooperation with social cooperation centersReason: middle 90s the center started to call individuals to give volunteer support.How safety is their home?3 paid stuff in the team.Where and how find partner to helpus1997 the cooperation started with social worker centersEvery month meeting in Varsaw, we talk with them to evaluate the program. After 3 meetings we started to cooperate with 1.Documents preparation. .The directors are afraid about law. We prepared with our lawyer a document, time sheet, ethic cards. We are doing trainings.Coordinators are working with social workers in their team, they need individuals who needs help.Database of needsRecruitment of volunteers

Q: What kind of services are provided?Go the church, talking, walking, shopping, they not cover the paid stuff services, no cleaning.Social workers does not have enough time, they have only 1-2 hours with the individualsSocial institution coordinator – social worker. There is no extra money.Volunteer service – people are going to other people’s house.

European Funds – 2012-3We replace this model for 3-4 other region of PolandMore trained coordinators are supported

2013 Law of volunteeringhelpful – social and public institution’s director have a document they work with volunteersClarify the situation

Opened door for public institutions

Not a profit organisation institution is open this law.

In social institutions you can use volunteers

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Every month coordinaton meeting is held in Warsaw.Training, support for them20 people are participating

Social wellfare center are responsible? elder, child, etc. They are responsible for evvery needs: drugs, family care etc.

Social workers try to find opportunity not only work behind the desk, but to work with different toolsNew concept of social work

A manuel is prepared, similar step-by-step for wellfare centresTraining for trainersVolunteers recruitment

Do you have in English, or only in Polish. Only in Polish, 2-300 pages manuel

They want organise a system from the school to complete volunteering.This is part of social care

To invole partners to the meeting session Inge

3 goals:how we work together in the projectwhat are the strenghts and weaknessesdeviding some tasks between partners

From the presentation: what is the same in each country, we want to have common ground:

- soc. ins. lack of resources- laws on voluntering helpfull?- tasks division challanging- attitude top mgmt is important- different terms are used- different roles, two roles sometime not enough time- burn out sydrom in sector- keep in mind effect on beneficiaries

on volunteers- burocracy

Challenges:- resources- bugdet- legislation- non-system approach

CREATE A CHANGEFood for influence materials

What is the impact we want to have, the Effects we want to create:- sustainability & quality

o vounterr progrmmer- higher quality of services provided to beeficiaries- more satisfied vounteers

o volunteers (coordinators)o employeeso beneficiaries

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o communityo more engaged, open community, citizens

- Empower the role of coordinator in institutions- More clear role definiton in organisation- solid base of knowledge- European framework – use the European value- higher quality vol. man. in soc. inst. - to offer a skill framework- create change of roles. Also incorporate role of client (as vol)- involving State Agency setting- create/facilitate ambassadors(pilots) next step

Game:A card to choose, what can one add as a talent/personal strenght to the poject

Hungary/Bori –cableslinking people together, making order on the other hand. Organising things that way that it will be linking everybodyI will change them to be clear for everybody

PL/Derekold fashion table and laptop cardquite a good experience – old thing in the centerwe are open and interesting to the new concept, and ideas – laptop simbolizingDerek’s experience, I am open minded for the new technologies.I bring experience to the project based on Polish experienceand seniorisity

CR/Marta – beesFrom Star Treak, we share common visions,like bees, nobody know what to do, but we doshared knowledge we can bring from Croatiaquality to bring: lot of experience with the social institutions – daily basispersonal talent: Iam very interested in this, bring a passion

CR/Zveijzdana

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card wild watersmotivation: stone to be skippedI can change any of roles, if i have this skills and replace

CR/Tamarabycicle cardsignificant is the persistance, I amI like timeframes, and i like to be inI like to do it faster than the deadlinedeadline keeper

CR/Danielafence cardorganisation – recognise obstacles and challangessmile is successfulI am the one in Smart who usually see … - devil advocatideas to overcome challengesto point out a situation, that we have to think about

OKA/Andráscoordinating room at the airport cardmy role, overviewing the whole projectsupporting – flight controlreal coordination and not the pilotsto have a bigger picture and give support

RO/Danielamany different projectswell arranged, organised colors cardwe are bringing working to the same bigger goalthe project is in our focusfocus on the tasks personallyI am organised, focusedhow to help other the focus: usually when people loose focus, I can redirect them keeping the focus

SLO/Katarinagerbera flower cardpresentationpreventionvery good workbut do not forget the familydo not get burnt out in this projectharmony of the goods

ÖKA/Brigisailing cardknowledge and experienceelements: weather, wind etc.lot of difficulties with volunteers, NA, etc.to reach targets in safetymy personality is the same, i want to ensure to reach the engaged goal

NL/Ingeteam playing futball cardtalent: in the field and i am stimulator, i want to know what is in the group, in the fieldstep further

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i can loose myself in t he work sometimes, I want to go with everybodysometimes i focus to keep everybody together instead of to reach the goal

Slovakia/ Betkaenthousiasmdevelooping new things,making changes it is a challenge for meI can be helpfulafter February, I will be member of the National CommitteeI can supervise yourwork and I can be mentor for my colleaguesI can listen to you and avoid the burn out

How to work together ? Creating common rules for management!Form 3 groups: 10 minutes in group, after we will share it

Presentation of the common workexpectations from : myself, coordination, partnership

how to manage The replacement/holiday, sickleave?

- find a person- the information of a leave should reach Bori,in order to be able to replace the person

Communication, ReplacementExpectations:common work methodcommunication tools

Following tasks has to be divided among the partners:- Dutch study visit – MOVISIE, POLAND – deadline - Glossary of definitions – SMART- Financial tables - SMART- Dissemination plan – SLOVAKIA & MOVISIE & POLAND - Work Code – ÖKA, VTI- Detailed plan for IOs – has the deadlines and the timelines, there are subtasks in it - ÖKA- Monitoring and Evaluation plan – ROMANIA & MOVISIE Desk research period

To gather best practicesTo discover the actual situation in the institutions on the market (not what they need, but what they have – later we can ask their needs on a representative basis)We can do it later like a larger survey with a questionnaryCR: insist on demanding their needsQ: where and why will we use it?

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Original aim is to gather as many information as many we can, usable, and widely usable tool. We can also combine the two.Proposal: to do a very easy on-line survey, 4-5 questions to put (with Google tools) to have some obstacles, needs, challenges. AGREEMENT: max. 5-10 questions with not many options with on-line tool

best pratices (at least 1/partner) – what actually happening – has to be choosen by the partners – common layout (Bori will send and comments are welcome)worst practices (at least 1/partner) – why they failed? something of which we can learn

To contact as many institutions as we can, with on-line toolReport to be sent to Bori: how many contacts, how many visitors, web tools – this should be part of the monitoring and evaluation plan!!In March result should be presented: best pactices incorporate to the outputs

Deadline settingPresentation (=sharing the experiences) in March, there is 3 weeks to make the presentations of the best practices and actual situation

Final questionnary: end of 12/2016Final version and put it on-line: 15/01/2017 to launch the surveyDuring February to process the dataThe template should be updated according the new terminology!Deadline for processing result, comprising them and making an English version – 3 weeks beginning of February 2017 (before NL visit)

Templates done by Bori (questionnary)

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TasksAll partners:Yellow parts of the minutes should be checked by each partner and changed if needed. The recordings will be uploaded to the dropbox.

HungaryGet answers to questions arising during kick off meeting from NACreate the work codeCreate a detailed plan for IOsTemplate for questionnaireTemplate for best/worst practice

The NetherlandsStudy visit in NLFinalize dates of visit ASAP: Dates to be checked: 12-19/0319-25/0326/03-01/04Prepare draft program

Croatia:3rd meeting in Rijeka: 12-13/09 – date to be fixed laterPrepare the Glossary of definitionsPrepare financial tables for the project

Slovakia:Prepare a dissemination plan for the 3 years project in accordance with the project application, contract rules and agreements of 1st project meeting

Romania:Prepare the monitoring and evaluation plan for the 3 years in accordance with the project application, contract rules and agreements of 1st project meeting

Deadlines and responsiblesInner deadline, should be watched by the responsible partner

Project part Responsible Deadline1. Study visit in NLFinalize dates of visitPrepare draft program

MOVISIE 01/2017 first draftdays to be set 11/2016

2. Glossary of definitions SMART end of 11/2016 final version3. Financial table SMART end of 12/20164. Work code ÖKA end of 12/20165. Detailed plan for IOs ÖKA end of 12/2016 first draft

final version in 03/2017 after the study visit

6. Dissemination plan Platform middle of 12/20167. Monitoring and evaluation

planProVobis 03/2017

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