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R&Dialogue MT call 13 November 2015Time: 9:30 – 11:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

1 Energy Dialogue Event2 19 November consortium meeting3 Other items4 Next MT call

1. Energy Dialogue EventDo we have the process of forming the subgroups by colours through stickers? Not yet.

Triarii arranges coloured papers or flags for subgroups to hold up Triarii also buys posters Samuela brings coloured markers

We need to know which types of badges we have, probably the plastic ones with papers slipped in. In this case it will be easy to make a dot in the due colour on the paper part of the badge. Otherwise we need to find another solution.

Triarii checks if agendas and list of participants is available. Otherwise make it available.

Triarii ordered the cards for individual answers/considerations and cards with a different colour for shared views.

MT decides on the spot who takes the cards home and works this into the meeting report, and how the work is divided

MT updated the draft text of the consortium e-mail on the 18 November event. MT checks, Samuela then sends this to the consortium right after the MT call

Who’s laptop do we use on the day? We will use the stationary computer in the room Triarii will bring a remote to flip through Triarii buys 5 USB-sticks

The meeting needs to be delivered as a report Gert-Jan will start the work with making a report on the blog Triarii connects with Antonio to see if he already has a presentation has prepared

We aim to meet as MT on Tuesday 17 Nov around 15:00 at the Bellona office, Rue d’Egmont 15, Brussels.

Gert-Jan makes a separate file with the updated version of the agenda and sends it to the MT

2. 19 November meetingWe will spend some more time on the vision, if necessary. With the absence of a formal goodbye dinner, we will at least go for drinks right after the meeting.

3. Other items Olav sends out a new version of the EU vision today, based on the inputs made in the Google

Doc. All revisions will show in track changes

Monday morning telco: Gert-Jan confirms the call being on 10:00 and gives the call-in detailsp 1/137

R&Dialogue tel +31 70 328 3574Mauritskade 33 [email protected] 2514 HD The Hague www.rndialogue.eu

R&Dialogue MT log

Next MT call: No call, meeting at 17 November 2015

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R&Dialogue MT log

R&Dialogue MT call 11 November 2015Time: 9:30 – 11:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii), Jan Lelie (Mind at Work, moderator panel session EDE)Status: final

1 Energy Dialogue Event2 19 November consortium meeting3 Other items4 Next MT call

1. Energy Dialogue EventWe started to discuss the panel session with Jan Lelie. Jan is looking for ways of engaging participants and the audience, e.g. by removing barriers between the panellists and the audience. Also, MT wants a logical link between the morning session and the panel. MT makes this on the spot and Gert-Jan presents this to the audience at the start of the panel session. We expect the most important question to be on the future of dialogue in the energy transition, but we need to be open to what happens in the morning session.

Key elements of the panel: cards answering the question, talking with your neighbour, ask the panellists to introduce themselves (perhaps walking to the scale) and give their vision, questions from the audience, answers from the panellists, (another round if there is time), wrap-up by Samuela (identify key points that emerged).

These elements will form the building blocks of the panel session Jan thinks about wording the issue of trust in the dialogue, shaping that into the topic of the

scale

Result of the panel session: next steps in the dialogue, views from the audience and the panel.

Draft timing:

14:00-14:10 - Introduction by Gert-Jan14:10-14:15 - Introduction Jan Lelie and working with the cards14:15-14:25 - Cards answering the question(s), talking with your neighbour14:25-14:50 - Ask the panellists to introduce themselves (perhaps walking to the scale) and give

their vision14:50-15:40 - Questions from the audience

- Answers from the panellists- Questions from the audience- Answers from the panellists

15:40-15:45 - Wrap-up by Samuela (identify key points that emerged)

Other actions: Gert-Jan makes the cards and get them printed (in two colors) Jan Lelie sends a proposal on the scale

Talks with the MT, Jan and the panellists will be planned in advance as much as possible

On the morning session and informing the consortium members for them to prepare themselves. It could help if we make an info-sheet for each of the three topics as preparation of group facilitation.

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R&Dialogue MT log

Samuela checks the participant list and sees how many subgroups we can form. The idea is to have 9 or 10 groups

Olav sends a “clean” (without sensitive personal information) participants list for sending this to the consortium

Samuela updates the e-mail of Olav and sends it to the MT before sending it to the consortium Samuela sends the proper text to Gert-Jan about agreeing to have your picture taken and used

for dissemination. Gert-Jan then makes sure to have this available at the registration desk Samuela makes the info sheets for the three topics Olav tries to find a photographer and talks with Maria of E-TRACK to get the photographer into

the building On the telephone conference, preferably to do this in the morning on Monday 16 November

2015 (Olav changes the doodle-poll), chaired by Samuela, Gert-Jan makes notes Olav sends out a google form to the consortium on meeting on the 17th and dinner on the 19th

Samuela includes a note asking people to be there at the 18th on the morning in the mail to the consortium

Olav checks with Maria of E-TRACK what attendants need to bring to get into the building

2. 19 November 2015 consortium meeting Gert-Jan drafted the agenda, with the MT in the loop, and has sent this to the consortium for

feedback

3. Other itemsNo other items

4. Next MT callFriday 13 November 2015 at 9:30

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R&Dialogue MT log

R&Dialogue MT call 5 November 2015Time: 15:00 – 16:30Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

1 Energy Dialogue Event2 Brochure3 19 November consortium meeting4 Other items5 Next MT call

1 Energy Dialogue EventHow do we find agreement on the setup of the morning session? Perhaps start lunch 15 minutes later. And suggest to limit the amount of messages to convey per group to three.

Also, how to cope with group moderators and rapporteurs? All country teams make a couple. Olav makes a first suggestion of team leaders

Some consortium members have difficulty opening up to prepare more than one theme. But, the preparation itself is easily done, it is about facilitation (not leading a group).

Olav writes a proposal for this as well and sends it to the MT Samuela will then send it to the consortium

Talk with Jan Lelie: Wednesday morning 11 November 2015? Gert-Jan checks availability with Jan. Otherwise,

Tuesday morning Olav and Gert-Jan talk with Olav.

Connect with the panel members: Gert-Jan and Olav approach the panel members for availability for a phone or Skype call

How to connect the morning session with the afternoon session? MT should make a list of talking points / statements coming out of the morning session. We should keep in mind that the panel should try to answer the questions of the event titles, i.e. “How can we look beyond our own interests in the energy transition” and “What can the EU do to improve the dialogue between civil society and established energy experts”.

Artist, what are the next steps? Olav arranges the financial details

Dinner on the 18th: what time? Olav sends invitation to consortium members, council members and speakers. Timing for this:

19:00 start of dinner

We need to update the meeting schedule. Gert-Jan updates the blog post Gert-Jan updates the programme, based on the programme Samuela sent to the consortium

last week

2 BrochureCompleted.

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R&Dialogue MT log

Gert-Jan makes a draft e-mail text to be checked by Olav and sends it to conference attendants

The process making the brochure is not an ideal exercise in dialogue, taking shortcuts here and there, both in texts and layout. For other important documents like the European Vision a process that ensures the quality of the documents and approval by all will be followed.

3 19 November consortium meetingRoom is reserved. We need to connect with the consortium on the setup and content of the day, which we did already a month ago. We need to make a draft agenda. We would like a session on the social process, a session on the European vision and the final report, a session on project management and a session reflecting the 18 November Energy Dialogue Event.

Gert-Jan makes a draft agenda based on this Olav sends out a poll to clarify who among the consortium want to join dinner on the 19th

4 Other itemsEU vision:

Olav finalises the current draft and sends it to the consortium tomorrow (Friday 6 November 2015 EOB) and works with the remarks

PR/article person is expected to publish two articles before 18 November, and one afterwards.

Good news: the R&Dialogue banner is now on energypost.eu.

5 Next MT callWednesday 11 November 2015, 9:30

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R&Dialogue MT log

R&Dialogue MT call 29 October 2015Time: 14:00 – 15:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

1 Energy Dialogue Event2 Brochure3 Other items4 Next MT call

1. Energy Dialogue EventAgenda for the morning session: Samuela sent a couple of files to the MT.

Samuela updates the draft programme and sends it to the MT

On the moderator, no decision made yet Gert-Jan sends LinkedIn info of Jan Lelie

2. Brochure Gert-Jan is wrapping up the brochure and will inform the consortium on finalisation process and

deadlines

3. Other itemsForm C status:

Gert-Jan checks right after the MT call and chases those that have not delivered yet.

Olav is working through the final report and in halfway done with final editing.

4. Next MT call

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R&Dialogue MT log



1. Energy Dialogue EventDinner: we need to send a registration mail for the dinner, including Melanie Provoost and Dulce Boavida.

Once the participants and speakers’ registration list is final, Olav sends an invitation for people to register for the dinner.

On the 120 max capacity, it is good to know in time if people plan to show up or not. Olav calls Maria of E-TRACK to cancel participation of the Italian council member and talk

about completing the registration

We need to start the dialogue with the consortium partners the content of the morning session via e-mail.

Samuela makes a draft e-mail text and sends it to the MT and then to the consortium

For this morning session, it is important that we offer clarity of the structure of the session, while offering sufficient flexibility for group choice options.

We need to have an updated budget. Gert-Jan makes this and sends it to the MT, including dinner + drinks

On the visit on 17 November 2015: Olav asks Maria for proper contacts at Centre Borschette.

On the panel: If the Norway climate researcher confirms, we have a full panel. Olav is considering asking a representative from the European Environmental Bureau

On the afternoon structure: Introduction of R&Dialogue (10 mins). Introduction of the panellists (10 mins). Then go for a 2 (or 3) topic approach, followed by a Q&A with the audience after each topic.

Samuela included this in her draft e-mail

2. Brochure Samuela sends her texts this afternoon Gert-Jan

3. Other itemsBellona is still updating their financial statement.

Gert-Jan keeps chasing the 4 organisations

4. Next MT call 29 October 2015, 14:00

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R&Dialogue MT log



1. Energy Dialogue EventRegistration is now fully booked.

PR support is arranged, Clare Taylor of Energy Post is going to develop 3 articles.

Sketch artist is arranged. Olav will confirm the artist for him to be at the event, make 15 drawings (also 1 during the

event). Costs: €1.200,- MT will think about the requests to be made to the artist (drawings to be done before, during and after) and a call will be organised to brief him.

Restaurant is reserved. Maison du Luxembourg close to Place Luxembourg. Participants: consortium members, council members, panellists.

Olav makes a first indication of numbers based on the registrations list and sends it to the MT

Organisation of the agenda is progressing. Now the content and structure for group work needs to be further defined.

MT proposes that the groups themselves make a choice between the available topics Samuela makes a draft text for the day and sends it to the MT

Olav distributes the registration list to the consortium once the final draft list is available

Gert-Jan sends Samuela, Olav and the rest of the consortium the list of consortium members including national council members that will be at the event.

2. BrochureGert-Jan wants to send a draft text to Mattmo.

Samuela sends input before Monday 19 October 2015

3. Other itemsMT briefly talked on the chapters of the final report:

Samuela sends feedback on the chapters

Gert-Jan notes that the EU R&Dialogue Vision holds a recommendation on fast track funding. Gert-Jan has doubts about this, since this is available as emergency funding:

Agreed to keep it as it since the recommendation is more on research projects rather than emergency funding, perhaps rephrasing it to avoid confusion like Gert-Jan had.

Olav proposes to present the thematic chapters of the final report as deliverable 12.2 (report on integrated national dialogues). Samuela notes that we should then make this public.

MT agrees to go for this.

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R&Dialogue MT log

Deliverable 12.3 needs to include a reflection on interaction at the European level: Gert-Jan starts drafting this document, based on exchanges in workshops, conferences (e.g.

EUSEW, ESOF, Green Week, etc.) More input will become available with the final event

Form C need to be updated by CERTH, Bellona, SMASH/CIRED, ZERO. Payment is delayed. Gert-Jan approached the responsible organisations to respond quickly on this.

4. Next MT callThursday 22 October 2015, 14:00

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R&Dialogue MT log


Agenda:1 Working together2 Final report3 Energy Dialogue Event4 Meeting room and meeting setup 19 November5 Brochure6 Deliverables7 Next MT call

1 Working togetherWe need to find time for dialogue in both the MT and the consortium on the project and its deliverables.

2 Final reportOlav wants to get the chapters (final report) to the consortium, it is now under review at UniRoma1. We want to prevent a situation like in the vision paper, where all MT members felt uncomfortable. Samuela is almost ready with her look at the document and integrating the experiences from Italy.

Samuela sends the chapters to Olav that she has already reviewed; Olav is invited to work with Samuela’s comments and keep all his changes and suggestions in

track changes; Samuela and Gert-Jan have a separate call on the economics chapter.

3 Energy Dialogue EventWe need to send out an e-mail on the morning session to the consortium.

Olav sends this e-mail, including the approach of writing down interesting remarks in the subgroups to refer to in the plenary

Samuela takes the lead on guidance and questions with regard to the morning session, and to a certain extent manages the session

PR support: MT leans towards the Energy Post proposal. Gert-Jan contacts Karel Beckman.

Moderations afternoon session, we are looking for an inspirational figure that involves people. Olav will keep chasing the other option for Cambridge University in Brussels

Illustrator: Samuela chases an illustrator Samuela keep this up Gert-Jan tries to find the “Oslo illustrator”

4 Meeting setup 19 November Olav sends an e-mail to the consortium asking for input on this.

5 BrochureMT is invited to send input by next week, even if it is in draft.

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R&Dialogue MT log

Several vision papers are now in review. MT agrees to talk about deliverables at the next MT call

7 Next MT call16 October 2015, 15:00

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R&Dialogue MT log


Agenda:1 EU Vision and Action plan2 Energy Dialogue Event3 Meeting room and meeting setup 19 November4 Next MT call

1 EU Vision and Action planOlav distributed the EU Vision and Action plan before the call and wants to get this to the consortium as soon as possible.

Samuela reads the document tonight and sends remarks MT holds a telephone conference at 11:00 to agree on the process on this document

2 Energy Dialogue Event (EDE)Registration deadline is 11 October 2015.

Gert-Jan calls JRC E-TRACK on getting the deadline to end October 2015

Visitors max is now set at 130. MT decides to keep it like this but raise it to 150 or even 180 if the registrations call for it,

realising that in Bruxelles there is often a strong disproportion between registrations and number of people that show up.

MT wants to send a reminder quickly, but need more info (slogan and panel organisations) Gert-Jan and Olav make a slogan Aim is to send out a reminder Monday 5 October 2015

EDE programme MT decides to take up the groups as proposed by Camilla in her e-mail of 14 September 2015.

Olav sends an e-mail to the consortium announcing this and ask to start preparing their group session, e.g. themes, materials and ways to get the dialogue going.

Samuela proposes a setup for reporting subgroup process in plenary: the groups write down their findings with coloured markers on a big board as they make them and present it to the plenary. Olav includes this in his e-mail to the consortium.

Status of invitations to EDE of council members: Several country teams have confirmed: FR (2), UK, CZ, NL, GR, IT

EDE budget and actions: On voting technology: real added value is not seen by the MT at the moment, this is parked for

now On sketch artist: Samuela ask a colleague for tips on artists

3 Meeting room and meeting setup 19 November 2015Not discussed

4 Next MT callFriday 2 October 2015 11:00

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R&Dialogue MT log

R&Dialogue MT call 22 September 2015Time: 15:00 – 16:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 EU Vision and Action plan2 Energy Dialogue Event3 Meeting room and meeting setup 19 November4 Next MT call

1 EU Vision and Action planSamuela and Olav have continued working on this document. It is shaping up really well. Olav is writing and updating the text to integrate Samuela’s format as much as possible.

Olav will send a draft to the MT before sending it to the consortium. Timing: beginning next week (Monday or Tuesday). MT aims to respond that same week so we can get this to the consortium at the end of next week (2 October 2015)

2 Energy Dialogue Event (EDE)Olav and Gert-Jan talked to the DG RTD Energy Strategy people (Dr. Schönwälder and Mr. Schuebert). They are willing to review documents and send a colleague to attend our panel.

We now have three panel members confirmed. We need to start finalising the panel. Olav approaches the Covenant of Mayors, to see if a Mayor is available Samuela considers if the Caprarola Mayor could play a role in the morning session Gert-Jan approaches ETUC as a panel member, based on Roberts experiences

We could consider getting an NGO on board.

E-TRACK has proposed a different time scheme, with lunch starting an hour later, so at 13:00. MT would rather go for a schedule of a 1,5h lunch

Gert-Jan notifies E-TRACK on this

Olav talked to the German Green Party think tank (Heinrich Boll Foundation). They organise an event on 18 November 2015 as well launching a Coal Atlas for phasing out coal and are looking for event synergies.

3 Meeting room and meeting setup 19 November 2015Teresa of EnergyIN has today a telco with the Portuguese mission to the EU for availability.

4 Next MT callThursday 1 October 2015, 15:00

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R&Dialogue MT log

R&Dialogue MT call 11 September 2015Time: 10:00 – 11:45Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 EU Vision and Action plan2 Energy Dialogue Event3 Final report, chapters, brochure4 Periodic report and deliverables5 Meeting room and meeting setup 19 November6 Next MT call

1 EU Vision and Action planOlav and Samuela had a call on the morning.

Samuela sends an updated version to Olav soon, as a next step

2 Energy Dialogue Event (EDE)Olav has sent an e-mail to Samuela on the setup of the EDE, especially on the morning session.

Samuela responds to the e-mail today, with a bit of re-ordering; Gert-Jan has sent the invitation to the ZEP database; Olav sends the invitation to the list of R&Dialogue newsletter recipients; Samuela tries to get the invitation sent to the CO2GeoNet mailing list; Beginning of next week we will get an update of registrations.

Panel members: Olav tries to get a mix of participants (EC, NGO, industry, etc.). Main topic will be the fitness of dialogue in Europe. Samuela notes a possible link to outcomes of the morning session. MT had a discussion on the objective of the afternoon session. Goal nicely worded by Samuela: testing the main outcomes (such as the EU vision) of the project with high-level stakeholders. Suggestion of Olav: start the panel session by asking panel members their vision for a low-carbon society and the dialogue to getting there. One of the closing questions will be: what will this mean for COP21?

It would in any case be good to have one person making the afternoon introduction (for now: Gert-Jan as Coordinator). Samuela would like to be co-chair the panel discussion. Bellona has suggested to hire a moderator to make the panel session livelier and combat so-called “panel-fatigue”.

Gert-Jan updates the EDE consortium e-mail and send it to the MT for review with the aim of Olav sending this to the consortium

Gert-Jan sends a note on inviting council members to the EDE, also with a note on how we do this practically (payments, etc), based on Vit’s and Samuela’s input.

3 Final report, chapters, brochureOlav has made a draft document with all chapters that are available and sent it to Samuela.

Samuela expects to send feedback on this by the end of today (incl. e.g. an introduction to the chapter on setting up the dialogue). Olav waits for this feedback before taking follow-up steps.

The UK chapter on values has stalled and Simon has no time to continue working on this. Olav asks Simon to send what Simon has and forward it to Samuela

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R&Dialogue MT log

The PT chapter on energy is now on the radar screen of LNEG, with Ana Picado taking over. The recordings of the Edinburgh meeting can perhaps provide more clarity. Samuela could then contact Ana Picado for the energy.

Brochure: Gert-Jan starts making the first draft based on available information Gert-Jan reminds country team leaders to deliver an anecdote, case, photos, funny

occurrences to make the brochure fun to read

4 Periodic report and deliverablesBellona’s needs an updated audit (an audit for period 1 was missing). This audit is not yet completed.

Bellona is wrapping up that audit and will get this to the EC as soon as possible Gert-Jan handles any comments coming out of the EC as soon as they are there. Gert-Jan

contacts the EC on this.

5 Meeting room and meeting setup 19 November 2015Proposed aim of the 19 November 2015 day: internal consortium meeting to evaluate and wrap-up the project, including possibilities of future cooperation and the practical matters that are left.

Teresa Bertrand of EnergyIN Portugal has reminded the PT Embassy in Brussels to see if a room is available;

EESC availability is unclear since they are still in transition. Gert-Jan will check; Samuela checks for a room as well; Olav checks with the Brussels Office as a fall-back option.

6 Next MT call22 September 2015, 15:00

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R&Dialogue MT call 7 July 2015Time: 9:30 – 10:30Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Edinburgh meeting2 Energy Dialogue Event3 Periodic report4 Next MT call

(Difficult call because of bad internet connections causing Skype not connecting properly). These are basic notes:

1. Edinburgh meetingWe need to make a list of findings, decisions, actions of the Edinburgh meeting.

Day 1: on the chapter processDay 2: on the vision (process), incl report per subgroupDay 3: Energy Dialogue Event 18 Nov ’15, basic structure agreed, although there was some disappointment on the room in Centre Borschette.

Every MT member sends notes on findings, decisions, actions agreed in Edinburgh on the session she or he has lead: Olav on day 1, Olav & Samuela on day 2, Olav on the Energy Dialogue Event part of day 3, Gert-Jan on the decisions + reporting part of day 3, Samuela on the questionnaire part of day 3

We aim to get these notes to the consortium by end of this week.

2. Energy Dialogue EventTbd. over e-mail between the three MT members.

3. Periodic reportTbd. via direct calls and/or e-mails MT members.

Extra note from Olav on Skype chat: I was saying: our boss Hallstein have, plus the chief of administration, have been involved in

the reporting so far. If the two of you have a quick peek at the wp 12 draft text for periodic reporting (email from me

24 June), that would be good. I think there are no major issues, it is just a matter of coherent reporting.

4. Next MT callOlav is on holiday three weeks starting next weekend (11 July 2015)

Gert-Jan checks the Neth-Er room for 19 November 2015

Next MT call to be arranged over e-mail.

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R&Dialogue MT call 24 June 2015Time: 14:00 – 14:45Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Edinburgh meeting2 Energy Dialogue Event3 Periodic report4 Next MT call

1. Edinburgh meetingThings seems to be in place, agenda was agreed without big changes. Chapters and visions are rolling in nicely. The visions have been coming in, but an overview is lacking. Samuela has sent an e-mail to the country teams that have not yet sent the (draft) vision, asking to at least send the most important council findings.

Olav sends Emily an e-mail to ask for the meeting equipment, incl name tags Olav makes a Google Drive folder with all vision documents Gert-Jan sends reminder on preparatory actions for the Edinburgh meeting Gert-Jan sends the MT Asia’s presentation with the chapter setup we made live at the Prague

meeting

2. Energy Dialogue EventTriarii has been granted an assignment by the EESC to help explore setting up the European Energy Dialogue. This can help the EU-link of R&Dialogue as well. Olav is continuing the invitations to the panel.

Gert-Jan sends an overview of activities and proposed budget to MT Olav confirms Richard Adams as a panel member Gert-Jan asks EESC for a meeting room for around 25-30 people on 19 November 2015

3. Periodic report Olav sends WP12 periodic report text to MT for a check

4. Next MT call Monday 6 July 2015, 9:30

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R&Dialogue MT call 18 June 2015Time: 14:00 – 15:30Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Edinburgh meeting2 Spanish chapter3 Next MT call

1. Edinburgh meetingGert-Jan has sent a draft update of the agenda with a proposed agenda and schedule. Olav and Samuela have sent a reply to that.

Gert-Jan includes links/leaflets of EU-initiatives, roadmap 2030, Energy state of the union (Sefcovic), including link to 2050 roadmap and the Energy Union, COP21.

Gert-Jan includes dinner plans in the draft agenda Gert-Jan sends the updated draft agenda to the MT (sent back by 15:30 today) and then the

consortium, with text changes agreed in the MT call Olav and Gert-Jan make a presentation with an overview of these initiatives so that the

consortium knows what is going on in the upcoming months. Gert-Jan calls Ricardo to ask how it is going, what the status of his job is, and the status of his

chapter. Olav contacts the UK team for venue requirements and planning: flip-over/flip-chart, markers,

beamer, horseshoe setup, Skype possibility, etc. Gert-Jan calls people for a periodic report status update and informs them of not being able to

attend the Edinburgh meeting

Chapter Spanish team Samuela contacts the Spanish team (Sandra) to talk about their chapter and its connection with

day 2 of the Edinburgh meeting (visioning exercise)

Next MT call Next MT call: 24 June 2015 14:00

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R&Dialogue MT call 10 June 2015Time: 14:00 – 15:30Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii), Robert van der Lande (Triarii, attended last 15 minutes)Status: final

Agenda:1 Action plan following the DoW, concerns raised by Olav on Deliverable 12.2 and 12.3.

1. Action plan following the DoWSamuela sent a note on WP12 deliverables in September 2014 which was discussed with the MT, improved and sent to all partners before the Ponferrada meeting. The aim was to sort out the not linear connection between description of work and deliverables.. D12.2 is on integrating the work done at national level (and its deliverables Inventories, Discussion Papers, Vision Papers, National events).

In short, D12.2 holds: - Combination of the 10 narratives (dialogue experiences from the country teams), Lead: Olav.

o Supported by material on sharing experiences at the consortium meetings. Lead: Samuela.

D12.3 holds: - Short highlights of the 10 narratives (input from D12.2)- The European vision and action plan based on the 10 national visions and action plans- The chapters of the final report- The views of European stakeholders added remark after MT call: We will include views of

several European stakeholders somehow. But since these bullet points look like a fixed structure, I’d just like to point out that it is too early to tell exactly how this will be done. Maybe it will be in a separate chapter. Or maybe it will be integrated in the vision and action plan itself (to avoid having several texts discussing the same issue). DoW description: D 12.3 “Will be finalised also in consultation with stakeholders at European level (Task 12.2)»

The reality is that not a lot of work on D12.2 has been documented, although almost all input documents are available (national inventories, discussion papers, vision papers, action plans, narratives). A significant part of D12.2 can already be written having in mind these documents and starting from the narratives.. For the text, both similarities as differences are important. In parallel, UniRoma1 works on material from the consortium meetings.sharing.

The final European Vision needs to be well connected to the wider energy European context. Therefore policy developments in the European level need to be looked at closely: Energy Union, H2020, Roadmap 2050, SET-Plan, etc. This will be part of the visioning exercise in Edinburgh (day 2).

The brochure will hold information on the entire project:- 12.3 (see above)- Key WP1 deliverables: D1.2, D1.5,

Gert-Jan will meet with Mr. Schuebert of DG RTD (Energy division). Topics to talk about:- Start a dialogue with this part of the Brussels village, hopefully resulting in an exchange in

Brussels workshop after Summer and the Energy Dialogue event- What’s on people’s minds in DG RTD at the moment? What perspective of the dialogue

message (and the Energy Dialogue Event) would work best (e.g. Energy Union)?- Opportunities to get the dialogue message in relevant policy developmets:

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o H2020 texts 2016 and 2017 and beyondo Energy Union, Roadmap 2020, SET-Plan, etc.

(this talk included an interval for feeding key project data to our Project Officer)

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R&Dialogue MT call 8 June 2015Time: 14:00 – 15:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii), Robert van der Lande (Triarii, attended last 15 minutes)Status: final

Agenda:1 Edinburgh meeting2 Final event actions3 Final report, chapter writing4 Other items (next MT call)

1. Edinburgh meetingGert-Jan is not able to attend the Edinburgh meeting due to his wife and him expecting a baby on 21 July. This seemed manageable when planning the date, but as the day comes closer (and the belly bigger) the possibility was not acceptable at his home.

We are still waiting for input on the agenda from the consortium. Next week we aim to send an updated agenda.

The chairing of day 1 should be with Olav and Samuela, while giving space for the chapter authors to make the presentations and answer the chapter-related questions. Chapters are lead by chapter authors up to and including the Edinburgh meeting Live notes are taken and projected during the meeting The original authors make one more update after the Edinburgh meeting After that, the chapter is handed over to Olav (and Gert-Jan)

Day 2 will probably look similar.

2. Final report, chapter writingGert-Jan, Hans and Olav have been in exchange on the chapters of the final report. Olav will connect with all chapter writers on feedback from this review team.

Samuela suggests to consider the chapters as first draft and give the consortium lots of time to give input. This should become as much as possible a collaborative effort, which has now started.

3. Final event Gert-Jan will update the budget and send it to the MT Gert-Jan contacts E-TRACK Gert-Jan sends a proposal of titles for the morning session to the MT

The final event needs to be posted on as much websites as possible. Such a question is also a good question to ask to get a conversation started with other organisations. Olav makes a final event pitch

We also need to mention high-profile keynote panellists (note: we will keep calling them panellists, not speakers to make sure their role and the event setup are clear). Olav keeps chasing the Moedas cabinet

Other keynote panellists to approach: Olav has sent a proposal of people to reach out to, which we discussed in the MT call. Some names: Robert-Jan Smits, Vassilios Kougionas, Dominique Ristori,

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Richard Adams (EESC), Jos Delbeke, Alexandr Jevsejenko, Beatrice Coda (perhaps), Marie Donnelly, someone from the Energy Union (contribution Robert, Gert-Jan: Antonio Vicente), Dagmara Kouska (via Jonas Helseth), Silvia Bartolini.

Olav now has a mandate from the MT to start inviting people

4. Other items Next MT call (on DoW and vision and action plan, see Olav’s mail of 1 June): 10 June 2015,

14:00 CET After that: 18 June 2015, 12:00 CET

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R&Dialogue MT call 27 May 2015Time: 16:00 – 17:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Edinburgh meeting2 Final event actions3 Final report, chapter writing4 Other items (next MT call)

1. Edinburgh meetingThe main item is to develop together the shared European vision in a visioning exercise. Background for this creative exercise is the experience with the national visions. Additional preparation is required consisting of pre-read of other countries vision papers (or draft vision papers/materials).This is why we aim to have all visions ready by the Edinburgh meeting. The European vision will be drafted after the Edinburgh workshop and circulated to the consortium for finalisation. Additional input and feed-back will be sought from European stakeholders, possibly with a workshop in September. Basic setup of Edinburgh meeting as viewed by the MT: 1 day for the chapters of the final report (co-chairs: Olav and Samuela) 1 day for the visioning exercise, imagining a picture together in a creative way (chair: Samuela) 0,5 day for the final event and all other organisational aspects, including reporting, final deliverables,

etc. (chair: Gert-Jan) Gert-Jan makes a first draft meeting agenda based on this setup, in order to collect the views

and wishes of the consortium. With the agenda, we will remind partners that we need to circulate (draft) visions before the Edinburgh meeting, preferably by 22 June 2015. Aim is to send this draft agenda this week (by this Friday 29 May 2015)

Samuela takes the lead on the visioning exercise. This leaves Olav to be able to spend his time on the chapters of the final report in the upcoming month.

2. Final eventWe need to start thinking about the exact timing for specifically the afternoon slot for R&Dialogue. We want both to tell the R&Dialogue story and get an outside view on the project.

Gert-Jan asks E-TRACK how much time they think they need in the afternoon session. The minimum amount for the R&Dialogue part is ideally 1,5h for a panel session + at least 10 minutes for an introduction, as considered by the MT.

Name of the event: (European?) Energy Dialogue Event (not final event). Considerations for meeting setup: Morning session

o Introduction on the project and the methodologyo Break-out sessions per final report chapter

Afternoon session:o Focused on forward-lookingo We should try to find a way of getting opinions from a broad spectrum of conference participantso A panel of around 5 people might be a nice way of doing this

In any case, speakers should be invited and confirmed before the Summer.

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Expenses for the final events on drinks/lunch: €2,500 E-TRACK has not been able to book extra rooms for us.

Gert-Jan asks Antonio if he can pull some strings to get extra rooms at the Centre Borschette on 18 November

3. Final reportIn progress, all country teams have now started exchange on the chapters.

4. Other itemsChat with Antonio Scarafino: Gert-Jan has contacted Thomas Schubert of EC RTD (Energy) and will be at the Green Week next week (4 June 2015). Also, Gert-Jan will be at the European Sustainable Energy Week 16-18 June 2015. Samuela adds we need a strategy for approaching people and get them to the final event.

Olav will have a look again at the WP12 stakeholder analysis and define a first draft of an approach strategy for approaching these groups

Finalise actions/decisions Prague meeting: Gert-Jan will send the final list of decisions and actions to the consortium, highlighting what has

changed

Questionnaire output processing is under construction by UniRoma1. As input for the UK chapter, this doesn’t seem to be crucial since the information is outdated in any case UniRoma1 will send this part of the questionnaire as soon as possible. Post-meeting remark: Samuela advices that Emily focuses on country team approach to dialogue meetings rather than statistics, through oral exchange with country teams and having as a basis the session she held in Prague when all country teams participated.

Samuela will update Emily on this via e-mail.

Next MT call: 8 June 2015, 14:00

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R&Dialogue call with Project Officer on 26 May 2015Time: 15:00 – 15:15Attendants: Antonio Scarafino (EC RTD), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

R&Dialogue’s connection with DG RTD (Energy Work Programme) needs to be improved (or re-started might be a better word).

Antonio has sent contact details of a colleague (Thomas Schubert), Gert-Jan will try to meet that colleague during the Sustainable Energy Week.

We in R&Dialogue need to do advocacy work to spark interest. Target two or three officials: DG RTD/ENERGY, DG ENERGY, DG CLIMATE. This needs to start now. Tip from Antonio: advocacy needs to be done gradually. Get the project known increases the likelihood of getting high-level officials at the final event.

We need to keep in mind that Antonio’s unit is shrinking and the staff has less possibilities to support.

Gert-Jan checks mail exchange with Antonio of last year’s Summer, which holds advice on key contacts in Brussels*.

Antonio advises us to get an inside look in the European Commission, and get more insight in main actors in the different stages of the policy cycle.

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R&Dialogue MT call 22 May 2015Time: 10:00 – 10:30Attendants: Ricardo Aguiar (LNEG), Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 A talk with Ricardo Aguiar of LNEG to talk about the changes @LNEG, their impact on the work

in R&Dialogue and the current status of the work.

From: Gert-Jan van der Panne (Triarii) [mailto:[email protected]] Sent: vrijdag 22 mei 2015 13:04To: 'Samuela Vercelli'; 'Ricardo Aguiar'Cc: 'Olav Øye'; 'Laura Aelenei'; 'Teresa Bertrand'Subject: [R&Dialogue] Notes of our talk this morning

Dear all,

@Ricardo: thanks, indeed it helps a lot to hear what is going on at LNEG and to hear it in an open way.

My notes of our talk (feel free to add suggestions/improvements):- LNEG is going through a transition, which basically comes down to a shift from

energy machinery to software. Several things are still uncertain: when exactly Ricardo leaves (probably June 2015) and who will be replacing him. We will probably have to deal with a bumpy transition with no real overlap between Ricardo and his replacement.

- The following things are certain:o LNEG will remain the main responsible partner of the R&Dialogue projecto Ricardo will be at the Edinburgh meeting

- Ricardo will explore with EnergyIN the option of transferring person months from LNEG to EnergyIN

- Given the deliverables/activities of the Portuguese team, we see the following:o Periodic report: Ricardo and his colleagues at LNEG will work on this. Gert-

Jan sends in a separate mail all documents to Ricardoo Vision paper is under drafting/review by Teresa of EnergyIN and will be

ready next weeko Final event as a deliverable will be delivered by LNEG or EnergyIN. Gert-Jan

sends a separate mail on this to Ricardo and Teresao Chapter final report: draft will be ready for circulation today. Ricardo needs

input from ETA, a lot of information is in the attached WP1 presentation p 27/137

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given in Prague. Further information if needed will be exchanged in a telephone call between the Portuguese team and UniRoma1

o Narratives: are being developedo Evaluation with the council: Samuela sends the questionnaire for translation

and circulation next week

So, there’s plenty of work to do! Let’s make sure we accomplish this together. Ricardo, the best of luck with this work in a busy and hectic time.

Kind regards,

Gert-Jan

R&Dialogue, building a low-carbon future together

Gert-Jan van der Panne, MSc (Coordinator)Triarii BVMauritskade 332514 HD The HagueNetherlands

tel +31 (0)70 328 3574 | fax +31 (0)70 328 4301 | mob +31 (0)6 4146 [email protected] | www.rndialogue.eu | Think before you print

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http://www.rndialogue.eu/

mailto:[email protected]

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Agenda:1 Brussels workshop2 Final event actions3 Final report, chapter writing4 Narratives5 Other items (next MT call)

1. Brussels workshopOlav has been inviting people and has also asked the full consortium for Brussels contacts. Only 2-3 people have confirmed to attend the 27 May workshop, with very slim chances of getting more people to attend.

MT decides to cancel the workshop of 27 May 2015 and postpone to a later moment. Olav informs all invited persons that the workshop is cancelled

This need to cancel seems to reflect that we haven’t been able to connect to a proper audience in Brussels. We have difficulty finding proper enthusiasm about R&Dialogue although the message does resonate with several of the people we have contacted. We need to step up our activities in this respect:

Attend events (Olav and Gert-Jan) Activate our networks (all) Be present in Brussels (mainly for Olav) Involve the media support person if/when this person is hired Sharpen the main message(s), in particular with the aim of creating an interest in the final

event (see also point 2. below)

2. Final event actionsThe save the date e-mail for the final event has been sent out.

Gert-Jan sends this to the ZEP database Samuela sends this to the CO2 GeoNET

Samuela proposes to reserve budget for travel costs for a council member of at least one council member per country.

Gert-Jan and Olav will organise telephone conference with Antonio Scarafino, with an aim for this week. Samuela will be informed of the date and joins if she is available

Olav and Gert-Jan will work on an “energy dialogue event pitch”. Olav makes a first draft for this

3. Final report, chapter writingTheir has been quite some activity in writing the chapters. 6 out of 10 chapters have been circulated in some form. The French team has sent questions for their chapter. The UK as well. This makes that we know the status of 8 chapters. The status of chapters from the Portuguese and Spanish team are unclear.

Olav will ask Ricardo if he is available for a call this Friday 22 May at 9:00, with Gert-Jan and Samuela present. Otherwise, Olav will have a call with Ricardo directly regarding the final

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report chapter. If Ricardo is not available on Friday, we will plan a call with him and the MT for next week.

Gert-Jan calls Ricardo this afternoon to see what that situation is. Olav will call the Spanish team for a status on their chapter by Tuesday. Olav has received the first draft of the dialogue future chapter and will send this out this week.

4. NarrativesSamuela is now checking all narratives received. A lot of them have been uploaded already.

Samuela sends as soon as possible the versions to be uploaded to Olav, to prevent any misunderstandings on versions.

5. Other items (next MT call)NB on the Edinburgh workshop: talk about getting national stakeholder groups to the final event (e.g. the national representatives).

Next MT call: Wednesday 27 May 2015 at 16:00

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Agenda:1 Brussels workshop2 Final event actions3 Narratives4 Final report, chapter writing5 Other items (next MT call)

1. Brussels workshopThe invitation for the Brussels workshop has been sent by Olav. He has also informed the consortium, with a request to respond with contacts.

Samuela is going to be workshop leader at the 27th of May. Samuela aims to send a draft setup this week.

Samuela will let Olav and Gert-Jan know if and when she needs additional input from them Room at Bellona is available Olav will find a good way of reminding people, with a focus on calling people, which is expected

to work better then continued e-mailing In the week of 18 May 2015 we should be able to make the go/no go decision (aim is to get

around 10, taking into account some of them will be at an R&Dialogue event for the first time. However, 6 to 7 might work as well, give more time to go in-depth)

2. Final event actionsOlav and Gert-Jan have talked to Mattmo.

Mattmo will make a nicely formatted save-the-date e-mail

Samuela drafted an e-mail on handouts for the final event to the consortium. Olav will send this e-mail out

Gert-Jan made a task description for media support for the final event Gert-Jan sends this draft task description to consortium

We need to have an indicative budget for the final event. Gert-Jan makes a draft budget for the final event (perhaps with scenarios). This will be ready

this week (by 8 may 2015) Olav and Samuela are invited to give input with specific budget lines Gert-Jan calls E-TRACK for extra info on drinks/lunch expenses and the small rooms that

would be nice to have at Centre Borschette

3. NarrativesThe UK and other country teams have delivered this, the narrative seem to be rolling in nicely. The current process with Samuela’s checks and requests for clarifications is working very well.

4. Final report, chapter writingWithin the deadline of 4 May 2015 we have not yet seen many draft chapters. However, a lot of work is started. The MT leaves it to Olav to start calling country teams as a reminder when he sees fit.

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We need to decide as a consortium to make this document restricted or publically available, to be done in due time. It depends on the way information is worded and presented. Proposed process agreed by MT: Olav makes a draft (incl country specific examples), then leave it up to the county teams if they do or not agree with specific examples.

5. Other items (next MT call)Both Bellona and CO2GeoNet are considering their presence and type of activities at COP21. An exhibition and a booth are among the possibilities. No further action on R&Dialogue side is taken yet.

Gert-Jan sends a note on the second periodic report to the consortium to let everyone know what is expected of them and which are the key milestones in this process.

Gert-Jan is on off-the-grid holiday next week.

Next MT call: 18 May 2015, 13:00

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R&Dialogue MT call 23 April 2015Time: 13:00 – 14:15Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Brussels workshop2 Final event actions3 Czech Republic’s delay4 Narratives5 Final report, chapter writing6 Other items (next MT call)

1 Brussels workshopMain topic of the workshop: Get a view and update from European stakeholders on the outcomes of the European R&Dialogue interviews of a couple of years ago, take a step in the European dialogue. If feasible, a follow-up workshop will happen before or just after Summer 2015 to propose the key components of the European vision.

27 and 28 May are the dates for a competing workshop. We need to find out who is organising it to get more information.

Olav call DG ENER to see who’s organising the “competing” event and find out more about it MT decides to stick to the morning of 27 May 2015 MT will dig into their networks and send an invitation within the consortium to do the same.

Olav will do this It’s up to the person that brings in invitees to find out if they will be invited directly or through

Olav. In any case, we need to keep Olav on CC

2 Final event actionsNo reaction from E-TRACK yet on the small meeting rooms. The save-the-date for the final event is ready:

We need to include the location as well (Centre Borschette) Gert-Jan connects with Mattmo to make the e-mail invitation nice and talk about the final event

approach steps

The time is right to start designing the final event and the visually strong brochure. We need to start thinking about the layout, design, etc. of the brochure. Also, we could consider strong layout of the vision papers.

Samuela sends a first note (draft e-mail) on this to the MT. Gert-Jan and Olav will then have a look. Gert-Jan will then send it to the consortium

3 Czech Republic’s delayVit of CGS sent an e-mail on delays in the Czech country team of R&Dialogue. Key question is if it is OK to have the vision paper in June and final event after Summer 2015. The Italian team foresees a comparable delay.

MT sees the need for the Czech Republic to take the time for a high quality process and supports them the best way possible. It is good to see that they take this time for a serious dialogue process. The supportive WPs (most notably WP1 and WP12) see enough material from the other country teams to carry out a lot of work already.

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Gert-Jan sends a supportive reply to Vit.

4 NarrativesNarratives are being delivered as we speak, Samuela is checking them and Olav is uploading them. The UK team narrative is still under development, but this is expected to be completed in cooperation soon.

Olav sends an update that a fair amount of narratives have been uploaded, and where they can find them

5 Final report, chapter writingThis is underway, two chapter teams have reached out to the consortium.

6 Other items (next MT call)Next MT call: Monday 4 May 2015, 13:00

Gert-Jan wants to start delivering discussion papers to the EC. Most of the discussion papers seem ready. To be delivered in English: Spain, France and Italy As Coordinator, Gert-Jan needs to check them and if ready/complete, start delivering them to

the ECAS system of the EC

Holiday plans:

Olav will be on holiday the final three weeks in July 2015 (without computer) Gert-Jan’s holiday will be sort of the same (expects a baby on 21 July 2015) Samuela might be available for July 2015, and away throughout August 2015

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Agenda:1 Brussels workshop2 Final report, chapter writing3 Other items (next MT call)

1. Brussels workshop 23 April 20152,5 people are now confirmed for 23 April 2015. MT agreed to postpone to end of May.

New date for the workshop is Wednesday 27 May 2015, Olav will check if the Bellona meeting room is available (28 May 2015 as back-up date). Olav sends a notification on this to the European network.

2. Final report, chapter writingSome discussion has arisen on time available from the country teams to spend on developing the chapters for the final report. Gert-Jan sent an e-mail which basically said to stick to the agreement made. But, we need to be aware that most of the work done in this is allocated to WP12 in the DoW, which means Olav will do a lot of supportive in this.

3. Other items Samuela will look at narratives, discussion papers, decisions and actions for Prague next week.

Next MT call: 23 April 2015, 13:00

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Agenda:1 Narrative and project deadlines2 Brussels workshop3 Final event4 Other items (next MT call)

1. Narrative and project deadlinesOlav has sent out an e-mail to the consortium with narrative deadlines and project deadlines in general.

Olav and Samuela (and Gert-Jan) will better align on sending e-mails on these kinds of topics. The focus needs to be on keeping the project together on key deliverables.

If necessary, any MT member can call for an ad hoc MT call whenever.

Most narratives have been delivered. Samuela wants to have a quick check. Olav will upload each one as soon as they are ready. Olav sets up an open Google folder with a subfolder per country to facilitate this process.

NB. All inputs of the questionnaire are now delivered.

On planning: the general principle is that the Edinburgh meeting forms a key deadline for making a big part of the final report.

Reflections on writing the final report chapters: the key to start writing any chapter would be to share experiences on the different topics:

Olav will send an e-mail on the approach to writing the chapters based on direct conversations and using available documents. In earlier exercises, this direct exchange has proven very helpful and a nice experience. Also, the narratives will be ready next week. The questionnaires unfortunately will not be available before 25 April 2015, but UniRoma1 is doing its best to deliver this as soon as possible.

2. Brussels workshopWe have received 1 registration for the workshop. Olav seems to have missed the e-mails on this topic, possibly.

Olav will send a reminder to all workshop invitees, stating that we may have missed registrations

Samuela forwards the invitation to Ms Shufert of DG Energy Gert-Jan forwards the invitation to Project Officer Antonio Scarafino of DG RTD Olav updates the MT on registrations next week Thursday 16 April 2015

3. Final eventOlav visited the Centre Borschette yesterday (8 April 2015). The venue seems to allow for our plans for the final event.

MT decides to go for the Centre Borschette Gert-Jan asks E-TRACK for the possibility of booking 2 or 3 small rooms on 18 November 2015 Gert-Jan sets up the first draft of the save-the-date e-mail and sends this to the MT Gert-Jan sends the task description of the media support person

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4. Other itemsThe website has been updated based on agreements made in Prague.

Gert-Jan will send an e-mail asking for input to the consortium

Next MT call: 15 April 2015, 10:15

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R&Dialogue MT call 24 March 2015Time: 15:00 – 16:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final (Samuela’s comments included)

Agenda:1 Prague meeting, decisions and actions wrap-up2 Narratives3 Brussels workshop4 Final event5 Other items (next MT call)

1. Prague meeting decisions and actions wrap-upSamuela has called Anna of FZ Juelich on her comment to evaluating the dialogue experience. This conversation did not really bring the clarity as hoped.

The text in decisions and action stays as originally drafted. Gert-Jan sends this final decisions and actions list to the consortium today.

Samuela will contact both Diana and Anna of FZ Juelich to invite reflection on how to overcome collaboration difficulties, something which is so important for dialogue and for the possibility of real European cooperation on common goals.

2. NarrativesOlav has sent reminders to everyone that did not yet respond, there has been quite some action on this. Deadline is the end of this week.

Olav wants to know from Samuela which narratives are OK to upload and sent an e-mail on this. Samuela will get back to this next week.

Reminding the UK team’s narrative: Samuela has sent the feed-back on the 1st one this morning. The 2nd

narrative of the UK team arrived today and seems quite constructive.

The Spain team has sent an e-mail with their narratives. Olav and Samuela will read these and reply to the Spanish team shortly.

On the questionnaire, not all have been received yet. Gert-Jan will ask Asia for her response when he sees her tomorrow.

3. Brussels workshopOlav has sent the invitations.

Olav start calling people this Thursday (26 March 2015) Gert-Jan asks one of E-TRACK representatives to join

4. Final eventThere have been some developments in the final event: Quote from Square: k€21 Stanhope: not available Renaissance: not quote yet Centre Borschette: available and free of venue-costs (which would free budget for e.g.

media/journalist support, livestreaming, banners, cartoonist, photography)

In principle, the MT sees the advantages of going for the Centre Borschette. Actions:

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Olav visits Centre Borschette next week to explore possibilities of having our event there Gert-Jan contacts E-TRACK to send Olav the proper contact details Samuela and Gert-Jan send Olav their thoughts and expectations on the final event

5. Other itemsGert-Jan wants to know if the themes for the final report have been properly assigned and if this is clear to everyone. E.g. if Portugal knows which theme they have and what is expected of them.

Gert-Jan sends an overview of themes and country teams to Samuela, then to the consortium.

Next MT call: Thursday 9 April 2015 15:00 CET

Samuela is on holiday from 1 April to 7 April 2015. Gert-Jan and Olav will meet end of next week.

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R&Dialogue MT call 16 March 2015Time: 15:00 – 16:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final (Samuela’s comments included)

Agenda:1 Prague meeting, decisions and actions2 Narratives3 Brussels workshop4 Final event5 Newsletter6 Other items (login website, next MT call)

1. Prague meetingWe have received one comment on the draft list of decisions and actions coming out of the Prague meeting, from Anna Ernst of FZ Jülich. The comment is on final interviews/final reflection on the dialogue with the council and apparently stemming from a misunderstanding.

Samuela calls Anna by Friday 20 March 2015 to ask her about this and find out what the possibilities are for her in evaluating the country project with her council members.

2. NarrativesOlav has made a draft e-mail with reminder texts and an overview of which country teams’ narratives are missing. Other work on the narratives has not progressed as planned.

Samuela agrees with Olav’s draft texts for reminder texts Samuela will send the response to the UK narrative on short notice Olav will send out the reminders tomorrow at 10AM to all late teams except UK, with the rest of

the MT on CC. If the information on the questionnaire is delivered by Samuela in time, Olav will include this in his reminder.

Olav will go ahead with uploading the narratives to the internal part of the website. Samuela notes that the narratives need to be finalised before he uploads them.

Samuela and Olav do a cross-check of the narratives before uploading them

3. Brussels workshopSamuela is working on the draft text of the invitation to the Brussels workshop on 21 or 23 April 2015 at the Bellona office in Brussels. The room fits around 10 to 11 people. The 18 people interviewed in WP12 about a year ago will be the first to be invited to the workshop.

Samuela aims to send the draft invitation today to the MT Olav checks with Bellona if there is budget for this

4. Final eventE-TRACK has sent an e-mail that they are checking out the Centre Borschette and will let us know more about the progress this week.

Gert-Jan re-starts the conversation with the hotels (Renaissance, Stanhope, others) and Square conference since E-TRACK and EESC do not seem to deliver proper conference capabilities.

5. NewsletterGiven the Christmas period, there seems to mostly have been internal and council activity in R&Dialogue. Is there sufficient news to tell to people? On the European level this is not the case.

Olav will send the newsletter after the Brussels workshops and calls all country team leaders once he starts setting up the newsletter.

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Gert-Jan sends Olav the contact persons per country team

6. Other itemsLogin website:

Gert-Jan has sent Olav the proper login details

Next MT call: Tuesday 24 March 2015, 15:00 CET

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R&Dialogue MT call 6 March 2015Time: 15:00 – 16:00Attendants: Samuela Vercelli (UniRoma1), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Introduction Olav2 Prague meeting, decisions and actions3 Vision papers4 Themes for the final report5 Narratives6 Questionnaire7 Other items (workshop Brussels, login website, next MT call)

1. Introduction OlavOlav has been introduced to the consortium, and to E-TRACK, our partners for the final event.

The delays in the project will impact Olav’s work, especially on deliverable 12.2. This means a peak workload in April-May-June.

2. Prague meeting, decisions and actionsAfter feedback from Asia in the previous MT call and Samuela over e-mail, Gert-Jan has sent out the draft list of decisions and actions for review by the consortium.

3. Vision papersIs there a deadline for the vision papers? Yes, May 2015, so we can work on integrating them in June 2015. This is input for the Edinburgh workshop.

4. Themes for the final report Regarding the themes to be written for the final report: Olav will start taking stock of progress

by end of March 2015

5. NarrativesQuite some narratives are lacking. Olav and Samuela will remind the teams that are late to hurry up with their narratives.

The reminder for the second narrative should follow the country process: 1st narrative: approaching stakeholders 2nd narrative: working with the council (send after completion of working with the council) 3rd narrative: national dialogue phase (send after completion of the vision paper)

Samuela will send a separate reminder to the UK team’s first narrative.

6. QuestionnaireOn the questionnaire: UniRoma1 will make the analysis.

Samuela will send Olav the Word-file with the questions.

7. Other items (workshop Brussels, login website, next MT call)We have planned a Brussels-based workshop with a small and a bigger set of stakeholders in the context of WP12. Samuela would like to organise the smaller one the day before or after 22 April 2015.

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The topic of the workshop will be the areas of interest emerging from the interviews and the work on the national context.

Olav will reserve the room at Bellona’s office in Brussels Samuela will make a first note on the invitation text for this workshop

Gert-Jan sends Olav login details for the password protected part of the website.

Next MT call: Monday 16 March 2015, 15:00

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R&Dialogue MT call 26 February 2015Time: 15:00 – 16:00Attendants: Asia Ciesielska (Bellona), Olav Øye (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Introduction Olav2 Prague meeting, decisions and actions3 Other items

With Samuela calling in sick, substantive talks and decisions have been postponed to next week. Date to be decided over e-mail.

1. Introduction OlavAsia and Olav had quite an extensive series of handover talks. Olav will be based in Oslo during the completion of the project.

2. Prague meeting, decisions and actions

Asia proposed to add to WP12 decisions the following points:

Coordinate the input from the theme teams towards the final report Coordinate with the MT, the process of setting up European vision and action plan for the final report Make an overview/table with a summary of the online questionnaire, as input for the theme teams Write deliverable 12.2: Integrated European report

Samuela had a look at the decisions and actions as well and will send her suggestions at the beginning of next week (if the flu allows this).

3. Other itemsGert-Jan will remind Samuela on the UK narrative feedback, was this sent already?

MT call next week: tbd.

This MT call marks the final official contribution of Asia to R&Dialogue, sad but true. Thanks!

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R&Dialogue MT call 11 February 2015Time: 15:00 – 16:00Attendants: Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii), Samuela Vercelli (UniRoma1)Status: final

Agenda:1 Prague meeting, walkthrough of agenda 2 Status narratives3 Other items

1. Prague meetingGeneral remarks:

All MT members agreed to share their presentations as soon as possible (tomorrow at the latest), for review by each other

On communication (WP13), Samuela notes which communication activities do we need? Who is going to do what?

Gert-Jan will include this in the presentation

On Asia’s presentation on theme selection and volunteering for writing teams, Asia is still in doubt on how to best approach this.

Asia will send the themes to the consortium, to remind them to prepare selecting their preference in advance

2. Status narrativesAll MT members have looked at and commented on the UK narrative. Who follows-up on UK narrative?

Samuela to send the comments to Asia. Asia sends it to the UK team. With a note to talk about this in person in Prague.

Reminders to country teams that have not yet issued their narratives Asia sends these asap

3. Other itemsOn discussion papers:

Gert-Jan sends the UK team his comments, taking Samuela’s views into account. For example, ask them to include the experience in changing approach and dealing with dialogue fatigue.

Replacement Asia: Bellona held a couple of interviews. One of the people interviewed or someone from the Bellona Brussels staff. In any case, Sirin Engen will act as transition officer.

Melanie Provoost of Triarii sent an e-mail to the MT on Friday 6 February 2015. Melanie expresses concerns on the content and quality of the discussion papers. Gert-Jan talked about it with her and concluded this mostly concerned the UK discussion paper. The MT is already taking actions, and these concerns will be topic of a session on the vision paper. If concerns remain, MT will need to take additional action.

Next MT call: Thursday 26 February 2015, 15:00

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R&Dialogue MT call 5 February 2015Time: 9:00 – 10:00Attendants: Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii), Samuela Vercelli (UniRoma1)Status: final

Agenda:1 Prague meeting, update of the agenda 2 Narratives (next steps)3 First thoughts on final event (see attached)4 Other items

1. Prague meetingSamuela is going through comments received from Melanie (Triarii), Marie (BRGM) and Vit (CGS). The WP14 project meeting will be left for organisation of the rest of the project, communications, verifications, final event, check deliverables, monitoring and verification, etc. This will be proposed as the morning session on Tuesday 17 February 2015. Other parts will be on vision papers, outcomes of narratives, Stormboard themes, content of the dialogue (instead of just the process).

Samuela makes a new draft and sends this to the MT today. Gert-Jan and Asia will check this today. We aim to send this to the consortium tomorrow (Friday 6 February 2015).

Samuela will ask Edinburgh (Emily, Simon) and FZ Juelich (Anna) over e-mail to check if their role in leading parts of the meeting is sufficiently clear.

2. NarrativesNot all narratives have been issued. Samuela and Asia have been reading these and making comments.

Asia sends a reminder to the country teams that have not yet issued a narrative Gert-Jan will read the UK narrative, which holds several accusations to the project

management (while the focus should be on the dialogue process). Gert-Jan will share his thoughts on the document and next steps, including replying to the UK team.

3. Final eventAsia and Gert-Jan have been talking to E-TRACK about the final event. Gert-Jan made a slide and sent it to the MT.

The slide Gert-Jan made will be the key slide for talking about the final event with the consortium in Prague

4. Other itemsGermany’s final event was 3 February 2015, Asia (and Melanie and Stijn of the Dutch team, Vit of the Czech team) attended it. It was a well-organised, interesting and well-attended event. The morning part was a conference setting, afternoon had break-out sessions. Around 40 people attended.

Gert-Jan asks Anna to make a report (with photos) for on the blog

Some additional discussion papers have come in (UK, FR). Gert-Jan sends these discussion papers to the MT; Gert-Jan asks the French team to provide an English version.

Next MT call Next week Wednesday 11 February 2015 at 15:00

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R&Dialogue MT call 29 January 2015Time: 15:00 – 16:00Attendants: Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii), Samuela Vercelli (UniRoma1)Status: final

Agenda:1 Final event2 Workshop in Prague3 Other items

1. Final eventVenue offers: Asia has received offers from Renaissance and the Square.

Asia and Gert-Jan will visit these next week Monday

Asia and Gert-Jan have planned a meeting with E-TRACK next week Monday 2 February 2015. Samuela notes to go for a final event in a different way from usual. Example: organise 10 groups, one for each country team. Or take time to involve participants in the visions presented. The venue should be able to accommodate this. Asia and Gert-Jan will take this into account.

A proposal for the event should be ready for the Prague meeting, taking a full day meeting

JRC E-TRACK could perhaps be launched at the R&Dialogue final event. Gert-Jan makes a list of final event scenarios and sends it to the MT. This should be ready for

present at the Prague meeting.

Asia notes all country teams could contact their national representatives in Brussels.

Samuela envisages a workshop in Brussels in April 2015 with results from ETA and other R&Dialogue results, with EU stakeholders, followed by a bigger event before the Summer of 2015. This could already raise interest for the project.

Samuela will make a first note on the April EU workshop, targeting the 23 people that were interviewed. First contact on this should be made in February 2015.

2. Workshop in PragueComments to the first draft meeting setup have been received from the Dutch, French and Czech team. A key comment regards getting insight in the progress and challenges of the rest of the team. Samuela estimates this would take a full day. However, it might be a better time to start bringing things together.

Samuela makes an update of the draft agenda and sends it to the MT, by next week 5 February 2015

3. Other itemsAsia leaves Bellona at the end of February 2015, she will be at the Prague meeting and tries to find a replacement as quickly as possible. Ideally, the replacement will accompany Asia to Prague.

Asia will set up a call with Hallstein Havåg of Bellona Oslo, preferably tomorrow (30 January) around 9:00

Gert-Jan will send the first draft of the periodic report to Asia so she can start working on this. The same holds for the final report format.

On monitoring and verification: Samuela is thinking about a final representative (online) survey in each of the 10 countries of R&Dialogue on the topics in the vision papers. This would help us get insight of what people think of it and enhance our views on representativeness of our efforts in R&Dialogue. Sample size would be at least 1,000. We could link the costs to the budgets organisations have in the

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project. First quote of the exercise is €6,000 to €10,000,- per country and totals around €80,000-€85,000,-.

Samuela sends the quote to the MT

Gert-Jan notes the EUSEW awards are open. Gert-Jan sends the notice to the consortium

Next MT call: Thursday 5 February 2015, 9:00 – 10:00

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R&Dialogue MT call 26 January 2015Time: 15:30 – 16:00Attendants: Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final

1. Living Apart Together: share contact information and event location, but hold separate events;

2. Full cooperation: the event is a mix of JRC/E-TRACK and R&Dialogue from start to finish;

3. Overlapping benefits: JRC/E-TRACK holds an internal meeting by themselves, R&Dialogue organises 2/3 of the meeting on 18 November 2015 on its own. The final 1/3 of the event on 18 November is targeted at R&Dialogue and JRC/E-TRACK overlap and the day is completed with the launch of JRC/E-TRACK.

(I have just come up with the scenario names, so don’t be surprised if they are not familiar). In my thoughts on the final event, the third scenario seems to fit our situation best. I would like to discuss this further with you. Preferably before we meet with the JRC/E-TRACK guys.

Meeting with E-TRACK: Location: Bellona Europa office, 2nd February, 11 am. Address: Rue d’Egmont 15,

1000 Brussels Discussion:

o Date: how flexible; the format of the meeting: 3 options (Gert-Jan, could you provide details?); content

o Venue: how many attendees do the expect. We are now looking at hotel venues. Does JRC have venues available? Other ideas for a venue?

o Content of the E-TRACK project/programme in general: overlap and potential on cooperation/continuation with R&Dialogue project

Miscelanous

Final event venue and date: Gert-Jan monitoring Parc Cinquantennaire Asia: call to the Square Radisson suggested other dates (20th and 30th November) – could consider a change

of date if a venue was appealing and no alternative Sofitel not available due to size constraints Asia to contact Stanhope and Renessaince EESC and Richard Adams an option: Asia will contact them The Egg: a possibility but as a plan B due to location Science 14 and a few more would be good to see on 2nd Feb to have an overview

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R&Dialogue MT call 13 January 2015Time: 16:00 – 16:30Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Dear all,

A quick list of what we agreed on today:

- Gert-Jan makes a draft response to Simon (and the whole consortium) on planning, timeline, deliverables, etc. Gert-Jan will send this to the MT first as a check.

- Gert-Jan to send the draft first setup for the Prague meeting (attached) to Anna, Simon and Carly right after the telco;

- Ask them to reply by Thursday, so we can send this out by Friday 16 February 2015;

- Update “formats” in the document title to “formats for R&Dialogue”;- In principle, the plan is to go for an extra consortium meeting of 1 day before

or after the final event.

Best, Gert-Jan

R&Dialogue, building a low-carbon future together

Gert-Jan van der Panne, MSc (Coordinator)Triarii BVMauritskade 332514 HD The HagueNetherlands

tel +31 (0)70 328 3574 | fax +31 (0)70 328 4301 | mob +31 (0)6 4146 [email protected] | www.rndialogue.eu | Think before you print

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http://www.rndialogue.eu/

mailto:[email protected]

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R&Dialogue MT call 8 January 2015Time: 15:00 – 16:10Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Setting up a participative process towards filling in the workshop in Prague2 Follow-up on WP1/WP12 questionnaire3 Themes from the telco/Stormboard exercise and telco, next steps4 Follow-up on the WP13 telco on public communication in the national dialogue phase (I will

send an e-mail to the consortium this morning)5 Other items (final event, next MT call)

1. Prague workshop

In the Ponferrada meeting consortium members requested more room for input on the setup of the Prague meeting. Samuela suggests to make the agenda in a different way to allow for this, starting with the view from the MT. This will then be sent to the partners for feedback, hoping for more targeted response. The focus will be on the group work, perhaps with a workshop product (article or list of topics for the final report). Also, reflect together on the experience, which leaves room in the June workshop for collecting all lessons from the councils and the discussion and vision paper.

Besides the councils, discussion paper and national dialogue phase, in the context of European Learning needs attention for the final report. And the format for the final event needs to be discussed.

Steps and dates on the short term:

Samuela makes notes and sends to MT on Friday 9 January MT provides feedback on Monday 12 January Short exchange on Tuesday 13 January Then, send it to the consortium for feedback and input that same day

Preferred setup: two full days first, then a half day (so people can get home on Thursday afternoon). Gert-Jan contacts Vit on the meeting facilitation.

2. Follow-up on WP1/WP12 questionnaire

Status to be checked. Samuela and Asia had a telephone call before Christmas to talk about the few responses and decided that some customised guidance per country team is probably needed.

Next week Asia and Samuela will contact the country teams with specific feedback

Marie and Vit requested a change in the questionnaire format. Samuela handled this already and will contact Vit again.

3. Themes from Stormboard exercise

The telephone conference was very intense with a lot of things to go through. All themes were discussed in rounds, one-by-one giving their opinion. Looking back, this was a very good process. Asia has also received the additional input from Portugal and the Netherlands.

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Asia will update the themes document/conclusions, with a proposal for theme selection. Asia aims to distribute it to the consortium, asking for input, probably today.

4. Follow-up WP13 telcoThis morning, Gert-Jan has sent the reminder on sharing dialogue stories with each other.

5. Other items

- Final event: Melanie talked to Karel Beckman about cooperation on the final event. Mr. Beckman is a journalist and can make articles, interviews

- In February 2015 we should send a save the date with some short content on what the event would be about

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R&Dialogue MT call 25 November 2014Time: 15:00 – 16:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Progress in developing questionnaires2 Steps towards delivering discussion papers to the EC3 Uploading national council deliverables to the public part of the website, propose to start doing

this4 Meeting with E-TRACK5 Planning deliverables WP126 R&Dialogue meeting before Summer 2015 (UK)7 Other items

1 Progress in developing questionnairesAsia (Bellona) and Samuela (UniRoma1) have developed the questionnaires as input to the narratives. Gert-Jan (Triarii) has provided compliments and feedback. Asia has sent this out to the consortium on 28 November 2014. Next action:

UniRoma1 publishes the hard data questionnaire online this week In a later phase, we will start a process towards reflection by the council members. Samuela

will connect with Anna Ernst of FZ Juelich on this (including reading the paper Anna sent)

2 Steps towards delivering discussion papers to the ECWe are receiving discussion papers from different country teams. The process of delivery: country team should check with the peer reviewer, then it should be read by an MT member, followed by a check by full MT, then deliver to the EC.

MT agreed to read and check all discussion papers Gert-Jan reminds the consortium on accessing the internal part of the website Gert-Jan encourages the country teams to make the discussion papers public

3 Uploading national council deliverables to the public part of the website, propose to start doing this

Gert-Jan will check with the country teams to provide a nice cover page for their document

4 Meeting with E-TRACKGert-Jan and Robert (Triarii) met with E-TRACK today to talk about cooperation, e.g. in the final event of 18 November 2015.

Gert-Jan will summarise the key points of the event and propose different scenarios of cooperation in the final event to the MT

5 Planning deliverables WP12Asia has sent out the planning to the consortium on last Friday (28 November 2014), both in Word and online.

6. R&Dialogue meeting before Summer 2015 (UK)Dates selected: 30 June, 1 July, 2 July 2015

7. Other itemsNext MT call: 8 January 2015, 15:00.

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Thoughts on the venue: Flagey? The Green Week venue an option (www.eggbrussels.eu, http://ec.europa.eu/environment/greenweek/practical-information.html)? We would need to talk further on this in January 2015.

Holidays: - Asia leaves 19 December 2014, back 4 January 2015- Samuela leaves 22 December 2014, back on 5 January 2015- Gert-Jan leaves on 15 December 2014, back on 22 December 2015, then leaves on 24

December 2014, back on 5 January 2015

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Agenda:

1 E-mail Asia (Bellona) on Ponferrada next steps (e-mail Asia on 3-11-2014 15:47)2 European Learning planning (e-mail Asia on 6-11-2014 10:15)3 WP1/PW12 collective action on narratives4 Other items

1. E-mail Asia on Ponferrada next steps (e-mail Asia on 3-11-2014 15:47)We should include the national councils in planning the final event as much as possible.

WP13 (Gert-Jan) creates a save-the-date leaflet before the first national event (the one in NRW is on 3 Feb 2014)

Gert-Jan sends a reminder on the February 2015 doodle with a deadline for filling it in on this Friday (14 Nov 2014)

Planning of the final event in the week of 16-20 Nov 2015 Asia sends out a doodle for the final R&Dialogue event in Brussels

Samuela asks to send out a doodle for June 2015, since that month is filling up quickly. Gert-Jan sends out a doodle for the June R&Dialogue consortium meeting, after checking with

UEDIN (Simon), together with the mail that point the date for the February 2015 meeting.

Asia will introduce the Stormboard approach. Asia sends an e-mail to the consortium to get people working with the Stormboard and start

setting up themes this week. Perhaps with a repeat in the beginning of next year.

E-TRACK: Gert-Jan has been in contact with E-TRACK/JRC. Gert-Jan and Robert will meet them in November, a follow-up meeting will include WP12 (Asia)

At Ponferrada, we noted the need for a secure place to share documents and deliverables. The internal part of the R&Dialogue website is that place. Gert-Jan will re-attract people to the

internal part of the website (including sending out personalised login data) as soon as it is necessary.

Budget for WP13, especially updating the website, is not quite clear yet. Gert-Jan sends the WP13 budget overview to the MT as soon as it is ready, and the MT takes

this issue further after this budget is clear.

2. European Learning planning (e-mail Asia on 6-11-2014 10:15)MT has looked at Asia’s draft planning.

MT agrees on the planning for deliverable 12.2 (3 narratives and the proposed deadlines: end of Dec 2014, end of February 2015, end of April 2015)

Task 12.2: 2nd meeting with the Brussels crowd: perhaps move from June 2015 to last week of June/ first week of July 2015

Deliverable 12.3: planning agreed, with an extra effort on collecting themes from the vision papers, to take place in April/May 2015

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Asia sends this timeline to the MT to ask for their input, rewording “development of themes” to “identifying emerging themes from the national dialogue councils and the discussion paper”

MT will respond, Asia will then send it to the consortium The MT foresees to print around 50 copies of the final report (WP12 deliverable), keeping in

mind visual characteristics

3. COP21 eventWe can either ask UNFCCC for a side event (highly insecure), hire a room for ourselves or piggy-back on someone else’s room. A partnership is also possible (EESC, CO2GEONET).

Samuela (UniRoma1) will check for a partnership possibility with CO2GEONETIn any case, the costs will not be refundable in the context in the project, since this is in December 2015 and the project will have officially been completed by then.

4. WP1/WP12 collective action on narrativesAsia and Samuela spoke on this matter and have another call planned for next week. Samuela to make a separate questionnaire on the “hard data” (e.g. on number and types of stakeholders) and keep the narratives on story telling. We then have 3 exercises: Hard data questionnaire (WP12 and WP1), to be sent out by Asia Narratives questionnaires (WP12 and WP1), to be sent out by Asia Monitoring and verification questionnaire (WP1) to be sent out by Samuela

Samuela and Asia have a call on these 3 matters next week Wednesday 19 Nov 2014 and will make a draft approach, which Gert-Jan will check for clarity.

Samuela is checking to see if we can fulfil our promise of representativeness to our EC policy officer by setting out a representative online survey. Samuela will ask for an offer on this.

5. Other items

Meeting Czech Republic: Prague or Brno? Samuela: Prague or Brno will both be difficult, Brno would be OK. The popular opinion seems to lean towards Prague.

Samuela is thinking about hiring an external facilitator on guiding the consortium meeting in February and June of 2015. The facilitator is to have expertise in “non-violent communication” for February 2015 and in “thinking on the edge” in June 2015.

Gert-Jan is collecting deliverables to publish on the publicly accessible ‘downloads’ part of the website, most notably the national council deliverables.

Next MT call Monday 24 November 2014 at 16:00

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Agenda:

1 Ponferrada wrap-up2 European Learning3 Other items

1. Ponferrada wrap-upAsia (Bellona) has sent the Stormboard link as an idea for sharing ideas. This might be an interesting tool to use.

WP12 (Asia) uses the Stormboard to collect ideas from the consortium on relevant themes.

Decisions and actions of the Ponferrada meeting. Gert-Jan (Triarii) made a first draft of this document and the rest of the MT has responded with additions.

Gert-Jan applies the remarks from the MT and sends the draft decisions and actions document to the consortium

2. European LearningAsia has shared an updated version of the narratives for WP12. Gert-Jan has responded. In Ponferrada the narratives caused some confusion on the role this and if it is a WP1 or WP12 document or both. The fact is that the narratives feed into both WP1 as WP12, the questions invite high-quality material for the narratives.

Next step: Samuela reviews Asia’s data and both parties make sure they get this to the consortium next week in a way that is constructive (and understandable) for both WP’s and the consortium as a whole.

3. Other itemsThe next consortium meeting is in the final 2 weeks of February or the first week of March 2015.

Gert-Jan checks with Vit Hladik of CGS if these 3 weeks pose any problem for CGS or the Czech Republic and then sends out the Doodle poll.

Next MT call Wednesday 12 November 2014 at 9:00.

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R&Dialogue MT call 21 October 2014Time: 9:00 – 11:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:

1 European Learning2 Ponferrada agenda3 Other items

(MT call on talking about country teams status and support postponed until after Ponferrada meeting)

1. European LearningBellona (Asia) sent an update of the synthesis of country teams’ responses to the WP12 questions. This will be the key input for the WP12 part of the Ponferrada meeting. UniRoma1 (Samuela) hesitates about the usefulness of such a short synthesis in transferring the lessons of the country teams.

MT decides to keep the document with table and synthesis internal to the MT for now. Key function of the document is for Asia to prepare the WP12 part of the Ponferrada meeting.

UniRoma1 (Samuela) has shared with the MT texts from the DoW on WP12 and her thoughts on them (shared notes pasted below). Core to these thoughts are that the European integration should follow dialogue process steps which are common for all the country teams and reflect on that. The input will have to come from the country teams. The input that will be requested to the country teams will serve the purpose for both WP12 and WP1.

Bellona (Asia) will sent the updated summary of responses from the country teams to the WP12 questions first to the MT, then to the consortium

2 European meetings with European stakeholders could play an important part in this. Especially when linked to the COP21 in Paris.

The WP12 part of the Ponferrada meeting will also start sharing on the final report, final event.

Process and planning in this regard should be agreed at the Ponferrada meeting.

2. Ponferrada preparation

UniRoma1 (Samuela) will collect and distribute the answers to the preparatory questions.

3. Other items

The Spain team are planning the national dialogue council meetings over Nov ’14 to Feb ’15. MT will see after the Ponferrada meeting what the best way is to support them from the MT

Energy Procedia article completed

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German team status: Triarii (Gert-Jan) calls FZ Juelich (Anna) on the dialogue phase and other matters.

Next MT call: after the Ponferrada meeting

Notes from Samuela on integration criteria for WP12 deliverables

Referring to WP12 tasks and deliverables please find below a summary and a synthesis of the criteria to guide the work coherently with the dialogue process. Please remind that all converges on the final document and final event which will be the most important outcomes of the project, which will go for wide dissemination.

D12.2 Report on integrated national dialogues, month 33 (February 2015), Restricted (I think we can envisage this to be really delivered just before the summer)

(this deliverable refers to task 12.3)

criteria for integration must be coherent with process qualities and nature the integration process must follow the dialogue process steps

o establishment relationship with the stakeholder organisations (first contacts, interviews)

o development relationship (formation national council, national council meetings up to Discussion Paper production)

o exchange of the national council with the wider stakeholder community, i.e. national dialogue activities up to the production of the Vision Paper

the integration process needs to start from narratives about the dialogue experience narratives about the dialogue experience need to relate to the formats, instructions, inputs and

supports received in the course of the dialogue action on how to establish and develop the dialogue experience with the participant organisations. Where such inputs haven’t been picked up, it will be important to explain what brought to different decisions and what was done instead

the integration process needs to build upon reflection on the dialogue experience, on how it has developed, on choices made and how they worked out, on what

concerning the discussion and integration of the different documents (National Inventories, Discussion Paper and Vision Papers) it should follow two steps:

o identify for each series of documents the core areas of interest, produce a report illustrating areas which appear to be of common interest to more countries (and may be all) and which ones are unique to each country

o discuss together the report and issues of integration met in producing it, to understand how the different inputs can best be included and focused for providing the basis for the final report

D12.3 European Low Carbon Dialogue Report, month 42 (November 2015), Public

this deliverable refers to task 12.2 and to task 12.4 Task 12.2 European Dialogue

Concerning this task I think we could plan two meetings, which could take place in the late spring 2015 and would support the development of the final document and event:

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1) A meeting with the stakeholders who participated to the interviews, focused on issues highlighted by European ETA results

2) A bigger meeting with a wider variety of Brussels stakeholders, where outcomes from both European and national ETAs form the starting point of the dialogue experience

Of course all the other activities already done, like June workshops, and that we will do are part of the dialogue process and form part of the contributions for this deliverable

Task 12.4 Development of a European Vision

This follows the same criteria for the integration of the other documents, see point above, of course it builds on all the previous work in task 12.3

D12.4 European Launch Event, month 42 (November 2015), Public

Suggestion: We can make it a kind of side event of COP21 (which will take place just after the end of the project), with highly innovative content and approach, targeted to policy makers (we should identify from now the policy makers that we want to get involved and start getting them involved, this can be done as part of task 12.2).

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R&Dialogue MT calls 13 October 2014Time: 14:30 – 16:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:

1 ETA process update2 Discussion paper proceedings3 Ponferrada agenda4 Outcomes and process of WP1 and WP12 questions to consortium5 Other items

1. ETA process update

UniRoma1 mentions that the Greek ETA analysis and interpretation was completed last weekend, which is a great accomplishment in this context.UniRoma1 (Samuela) has sent three e-mails to the consortium, a.o. with a table with overview of the ETA status per country. All ETA reports are planned to be completed before Christmas, which will take a lot of effort from the entire UniRoma1 R&Dialogue team. Francesca and Nadia are not part of the UniRoma1 team anymore.UniRoma1 is now connecting to the country teams more, to align with ETA to the dialogue processes in the countries and get to a more coherent approach with the country teams.

UniRoma1 will collect on the responses from the country teams and reflect on them

2. Discussion paper proceedings

Emily Creamer of UEDIN made a request on the discussion paper to the consortium (as suggested by Triarii, Gert-Jan). UniRoma1 has had a conversation with her clarifying the concept of the Discussion Paper. Today UniRoma has sent the Discussion Paper Format to the consortium, asking for feedback in order to finalise it. Some country teams seem to have difficulties in focusing on the essential aspects of dialogue, which will not be helped with a focus only on the discussion paper. As MT we will focus on supporting the respective country teams with the issues they face.

Next MT call go through the list of countries with the MT’s opinion on how to best support them.

3. Ponferrada agenda

In the Ponferrada meeting, we need tol keep a focus on the unique dialogue processes in each country, also on the deviations from the initial planning. We should work on getting a positive and spontaneous atmosphere.Bellona (Asia) suggests to hold the WP12-part on Wednesday 29 October 2014, given its increased importance and relevance and also as suggested by FZ Juelich (Anna). Samuela notes that it is better to decide once we have a clearer understanding of the overall work to be done in Ponferrada.

4. Outcomes and process of WP1 and WP12 questions to the consortium

Bellona (Asia) has received input from all country teams on the WP12 questions, except from Italy.

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Next steps: Bellona to summarise the WP12 responses.

The update on this will be topic of the next MT call.

5. Other items

- SWAFS consultation submitted by Triarii (Gert-Jan) on Thursday 9 October 2014- The exchange with the Portugal team is ongoing- Next MT call: Thursday 16 October 2014 at 15:30

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R&Dialogue MT calls 18 September 2014Time: 14:30 – 15:30Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:1 Spain Ponferrada meeting, short term actions, proposal FZ Juelich2 WP1 ETA progress with the Norway team3 Report of Triarii’s contact with EnergyIN, Portuguese team, next steps4 Report of EESC event5 Action on the SWAFS Public Consultation, deadline 12 October 20146 Other items

1. Spain Ponferrada meetingTriarii (Gert-Jan) sent out the full preparatory info on the meeting (containing WP1 questions/issues, WP12 questions, draft agenda).FZ Juelich (Anna) proposes to increase the WP12 part of the Ponferrada meeting. MT decides to handle this request together with other requests still to come in.FZ Juelich (Anna) responded to the social process questions. An example of her reaction is on the role of the R&Dialogue staff in the dialogue: participant, facilitator, member, etc.

Triarii (Gert-Jan) will contact FZ Juelich (Anna) to share on this. Input will also be made on the R&Dialogue partner blog.

2. WP1 ETA progress with the Norway teamUniRoma1 (Samuela) sent out a note on ETA progress to the consortium. No e-mail has gone to the Norway team yet, which is now positioned as the first test of the new ETA approach. UniRoma1 is including a visual presentation for the outcomes as well.

UniRoma1 expects to send the information in draft to the Norway team by tomorrow or Monday (19 or 22 September 2014). The full version will be there next week. The MT will be in copy. After Norway, Greece and the Netherlands will be next.

UniRoma1 is trying to find a way to present the data which is good for both the country team and council but it is different writing for one or the other so probably the text for the council will be a new version of the text sent to the country team. UniRoma1 is in the middle of this.

3. Report of Triarii’s contact with EnergyIN, Portuguese team, next stepsTriarii (Gert-Jan) called EnergyIN (Teresa) to see how it is going in the Portuguese team. The Portuguese team is currently deciding on different ways of involving their council.

MT decides to emphasise the value of face-to-face meetings to the Portuguese team Triarii (Gert-Jan) will approach the Portuguese team, with support of DOW-quotes, and help the

Portuguese team establish a country dialogue.

4. Report of EESC eventBellona (Asia) attended an EESC event, which made an inventory in six countries how civil society is involved in the energy transition. The report will be published on 15 October 2014.

Bellona (Asia) will make an entry for the public blog

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MT wants to take the approach of holding a workshop on the draft final report into account, it is not yet sure how this is best done.

5. Action on the SWAFS Public Consultation, deadline 12 October 2014Deadline is 12 October 2014, MT decided not to make a first draft, but rather ask for input straight from the consortium.

Triarii (Gert-Jan) will send the questions to the consortium today (18 September 2014), collects the responses and composes a first draft of the public consultation, to be discussed by the MT first, then the consortium.

6. Other itemsTriarii (Gert-Jan) plans the next MT call for the coming two weeks.

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R&Dialogue MT calls 2 September 2014Time: 10:30 – 12:30Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final

Agenda:

1 Completing the note on publications2 Spain Ponferrada meeting3 Status of the project at the moment and getting back on track4 Other items (RERC paper, next call)

1. Completing the note on publications UniRoma1 and Bellona give feedback on draft note made by Triarii Triarii produces new draft and sends it to the consortium

2. Spain Ponferrada meetingTriarii (Gert-Jan) made calls to all country teams at the end of August 2014

Triarii (Gert-Jan) will make an short, general overview of current progress, as a spark to get back on track and sends it to the MT for feedback this week

UniRoma1 can generate some insight on the WP1 activities based on the work with the Norwegian ETA

UniRoma1 to provide input on WP1 activities and preparation for the Spain Ponferrada meeting and sends it to the MT this week.

Bellona will provide actions from the European WP that country teams can do as preparation

Bellona makes a set of questions from the European perspective, put in a perspective of planning of WP12 deliverables and sends it to the MT for feedback this week.

Triarii collects these inputs from the MT members (and the feedback on it) and sends this pack to the consortium.

3. Status of the project at the moment and getting back UniRoma1 has worked on the UK ETA over the Summer of 2014 and sees the difficulties materialising science and society communication:

UniRoma1 (Samuela) approaches UEDIN (Simon Shackley) as soon as he is available to learn more about this

UniRoma1 has gained new insights on ETA, especially on using ETA in a way that is functional to the project. UniRoma1 at the moment is working on the Norwegian ETA.

UniRoma1 in this week will be working with the Norwegian team to get a first view on the new approach towards ETA

UniRoma1 makes an e-mail statement to the consortium on what they can expect when from the ETA after the exchange with the Norway team. UniRoma1 expects to do this in the next two weeks.

In UniRoma1, there have been some changes in the staff and will come with a reaction on this as soon as this is possible.

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WP14: Triarii has called LNEG last week, Ricardo Aguiar has replaced Dulce Boavida. Ricardo may need help in getting started in the project

Triarii calls EnergyIN (Teresa Bertrand) to check how it is going and talk about how the MT can help the Portuguese team in getting ahead. A good first step towards a solution could be a getting the Portuguese shared view clear to the MT and a corresponding telephone conference with the Portuguese team and the MT

Upgrade the peer review scheme to support sharing between the consortium partners

4. Other itemsBellona (Asia) asks about the status of the RERC paper (deadline 3 September 2014)

UniRoma1 has made a necessary check on the RERC paper. UniRoma1 sends this to the writing team today for feedback before 17:00 today (2 September 2014)

UniRoma1 submits it tonight to the RERC

Next MT call (Asia is back from holiday on 15 September 2014, at 11:00):

On 15 September 2014 (time to be confirmed by Triarii and UniRoma1)

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R&Dialogue MT calls 10 July 2014Time: 15:00 – 16:30Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: finalAgenda:

1 Extra item talked about: event budget2 Wrap-up of Oslo meeting3 Looking ahead at tomorrow’s vision paper telco4 Looking back at the R&Dialogue events of June 20145 European newsletter update6 Organisation for consortium publications7 Payments from the EC8 Other items (vacation schedule)

1. Extra item: event budgetTriarii holds the €30.000,- budget for the European event, although Bellona organises

2. Wrap-up of Oslo meetingTriarii (Gert-Jan) is making a list of decisions and actions

Triarii (Gert-Jan) sends tomorrow draft decisions and actions of the Oslo meeting to the MT and then to the consortium

3. Looking ahead at tomorrow’s vision paper telcoUniRoma1 (Samuela) is making a preread for the telco of tomorrow morning 11 July 2014, 10:00

UniRoma1 (Samuela) tries to send the telco-preread to the consortium today

4. Looking back at the R&Dialogue events of June 2014MT agrees to keep a focus on public presentations and participations to relevant workshops. UniRoma1 (Samuela) would like to showcase these public events on the homepage.

Triarii (Gert-Jan) cooperates with Mattmo to include a slideshow on the homepage that would liven up the website. Videos would be great as well.

Triarii (Gert-Jan en Melanie) will check if we can make a video with the June Roadshow photos.

5. European newsletter updateFinal additions received by Bellona (Asia). UniRoma1 (Samuela) would like to see a photo of the roadshow and information included. Also, the suggestion is to change the name from newsletter to “R&Dialogue news”. And replace the Scotland flag with the UK one (just as on the website).

Bellona (Asia) makes the suggested changes and aims to send the newsletter out tomorrow (10 July 2014)

6. Organisation for consortium publicationsUniRoma1 (Samuela) notes that certain steps in the process of the Paris-article could have been better. For example, the consortium should have been informed earlier, the abstract should have been circulated. UniRoma1 forgot to inform the consortium in time. Bellona (Asia) and Triarii (Gert-Jan) agree it would be helpful if the UniRoma1 team apologises.

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UniRoma1 (Samuela) will write an e-mail to the consortium to apologise on behalf of the UniRoma1 team

Triarii (Gert-Jan) checks Grant Agreement and Consortium Agreement on the rules we have set ourselves for consortium publications

MT makes a note on improving the publication process (e.g. sharing ideas earlier). Triarii (Gert-Jan) makes a start and sends it to the MT at the beginning of next week

7. Payments from the ECTriarii (Gert-Jan) confirms that the payments will be made in the next couple of days.

8. Other items (vacation schedule)Asia will be away in the last week of AugustSamuela is on vacation from 28 July 2014 to 15 August 2014 (rest of August slowly getting back to work, so it would be appreciated if we could restart MT activities in September).Gert-Jan is on vacation from 21 July 2014 to 18 August 2014Robert works through the Summer of 2014. If urgent matters arise while Gert-Jan is on vacation, Robert is the first contact point.

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R&Dialogue MT calls 10 June 2014Time: 9:00 to 9:45Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: finalAgenda:

1 Preparation of Oslo meeting (draft agenda incl extra activities Norway team e.g. “Be Democracy”, preparatory questions for country teams)

2 Preparation of presentations at EUSEW, RERC2014 (incl. article)3 Situation ZERO (Camilla’s absence without proper replacement)4 Other items (next MT call)

1. Preparation Oslo meetingPreparatory questions to the consortium:

UniRoma1 has not been able to send the preparatory questions yet, partly due to still to be translated ETA texts, which will determine some questions.

Agenda: Triarii (Gert-Jan) updated the draft agenda with inclusion of activities in Oslo. Triarii (Gert-Jan) included points on evaluation within the project to be discussed on the first day, as requested by project officer Antonio Scarafino. UniRoma1 (Samuela) mentions evaluations are part of the preparatory questions as part of task 1.4 “Social process monitoring and verification” (linked to deliverable 1.6 “report on monitoring and verification”).

Triarii (Gert-Jan) sends questions on evaluation to UniRoma1 for possible inclusion in the preparatory questions.

Triarii (Gert-Jan) contacts EC project officer to let him know the current evaluation plans and activities in the project.

UniRoma1 has not been able to update and send the agenda yet, but will do so this evening or ultimately tomorrow morning (11 June).

There is a “Be democracy” exhibition which closes at 18:00. MT decides that attending this exhibition is only possible on Tuesday 17 June around 16:30.

Triarii (Gert-Jan) approaches Bellona (Sirin) to ask her if she can fit this into the plans of Tuesday 17 June, the first day of the meeting.

Bellona (Asia) repeats that she needs to leave the third day of the meeting (19 June) around 15:00/15:30.

UniRoma1 (Samuela) aims to include Asia’s presentation on WP12 (EU learning) in the agenda with consideration of her flight times.

2. Preparation EUSEW, RERC2014The article for the RERC was delivered successfully by the authoring team on Sunday 8 June.

UniRoma1 (Samuela) sends the authoring team the criteria for selecting lead author UniRoma1 (Samuela) makes the presentation and gives the presentation in the morning of 17

June at the RERC, the MT is available for comments on the presentation.

3. Situation ZEROBellona is not happy with the absence of Camilla without proper replacement. Triarii as Coordinator asked Bellona (Sirin) to make a list of the tasks in the DOW that ZERO is now not performing

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adequately. Triarii will then read this list and give ZERO the opportunity to respond and make a plan for the future. Triarii will keep the MT informed on progress of this point. MT agrees with this procedure. UniRoma1 (Samuela) notes the importance of trying to find a mutually beneficial solution. 4. Other items

Stakeholder consultation: Triarii (Gert-Jan) makes first draft today or tomorrow and distributes it to the consortium.

Triarii (Gert-Jan) distributes his notes of the Green Week preparatory calls to the MT. Have another MT call before the Oslo meeting? Yes, we could do this on Thursday if anyone

sees a need for it. MT members are invited to call for an MT call on Thursday if necessary.

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R&Dialogue MT calls 27 May 2014Time: 9:00 to 10:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final Agenda:

1. Process of finalising the publishable summary/periodic report2. Preparation of Oslo meeting (draft agenda, preparatory questions for country teams)3. Preparation of presentations at Green Week, EUSEW (lunch buffet?), RERC20144. Need for a Steering Committee meeting?5. Timeline and lead author for H2020 stakeholder consultation?6. Other items (LCE20, next MT call)

1. Publishable summary/periodic report Process of delivering the periodic report closed.

Triarii (GJ) distributes the publishable summary, with the word cloud, to the consortium today (27 May 2014) in the R&Dialogue format.

2. Preparation of Oslo meetingDraft agenda was sent out 16 May 2014.UniRoma1 has an internal meeting about the Oslo meeting preparatory questions. Bellona (Asia) will send input on this preparation to UniRoma1 (Samuela) to collect information for the EU newsletter.

UniRoma1 (Samuela) distributes the preparatory questions to the consortium. The aim is to do this tomorrow afternoon (28 May 2014).

Bellona (Asia) repeats she will have to leave the Oslo meeting on Thursday 19 June 2014 at 15:00 to catch her flight, so we will need to take this into account when making the final agenda. A workshop with European stakeholders will be scheduled for after Summer 2014 (September/October 2014). 3. Preparation of meetingsGreen Week: Triarii (Gert-Jan) is calling the country teams for information to make the Green Week presentation.

Triarii (Gert-Jan) sends notes of his calls to the MT Triarii (Gert-Jan) will send a draft presentation to the MT for review next week around 2 or 3

June 2014

EUSEW:

Bellona (Asia) has distributed relevant e-mails and asks MT for feedback asap Bellona (Asia) starts working on the presentations this week Bellona (Asia) finds out what the costs will be and checks with EESC. MT decides to skip lunch

RERC2014:

Bellona (Asia) has distributed relevant e-mails and asks MT for feedback asap Bellona (Asia) starts working on the presentations this week

4. Need for a Steering Committee?In the DOW it says we will organise a project review yearly, with a Steering Committee if needed to make executive decisions.

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MT decides to explain to the consortium that the project review is what we are doing at the first day of the Oslo meeting and asks if the consortium agrees

5. Timeline/lead author H2020 stakeholder consultationUEDIN (Simon Shackley) sent an e-mail regarding the H2020. Triarii (Gert-Jan) replied, and UEDIN did as well. MT decides this is an important and worthwhile activity and we need to develop a response from the project. Course of action for the MT:

Bellona (Asia) and UniRoma1 (Samuela) replies in the next couple of days Triarii (Gert-Jan) will then make a first draft and distributes it to the MT (if it is ready before 5

June 2014) or directly to the consortium (if the draft is ready after 6 June 2014)

6. Other itemsLCE20: Triarii is already engaged in a proposal. Next MT call: Tuesday 10 June 2014 9:00. As MT, we will need a lot of exchange via e-mail (on articles, presentations, consultations, etc.), which makes 10 June a bit late. Especially with the Oslo meeting of 17-19 June 2014 in mind.

MT commits to replying quickly and thoroughly on e-mails and requests for review made by MT colleagues in the coming 2 weeks

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R&Dialogue MT calls 16 May 2014Time: 9:00 to 10:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Teodora (Bellona), Robert van der Lande (Triarii), Gert-Jan van der Panne (Triarii)Status: finalAgenda:

1. Process of finalising the publishable summary/periodic report2. Preparation of Oslo meeting (draft agenda)3. Preparation of RERC20144. Preparation of EUSEW and Green Week5. Format national inventory (current status)6. Other points

1. Process of finalising the publishable summary/periodic reportAll documents from the periodic report, including the financial documents, are approved by the European Commission. Final payment to consortium partners now depends on the MT delivering the publishable summary.

UniRoma1 (Samuela) is not happy with the current version of the publishable summary. UniRoma1 (Samuela) sends Triarii (Gert-Jan) notes on the document today.

Triarii (Gert-Jan) summarises the talk he had with UniRoma1 (Samuela) on Tuesday, to check if we are aligned.

Triarii (Gert-Jan and Robert) finalises the publishable summary aiming to finalise and submit on Wednesday 21 May 2014.

Triarii (Robert) checks with EC PO to see if we can update the publishable summary later on.

2. Preparation of Oslo meeting (draft agenda)Triarii (Gert-Jan) distributed the draft agenda of the Oslo meeting to the MT on 9 May 2014. No comments from the MT have been received.

Bellona (Asia) will need to leave the meeting at 15:00, Sirin may act as backup as needed UniRoma1 (Samuela) asks to include a remark on a report on the national situation, questions

for this report will be shared with the consortium on 26 May 2014. Triarii (Gert-Jan) includes evening activities in the draft agenda. Triarii (Gert-Jan) distributes the draft agenda of the Oslo meeting to the consortium, asking for

feedback.

3. Preparation of RERC2014Triarii (Gert-Jan) will not be able to join the meeting, but Melanie may go. UniRoma1 (Samuela) also aims to send a backup person (Nadia).

Bellona (Asia) will give the presentation Bellona (Asia) is working on the article and the presentation on the event, and will distribute it

next week when it is ready.

The presentation from R&Dialogue is moved to the afternoon Tuesday 17 June 2014.

Triarii (Robert) checks with the organisers if we can move the presentation to Monday 16 June 2014 or to the morning session of 17 June 2014, with Bellona and UniRoma1 on CC.

4. Preparation of EUSEW

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Bellona (Asia) will connect with EC PO A. Scarafino to make sure he is inviting people from DG CLIMA, DG ENER, DG RTD, etc.

UniRoma1 (Samuela) notes on reshuffling the agenda (Asia to start with welcome and project outline, Samuela to explain what is special about the project)

Bellona (Asia) will distribute the notes of today’s call (at 15:00) to the MT, to finalise the agenda.

5. Format national inventory (current status)

UniRoma1 (Samuela) aims to distribute the final national inventory format to the consortium today.

6. Other pointsNext MT call: Tuesday 27 May 2014, 9:00

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R&Dialogue MT calls 7 May 2014Time: 15:00 to 16:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Teodora (Bellona), Gert-Jan van der Panne (Triarii)Status: final Agenda:

1. Process of finalising the publishable summary/periodic report2. Preparation of Oslo meeting (draft agenda)3. Preparation of RERC20144. Preparation of EUSEW and Green Week5. Format national inventory (current status)6. Document on translation ready to be distributed to the consortium?7. Other point (next MT call)

1. Process of finalising the publishable summary/ periodic reportTriarii (Robert) is compiling a new version of the publishable summary. Triarii proposes to upload this once it is finalised.

MT decides to have a final feedback round within the Management Team with the aim to deliver the final version to the European Commission by Friday 9 May 2014.

2. Preparation of Oslo meeting (draft agenda)The meeting in Oslo will focus on the ETA’s, most of which will be completed. This will help us work on the proceedings of the National Dialogue Councils, National Inventories, Discussion Paper preparations. Also there will be a lot of events in June 2014, which will be the focus of WP12.

MT decides to take the feedback of the Athens meeting into account: keep the focus on knowledge sharing between country teams;

Triarii (Gert-Jan) makes a first draft of the agenda for Oslo, distributes it to the MT and aims to send this out to the consortium at the end of next week (16 May 2014).

Bellona (Asia) proposes to spend part of the WP12 timeslot in the Oslo meeting to explore different approaches towards the next newsletter, as suggested by FZ Jülich (Anna Ernst). An approach could be thematic. E.g. How do the Councils imagine the European electricity markets could be organised? Perhaps where a limit of 3 country teams are featured. Another approach would also be possible: ask one question to the country team and give a word-limit (e.g. What the most important thing on your mind at the moment?).

Bellona (Asia) makes a proposal for the approach to the newsletter and sends it to the consortium.

3. Preparation of RERC2014The R&Dialogue abstract has been accepted. R&Dialogue is thus invited to give a presentation. R&Dialogue may also write an article. Bellona (Asia) has started to write the article.

Bellona (Asia) is writing the article and will distribute the draft to the writing team as soon as it is available. This draft will also contain the message and structure (chapters/paragraphs titles). The presentation will most likely follow the article structure.

The presentation is meant to be on Monday 16 June 2014. Duration: 20 minutes (incl. Q&A).

Bellona (Asia) checks the date and distributes it to the MT as soon as we have it.

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The MT still has to decide who will do the presentation, this will be depend largely on the approach we choose: general project introduction or key ETA outcomes.4. Preparation of EUSEW and Green WeekBellona (Asia) has setup the event page as eusew.eu with the meeting agenda. Next week there will be a telephone conference on the presentations of the national teams. Triarii (Gert-Jan) is starting to prepare his presentation on the Green Week.

Triarii (Gert-Jan) checks the key conference details of the Green Week and distributes it to the MT.

5. Format national inventory (current status)The format is practically completed following exchange with the partners.

UniRoma1 (Samuela) will circulate this again to the consortium as soon as it is final.

6. Document on translation ready to be distributed to the consortium?

The MT agrees with the final version as sent by Triarii (Gert-Jan) on 24 April 2014. Triarii (Gert-Jan) distributes this to the consortium asap.

7. Other points: next MT callThe next MT call is on Friday 16 June 2014 at 9:00

8.

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R&Dialogue MT calls 23 April 2014Time: 15:30 to 16:30Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Teodora (Bellona), Gert-Jan van der Panne (Triarii)Status: final Agenda:

1 Project reporting (call with A. Scarafino and updating the publishable summary);2 Format National inventory (Samuela’s mail and document);3 Translation (document circulated earlier);4 European inventory (can it be delivered? Status technology reports);5 Action list Athens meeting (if we have time, otherwise discuss over e-mail);6 Other items (vacations, next MT call)

1. Project reporting(call with A. Scarafino and updating the publishable summary)Publishable summary planning, aim is to submit the periodic report to the EC this week. We should pay close attention to the publishable summary, since we can use it ourselves as well. Bellona (Asia) already made some comments. UniRoma1 (Samuela) is updating it.

UniRoma1 (Samuela) tries to sends her update before tomorrow end of the day. The MT tries to finalise it this week.

Do we have any diagrams of photographs that illustrate and promote the work of the project? Perhaps find a way to visualise the key messages up to now, with a word cloud or something similar.

Triarii (Gert-Jan) tries to make a word cloud based on the European inventory

Project report updated with deliverable and milestones tables

Triarii (Gert-Jan) sends the updated project report to the MT

Update on communications rules for FP7 projects:

Triarii (Gert-Jan) delivers these rules to Mattmo to update the communications material of R&Dialogue

EC PO asks for contact details/ list of partners (as well as photographs). It is unclear how these will be used.

Triarii (Gert-Jan) asks EC PO via e-mail what he means by this list of contact details and how he wants to use this information.

2. Format national inventory (Samuela’s mail and document)The format is to be used by all country teams to make national inventories. Main input was the ETA and discussions we had in the consortium. The format is made to cover all relevant areas, while allowing for flexibility in the national situations. The general structure should be ok for all country teams, since the 6 areas are based on similarities of the ETA’s of all countries. UniRoma1 has not yet received comments on the e-mail with the format of the national inventory. The structure of the format should also allow for collecting comparable data across all country teams. In time, UniRoma1 will try to make this a publishable document. For now, it is a working document.3. Translation document (document circulated earlier)The document is ready for the finishing touch.

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Triarii (Gert-Jan) does this tomorrow and distributes the document to the MT for a check before sending it to the consortium

4. European inventory (can it be delivered? Status technology reports)

GJ uploads technology reports to password protected part of the website tomorrow.

The full EU inventory deliverable has not been developed yet.

Bellona (Asia) makes the deliverable (12.1) and sends it to the MT for a check. Triarii (Gert-Jan) will then upload it to the EC via the Research Participant Portal

5. Action list Athens meeting (if we have time, otherwise discuss over e-mail)The MT is working on the actions as agreed in the MT call and document of 8 April 2014. MT agreed to have a closer look at the list in a short while (next MT call or the one after that).6. Other items Vacation: Gert-Jan is on leave from 28 April to 5 May 2014and is back in the office on 6 May 2014. Next MT call:

Next MT call tentatively scheduled for 7 May 2014, 15:00 CET

EUSEW agenda

MT has a look at the updated EUSEW agenda that Bellona (Asia) circulated via mail on 16 April 16:16 and sends Bellona (Asia) possible comments.

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R&Dialogue MT calls 3 April 2014Time: 14:00 to 14:45Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Teodora (Bellona), Gert-Jan van der Panne (Triarii)Status: finalAgenda:

1 Next meeting date (Spain)2 Athens meeting follow-up3 Reporting update4 EU newsletter/ EU deliverable5 Presentation in Oslo6 Other presentations7 Other items

1. Next meeting dateEveryone but the French (Minh) seems to be able to attend in the week of the Doodle poll.

Triarii (Gert-Jan) checks with SMASH/CIRED (Minh) if he would be able to make it, if he wants to send a colleague and/or ask which weeks he would be available.

Triarii (Gert-Jan) checks with the Greek and UK team.

2. Athens meeting follow-upAction list is too big to talk about in today’s call.

MT decided to have a separate MT call next week Tuesday 8 April 2014 9:00

Minutes of the Athens meeting by UniRoma1: no progress, unclear when these minutes will be done.3. Reporting updateForm C/financial reporting is almost done, Triarii is waiting for a final action from the SMASH/CIRED team and then all updated Form C’s will be submitted to the EC.The evaluation of the content of the report is being done simultaneously by Antonio Scarafino and/of external evaluators. There is no news on that part. 4. EU newsletter/ EU deliverableMattmo contacted Bellona (Asia). Asia waits for another update from Mattmo and then will send the EU newsletter as soon as possible.European inventory. Triarii (Bellona) is waiting for Triarii’s (Roberts) input. Robert has promised to send this by next week Monday 7 April 2014 end of day.5. Presentation in OsloUniRoma1 (Samuela) has sent her updated version of the abstract to the writing team just before this MT call. Bellona (Asia) makes final edit of the abstract.Bellona (Asia) will be put as presenter. The MT may decide to change the lead presenter depending on when the meeting organisers plan a spot for R&Dialogue. Triarii (Robert) will send an e-mail to chair Asgeir Tomasgaard (who he knows) to ask if he can ask the person responsible for scheduling to put R&Dialogue on Monday 16 June or Tuesday morning.6. Other presentationsTriarii as Coordinator was invited by Antonio Scarafino for 2 events (Green Week Brussels on 5 June, ESOF Copenhagen on 26 June)

Triarii (Gert-Jan) sends the invites to the rest of the MT

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Triarii (Gert-Jan) will present the R&Dialogue project at these events. Bellona (Asia) and UniRoma1 (Samuela) will look at the invitations and let the MT know if this leads them to think we should choose a different approach/presenter

In any case all presentation will be made and/or coordinated by the MT, with support from other relevant consortium members.Workshop of EUSEW is on the 24th of June 2014. The date is confirmed. The event is published.

Bellona (Asia) will send an e-mail to the consortium asking them who wants to participate and how;

Triarii (Gert-Jan) offers to have a look at the draft e-mail to make sure we indeed send the message to the consortium that is it time to start thinking about what we are achieving/learning in R&Dialogue.

7. Other itemsEU ETA report. UniRoma1 (Samuela) was to contact Bellona (Asia) on this, as agreed at the previous MT call. UniRoma1 (Samuela) will invite Bellona (Asia) as soon as possible, first contact on this will be in the beginning of next week (7-8 April 2014).

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R&Dialogue MT calls 19 March 2014Time: 13:00 to 14:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Teodora (Bellona), Gert-Jan van der Panne (Triarii)Status: final Agenda:

1 Next meeting date (Spain)2 Athens meeting follow-up3 Reporting update4 General update and actions

1. Next meeting date (Spain)Triarii (Gert-Jan) checks with CIUDEN if the week of 27 October 2014 to 31 October 2014 fits their schedule. If CIUDEN agrees…

…Triarii (Gert-Jan) will send out the Doodle poll for this week as soon as possible, with the note that the MT prefers this week and will only try another week if this week proves to be difficult.

2. Athens meeting follow-upGeneral impression of the meeting in Athens is that it was quite good. Participants were positive on the meeting, although more knowledge sharing would have been appreciated. This is a learning point for organising the next consortium meetings. The meeting in Athens did allow the consortium to go more in-depth into the matters that are relevant now and the near future. Concrete actions of knowledge sharing in between consortium meetings are needed. These would be, amongst others, the EU newsletter, blog texts on both the public and the internal blog.

UniRoma1 (Samuela) will make minutes of the Athens meeting and follows up appropriately (sends material and learnings to the consortium members. No planning yet, this could take a couple of weeks, because of the heavy workload at UniRoma1 on this and other activities).

3. Reporting updateTriarii has received confirmation from the EC (Mr. Scarafino) that the package of signed Form C’s has arrived on 13 March 2014.Five organisations have been asked by the financial officer (Mr. Evangelista) to update their Form C (Triarii, BRGM, CERTH, CIUDEN, SMASH). The reasons for rejecting their Form C’s seem to be manageable and will be corrected soon. Most of them are requests for clarification or requests for more information. Action has already been taken on this. Triarii (Gert-Jan) expects to re-submit the Form C’s this week.4. General update and actionsEU newsletter: Bellona is still waiting for input from Italy, Portugal and France.

UniRoma1 (Samuela) will respond on short notice. Bellona (Asia) will approach persons within Portugal and France directly.

First (incomplete due to above) draft of the newsletter has been sent out to the MT for feedback. Awaiting input.

EU ETA report. Bellona (Asia) would like to know when this will be finished. UniRoma1 is not able to confirm when this will be available, but probably in the beginning of next week.

UniRoma1 and Bellona will schedule a telephone call together on next week Monday, Tuesday or Wednesday (24 to 26 March 2014). Samuela to take lead on scheduling the date and time between Monday 24 and Wednesday 26 March.

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Other points:

Triarii (Gert-Jan) will publish the EU energy dialogue story (aka EU inventory) on the R&Dialogue website tomorrow at the latest (20 March 2014).

Gert-Jan will remind Robert of the CCS technology report due to be included in the technology reports on R&Dialogue’s internal website and for the purposes of the reporting to the EC.

Triarii (Gert-Jan) will update the contact list and distribute it together with the Doodle poll on the Spain meeting.

Next MT call: Triarii (Gert-Jan) will send an e-mail at the end of next week to plan the next MT call.

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R&Dialogue MT calls 20 February 2014Time: 11:00 and 13:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: finalAgenda:

1 Call with Bellona (Asia) at 11:002 Call with UniRoma1 (Samuela) at 13:00

Due to busy schedules, the MT wasn’t able to fix a call for the MT all together. So Triarii (Gert-Jan) called Bellona (Asia) and UniRoma1 (Samuela) separately. The notes of these calls were distributed over e-mail. Find these notes below.

Dear all,Samuela and I just finished our part of the “MT call”. Quick overview of the topics discussed:

- Samuela is working on an update of the agenda, which she aims to distribute to the MT Friday (tomorrow) morning at the latest.

o MT is asked for commentso Triarii (Gert-Jan) will then format the document correctly and distribute it to the

consortium- If she finds the time, Samuela will check the presentation of the project meeting of day 1 that

Gert-Jan sent last Tuesday- Samuela agrees with the general workshop topics that Asia and Gert-Jan proposed as being

interesting at this time: ETA, National Dialogue Councils and the role of deliverables- Samuela agrees with the WP12 topics below as being the most interesting for the European

part of the workshopThanks for the calls, we will be in touch on the agenda tomorrow, Kind regards,Gert-JanFrom: Gert-Jan van der Panne (Triarii) [mailto:[email protected]] Sent: donderdag 20 februari 2014 12:00To: 'Joanna Ciesielska'; 'Samuela Vercelli'Cc: 'Robert van der Lande'Subject: RE: [R&Dialogue] Athens meeting attendance + MT call timeDear all,

Asia and I just had a call on next week's meeting in Athens. Quick notes of this call:- Project meeting presentation:

o It is good that we mention the Horizon2020 opportunitieso And the submission to the Sustainable Energy Europe Awards

- Expected topics for the Athens meeting in general:o Results from the Emotional Text Analysiso The outline and function of deliverables such as the national inventory and

the national dialogue discussion papero Composition and rules of engagement/ working arrangements of the

National Dialogue Councils- WP12: on the workshop in the European Sustainable Energy Week (EUSEW) Asia

received a positive reply from Richard Adams of the EESC. Mr. Adams will hopefully

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follow-up with more detailed comments on the workshop set up. Mr. Scarafino has not replied.

o In any case both Mr. Adams and Mr. Scarafino will be mentioned as co-hosts, to be confirmed

o The WP12 part of the Athens meeting will be an interactive session on the European Inventory, the role and dissemination of the EU inventory, the European Newsletter, and a possible set of workshops before the EUSEW.

- WP2-11: country teams have sent their presentations- WP13 will have no specific session, but the point raised in the context of WP13 (e.g.

how to communicate activities of the National Dialogue Councils) will be expected topics of discussion.

I will follow this up with my notes from the call with Samuela of 13:00. Asia and Samuela of course are welcome to have a call between them as well. If necessary, I would be able and willing to organise a call of 30 to 45 minutes on Friday.

Kind regards,

Gert-Jan

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R&Dialogue MT call 11 February 2014Time: 15:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: draft Agenda:

1 Decision points (upload D12.1? Upload national texts? EUSEW event, EU newsletter)2 Preparation Athens3 Other points

1. Decision pointsUpload the European inventory (deliverable 12.1). The MT agrees to send the final version to the consortium, with some days for final remarks:

Bellona (Asia) will distribute the final version tomorrow (12 February 2014); Triarii (Gert-Jan) will upload the deliverable right after this call.

Robert (Triarii) notes that the R&Dialogue template lacks a recurring logo and document description on page 2 and further.

Triarii (Gert-Jan) will make an update of the R&Dialogue report template and send this for feedback to the MT.

How to best use the European inventory?

MT agrees to talk about this at the meeting in Athens.

Is the European inventory a restricted or public deliverable?

Treat the full document as restricted (as described in the DOW), but the document that Bellona (Asia) has distributed to the consortium will be for public use.

Upload national texts?

MT agrees the national texts are now ready for upload.

Upload technology parts? MT agrees to upload to the password-protected part of the R&Dialogue website, once Triarii

(Robert) makes final update to the CCS part.

EU newsletter?

MT agrees to wait with distributing the EU newsletter until after the meeting in Athens.

2. Preparation AthensConsortium partners have sent their documents/powerpoints of the national situations. UniRoma1 (Samuela) is working on updating the agenda based on input from the consortium.

MT agrees to have a next call fully dedicated to the Athens meeting and distribute their presentations in time before the next MT call, so MT members have time to properly read it. The next MT call is Wednesday 19 February 2014 at 13:00.

Bellona (Asia) asks for more information from UniRoma1 (Samuela) on the WP12 part in the Athens meeting.

Bellona (Asia) and UniRoma1 (Samuela) have a separate call on the WP12 part in Athens

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3. Other points.For the MT, fixing a date for the project evaluation is very important.

Triarii (Robert and Gert-Jan) will contact Antonio Scarafino on the project evaluation date.

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R&Dialogue MT call 28 January 2014Time: 16:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final Agenda:

1 Periodic report status and planning2 Other points

1. Periodic report status and planning

WP1 delivered and checked, some gaps remain.

UniRoma1 (Samuela) sends Triarii (Gert-Jan) updated texts on request 4, 5, 6.

WP5 delivered and checked, WP7 almost done, request 5 and 6 still to do. WP10 delivered and checkedInform/distribute to the consortium? Yes, on 29 January after announcement on 28 January 2014.

Triarii (Gert-Jan) sends an e-mail to the consortium on 28 January 2014 (right after this MT call) announcing to the consortium they will receive the draft periodic report in the morning of 29 January 2014

Can the MT make changes to the draft periodic reports, especially regarding adaptation of report text to accurately reflect the amounts issued in the Form C’s.

Triarii (Gert-Jan) will propose updated texts where necessary, to be checked by corresponding consortium members when they receive the draft periodic report on the morning of 29 January 2014

UEDIN has claimed all costs and person months on WP11.

Triarii (Gert-Jan) calls UEDIN (Leslie) to see if they can change the allocation of person months and costs to WP1 where necessary, and when they can make this change.

Triarii (Gert-Jan) will call the Project Officer when UEDIN would need one day extra, to see what the Project Officer prefers: delay in delivery or getting everything delivered in time.

2. Other pointsBellona (Asia) has sent the country-specific parts last Friday (24 January 2014), UniRoma1 and Triarii are invited to share if we should we upload it to the website back-end?

UniRoma1 and Triarii should respond to Bellona’s mail of 24 January 2014.

Another MT call will be scheduled at the beginning of next week. Triarii (Gert-Jan) sends CERTH (Vasiliki) an e-mail with regard to the exact location of the

Athens workshop.

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R&Dialogue MT call 24 January 2014Time: 15:30-16:15Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final (comments Samuela included) Agenda:

1 Reporting status and planning2 Other points

1. Reporting status and planning

Triarii (Gert-Jan) has submitted the material to generate a first version of the periodic report and circulated this report to the MT prior to the MT call.

The WP reports for WP1, WP5, WP7 and WP10 are still missing:

WP1: UniRoma1 (Samuela) notes that this is almost complete; WP5: Triarii (Robert) has contacted SMASH (Minh) and urged him to deliver the report, Triarii will

contact Minh again and check that this is progressing and if any obstacle support the partner to make sure we meet the deadline ;

WP7: UniRoma1 (Samuela) notes that this is halfway done, most of the work to do is translating Italian texts;

WP10: LNEG (Dulce) assured Triarii that this is almost done.

The other gap is that we still miss the full overview of costs per WP, which Triarii (Gert-Jan) requested over e-mail to the consortium on 20 January 2014.

Triarii (Gert-Jan) sends a reminder to the consortium right after the MT call

For WP1 and WP13 the table with expected person months needs to be changed because of the non-linear effort in those WPs.

The expected person months for WP1 will be made by UniRoma1 (Samuela) and for WP13 by Triarii (Gert-Jan)

When WP1 texts are submitted to the MT, general texts may have to be adapted to ensure consistency in the periodic report.2. Other pointsThe WP12 European inventory has been sent to the consortium for comments for the final time, which completes this deliverable, after Bellona (Asia) processes all comments. Country-specific parts may be interesting to include in the password-protected part of the website. The country-specific parts perhaps would need to be checked by the country-teams beforehand.

Bellona (Asia) sends the country-specific parts of the European inventory to the MT to decide how to deal with these documents. MT members will respond next week.

Bellona (Asia) also sends the technology reports to the MT to decide on next steps

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R&Dialogue MT call 20 January 2014Time: 14:00-15:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Robert van der Lande (Triarii), Gert-Jan van der Panne (Triarii)Status: final (comments Samuela included) Agenda:

1 Reporting status and planning2 Agenda for the meeting in Athens3 Other points

1. Reporting status and planningWe seem to have missed the window of opportunity to get feedback from our Project Officer on a draft periodic report, since specific WP reports are still missing (WP1, partially, WP5, WP7, WP10). This is the result of e-mail exchange with our Project Officer. In the same exchange we were reminded to give an explanation on the use of resources in both the periodic report as the Form C’s. The MT agrees to distribute this reminder to the consortium.

Triarii (Gert-Jan) makes a text proposal for an e-mail to the consortium and sends it to the MT for review before sending it to the consortium;

If MT members have remarks on the e-mail, they send these remarks to Triarii (Gert-Jan) before 17:00 today (20 January 2014).

The missing WP reports of UniRoma1 and LNEG seem to be under control. The status of SMASH’s WP report is unknown.

Triarii (Robert & Gert-Jan) contact SMASH (Minh Ha Duong) to ask him what the status is.

The MT aims for the following planning for the periodic report:

Chase missing reports immediately; Compile draft periodic report as soon as WP reports are delivered to the Coordinator; Send the draft periodic report for comments to the consortium (aim: 23 January 2014); Collect and insert comments; Submit the periodic report (and all Form C’s) to the European Commission: 28 January 2014.

2. Agenda for the meeting in AthensUniRoma1 (Samuela) has sent via e-mail prior to the MT call her first thoughts on structuring day 2 and day 3 of the Athens meeting. The MT exchanged views on UniRoma1’s approach that is focused on the listening dimension, sharing progress of the national dialogues, work on motivation of stakeholders in the dialogue, setting up the next steps in the European dimension and on starting the process of making a (scientific) publication. The MT concluded that there was agreement on the general approach for the Athens meeting. This will be integrated in the draft agenda.

UniRoma1 (Samuela) shares with Triarii (Gert-Jan) the integration of her notes into the draft agenda;

Triarii (Gert-Jan) makes an update of the draft agenda.

The MT agreed on the following starting and ending dates:

Day 1 (Monday 24 February 2014): 14:00-17:00 Day 2 (Tuesday 25 February 2014): 9:15-18:00 Day 3 (Wednesday 26 February 2014: 9:00-17:00

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This needs to be distributed to the consortium, accompanied by the draft agenda and the following points:

Ask consortium members whether they have any specific request or input regarding the agenda of the Athens meeting?

Point out to consortium members that this workshop requires a different preparation from usual. They’re asked to send their WP presentation 2 weeks prior to the Athens meeting (7 February 2014) and read the other country teams’ presentations before the meeting (see my notes)

Triarii (Gert-Jan) contacts CERTH (Vasiliki) to find out if they already know where the meeting will be;

Triarii (Gert-Jan) distributes the draft agenda and the points/questions to the consortium as soon as he has the input from UniRoma1 (Samuela).

3. Other pointsThe deadline for the EU Sustainable energy awards 2014 is 31 January 2014.

Triarii (Gert-Jan) proposes a text to apply for the awards and distributes it to the consortium on short notice

Next MT call is on Friday 24 February 2014 at 13:00

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R&Dialogue MT call 9 January 2014Time: 14:30-15:30Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Robert van der Lande (Triarii), Gert-Jan van der Panne (Triarii)Status: final Agenda:

1 Reporting status2 Form C / finances3 Meeting Athens4 Meeting Oslo5 Items from last MT call6 Other items

1. Reporting status10 of the 14 WP Reports have been issued to Triarii. Still to receive: WP1 (social process), WP5 (France), WP7 (Italy), WP10 (Portugal).

Triarii (Gert-Jan) will notify EC Project Officer that the draft periodic report will be sent somewhat later;

If the draft report is ready next week Monday (13 January 2014), Triarii (Gert-Jan) sends it to the MT for quick review of major issues. If the draft report is ready later (Thursday/Friday), Triarii (Gert-Jan) sends it directly to EC Project Officer to give him the proper amount of time to review the document;

UniRoma1 aims to have their periodic reports for WP1 and WP7 ready by next week Monday (13 January 2014).

On Tuesday 7 January 2014, Triarii (Gert-Jan) sent the MT an Excel-file with the amount of person months per beneficiary per WP. UniRoma1 and ZERO still have to send the information.

Triarii (Gert-Jan) sends the Excel-file to the consortium on Friday 10 January 2014, after reception of UniRoma1’s number of person months per beneficiary per WP.

2. Form C / finances11 of the 17 organisations (including third parties) have issued their Form C to the Coordination via the EC online system.

Triarii (Robert & Gert-Jan) will check the forms C’s for consistency with DOW; Triarii (Robert & Gert-Jan) contact the organisations that have not issued their Form C; Triarii (Robert & Gert-Jan) checks the reporting guidelines on who needs to sign the Form C.

3. Meeting AthensAgenda for the Athens meeting is expected to follow the general structure of the Jülich meeting, which was appreciated very much. The project meeting on Monday is expected to be 3 hours: 14:00 to 17:00

Triarii (Gert-Jan) sends draft agenda with preliminary timing based on the Jülich to MT (and CERTH)

Gert-Jan to send a mail to the partners asking whether they have any requests regarding the agenda for Athens

The preliminary agenda to be sent to the consortium by Friday 17 (so that the partners can book their tickets)

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UniRoma1 is progressing in the process of interview analysis and aims to meet some of the country teams in the occasion of the meeting in Athens to have some time to work with them in person rather than by teleconference Samuela will send information about the possibly involved country teams beginning next week so that the starting and ending time of the Athens workshop can be planned accordingly.4. Meeting OsloAgree to confirm dates for the Oslo meeting on 17, 18, 19 June 2014

Triarii (Gert-Jan) confirms date to consortium

5. Items from last MT callStill to do:

Description of MML meeting in Brussels (Robert and Samuela); UniRoma1 (Samuela) blog text on translating communications deliverables (leaflet, position

paper, presentation); European inventory: Bellona (Asia) is waiting for feedback from UniRoma1 (Samuela), who

aims to have it ready on Monday 13 January 2014.

6. Other itemsThe European Sustainable Energy Week application is not open yet, it will open end of January 2014. Bellona (Asia) will take the lead on this, Triarii (Melanie & Gert-Jan) offer their active support. Bellona (Asia) will contact EC Project Officer for input on the European newsletter.Horizon 2020: The calls are open, there are some very interesting call in there. Triarii (Robert) shares the link. The MT is interested in a telephone conference on this. This call is scheduled on Monday 20 January 2014 14:00. Triarii (Gert-Jan) sends an e-mail on 17 January 2014 to plan the next MT call.

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R&Dialogue MT call 16 December 2013Time: 14:00-15:00Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Gert-Jan van der Panne (Triarii)Status: final Agenda:

1 Reporting, finances, process2 Items from last MT call3 European inventory4 Other items

1. Reporting, finances, processMore information on request 5: Do we need to deliver info (person months) per Work Package? The reporting guideline seem to only need a statement from the Work Package leader. Samuela will check with colleagues.

Triarii (Gert-Jan) will check the financial guidelines Triarii (Gert-Jan) will check with the EC (Mr. Scarafino) what level of detail they need on

request 5

Key financial figures.

Triarii (Gert-Jan and Robert) will call consortium partners Thursday 19 December 2013

2. Items from last MT callOpen items:

2.1: Triarii (Robert) sends SMASH (Minh) an e-mail on VivAgora and the way forward 2.3: Bellona (Asia) will keep Mr. Scarafino in the loop on any news regarding the European

newsletter 6.1: Triarii (Robert) makes a report of the MML-event for the blog, together with UniRoma1

(Samuela) 8.1: UniRoma1 (Samuela) will write a short text for the blog stating the importance of translation

and asking for responses.

3. European inventoryBellona received quite some feedback from partners. Feedback from UniRoma1 is processed first, then the feedback from partnersBellona (Asia) aims to finish end of this week. Bellona (Asia) aims to distribute a final draft before Christmas. First working week of January 2014 it should be ready.

Bellona (Asia) sends UniRoma1 (Samuela) the European inventory with comments from consortium partners;

UniRoma1 (Samuela) checks and gives her comments on the documents asap.

4. Other itemsOn communications and e-mail: it’s usually better to send e-mails to groups of people, instead of personal e-mails. In particular, when sending an email to a consortium entity, such as for example Steering Committee or WP leaders etc. it should be done by mailing list to all members, not one by one, so that it is clear to whom the same mail is being sent and a group communication is possible. That way we can get a more shared process going on specific items. Triarii (Gert-Jan) will do this from now on

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whenever it is practical. Also, e-mails on reporting should go to administrative contact as well as main contact persons.Meeting in Oslo:

Triarii (Gert-Jan) sends a reminder to all regarding the Doodle. Triarii (Gert-Jan) then checks final dates with Bellona (Sirin and Asia).

WP13 update: Triarii (Melanie and Gert-Jan) will call WP leaders in February of 2014 to check if the communications tools that are available are sufficient for the national dialogues. For all national WPs there is a Tumblr-blog available if country teams want it.

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R&Dialogue MT call 22 November 2013Time: 14:15-15:45Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Robert van der Lande (Triarii), Gert-Jan van der Panne (Triarii)Status: final Agenda:

5 Proposal Camilla (incl. reaction Minh), what will our response to Camilla be?6 Reporting, incl. a short review of our conversation with Mr. Scarafino7 Reporting process: we propose that Triarii checks all WP reports for completeness as they will

be delivered to us. MT is consulted only when exceptions occur. Does MT agree?8 Deliverables: what can we do to get on track to deliver what we can before end of reporting

period (30 Nov ’13)?9 Triarii (Gert-Jan) sent out reports of the Jülich meeting last Wednesday, was this as it should

be?10 Report of the Brussels MML-meeting, do you agree for Triarii (Robert) to make a report and

post it on the R&Dialogue blog?11 WP12, European Inventory 12 Other items

Meeting minutes: 1. Proposal ZERO (Camilla) (incl. reaction Minh), what will our response to ZERO (Camilla) be?ZERO (Camilla) proposed to the IEAGHG Social Research Network to make a presentation.

Triarii (Gert-Jan) will respond to ZERO (Camilla) that she is welcome to go if she can find the budget in ZERO’s travel budget or at another place. If ZERO (Camilla) can’t go, we ask her to send an e-mail to the consortium asking who is able to go in her place (or who is already going anyway).

2. Reporting, incl. a short review of our conversation with Mr. ScarafinoMr. Scarafino agreed to read a draft version of the periodic report in the 2nd week of January 2014, to indicate if he sees any key issues which we should address before finalisation.Mr. Scarafino will check with legal officers regarding VivAgora, he does have some questions for CIRED:

Triarii (Robert) will send an e-mail to CIRED (Minh) asking to what extent VivAgora has carried out its tasks, and what proposal CIRED has to deal with VivAgora ceasing to exist as an organisation

Mr. Scarafino sent an e-mail noting that a contract amendment is necessary and the sooner we do that, the better. Triarii will contact the EC on this.

Mr. Scarafino noted the policy brief on the Energy draft Work Programme 2014-2015 was very useful and was processes in combination with DG RTD’s own notes to DG Energy. Mr. Scarafino will send a format for what a policy brief should look like, to use for similar processes in the future.Mr Scarafino is curious regarding the European newsletter.

Bellona (Asia) will keep him in the loop on updates, the MT is ready to support in any way.

3. Reporting process: we propose that Triarii checks all WP reports for completeness as they will be delivered to us. MT is consulted only when exceptions occur. Does MT agree?Bellona agrees. UniRoma1 (Samuela) advises the Coordinator to keep a closer eye on what’s going to be delivered in order to avoid surprises. A common process is: collect all reporting, make one file, Coordinator makes revisions, revised complete file is sent to consortium, consortium is asked for

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feedback, Coordinator finalises. For the financial part (Form C), the Coordinator would be wise to collect data first and not wait for everyone to officially deliver their Form C in the EC system.

Triarii agrees to follow this process. UniRoma1 notes that the reporting for WP7 (Italy) will be updated in January 2014 if significant

progress has been made that needs to be in the periodic report.

4. Deliverables: what can we do to get on track to deliver what we can before end of reporting period (30 Nov ’13)?

Deliverable 13.3 (national engagement strategies) is ready to be issued. Triarii (Gert-Jan) will do this.

Triarii (Gert-Jan) will send a format for Deliverable 2-11.1 (national dialogue councils) to all WP leaders.

5. Triarii (Gert-Jan) sent out reports of the Jülich meeting last Wednesday, was this as it should be?

Yes

6. Report of the Brussels MML-meeting, do you agree for Triarii (Robert) to make a report and post it on the R&Dialogue blog?

Yes, Triarii (Robert) will do this and connect with UniRoma1 (Samuela) who was also there. This will then be posted on the blog.

7. WP12, European InventoryBellona (Asia) will incorporate Triarii’s (Gert-Jan) comments.

UniRoma1 (Samuela) will send input right after the MT call. Bellona (Asia) will collect comments and send out the European inventory to the consortium for

comments on Monday 25 November 2013.

8. Other items:UniRoma1 (Samuela) notes that she would like to re-emphasise the importance of translating project communication items (such as leaflet and position paper) into the national languages. Triarii and Bellona note it is up to the national WPs to decide to do so.

UniRoma1 (Samuela) will write a short text for the blog stating the importance of translation and asking for responses.

The R&Dialogue meeting after Athens will be near the summer of 2014 in Oslo. Bellona (Asia) asks to send out a Doodle for this soon.

After Bellona (Asia) sends the appropriate weeks, Triarii (Gert-Jan) will send out a Doodle poll to the consortium regarding the Oslo meeting.

Next MT call will be planned by Triarii (Gert-Jan) when the need arises, most probably within 2 weeks’ time.

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R&Dialogue MT call 11 November 2013Time: 9:30 – 10:45Attendants: Samuela Vercelli (UniRoma1), Asia Ciesielska (Bellona), Robert van der Lande (Triarii), Gert-Jan van der Panne (Triarii)Status: final Agenda:

1. Debriefing Jülich2. Report project meeting (day 1)3. Format reporting for Work Packages4. MMLAP meeting at Brussels5. Event in Brussels the Thursday before Jülich (engaging society in energy issues)6. Deliverables WP1, WP12, WP13

Meeting minutes: 1. Debriefing JülichThe meeting went very well. It was an open and flexible meeting with a good atmosphere. The sharing round at the end was proof of that participants appreciated the meeting a lot. The participation and presentation of Richard Adams was very much appreciated as well.

UniRoma1 will send the presentations of the meeting to Triarii. Triarii (Gert-Jan) will contact UniRoma1 (Nadia) about this;

The progress of the UK (UEDIN) is unclear, UniRoma1 has contact with them. Triarii will contact UEDIN (Leslie) as well.

2. Report project meeting day 1

The report of the project meeting (day 1) Triarii (Gert-Jan) sent on 11 November is agreed; The MT agreed to share minutes with the consortium on next Friday (15 November); UniRoma1 (Samuela) sends a short summary of day 2 and the morning of day 3 with the MT.

Triarii will then distribute the minutes-pack to the consortium; Triarii (Gert-Jan) resent the notes on the afternoon of day 3 (European Learning) to UniRoma1

as a reminder.

3. Format reporting for Work Packages

Format for Work Packages that Triarii (Gert-Jan) sent on 11 November was agreed by UniRoma1. Bellona (Asia) will have a look at it after the meeting and let Triarii know what they think of the format. Triarii (Gert-Jan) will then distribute the formats to the Work Packages as soon as possible.

4. MMLAP meeting at BrusselsThe efforts of the European Commission to work with the MML-projects and learn from their experiences are very encouraging. The EC wants to learn as much as possible and build on these experiences. The meeting can be seen as the start of a relationship with the Project Officers. Dionysiou Lagiou leads this group of young Project Officers. Ms Lagiou has been R&Dialogue’s contact within the EC a few times. This group (the Ethics and Gender group of DG RTD) is working hard to convey the message of Science in Society to the entire DG. In this way, we as a project can reach a big audience within the European Commission. There was a lot of exchange, positive feedback and exchange. One of the key added values of the meeting experience is that our project will have impact on DG RTD. It seems that our results will be widely used and form lessons on how to engage with CSOs.

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Beginning of next year the new projects (of Horizon 2020) will be managed outside of the European Commission, besides from several key strategic projects. It is unclear what this change will cause in DG RTD.A good example of a Science in Society project for the European Commission is the marine fisheries project that managed to get fishers to talk with marine researchers. One of the key lessons there was that dialogue takes time, listening to people takes time. Science shops1 are another way of opening up science to civil society.

Bellona (Asia) mentioned we could make a blog about the marine fisheries project. UniRoma1 (Samuela) brought the project posters. As soon as Samuela collects her notes, she will think about making such a blog;

Bellona (Asia) asked if there are interesting contacts for the European newsletter. UniRoma1 (Samuela) will share contact details of interesting persons.

5. Event Brussels (Thursday morning before Jülich): engaging society in decision making on energyHigh-level panellists (Jos Delbeke, Richard Adams). Unfortunately the people mostly spoke about policy measures and targets, not on engaging society in decision making on energy. This seems to be typical for these types of meetings.6. Deliverables WP1, WP12 and WP13

WP1: o D1.1: Initial inventory. Practically finished. UniRoma1 sends it today (12 November) to

Triarii for uploading to the EC system. WP12:

o D12.1: EU inventory: Bellona is finalising the draft of the European inventory and will send it out to the partners asap. MT offers to help where possible.

WP13:o D13.3: National Engagement strategies: UniRoma1 will send their strategy to Triarii

asap. This deliverable is then ready for uploading.

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R&Dialogue MT call 22 October 2013Time: 14:00 – 15:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final Agenda:

Poster for the 6&7 November workshop “Building Public Engagement in Horizon2020 Research and Innovation Brussels - Nov 2013”

Preparation for meeting in Jülich:

o Agendao Work on national Work Packages, European Work Packageo Presentations for project meetingo Pre-reads (Note on Horizon2020 Work Programme Energy and the Work Programme itself)

Meeting minutes:Poster for the 6&7 November workshop “Building Public Engagement in Horizon2020 Research and Innovation Brussels - Nov 2013”UniRoma1 (Samuela) has sent the MT an e-mail with notes on the poster Triarii prepared for the 6&7 November 2013 workshop in Brussels. Samuela argues for less violent texts, texts that make people feel good. Actions/notes:

Next time we should aim to talk about such an exercise, before starting to write texts Triarii (Robert) will make an update to the poster. If he has questions on the remarks, he will

call Samuela

Preparation for the meeting in JülichSome country teams still have to send their input for the Jülich meeting. Main blocks of the Jülich social process meeting (Tuesday and Wednesday) will be: national presentations, feedback, sharing, next steps.Several consortium partners commented on the work on the European level. UniRoma1 (Samuela) will send the e-mails to Bellona (Asia).

Richard Adams on 14:30 to 15:30 15:30 to 16:30 will be final round and conclusions

Bellona (Asia) proposes to make a regular newsletter to be sent to European stakeholders, this may also be a good preparation for the social process meetings. This will be a topic of discussion for Jülich. For this we will organise group work in Jülich on the desired support from the European Work Package.Actions/notes:

National presentations will be around 10 to 15 minutes. We will need to send an updated agenda to the consortium asap. UniRoma1 will make an

update tomorrow (23 Oct) and send it to Triarii (Gert-Jan). Gert-Jan will then send it to the consortium.

Triarii will send the notes on the Horizon2020 Energy Work Programme 2014-2015 and the Work Programme itself as a preread attached to the agenda. This will be a topic of dialogue at the project meeting on Monday 28 Oct at Jülich and on the other days.

Triarii (Gert-Jan) sends the Work Programme to the MT immediately.

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Time: 9:30 – 16:00Attendants: Antonio Scarafino (EC policy officer of R&Dialogue, only present in the morning), Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final Morning session: Meeting with EC policy officer (Antonio Scarafino).

Agenda:

Introduction European Commission: main goals, EC expectations from R&Dialogue, relevant network of EC R&Dialogue: content and essence, current status, updated planning Finding a shared way forward

Main findings:

Antonio Scarafino is policy officer for around 10 FP7 projects, most of them MMLs. The main topic of the projects is public engagement in research/ responsible research

It is expected that Science in Society will get a big role in Horizon 2020

Mr. Scarafino gave us the following advice in relation to the R&Dialogue project. He advises us to focus on finding partners, make a value proposition, clarify what our results will be and make concrete plans to actually achieve policy impact:

Find the necessary partners that will leverage the results (e.g. JRC, Euro-CASE, Eurocoal, Eurelectric, etc.).

o Post-meeting update: Mr Scarafino has sent us an extensive list of interesting organisations and main contact persons. Exploit synergies.

Reflect on the concrete value proposition of R&Dialogue. R&Dialogue needs both a general value proposition as a specific value proposition for specific target groups.

Make clear what the results and objectives of R&Dialogue will be, and be as concrete as possible. R&Dialogue needs to go beyond the claim that it wants to have policy impact, but operationalize this

claim: which policy (Horizon2020, specific EC DGs, energy roadmap, national policies)? What is the window of opportunity to have impact? Who do you need to contact? How (letter, telephone calls, key conferences, etc)?

o Post-meeting update: Triarii (Robert and Gert-Jan) have followed-up this action in the context of the RTD Horizon2020 Energy Work Programme 2014-2015 by writing a letter to Antonio on improving the dialogue in this Work Programme.

Afternoon session: MT meeting

Agenda:

Follow up on the discussions with Scarafino Revising the agenda for Juelich Input needed from the partners as a preparation for Juelich Timeline for uploading the project deliverables to the participants’ portal – how to speed things up Organising the process for financial reporting?

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Main findings:

The draft agenda for the meeting in Jülich has been sent out. UniRoma1 takes the following action via an e-mail the consortium: Make an update of the agenda based on information from the consortium partners on:

o Main topics for dialogueo Main findings from the interviews

From this information: main topics for the national dialogue councils

o Cross-border cooperation

Deliverables: in October and November we will need to step up our efforts regarding the deliverables. We have some serious delays, which we will need to include in the deliverables and in the reports. Each deliverable leader is responsible to get his deliverables to the MT for a check as soon as possible.

VivAgora: Triarii will cooperate with CIRED (Minh Ha-Duong) to find the best way forward. Reporting: the first reporting period ends on 31 November 2013. Triarii will make a note to main

contact persons per organisation to prepare them for the reporting and to explain the steps they can already take.

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R&Dialogue Management Team telephone conference 20 September 2013Time: 13:30-14:15Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final Agenda:

Minutes MT Meeting in Jülich Exit VivAgora Meeting Antonio Scarafino Project presentation E-mail of Melanie

Minutes of last meeting: Outstanding actions are on deliverables, the newsletter and internal reporting:

Format deliverables: UniRoma1 (Samuela) will check the format of the deliverables and draft 13.2; Newsletter: current status is that Triarii (Gert-Jan) is in the lead and hasn’t found the time to do this

yet. First draft will be made by Triarii (Gert-Jan) on 4 October 2013. Triarii (Gert-Jan) will coordinate with Samuela on the internal blog she is starting;

Project reporting: Triarii (Robert) will make a guidance document for R&Dialogue partners. Triarii (Robert) sends the first draft to the MT in the middle of next week;

Deliverables: UniRoma1 has several deliverables to complete (D1.1, D1.2, D1.3, D1.4, D1.6). UniRoma1 will close these with the MT asap.

Meeting in Jülich: Ending time on Wednesday 30 October 2013: EnergyIN (Teresa) and Bellona (Sirin) would like to

finish on 16:00. UniRoma1 (Samuela) notes this suggestion comes quite late. Triarii (Robert) suggests to start at 8:30 and end at 16:30. MT agrees to take this approach.

Exit VivAgora: VivAgora ceases to exist as of 30 September 2013. Triarii as coordinator want to offer assistance to deal with this issue. MT agrees. The first step is to clarify a few things:

VivAgora in any case needs to make the project reporting, and justify the money received. Since the organisation did in fact participate in the project’s activities at least part of the money can be justified. Are they aware they need to comply with this process?

Does the work VivAgora did justify the whole amount of the money they received? What exactly is the current status of VivAgora? And of Jean-Jacques Perrier? Does SMASH/CIRED (Minh) have ideas on organisations that may replace VivAgora?

Triarii will ask these questions to SMASH/CIRED (Minh) and check the implications on the contract.

Meeting Antonio Scarafino: Bellona (Asia) will invite Mr. Scarafino for lunch. The consecutive MT meeting will finish around 16:00, after which Bellona (Asia) and UniRoma1 (Samuela) may continue on the European Work Package.Project presentation: Triarii (Gert-Jan) has send this to the MT a while ago. Bellona (Asia) has responded, UniRoma1 (Samuela) will do this asap.E-mail of Triarii (Melanie): This regards stakeholders in bi-lateral energy cooperations. Triarii (Melanie) will be asked to wait with this until after the MT of 2 October 2013.

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R&Dialogue Management Team telephone conference 5 September 2013Time: 9:00-10:30Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final Agenda: Update on our Summer break; Meeting with Mr. Scarafino on 2 October 2013: agenda. Timeslot: 9:30 to 12:30 (depending on

availability of Mr. Scarafino), followed by an MT meeting in the afternoon. Triarii (Robert and Gert-Jan) sends a proposal to the MT for items to talk about with Mr. Scarafino:

o Triarii (Robert and Gert-Jan):

Give Mr. Scarafino grip on the project: Updated planning of project milestones and deliverables.

Give Mr. Scarafino tools to advocate our project in the EC and beyond: Send relevant documents (position paper, leaflet -bring 50 to the meeting-, presentation).

o UniRoma1 (Samuela): Establish a relationship with the EC and understand better what the EC is interested in, in relation to our project. Follow up of our meeting with Isabelle Dupont.

o Bellona (Asia): Get to know him. What kind of contacts could he bring to the table, with regard to the dialogue? Dialogue with him on the content of the project, not just the deliverables and the planning.

o MT: Wait with inviting Mr. Scarafino to R&Dialogue activities when the opportunity arises. UniRoma1 (Samuela) checks with colleagues if it’s a good idea to invite him to the social process meeting.

Meeting in Jülich 28-30 October 2013: agenda

o Project meeting: see draft agenda, Triarii (Robert and Gert-Jan) introduces the draft agenda sent 4 September 2013

o WP1: UniRoma1 (Samuela) started to talk about this with colleagues. Main focus will be on formation of national council and the issues that may arise.

o WP12: see e-mail Asia (sent 4 September 2013, 14:02). Indicative timeslot for the European WP, same as in Paris, around half a day. Invite Richard Adams who is responsible for the energy dialogue in the EESC. There seems to be a lot of common interest. MT agrees. Bellona (Asia) is asked to wait for next week (before 13 September 2013) before inviting him, UniRoma1 (Samuela) would like to discuss with her colleagues what the best time is to have him.

o WP13: make a separate slot? Triarii (Gert-Jan, Robert and Melanie) will make a proposal o MT aims to send the first draft agenda Jülich before 13 September 2013.

Triarii (Gert-Jan) makes the first draft and send this to the MT.

WP14: Triarii (Gert-Jan) sent a format for deliverables on 29 August 2013, 15:30. MT is asked for feedback

o Triarii (Gert-Jan) sends deliverable 13.2 (website and graphic design) to MT for approval

WP12: Bellona (Asia) would like to talk with UniRoma1 (Samuela) about EU Low-carbon dialogue report. They will plan a telephone call about this in the week of 9 to 13 September 2013.

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WP1: National low-carbon dialogue inventory, how does it relate to the interviews? National teams would like to get guidance on how the inventory related to the national dialogue. This will be discussed in more detail as we approach the meeting in Jülich and at the meeting itself.

WP14/WP13: Triarii (Gert-Jan) makes an internal newsletter based on phonecalls with consortium partners. Main focus of the newsletter would be to keep it internal (not for publication)

WP14: Triarii needs to make a planning with regard to (financial) reporting, Triarii will make a guidance document available before the project meeting.

Planning next MT call: 20 September 2013 13:30 to 15:00

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R&Dialogue Management Team telephone conference 23 July 2013Time: 9:00-10:20Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: finalAgenda:

Steering Committee decisions review Deliverable review Preparation meeting Jülich in October 2013 Vacations Next MT callSteering Committee decisions review

Decision 7: bigger picture and position paper completed.

Decision 8: Samuela will send documents on Demand Analysis (not an official part of the Steering Committee minutes anymore).

Decision 12: Melanie Provoost (Triarii) sent round documents, made calls with the national (and European) teams on communication. Everyone (the entire consortium) is invited to make comments on the documents Melanie sent.

Decision 16: Project meeting. Do this for Monday afternoon at the Jülich meeting.

Deliverable review

We should upload our deliverables regularly as soon as they become ready, and not wait for the end of the reporting period. We need a template for this. We need the template to fill in and use to upload deliverables to the EC system. Triarii will send the template and check and get acquainted with the EC uploading system, so that in the next few weeks we can proceed with uploading some deliverables.

1.1: Initial inventory. UniRoma1 is finalising it with a check to the partners. 1.2: Report on team and stakeholder perspectives: UniRoma1 is working on this now 1.3: Social management workshops: meeting documents are now being collected and composed for

each workshop done up to now. 1.4: Frameworks for deliverables: interviews are delayed, but information is coming in so the

framework for the European Inventory will probably be done in September 2013. 1.5: Report on social process lessons learnt: first version to be delivered in month 8, in reality it will

be somewhere in September/October 2013 1.6: Report on monitoring and verification: follows delayed processes, going to start in the Autumn,

probably the first deliverable will be completed in October/November 2013

2-11.1: formation of National Council: partners are working on this. Hopefully we can complete this before the end of the Reporting Period (November 2013).

2-11.2-4: dates not coming up yet.

12.1: European Low-Carbon Dialogue Inventory: this is part of the process and should be completed September/October 2013. MT decided to make this a Public (or at least Project) document, instead of a Restricted since it is meant to be the starting point for the development of

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the National Inventory by the National CouncilsNote: The MT will meet Antonio Scarafino in September for talking more in depth about what the EC is interested in regarding our project, as agreed with him in the telecon, dates need to be checked, possibly 16th September (Samuela to check her availability) or the week after that (except 24, 25)

12.2-4: dates not coming up yet.

13.1 Position paper, presentation, and leaflet: Presentation is not there yet, this will be done in the Summer of 2013.

13.2 Website and graphic design: this needs to be delivered with a template (like all other deliverables)

13.3 National public engagement strategies: Gert-Jan sends a reminder to the country teams that haven’t sent their public engagement strategies yet.

13.4: Printed final report: date not coming up yet.

14.1 Monitoring system: completed, but not yet delivered. 14.2 Peer review scheme: Gert-Jan will send the Peer review scheme to the MT right after the

meeting to refresh our memories. Needs to be delivered to the EC quickly. 14.3 R&Dialogue meeting documents: project meeting documents: agenda, minutes, updates on

WP14, etc. We (UniRoma1 and Triarii) need to take a moment to clarify what needs to be included within social process workshops deliverables and what within project meeting deliverables.

Preparation meeting Jülich

What time would we like to start on Monday afternoon of 28 October 2013? Start around 14:00, to around 18:00. Subjects to be discusses on project meeting:

The bigger picture General progression of the project Review of Steering Committee decisions Ask the partners for other issues to be discussed

Triarii makes a draft agenda and decides on meeting timing this week (before 26 July 2013).Social process meeting part: UniRoma1 is now making calls to the consortium partners. Partners are progressing. In Jülich we will discuss what’s coming out of the interviews and the national dialogue councils formation. Main topic: starting the dialogue. Consultation with the partners about meeting agenda will start after the middle of September 2013. Vacations

Asia: no big holidays planned Samuela: leaves end of July 2013, back officially end of August 2013 Gert-Jan: leaves end of July 2013, back 19 August 2013 Robert: 6 August to 18 August 2013

Next MT callWe need to prepare ourselves for the meeting with Antonio Scarafino, which will be in September 2013. Samuela may send a quick update and information on the social process to Mr. Scarafino. Next call: Thursday 5 September 2013, 9:00-10:30.

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R&Dialogue Management Team telephone conference 2 July 2013Time: 11:00 - 12:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: finalAgenda:

1. Methodology2. Actions before Summer break3. Other issues

1. Methodology

This wasn’t a real MT topic, but more UniRoma, Bellona and Triarii exchanging views en explanations on the methodology.

2. Actions before Summer break

To be further discussed in the next MT meeting.

3. Other issues

Next MT meeting will be on 15 July 2013 from 14:00 to 15:00. Issues, i.a.:

- Discuss the interview with Antonio Scarafino (see also minutes below)- The uploading of deliverables, the template for the deliverables

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R&Dialogue Management Team telephone conference 25 June 2013Time: 9:00 - 10:00Attendants: Antonio Scarafino (EC), Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: draftAgenda:

1. Mutual introduction of all persons at the call2. Introduction of the project and the current status3. Finding common goals of the project, EC and EC’s department you work in. How can we

achieve these goals together?4. How can we maximise R&Dialogue’s influence on EC policy?5. Other items

1. Mutual introduction:The call attendants introduced each other. Asia introduced herself (had to leave at 9:10), with the wish of scheduling a meeting with Mr. Scarafino on WP12 and the larger R&Dialogue in the near future.Mr. Scarafino: just started at DG RTD (June ’13) and currently runs around 8 to 10 projects as a Project Officer. He worked on research projects before that on research ethics, sustainability and social responsibility. He will assist us in executing the DOW and networking in the European Commission. There is some interest in the project from several parts of the Commission.

2. Introduction of the project and the current status: The year of R&Dialogue’s preparation is coming to an end. We are still working on integrating several important deliverables. The key is to organise the 10 dialogues, not to deliver reports. Mr. Scarafino noted that delays are possible, but they need to be accounted for. This can be done via a report at the date of the reporting period. Send “delay-reports” as soon as they are available to Mr. Scarafino. However, the focus should be on uploading the deliverables. Note: Reporting period ends on 13 November 2013. 3. Finding common goals of the project, EC and EC’s department you work in. How can we

achieve these goals together?We would like to set up an interface with Horizon 2020 projects, to make sure the lessons learnt are transferred as much as possible. Mr. Scarafino could really use a prospect of expected results of the project and a preliminary calendar when they will be available and usable. We need to answer what the policy issues are that R&Dialogue can help with. This is helpful for him and his colleagues to make a link with each other’s activities. E.g. the EC’s report on responsible research and innovation has a big impact at the EC at the moment. Mr. Scarafino will send the report (update: http://ec.europa.eu/research/science-society/document_library/pdf_06/options-for-strengthening_en.pdf). Samuela notes that in R&Dialogue, apart from deliverables, we are establishing an experience in which the EC can partake. This can be done by dialogue with the EC, where we can share what we are learning. Samuela proposes to arrange meetings with the EC on this. Mr. Scarafino is interested and would like to schedule such a meeting after the summer break.That way we can establish the link. Mr. Scarafino needs information to distribute to his colleagues the relevant information. We need to hit the right cord and tap into what the EC is already doing. 4. How can we maximise R&Dialogue’s influence on EC policy?Mr. Scarafino offers the EC network and related activities. We need to give Mr. Scarafino insight in our European activities. Asia will be the key linking pin in this regard. Bellona is interviewing European

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http://ec.europa.eu/research/science-society/document_library/pdf_06/options-for-strengthening_en.pdf

R&Dialogue MT log

stakeholders and could use help on this. Asia sends a current list of European contacts to Mr. Scarafino for review. In the EC, Mr. Scarafino will have a talk on the 22 July 2013 with Mr. Domenico Rosetti-Valdalgo, who is working on the energy economy in the low-carbon society. This could lead to an extra set of relevant contact in the EC and around the EC.Mr. Scarafino would like to receive executive summary of ZEP (Triarii will send this), CO2GEONET (UniRoma1 will send this).

5. Other issues

Mr. Scarafino would really like the Coordinator to be present at meetings in Brussels, since the Coordinator is the main contact person for the Commission.

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R&Dialogue Management Team telephone conference 20 June 2013Time: 14:00 to 15:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final (comments Samuela included, comments replied to)Agenda:

Steering Committee meeting decisions walkthrough Telephone conference with Project Officer Antonio Scarafino Other items

Steering Committee meeting 27 May 2013Walkthrough of minutes and key decisions: There is some disagreement on what we exactly decided in the Steering Committee with regard to explaining the interview approach and ETA and DA methodologies to stakeholders. Decision 8: The text revised by Samuela will be the new text of this decision. The decision is that

UniRoma and the national WP-leaders will find a good explanation of the R&Dialogue methodologies together.

▫ In this context: there will be another call to discuss R&Dialogue methodologies in more detail: Robert gone from 3 July to 9 July 2013. A call is scheduled on 2 July 2013 in the morning (11:00-12:00). However, this will not be minuted in the Steering Committee minutes.

Section 3b: Text as stated is kept, Samuela’s and Asia’s remarks will be integrated Section 3d: Footnote to be deleted Decision 18: The old text is maintained and attributed to WP13 (instead of WP14/Coordinator as it is

now Section 3e/ Decision 19: Copied & pasted is included for reference. Original text to be maintained Section 3f: Original text to be changed to a text without stating explicit decisions.

▫ In this context: the MT will need to take up the process of possibly amending the DOW texts. This will not be minuted in the Steering Committee minutes. This will be on the agenda of the next MT meeting or call.

Telephone conference with Project Officer Antonio ScarafinoTo be scheduled on Tuesday 25 June 2013 9:00-10:00.

Other itemsNext MT call: will be scheduled at the end of the 2 July 2013 call.

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R&Dialogue Management Team telephone conference 14 June 2013Time: 14:00 to 15:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final (comments Samuela included)Agenda of this call:

- Paris meeting and actions - Steering Committee meeting minutes and actions- Jülich meeting. Date and agenda

Paris meeting and actionsTriarii (Gert-Jan) sent a draft list of key decisions and actions of the Paris meeting to the MT on 12 June 2013. Samuela noted she was surprised for receiving this, since Samuela is also working on minutes of the meeting.

Samuela sends her view and remarks on the draft list of Triarii and expects Triarii to reply soon. Samuela will then send out the draft minutes of the Paris meeting to the consortium next week (21 June 13 at the latest).

Triarii and UniRoma1 will coordinate these activities regarding workshops better in the future.

The Paris meeting was productive, informative and thus useful. The group work went well. The bigger picture also was discussed throughout the workshop in Paris.

The role of MT in the next workshops is broadened to focus on the project meetings, starting at the meeting in Jülich.

Steering Committee meeting minutes and actionsTriarii sent draft minutes to the consortium a day after the Steering Committee meeting. The draft minutes mainly reflect what the outcomes of discussion were, and the main decisions.

Asia and Samuela gave their views and remarks to the minutes. Samuela added her notes on what was discussed.

Triarii and Asia will send their comments on this new draft to Samuela. Triarii will then try to send out the final SteerCo minutes to the consortium as soon as possible.

Remarks on the decisions: Decision 3: start the meetings with bigger picture, and discuss throughout the workshops (and

project) Decision 8: is UniRoma1 going to make a tailored note for country teams that need it? Or a general

note that’s relevant for all country teams? Triarii will come back to how this is best solved. (This is to be continued in the following MT telephone conference)

Jülich meeting. Date and agenda (and where does the project meeting fit in?)Preliminary date for the Jülich: social management workshop on 29 & 30 October 2013. The project meeting will be on 28 October in the afternoon.

Triarii (Gert-Jan) will check with Jülich (Andrea) if this is still possible for her institution.

Any other businessNext MT telco Thursday 20 June 2013 14:00 to 15:00

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R&Dialogue Management Team telephone conference 30 May 2013Time: 9:00 to 9:40Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Hans Modder, Gert-Jan van der PanneStatus: finalAgenda of this call:

- Preparation of the Paris meeting 4 & 5 June 2013- Any other business

Paris preparation: - WP14: WP14 presentation will include a short report the Steering Committee meeting and an

update of the dashboard. The report will be based on the draft Steering Committee notes Gert-Jan sent Tuesday 28 May 2013. This is planned at the beginning of the first day. Part of this is a talk on the bigger picture. Time: 15 minutes;

o The MT needs to agree on the notes of the SteerCo before we talk about this in Paris;o Samuela and Asia will check and give feedback today and send it to Robert;

- WP12: Asia will prepare a 10-min presentation as everyone else at the beginning and on the second day address the issues that were mentioned during the telco on 29 May 2013;

- WP12: Samuela has around 4 hours reserved for WP14, also including group work on dialogue on the European level; exact timing and division of tasks will be set in the agenda prepared by UniRoma;

- WP13: Triarii makes a presentation on WP13: communication activities;- Triarii, as leader of WP13-Communication, will coordinate with UniRoma so to identify

messages useful for stakeholder involvement during the session on stakeholders engagement.

Any other business:- Minh of SMASH/CIRED has confirmed to be fully prepared on the Paris meeting and will let us

know if he needs anything from us;- Following the SteerCo decision on sharing MT notes/ actions, we propose this process:

o Gert-Jan (or someone else if necessary) sends draft notes to MT for revisions and agrees with MT on the final version

o Gert-Jan puts notes on the WP14 part of the ‘downloads’-page on the websiteo Gert-Jan informs the consortium that new notes are available, with a short introduction

on the most important findings of the MT

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R&Dialogue Management Team telephone conferences in March, April and May 2013Time: variousAttendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: finalSteering Committee preparatory MT telephone conferences MT had additional telephone conferences on the following dates:

20 May 7 may 30 April 26 April 6 April 26 March

These telephone conferences were aimed at preparing and discussing the Project Review and the Steering committee meeting of 27 May.No minutes were made, since the focus was on co-creating the needed documents. Documents resulting from these MT meetings were sent to the consortium:

Project Review questionnaire Project Review analysis/ clustering Steering Committee meeting prereads:

o Steering Committee meeting agendao Project Review clustering/ main issueso Options/ MT view on main issues

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R&Dialogue Management Team telephone conference 4 April 2013Time: 9:00 to 11:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final (comments Asia included)Agenda of this call:

- Project review- Any other business

Project reviewRobert sent a document with all the submissions of the project review on 3 April 2013. Bellona (Asia) and UniRoma1 (Samuela) both had some time to quickly look through the remarks. Triarii (Robert) will call the organisations that have not replied yet. Bellona will chase NIVA and ZERO. For CIUDEN Triarii will ask Sandra Ramos, instead of Lionel Loubeau who has left the project and has been replaced by Iñaki Alvarez.

The process from this to the Steering Committee: based on the points below, make several clusters of comments, discuss these in a separate telephone conference and start working on the Steering Committee meeting agenda.

The points raised in the project reviews:

Bellona: - Improve (adjust) timeline- Request for explanation of methodology- Enhance the decision making process- Partners are now getting a common understanding on project development on action, gaining

speed and starting to see tangible result

CERTH: - Goals can be reached- We’ve had quite some delays. In those cases it would be better if the Project Coordinator is

able (and mandated) to make ad hoc decisions in the project. - Improve time management, keep strict timeline- Teleconferences: shorter, only focusing on issues, not for business as usual

CGS: - Quite happy at the moment- Current common understanding is good

CIRED/SMASH: - We are going to reach our goals- DOW in contract imperfectly reflects the input in contract preparation phase- More clarity on financing/ communications budget- WP1 and interviews is taking an unexpected big part of the effort- Propose to limit the amount of themes to be discussed, and handle them in a sequential way

EnergyIN: - The project will reach its goals- We are finally moving forward in the development of the activities- We haven’t had the chance to discuss the project beyond the immediate actions. We need a

“bigger picture” for the projecto The actions following the interviews are unclear, and their impact on the rest of the

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- We need more, better leadership, Project Coordinator needs to be present at consortium meetings

Jülich:- Doubts about whether we are going to achieve the goal, unclear project goal- Concerns over delays, deadline. We need to review our planning: develop a new, updated and

realistic timeline- Better understanding of the project methodology; redefined input of Juelich for WP1 from

collaborators to support- We need a better understanding of the bigger picture in the project- Finances of the project: is the current budget sufficient for the activities to be carried out- More attention to the online activities- More attention for the Responsible Innovation approach

LNEG: - No deviations on the progress of the work, objective will be reached- We need a communication strategy to make use of the communication resources. Better use of

website, more updates.- Discuss and present the European dimension of the R&Dialogue project, more time for this in

the consortium meetings- Dialogue inside consortium, different realities within the project- Role of the Project Coordinator. Also in dissemination (“more communication”)- Project Coordinator needs to remind us the overall goals and their importance, the bigger

picture

Triarii: - Imbalance in our attention for the dialogue, between the emotional side and the rational side:

more attention to the rational side via the Responsible Innovation approach- Improve the decision making capabilities of the project, preferably of the MT. This needs a

change in the consortium agreement(Triarii and UniRoma1 will schedule a separate call to clarify these points)

University of Rome:- Project is now progressing, taking form, which is the result of all the work that has been done

together. There is still a lot of work to do in explanation, e.g. the different roles, tasks and responsibilities of the project partners

- Develop a common understanding of the project, the methodology and the timeline- Let people work and follow the project without interferences, maintain confidence in the project.

Refer to the DOW to keep focus- Collaborating, working together, is key in this project- Clarify the issues surrounding the communications budget- Certain interferences can impact the project, we need to take this into account before we make

the interferences- It’s necessary to not ask for detailed agendas, but ask for room for what you would like to

discuss(Triarii, UniRoma1, -and perhaps Bellona- scheduled a separate call/ e-mail contact to clarify these points. On Saturday morning 10:00 6 April 2013)

Samuela is in Venice the week 8 to 12 April 2013. Robert is on vacation from 11 to 24 April 2013. Asia is gone from 26 April 2013 to 13 May 2013.

The analysis of the points above and the process of categorisation will be done via e-mail.

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A possible date for the Steering Committee is 22 May 2013. CGS, UEDIN and BRGM are not available. Triarii will contact them to see if any people are available on the 22nd.

Any other business

Position paper and presentation:- Link it to the leaflet- Make it more interesting for people outside the project- What is the main message and who are we talking to with this material?

The documents and transcriptions from the Lisbon meeting will be completed next week and will be a basis for improvement. Triarii (Gert-Jan) and UniRoma1 (Samuela) will schedule a separate call on this after these Lisbon files have been published.

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R&Dialogue Management Team telephone conference 26 March 2013Time: 9:45 to 11:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final (comments Asia and Samuela included)Agenda of this call:

1. Project Review / Steering Committee meeting2. Process position paper, project presentation3. Meeting 4 in Paris, milestones4. Meeting 5 in Jülich, 2 or 3 days5. Update on WP12

1. Project Review / Steering Committee meeting: Extend the deadline to 2 April 2013 for the 10 organisations that haven’t send their Project Review yet. Project Reviews received after 2 April 2013 cannot be taken into consideration, which we will also state in the reminder e-mail to be sent out today (26 March 2013).Triarii will send the collected Project Reviews to the MT on 3 April 2013. The telephone conference to discuss the Project Review outcomes is planned at Thursday 4 April 2013 from 9:00 to 11:00.

The Doodle-dates for the Steering Committee meeting will be 24 April 2013, 20-24 May 2013, 27-31 May 2013. Triarii will send this out today (26 March 2013). 2. UniRoma1 and Bellona will have a look at the position paper and project presentation and send comments. After those comments the MT will agree on a process towards finalisation. Consortium will be asked for updates and revisions.Triarii will make a proposal for an updated position paper, project presentation and a proposal for the accompanying e-mail and process. 3. UniRoma1 will ask the consortium for input on the agenda of Paris before Easter (29 March 2013). The main topics during Paris will be the interviews with stakeholders, approach and strategy for the stakeholders, and formation of the National Dialogue Council. Triarii will need some time during the Paris meeting to talk about the outcomes of the Steering Committee meeting. UniRoma1 should be included in the organisation of the Paris meeting. Triarii agrees and will put UniRoma1 (Samuela) on CC on every important e-mail on this.4. We send out a request about partners availabilities for the Juelich meeting in Lisbon and we will decide later on the precise length of the meeting, when we see the availabilities, aiming at a 2 days meeting but taking into account it might be longer, for instance for MT members or joint work of some WPs.Triarii will send out today (26 March 2013) a Doodle poll to check availability in the last 2 weeks of October 2013. We aim to decide on the form for the Jülich meeting during the Paris meeting.

5. Bellona (Joanna) is working on the WP12 European Inventory report, she will send a first version of it to the consortium this week. This is in part based on a summary of the national Initial Inventories. Since the Initial Inventory D1.1 is not yet finalised, Triarii will liaise with Bellona (Asia) and build on the summary she has made to develop the final document.

Triarii will send this document to UniRoma1 on 3 April 2013. UniRoma1 will review the document the week after. Around 15 April 2013 the deliverable 1.1 should be ready for submission, UniRoma1 and Triarii will be in contact to verify this.

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R&Dialogue MT log

R&Dialogue Management Team telephone conference 11 March 2013Time: 16:00 to 17:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final (comments Asia and Samuela included)Agenda of this call

- First feelings on the Lisbon workshop- Decisions and actions following the Lisbon workshop- Website downloads section

Feelings on Lisbon workshopSuccessful and productive meeting. Received useful feedback. Partners left with a feeling they knew what needed to be done. Presentations on national perspectives were received very well. Agenda structure worked well.

Group work gave a lot of interesting insights. Everyone worked well together.

Some areas of uncertainties remain, which hopefully will be clarified when the consortium partners start the follow-up activities.

Lessons: - Partners appreciated to have time for national presentations. The focus of meetings will lie

more and more on presenting and sharing on the work done on national level, this was limited up to now due to the need of giving time to preparatory activities;

- A first day from 8:30 to 18:30 was quite long for some people. Perhaps a 2,5 day meeting? Or announce well in advance it will be 2 quite long days?

- Perhaps give conclusions/main findings for each part of the day. This will be done via e-mail after the meeting (after workshop documents).

Decisions and actions following the Lisbon workshopTriarii sent a list of decisions and actions. Additional points for this list:

- Triarii makes a detailed list of the project review - Triarii sends a Doodle for the Steering Committee meeting, keeping in mind we need to have

enough time to analyse what comes out of the project review. And keeping in mind the following time constraints:

o Bellona (Asia) not available after 25 April 2013;o UniRoma1 (Samuela) not available between 7 and 12 April 2013;o Triarii (Robert) not available between 11 and 23 April 2013.

- Triarii (Gert-Jan) updates the list and sends it to Bellona and UniRoma1 for check and approval.

Website downloads sectionTriarii talks to Mattmo to re-organise the downloads section, per WP.Agreed was to schedule the next MT call on 26 March 2013 from 9:00 to 11:00. Main topic of the call will be the reactions to the project review.

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R&Dialogue Management Team telephone conference 4 March 2013Time: 9:00 to 10:15 CETAttendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: finalTopic:Presentations for the R&Dialogue meeting on 5 & 6 March

The MT had a talk on the presentations for the R&Dialogue meeting of 5 & 6 March 2013.

On the WP1 presentation:- Triarii (Gert-Jan) noted he likes that the national Work Packages are made aware that they

need to make the WP1 support work within the realities in their countries. The national WPs have to get to work on this;

- Triarii (Robert, Gert-Jan) missed a clear action list, timeline in the WP1 presentation. In other words “a call for action”;

- Advice for WP1 is to clearly explain Demand Analysis;- UniRoma1 (Samuela) will update her presentation.

On the WP12 presentation:- Triarii (Gert-Jan) noted he would also prefer to have an action list and timeline in this

presentation;- Bellona (Asia) will update her presentation.

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R&Dialogue Management Team telephone conference 28 February 2013Time: 9:00 to 10:15Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: finalAgenda of this call

1. Steering Committee

2. Project review

3. The Lisbon agenda

1. Steering Committee: Samuela talked to Simon and others and sees a Steering Committee may be relevant to the project. In the Lisbon meeting presentation on WP14, we can announce the following:

- There have been some discussion in the MT and other groups in R&Dialogue, which hasn’t been transparent;

- There are different views on what happened;- We therefore suggest the following process:

o Organise the project reviewo Input from all partners before 25 March 2013o The Steering Committee meeting (based on this project review) will then be organised

middle of April 2013 (week of 15-19 April 2013)

2. Project review: Samuela proposes that the project review is to follow these five points:- Work progress in the tasks the partners is involved in (what has been done)- What hasn’t been done

o Why?o What difficulties?o Possible corrective measures?

- Other observations on the project and how it is developing- Suggestions and requests in order to improve the implementation of the project

Triarii and Bellona will have a look at these questions and if relevant propose certain changes based on their own view of the project review.

Action: Triarii and Bellona send their comments on the project review questions today (28 Feb ’13).

3. The Lisbon agenda: Samuela received quite some input on the Lisbon agenda. However, the structure of the meeting as send in the draft agenda seems to be attainable. The topics for the WP1 parts of the Lisbon-meeting will be (depending on time available):

- Work on the interviews- Work on Responsible Innovation or a similar concept of social responsibility and its place in the

dialogue/ the project- Check the assumptions of project partners on why R&Dialogue is necessary- What is a dialogue? When is a dialogue successful?- The inventories of task 1.1 and Minh’s suggestion of a presentation

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- Constraints within institutes (e.g. related to hierarchy, organisation structure and rules/ codes of conduct) and what it might mean for the project

The agenda in Lisbon will be quite full, so Hans is instructed to manage the morning part of the first day very strictly.

Other parts of the consortium meeting in Lisbon:

Triarii needs 30 min (15 min presentation, 15 min questions) on the WP14 presentation.

Action: Robert/Gert-Jan sends their WP14 presentation today (28 Feb ’13)

Action: Asia sends today (28 Feb ’13) or tomorrow the WP12 presentation

Action: Robert/Gert-Jan sends today (28 Feb ’13) the WP13 presentation

Prereads will probably not be ready before the meeting, so it doesn’t seem to make sense to send them.

Action: Samuela aims to send an updated agenda today (28 Feb ’13).

Action: an MT call on Friday morning (1 March 2013) 8:30 is set up to talk about all actions above.

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R&Dialogue Management Team telephone conference 20 February 2013Time: 10:00 to 12:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der LandeStatus: finalAgenda

1. The Lisbon agenda

2. Project review

Lisbon agenda:

- Samuela explains that the meeting in Lisbon is a WP1 social process workshop: in this project we have a number of Social Management workshops and when we wrote the proposal it was agreed that to avoid additional workshops, project meetings would be hosted when Social management workshops would take place. We have included project meetings in the workshop in the WP14 slots of time, if we think we need a more substantial project meeting it can be done but we need to clarify what for.

- Robert and Asia see it as partly a consortium meeting, partly a social process workshop.

- Robert proposed a compromise: keep the agenda as it is but under the flag “consortium meeting/social process workshop”. The WP1 part to be chaired by Samuela, the other part by project coordinator. Samuela does not accept this. Samuela thinks it is important to be clear that these are Social Management workshops, it corresponds to the work to be done, as planned and described in the DoW.

- MT failed to reach an agreement on the topic.

Project review:

- The discussion was held as a follow up to the proposal for a project review as presented by Robert at the previous MT call. Samuela, Asia and Robert each submitted emails with their views as preparation and gave additional explanation.

o Samuela underlined that the lack of dialogue and of respect of the different roles and functions of different WPs in the consortium make it very difficult to do the work and are the cause of many of the problems that we now face. She adds that the lack of collaboration and respect of different functions has tripled the work for her team.

o Robert in his email writes that WP1 is trying to take control over the other Wps. Samuela explains that this is a misunderstanding, since WP1 is a service WP for the other WPs and what makes this project innovative.

o Robert says that Wp1 is “taking away the freedom” of the partners and telling them what to do but some don’t understand and have different needs.

o Samuela thinks that there is another big misunderstanding concerning the “freedom” of the partners, as if something arbitrary was being asked to them; of course if the coordinator cultivates the complaints of the partners instead of supporting the work to be done wrong views are bound to develop.

o Joanna thinks that arbitrary is the word referring to Samuela positions.

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o Robert says that the partners asked for a clear distinction between WP1 and the other WPs hence Hans proposed an agenda with a clear place for the WPs after the meeting in Rome.

o Samuela remarks that there was no sharing or discussion of the agenda and that private conversations or phone calls to the partners are not a correct way to proceed. She asks Robert whether he recognizes that he has drawn conclusions on what is happening in the project without a proper process of sharing with the partners. She says she keeps hearing him saying that WP1 did not support the partners while she thinks this cannot be said since WP1 sessions in Rome were either interrupted or cancelled; the session on communication messages which was the only one performed worked very well, so when we are allowed to do the work, it works. In reply: Robert believes that it is the task of coordinator to understand how consortium partners feel about the progress of the project and that it is therefore quite normal for coordinator to have bilateral discussions with project partners.

o Joanna underlines that in her view the Rome meeting failed to deliver due to lack of sufficient organisation, belated agenda, agenda not discussed with the partners,. She believes that the MT cannot ignore the voices of the consortium members and that their concerns have to be treated seriously.

o Robert underlined the need for a steering committee meeting in which as a minimum two topics should be presented

Responsible innovation as a framework, additional to the work at the emotional level

The lack of decision making power by MT

o Samuela says that: Responsible Innovation is one of many things that we could take into account later in the project. We have a context in this project where it was appropriate to discuss responsible innovation, we have done that and we have decided not to go ahead. At this moment what is really urgent is that we all understand what the focus is and avoid distracting people. Samuela asks the coordinator how we are going to manage this project if he doesn’t recognize the role of the different contexts and keeps discussing things in private conversations, how can the partners understand how to work together? She says she has no problem with Steering committee meetings, but she asks for the objective of the meeting to be clarified. Decisions which regard the work to be done in the Wps need first to be made by the partners in the WPs, not by the governing bodies.

o Robert replies that the conversations were done with everyone and that UniRoma refused to have such a conversation. Samuela replies she could not refuse since UniRoma, who should have been the first one to be called, instead was never called. She says she learned post factum that such phone calls had been going on, to which Robert disagrees.

o Joanna says that the partners are not children and repeats that the MT needs to address their questions and uncertainties with due respect and diligence.

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o Samuela says it’s not the role of the Steering Committee to decide on the work to be done in the WPs, unless there are problems with partners not doing their work.

o Robert will check the consortium agreement and report back.

o The coordinator suggests that a Steering Committee meeting is held two weeks after the Lisbon workshop. The teleconference is concluded without making any precise decision.

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R&Dialogue Management Team telephone conference 13 February 2013Time: 13:30 to 14:30Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Hans Modder, Gert-Jan van der PanneStatus: finalMain topic: the Lisbon consortium meeting2 points:

1. Who’s in the lead on the meeting

2. Add extra methodology into the project

1. Triarii is afraid to repeat in the Lisbon meeting a difficult consortium meeting as we had in Rome. Triarii proposes to have a talk with the consortium about what we have learned from the Rome meeting and how we have improved and how we will improve further? Main points:

a. Triarii would like a management block (for WP14 and the few points on communications WP13) at the start of the meeting, from 9:00 to 10:30. Triarii will propose their views on this to the MT.

b. UniRoma1 and Bellona agree, but would like to be involved in the development of that block. The process:

i. First, the MT will share their views on the Rome experience in writing (short, a few paragraphs) and send it to each other before Monday 18 February 2013 end of the day.

ii. Secondly, the MT will talk about this on 20 February 2013 on 10:00 in a telcon that Triarii will set up.

2. UniRoma1, UEDIN, FZ Juelich decided not to implement yet an extra methodology such as the Responsible Innovation approach. This may be an option further on in the project.

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R&Dialogue Management Team telephone conference 4 February 2013Time: 9:00 to 10:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: finalMain topic: the Lisbon meetingWP14:

- 14.1: Dashboard to go out this week, to be filled in by WP leaders.

- 14.2: Next call: Wednesday 13 Feb 2013 on 13:30.

- 14.3: Triarii Robert makes proposal for project review this week.

- 14.4: 2 day meeting. Lisbon agenda to draft based on input from the consortium, during the WP1 call of Thursday 7 Feb 2013. Triarii (Robert) and UniRoma1 (Samuela) will have a call on the Lisbon agenda on Monday 11 Feb 2013 11:00. In that call, the draft agenda is completed and sent to the MT. Final discussion on the Lisbon agenda will be during the MT call of Wednesday 13 Feb 2013. After that call the draft agenda is sent by Triarii (Gert-Jan) to the consortium.

- 14.5: Financial loose ends, to do this week by Triarii (Robert).

WP13:

- 13.1: Triarii (Gert-Jan) sends leaflet today (4 Feb 2013) to the MT. Once we have agreement, Triarii (Gert-Jan) sends it to the consortium for review.

- 13.2: Website: 148 visits, mostly from the Netherlands. Germany, Norway and Belgium are next in the list of RnDialogue.eu visitors.

- 13.3: Public engagement strategies, Triarii (Robert) will contact Gijs for the status.

- 13.4: Dissemination: of later concern.

WP12:

- 12.1: Working on summaries of IIQs.

- 12.1: Working on key technologies reports. Samuela will discuss her comments to the proposed outline on Tuesday when she is in Brussels

- 12.2: Bellona (Asia) has sent out the draft for the European report and for thought on European stakeholders.

WP2-11:

- 9.1: Bellona (Asia) is not sure if ZERO (Camilla Svendsen Skriung) has responded. Asia checks.

WP1:

- 1.1, 1.3: UniRoma1 (Samuela) is coordinating. Next Thursday (7 Feb ’13), there is a WP1 call scheduled.

- 1.2, 1.4: Social team are in ongoing talk on the approach. Another telcon is planned for this week.

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R&Dialogue MT log

R&Dialogue Management Team telephone conference 21 January 2013Time: 14:00 to 16:00Attendants: Samuela Vercelli, Asia Ciesielska, Robert van der Lande, Gert-Jan van der PanneStatus: final (revisions Samuela included)Topics of conversation and main questions/agreements:Agreed to talk about the tasks for each WP, starting with WP14 (Project management)WP14:

- 14.1: Monitoring system/dashboard: For internal use, Triarii will send this to WP leaders beginning of February 2013. With a request to WP leaders to fill it in, providing when necessary a qualitative (short) explanation in the “remarks” column;

- 14.2: MT telephone calls: For the immediate future MT agrees to hold bi-weekly MT calls. Later this will be reviewed. The time for the next MT calls will be agreed on during the call. Next MT call: 4 February 2013 9:00.

- 14.3: Project review: Triarii (Robert) will send a draft questionnaire to MT members before 25 January 2013 to be discussed at the next MT teleconf, keeping the following in mind: keep it short, get constructive feedback (not only complaints) on both what is working and how we can improve what is not working, get information on both the DOW as the R&Dialogue cooperation.

- 14.4: Meeting documents. There seems to be some overlapping between WP1 and WP14 deliverable. Point for thought.

- 14.4: The next consortium meeting will be in Lisbon. It is agreed to keep it as a 2-day meeting, too late to change and should in any case be sufficient with a good time planning. (we already decided in the WP1 telconf Uniroma/Triarii that we would together make a proposal for the agenda, this is not a task for MT but of course we can discuss it in the MT once formulated)

- 14.5: Triarii (Robert) finalises the financial loose ends in the coming weeks.

WP13:

- 13.1: Triarii (Gert-Jan) sends draft leaflet, position paper and presentation to MT end of January 2013.

- 13.2: Website: Triarii (Gert-Jan) will update the blog picture to a consortium picture. Next MT we will talk about the website statistics.

- 13.3: Public engagement strategies: Need to better understand about the criteria for the support to public engagement strategies along the project and availability of the expert. Triarii (Robert) sends role and days for all R&Dialogue consortium partners.

- 13.4: Dissemination: of later concern.

WP12:

- 12.1: Bellona (Asia) is drafting the European point of view, based on IIQ summaries. These summaries are to be checked by each WP leader to avoid mistakes/oversights.

- 12.1: 5 key technologies reports: drafts ready by 20 February 2013, as proposed by Asia. To be completed by month 11 (April 2013). Updated when the country teams are ready and after that on the European level. Bellona (Asia) has taken the lead.Bellona (Asia) sends the format for these reports to the MT.

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- 12.1: Needs a timeslot for discussion at the next consortium meeting (Lisbon)

- 12.2: Bellona (Asia) sends an e-mail to the R&Dialogue consortium with questions on the European level: which European stakeholders to get involved? What would be key arguments? Etc.

WP2-11:

- 11.1: IIQ UK ready? Triarii (Gert-Jan) will check if we have the final version.

- 9.1: Triarii (Robert and Gert-Jan) will contact ZERO to check their level of involvement in R&Dialogue, since ZERO hasn’t been responsive.

WP1:

- 1.1, 1.3: UniRoma1 (Samuela) is coordinating.

- 1.2, 1.4: Challenges with the social team are now being resolved, with an emphasis on who does what and on clarifying the work itself. The work now seems to be delayed because of these challenges. The team is now cooperating to get out of a difficult situation towards better cooperation.

Next call:

- Main topic will be the Lisbon meeting.

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R&Dialogue Management Team telephone conference 26 October 2012Time: 13:00 to 14:00Attendants: Joanna, Samuela, Gert-JanStatus: final Topics of conversation and main questions/agreements:DP= Decision PointIP= Information Point

1. Next MT conference

- DP: MT to meet in Brussels in the week of 12 to 16 November 2012. This depends on the planning of another meeting UniRoma has in Brussels and the availability of Joanna, Robert and Gert-Jan

- DP: This will be decided via e-mail. If possible, meet with Isabelle Dupont and Gijs Dröge on the same day.

- DP: Samuela or Salvatore will let us know the date of UniRoma’s meeting.

2. Samuela’s interview round

- IP: All interviews are done, UniRoma is now transcribing the interviews for analysis. Results will be available on organisation and national team level.

- IP: FZ Juelich and University of Edinburgh were mainly involved in setting up the interview protocol, and University of Edinburgh did a few interviews

3. The workshop in Rome:

- IP: Samuela would like to take the lead in planning the workshop, Gert-Jan prefers to divide the day and have all important WPs prepare their own part.

- DP: to have Samuela collect what WPs want to present at the workshop. She will then make a proposal to be discussed at the MT meeting in November for finalisation.

- DP: Samuela will try to finalise booking of the workshop Room today (26 Oct 12). In any case it will be in the centre of Rome.

- DP: Samuela proposes to organise a dinner, an opera visit, and maybe some more. She will send the consortium an e-mail on this.

4. Business cards:

- DP: To include the EC/FP7 logo on the business cards, Gert-Jan will let Mattmo know, also: include the word “project” in the function

5. E-mail list:

- DP: Gert-Jan will take Isabelle out of the e-mail list and send it to the MT.

6. Initial Inventory Questionnaires (IIQs)

- DP: Triarii to send advice on IIQs per country team;

- DP: Talk about IIQ criteria and follow-up actions on next WP meeting

7. WP12: European learning

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- DP: Samuela and Asia to talk about connecting WP12 with WP1.

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R&Dialogue Management Team telephone conference 15 October 2012Time: 9:00 to 10:00Attendants: Joanna, Robert, Gert-JanStatus: final (remarks/reactions Samuela in separate e-mail) Topics of conversation and main questions/agreements:

1. Samuela’s interview round:

- How is it going?- Cooperation with FZ Juelich, Edinburgh University, task 1.2- Will we get the results? When?

2. Triarii’s progress

- All initial inventory questionnaires are received, with the exception of University of Edinburgh- Working on initial inventories, our aim is to give a first feedback on the initial inventory

questionnaires- Share with MT and then discuss- Progress of national teams

3. MT (Management Team)

- Regular calls need to be part of the workstream again. - Call with project team on 24 Oct at 9:30. Gert-Jan will send the invitation to the R&Dialogue

project team members today (15 Oct 2012)

4. R&Dialogue workshop 2: Rome

- Location of the meeting?- Proposed outline of the programme: 1 part on social process, 2 on national wp’s, 1 on

communications/project management- Workshop-style, working together in small teams.

5. Communications, status

- To be finalised and sent to the consortium:o Leaflet texto Website and related material

- Slogan “R&Dialogue: Building a low carbon future together”

R&Dialogue Management Team telephone conference 9 July 2012Time: 8:30 to 9:40Attendants: Eivind, Joanna, Samuela, Robert, Gert-JanStatus: final Topics of conversation:

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1. Postponing 2nd R&Dialogue consortium meeting

2. Remarks from the MT on the initial inventory

3. Other points

1. Robert asks Samuela why the 2nd R&Dialogue consortium meeting needs to be postponed. Is it unavoidable and has everything been done to avoid this? Samuela assures this is unavoidable given the work she needs to do and the summer break that makes it impossible to get it done in time. Robert and Eivind trust Samuela in this and agree to postpone the meeting to November 2012, but note this does impact the stability and predictability of the project and the credibility of the MT. Similar changes need to be avoided in the future. The change will be facilitated with a Doodle poll by Triarii. Samuela checks if the month of February 2013 for the 3rd R&Dialogue consortium meeting does hold up. Agreed: To postpone the 2nd R&Dialogue consortium meeting. Triarii will send out a Doodle poll after Samuela has checked the tenability of the 3rd meeting in February 2013.2. Robert has made some general remarks on the initial inventory via e-mail. As have Joanna and Eivind. Samuela will include into the initial inventory the remarks she thinks are valuable and usable. Generally the request is to focus more on the dialogue and less on the technologies. Eivind notes that he would like the initial inventory to be as much as possible a basis for WP12 (European learning). He explains it is important, for the European Inventory to have comparable information for all countries. Samuela says the format for the European Inventory will be developed based on work on the social process, the need to have comparable information for all countries will be one important aspect to take into account. She will confirm before the next call when the format for the European Inventory will be established. Samuela will check all the comments received and if necessary will call Robert, Joanna and/or Eivind for further explanations.All efforts will be made to deliver our promise of sending out on 10 July 2012 the initial inventory for comments to the national team leaders. Agreed: Samuela calls Robert and Joanna/Eivind to talk about their comments on the initial inventory. She will then send out the initial inventory to the national team leaders, if at all possible on 10 July 2012.3. Agreed: Next call is on 18 July 2012 from 14h to 16h. This is in line with Samuela’s remark that we need to take sufficient time for our phone calls.

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R&Dialogue MT log

R&Dialogue Management Team telephone conference 5 July 2012Time: 9:00 to 10:00Attendants: Eivind, Joanna, Samuela, Carmen, Robert, Gert-Jan, MelanieStatus: final Topics of conversation:

1. The questionnaire for the initial inventory:a. Fundamental point about the questionnaire;b. The link between background documents and the questionnaire;c. The place of public consultation processes in the questionnaire.

2. Rescheduling of the 2nd workshop1a: Robert notes a fundamental point about the questionnaire for the initial inventory. He would like a more holistic approach towards understanding the dialogue and a smaller focus on the LCTs. Eivind asks for more focus in the questionnaire, we need to be very clear/specific in what we ask and what we expect from the participants. Agreed: Robert and Eivind are asked to send their remarks to Samuela, who will include them in the next draft. Concerning the focus Samuela explains that the questionnaire is a tool in a dialogue. Partners will be involved in finalising the questionnaire, this will help check if there is something unclear. And subsequently there will be interaction on what they will provide, with the possibility to improve, add on, if necessary.If it’s possible this next draft is sent by Samuela for comments to the participants on 10 July as agreed. If this proves impossible, this will be postponed accordingly.1b: Eivind has e-mailed the Management Team (MT) several background documents. Other background documents may be sent to Samuela. We need to strike a balance between being informative with a few documents and being exhaustive with a lot of documents.Agreed: Send background documents (with suggestions on if and how to use them) to Samuela, who will send a selection along with the questionnaire on the initial inventory.1c: Eivind asks to include the public consultation processes in the questionnaire for the initial inventory, in a more specific way than it is now.Agreed: Eivind sends his proposal for more specific questions on the public consultation processes to Samuela.2: Samuela wants to postpone the 2nd R&Dialogue workshop because due to the summer break it will not be possible to do all the planned work in time, particularly the consortium interviews which require a long process. (post-call remark: having the project just started it was not possible to take preventive measures to avoid this. But we will look for ways to catch up). The workshop is now set on 16 & 17 October 2012.Agreed: Robert checks how this rescheduling will influence the rest of the project from a project management point of view. He will discuss and decide on the next telcon.Agreed: Next telcon is on Monday 9 July from 8:30 to 9:30.

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R&Dialogue MT log

R&Dialogue Management Team telephone conference 28 June 2012Time: 8:00 to 9:00Attendants: Eivind, Samuela, Robert, Gert-JanStatus: final Topics of conversation:

3. R&Dialogue kick-off meeting4. Initial inventory5. E-mail to consortium6. Other points

Agreed: 1. The kick-off meeting was interesting and informative. Two point of improvement: We need better time management in the meetings. This in order to give all agreed agenda items the

time and energy they deserve. The MT must however be flexible on the spot where needed; Meeting documents and presentations need to be ready in draft at the latest 4 days before the

event. That way the rest of the MT is able to provide feedback. This does not include parts of a presentation that is built on in-meeting experiences.

2. The initial inventory will be adapted by Samuela and Carmen based on remarks made in the meeting. They will sent this draft to the MT on Tuesday 3 July 2012. Eivind has two ideas, based on the kick-off meeting: Instead of part B in the current draft: compose and circulate a document with the status of different

Low Carbon Technologies (LCTs) per country. This is to be commented on and updated; Make a clear link to public consultation processes per country over the next couple of years. These

are national, regional and local and will take place on a number of topics. The processes will differ in form per country. Contact the government directly or indirectly via informed research institutes and industry or other organisations to know when and on what topics these consultations are likely to be held.

3. Gert-Jan will send Thursday morning (28 June 2012) an e-mail to all consortium members. All presentations and a R&Dialogue contact information list will be attached. The e-mail will alert the R&Dialogue national teams what needs to be done:

a) Broaden your scope beyond the Low Carbon Technologies (LCTs) you are familiar with: identify research institutions in your country that specialise in LCTs that you are yourself not engaged in (this might in some cases be another department of your own organisation) (WP1, task 1.1);

b) Take stock of the national situation via the Initial Inventory (the Management Team - MT: UniRoma1, Bellona, Triarii- will send you this on 10 July 2012) (WP1, task 1.1);

c) Make yourself available for interviews by the “social process team” (UniRoma1, Jülich and University of Edinburgh) (WP1, task 1.2);

d) Provide opinion/practical input on the R&Dialogue visual identity (Mattmo will e-mail you shortly the presentation and a list of questions) (WP13, task 13.1);

e) Especially to those that didn’t or only partially attended the meeting: read all attached presentations carefully. Note: also attached are project management presentations that we weren’t able to fully present (WP14, task 14.4).

4. Other points: Next call will be on the draft Initial Inventory. Date and time: 5 July 2012, 9:00 - 10:30; Robert will propose a call schedule based on the vacation times of the MT (Eivind away from 20

July to 5 August, Samuela 1,5 month in the summer); Robert/Gert-Jan contact CERTH (Nikos Koukouzas) and Centre CIRED (Minh Ha-Duong) for

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R&Dialogue MT log

Robert sets up a telcon with the EC (Isabelle Dupont) to discuss the EC policy background. This is input for the communication strategy.

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R&Dialogue MT log

R&Dialogue Management Team telephone conference 19 June 2012Time: 9:00 to 10:30Attendants: Eivind, Joanna (Bellona), Samuela, Carmen (UniRoma), Robert, Gert-Jan (Triarii)Status: finalTopic of discussion was the draft agenda of the first consortium meeting to be held on 26 & 27 June 2012. Not all promised documents have been delivered on time. Eivind noted the management team is off to a bad start if we don’t respect our deadlines and agreements. All agree.Samuela notes again one of the main goal of the first consortium meeting to be “working group formation” i.e. to start the group process. The other goal is to dive into the relevant context of the project (what the consortium partners know about state of the art energy research, stakeholder awareness and societal awareness).Agreed: Samuela commented on the Initial Inventory, this should be more concrete. Yes/no question should

be avoided. Joanna will update the inventory before Thursday 21 June 2012 EOB; Samuela’s comments on the presentation of Gijs Dröge are echoed by Eivind. Robert and Gert-Jan

will discuss this with Gijs; Samuela will provide slides on agenda item 1.2, 1.3 and 1.4 as soon as possible (Friday 22 June

2012 at the latest); Robert will provide the slides for day two of the meeting as soon as possible (Friday 22 June 2012

at the latest); Gert-Jan proposed a process to deal with the consortium agreement, which was agreed (v3 of the

consortium agreement is sent on 19 June 2012, to be finalised on 2 July 2012); Isabelle Dupont will be scheduled in on agenda item 1.2 (around 10:30); Robert will propose a fixed date for the second workshop (in autumn); The next telcon will be on 21 June 2012 on 16:00, Robert will set this up.

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