LIFE14 ENV/IT/113 HORTISED "Demonstration of the suitability of dredged remediated sediments for safe and sustainable horticulture production" Progress and Monitoring meeting Start: 01/10/2015 End: 30/09/ /02/2016 Firenze - Italy DISPAA Premises

AGENDA 9:30 [DISPAA] Welcome and opening of the meeting TECHNICAL SESSION 09:35 [DISPAA] Technical issues: update of activity and scheduled tasks from October 2015 until the end of February o Open discussion on actions carried out in the period 11:15 Coffee break 11:30 [DISPAA] Technical future issues o Technical activities to be carried out in the next six months o Open discussion on actions to be carried out in the next six months 12:00 [DISPAA] Management and dissemination issues o Dissemination activities and materials o Management issues 13:00 Lunch LIFE14 ENV/IT/113 HORTISED

AGENDA ADMINISTRATIVE/FINANCIAL SESSION 14:30 [All and EC Monitor team] HORTISED Administrative issues: check of all administrative documents 16:30 Tour of DISPAA laboratories 17:00 End of the monitoring visit LIFE14 ENV/IT/113 HORTISED

DISSEMINATION ACTIONS D1 (October 2015-December 2015): Project Website D2 (October 2015-December 2015): LIFE+ information boards D3 (July 2017-September 2017): Layman's report D4 (October 2015-September 2017): Diffusion material preparation D5 (October 2015-September 2017): Press and media releases D6 (October 2015-September 2017): Networking D7 (January 2017-September 2017): HORTISED manual D8 (October 2015-September 2017): Demonstration workshop, seminars, conferences and other events D9 (October 2015-September 2017): Dissemination to Institutions and policy makers D10 (October 2015-September 2017): International fairs and other events D11 (October 2015-September 2017): Digital supports for international diffusion D12 (July 2017-September 2017): After-LIFE Communication Plan LIFE14 ENV/IT/113 HORTISED

LIFE14 ENV/IT/113 HORTISED

PROJECT LOGO LIFE14 ENV/IT/113 HORTISED

D1 Project Website (October 2015-December 2015) :HORTISED website in English, in Italian and Spanish : In the website:   Visit counter   Link to LIFE+   Link to each beneficiary website   Results update   News update   Coming up   Reserved area   Link with the Facebook page for event booking/registration Website visitors: 14,042 Facebook page: 23 friends LIFE14 ENV/IT/113 HORTISED

D2 LIFE+ information boards (October December 2015) DISPAA produced 10 HORTISED Notice boards and sent them to all the beneficiaries All the beneficiaries put the HORTISED Notice board in a public space All the beneficiaries sent the photos of the HORTISED Notice board in a public space in each beneficiary premises DISPAA will produce 8 HORTISED Notice boards to be put in the demonstration sites Foreseen: 18 HORTISED notice boards LIFE14 ENV/IT/113 HORTISED

D3 Layman's report (July 2017-September 2017) In the last period of the project DISPAA will prepare the HORTISED Layman’s report to be attached to the Final Report as Deliverable Foreseen: HORTISED Layman’s report to be distributed and delivered to the Commission at the end of the project LIFE14 ENV/IT/113 HORTISED

D4 Diffusion material preparation (October September 2017) A project’s logo 2,000 leaflets/brochures/factsheets etc in English, Italian and Spanish ready for use in dissemination events 3 roll-up panels in English, Italian and Spanish 1 Poster HORTISED gadget to be decided In the Annex Dissemination activities we will define a table with the details of the material distribution per event Foreseen: A project’s logo 24 Posters 12,000 leaflets/brochures/factsheets etc ready for use in dissemination events 2,400 various branded items 6 roll-up panels Electronic materials for conferences and events LIFE14 ENV/IT/113 HORTISED

D5 Press and media releases (October September 2017) UMH did a project presentation in a local UMH TV (16/11/2015) articles to be prepared Foreseen: 30 publications on different media LIFE14 ENV/IT/113 HORTISED

( D6 Networking (October 2015-September 2017) Networking with Sekret and Cleansed Life project at the event “Il dragaggio dei porti: una sfida per l’ambiente” on 24 February 2016 at Regione Toscana premises In the Annex Dissemination activities we will define a table with:   Day of the networking   How (phone, meeting, etc.)   Which projects   Who (name of the participants)   Topics discussed and conclusions Foreseen: On the basis of DISPAA and ISECNR experience, in the sector of the proposed technology, it is possible to reach a maximum of 7 projects or initiatives connected with HORTISED project. LIFE14 ENV/IT/113 HORTISED

D7 LIFE HORTISED manual (January 2017-September 2017) In the last period of the project ZELARI and CALIPLANT will prepare the HORTISED manual to be copied, distributed and attached to the Final Report as Deliverable Foreseen: 250 copies of the HORTISED manual to be distributed and delivered to around of people in the soil management field at the end of the project LIFE14 ENV/IT/113 HORTISED

D8 Demonstration workshop, seminars, conferences and other events (October September 2017) A project workshop must be dedicated only to the project (list of participants, photos, etc.) Already planned a project workshop in ZELARI premises on May 2016 Already planned a project workshop in DISPAA premises on September 2016 Foreseen: 4 HORTISED workshops LIFE14 ENV/IT/113 HORTISED

D9 Dissemination to Institutions and policy makers (October 2015-September 2017) VERY VERY IMPORTANT Define, list and demonstrate contacts with Institutions and policy makers organising specific meetings and events ISECNR had meeting with a delegacy from UNIVERSIDAD AUTÓNOMA DE TAMAULIPAS, en Ciudad Victoria, Tamaulipas, Messico, 1 febbraio 2016, CNR, Pisa In the Annex Dissemination activities we will define a table with:   Name of the policy maker contacted   Where   Topics discussed and conclusions Foreseen: Successful communications to Eu and national Institutions and policy makes LIFE14 ENV/IT/113 HORTISED

D10 International fairs and other events (October September 2017) Foreseen participation at the following fairs:   FLORMART Padova, Settembre 2016 SALONE INTERNAZIONALE FLOROVIVAISMO, GIARDINAGGIO E ARCHITETTURA DEL PAESAGGIO   MACFRUT Rimini Expo Centre, Settembre 2016, Fruit & Veg Professional Show   FRUIT ATTRACTION IFEMA Madrid, 5-7 Ottobre 2016, FERIA INTERNACIONAL DEL SECTOR DE FRUTAS Y HORTALIZAS   FRUIT LOGISTICA Berlino, Febbraio 2017   IBERFLORA FERIA INTERNACIONAL DE PLANTA Y FLOR, PAISAJISMO, JARDINERIA, TECNOLOGIA Y BRICOJARDIN, Valencia, Settembre 2016   Eima, Bologna, 9-13 November 2016 Foreseen: participation at minimum 6 events between international conferences and fairs LIFE14 ENV/IT/113 HORTISED

D11 Digital supports for international diffusion (October 2015-September 2017) In the last period of the project DISPAA will integrate and prepare the HORTISED video to be copied, distribute and attached to the Final Report as Deliverable Foreseen: At the end of the project DISPAA will be the responsible for the collection of each beneficiary video and production of a Project video ready for use LIFE14 ENV/IT/113 HORTISED

D12 After-LIFE communication plan (July September 2017) In the last period of the project DISPAA will prepare the HORTISED After-LIFE communication plan to be attached to the Final Report as Deliverable   Very important for the EC evaluation: the project will end for the EC contribution, but it will not end for the work to do and the future application and the possible projects and business   Short report: overview of final results and table with future activities   DISPAA will prepare the After-LIFE Communication Plan report to be attached to the Final Report as Deliverable Foreseen: At the end of the project DISPAA will be responsible for the creation of the “After-LIFE Communication Plan” LIFE14 ENV/IT/113 HORTISED

HORTISED Dissemination   D1 Project website: OK (update)   D2 LIFE+ information boards: OK (foreseen 18 HORTISED Notice boards)   D3 Layman’s report: at the project end (foreseen HORTISED Layman’s report)   D4 Diffusion material preparation: in progress, more posters (foreseen 24 Posters, 12,000 leaflets/brochures/factsheets, 2,400 various branded items, 6 roll-up, now 15,000 brochures/leaflets, 20 posters, 1 roll-up, 3 presentations)   D5 Press and media releases: to be started (foreseen 30 articles, now 1 TV video)   D6 Networking: OK (foreseen 7 projects, now 2)   D7 HORTISED manual: at the project end (foreseen 1 manual) LIFE14 ENV/IT/113 HORTISED

HORTISED Dissemination   D8 Demonstration workshop, seminars, conferences and other events: to be started (foreseen 4 workshops, now already defined 2 workshops)   D9 Dissemination to Institutions and policy makers: to be started (foreseen successful communication)   D10 International fairs and other events: fairs defined (foreseen 6 fairs, now already defined 6 fairs)   D11 Digital supports for international diffusion: at the project end (foreseen HORTISED video)   D12 After-LIFE Communication Plan: at the project end (foreseen After-LIFE Communication Plan report) LIFE14 ENV/IT/113 HORTISED

  ACTION E.1: Project management   ACTION E.2: Monitoring   DISPAA has continuous contact with all project partners for monitoring project activities   Before the month end DISPAA receives from each beneficiary technical inputs for the monitor month summary   At the end of each month DISPAA prepares and sends a summary of the project activities carried out to monitoring team   Definition of management structures   Definition of payment procedures of each beneficiary   DISPAA organised the kick-off and progress meetings in scheduled time LIFE14 ENV/IT/113 HORTISED

  ACTION E.1: Project management   ACTION E.2: Monitoring   DISPAA defined and sent the Partnership Agreement (following the EC scheme) and collected all the beneficiaries signatures   DISPAA uses project progress indicators for monitoring project activities   DISPAA has revised the project progress indicators in each of the projects coordination meeting in order to check any irregularities   DISPAA is checking the number and type of people reached by each dissemination activity in order to check if the diffusion actions have met their goals LIFE14 ENV/IT/113 HORTISED

  ACTION E.1: Project management   Definition of management structures   Management and technical committe DISPAA: Edgardo Giordani e Simona Pecchioli ISECNR: Graziana Masciandaro and Cristina Macci ZELARI: Luca Zelari UMH: Pablo Melgarejo and Pilar Legua CALIPLANT: Sergio Navarrete and Antonio Rubio Requena   Administrative committe DISPAA: Silvia Borselli ISECNR: Cristina Macci and Alessandra Bartolini ZELARI: Luca Zelari UMH: Francisca Leyva and M. Dolores Torregrosa CALIPLANT: Pili Canovas LIFE14 ENV/IT/113 HORTISED

  ACTION E.1: Project management   Definition of payment procedures of each beneficiary   Each beneficiary has a specific payment responsible DISPAA: Edgardo Giordani selects the project cost formally approved by department director or DISPAA council ISECNR: Graziana Masciandaro selects the project cost formally approved by department director ZELARI: Luca Zelari as manager selects and decides UMH: Pablo Melgarejo selects the project cost formally approved by department director CALIPLANT: Antonio Rubio Requena selects and decides in accordance with Legal Representative. LIFE14 ENV/IT/113 HORTISED

  ACTION E.1: Project management   Definition of project accounting system and cost center All beneficiaries have defined the following internal specific code (codice commessa) which identify the project and all costs and income related to the project: DISPAA: B12I ISECNR: B52I ZELARI: HORTISED UMH: CG0049IE CALIPLANT: HORTISED For DISPAA and ISECNR VAT is a cost. LIFE14 ENV/IT/113 HORTISED

  ACTION E.1: Project management   Definition of project accounting system and cost center All beneficiaries respects the procedure of the best value for money for selecting all the project external and consumable costs:   DISPAA and ISECNR: public tender through MEPA   UMH: specific detailed internal rules (3 offers for more than € or specific declaration of roject responsible)   ZELARI and CALIPLANT: historical supplier or market analysis All the beneficiaries approved only the costs:   directly linked to, and necessary for, carrying out the HORTISED project;   reasonable, justified and comply with the principles of sound financial management, in particular in terms of economy and efficiency;   compliant with applicable tax and social legislation; and   actually incurred during the lifetime of the project, as defined in the grant agreement, and which could be identifiable and verifiable LIFE14 ENV/IT/113 HORTISED

ADMINISTRATIVE ISSUES   Remind of new administrative issues   Predisposition of HORTISED Mid-Term Report and related documents   Cost analysis   Daily rate analysis   Project meetings LIFE14 ENV/IT/113 HORTISED

REMIND OF NEW ADMINISTRATIVE ISSUES   Reports: Midterm Report with payment request (project deadline 30/09/2016) with spent 100% of the pre-financing (€ ) Final Report with payment request (Max 3 month after project end 30/09/2017)   EC payments are: First pre-financing payment: 30% Mid-term payment: 40% (at least 100% pre-financing paid) Final Payment: 30% (or less according to final elegible consolidated costs approved).   ARTICLE II.22 – BUDGET TRANSFERS Without prejudice to Article II.10 and provided that the project is implemented as described in Annex II, beneficiaries are allowed to adjust the estimated budget set out in Annex III by transfers between themselves, and up to a limit of 20% of the overall eligible costs, between the different budget categories, without this adjustment being considered as an amendment of the Agreement within the meaning of Article II.12. LIFE14 ENV/IT/113 HORTISED

MID-TERM REPORT DISPAA will be responsible of the production of the Mid-Term report which will be made up by:   Progress report with the summary of technical, administrative and dissemination project issues   Dissemination Annex   Deliverables   Answers to EC recommendations   New EC Financial forms with all the originals signatures from each partner   Project Specific Indicators The Mid-Term Report sending deadline is 30 September 2016 The EC ok of the Mid-Term Report will produce the project second payment from the EC LIFE14 ENV/IT/113 HORTISED

MID-TERM REPORT   Documents, data and information needed from each beneficiary   DISPAA will check all the partner financial documents for final original versions with signatures from each partner LIFE14 ENV/IT/113 HORTISED

MID-TERM REPORT CHAPTERS   1. List of contents   2. List of key-words and abbreviations   3. Executive summary   4. Introduction   5. Administrative part   6. Technical part 6.1 Technical progress per action 6.2 Main deviations, problems and corrective actions implemented 6.3 Evaluation of project implementation 6.4 Analysis of benefits   7. Project Specific Indicators   8. Comments on the financial report 8.1 Summary of costs incurred 8.2 Accounting system 8.3 Partnership arrangements 8.4 Certificate on the financial statement 8.5 Summary of costs per action   9. Envisaged progress until next report   10. Technical and Financial report and annexes LIFE14 ENV/IT/113 HORTISED

MID-TERM REPORT Deadline   Each partner will send to DISPAA all the technical contribution no later than 31st of August 2016   Each partner will send to DISPAA all the dissemination contribution no later than 31st of August 2016   Each partner responsible for a Deliverable has to send to DISPAA the Deliverable no later than 31st of August 2016   DISPAA will send a draft of the Mid-Term Report to the Monitoring team no later than 15th of September 2016   DISPAA will send to EC and Monitoring agency all the Mid- Term Report documents no later than 30th of September 2016 LIFE14 ENV/IT/113 HORTISED

NEXT DELIVERABLES All the following Deliverables will be annexes of the Mid-Term Report :   Project notice boards: Action D.2   Project website: Action D.1   Sediment characterisation: Action B.1 LIFE14 ENV/IT/113 HORTISED

Cost analysis LIFE14 ENV/IT/113 HORTISED PARTNERCLAIM Personne l Personnel February 2016Travel Travel February 2016 External assistanc e External assistance February 2016 Consum ables Consumab les February 2016 Other costs Other costs Februar y 2016 Overhe ads Overhea ds February 2016TOTAL TOTAL February 2016 DISPAA , , , , ,36 ISECNR , , , ,74 ZELARI , , ,09 UMH , , , , ,08 CALIPLAN T , , , ,99 TOTAL , , , , ,26

Daily rate analysis LIFE14 ENV/IT/113 HORTISED

Daily rate analysis LIFE14 ENV/IT/113 HORTISED

Project meetings   1st Kick off meeting in DISPAA in Italy on 29 October 2015   2nd Coordination and Monitoring meeting in DISPAA in Italy on 15 February 2016 Next meeting   3rd Coordination meeting in UMH in Spain on July 2016 LIFE14 ENV/IT/113 HORTISED