FIThydro Kick-off Summary and minutesFirst GA Meeting: Minutes 3 Executive Summary From November 21st until November 23rd, 2016, the FIThydro project coordinator, TUM chair of Hydraulic

FIThydro

Kick-off Summary and minutes

First GA Meeting: Minutes

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Contents Executive Summary ............................................................................................................... 3

Meeting General information .................................................................................................. 3

Day 1: 21/11/2016 .................................................................................................................. 5

1. Schedule of the day ........................................................................................................ 5

1.1 Welcome and introduction: ............................................................................................ 5

1.2 Introduction of Partners ................................................................................................. 5

1.3 Case Studies Management Board (CSMB) meeting ..................................................... 6

1.4 Steering Committee (SC) meeting ............................................................................ 6

Day 2: 22/11/2016 .................................................................................................................. 7

2. Schedule of the day ........................................................................................................ 7

2.1 Result summary of the CSMB and SC meetings (TUM) ................................................ 7

1.3.1 CSMB Meeting Highlights ....................................................................................... 7

1.4.1 SC Meeting Highlights: ........................................................................................... 8

2.2 Introduction (PO) ........................................................................................................... 8

2.3 Reporting and Financial Management in Horizon 2020 (TUM) ...................................... 9

2.4 General Structure of FIThydro (TUM) ............................................................................ 9

2.5 WP presentations: Presentation of the tasks: .............................................................. 10

Day 3: 23/11/2016 ................................................................................................................ 10

3. Schedule of the day ...................................................................................................... 10

3.1 Discussion about the possible interaction among WP’s ............................................... 10

3.2 Breakout sessions ....................................................................................................... 10

3.3 Homepage and Data management (TUM) .................................................................. 10

3.4 Next meetings, other business Planning for FIThydro ................................................. 11

3.5 Group Photo and departure ........................................................................................ 11

4. Follow-up tasks: ............................................................................................................... 11

4.1 Follow-up tasks: .......................................................................................................... 11

WP leaders: ................................................................................................................... 11

Coordinator: .................................................................................................................. 12

Advisory board: ............................................................................................................. 12


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Executive Summary

From November 21st until November 23rd, 2016, the FIThydro project coordinator, TUM chair

of Hydraulic and Water Resources engineering (TUM-WB, Prof Rutschmann), has conducted

the Kick-off event for the Horizon 2020 Project “FIThydro”, a project in the renewable energies

call of the EU: Around 50 scientists from 26 partner Organizations –in addition to an

international scientific advisory board- have met at the TUM Science and Study Centre

Raitenhaslach. The topic of FIThydro is hydropower, its impacts on ecology in general and

fish in specific, investigating possible and most cost efficient mitigation measures and the

development of a decision support system for politicians and other decision makers. The

consortium seeks to address these issues by monitoring and developing 13 test cases (existing

hydropower plants) in Scandinavia, the Alpine area, Switzerland, France/Belgium and the

Iberian Peninsula. The project coordination and management of FIThydro will be done by TUM-

WB.

Meeting General information

Date: 21-23/11/2016

Location: TUM science and study centre Raitenhaslach, Germany

Type of meeting: First general Assembly meeting and Kick-off event for the FIThydro project

which included the Steering committee and the Case study management board meetings

Disclaimer: This is a decision-making protocol where an overview of the main contents of the

session and decisions are recorded. it is not a word protocol and only essential points and

highlights are recorded. Word-logging is made only based on concrete requests during the

meetings. For this reason, all statements and questions of the participants are not

automatically recorded in the meeting minutes.

List of Attendees

Table 1 List of General Assembly attendees

S/N Last name First name Organization

1 Aberle Jochen NTNU Trondheim

2 Abo El Wafa Hany Technische Universität München

3 Angelopoulos Natalie University Hull

4 Anzaldua Gerardo ECOLOGIC INSTITUT gemeinnützige GmbH

5 Aschenbrenner Thomas Voith Hydro

6 Bean Colin University of Glasgow

7 Belsnes Michael SINTEF Energy Research

8 Boavida Isabel Instituto Superior Técnico - Universidade de Lisboa

9 Boes Carl Robert ETH Zürich

10 Bussettini Martina Istituto Superiore per la Protezione e la Ricerca Ambientale / Italian

National Institute for Environmental Protection and Research

11 Charmasson Julie SINTEF Energy Research

12 Coeck Johan Research Institute Nature and Forest

13 Cowx Ian University Hull

14 David Laurent CNRS - University of Poitiers


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15 Doessegger Andreas Limmatkraftwerke AG

16 Enzinger Gernot IC Flussbau

17 Epple Tobias Bayerische Elektrizitätswerke GmbH

18 Frik Gerd Verbund

19 García-Vega Ana Grupo de Ecohidráulica Aplicada (UVa - Itagra.ct)

20 Godinho Francisco Hidroerg

21 Harby Atle SINTEF Energy Research

22 Heiserer Tobias Uniper Kraftwerke GmbH

23 Kampa Eleftheria ECOLOGIC INSTITUT gemeinnützige GmbH

24 Katopodis Chris Katopodis Ecohydraulics Ltd.

25 Kriewitz Robert BKW Energie AG

26 Kroepelin Vera Technische Universität München

27 Marchand Wolf-

Dietrich Sweco Norge AS

28 Mayr Peter IC Flussbau

29 Milzow Christian AF-Consult Switzerland AG

30 Müller Melanie Technische Universität München

31 Pander Joachim Technische Universität München

32 Pedone Elena Innovation and Networks Executive Agency

33 Peter Armin Peter FishConsulting

34 Pinheiro Antonio Instituto Superior Técnico - Universidade de Lisboa

35 Portela Maria

Manuela Hidroerg

36 Poullain Caro Technische Universität München

37 Reckendorfer Walter Verbund

38 Rutschmann Peter Technische Universität München

39 Sandmann Eva Technische Universität München

40 Sanz-Ronda Javier Grupo de Ecohidráulica Aplicada (UVa - Itagra.ct)

41 Schneider Matthias SJE Ecohydraulic Engineering GmbH

42 Schwarzwälder Kordula Technische Universität München

43 Stickler Morten Statkraft

44 Sundt Hakon SINTEF Energy Research

45 Tsigaridas Michael Bayerische Elektrizitätswerke GmbH

46 Tuhtan Jeffrey Tallinn University of Technology

47 Van Wichelen Jeroen Research Institute Nature and Forest

48 Wernecke Jörg Technische Universität München

49 Wolter Christian Forschungsverbund Berlin e. V.

50 Wüpper David Technische Universität München


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Day 1: 21/11/2016

1. Schedule of the day

13:00-13:30 1.1 Welcome and Introduction

13:30-15:00 1.2 Introduction of Partners

15:00-17:00 1.3 Case Studies Management Board (CSMB) meeting

17:00-18:00 1.4 Steering Committee (SC) meeting

19:00 Dinner at Hotel Glöcklhofer

1.1 Welcome and introduction:

The Coordinator (Peter Rutschmann) has welcomed all meeting attendees from all partner

organizations

1.2 Introduction of Partners

The coordinator invited all partners to introduce themselves with the following format:

Lead organization member to introduce himself/herself and to give a short introduction on

his/her organization

All other partner organization representatives to introduce himself/herself by saying the

name and his/her department/function.

The introduction was done in the following order:

1. TECHNISCHE UNIVERSITAET MUENCHEN (TUM) Germany

2. ASSOCIACAO DO INSTITUTO SUPERIOR TECNICO PARA A INVESTIGACAO E DESENVOLVIMENTO

(IST) Portugal

3. CENTRE NATIONAL DE LA RECHERCHE SCIENTIFIQUE CNRS (CNRS) France

4. CENTRO TECNOLOGICO AGRARIO Y AGROALIMENTARIO ASOCIACION (ITAGRA-GEA) Spain

5. EIDGENOESSISCHE TECHNISCHE HOCHSCHULE ZUERICH (ETH Zürich) Switzerland

6. FORSCHUNGSVERBUND BERLIN EV (FVB.IGB) Germany

7. NORGES TEKNISKNATURVITENSKAPELIGE UNIVERSITET NTNU (NTNU) Norway

8. SINTEF ENERGI AS (SER) Norway

9. TALLINNA TEHNIKAULIKOOL (TUT) Estonia

10. UNIVERSITY OF HULL (UHULL) United Kingdom

11. ECOLOGIC INSTITUT gemeinnützige GmbH (EI) Germany

12. SJE ECOHYDRAULIC ENGINEERING GMBH (SJE) Germany

13. EIGEN VERMOGEN VAN HET INSTITUUT VOOR NATUUR- EN BOSONDERZOEK (EV INBO) Belgium

14. AF CONSULT SWITZERLAND AG (AF) Switzerland

15. BAYERISCHE ELEKTRIZITATSWERKE GMBH (BEW) Germany

16. BKW Energie AG (BKW) Switzerland

17. HIDROERG-PROJECTOS ENERGETICOS LTD (HIDROERG) Portugal

18. FLUSSBAU IC GESMBH (IC) Austria

19. LIMMATKRAFTWERKE AG (LKW) Switzerland

20. PETER ARMIN (FCO) Switzerland

21. C H SALTO DE VADOCONDES SA (SAVASA) Spain

22. STATKRAFT AS (STATKRAFT) Norway


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23. UNIPER KRAFTWERKE GMBH (UKW) Germany

24. VERBUND HYDRO POWER GMBH (VERBUND) Austria

25. VOITH HYDRO HOLDING GMBH & CO KG (VOITH) Germany

26. SWECO NORGE AS (SWECO) Norway

1.3 Case Studies Management Board (CSMB) meeting

The CSMB meeting has taken place. Separate meeting minutes were prepared for this

meeting.

1.4 Steering Committee (SC) meeting

The SC meeting has taken place. Separate meeting minutes were prepared for the meeting.


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Day 2: 22/11/2016


09:00-09:30 2.1 Result summary of the CSMB and SC meetings (TUM)

09:30-10:00 2.2 Introduction (PO)

10:00-10:30 2.3 Reporting and Financial Management in Horizon 2020

(TUM)

10:30-11:00 Coffee break

11:00-12:00 2.4 General Structure of FIThydro (TUM)

12:00-13:00 Lunch

13:00-15:00 2.5 WP presentations (1) Presentation of the tasks

15:00-15:30 Coffee Break

15:30-18:00 2.5 WP presentations (2) Presentation of the tasks

19:00 Dinner at Klostergasthof Raitenhaslach

Attendees: All GA attendees (Table 1)

2.1 Result summary of the CSMB and SC meetings (TUM)

CSMB meeting chair (Atle Harby) and SC meeting chair (Peter Rutschmann) presented the

highlights of the SC and CSMB meetings.

1.3.1 CSMB Meeting Highlights

Decision: open the attendance of the meeting to all GA attendees (exception for the

kick-off meeting

Notification on the CSMB kick-off meeting would occur in the next period (around 6

months’ time)

Introduction from the CSMB leader and meeting chairperson Atle Harby

Presentation of each test case by the test case operator’s representatives or the

regional group leader

For the next phases, it is important to identify the following:

o Data availability in the different test cases (HPP’s)

o Which tools can be / need to be used at which test case

o Which Work package tasks and sub task are suitable to be applied in which

test case


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1.4.1 SC Meeting Highlights:

Decision: Open the attendance of the first part of the meeting to all GA attendees (Exception

case for the kick-off event)

Decision: Acceptance of the Advisory board by the steering committee

Decided on the location of the next GA meetings (France, Portugal, Norway and

Belgium) and the candidates for the next SC and CSMB meetings (Austria,

Switzerland, Spain, Berlin)

In the next period, the meetings preliminary dates over the next 4 years should be set

for better organization of the partners’ schedules. The scheduling would be done by

the coordinator)

The importance of the integrating the test cases with the different work packages

The importance of identifying the data availability at each test case.

The different tasks within different work packages should be divided into subtasks with

the allocation of different partner teams and their contribution into these sub tasks.

Decision: The rule in the CA of the necessity to have an SC/CSMB meeting every six months

could be in some cases (2 or 3) overridden and the gap could be extended to 7 months. The

coordinator will investigate the required legal procedure to make sure that the change could

be applied or if there will be a change in the CA needed.

2.2 Introduction (PO)

Presenter: Elena Pedone

Highlights: the project officer stressed on the following points:

The duty of all partners to inform the coordinator ASAP in case there are any

deviations or challenges regarding the implementation of the project’s tasks. The

coordinator should inform the Project Officer if required.

PO stressed that processing all activities and deliverables must be on time and if

there are any changes, the project officer must be informed on time.

PO urged all partners to read the Grant agreement.

PO described the timeline of reporting periods and the post submission period

(Review meetings, decision, interim payments).

Coordinator (and partners) must inform PO regarding amendments and decisions on

time. No retrospective decisions are accepted.

Eligibility of costs -> costs must be real, no payment after period of project.

The PO suggested that work package leaders should assign one person for project

management/administrative issues and another for financial issues.

Executive summary -> implementation, what really happened the last 8 months, real

activities, not interested in tasks, this is in the description


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2.3 Reporting and Financial Management in Horizon 2020 (TUM)

Presenter: Hany Abo El Wafa

Attendees: All GA attendees (Table 1)

The following aspects were covered by the presenter:

Organisational Project Structure

Participant Portal

General Financial Rules of H2020 Projects

Payments

Eligibility of Costs

Main Cost Categories

Reporting

Periods and Time Schedule

Technical and Financial Reporting

Budget Shifts & Amendments

Dissemination & Communication

Information and Reference Documents

Other remarks:

The importance of reading and abiding by the Grant agreement (GA),

Consortium Agreement (CA) and the Annotated Model Grant Agreement

(AMGA) and familiarize with the rights and duties of the different

boards/members:

Coordinator

Steering Committee

SC chair

Case study management board

CSMB leader

EEAB (Expectations)

Reminder on the importance of the accuracy and the continuous update with

the financial, Project management and administrative records and procedures

Reminder that the communication should be always with the coordinator not

the project officer

Internal reporting mechanisms (SC meeting)

Availability of contact person for quick response

Updating our contact Database and identify a responsible person for

immediate response when an urgent action is required

2.4 General Structure of FIThydro (TUM)

Presenter: Peter Rutschmann (project coordinator)

The presenter has given a general overview on the management structure and the different

work packages of the project along with their interaction and synergies as an introduction to

the next session where all work packages are introduced


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2.5 WP presentations: Presentation of the tasks:

Each work package leader has presented the work package they are leading. There were

time slots allocated for each work package. This was important for others involved in the

project to get an overview about the whole project and to see the whole picture where their

contribution would be part of.

Day 3: 23/11/2016


08:30-9:00 3.1 Discussion about the possible interaction among WP’s

09:00-10:30 3.2 Breakout sessions

10:30-11:00 Coffee break

11:00-11:30 3.2 Outcomes of the breakout sessions

11:30-12:00 3.3 Homepage and Datamanagement (TUM)

12:00-12:30 3.4 Next meetings, other business Planning for FIThydro

12:30-13:30 Lunch Break

13:45 3.5 Group Photo and departure

3.1 Discussion about the possible interaction among WP’s

3.2 Breakout sessions

All work package leaders went in breakout sessions to discuss the following

1. Next activities that should be conducted within the work package.

2. Activities to be assigned to different work package members.

3. Timeline for the next period.

4. Critical elements and challenges.

5. Outputs of the work package discussions.

6. Some limitations that could potentially be covered by other partners based on their

discipline.

3.3 Homepage and Data management (TUM)

Presenter: Hany Abo El Wafa

Highlights:

Presentation of the homepage (D6.2) proposed structure and invited all partners for

their feedback about the structure and the design until the end of the year


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Presentation of the timeline for implementing the project’s homepage

Presentation of the “Set-up of a data and file sharing platform” (D7.3) and the

invitation to give feedback about the most suitable platform(s) to be used by FIThydro

(a data management questionnaire will be sent to the partners to fill at a later stage

Discussed the presence of FIThydro on social media.

Distributed social media questionnaire for participants to fill in order to select the most

suitable social network on which the project will be present/promoted

Decision: the GA attendees agreed that the presentations and the video

documentation would be only shared internally and not to the public

3.4 Next meetings, other business Planning for FIThydro

3.5 Group Photo and departure

4. Follow-up tasks:

4.1 Follow-up tasks:

WP leaders:

1. All work package leaders were requested to send the following as a kick-off outcome

to the coordinator:

a) Next activities that should be conducted within the work package.

b) Activities to be assigned to different work package members.

c) Timeline for the next period.


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d) Critical elements and challenges.

e) Outputs of the work package discussions.

f) Some limitations that could potentially be covered by other partners based on

their discipline.

Current Status: we have received already from all work packages and now the partners are

filling in their contribution

Coordinator:

1) Meeting Documentation:

All meeting documentation would be placed on the Sync+share data sharing platform

such as:

Presentations (Already on the platform)

Pictures (Already on the platform)

Videos (to be uploaded once ready)

Meeting minutes (Already on the platform)

2) Coordinator to send Contact information database of each partner organization for the

periodic update and addition/modification of the people involved within FIThydro within

your organization.

Current Status: the database was sent to all partners and the update process is in

progress.

3) Information regarding the set-up of our Internal reporting mechanisms and periodic

project meetings.

Current Status: We are currently working on setting up the internal reporting mechanism

and we will inform the partners about it as soon as it is finalised.

4) Results of the social media questionnaire.

Current Status: the analysis was sent to all partners and the update process of the new

questionnaires is in progress

5) Invitation to give feedback on the structure, design and other aspects related to the

Homepage.

Current Status: the invitation for feedback was sent to all partners and the update process of

the new questionnaires is in progress.

Advisory board:

1. Advisory board have sent their feedback report with comments and recommendation

regarding the project.

Status: The coordinator has prepared an action report to address the recommendations and

comments given by the board to be discussed/implemented by all involved parties