• Regional Youth Council Schleswig-Holstein
• Baltic Youth Office
• Baltic Times
• Norden

• Partner

• 
• Union of the Baltic Cities
• 
• Commission on Youth Issues
• 
• BSSSC
• 
• Baltic Sea Net

• Council of the
  Baltic Sea States

Meeting 15-17 March 2003 in Lübeck

Chair: Ullrike Hjellt-Hansson, for the Finish Ministry responsible for youth affairs

Topics of the meeting:

• terms of references


• financial report 2002 and budget for 2003


• Working plan and activities of the Secretariat


• Wording of the Agreement on mandate


• Brochure on “Work and Study in the Baltic Sea Region”


• National reports on youth policy


• Presentation of German youth policy structure

Terms of references

The terms are meant as guidelines and basis for the work of the Baltic Sea Secretariat for Youth Affairs and for the Working Group.

After the first presentation of the draft of the terms in Warsaw in November 2002 it was now the second discussion on that issue. The participants presented their changes to the draft version and developed a final paper.

Important changes were:

• the European Commission shall become a full member of the Working Group


• a chairmanship was introduced


• the financial reports (written and narrative) shall be more detailed and shall be audited

Denmark placed a reservation on point 6 of the terms concerning the financial regulations of the WG meetings

Follow up:

• the terms shall be accepted by every member by means of a “written hearing” from every country


• the deadline for comments and changes is 1st June 2003


• Iceland will get the information on the debates, discussion and decisions

Financial report 2002 and budget 2003

- see attachments (appendix III & IV)

The members received a written report on the income and the expenses of the Secretariat as well as a draft budget for 2003. They were produced and presented by Jens Peter Jensen, Secretary General of the Regional Youth Council of Schleswig-Holstein, the administrative body of the Secretariat.

After discussing the report the following conclusion were reached:

• the report shall list the contributions in kind


• it shall include more detailed explanations of the different positions and titles


• it shall be added where special subsidies to the budget are coming from


• an external auditor shall audit the report (which will include extra costs for the Secretariat); the audited report shall be distributed to all members


• in order to agree on the position of a secretary for the BSSYA, a job description on the task of the secretary shall be provided for the WG members


• the WG will receive the report for 2002 with comments and audit

The members agreed on the budget of 2003 as attached to these minutes.

Working Plan and activities of the Secretariat

A working paper including the proposals and tasks from the Plans of Action was presented by the Secretariat. It also informed about future activities in cooperation with UBC (Union of Baltic Cities) and BSSSC (Baltic Sea States Sub-Regional Co-operation).

• The Secretariat organises in cooperation with UBC and the City of Kalmar (Sweden) a conference for young people and for civil servants dealing with youth issues on a local level. The aim of the conference is the establishment of a youth platform in the structures of UBC and to make young people aware of their possibilities to influence the decision making processes in their municipalities.


• In cooperation with the BSSSC Secretariat in Gdansk the BSSYA prepares and conducts a seminar on “the creation and functioning of youth parliaments and youth councils”. It aims to set the basis for establishing a regional youth representation in the Pomerania region. BSSSC also invited civil servants dealing with youth issues on a regional level in order to evaluate the possibilities for future cooperation and networking.

The WG decided on a list of priority issues for the Secretariat, including:

• Concentrate on cross sectoral work


• support BSYP – proposal of a seminar in Russia


• need for a youth Center in Lithuania

background paper together with Lithuania, Lijot and BYF

• the brochure on “work and study in the BSR” – final approval from the ministries


• working group on children at risk – check the possibility for common projects


• evaluation of Baltic Sea Youth cooperation – preparation of a first concept in cooperation with Sweden


• UBC, BSSSC

support of the youth activities – proposal of support from Russia

• Contact with EU – delegation to Brussels


• Co-op with other regions

Contact with Barents especially

- Information tasks

website and newsletter, monthly up-date on the work of the BSSYA

- Ministerial meeting – CBSS, preparation in co-op with Finland (due to CBSS presidency)

Follow up:

• cooperation between the Secretariat and Finland concerning the CBSS ministerial meeting and impact from the youth side


• cooperation with Sweden for a first concept on the evaluation


• the last changes and comments for the brochure on “Work and Study” have to be sent in by the ministries by 31st March 2003 the latest


• delegation to the European Commission and the EP – proposals: Snieguole Andruskaite (Lithuania), Bjorn Jaaberg Hansen (Norway) and Sandra Weidemann (BSSYA)

Wording Agreement on mandate

The Agreement is the basis for the Baltic Sea Secretariat for Youth Affairs and for the youth cooperation in the BSR. It was developed in 2002 for the future cooperation until 2004.

Although there were changes in the cooperation which are not reflected in the agreement (e.g. transformation of the steering committee into the working group) the WG decided not to change the wording.

Brochure on Work and Study in the Baltic Sea Region

According to the Vilnius Plan of Action the Secretariat was to collect and disseminate information about work and study possibilities in the BSR.

The Secretariat decided to produce a brochure which can be distributed to all the relevant actors in the region. It presented the content of the brochure to the WG members. It includes information on university and school exchanges, au-pair, intern- and traineeships as well as a number of contact addresses and websites with further information. The content of the brochure will also be put on the website of the Secretariat.

Russia offered to translate the brochure into Russian so that it can reach an even wider public.

The WG members can add comments and changes to the brochure and send them to the Secretariat by 31st March 2003 the latest. The Secretariat will then start to publish the brochure.

[headlines]National reports on youth policy[/headlines]

see attachment (appendix V)

The participants gave a short overview of the current developments in their countries concerning youth affairs.

Presentation of German youth policy structure

In Warsaw it was decided, that every country, preferably the hosting country, should give an deeper insight in its youth policy. So Alwin Proost (Germany) started by presenting the structures in German youth policy and giving an overview of the activities of the ministry.

Minutes

Sandra Weidemann, Kiel, 24. März 2003
Appendix I List of Participants

Danmark:
Pernille Andersen

Estonia:
Piret Talur
Katre Merimäe

Finland:
Ullrike Hjellt-Hansson

Germany:
Alwin Proost

Latvia:
Inese Vaivare

Lithuania:
Snieguole Andruskaite

Norway:
Lise Grette
Björn Hansen

Poland:
Barbara Sochal

Russia:
Roman Alexandrov

Sweden:
Petra Marselius

Regional Youth Council Schleswig-Holstein:
Thies Grothe

BSSYA:
Sandra Weidemann

Appendix II Draft Working Group on Youth Affairs (WG) Terms of references

1) Tasks of the WG

The tasks of the WG (on Youth Affairs) are defined by the Visby and the Vilnius Plans of Action. The WG is responsible for the intergovernmental cooperation on youth affairs between the Baltic Sea States .

The WG shall:

• promote youth cooperation in the Baltic Sea Region,


• promote a cross-sectoral approach of working with youth issues within the CBSS


• follow up the implementation of the Visby and Vilnius Plans of Action,


• take the decisions about the annual work plan and the annual budget for the Baltic Sea Secretariat for Youth Affairs,


• function as a forum for exchange of experiences for the national ministries and


• cooperate with the Baltic Youth Forum.

2) Membership in the WG

Members of the WG are the Baltic Sea States ( Denmark, Estonia, Finland, Germany. Iceland, Latvia, Lithuania, Norway, Poland, Russia, Sweden)
and the European Commission.

They are represented by their ministries responsible for youth affairs.

Each member nominates one representative for the meetings of the WG eligible to vote and also nominates a deputy.

- Annex of names of the representatives

Observers and Guests

The Regional Youth Council of Schleswig-Holstein (RYC SH) as the administrative body of the Secretariat will, as long as the Secretariat is located in Kiel, be a permanent observer in the Working Group. The Baltic Youth Forum (BYF) has a permanent observer status at the meetings of the WG and is invited to send one representative to the WG meetings.
The observers are not eligible to vote.
The WG can invite guests to the meeting.

Cost for one representative of the BYF and for one representative from the RYC SH will be covered by the Secretariat.

3) Finances

The financial contributions of the WG member countries are defined in the agreement on the mandate of the Baltic Sea Secretariat. The members will decide on the contributions in kind.

Member countries of the WG that do not contribute in cash or in kind to the budget of the Secretariat cannot vote or decide on financial and/or budgetary questions.

4) Decision making and quorum

The quorum is given, if at least 6 of the members are present at the meeting. The Working Group should strive for consensus. If consensus cannot be reached then decisions are taken by a 2/3 majority of the members present and eligible to vote. The backup information, i.e. agenda and working papers for the meetings of the WG, should be sent out at least 3 weeks before the next meeting.

5) Advisory Group

Within the WG there is an advisory group consisting of the representatives of the outgoing, present and incoming countries chairing the CBSS. Where necessary the Secretariat can consult this group for guidance or support. The advisory group takes its decisions on the basis of the working plan of the Secretariat , acts as a special adviser and counselor to the Secretariat and stays in close contact with it. The other members will be informed after the decision was taken.

6) Meetings of the WG

The WG shall meet twice a year. Until the end of the term of the current mandate of the Secretariat , Germany hosts the meetings once a year. The hosting of the second meeting rotates between the members according to the CBSS presidency, unless otherwise decided .

The costs of hosting the meeting, (i.e. board and lodging, meeting room) are covered by the hosting country. These costs are additional to the regular contribution to the Secretariat. The travel costs have to be covered by the participants. The WG can decide on exceptions from these rules.

7) Chairmanship of the WG

The country holding the chairmanship of the CBSS also holds the chairmanship of the WG, unless otherwise decided.

8) Working language

The working language for the WG is English.

9) Tasks of the Secretariat

The Secretariat supports the members according to the Visby/Vilnius Plans of Action and the agreement on the mandate of the Secretariat. The Secretariat implements the decisions made in the WG.

The Secretariat prepares the meetings of the WG in close cooperation with the advisory group and the hosting country.

On the basis of the working plan, or by decision at meetings of the WG, the Secretariat can get a mandate from the WG to act on its behalf.

The Secretariat reports on its activities throughout the year. Additionally, at the beginning of each year, the Secretariat gives a audited written financial and narrative report for the previous year.

10) Changing the terms of reference

These terms of reference can be changed or amended by consensus of the WG members.

Appendix III
Costs of the Baltic Sea Secretariat for Youth Affairs 2002 Expenditures

EUR EUR
Personnel expenditures

Salaries 41.308,09

Social exp. and insurances 12.087,84

Professional association and miscellaneous 1.182,38

Advanced training 201,96 54.780,27

Salary Secretary (Mrs Gode) 15.780,60

70.560,87
Office expenditures

Phone, Fax, Porto 2.846,22

Office means and material 1.200,00

Photo-Copies 716,55

Rent 3.450,76

Literature 234,53

Fixed assets 65,00

Travel costs/steer.com./activities 22.955,22

Media Days 2.011,99

Baltic Youth Foundation (seminar) 7.836,49

Costs for meetings 864,03

42.180,79

Total 112.741,66
Income

Baltic Sea Youth Minister Conference 2.100,00

Subsidy “Spring Academy” 1.010,00

Subsidy Media Days 2.012,00

Subsidy Baltic Youth Foundation (seminar) 7.827,00

Subsidy German Ministry 51.227,00

Subsidy Estonian Ministry 2.000,00

Subsidy Icelandic Ministry 2.494,89

Subsidy Norwegian Ministry 10.215,60

Subsidy Finish Ministry 10.225,83

Subsidy Swedish Ministry 10.037,28

Subsidy Danish Ministry 4.385,84

Subsidy Latvian Ministry 0,00

Subsidy Polish Ministry 7.500,00

Subsidy further travel costs 1.611,62

112.647,06

contribution Regional Youth Council 94,60

Total 112.741,66

Appendix IV

Budget 2003
Income

Denmark (2003 + rest from 2002) 15.690 EUR

Estonia 2.000 EUR

Finland 10.000 EUR

Germany 40.000 EUR

Working Group meeting in Germany 3.000 EUR

Iceland 2.500 EUR

Latvia 2.500 EUR

Lithuania 2.500 EUR

Norway 10.000 EUR

Poland 7.500 EUR

Russia in kind –7.500 EUR
Sweden 10.000 EUR Total 113.190 EUR Expenditures

Personnel exp. 66.220 EUR

Office

rent 3.450 EUR

tel., fax, porto 2.805 EUR

office material 1.715 EUR

Travel costs 11.000 EUR

Working group meeting in Germany 3.000 EUR
Activity paid in kind by Russia 7.500 EUR Activities (work shops, seminars, conferences, Internship, job-shadowing) 12.000 EUR Publication 5.500 EUR Total 113.190 EUR

Appendix V National youth policy reports

Norway

- Review on national youth policy with Council of Europe

Sweden

• 3 overarching goals for youth policy - 32 sub-goals


• management by objectives - study


• participation, independence and youth as a resource


• in depth analysis in Sweden combined with a study – about young peoples values and attitudes


• evaluation phase at the moment


• new project: gov. commission investigation on young people that neither study nor work (27.000 young people belong to this group)


• international: Sweden has presidency in NUK and Barents


• new minister and new ministries, Lena Hallengen, meeting regarding international priorities with 30-40 young people about new priorities

Denmark

• change towards a more conservative government


• no defined separate youth policy


• no national priorities, more a sectoral approach


• during EU presidency two large youth conferences – input to the convention treaty of Europe


• will have a conference on the YOUTH programme

Poland

• new bureau for youth affairs: project on government policy in the youth field


• budget 3 Mio Zloty this year for exchanges

Latvia

• national youth policy from 1998-2003, evaluation by an inter-ministerial group


• new programme from 2004-2008


• consultative board consisting of youth coordinators from the regional level


• coop with NGO: signed agreement between ministry and national youth council


• programme by Soros foundation: make a law on youth – working group from different ministries and from youth council

Russia

• different opinions on what is youth policy


• new concept has to be found: discussion among ministries and youth organisations


• budget for youth policy: 2 Mio EUR


• agreement between Lithuania & Russia on youth policy


• new agreement with Germany


• new protocol with Estonia and Latvia


• in international coop the Baltic regions are the most active one, especially St. Petersburg – system of youth exchanges, coop with Sweden, Finland, Estonia, Latvia, Poland, Lithuania


• 2nd youth festival in St. Petersburg - 13th – 18th July, place for contact meeting

Estonia

• successful application to EU structural fund- support for youth information system and for open youth centre systems


• development of co-management system – roundtable of youth work organisation (organisations who work with young people but are not young people themselves), if you are active in 5 of 15 regions in Estonia = national youth work organisation


• roundtables for youth coordinators – discussion of national, regional and local issues


• PR questions – how to sell the actions to the young


• Concept, 8 main areas of youth work with 8 expert groups


• int. youth work, youth information and youth trainings, youth and hobby education (music and art academy), youth camps, youth participation and structures

danger: change from active youth to passive youth

Lithuania – as distributed


Finland

• changes after elections in Finland, also in youth field


• key issues in the current programme:


• youth unemployment – preventional work shops


• evaluate “afternoon clubs” – many parents are working, children are home alone, in order to supervise them and to give them something to do, free of charge - clubs shall be installed for the youngsters


• programme for participation projects in youth work and education, 39 projects were chosen (expectation on good practices)


• national youth council works on the living conditions and on society questions