# VaultMesh Consortium Kickoff Call — Agenda

**Meeting:** PQC Integration Consortium Launch
**Duration:** 2 hours
**Format:** Virtual (Zoom/Teams)
**Date:** [To be scheduled: Nov 8-12]
**Time:** [Based on partner availability]
**Facilitator:** Karol Stefanski (VaultMesh Guardian)

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## 📋 Pre-Meeting Checklist

**All participants please complete before the call:**
- [ ] Review Consortium Briefing Deck (10 minutes)
- [ ] Verify your entry in consortium-tracker.csv
- [ ] Read PROOF_CHAIN.md (understand cryptographic governance)
- [ ] Prepare 2-minute introduction: your organization's expertise + motivation for joining

**Technical setup:**
- [ ] Video call link sent 24h in advance
- [ ] Shared screen capability tested
- [ ] Secure document portal access credentials distributed

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## ⏱️ Agenda (120 minutes)

### Part 1: Welcome & Context (15 min)

**00:00-00:05 — Welcome & Introductions**
- Roll call (4 partners: VaultMesh, Univ Brno, Cyber Trust, France Public)
- Confirm quorum for decision-making
- Review agenda and objectives

**00:05-00:15 — Treasury Nebula Overview (VaultMesh)**
- Present Slide 1: Complete funding constellation
- Explain three-wave submission strategy
- Position PQC Integration within broader €15.8M roadmap
- Q&A

**Key message:** *"This proposal is part of a larger coordinated funding federation"*

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### Part 2: Technical Architecture & Roles (30 min)

**00:15-00:25 — PQC Integration Technical Deep Dive**
- Present PQC Architecture Diagram
- Walk through hybrid cryptographic transition (Classical → Hybrid → PQC)
- Show VaultMesh organ integration (LAWCHAIN, Ψ-Field, Federation)
- Explain validation pilots (France, Czech, Greece)

**00:25-00:40 — Work Package Assignments & Deliverables**

**WP1: Governance Framework (M1-6) — VaultMesh Lead**
- Objectives: Define proof schemas, LAWCHAIN design, Ψ-Field specs
- Key deliverables: D1.1 Requirements doc, D1.2 Architecture spec
- Effort: 12 person-months
- Budget: €180K

**WP2: Proof & Anchoring (M1-12) — Univ Brno Lead**
- Objectives: Sealer & verifier CLI, RFC-3161 TSA integration
- Key deliverables: D2.1 Sealer implementation, D2.2 Verifier tool
- Effort: 24 person-months
- Budget: €280K

**WP3: Ψ-Field & Observability (M4-16) — Cyber Trust Lead**
- Objectives: Service deployment, dashboards, anomaly detection
- Key deliverables: D3.1 Ψ-Field service, D3.2 Observability dashboard
- Effort: 30 person-months
- Budget: €350K

**WP4: Federation & Trust (M6-18) — VaultMesh Lead**
- Objectives: Router implementation, testbed, trust profiles
- Key deliverables: D4.1 Federation router, D4.2 Testbed report
- Effort: 20 person-months
- Budget: €300K

**WP5: Pilots & Assessment (M12-24) — France Public Lead**
- Objectives: Pilot deployments, interop drafts, impact assessment
- Key deliverables: D5.1 Pilot reports, D5.2 Standards contributions
- Effort: 18 person-months
- Budget: €200K

**00:40-00:45 — Q&A on Work Packages**
- Clarify scope boundaries
- Confirm resource availability
- Address technical dependencies

**Decisions needed:**
- [ ] All partners approve WP assignments
- [ ] Budget allocation confirmed (totals €1.31M + VaultMesh coordination €1.49M = €2.8M)
- [ ] Key personnel nominated for each WP

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### Part 3: Budget & Admin (25 min)

**00:45-00:55 — Budget Reconciliation**
- Review consortium-tracker.csv budget column
- Verify percentages sum to 100%
- Confirm person-month allocations match budget
- Discuss cost categories (personnel, travel, equipment, indirect)

**Current allocation:**
- VaultMesh (IE): €1,970K (70.4%) — Coordinator + WP1 + WP4
- Univ Brno (CZ): €280K (10.0%) — WP2 lead
- Cyber Trust (GR): €350K (12.5%) — WP3 lead
- France Public (FR): €200K (7.1%) — WP5 lead
- **Total: €2.8M (100%)**

**00:55-01:10 — Admin Document Collection**

**Required from each partner by Nov 26:**
1. **PIC Code** (9-digit Participant Identification Code from EU portal)
2. **Legal Entity Form** (signed by authorized representative)
3. **Financial Capacity Statement** (last 2-3 years audited accounts)
4. **CVs** (2-page EU format for key personnel — 2-3 per partner)
5. **Ethics Self-Assessment** (if applicable — research involving human subjects/data)
6. **Gender Equality Plan** (if required by institution)

**Action:** Assign admin lead from each partner organization (name + email)

**Decisions needed:**
- [ ] Admin collection deadline confirmed: Nov 26
- [ ] Admin leads nominated
- [ ] Escalation process agreed (if documents delayed)

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### Part 4: Proposal Development Plan (30 min)

**01:10-01:25 — Part B Section Assignments**

**Section 1: Excellence (Lead: VaultMesh)**
- 1.1 Objectives
- 1.2 Relation to work programme
- 1.3 Methodology
- 1.4 Open science practices
- **Draft deadline:** Nov 18
- **Partner review deadline:** Nov 22

**Section 2: Impact (Lead: Cyber Trust)**
- 2.1 Pathways to impact
- 2.2 Measures to maximize impact
- 2.3 IPR management
- **Draft deadline:** Nov 20
- **Partner review deadline:** Nov 24

**Section 3: Implementation (Lead: VaultMesh + Univ Brno)**
- 3.1 Work plan & resources
- 3.2 Management structure
- 3.3 Consortium as a whole
- 3.4 Other aspects
- **Draft deadline:** Nov 22
- **Partner review deadline:** Nov 26

**Coordination process:**
- Drafts shared via secure portal (Mattermost/NextCloud)
- Each partner reviews sections related to their WPs
- VaultMesh consolidates feedback and produces integrated draft
- Final steering committee review: Nov 27-30

**01:25-01:40 — Timeline & Milestones Review**
- Walk through 6-week Gantt chart (Slide 5)
- Identify critical path dependencies
- Confirm weekly check-in schedule
- Set up bi-weekly steering calls

**Key milestones:**
- Nov 12: Consortium kickoff ✓ (this call)
- Nov 18-22: Part B draft sections complete
- Nov 26: Admin documents complete
- Dec 5: Budget 100% allocated & approved
- Dec 8: Consortium agreement signed
- Dec 11: Final proposal freeze (5pm CET)
- Dec 15: Submission deadline (5pm CET)

**Decisions needed:**
- [ ] All partners commit to timeline
- [ ] Section leads confirmed
- [ ] Weekly check-in time agreed (30 min, same time each week)

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### Part 5: Cryptographic Governance (15 min)

**01:40-01:50 — PROOF_CHAIN.md Walkthrough**
- Explain Merkle root concept (non-technical terms)
- Show how any document change creates new receipt
- Demonstrate verification: `sha256sum` on any file
- Position VaultMesh as consortium trust anchor

**Key value propositions:**
- **Non-repudiation:** LOIs and budgets are cryptographically sealed
- **Transparency:** All partners can verify document integrity
- **Audit trail:** EU reviewers see systematic rigor
- **Compliance:** Satisfies GDPR, AI Act, CRA requirements

**01:50-01:55 — Consortium Agreement Preview**
- Overview of key terms: IP rights, budget allocation, governance
- Timeline for legal review: Draft shared Nov 25, signatures by Dec 8
- Clarify that consortium agreement is separate from EU grant agreement

**Decisions needed:**
- [ ] All partners understand and accept cryptographic governance
- [ ] Legal departments will be engaged for consortium agreement review

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### Part 6: Q&A & Next Steps (5 min)

**01:55-02:00 — Open Questions**
- Technical concerns?
- Admin blockers?
- Budget clarifications?
- Timeline feasibility?

**Immediate action items (assigned on this call):**
- [ ] VaultMesh: Send meeting minutes within 24h
- [ ] VaultMesh: Grant secure portal access to all partners
- [ ] VaultMesh: Draft Part B Section 1 (Excellence) by Nov 18
- [ ] Univ Brno: Provide WP2 detailed plan by Nov 15
- [ ] Cyber Trust: Draft Part B Section 2 (Impact) by Nov 20
- [ ] France Public: Confirm pilot site details by Nov 15
- [ ] All partners: Submit admin documents by Nov 26

**Next meeting:** Weekly check-in call (30 min) — Nov 15, [time TBD based on this call]

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## 🎯 Success Criteria for This Call

**At the end of 2 hours, we must have:**
1. ✅ All 4 partners aligned on technical vision
2. ✅ Work package assignments confirmed (leads + contributors)
3. ✅ Budget allocation approved (100% allocated, no gaps)
4. ✅ Admin leads nominated from each organization
5. ✅ Part B section leads assigned with deadlines
6. ✅ Timeline milestones confirmed (all partners commit)
7. ✅ Weekly check-in time scheduled
8. ✅ Action items assigned with owners and dates

**If any of these are not achieved, we schedule a follow-up call within 48 hours.**

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## 📎 Materials Shared Before Call

**Pre-reading (total: ~30 minutes):**
1. Consortium Briefing Deck (5 slides)
2. PROOF_CHAIN.md (verification instructions)
3. Consortium Tracker (your organization's entry)
4. Partner Onboarding Kit (budget, timeline, deliverables)
5. PQC Integration Architecture Diagram

**Materials shared after call:**
- Meeting minutes with decisions and action items
- Secure portal access credentials
- Part B section templates
- Admin document checklist
- Consortium agreement draft (Week 4)

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## 🔒 Confidentiality & Information Handling

**This call and materials are:**
- **Consortium Internal** — Do not share outside partner organizations
- **Pre-contractual** — Not legally binding until consortium agreement signed
- **Commercially sensitive** — Budget and strategy information is confidential

**PROOF_CHAIN.md is:**
- **Public-facing** (can be shared with EU reviewers)
- **Technical evidence** (demonstrates cryptographic governance)
- **Non-confidential** (contains no budget/partner details)

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## 📞 Contact During Proposal Development

**Coordinator (VaultMesh):**
- Email: guardian@vaultmesh.org
- Portal: [Mattermost/NextCloud link]
- Urgent: [Signal/phone — shared privately]

**Steering Committee:**
- Weekly check-ins: [Time TBD]
- Ad-hoc questions: Mattermost #pqc-integration channel
- Document sharing: NextCloud /pqc-integration folder

**Escalation path:**
If any partner encounters blockers:
1. Post in Mattermost (response within 4 hours)
2. If urgent: Email coordinator (response within 8 hours)
3. If critical: Phone/Signal (response within 1 hour)

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## 🜂 Closing Remarks

**Coordinator statement:**

> *"Thank you for committing to this consortium. What you're about to experience is fundamentally different from traditional EU proposals. Every document you touch is cryptographically sealed. Every decision generates a receipt. Every budget change updates the Merkle root. This is proof-driven coordination at civilization scale. Welcome to the Treasury Nebula. Let's build something remarkable together."*

**Call concludes with:** Photo/screenshot of all participants (for consortium website if funded)

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**Document Control:**
- Version: 1.0-KICKOFF-AGENDA
- Date: 2025-11-06
- Owner: VaultMesh Technologies B.V.
- Classification: Consortium Internal (Partners Only)
- Related: Consortium_Briefing_Deck.md, PROOF_CHAIN.md