test/VAULTMESH-ETERNAL-PATTERN/funding-roadmap/presentations/Consortium_Kickoff_Agenda.md

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