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Project 01/11/2000

Project 01/11/2000 D E C I S I O N On the Baltic Assembly Budget 2001 The Baltic Assembly approves the Baltic Assembly budget for the year 2001 in the amount of 307 602 USD in accordance with the attached Baltic Assembly budget appropriations. According to Article 54, paragraph 2, of the Baltic Assembly Statute, the expenses necessary for ensuring the activities of the Baltic Assembly shall be shared equally by the parliaments of Estonia, Latvia and Lithuania. Chairman of the Presidium of the Baltic Assembly Vice Chairman of the Presidium of the Baltic Assembly Vice Chairman of the Presidium of the Baltic Assembly Audrius KLIŠONIS Romualds RAŽUKS Trivimi VELLISTE 9 December 2000, Vilnius Baltic Assembly BUDGET 2001 Budget Summary Expenses USD BA Sessions 79 730 BA Presidium 3 424 BA Committees 20 858 BA Secretariat 62 359 Seminars, conferences and other events 89 064 Baltic Assembly Prizes 52 167 Total 307 602 Revenues Payments of members Estonian parliament 102 534 Latvian parliament 102 534 Lithuanian parliament 102 534 Other revenues 0* Total 307 602 *Other revenues if they are received will be used according to the decision of BA Presidium. BUDGET EXPLANATIONS Baltic Assembly budget for the year 2001 is planned separately for the following Baltic Assembly events:

  1. BA Sessions;
  2. BA Presidium meetings;
  3. BA Committees meetings;
  4. Seminars, conferences and other events;
  5. Baltic Assembly Prize Award;
  6. Secretariat. Budget estimates for those events are broken down into following categories:
  7. Office equipment;
  8. Salaries;
  9. Office expenses;
  10. Travel expenses;
  11. Information materials;
  12. Accommodation expenses;
  13. Rent and lease;
  14. Other expenses. All those expenses are further divided into several subcategories which will be explained where appropriate. Budget has been estimated in Latvian Lats using the exchange rate 1 LVL = 0.6 USD. Total amount of planned Baltic Assembly budget for the year 2001 is 184 561 LVL or 307 602 USD. Baltic Assembly sessions Two Baltic Assembly sessions are planned for the year
  15. It is envisaged that 200 participants will take part in each session. Total amount of expenses for Baltic Assembly sessions is 47 838 LVL or 79 730 USD. The following expense categories are budgeted for BA Sessions. Salaries Contract work expenditure amounting to 9000 LVL is planned. This includes salaries to interpreters estimating 6 interpreters working two full days at the rate of 15 LVL per hour. This also includes translation of session materials (250 pages) at the rate of 5 LVL per page. Contract work salaries are also included in this subcategory. Another subcategory is Social tax payment estimated at the rate of 27.09% from all salaries’ expenditure. Total amount of money planned in this expense category is 11 438 LVL. Office expenses The only office expenses necessary for Baltic Assembly sessions are communications expenses to provide attending journalists with relevant communications possibilities. Amount of money planned is 500 LVL for both sessions. Travel expenses Travel expenses of delegates and guests will be covered by their parliaments and respective organizations. The only exception is hotel expenses for invited guests which are planned to be covered by the Baltic Assembly. These expenses will amount to 4 500 LVL. Information materials Participant’s packages will be prepared for delegates and guests of sessions. These expenses will include copying and binding of materials, purchase of folder and pen for each participant. Inclusion of local information brochure is also planned. Total costs of preparation of participants’ packages will amount to 3 500 LVL. Expenses of the preparation of general information materials about the Baltic Assembly are included in the Secretariat budget. Accommodation expenses Accommodation expenses are planned at the 22 600 LVL level. This will include necessary coffee breaks, soft drinks, lunches and receptions. Rent and Lease Rent of simultaneous translation and other equipment will be necessary. 3 800 LVL are planned for this purpose. Other expenses Other expenses will include costs of purchase of souvenirs, flowers and other organizational costs and fees. Other costs are planned at 1 500 LVL level. Baltic Assembly Presidium Meetings It is planned that 5 Baltic Assembly Presidium meetings will take place in 2001 and on the average 12 persons will participate in each meeting. Total amount of expenses for Baltic Assembly Presidium meetings is 2 054 LVL or 3 424 USD. Salaries Contract work expenditure amounting to 200 LVL is planned. This will be necessary to cover expert’s fees and other contract work to ensure successful work of Baltic Assembly Presidium. Social contribution amounting to 54 LVL is also planned. Information materials This category includes costs of participant’s packages with the following expenses - copying, binding, purchase of folder and pen. These costs will amount to 200 LVL Accommodation expenses Accommodation expenses are planned at 1 200 LVL level. Rent and lease At least one Presidium meeting is planned to be held outside capital. This will require rent of premises. 200 LVL are allocated for those purposes. Other expenses Other unforeseen expenses planned amount to 200 LVL. Committees meetings 30 meetings of the Standing committees, 2 meetings of the Editorial Committee and 4 meetings of the Budget Committee are planned. It is envisaged that on the average 20 participants will take part in the Standing committee meeting and 12 participants will take part in the Editorial Committee meeting and in the Budget Committee meeting. Total amount of expenses for Baltic Assembly committees meetings is 12 515 LVL or 20 858 USD. Salaries Contract work salaries will be necessary to provide translation of materials for committees meetings and other necessary services. These expenses will amount to 1 900 LVL. Social tax payments amounting to 515 LVL are also planned. Total costs planned in this category are 2 415 LVL. Travel expenses Travel expenses in the Baltic States are planned. This will cover travel and hotel expenses of experts who will participate in meetings. It is planned that on the average three experts will participate in each meeting. Travel expenses will amount to 2 000 LVL. Travel expenses of committees and commission members will be covered by respective parliaments. Only hotel costs will be covered. Total hotel costs will amount to 2 000 LVL. Information materials Preparation of participant’s packages will be necessary. Envisaged costs in this category will include copying, binding, purchase of folders and pens. The planned amount of money for this purpose is 1 000 LVL. Accommodation expenses Accommodation expenses are planned at the 4 500 LVL level. This will include necessary lunches and other costs. Other expenses Other unforeseen expenses are planned at 600 LVL level. Secretariat Total amount of funding planned for the Secretariat is 37 416 LVL or 62 359 USD Office equipment The BA Secretariat’s work can hardly be conceived of without various resource materials and relevant literature. The BA Secretariat plans to subscribe to the following publications: The Baltic Times, Diena (Day), Latvijas Vēstnesis (Latvia’s Messenger), Bizness & Baltija (Business and the Baltics), Dienas Bizness (Business Daily), Latvia’s Taxation System, Work and Social Legislation, Accountancy, Latvia’s Economist. It is anticipated that the BA Secretariat will compile information materials about the activities of the BA and how they are reflected in the press, thus creating a library consisting of reading material, audio tapes and videos. The total expenditure for this purpose would be 750 LVL. To provide functioning of the Secretariat stationery is needed. The necessary fund for this purpose amounts to 500 LVL. In order to respect copyright laws and facilitate the work of the Secretariat, we plan to acquire an additional Microsoft Office license, accountancy software, the legislative database NAIS and antiviral software. The amount envisaged for this purpose is 300 LVL. Salaries The BA Secretary’s and the accountant’s salaries will remain at the present level which amounts to 6 600 LVL. It is planned to hire project manager and assistant to improve working capacity of Baltic Assembly secretariat. The salary for project manager specialist is planned at 3 000 LVL level and for assistant at 1800 LVL level. The amount for contract work will be 2 500 LVL. Contract work includes translations, consultations, one-off organizational tasks, etc. When calculating social charges it has been assumed that the rate in the year 2001 will remain at 27.09% level and amount to 3 766 LVL Office expenses Item 3 is calculated based on current Secretariat’s office lease agreement. The rent will amount to 2 600 LVL per year. Utility payments (excluding electricity) are approximately 1 LVL/m2, which adds up to approximately 500 LVL per year. Electricity payments are planned at approximately 600 LVL per year due to the use of electric heaters. Communication expenses are calculated at 4 350 LVL level. Service and repair of equipment is expected to cost 800 LVL per year. This amount includes regular maintenance of the photocopier and of the communications and computer equipment (approx. 60 LVL per month) as well as 80 LVL for possible urgent repairs. Cleaning of the office is expected to cost approximately 45 LVL per month, amounting to 550 LVL per year. Travel expenses The following business trips are planned for the year 2001: · 3 Presidium meetings in Estonia, each of 2 days duration; Accountant participate in one meeting. · BA session in Estonia of 3 days duration, with participation of public relations specialist. · 2 Finance and Budget Committee meetings in Estonia, each of 1 day duration - with the participation of the Accountant. · 1 BA Secretariat meeting in Estonia, one day duration. · 2 BA and Nordic Council Secretariat meetings (Copenhagen), each of 3 days duration. · 2 BA and Benelux Inter-parliamentary Consultative Council Secretariat meetings, each of 3 days duration. · Session of the Nordic Council (Denmark), 4 days altogether. · Session of the Benelux Inter-parliamentary Consultative Council (Luxembourg), 4 days altogether. · 4 events organized by the BA (conferences, seminars, etc.) – 12 days altogether. · 4 unplanned conferences and seminars. It is assumed that part of the expenses are not covered by the BA Secretariat but by the inviting side (an international organization). Therefore only 4 100 LVL are requested although total travel costs will amount to approximately 8 000 LVL. Information materials The following information materials will be published by the BA Secretariat in the year 2001: · four BA information bulletins - 1000 copies at the cost of 550 LVL × 4, altogether 2200 LVL per year; · Annual report of the Baltic Assembly– 2000 copies at the cost of 1700 LVL The total amount earmarked for information activities aimed at promoting the work of the BA is 3 900 LVL. Other expenses This item includes representation expenses, reception of guests, souvenirs as well as unforeseen expenses. The total amount for this item is 800 LVL. Seminars, Conferences and other events Several important events are planned in
  16. This includes Baltic Assembly and Nordic Council joint meeting in Riga, Cross-Border Cooperation conference and events related to Baltic Assembly 10th Anniversary (traveling exhibition, concert, conference etc.). Four other unspecified seminars with average 50 participants are planned to take place in
  17. Total amount of expenses for seminars, conferences and other events is 53 438 LVL or 89 064 USD Salaries Contract work salaries will be necessary to provide translation of materials for seminars and conferences. It is planned that approximately 500 pages of materials will be translated at the rate 5 LVL per page. These expenses will amount to 5 000 LVL. Another 3 000 LVL will be needed to hire interpreters for simultaneous translation. 1 000 LVL will be needed to provide other necessary services. Social tax payments amounting to 2 438 LVL are also planned. Total costs planned in this category are 11 438 LVL. Office expenses To provide attending journalists with relevant communications possibilities communications expenses are planned at the 1 000 LVL level. Travel expenses Although generally the Baltic Assembly will not cover travel expenses for participants of seminars and conferences it is planned that hotel expenses of 10 participants at each event will be covered. This will amount to 4 800 LVL. Information materials Expenses of the preparation of participant’s packages (copying, binding, purchase of folders, pens) are included in this category and will amount to 3 500 LVL. Booklet “Baltic Assembly” – devoted to the 10th Anniversary of the Baltic Assembly – will be developed. It is planned to print 2000 copies at the cost 1 500 LVL. Maintenance and further development of Baltic Assembly Web site will require 5 000 LVL. Total costs of information materials will amount to 10 000 LVL Accommodation expenses Accommodation expenses will include meals for participants of seminars and conferences and will amount to 15 000 LVL. Rent and lease Rent of premises and simultaneous translation and other equipment will be necessary. There are 3 000 LVL envisaged for rent of premises and 6 000 LVL for rent of equipment. Other expenses Other and unforeseen expenses are planned at 2 200 LVL level. Baltic Assembly Prizes The Baltic Assembly yearly awards its prizes. Expenses include BA Prizes preparation costs as well as ceremony costs. It is planned that 3 persons from each country will work in the Joint Judging Committee. The Baltic Assembly Prizes ceremony will be attended by 250 persons. The ceremony will include concert and reception. Total amount of expenses for the Baltic Assembly prizes is 31 300 LVL or 52 167 USD. Salaries Contract work salaries will be necessary. These will include remuneration costs of members of the Judging Committee from each country, salaries to translators as well as concert director and artists. Total amount of contract work is estimated at 5469 LVL level. Social tax payments will amount to 1 481 LVL. Total costs in this category will reach 6 950 LVL. Travel expenses Travel and hotel expenses of 6 jury members and 3 prize winners are planned in this budget. Hotel expenses will amount to 650 LVL and travel will cost 1 150 LVL. It is planned that all other participants of the Baltic Assembly Prizes ceremony will cover their own travel expenses. Information materials Advertising expenses and printing costs of the Baltic Assembly Prizes ceremony program are included in this category. These expenses will amount to 800 LVL. Accommodation expenses Accommodation expenses of the Joint Judging Committee and reception costs will amount to 4 100 LVL. Rent and lease There will be a necessity to rent premises for the Baltic Assembly prize ceremony. Therefore there are 1 500 LVL envisaged for this purpose and 3 500 LVL for the rent of needed equipment. BA Prizes Costs of Baltic Assembly Prizes will consist of 15 000 EUR which will be prizes themselves and production costs of prizes certificates and statuettes. These costs will amount to 11 650 LVL. Other expenses Other expenses for this event are planned at 1000 LVL level. EXPENDITURE ESTIMATES BUDGET ESTIMATE SESSIONS PRESIDIUM COMMI-TTEES SECRE-TARIAT SEMINARS, CONFERENCES, ETC. BALTIC ASSEMBLY PRIZE TOTAL
  18. Office equipment Necessary resource materials 0 0 0 750 0 0 750 Equipment and furniture 0 0 0 0 0 0 0 Software 0 0 0 300 0 0 300 Stationery 0 0 0 500 0 0 500 SUBTOTAL 0 0 0 1.550 0 0 1.550 SUBTOTAL (USD) 0 0 0 2.583 0 0 2.583
  19. Salaries Secretary 0 0 0 3.900 0 0 3.900 Accountant 0 0 0 2.700 0 0 2.700 Project manager 0 0 0 3.000 0 0 3.000 Assistant 0 0 0 1.800 0 0 1.800 Contract work 9.000 200 1.900 2.500 9.000 5.469 28.069 Social Contribution (27.09% ) 2.438 54 515 3.766 2.438 1.481 10.692 SUBTOTAL 11.438 254 2.415 17.666 11.438 6.950 50.161 SUBTOTAL (USD) 19.064 424 4.025 29.443 19.064 11.583 83.601
  20. Office expenses Office rent 0 0 0 2.600 0 0 2.600 Utilities 0 0 0 1.100 0 0 1.100 Communication expenses 500 0 0 4.350 1.000 0 5.850 Service and repair of equipment 0 0 0 800 0 0 800 Office cleaning 0 0 0 550 0 0 550 SUBTOTAL 500 0 0 9.400 1.000 0 10.900 SUBTOTAL (USD) 833 0 0 15.667 1.667 0 18.167
  21. Travel expenses International travel per diem 0 0 0 450 0 0 450 hotel 4.500 0 0 650 4.800 0 9.950 travel 0 0 0 1.200 0 0 1.200 Travel in the Baltic States per diem 0 0 0 600 0 0 600 hotel 0 0 2.000 800 0 650 3.450 travel 0 0 2.000 400 0 1.150 3.550 SUBTOTAL 4.500 0 4.000 4.100 4.800 1.800 19.200 SUBTOTAL (USD) 7.500 0 6.667 6.833 8.000 3.000 32.000
  22. Information materials (booklets, information bulletins etc.) Participants' packages 3.500 200 1.000 0 3.500 0 8.200 Booklets, information bulletins etc. 0 0 0 2.200 1.500 0 3.700 Other information materials 0 0 0 1.700 0 800 2.500 Website design and maintenance 0 0 0 0 5.000 0 5.000 SUBTOTAL 3.500 200 1.000 3.900 10.000 800 19.400 SUBTOTAL (USD) 5.833 333 1.667 6.500 16.667 1.333 32.333
  23. Accommodation expenses Accommodation expenses 22.600 1.200 4.500 0 15.000 4.100 47.400 SUBTOTAL 22.600 1.200 4.500 0 15.000 4.100 47.400 SUBTOTAL (USD) 37.667 2.000 7.500 0 25.000 6.833 79.000
  24. Rent and lease Rent of premises 0 200 0 0 3.000 1.500 4.700 Rent of equipment 3.800 0 0 0 6.000 3.500 13.300 SUBTOTAL 3.800 200 0 0 9.000 5.000 18.000 SUBTOTAL (USD) 6.333 333 0 0 15.000 8.333 30.000
  25. BA Prizes BA Prizes (3x 5000 EUR) 0 0 0 0 0 8.850 8.850 Certificates, statuettes etc. 0 0 0 0 0 2.800 2.800 SUBTOTAL 0 0 0 0 0 11.650 11.650 SUBTOTAL (USD) 0 0 0 0 0 19.417 19.417
  26. Other expenses Representation expenses, souvenirs etc. 1.500 200 600 800 2.200 1.000 6.300 SUBTOTAL 1.500 200 600 800 2.200 1.000 6.300 SUBTOTAL (USD) 2.500 333 1.000 1.333 3.667 1.667 10.500 TOTAL LVL 47.838 2.054 12.515 37.416 53.438 31.300 184.561 TOTAL USD 79.730 3.424 20.858 62.359 89.064 52.167 307.602 Target figures set by BA Presidium 80.000 4.000 21.000 62.000 90.000 53.000 310.000 Budget 2000 79.878 4.237 29.939 59.958 71.744 44.083 289.839

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