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Projekts DECISION On the Baltic Assembly Budget 2000 The Baltic Assembly approves the Baltic Assembly budget for the year 2000 in the amount of 288 993 USD in accordance with the attached budget appropriations of the Baltic Assembly. 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. The Baltic Assembly obliges the Presidium of the Baltic Assembly to make adjustments, if necessary, to the Baltic Assembly Budget approved by the 15th Baltic Assembly Session pending the approval by Estonia, Latvia and Lithuania of their state budgets for the year 2000 (these budgets should serve as the bases for any adjustments). In case amendments are introduced to the Baltic Assembly Budget 2000, the budget should be submitted to the Baltic Assembly 16th session for approval. Romualds Ražuks Laima Liucija Andrikienė Trivimi Velliste Chairman of the Presidium of the Baltic Assembly Vice Chairwoman of the Presidium of the Baltic Assembly Vice Chairman of the Presidium of the Baltic Assembly Riga, 4 December 1999 Presidium of the Baltic Assembly Budget and Audit Committee of the BA Baltic Assembly Secretariat Baltic Assembly BUDGET 2000 Budget Summary Expenses USD BA Sessions 79 878 BA Presidium 4 237 BA Committees and commissions 29 939 BA Secretariat 59 958 Seminars, conferences and other events 71 744 Baltic Assembly Prizes 44 083 Total 288 993 Revenues Payments of members Estonian parliament 96 331 Latvian parliamnent 96 331 Lithuanian parliament 96 331 Other revenues 0* Total 288 993 *Other revenues if they are received will be used according to the decision of BA Presidium. EXPENDITURE ESTIMATES BUDGET ESTIMATE SESSIONS PRESIDIUM COMMITTEES AND COMMISIONS SECRETARIAT SEMINARS, CONFERENCES, ETC. BALTIC ASSEMBLY PRIZE TOTAL

  1. Office equipment Necessary resource materials 0 0 0 750 0 0 750 Equipment and furniture 0 0 0 3.000 0 0 3.000 Software 0 0 0 800 0 0 800 Stationery 0 0 0 500 0 0 500 SUBTOTAL 0 0 0 5.050 0 0 5.050
  2. Salaries Secretary 0 0 0 3.900 0 0 3.900 Accountant 0 0 0 2.700 0 0 2.700 Contract work 9.000 0 4.500 1.500 5.800 5.550 26.350 Social Contribution (28.09% ) 2.528 0 1.264 2.275 1.629 1.559 9.256 SUBTOTAL 11.528 0 5.764 10.375 7.429 7.109 42.206
  3. 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 3.750 1.000 0 5.250 Service and repair of equipment 0 0 0 800 0 0 800 Office cleaning 0 0 0 550 0 0 550 Internet services contracts 0 0 0 350 0 0 350 SUBTOTAL 500 0 0 9.150 1.000 0 10.650
  4. Travel expenses International travel per diem 0 0 0 350 0 0 350 hotel 4.500 0 0 450 4.800 0 9.750 travel 0 0 0 1.500 0 0 1.500 Travel in the Baltic States per diem 0 0 0 800 0 0 800 hotel 0 0 3.000 1.900 0 350 5.250 travel 0 0 0 0 0 1.200 1.200 SUBTOTAL 4.500 0 3.000 5.000 4.800 1.550 18.850
  5. Information materials (booklets, information bulletins etc.) Participant`s packages 3.500 600 2.600 0 2.700 0 9.400 Booklets, information bulletins etc. 0 0 0 5.000 0 0 5.000 Other information materials 0 0 0 0 0 2.400 2.400 SUBTOTAL 3.500 600 2.600 5.000 2.700 2.400 16.800
  6. Accommodation expenses Accomodation expenses 22.600 1.800 5.700 0 14.600 4.250 48.950 SUBTOTAL 22.600 1.800 5.700 0 14.600 4.250 48.950
  7. Rent and lease Rent of premises 0 0 0 0 0 250 250 Rent of equipment 3.000 0 0 0 6.000 350 9.350 SUBTOTAL 3.000 0 0 0 6.000 600 9.600
  8. Legal expenses Legal Expenses 0 0 0 0 4.000 0 4.000 SUBTOTAL 0 0 0 0 4.000 0 4.000
  9. BA Prizes BA Prizes (3x 5000 EUR) 0 0 0 0 0 9.300 9.300 Sertificates, statuettes etc. 500 SUBTOTAL 0 0 0 0 0 9.800 9.300
  10. Other expenses Representation expenses, souvenirs etc. 1.500 100 600 800 1.800 300 5.100 SUBTOTAL 1.500 100 600 800 1.800 300 5.100 TOTAL LVL 47.128 2.500 17.664 35.375 42.329 26.009 170.506 TOTAL USD 79.878 4.237 29.939 59.958 71.744 44.083 288.993 Target figures set by BA Presidium 80.000 1.500 30.000 60.000 74.000 44.000 289.500 BUDGET EXPLANATIONS Baltic Assembly budget for the year 2000 is planned separately for the following Baltic Assembly events:
  11. BA Sessions;
  12. BA Presidium meetings;
  13. BA Committees and Commission meetings;
  14. Seminars, conferences and other events;
  15. Baltic Assembly Prize Award;
  16. Secretariat. Budget estimates for those events are broken down into following categories:
  17. Office equipment;
  18. Salaries;
  19. Office expenses;
  20. Travel expenses;
  21. Information materials;
  22. Accommodation expenses;
  23. Rent and lease;
  24. 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 = 0.59 USD. Total amount of planned Baltic Assembly budget for the year 2000 is 170 506 LVL or 288 993 USD. Baltic Assembly sessions Two Baltic Assembly sessions are planned for the year
  25. It is envisaged that 200 participants will take part in each session. Total amount of expenses for Baltic Assembly sessions is 47 128 LVL or 79 878 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) into two languages at the rate of 5 LVL per page. Salaries of session secretaries and other contract work salaries are also included in this subcategory. Another subcategory is Social tax payment estimated at the rate of 28.09% from all salaries’ expenditure. Total amount of money planned in this expense category is 11 528 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 participant’s 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. 3 000 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 6 Baltic Assembly Presidium meetings will take place in 2000 and on the average 10 persons will participate in each meeting. Total amount of expenses for Baltic Assembly Presidium meetings is 2 500 LVL or 4 237 USD 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 600 LVL Accommodation expenses Accommodation expenses are planned at 1 800 LVL level. Other expenses Other unforeseen expenses planned amount to 100 LVL. Committees and Commission meetings 24 meetings of different committees and 2 meetings of the Drafting Commission are planned. It is envisaged that on the average 20 participants will take part in a committee meeting. Total amount of expenses for Baltic Assembly committees and commission meetings is 17 664 LVL or 29 939 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 4 500 LVL. Social tax payments amounting to 1 264 LVL are also planned. Total costs planned in this category are 5 764 LVL. Travel expenses Travel expenses in the Baltic states are planned. This will cover per diem and hotel expenses of experts who will participate in meetings. Travel expenses of committees and commission members will be covered by respective parliaments. It is planned that on the average three experts will participate in each meeting. Only hotel costs will be covered and will amount to 3 000 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. 400 participant’s packages will be necessary. The planned amount of money for this purpose is 2 600 LVL. Accommodation expenses Accommodation expenses are planned at the 5 700 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 35 375 LV or 59 958 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 Vçstnesis (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, audiotapes and videos. The total expenditure for this purpose would be 750 LVL. Due to the increase in the amount of work, it will be necessary to obtain relevant office equipment. The most necessary purchases amount to 3000 LVL for office equipment (copier, fax machine, laptop computer). 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 licence, accountancy software, the legislative data base NAIS and antiviral software. The amount envisaged for this purpose is 800 LVL. Salaries The BA Secretary’s and the accountant’s salaries will remain at the present level which amounts to 6 600 LVL. The amount for contract work will be 1500 LVL. Contract work includes translations, maintenance of the BA Home page, consultations, one-off organisational tasks, etc. When calculating social charges it has been assumed that the rate in the year 2000 will remain at 28.09% level and amount to 2 275 LVL Office expenses Item 3 is calculated taking into account the Secretariat’s move to a new location in Riga - Basteja bulvâris 12 with a floor-space of 40 m
  26. The rent: 9 USD × 40 m2 × 12 months, which equals approximately 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 3 750 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 2000: · 4 Presidium meetings (2 in Lithuania, 2 in Estonia), each of 2 days duration; accountants participate in 2 meetings · 2 BA sessions (Lithuania, Estonia), each of 3 days duration · 4 Finance and Budget Committee meetings (2 in Lithuania, 2 in Estonia), each of 2 days duration - with the participation of the accountant · 4 other Committee meetings (2 in Lithuania, 2 in Estonia), each of 2 days duration · 4 BA Secretariat meetings (2 in Lithuania, 2 in Estonia), each of 2 days duration · 2 BA and Nordic Council Secretariat meetings (Copenhagen), each of 3 days duration · 2 BA and Benelux Inter-parliamentary Consultative Council Secretariat meetings (Brussels), each of 3 days duration · Session of the Nordic Council (Iceland), 4 days altogether · Session of the Benelux Interparliamentary Consultative Council, 4 days altogether · 4 events organised by the BA (conferences, seminars, etc.) - 12 days altogether · 4 unplanned conferences and seminars – 8 days altogether It is assumed that part of the expenses are not covered by the BA Secretariat but by the inviting side (an international organisation). Therefore only 5 000 LVL are requested although total travel costs will amount to approximately 10 000 LVL. Information materials The following information materials will be published by the BA Secretariat in the year 2000: · a booklet “Baltic Assembly” – devoted to the 10th Anniversary of the Baltic Assembly - 1000 copies at the cost of 700 LVL; · four BA information bulletins - 1000 copies at the cost of 550 LVL × 4, altogether 2200 LVL per year; · Baltic Assembly Session documents (1991-1999) – 2000 copies at the cost of 1700 LVL · update and maintenance of the BA website as well as other information activities and also ensuring coverage of the BA activities in the Estonian, Latvian and Lithuanian mass media - 400 LVL for this purpose. The total amount earmarked for information activities aimed at promoting the work of the BA is 5 000 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 Four seminars and conferences are planned in
  27. It is envisaged that on the average 75 participants will take part in each seminar or conference. Seminars and conferences will generally last two days. Total amount of expenses for seminars, conferences and other events is 42 329 LVL or 71 744 USD Salaries Contract work salaries will be necessary to provide translation of materials for seminars and conferences. It is planned that on the average 50 pages of materials will be translated into two languages for each meeting at the rate 5 LVL per page. These expenses will amount to 2 000 LVL. Another 2 500 LVL will be needed to hire interpreters for simultaneous translation. 1 300 LVL will be needed to provide other necessary services. Social tax payments amounting to 1 629 LVL are also planned. Total costs planned in this category are 7 429 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 2 700 LVL. Accommodation expenses Accommodation expenses will include meals for participants of seminars and conferences and will amount to 14 600 LVL. Rent and lease Rent of simultaneous translation and other equipment will be necessary. There are 6 000 LVL envisaged for this purpose. Legal expenses Legal expenses for the registration of the Baltic Assembly as an international organization and the registration of its logo are also included under this group of events. These and other legal expenses will amount to 4 000 LVL. Other expenses Other and unforeseen expenses are planned at 1 800 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 9 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 26 009 LVL or 44 083 USD. Salaries Contract work salaries will be necessary. These will include remuneration costs of members of the Judging Committee from each country estimated at 2 700 LVL and salaries to translators which will amount to 2 000 LVL as well as 800 LVL for the concert director and artists. Social tax payments will amount to 1 559 LVL. Total costs in this category will reach 7 109 LVL. Travel expenses Travel expenses of 6 jury members are planned in this budget. Hotel expenses will amount to 350 LVL and travel will cost 1 200 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 programme are included in this category. These expenses will amount to 2 400 LVL. Accommodation expenses Accommodation expenses of the Joint Judging Committee and reception costs will amount to 4 250 LVL. Rent and lease There will be a necessity to rent premises for the Baltic Assembly prize ceremony. Therefore there are 250 LVL envisaged for this purpose and 350 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 9 800 LVL. Other expenses Other expenses for this event are planned at 300 LVL level. Riga, 4 December 1999

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