Decision on the Amendment to the Regulations on the Use of Baltic Assembly Funds


Published: 0000-00-00

Subscribe to a Global-Regulation Premium Membership Today!

Key Benefits:

Subscribe Now for only USD$20 per month, or Get a Day Pass for only USD$4.99.
 
On the Amendment to the Regulations
on the Use of Baltic Assembly Funds
 
 
 
The Baltic Assembly decides to adopt the following amendment to the Regulations on the Use of Baltic Assembly Funds:
 
–    To replace the words “the head of the Secretariat of the Baltic Assembly” with “the Secretary General of the Baltic Assembly” in the entire text of these Regulations.
 
 
 
 
President of the Baltic Assembly         Ērika ZOMMERE Republic of Latvia
Vice President of the Baltic Assembly         Trivimi VELLISTE Republic of Estonia
Vice President of the Baltic Assembly         Paulius SAUDARGAS Republic of Lithuania
 
 
Riga, 22 October 2010
 
 
 
 
 
 
REGULATIONS
 
On the Use of Baltic Assembly Funds
 
 
1.         The purpose of the Regulations on the Use of Baltic Assembly Funds is to regulate the procedure for using financial resources in order to ensure their rational and effective spending.
2.         A decision about the use of Baltic Assembly funds shall be made by the Session, the Presidium, the Budget and Audit Committee and the Secretary General of the Baltic Assembly within the limits of their competence.
3.         The funds of the Baltic Assembly shall be used in accordance with the Baltic Assembly Statutes, the approved budget of the Baltic Assembly and these Regulations. 
4.         The funds of the Baltic Assembly shall consist of the membership fees of the Baltic Assembly states, donations and earnings from economic activity permitted in accordance with the Statutes of the Baltic Assembly, as well as other income included in the budget of the Baltic Assembly by a decision of the Presidium.
5.         The budget resources of the Baltic Assembly shall be used for carrying out the work of the Baltic Assembly and its bodies (the Baltic Assembly Session, the Presidium, the committees, the Secretariat, etc.), as well as any BA activities (Baltic Assembly prizes, seminars, etc.). Expending funds for purposes unrelated to the work of the Baltic Assembly shall not be allowed.
 
Drafting and Approval of the Budget
 
6.         The draft budget shall be planned so as to ensure the work of the Baltic Assembly bodies and the holding of planned Baltic Assembly events. The budget draft should be itemized and should give a clear and full picture of the intended use of the budget resources.
7.         The budget of the Baltic Assembly for the coming year shall be approved at the Session, and the target figures of the said budget, in compliance with the decision of the Budget and Audit Committee as approved by the Presidium, shall be prepared and submitted by the Secretary General of the Baltic Assembly to the parliaments in March of the current year.
8.         An initial draft of the budget of the Baltic Assembly, pursuant to the general principles of financing the activities of the Baltic Assembly, shall be drawn up by the Secretariat of the Baltic Assembly in conjunction with the Presidium and shall be submitted to the Budget and Audit Committee. The first draft of the budget must be drawn up and submitted to the Budget and Audit Committee prior to 1 October. The Budget and Audit Committee, in conjunction with the representatives of other committees, shall consider the submitted draft budget and shall make amendments to it. Prior to 1 November, the draft budget shall be presented to the Presidium, which shall submit it to the Baltic Assembly Session for approval in compliance with the procedure laid down in the Statutes of the Baltic Assembly.
9.         The budget shall be drafted in conformity with the plan of activities of the Baltic Assembly. In developing activity programmes, Baltic Assembly delegations must submit estimates of the financial resources required for their implementation.
10.       The Session of the Baltic Assembly shall review the presented draft budget and shall approve it.
 
Amendments to the Budget
 
11.       If required, amendments may be made to the allocations in the Baltic Assembly budget. The Baltic Assembly Secretariat shall prepare a draft decision on the amendments and shall submit it to the Presidium. After coordination with the Budget and Audit Committee, the Presidium shall present the draft decision to the Baltic Assembly Session for approval.
12.       In case of unplanned income, a draft decision of the Presidium shall be prepared concerning the inclusion of such resources in the Baltic Assembly budget. Then the estimate shall be approved, and the received income shall be included in the Baltic Assembly budget.
13.       In the event of receiving unplanned donations and income, the Budget and Audit Committee shall report on their use at the next Session.
 
Spending of Budget Resources
 
14.       Pursuant to the Statutes of the Baltic Assembly, the Secretary General of the Baltic Assembly has the right to manage the property and funds of the Baltic Assembly.
15.       The Baltic Assembly member states shall pay their membership fees to the Baltic Assembly budget in the first week of every quarter of the year.
16.       The Secretary General of the Baltic Assembly shall manage the Baltic Assembly funds. The financial resources shall be used only in conformity with the approved Baltic Assembly budget. To ensure the work of the Baltic Assembly bodies, the Secretary General of the Baltic Assembly shall manage the budget resources in accordance with the cost estimate that has been drafted on the basis of the adopted budget and working plan. If, in planning a particular activity, the allocated budget resources are exceeded, the Secretary General of the Baltic Assembly may request a review of the relevant cost estimate. If the cost estimate of a particular activity is exceeded, a decision on allocating additional funds within the limits of the approved budget shall be adopted jointly by the Presidium and the Budget and Audit Committee of the Baltic Assembly.
17.       If additional resources are needed for organising events, the Baltic Assembly Presidium and the Baltic Assembly Budget and Audit Committee, after receiving an application from the chairperson of the responsible committee, shall decide on the possibility of granting additional funding.
18.       If significant changes requiring adjustments in the Baltic Assembly budget have been made in the Baltic Assembly working plan between the Baltic Assembly Sessions, the Presidium and the Budget and Audit Committee of the Baltic Assembly have the right to adopt a decision on amendments to budgetary items twice a year: prior to 1 June and prior to 1 October.
19.       The Secretary General of the Baltic Assembly shall approve and sign all financial documents and shall keep accounting records in compliance with the legal acts of the Republic of Latvia.
20.       The funds of the Baltic Assembly shall be kept in a bank account. The decision concerning the choice of the bank to service the Baltic Assembly shall be made by the Budget and Audit Committee as proposed by the Secretary General of the Baltic Assembly.
 
Use of the BA Discretionary Budgetary Funds and the Budget Reserve Fund
21.       The procedure for using discretionary funds of the Baltic Assembly shall be drawn up by the Budget and Audit Committee and submitted for approval at the Session.
22.        The BA Presidium and the Budget and Audit Committee shall decide on the BA budget reserve fund and its using.
 
Control over the Use of Budget Resources
 
21.       Control over the use of budget resources shall be exercised by the Baltic Assembly Presidium, the Budget and Audit Committee, and the Baltic Assembly Session according to their respective area of competence.
22.       The Budget and Audit Committee shall have the right to examine and check the financial documents of the Baltic Assembly at any time.
23.       Every quarter of the year, the Secretary General of the Baltic Assembly shall prepare and submit to the Presidium and the Budget and Audit Committee a report on the budget resources spent during the previous quarter.
24.       Every year in January, the Secretary General of the Baltic Assembly shall prepare a report on how the budget resources and the funds received from donations and other unplanned income have been spent during the previous year and shall submit this report to the Presidium and to the Budget and Audit Committee. The Budget and Audit Committee shall check and consider the report and make adjustments in it if necessary. After the approval of the report, the Committee shall issue its opinion on the substantiation of the Baltic Assembly expenses. The Budget and Audit Committee shall present the report on the budget expenditures in the previous year and the Committee’s opinion on their substantiation at the Baltic Assembly Session.
25.       These Regulations shall be an integral annex to the Baltic Assembly Statutes.
 
 
 
Riga, 22 October 2010