Decision on the Baltic Assembly Budget for 2005


Published: 0000-00-00

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For use of the Presidium and  Budget and Audit Committee
 
 
 
 
 
Presidium of the Baltic Assembly
Budget and Audit Committee of the Baltic Assembly
Secretariat of the Baltic Assembly
 
 
 
 
BALTIC ASSEMBLY
 
BUDGET for 2005
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
EXPLANATION
 
The draft budget of the Baltic Assembly for the year 2005 is planned in accordance with the preliminary working plan of the Baltic Assembly for the year 2005 and decision of the Presidium of the Baltic Assembly on Future Activities of the Baltic Asssembly, proposals on future activities of the Baltic Assembly as, well as on the assumption that the expected income from membership fees of the national states will be EUR 100,087
 
The draft budget of the Baltic Assembly for the year 2005 is broken down into the following parts:
1.   Session of the Baltic Assembly and the Baltic Council;
2.   Meetings of the Presidium of the Baltic Assembly;
3.   Meetings of the Committees of the Baltic Assembly;
4.   Seminars, conferences and other events;
4.1.            5th Joint meeting of the Baltic Assembly and Nordic Council;
4.2.            Seminar of the Education, Science and Culture Committee;
4.3.              Miniseminar of the Economic Affairs, Communications and Informatics Committee;
4.4.            Standing Committee of the Baltic Sea Parliamentary Conference;
4.5.            Baltic Assembly medals;
4.6.            Homepage of the Baltic Assembly;
4.7.            Newsletter of the Baltic Assembly;
4.8. Information booklets and fact sheets of the Baltic Assembly;
5.   Baltic Assembly Prizes for Literature, the Arts and Science;
6.   Secretariat of the Baltic Assembly;
7.   Unplanned expenses.
 
Estimates of the budget of the Baltic Assembly for the above activities are broken down into the following categories:
1.   Salaries, contract work, premiums and taxes;
2.   Travel and hotel expenses;
3.   Information expenses;
4.   Accommodation (catering) expenses;
5.   Rent and lease;
6.   Representation and related expenses;
7.   Office equipment and related expenses.
 
BUDGET SUMMARY
 
 
 
 
 
 
 
 
Session of the Baltic Assembly and the Baltic Council
 
The Session of the Baltic Assembly and the Baltic Council will be held in Tallinn, Estonia.
 
***
During the Session of the Baltic Assembly and the Baltic Council, the following meetings will be held:
 
·    Meeting of the Presidium of the Baltic Assembly;
·    Meetings of the Committees of the Baltic Assembly;
·    Meetings with the representatives of the Baltic Council of Ministers;
·    Meeting of the Baltic Assembly Presidium with the chairpersons and deputy chairpersons of the Baltic Assembly committees;
·    Meetings with the representatives of the Nordic Council and the Benelux Interparliamentary Consultative Council;
·    Meetings of the party groups of the Baltic Assembly.
 
***
 
Total expenses planned for the Session of the Baltic Assembly and the Baltic Council amount to EUR 37,213. The following expense categories are budgeted for the Session of the Baltic Assembly and the Baltic Council:
1.   Salaries, contract work, premiums (tax included) include premiums for the staff and contract work for companies. Total: EUR 7,695;
2.   Travel and hotel expenses include travel and accommodation costs of invited guests and experts. Total: EUR 256;
3.   Information expenses include copying of materials, purchase of folders and pens for participants, informative materials. Total: EUR 6,325;
4.   Accommodation (catering) expenses include coffee breaks, lunches, dinners, and receptions. Total: EUR 8,825;
5.   Rent and lease include rental of equipment for ensuring the work of the Session. Total: EUR 10,018;
6.   Representation and related expenses include purchase of souvenirs, decorating the premises, preparation and organization of meetings, excursions for guests, as well as unplanned expenses. Total: EUR 4,094.
 
Meetings of the Presidium of the Baltic Assembly
 
It is planned that 5 planned meetings and 2 unplanned meetings of the Presidium of the Baltic Assembly will take place:
 
·    Meeting of the Presidium of the Baltic Assembly
Participants: 12
Time and venue:  20 – 21 January, Tallinn (Estonia);
·    Meeting of the Presidium of the Baltic Assembly
Participants: 12
Time and venue: 17 – 18 March, Hague (the Netherlands);
·    Meeting of the Presidium of the Baltic Assembly
Participants: 12
Time and venue: 27 - 28 June, Hague  (the Netherlands);
·    Meeting of the Presidium of the Baltic Assembly
Participants: 12
Time and venue: 28 – 30 August, Vilnius (Lithuania);
·    Meeting of the Presidium of the Baltic Assembly
Participants: 12
Time and venue: 25 – 27 October, Reykjavik (Iceland).
 
***
Total expenses planned for the meetings of the Presidium of the Baltic Assembly amount to EUR 11,993. The following expense categories are budgeted for the meetings of the Presidium of the Baltic Assembly:
 
1.   Salaries, contract work, premiums (tax included) include contract work for interpreters. Total: EUR 812;
2.   Information expenses include copying and binding of materials, costs of participants’ packets and informative materials. Total: EUR 1,050;
3.   Accommodation (catering) expenses include coffee breaks, lunches, dinners. Total: EUR 6,375;
4.   Rent and lease include rental of equipment for ensuring the work of the Presidium meetings. Total: EUR 660;
5.   Representation and related expenses include purchase of souvenirs, decorating the premises, preparation and organization of meetings, as well as unplanned expenses. Total: EUR 3,096.
 
Meetings of the Committees of the Baltic Assembly
 
Six meetings of the standing committees, two meetings of the Budget and Audit Committee, five meetings of the Baltic Assembly – Nordic Council working groups, two unplanned meetings of the committees, as well as three ad hoc committees meetings, are planned for 2005.
***
 
Economic Affairs, Communications and Informatics Committee
 
·    Meeting of the Economic Affairs, Communications and Informatics Committee
Participants: 20
Time and venue: 17 - 18 February, Estonia
Expense categories: contract work for interpreters, accommodation (catering), informative materials, travel and hotel for experts, representation and related expenses.
Total expenses planned for the Economic Affairs, Commications and Informatics Committee meeting are EUR 2,822.
 
Budget and Audit Committee
 
·    Meeting of the Budget and Audit Committee
Participants: 15
Time and venue: 3 - 4 February, Pärnu or Tallinn (Estonia).
Expense categories:  contract work for interpreters, accommodation (catering), informative materials, rental of premises and equipment, representation and related expenses.
Total expenses planned for the Budget and Audit Committee meeting are EUR 2,456.
·    Meeting of the Budget and Audit Committee
Participants: 15
Time and venue: 22 – 23 September, Riga (Latvia)
Expense categories: contract work for interpreters, accommodation (catering), informative material, representation and related expenses.
Total expenses planned for the Budget and Audit Committee meeting are EUR 2,006.
Total expenses planned for both Budget and Audit Committee meetings are EUR 4,462.
 
Environmental Protection and Energy Committee
 
Meetings of the Environmental Protection and Energy Committee
Participants: 20
Time and venue: 19 – 20 May, Latvia
Expense categories: contract work for interpreters, rental of premises and technical equipment, travel and hotel for experts, accommodation (catering), informative materials, representation and related expenses.
Total expenses planned for the Environmental Protection and Energy Committee meeting are EUR 3,272.
 
Social Affairs Committee
 
·    Meeting of the Social Affairs Committee
Participants: 20
Time and venue: 2 – 3 June, Nida (Lithuania)
Expense categories: contract work for interpreters, rental of premises and technical equipment, accommodation  (catering), travel and hotel for experts, informative materials, representation and related expenses.
Total expenses planned for the Social Affairs Committee meeting are EUR 3,147
·    Meeting of the Social Affairs Committee
Participants: 20
Time and venue: 13 – 14 October, Latvia
Expense categories: contract work for interpreters, rental of premises and technical equipment, travel and hotel for experts, accommodation  (catering), informative materials, representation and related expenses.
Total expenses planned for the Social Affairs Committee meeting are EUR 3,147.
 
Total expenses planned for the both Social Affairs Committee meetings are EUR 6,294.
Legal Committee
 
o Meeting of the Legal Committee
Participants: 20
Time and venue: 26 – 27 May, Palanga (Lithuania)
Expense categories: contract work for interpreters, rental of premises and technical equipment, accommodation (catering), travel and hotel for experts, informative materials, representation and related expenses.
Total expenses planned for the Legal Committee meeting are EUR 2,893.
o Meeting of the Legal Committee (miniseminar)
Participants: 30
Time and venue: 15 – 16 September, Latvia
Expense categories: contract work for interpreters, rental of premises and technical equipment, accommodation (catering), travel and hotel for experts, informative materials, representation and related expenses.
Total expenses planned for the Legal Committee meeting are EUR 4,967.
 
Total expenses planned for both Legal Committee meetings are EUR 7,860.
 
 
***
 
Joint Baltic Assembly and Nordic Council working groups
It is planned that five meetings of the BA-NC working groups will be organised during next year. Total expenses planned for organising of these meetings are EUR 6,500, which includes the following expense categories: contract work for interpreters, information expenses, accommodation expenses, rent and lease, travel and hotel expenses, representation and related expenses.
***
Ad hoc committees and unplanned committee meetings
Total expenses planned for organising of ad hoc committees and two unplanned committee meetings are EUR 9,302, which includes the following expense categories: contract work for interpreters, information expenses, accommodation expenses, rent and lease, travel and hotel expenses, representation and related expenses.
***
 
Total expenses planned for Baltic Assembly committee meetings are EUR 40,512. The following expense categories are budgeted for the BA committee meetings:
1.   Salaries, contract work, premiums and taxes include translation of materials, interpretation at meetings, editorial services and other necessary services. Total: EUR 4,564.
2.   Travel and hotel include travel and hotel costs of invited guests and experts. EUR 2,040.
3.   Information expenses include copying of materials, purchase of folders and pens for participants, informative materials. Total: EUR 1,520.
4.   Accommodation (catering) expenses include coffee breaks, lunches, dinners, and receptions. Total: EUR 10,986.
5.   Rent and lease include rental of premises and technical equipment. Total: EUR 2,800.
6.   Representation and related expenses include purchase of souvenirs, decorating the premises, preparation and organization of meetings, excursions for guests, as well as unplanned expenses. Total: EUR 2,800.
7.   Other events include expenses for Baltic Assembly – Nordic Council working groups (EUR 6,500); ad hoc committees (EUR 4,500) and unplanned committee meetings (EUR 4,802). Total: EUR 15,802.
 
Seminars, Conferences and other events
 
5th Joint Meeting of the Baltic Assembly and the Nordic Council
 
5th Joint Meeting of the Baltic Assembly and the Nordic Council will be held on 27-29 April, 2005 in Pärnu (Estonia). It is planned that all members of the Baltic Assembly and the Nordic Council will take part in it.
Participants – 290, 3-day meeting.
 
For planning and organising of the 5th Joint Meeting of the Baltic Assembly and the Nordic Council, the following meetings will be organised:
·    Two joint meetings of the Secretariats of the Baltic Assembly and the Nordic Council
Participants - 10
Time and venue: 10-11 February, Estonia, and 24-25 April, Pärnu (Estonia)
·    Working group for planning of the 5th Joint Meeting
Participants - 15
Time and venue: 3 - 4 March, Riga (Latvia)
***
During the 5th Joint Meeting of the Baltic Assembly and the Nordic Council, the following meetings will be held:
·    Meeting of the Presidium of the Baltic Assembly;
·    Meetings of the Committees of the Baltic Assembly;
·    Meetings of the party groups of the Baltic Assembly;
·    Joint Meetings of the Presidiums of the Baltic Assembly and the Nordic Council;
·    Joint Meetings of the Committees of the Baltic Assembly and the Nordic Council;
·    Meetings of the party groups of the Baltic Assembly and the Nordic Council
 
Total expenses planned for the 5th Joint Meeting of the Baltic Assembly and the Nordic Council comprise EUR 50,000, which includes the following categories: contract work for interpreters and editors, rental of premises and technical equipment, accommodation (catering), travel and hotel for guest and experts, informative materials, representation and related expenses.
 
***
The seminar of the BA Education, Science and Culture Committee
 
The seminar of the BA Education, Science and Culture Committee will take place on 17 – 19 June, Estonia. Forty-five participants are expected. The total amount for this event is EUR 12,080.
The following expense categories are budgeted for the seminar of the BA Education, Science and Culture Committee:
1.   Salaries, contract work, premiums and taxes include translation of materials, interpretation at meetings, editorial services and other necessary services. Total: EUR 1,300.
2.   Travel and hotel include travel and hotel costs of invited guests and experts. EUR 850.
3.   Information expenses include copying of materials, purchase of folders and pens for participants, informative materials. Total: EUR 340.
4.   Accommodation (catering) expenses include coffee breaks, lunches, dinners, and receptions. Total: EUR 6,900.
5.   Rent and lease include rental of premises and technical equipment. Total: EUR 2,100.
6.   Representation and related expenses include purchase of souvenirs, decorating the premises, preparation and organization of meetings, excursions for guests, as well as unplanned expenses. Total: EUR 590.
 
***
 
The miniseminar of the Economic Affairs,
Communications and Informatics Committee
 
The miniseminar of the Economic Affairs, Communications and Informatics Committee will take place in Estonia, on 6 - 7 October. It is expexted that 30 participants will attend this event.
Total expenses planned for the miniseminar are EUR 7,403, which includes the following categories: contract work for interpreters and editors, rental of premises and technical equipment, accommodation (catering), travel and hotel for guest and experts, informative materials, representation and related expenses.
 
·    other events
 
The Standing Committee of the Baltic Sea Parliamentary Conference
Total expenses planned for the activities related to the activities of the BSPC Standing Committee are EUR 5,011, which includes organising of the BSPC Secretariat meetings, travel and hotel, accommodation, rental of premises.
 
***
Homepage of the Baltic Assembly
It is planned to maintain, update and upgrade the homepage of the Baltic Assembly. Expenses for maintaining the homepage of the Baltic Assembly include the following categories:
·    Ensuring the functionality of the homepage of the Baltic Assembly;
·    Updating the information on the homepage of the Baltic Assembly;
·    Upgrading the content and design of the homepage of the Baltic Assembly.
Total expenses planned for the homepage of the Baltic Assembly are EUR 5,350.
 
***
Newsletter of the Baltic Assembly
It is planned to publish the Newsletter of the Baltic Assembly. Expenses for the Newsletter of the Baltic Assembly include the following categories:
·    Translation and editing texts for the Newsletter;
·    Preparing layouts of the Newsletter;
·    Costs of photos for the Newsletter;
·    Printing the Newsletter.
Total expenses planned for the Newsletter of the Baltic Assembly are EUR 2,000.
***
 
Information booklets and fact sheets of the Baltic Assembly
It is planned to prepare information booklets and fact sheets of the Baltic Assembly about activities of the Baltic Assembly. Expenses for the information materials of the Baltic Assembly include the following categories:
·    Translation and editing texts for the BA information booklets and fact sheets;
·    Preparing layouts of the BA information booklets and fact sheets;
·    Printing BA information booklets and fact sheets.
Total expenses planned for the information booklets and fact sheets are EUR 4,750.
***
Baltic Assembly Medals
 
It is planned to award Baltic Assembly medals for upholding the unity and co-operation of the Baltic States. Total: EUR 1,800.
 
Baltic Assembly Prizes for Literature, the Arts and Science
 
The Baltic Assembly awards its prizes annually.
It is planned to organise the following meetings of the judging committees:
·    Meetings of the National Judging Committees (6 one-day meetings);
·    Meeting of the Joint Judging Committee (two-day meeting).
***
Total expenses planned for the Baltic Assembly Prizes for Literature, the Arts and Science are EUR 43,250. The following expense categories are budgeted for the Baltic Assembly Prizes for Literature, the Arts and Science:
1.   Salaries and contract work (tax included) include contract work and relevant tax payments to jury members, translators, as well as concert director and invited artists. Total: EUR 8,352.
2.   Travel expenses include travel and accommodation costs for members of the Joint Judging Committee and Baltic Assembly Prize winners. Total: EUR 2,950.
3.   Information expenses include printing costs of other necessary materials, as well as advertising. Total: EUR 500.
4.   Accommodation expenses include accommodation of the Joint Judging Committee and reception costs. Total: EUR 6,220.
5.   Rent and lease include rental of premises and equipment for the BA Prize Awards Ceremony. Total: EUR 2,230.
6.   Representation and related expenses include purchase of souvenirs, decorating the premises, preparation and organization of meetings, as well as unplanned expenses. Total: EUR 1,998.
7.   BA Prizes. The sum allocated for prizewinners is EUR 15,000. This category also includes the cost of statuettes and certificates. Total: EUR 21,000.
 
Secretariat of the Baltic Assembly
 
The total amount of the expenses for the Secretariat of the Baltic Assembly is EUR 75,895. The following expense categories are budgeted for the Secretariat of the Baltic Assembly:
1.   Salaries and taxes include salaries for the staff of the BA Secretariat.
It is planned to allocate EUR 42,697 for salaries of the BA staff.
1.1.      Salaries for the staff of the Secretariat of the Baltic Assembly amount to EUR 34,408 *:
* Employees’ state social insurance payments in the amount of 9% and personal income tax in the amount of 25% are included in the salaries.
1.2. Employer’s state social insurance payment
Employer’s state social insurance payment comprises EUR 8,289 of the salaries.
 
2.   Travel and hotel expenses
The total sum planned for travel expenses of the staff of the BA Secretariat is EUR 3,300.
 
3.   Office equipment and office expenses
The total sum planned for office equipment and office expenses is EUR 25,447. The following expense categories are planned:
3.1. Office rent and public utilities: EUR 11,792
3.2. Electricity and heating:  EUR 2,170
3.3. Communication expenses (Internet, phones, fax): EUR 6,000
3.4. Stationery: EUR 2,800
3.5. Information resources (BNS, Bilance, Diena, etc.): EUR 1,485
3.6. Services used (extermination of vermin and repair):  EUR 1,200
 
4. Representation and related expenses
This category includes representation expenses, reception of guests, meetings with the Secretariats of the Baltic Assembly, the Baltic Council of Ministers, the Nordic Council and the Benelux Interparliamentary Consultative Council, souvenirs, as well as miscellaneous expenses.
The total amount of this category is EUR 4,451
 
Unplanned expenses
 
The total amount of unplanned expenses (changes in the currency rate, etc.) is EUR 3,003, i.e., 1% of the 2005 Baltic Assembly budget.