Update on Activities and Spend to Date

SC1502-01

Name: / FINANCE REPORT:
JANUARY – APRIL 2015
For the attention of: /
Steering Committee
Date: / May 2015
Prepared by: / NPLD Secretariat
Purpose: / Inform the Steering Committee of the Network’s spend during January to April 2015 against pre-agreed budgets
Approval necessary / NO
Conclusion: / The financial position at 30st April 2015 is noted.
Recommendations: / The information may be used as a basis for discussion during 2015.

Update on Activities and Spend to Date

January – April 2015

This document provides the Network with information on the latest spend against the allocated budget for the first four months of 2015. The information provided includes all spend to date.

A detailed spreadsheet with a breakdown of the specific headings is available at the end of the document.

______

Project Manager

Annual Budget: 38,000€

Four month Spend: 13,978 €

Budget remaining: 24,022 €

This budget includes:

·  Project Manager: Full time based in Cardiff contracted from July 2012, costs include Salary, Pension, National Insurance, and Tax

Analysis: Expenditure is in accordance with budget.

______

Policy Adviser

Annual Budget: 41,000€

Four month Spend: 12,828 €

Budget remaining: 28,172 €

This budget includes:

·  The services of Vicent Climent-Ferrando: External consultancy contract (30 hours p/w)

Analysis: Expenditure is in accordance with budget

______

CEO

Annual Budget: 44,400 €

Four month Spend: 15,099 €

Budget remaining: 29,301 €

This budget includes:

·  Management employed by NPLD for 119 days per year in accordance with the EU grant agreement guidelines.

Analysis: Expenditure is in accordance with budget.

______

Lingua Ni (Consultancy)

Annual Budget: 11,100 €

Four month Spend: 2,774 €

Budget remaining: 8,326 €

This budget includes:

·  Management contract of 37 days per annum to be paid to LinguaNI

Analysis: Expenditure is in accordance with budget.

______

Website, Marketing & ICT support

Annual Budget: 5,000 €

Four month Spend: 1,370 €

Budget remaining: 3,630 €

This budget includes:

·  Hosting charges of the NPLD website 1,000 €

·  Technical support for all aspects of Information technology 2,000 €

·  General Marketing and publication work 2,000 €

Analysis: Expenditure is in accordance with budget.

______

General Travel and Advocacy

Annual Budget: 15,000 €

Four month Spend: 8,922 €

Budget remaining: 6,078 €

Budget includes: General travel by the Chair, Consultants and the Secretariat to attend conferences, symposiums, seminars and meetings where they represent NPLD in a lobbying capacity. This also provides the Network, where necessary, with funding to visit potential new members.

Analysis: Expenditure is in accordance with budget.

______

Chairs’ Committee Meetings

Annual Budget: 5,000€

Four month Spend: 1,749 €

Budget remaining: 3,251 €

Budget includes: This budget is for the purpose of holding 3 annual Chairs Committee meetings (including 1 by Skype).

Analysis: Expenditure is in accordance with budget.

______

Currency Variance

Annual Budget: 5,000€

Four month Spend: 1,208 €

Budget remaining: 3,792 €

Analysis: This budget is adequate. The currency variance budget will protect the Network against future exchange rate fluctuations.

______

Office, Finance & Communication

Annual Budget: 18,000€

Four month Spend: 8,109 €

Budget remaining: 9,891 €

Spend for the period January - April 2015:

• Cost of office space and services for 2 people 4,151 €

• Finance Support/Audit/Payroll bureau 2,303 €

• Communication costs 544 €

• Equipment and consumables 806 €

• Bank Charges 305 €

Analysis: The network now pays bank charges for holding a business account (as is common in the UK) therefore the expenditure against this budget is as shown above.

______

Steering Committee 1 (Brussels)

Annual Budget: 25,000€

Four month Spend: 23,416 €

Surplus: 1,584 €

Purpose / Information / Costs
1 nights’ accommodation for 30 attendees & 1 nights’ accommodation for 23 people / Based on 165 € per person per day / Budgeted 9,900€
Actual Cost: 8,743€
Subsistence / Caterers at event and dinner for attendees and guests / Actual Cost: 3,065 €
Return travel for x attendees / 350 € per person (this is the maximum amount per claim for travel etc – can of course be less if members make savings or more at times if it’s pre-agreed with the Secretariat).
Includes flight, train, bus and public transport. / Actual Costs: 3,616 €
Translation at meeting / Provision of English, Spanish, Italian, French translation for 1 1/2 days / Actual Costs: 7,993 €
TOTAL / 23,416 €

Analysis: Expenditure was below budget. The surplus can be used to cover other budget headings that may run over budget (such as meetings later in the year).

______

General Assembly Meeting & SC 2 – Helsinki

Annual Budget: 40,000 €

Four month Spend: 1,696 €

Budget remaining: 38,304 €

The budget for the Steering Committee 2 and the General Assembly in Helsinki is planned as follows:

Purpose / Information (based on budget) / Budget
2 nights’ accommodation for 32 members attending SC meeting / Based on 158€ per person per day including breakfast. /
12,000 €
NPLD Secretariat accommodation / Based on 158 € per person per day to include accommodation, food, room rental (3 nights stay).
Subsistence Costs / Meeting room & catering costs / 6,800€
Return travel for 32 attendees / Based on 350 € per person. Includes flight, train, bus and public transport necessary to get to and return from meeting. To include any subsistence cost during travel. / 11,200€
Translation at meeting / Provision of English, Spanish, French translation for 1 1/2 days. / 10,000€
TOTAL BUDGET / 40,000 €

Analysis: Budget is sufficient.

______

Final Conference NPLD2020 and Steering Committee 3 – Brussels

Annual Budget: 28,000 €

Four month Spend: 0 €

Budget remaining: 28,000 €

The budget for this Steering Committee is accounted for as follows:

Purpose / Information (budgeted) / Budget
2 nights’ accommodation for 30 attendees / Based on 150 € per person per day including breakfast. / 9,000€
Return travel for 30 attendees / 350 € per person (this is the maximum amount per claim for travel etc – can of course be less if members make savings or more at times if it’s pre-agreed with the Secretariat).
Includes flight, train, bus and public transport. / 10,500 €
Meeting room, provisions and subsistence costs / 2,500 €
Translation at meeting / Provision of English, Spanish, French translation for 1 1/2 days / 6,000 €
TOTAL BUDGET / 28,000 €

Analysis: Budget is sufficient.

______

Think Tank

a) 1st RT WP 5 – Language and Economy

Budget: 6,000 Euro

Four month Spend: 5,565 €

Budget remaining: 435 €

Analysis: Surplus taken to reserves.

b) 1st RT WP 6 – Language and Mobility/Migration

Budget: 6,000 Euro

Four month Spend: 4,916 €

Budget remaining: 1,084 €

Analysis: Surplus taken to reserves.

c) 2nd Roundtable events – on WP 5 & 6

Budget: 10,000 Euro

Four month Spend: 0 €

Budget remaining: 10,000 €

Analysis: Budget remains.

d) WP7 – Language Planning Strategies Europe (Roadmap) High Level meeting & Event

Budget: 8,000 Euro

Four month Spend: 886 €

Budget remaining: 7,114 €

Analysis: Budget remains.

e) Production of Roadmap

Budget: 7,000 Euro

Four month Spend: 9,116 €

Overspend: 2,116 €

Analysis: Final cost slightly more than expected.

Grant Specific/Other

a)  Consultancy

Annual Budget: 8,000 €

Four month Spend: 0 €

Budget remaining: 8,000 €

b)  WP 4 Quality Plan - Evaluation

Annual Budget: 10,000 €

Four month Spend: 5,450 €

Budget remaining: 4,550 €

c)  Producing a booklet to promote the work of NPLD

Annual Budget: 10,000 €

Four month Spend: 530 €

Budget remaining: 9,470 €

d) Developmental work

Annual Budget: 2,585 €

Four month Spend: 0 €

Budget remaining: 2,585 €

Analysis: Budget remains.

INCOME 2015 – Membership

FULL MEMBERS & Organisation / 2015 Fee (Euro) / Received at 30/4/15
Llywodraeth Cymru Wales / 25,000 / Yes
Province of Friesland / 25,000 / Yes
Department of Community, Rural and Gaeltacht Affairs – Ireland / 25,000 / Yes
Folktinget / 15,000 / Yes
Ofis Publik ar Brezhoneg / 15,000 / No
Kultura Saila, Eusko Jaurlaritza / 15,000 / Yes
Generalitat de Catalynua / 15,000 / Expected 21/5/15
Navarre / 15,000 / Yes
Xunta de Galicia / 15,000 / Received 15/5/15
Cinsgilio Regionale del Friuli Giulia / 15,000 / Yes
Provincia autonoma di Trento – Servizio minoranze linguistiche locali e relazioni esterne / 15,000 / Yes
Collectivité Territoriale de Corse / 10,000 / No
TOTAL FULL MEMBERS / 205,000 / 150,000
ASSOCIATE MEMBERS / 2015 Fee (Euro) / Received 30/4/15
Conseil départemental du Finistère / 750 / Yes
Cornish Language Partnership / 750 / Received 18/5/15
FiBLUL / 750 / No
Iaith Cyf. – Wales / 750 / Yes
Institut d’Etudis Occitans / 750 / Yes
Mercator European Research Centre on Multilingualism and Language Learning (Fryske) / 750 / No
Ruotsinsuomalaisten Arkisto (The Swedish Finns Archives) / 750 / Yes
Stockholm University / 750 / No
Norges Mallag / 750 / No
Sweden Finn Delegation / 750 / No
Aurten Bai / 750 / Yes
Morfotiki Kai Politistiki Kinisi Edessas / 750 / Yes
Eurospeek Buro Foar Lytse Talen (EBLT) / 750 / No
Coleg Cymraeg Cenedlaethol (Welsh National College) / 750 / Yes
University of Cardiff (Welsh Department) / 750 / No
Urdd Gobaith Cymru / 750 / Yes
Mudiad Ysgol Meithrin / 750 / Received 5/5/15
Soillse/UHI / 750 / No
Convergience Occitana / 750 / No
Mentrau Iaith Cymru / 750 / Yes
Prifysgol Dewi Sant (Coleg y Drindod) / 750 / No
Prifysgol Bangor / 750 / No
Soziolinguistika Cluster / 750 / No
TOTAL ASSOCIATE MEMBERS / 17,250 / 6,750
TOTAL FULL & ASSOCIATE MEMBERS / 222,250 / 156,750

Debtors Remaining at 30/4/15 = 222,250 – 156,750 =65,500 ϵ

2015 / Jan-March / April-June / July-Sept / Oct-Dec / Remaining
CODE / Budget / 2015 / 2015 / 2015 / 2015 / Budget
INCOME
Full Members / I1.1 / 205,000 / 120,000 / 30,000 / 55,000
Associate Members / I1.2 / 17,250 / 4,500 / 2,250 / 10,500
EU Grant for 2015 / I2.0 / 138,085 / 57,276 / 80,809
Total Income Budget / 360,335 / 181,776 / 32,250 / 0 / 0 / 146,309
Income to date / 214,026
EXPENDITURE
Secretariat Staff / E1.0 / 38,000 / 10,987 / 2,991 / 0 / 0 / 24,022
Policy Adviser / E1.1 / 41,000 / 9,621 / 3,207 / 0 / 0 / 28,172
CEO / E1.2 / 44,400 / 10,823 / 4,277 / 0 / 0 / 29,301
Lingua Ni (Consultancy) / E2.0 / 11,100 / 2,774 / 0 / 0 / 0 / 8,326
Hosting NPLD Website / E3.1 / 1,000 / 88 / 0 / 0 / 0 / 912
Technical Support for Information Technology / E3.2 / 2,000 / 92 / 0 / 0 / 1,908
marketing & website support / E3.3 / 2,000 / 1,190 / 0 / 810
General Travel and Advocacy / E4.0 / 15,000 / 3,694 / 5,227 / 0 / 0 / 6,078
Chair's Committee - (2 annually) / E5.0 / 5,000 / 1,465 / 284 / 0 / 3,251
Currency Variance / E6.0 / 5,000 / 443 / 765 / 0 / 0 / 3,792
Cost of office space and services for 2 people / E7.1 / 7,100 / 3,951 / 200 / 0 / 0 / 2,949
Financial consultant / E7.2 / 8,000 / 120 / 2,183 / 0 / 5,697
Communication costs / E7.3 / 1,200 / 332 / 212 / 0 / 0 / 655
Equipment and consumables / E7.4 / 1,200 / 780 / 26 / 0 / 0 / 394
Bank charges / E7.5 / 500 / 212 / 92 / 196
Steering Committee 1 / Brussels
Accommodation / E8.1 / 8,743 / 0
Conference costs (food&room hire) / E8.2 / 3,065 / 0
Travel (flights, car travel, taxis) / E8.3 / 3,616 / 0
Translation / E8.4 / 7,993 / 0
E8.0 / 25,000 / 1,584
Steering Committee 3 / Brussels
Accommodation / E9.1 / 0 / 0
Conference costs (food&room hire) / E9.2 / 0
Travel / E9.3 / 0 / 0
Translation / E9.4 / 0
E9.0 / 28,000 / 28,000
GA Meeting/SC2 / Helsinki
Accommodation / E10.1 / 0
Conference costs (food&room hire) / E10.2 / 0
Travel / E10.3 / 402 / 816 / 0 / 0
Translation / E10.4 / 478
E10.0 / 40,000 / 38,304
Think Tank
1st RT WP 5 - Language and Economy / E11.1 / 6,000 / 5,565 / 435
1st RT WP 6 - Language and Mobility/Migration / E11.2 / 6,000 / 4,916 / 1,084
2nd Roundtable events - on WP5&6 / E11.3 / 10,000 / 10,000
WP7 - Language Planning Strategies Europe (Roadmap) - High Level meeting & Event / E11.4 / 8,000 / 886 / 7,114
Production of Roadmap / E11.5 / 7,000 / 9,116 / -2,116
GRANT Specific/Other
Consultancy / E12.1 / 8,000 / 8,000
WP 4 Quality plan – Evaluation / E12.3 / 10,000 / 5,450 / 4,550
Producing a booklet to promote the work of NPLD / E12.5 / 10,000 / 530 / 9,470
Developmental work / E12.4 / 2,585 / 2,585
Holding Code / E15.0 / 17,250 / 554 / 474 / 0 / 0 / 16,222
(for adjustment in next quarter)
Total Expenditure Budget / 360,335 / 96,876 / 21,762 / 0 / 0 / 241,697
Expenditure to date / 118,638
Reconciliation of Actual figures to date to the Bank Total at 30 April 2015
Actual Surplus to date:
(actual income less expenditure 214,026 – 118,638)
95,388
Carried over from 2014:
Reserves (subject to final audit) / 199,169
Total / 294,557
Reconciliation to bank funds at 31 March 2015
Funds from above / 294,557
(A) Add 2016 member income received early
(B) Add loan repayable in 2016 / 5,000
(C) Less bank guarantee with Fryslân / -145,000
(D) 2014 creditors (not yet paid) / 2,653
Bank Total / 157,210
(A) 2016 member income received early
(B) Loan repayable in 2016 Fryslân
(C) Bank guarantee with Fryslân of 145,000 Euro will be included in the final balance sheet as a debtor (amount owing to NPLD). It is not therefore strictly counted as expenditure.
(D) Creditors (not yet paid) = 2014 audit fee.
(E) Holding code relates to SC October 2014

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