1997 TREASURER'S REPORT: General Assembly, June 1998

1997 TREASURER'S REPORT: General Assembly, June 1998Author(s): Pamela ThompsonSource: Fontes Artis Musicae, Vol. 46, No. 1/2 (January-June 1999), pp. 108-117Published by: International Association of Music Libraries, Archives, and Documentation Centres(IAML)Stable URL: http://www.jstor.org/stable/23509063 .Accessed: 14/06/2014 11:43

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1997 TREASURER'S REPORT General Assembly, June 1998

Pamela Thompson

Income and Expenditure 1997

Income for the year was less than anticipated, as four national branches were for varying reasons not able to remit their dues by the end of the year. On the other hand, all who failed to pay in 1996 made good their debts. Once out

standing dues for 1997 are received, income from dues will exceed consider

ably that estimated last year. Income was again boosted by a fine increase in members in Italy and, very pleasingly, by a doubling of the membership in

Russia, and new members in China and the Ukraine. By the end of the year, the Association had 2,012 members in 57 different countries. Council mem bers are asked to remind their branch officers that dues should be remitted to the Treasurer as early as possible in the year to ensure that the Association does not experience cash-flow problems. It would be helpful if Branches could send subscription renewals to their members at the earliest possible date, so that dues can be remitted to the Association by April. Branches are also asked to inform the Treasurer of lapsed members as early as possible each year, so that those who do not pay do not receive copies of Fontes Artis Musicae to which they are not entitled.

Miscellaneous income from advertising and from label sales was excep tionally good, some DM 8,000.00 more than anticipated, although a proportion of that received was owed from 1996.

A statement concerning offshore investments was not received until

February 1998, so the interest recorded in the accounts covers a 14-month

period. It nonetheless represents an incredibly high return of 31% over that

period, which we surely cannot expect to be sustained. Throughout the year the Association also benefitted from favourable exchange rates. What effect moves to a single European currency and other financial uncertainties world wide may have on our funds cannot yet be said. We can only monitor progress cautiously and, perhaps, hope that our accounts will not for much longer have to be presented in three different currencies.

Expenditure was also lower than expected, thanks largely to stable costs for the production of Fontes Artis Musicae and ongoing prudent spending by offi cers and Board members.

The Outreach Fund attracted only one donation, from the Finnish branch, but was assisted by the 2.5% subvention from Association subscription income.

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1997 TREASURER'S REPORT 109

From 1998, a 2.5% subvention from all income will apply. Payments were made to assist donations to Brazil, Bulgaria, Czech Republic, Lithuania, and Poland. At the end of 1997, the fund stands at DM 5,075.96. A summary of activity in the fund follows this report.

Overall, income exceeded expenditure by DM 64,016. A number of branches experienced difficulties with the Postbank in

Germany, with transfers to that account being returned to the sender. A satis

factory response from the Postbank has yet to be received, but the Treasurer will continue to press for the resolution of these problems. Members and branches are reminded that they may remit to the UK account or direct to the Treasurer if they so wish.

It is proposed that with effect from this year a limited audit of the accounts takes place. Guidelines for its operation have been approved by the Council.

Budget 1995-1997

It has once again been necessary for 1997 to revise the rate at which the Deutsche Mark is calculated from the UK pound sterling and US dollar.

It is clear from a review of this budget that prudence dictates that expendi ture is regularly overestimated. Income is also often overestimated, particu larly as some national branches do not pay on time. On balance, however, even

discounting the exceptional interest payments we have received in the last three years, we have overall succeeded in balancing the books. When interest

receipts are included, we have clearly achieved a much more satisfactory out come than we anticipated.

Proposed Budget 1998-2000

Subscription income is shown as remaining stable, once debts from 1997 are cleared. Miscellaneous income has been consistently higher in recent years, to the extent that it now seems reasonable to expect it to remain at a higher level than in the past. While investment income has been extraordinarily good, it would not seem wise to predict that it will necessarily remain so, so the budget assumes a return of around 10%.

Expenditure on Fontes Artis Musicae is estimated to increase by around 10%

per annum, to safeguard against increases in printing, paper, and postal

charges. Recent issues have not been larger than usual, but any increase in

size will affect costs. Provision is made for a reprint of the IAML Brochure in

1998 and a new List of Members in 1999. This assumes that the List of

Members will not contain significantly more information than the current one.

Branches are asked to ensure that the Treasurer receives up-to-date informa

tion on their members by April 1999 at the latest.

Officers' expenses are not expected to increase exceptionally, but the bud

get for travel in coming years has been increased, both to cover anticipated

higher costs for travel to New Zealand in 1999 and to ensure that all Board

members are able to attend all Board meetings, even though the Association



110 FONTES ARTIS MUSICAE 46/1-2

is not expected to have to bear all those costs. It will be recognised that the

composition of the Board is not yet known.

Otherwise, small increases are estimated throughout. From this year, the

2.5% subvention to the Outreach Fund for shipping materials will include the

same percentage from investment income. It is further proposed that we

increase from 15 to 20 those memberships which may be offered free for a five

year period to potential members in "outreach" countries. In view of the exceptionally good return on investments which the

Association has received in recent years, and particularly in the past year, the

Board and the Council recommend that a new, additional Outreach Fund

(shown as "Outreach 2") is established in 1998 with a sum of DM 30,000.00 from accumulated reserves. It is proposed that with effect from the year 2000 the interest on this DM 30,000.00, which is not expected to be less than 5%, is

made available to the national branch organising the annual meeting to assist in bringing a needy "outreach" delegate to the meeting. Separate guidelines outline the way in which the fund should be used. As the exact rate of interest received in 1998 will not be known until some time in 1999, the Board and the Council further recommend that, as an interim measure, the New Zealand branch be offered the sum of DM 1,500.00 for the same purpose.

If this new outreach proposal is adopted, it will be seen that expenditure is estimated to exceed income in all three years of the budget period. Without this proposal, expenditure would still, according to the estimates made, exceed income in 1999 and 2000. In practice, it is unlikely to do so, unless any unex

pected drop in membership figures occurs or exceptional expenses are encountered. At present membership continues to increase steadily overall.

At the end of the period, with or without the new outreach proposals which are recommended, the Association will still have at its disposal a sum consid

erably in excess of one year's running costs, which would seem to be a good reserve for the Association to maintain. Given this, it seems unfair and unnec

essary to propose any increase in dues for the coming three years. As, however, we are entering an unpredictable period for investments and

currencies, I would ask the General Assembly to permit the Council to review the Association's finances on an annual basis and to recommend an interim increase in dues should it prove necessary. Changes in European currency, as

yet uncertain, may also necessitate that the Council makes an interim decision on the currency in which dues are to be fixed. The General Assembly is there fore also asked to allow the Council to review this when it becomes necessary.




BILANZ/ACCOUNTS 1997 Association Internationale des Bibliothques, Archives et Centres de

Documentation Musicaux (AIBM) International Association of Music Libraries, Archives and Documentation Centers (IAML) Internationale Vereinigung der Musikbibliotheken, Musikarchive und Musikdokumentationszentren (IVMB)

EINNAHMEN/RECEIPTS A. EINNAHMEN/RECEIPTS DM US$ UK

1) Landergruppen/National Branches: Australia (96) 1,485.47 Canada 4,784.00 Czech Rep. 158.09 Denmark 7,598.73 Estonia 888.00 Finland 5,085.00 France 1,905.07

Germany 14,729.60

Italy (96 & 97) 12,054.00

Japan 4,074.40 Netherlands 199.00 New Zealand 630.45

Norway 1,711.62 Slovakia 479.50 South Africa (96) 192.00

Spain 7,348.00 Sweden 6,036.00 Switzerland

United Kingdom 2,856.53 USA 10,000.00

SUBTOTAL 63,468.23 10,000.00 8,747.23

2) Einzelmitglieder (einschl. Verkauf alter Jg.FAM)/ Individual members (incl. sales of FAM back issues) 12,466.82 60.00 353.51

3) Entwicklungshilfe/Outreach 1,000.00 4) Miszellen/Miscellaneous 1,754.62 5,701.30 409.96

5) Zinsen/Interest 17,410.70

TOTAL 78,689.67 33,172.00 9,510.70




B. AUSGABEN/EXPENDITURES DM US$ UK

1) Fontes Artis Musicae

a) Herstellungs- und Versandkosten/

Production and postal costs

1996/4 (part), 1997/1-3, 1998/ 4 (part) 17,987.40 26,318.68

b) Schriftleitung/Editor (Honorarium/Expenses 1996) 1,944.59

2) Generalsekretar/Secretary General

a) Honorar/Honorarium (1996) 1,066.47 b) Biirokosten/Office expenses

3) Schatzmeister/Treasurer

a) Honorar/Honorarium 1,046.47 b) Biirokosten/Office expenses 697.22

4) Reisekosten/Travel expenses 309.23 5,306.33 2,647.76 5) Mitgliedsbeitrage/Membership fees 1,540.19 1,025.00 6) Entwicklungsfond/Outreach (actual) 606.38 898.87

7) Gebiihren/Bank charges 138.80 98.00 5.00

TOTAL 19,975.62 35,298.98 6,361.79




ZUSAMMEN FA SSUNG/SUMMARY DM US$ UK

Vereinsmogen/Association funds at

1.1.97 (Postbank, Girobank, Midland, First Chicago) 38,699.34 61,551.68 1,462.63 Einnahmen/Receipts 1997 78,689.67 55,128.31* 9,510.70

SUBTOTAL 117,389.01 116,679.99 10,973.33

Ausgaben/Expenditure 1996 60,083.62** 35,298.98 6,361.79

TOTAL 57,305.39 81,381.01 4,611.54

includes $21,956.31 transferred from Germany (actual receipts: $33,172.00) **includes DM 40,108.00 transferred to USA from Germany (actual expenditure: DM 19,975.62)

Vereinsmogen/Association funds at 31.12.97 First Chicago $ 8,290.92

Postbank DM 57,305.39 Midland $73,090.09 Girobank 4,611.54

TOTAL DM57,305.39 $81,381.01 4,611.54

[OUTREACH FUND: TOTAL includes DM 5,075.96 set aside for Outreach]

Gepriift/ Attested:

Pamela Thompson (Schatzmeisterin/Treasurer) 20 February 1998

Outreach Fund 1/Fond fur Entwicklungshilfe 1 (Materials) DM

Funds at 1.1.97 4,763.29 Donations 1997 1,000.00 2.5% subvention 1997 3,010.87

Subtotal 8,774.16 Expenditure 1997 3,698.20

Funds at 31.12.97 5,075.96

Grants of DM 1,091.48 made January 1997 (US donated music materials

prog.), DM 2,400.82 (Royal College of Music London66 parcels to 7 libraries

in Brazil, Lithuania, Czech Rep., Poland, Bulgaria, DM 205.90 (RMS Dooley RMA publications to Lithuania and Bulgaria).

Subscription income 1997: DM 120,435.00 2.5% = DM 3,010.87




BUDGET 1997-1999 Internationa] Association of Music Libraries, Archives and Documen tation Centers International Association of Music Libraries, Archives and Documen tation Centers

All amounts are in Deutsche Mark, calculated at US$1.00 = DM 1.55 and UK1.00 = DM 2.40, except 1997 Actual, calculated at US$1.00 = DM 1.80 and UKE1.00 = DM 2.90

ESTIMATES ARE THOSE REVISED IN 1996 AND 1997

INCOME 1995 1996 1997

Estimate Actual Estimate Actual Estimate Actual

National branches 100,000 95,477 100,000 89,599 110,000 106,835 Other members 13,000 12,955 13,000 10,364 11,100 13,600 Miscellaneous 5,000 5,436 5,000 2,438 5,000 13,205 Interest 3,000 11,315 5,000 12,554 5,000 31,339 Outreach donations 155 1,147 155 409 200 1,000

TOTAL 121,155 126,330 123,155 115,364 131,300 165,979

EXPENDITURE

Pontes production

& shipping 65,000 59,565 71,500 69,759 78,000 65,361 Pontes fees & expenses 5,000 4,306 5,500 3,786 4,500 3,500 Sec. Gen./Treas. fees

& office expenses 9,000 11,420 9,500 6,959 9,000 8,150

Travel 19,000 12,914 19,500 16,213 20,000 17,539 Membership dues 2,900 2,992 3,000 3,473 3,500 3,385 Bank charges 500 317 500 887 900 330 Miscellaneous 5,000 0 5,000 0 5,000 0 List of members 0 0 6,000 9,086 0 0 IAML brochure 3,500 0 3,500 1,323 0 0 Outreach 2,800 2,735 2,800 2,561 3,152 3,698

TOTAL 112,700 94,249 126,800 114,047 124,052 101,963

SUMMARY 1995 1996 1997

Estimate Actual Estimate Actual Estimate Actual

1 January balance 98,818 107,918 139,999 138,411 139,728 153,734 Income 121,155 126,330 123,155 115,364 131,300 165,979

SUBTOTAL 219,973 234,248 263,154 253,775 271,028 319,713 Expenditure 112,700 94,249 126,800 114,047 124,052 101,963

31 Dec. balance 107,273 139,999 136,354 139,728 146,976 217,750




BUDGET 1998-2000 International Association of Music Libraries, Archives, and Documentation Centers International Association of Music Libraries, Archives, and Documentation Centers

All amounts are in Deutsche Mark, calculated at US$1.00 = DM 1.80 and

UKE1.00 = DM 2.90 (except 1997 estimates calculated at US$1.00 = DM 1.65 and UK1.00 = DM 2.69)

INCOME 1997 1998 1999 2000

Estimate Actual Estimate Estimate Estimate

National branches 110,000 106,835 107,500 107,500 107,500 Other members 11,100 13,600 13,600 13,600 13,600 Miscellaneous 5,000 13,205 7,000 7,000 7,000 Interest 5,000 31,339 7,000 7,000 7,000 Outreach donations 200 1,000 1,000 1,000 1,000

TOTAL 131,300 165,979 136,100 136,100 136,100

EXPENDITURE

Fontes production

& shipping 78,000 65,361 72,000 79,000 86,000 Fontes fees & expenses 4,500 3,500 4,500 5,000 5,500 Sec. Gen. fees/office 3,500 3,093 3,500 3,750 4,000 Treasurer fees/office 5,500 5,057 5,500 6,000 6,500 List of members 0 0 0 10,000 0

IAML brochure 0 0 2,000 0 0

Travel 20,000 17,539 25,500 35,000 29,000

Membership dues 3,500 3,385 4,000 4,500 5,000 Bank charges 900 330 900 900 900

Miscellaneous 5,000 0 5,000 5,000 5,000 Outreach 1

(Materials) 3,152 3,698 4,000 4,500 4,500 Outreach 2

(Conferences) 0 0 30,000 1,500 1,500

TOTAL 124,052 101,963 156,900 155,150 147,900

SUMMARY 1997 1997 1998 1999 2000

Estimate Actual Estimate Estimate Estimate

1 January balance 139,728 153,734 217,750 196,950 177,900 Income 131,300 165,979 136,100 136,100 136,100

SUBTOTAL 271,028 319,713 353,850 333,050 314,000

Expenditure 124,052 101,963 156,900 155,150 147,900

31 Dec. balance 146,976 217,750 196,950 177,900 166,100




OUTREACH CONFERENCE F U N D G U I D E LI N E S 1. The Fund is intended to supply grants for the use of National Branches

who are hosting annual conferences of IAML to assist them in bringing to the conference a person or persons who would otherwise, for finan cial reasons, be unable to attend.

2. The sum available to a National Branch in each year from the year 2000 shall be DM 1,500.00 or the interest on the Fund received in the year two calendar years prior to the year of the conference in question, whichever amount is the greater. At 1 January 1999 the fund will stand at DM 30,000.00.

3. National Branches may apply to the Treasurer of IAML for the sum of

money available up to 18 months before the date of the conference. It is

expected that National Branches hosting conferences continue to seek

sponsorship for delegates in need, but it is possible that they may wish to use the sum obtained from the Outreach Conference Fund when

seeking matching or additional funding from other sources, as evidence of their own contribution.

4. National Branches must supply to the Treasurer evidence of how the

grant was spent by, at the very latest, the end of the calendar year in which the conference takes place. Failure to provide such evidence or a

satisfactory explanation as to why such evidence cannot be supplied will result in the National Branch being required to return the funds received.

5. Any sum granted to a National Branch but not used for the purpose intended must be returned to the Treasurer before the end of the cal endar year in which the conference takes place and will be restored to the Outreach Conference Fund.

6. Recipients of funds awarded to a National Branch must provide evi dence satisfactory to the National Branch that they are unable to obtain sufficient support for conference attendance from other sources.

7. Recipients who have previously received a grant from the Fund shall not normally be eligible for further support from the Fund for five (5) years. National Branches will be expected to seek the advice of the IAML Secretary General on this matter.

8. Recipients of grants from the Fund shall be persons whose attendance at a conference is deemed to be in the general interests of IAML and its aims and activities but need not be IAML members.

9. Recipients of grants should submit a short report on the conference to the organising committee of the conference and to the IAML Secretary General no later than the end of the year in which the conference takes

place. The report must be in the English, French or German language.




A report should also be submitted to an appropriate journal in the recip ient's own country.

10. National Branches are advised to ensure that recipients of sponsorship are aware of the above conditions which affect them.

11. These guidelines are subject to revision should the need arise, but any change to the guidelines should be made at least two years before any change takes effect.



Article Contentsp. 108p. 109p. 110p. 111p. 112p. 113p. 114p. 115p. 116p. 117

Issue Table of ContentsFontes Artis Musicae, Vol. 46, No. 1/2 (January-June 1999), pp. 1-204Front MatterNEW ZEALANDINTRODUCTION [pp. 1-2]EARLY MUSIC SOURCES IN NEW ZEALAND [pp. 3-11]DOMESTIC MUSIC-MAKING IN EARLY NEW ZEALAND: Two Volumes of Early Engraved Piano Music [pp. 12-34]TWENTY-FIVE YEARS ON: The Archive of New Zealand Music and the Alexander Turnbull Library [pp. 35-41]MUSIC IN THE NATIONAL LIBRARY [pp. 42-50]MUSIC IN THE "DICTIONARY OF NEW ZEALAND BIOGRAPHY": A Survey [pp. 51-63]DOROTHY FREED: Pioneer of Music Librarianship in New Zealand [pp. 64-68]NEW ZEALAND AND SOUTH PACIFIC MUSIC AND MUSICIANS: A Select Annotated Bibliography [pp. 69-80]

IAML Congress San Sebastin/Donostia, Spain 1998IAML PRESIDENT'S MESSAGE [pp. 81-82]IAML GENERAL ASSEMBLY: 25 June 1998 in San Sebastin, Spain [pp. 83-90]COUNCIL MEETINGS: 21 and 26 June in San Sebastin [pp. 91-107]1997 TREASURER'S REPORT: General Assembly, June 1998 [pp. 108-117]

IAML OUTREACH 199798: THREE PERSPECTIVES ON OUTREACHOutreach Aktivitten aus der Sicht eines AIBM-Vizeprsidenten [pp. 118-120]OUTREACH FROM THE PERSPECTIVE OF THE IAML TREASURER [pp. 121-122]Outreach From a Participant's Perspective [pp. 122-134]INDIVIDUAL REPORTS [pp. 134-144]

REPORTSPROFESSIONAL BRANCHESArchives and Music Documentation Centres [pp. 145-146]Working Group on the Registration of Music Archives [pp. 146-146]Broadcasting and Orchestra Libraries [pp. 146-147]Libraries in Music Teaching Institutions [pp. 147-148]Public Libraries [pp. 148-148]Research Libraries [pp. 148-149]

SUBJECT COMMISSIONSAudio-Visual Materials [pp. 150-150]

Cataloguing [pp. 150-151]SUBJECT COMMISSIONSService and Training [pp. 151-152]Working Group on Music Periodicals [pp. 152-153]COPYRIGHT: Zum aktuellen Stand des Urheberrechts in Deutschland [pp. 154-158]

PUBLICATIONSRISM [pp. 159-160]RIPM [pp. 160-161]ISMN 1997/1998 [pp. 161-164]

NATIONAL BRANCHESDeutschland: Oktober 1997-September 1998 [pp. 165-166]Estonia: 199698 [pp. 166-168]Finland: 1997 [pp. 168-169]Finland: 1998 [pp. 169-170]United Kingdom (IAML UK): 19971998 [pp. 170-171]U.S. Branch: 1998 [pp. 171-172]

REVIEWSReview: untitled [pp. 173-175]Review: untitled [pp. 175-177]Review: untitled [pp. 177-178]Review: untitled [pp. 178-180]Review: untitled [pp. 181-182]Review: untitled [pp. 183-183]Review: untitled [pp. 184-186]Review: untitled [pp. 186-188]Review: untitled [pp. 188-189]Review: untitled [pp. 190-193]Review: untitled [pp. 193-195]Review: untitled [pp. 195-197]

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1997 TREASURER'S REPORT: General Assembly, June 1998