By comparison with the revenue distribution worksheets we have used the past few years, I have introduced three new lines, as explained below. The key element that has been missing, because up to now not needed, is ADHO expenditure beyond the subventions to the publications. My intention has been to produce a format that will work every year from now on. To do this I have added three lines.
The first two lines deal with planned and actual expenditures for the preceding year, in this case 2007.
The first line gives the total planned expenditure as shown in the preceding year's revenue distribution statement. For 2007, the only planned ADHO expenditure was the total of 10,200 GBP for the three journal subventions. This is shown as 'income' - i.e. the values are positive - since it has already been allocated, prior to last year's revenue distribution, so was taken out of the revenue distribution calculation.
The second line shows the total actual 2007 expenditures for ADHO, as shown in the accounts (supplied by the ADHO Treasurer). This is shown as expenditure - i.e. as a negative value. Note that the nett of the two lines will be positive or negative depending on whether the actual amount expended is lower or higher than the planned amount.
In this case, the actual expenditure was higher than the planned expenditure, mainly because we agreed some new ADHO expenditures in the meetings following the meeting in which the revenue distribution was agreed (but see note below on planned expenditure).
Then comes the planned expenditure for the 'current' year - in this case 2008 - in two sections: journal subventions, and 'other' planned expenditure.
For the moment, I have kept the journal subventions itemised separately - partly because they are so central to our scholarly raison-d'etre. The figures are negative, representing the fact that they are items of expenditure.
This is followed by my third new line, which is a summary of the Other Planned Expenditures for 2008, also shown as negative values (see note below).
To summarise, there are now four key lines:
The sum of these lines gives the total ADHO expenditures that must be taken out of the gross income from OUP before nett revenue is distributed across the associations.
On the second worksheet, the box on the left contains various notes about the way things are set out and the basis of the various calculations.
On the right is a box showing a budget of Other Planned Expenditure for 2008, which is not likely to be itemised anywhere else, other than in minutes of meetings. Many of these are 'backstop' budgets, which means they are likely to repeated year on year, but may often incur lower actual costs than the backstop limit. The budget contains all the types and items of expenditure agreed by ADHO and the Associations in 2007.