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Rules relating to ZGS Library Funds

GOVERNMENT OF ANDHRA PRADESH
ABSTRACT
PUBLIC LIBRARIES — Rules - Zilla Grandhalaya Samsthas - Rules prescribing purposes for which Library Funds of Zilla Grandhalaya Samstha shall be applied-Orders - Issued.
EDUCATION (E) DEPARTMENT

 

G. O. Ms. No. 1150.                                                                    Dated 20-11 -1973.
Read the following:
From the Director of Public Libraries, Lr. No, 87/D1/69, dt. 8-6-1971.

ORDERS:
The following Notification will be published in the Andhra Pradesh Gazette.
NOTIFICATION
In exercise of the powers conferred by sub-section (1) of Section 25 of the Andhra Pradesh Public Libraries Act. 1960 (Act VIII of 1960), the Governor of Andhra Pradesh hereby makes the following rules.
RULES
  1. These rules may be called the Andhra Pradesh Library Fund Rules.
  2. In these rules unless the context otherwise requires:

(i)   "ACT" means the Andhra Pradesh Public Libraries Act, 1960 (Andhra Pradesh Act. No. VIII of 1960);
(ii)   "SECTION" means a Section of the Act;
(iii)   "LIBRARY FUND" means the Fund of the Zilla Grandhalaya Samstha maintained under section 21 of the Act.

  1. The purposes for which the Library Fund may be applied include all objects expressly declared obligatory or discretion by the relevant laws or rules made there under and in general expenditure incidental to the administration of the Zilla Grandhalaya Samstha and the fund shall be applied within the District subject to these rules and such further rules or special orders as the Government may issue in this behalf from time to time and shall also be applied to such purposes outside the district if the expenditure is authorised by the Act or specially sanctioned by the Government or Director of Public Libraries.
  2. The objects of expenditure incidental to the administration include:
  3. the provision and maintenance of the office of the Zilla Grandhalaya Samstha, District Central Library and other branch  libraries and Book Deposit Centres and Record Room and of other offices including cost of apparatus, fittings and insurance; purchase of  books, periodicals, newspapers, manuscripts, maps and specimens of art and Science, Lantern slides, Cinema Projector, Recorders, Radios, and the like;
  4. Salaries, allowances, liveries, contributions to the pension and provident fund, gratuities and pensions, the cost of maintenance of the vehicles of the Zilla Grandhalaya Samstha and all expenditure incidental thereto. Expenditure in connection with the deputation of candidates to the CLSc, and BLSc. Course;
  1. Stationary, printing and all office and advertising expenses including the cost of reporting, the proceedings at the meeting   of   the  Zilla Grandhalaya Samstha;
  2. Law charges except in case of appeals against surcharge certificate issued by the auditor;
  3. Election expenses;
  4. Zilla Grandhalaya Samstha library surveys, the preparation of maps of the District and of extension  of the library building;
  5. The preparation and maintenance of record of  rights of immovable property owned or possessed  by the Zilla Grandhalaya Samstha;

(h)   The acquisition of lands and buildings for all or any of the purposes of the Act and the maintenance of the buildings; and (i)   Organisation of seminars, conferences, book exhibitions etc.

  1. The Library Fund may be applied for contributing to the funds of any aided libraries in the district under Rules, 11 and13 of the Andhra Pradesh Public Libraries Rules, 1961.
  2. The payment of any sum of the library fund may be made or authorised by the Secretary of the Zilla Grandhalaya Samstha in the absence of budget provision in the case of
  1. refund of taxes, and surcharge fees under the Act or any law:
  2. repayments of moneys belonging to contractors or other persons and held in deposit and of moneys collected or  credited to the Library fund by mistake;
  3. sums payable under a decree or order of a Civil Court passed against the Zilla Grandhalaya Samstha;

(d)    any sum which the Secretary of the Zilla Grandhalaya Samstha is required under any law to pay by way of compensation or expenses; and
(e)   expenses lawfully incurred in anticipation of recoupment from a person liable under any provision of law. Provided that the Secretary of the Zilla Grandhalaya Samstha shall forthwith communicate the circumstances under which the payment was made or with audit to the Director of Public Libraries who shall take such action as may, in the circumstances, be necessary or expedient to cover any expenditure not covered by a budget provision.

  1. The Secretary of the Zilla Grandhalaya Samstha shall not over draw from the library fund.
  2. When the Secretary of a Zilla Grandhalaya Samstha makes over charge of his office either temporarily or permanently, he shall send a specimen signature of the relieving Secretary together with a certificate in the form given below to the Treasury Officer or any Bank in which the moneys of the Zilla Grandhalaya Samstha are lodged.

FORM OF CERTIFICATE
(See. Rule 8)
To
I have this day handed over charge of the office of the Secretary, Zilla Gran­dhalaya Samstha to Sri  whose specimen
Signature is given below:-
Relieving Officer:                                                       Relieved Officer:
9. (1) Cheque books shall be kept in the personal custody of the Secretary of the Zilla Grandhalaya Samstha and when a transfer of charge takes place, a note shall be recorded in the Cash Book over the signature of both the relieved and the relieving Secretaries showing the of unused cheques, and cheque books made over and received by them respectively.
(2) Every person having any claim against the library fund shall present a bill at the Zilla Grandhalaya Samstha office. When ever possible such bill shall be in the form prescribed for the purpose and the claimant shall duly date and sign the same and stamp it where ever necessary.
(3) Whenever possible printed forms shall be used in preparing bills.
(4)   Where a claimant presents a bill in a form different from the one prescribed for the purpose a separate billin the proper form shall be prepared by the officer incurring the expenditure and the claimant’s bill shall be attached thereto as a sub-voucher.

(5)            Every bill shall be presented to the Secretary of the Zilla Grandhalaya Samstha who shall make it over to the person in charge of ac­counts. The letter shall enter it in the Register of bills and then check and examine the bill as regards its admissibility with refer­ence to sanction or other documents, the propriety of the claim and the arithmetical. If on such check and examination, the bill is found to be correct and in order, it shall be placed before the Secretary of the Zilla Grandhalaya Samstha for signing the payment order in the bill which shall run as follows:-

"Pay by cheque Rupees …………………………… only (amount in words and figures) and debit to ……………………………………………………… (Major, Minor or detailed heads) 2. Where payments have to be made in cash, cheques shall be drawn in favour of the Secretary of the Zilla Grandhalaya Samstha himself. All such sums shall be noted, in a party cash book maintained by the person in charge of accounts.
10 (1) Separate acknowledgements (Stamped wherever necessary) shall be taken where disbursements are made in the Zilla Grandhalaya Samstha office in the last column of the bill and in other cases in the acquittance register from each officer, or servant to whom any salary or allowances is paid except when the drawer of the bill is the sole payee and has already furnished a receipt (stamped wherever necessary) on the bill itself.
(2) Where the Secretary of the Zilla Grandhalaya Samstha makes any payment from a sum drawn by him from the treasury or any bank in which the moneys of the Zilla Grandhalaya Samstha are lodged, he shall unless a receipt (Stamped wherever necessary) has been fur­nished oh the bill itself, obtain and attach to the bill a separate receipt (Stamped wherever necessary).
11. (1) Whenever any item of expenditure requires the sanction of any authority higher than the officer or servant drawing the bill, such san­ction shall be obtained and the terms thereof shall be quoted on the bill. (A copy of the order of the sanction shall also be communicated to the auditor who audits the accounts of the Zilla Grandhalaya Samstha under Rule 20 of the Andhra Pradesh Public libraries Rules, 1960).
(2) No Item of expenditure shall be sanctioned by the Secretary of the Zilla Grandhalaya Samstha unless a certificate in the following form has been furnished in respect thereof :-
FORM OF CERTIFICATE
"The amount may be met from the budget allotment of........................................ ..................... ..................................... The amount spent under this head up to
date is.................................... The amount sanctioned up to date but not spent is.................................... The balance remaining will be ...»............... ……………..
  1. If there is no budget provision under the head concerned and the Zilla Grandhalaya Samstha decides to find the amount by re-appropriation from another head, the words   "by re-appropriation" shall be added after the word "met" in the form of certificate mentioned in sub-rule (
  2. The certificate shall be entered in the agenda circulated before the meeting and if accepted by the Zilla Grandhalaya Samstha, if need not be written again as part of the resolution in the minutes book. If, however, the Zilla Grandhalaya Samstha makes any alteration either in the account of expenditure or in the head from which the expenditure is to be met,   then certificate as amended shall form
    part of the resolution of the Zilla Grandhalaya Samstha and be en­tered as such in the minutes book.
  1. As sanction of any fresh charge which has not been acted upon for a year shall be held to have lapsed unless it is specifically renewed; Provided that this sub-rule shall not apply to:

(a)   a case where an allowance sanctioned to a post or posts has not been drawn by the particular incumbent or incumbents appointed to the said post or posts;

  1. additions made gradually from year to year to a permanent establishment under a general scheme which has been sanctioned by the proper authority; and
  2. expenditure on works which shall be governed by the provision laid down in sub-rule (6).

(6) (a) The sanction to an ordinary annual maintenance estimate shad lapse on the last day of the financial year to which it relates. If, however any inconvenience is likely to cause in any exceptional case from stoppage of the work on that date, the repairs may be carried on to completion, and the expenditure incurred after that date shall be treated as expenditure against a fresh repair estimate for the next year;

  1. estimates for special repairs shall remain current till the comple­tion of the repairs in the same manner as estimates for original works; and
  2. the approval or sanction to an estimate for any building work other than annual maintenance shall, unless such work has been comme­nced, case to  operate after a period of three years from the date on which it was accorded.
  3. An order directing the payment of any claim made in a bill shall bevalid only for a period of six months and shall be renewed, if payment is to be made thereafter.
  4. No claim against the Zilla Grandhalaya Samstha (other than one relat­ing to any officer or servant of the Zilla Grandhalaya Samstha which will be gov­erned by Rules separately framed in that behalf) shall be admitted for payment.
  1. Where a bill is presented after a period of more than six months, but not more than one year, from the date on which  the  claim  be­ came due, without the order of the Secretary,   Zilla Grandhalaya Samstha;
  2. Where a bill is presented after a period of more than one year, from the date on which the claim became due, without the order of the Chairman of the Zilla Grandhalaya Samstha;

14.               (1) Any deficiency, loss or unprofitable outlay occasioned by the negligence or misconduct of any person shall be reported immediately after the discovery to the Examiner of Local Fund and Panchayat Raj Accounts and the Director of Public Libraries. A further and complete report shall also  be  forwarded  to  the  same officers, as soon as the matter is fully enquired into, setting forth the nature and extent of the defalcation or loss, the errors or ommissions in following the rules by which a such defalcation or loss was rend­ered possible, and the prospects of effecting a recovery. 

  1. Loss by theft or otherwise of other property shall also be reported to the Examiner of Local Fund and Panchayat Raj Accounts and the Director of Public Libraries, if the value of the property lost exceeds ten rupees.
  2. The submission of the reports prescribed by sub-rules (1) and (2) shall not debar the Secretary of the Zilla Grandhalaya Samstha from taking such further action as may be considered necessary.

'ESTABLISHMENT BILL
15.   Pay bills shall be prepared in prescribed from (as may be laid down by the Government from time to time).
16.    The monthly pay bill of  the establishment of the Samstha shall be supported either by an absent statement in such from as may be laid down by the Government from time to time or by a certificate in the bill that no leave has been granted to any member of the establishment.
17.    To the first pay bill in which a periodical increment is drawn by the Government from time to time shall be attached.
18. (1) The pay of an officer or servant lent by the Government or transfer­red from any other Zilla Grandhalaya Samstha shall be drawn only after the receipt of a last pay certificate which shall be in such form as may be laid down by the Government from time to time, granted by the Head of his former office. Such certificate shall be attached to the first pay bill drawn after such loan or transfer.
(2)  The pay and allowances in respect of such employee shall be clai­med and paid by the former Zilla Grandhalaya Samstha only up to the date of his relief from that Zilla Grandhalaya Samstha. His transit pay and transfer T. A. shall beborne by the Zilla Grandha­laya Samstha to which he is transferred.
(3)  The Leave applied for by an employee other than a Secretary, Grade-I Librarian after getting relief from the former Zilla Gran­dhalaya Samstha and before joining the  new post shall be sanctio­ned by the competent authority  in the Zilla Grandhalaya Samstha to which he is transferred. The leave salary of such employee shall be borne by the former Zilla Grandhalaya Samstha provided there is sufficient leave to his credit.

  1. Pay, leave salary, allowances may be drawn for the day of an employee's death; the hour at which the death takes place shall not affect the claim.
  2. Payments due to a deceased officer or servant of the Zilla Grandha­laya Samstha shall not be made except on the production of an  authority of the nature specified  in  sub-clauses (i), (ii), (iii), (iv) and (v)   clause (b) of sub­-section (1) of section 214 of the Indian  Succession Act, 1925, (General Act XXXIV of 1925).

Provided that payments may be made without production of authority.

  1. to the extent of Rs. 500/- (Five hundred  rupees only) under the orders of the Secretary, Zilla Grandhalaya Samstha responsible for the payment, if he is satisfied after such enquiry as he may consi­der sufficient about the right and title of the claimant; and

(ii)   to the extent of above five hundred rupees, under the orders of the Chairman of the Zilla Grandhalaya Samstha on the execution of an Indemnity Bond with such surety or sureties as he may require, if he is satisfied, after such enquiry as he may consider sufficient, about the right and title of the claimant and considers that undue delay and hardship would be caused by insisting on the production of such authority,
21.   The last payment of an employee's pay and allowances or incase he is finally quitting the service of the Zilla Grandhalaya Samstha at the end of any leave granted to him, the last payment of his leave salary shall not be made, until it has been ascertained that there are no demands outstanding against him. A certificate to this effect signed by the Secretary of the Zilla Grandha­laya Samstha shall be attached to the bill in which such pay and allowances or leave salary is claimed.
22. Arrears of pay shall be drawn not in the monthly bill but in a separate bill which shall quote the bill from which the claim was omitted or with­held or on which it was refunded by deduction. Pay bills shall be signed by the Officers  in-charge of the establishment or institution concerned and shall be passed by the Secretary of the Zilla Grandhalaya Samstha.
23.    Cheques in respect of payments of salary and fixed allowances shall not be issued before the first working day of the month following that to which the payment relates;
Provided that when an officer or servant is finally quitting the service of the Zilla Grandhalaya Samstha or being transferred to the service of another local authority or the Government, cheques may be issued on the date of such event. Provided further that when the first three days of a month are public holi­days on which payments are not made at the Treasury or Bank in which the moneys of the Zilla Grandhalaya Samstha are lodged, cheques may be issued on the last working day before the holidays; Provided also that when the Government sanctions payment of salaries to Government servants at an earlier date on any occasion, cheques may be issued for payment of salaries on the date so notified by the Government.

24.  The Secretary of the Zilla Grandhalaya Samstha drawing a bill for salary and allowances shall be personally responsible for the amount so drawn until it has been disbursed to the proper person or   persons and their   acquittances (stamped wherever necessary) have been obtained. If the payee does not present himself within thirty days from the date of the drawal of money,   the amount drawn for him shall be refunded by short drawal in the next bill.  The amount or salary and allowances drawn shall not in any circumstances be placed under deposit.
25.    In order to facilitate the check of the monthly bill for recurring charges such as establishment, house rent and fixed traveling and conveyance allowances an audit establishment register in the prescribed form shall be maintained in the office of the Zilla Grandhalaya Samstha.
26   (1) Traveling allowance other than fixed traveling allowance shall be drawn in a separate bill in the prescribed form.
        (2) When a conveyance, for which a conveyance allowance is drawn, is temporarily out of use, the conveyance allowance may continue to be drawn up to maximum period of 10 days. In such a case, the offi­cer or servant claiming the conveyance allowance shall furnish the certificate as to the actual number of days on which the conveyance was not in use during the month.

  1. Fixed traveling and conveyance allowances shall be drawn in the pay bill of the officer or servant concerned and not on traveling allowance bills. To servey bill for conveyance allowance,   a certificate shall be attached that the conveyance was actually maintained in good condition and used by the officer concerned during the month.
  2. The Zilla Grandhalaya Samstha shall not without the previous sanction of the Director of Public Libraries divert even temporarily any of the following earmarked funds for purposes other than those for which they are collected or allotted:-

(i)   funds collected for the opening and maintenance of libraries;
ii)   special State grants sanctioned for specific purposes;
(iii)   receipts derived from the sale of capital asset;
(iv)   funds relating to institutions and works transferred by the Government;
(v)   donations and contributions received from the public in any form for the specific purpose; and
(vi)   loan funds.
Provided that the previous sanction of the Government should be obtained for diversion of the special grants sanctioned by them for any specific purposes,
(By Order and in the name of the Governor of Andhra Pradesh)

 
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