Rules relating to ZGS Library Funds
GOVERNMENT OF ANDHRA PRADESH
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.
The following Notification will be published in the Andhra Pradesh Gazette.
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.
- These rules may be called the Andhra
Pradesh Library Fund Rules.
- In these rules unless the context
(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.
- 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.
- The objects of expenditure incidental
to the administration include:
- 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;
- 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;
- Stationary, printing and all office
and advertising expenses including the cost of reporting, the proceedings at the
meeting of the Zilla Grandhalaya Samstha;
- Law charges except in case of appeals
against surcharge certificate issued by the auditor;
- Election expenses;
- Zilla Grandhalaya Samstha library
surveys, the preparation of maps of the District and of extension of the library
- The preparation and maintenance of
record of rights of immovable property owned or possessed by the Zilla
(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
- 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.
- 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
- refund of taxes, and surcharge fees
under the Act or any law:
- 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;
- 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.
- The Secretary of the Zilla Grandhalaya
Samstha shall not over draw from the library fund.
- 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)
I have this day handed over charge of the office of the Secretary, Zilla Grandhalaya
Samstha to Sri whose specimen
Signature is given below:-
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.
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
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 ...»...............
- 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 (
- 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.
- 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;
- additions made gradually from year
to year to a permanent establishment under a general scheme which has been sanctioned
by the proper authority; and
- 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;
- estimates for special repairs shall
remain current till the completion of the repairs in the same manner as estimates
for original works; and
- 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.
- 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.
- 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.
- 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;
- 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;
(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.
- 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.
- 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.
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.
- 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.
- 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.
- 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
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.
- 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.
- 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)