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Rules relating to Preparation of Budget by ZGS
Rules relating to preparation of Budget by the Zilla Grandhalaya Samsthas


[An extract of Rules Supplement to Part VII of The Andhra Pradesh Gazette, Issue No. 14,   Dated 2nd September, 1971 Published at pages  1-14].
(G. O. Ms. No. 1119,   Education (E), Dated   19th July, 1971)
In exercise of the powers conferred by sub-section (1) of section 25 of the Andhra Pradesh Public Libraries Act, 1960 (Andhra Pradesh Act VIII of 1960) the Governor of Andhra Pradesh hereby makes the following «rules for the pre­paration of budget by the Zilla Grandhalaya Samsthas.
2. The rules shall come into force from the date of publication in the Andhra Pradesh Gazette.
RULES

  1. These rules shall be called the Andhra Pradesh Zilla Grandhalaya Samsthas Budget Rules, 1971.
  2. In these rules unless the context otherwise requires:

(i)   "ACT means the   Andhra Pradesh Public Libraries Act, 1960 (Andhra Pradesh Act VIII of 1960);
(ii)   "FORM" means a Form appended to these rules;
(iii)   Words and expressions used but not defined in these rules shall have the meanings respectively assigned to them in the Act.

  1. The Secretary, Zilla Grandhalaya Samstha shall prepare every year a budget showing the probable receipts and expenditure of the Zilla Grandhalaya
  2. Samstha for the succeeding year.
  3. The Working balance to be provided for in the budget shall be at least 5% of the estimated receipts excluding State grants and debt heads of the
  4. esti­mated receipts.

5.   The budget of every Zilla Grandhalaya Samstha shall be prepared in Form 'A’.
6. The budget in the language of the Zilla Grandhalaya Samstha shall be circuited every year to the members of the Zilla Grandhalaya Samstha at least one week before 31st December so that the members may have adequate time of examining the same, before the meeting of Zilla randhalaya Samstha held for its approval.

  1. The budget and explanatory note thereon with the suggestions if any, of the members shall be placed by the Secretary   before the Meeting of the
  2. Zilla Grandhalaya Samstha held for its approval not later than 25th January, every year.
  3. After   approval by the Zilla Grandhalaya Samstha the Secretary shall submit the budget to the Director for approval by 1st February every year.

9.  (a)   The Director shall sanction the  budget with modifications If any, after satisfying himself on the following points, namely:-
(i) The estimate of receipts is exhaustive and cautious and provides for the collection of the entire outstanding Cess and the Cess falling due during the budget year.
(ii) The recommendations, if any, of the Government or the Director have been duly taken into consideration while framing the budget.
(iii) Provision has been made for all obligatory charges for efficient running of the Zilla Grandhalaya Samstha and carrying out development activities prescribed by the Government and the Director from time to time.
(iv)   Provision has been made for discharge of all liabilities in respect of loans contracted by the Zilla Grandhalaya Samstha and all other commitments.
(v) Variations between the figures of the budget year and those of the previous year have been properly explained; and
(vi) The working balance is not less than the minimum specified in rule 4.
(b) The Secretary, Zilla Grandhalaya Samstha shall forward a copy of the budget approved by the Director to the auditor.

  1. The sanctioning of the budget shall not, by itself, be deemed to authorise the Zilla Grandhalaya Samstha to incur all the expenditure provided for therein. 
  2.  The orders of the competent authority for the sanction of any item included in the budget should invariably be obtained before expenditure is in­curred
  3. on that Item.
  4. No Zilla Grandhalaya Samstha shall authorise any item of expenditure not included in the budget or in excess of the budget allotment, without indicating
  5. the source from which the money required for the proposed expenditure is to be found.  Whenever the sanction of any authority la required for any
  6. proposed expenditure such sanction shall be obtained before or after the Zilla Grandhalaya Samstha considers the proposed according to the instructions
  7. by the Director in the matter.
12 All allotments made in the budget shall lapse at the end of the year for which the budget relates and no part of any allotment remaining unexpended at the end of the year shall be reserved or appropriated by transfer to the deposits of any other head of drawn in order to avoid lapse and for disbursement after the end of the year.
13.    All expenditure incurred during the course of the year shall be regulated strictly in accordance with allotments made in the budget for the year as approved by the Director. Where an allotment under any head of account is subsequently found necessary a revised or supplementary budget may be framed by re-appropriation from other heads, subject to the conditions and limita­tions in rule 14.
14.  (i) All applications for re-appropriations shall be made in  Form 'B' and shall be submitted to the  Zilla Grandhalaya Samsthas by the Secretary and after its approval, such of the applications which require the approval of Direc­tor shall be sent in time for his approval, before the end of the year,   according to instructions in this behalf issued by the Director.
(ii) The Secretary, Zilla Grandhalaya Samstha shall within a week from the date on which the Director of Public Libraries or the Zilla Gran­dhalaya Samstha as the case may be, sanctions any such applica­tions forward a copy thereof to the auditor.
15.    Where it is found necessary to find allotment from working balances or any other sources in the case of Zilla Grandhalaya Samstha it may  be sanctioned subject to the following conditions and limitations:-
(i) The working balance shall not be reduced below the minimum specified in rule 4.
(ii) Applications for allotments or additional allotments shall be made in Form 'C’ and submitted to the Zilla Grandhalaya Samstha by the Secretary such applications shall be submitted to the Director in time to admit the passing orders on them by the Director before the end of the year.
(iii) The Secretary, Zilla Grandhalaya Samstha shall within a week from the date on which the Director of Public Libraries sanctions any such applications, forward a copy thereof to the auditor.
16   To facilitate preparation of the detailed budget on correct lines, the following instructions are to be followed:-
(i)   That the number statement in the Form ‘D' shall be appended to the budget estimate.
(ii)   For all capital expenditure such as purchase of land and buildings detailed reasons necessitating the purchase shall be stated
(iii) In respect of loans contracted and outstanding at the time of preparation of budget, a statement of outstanding loans in the Form 'E' shall be enclosed to the budget estimate.
(iv) Form 'A’ Col. (2) shall give figures of actuals for the year previous to the one shown in Col (3) shall give budget estimate figures of the year previous to the one for which budget estimates are prepared. Col (4) shall give revised estimate figures of the year pre­vious to the one for which budget estimates are prepared. Col. (5) shall show the estimates for the year for which the budgets are pre­pared.
Example:- If the budget is prepared for the year 1971-72, the Column (2) should give actuals for 1969-70, Column (4) should give revised estimates 1970-71, Column (5) should show the estimates for the year 1971-72. (i) Year for which the budgets are prepared
17. Annual Account:- The annual account shall be prepared by the Zilla Grandhalaya Samstha under the same heads of account as that of budget proforma and in Form 'F'.
 

FORM A (See Rule 5)


.                                                           Budget of                                     for           .
Head of        Actuals             Budget             Revised           Budget        Explanation
Account                              Estimates       Estimates        Estimates              for
                                                                                                               variation
.                                               1969-70     1970-71          1970-71           1971-72
.      1                2                      3                    4                      5                     6           .
TOTAL OPENING BALANCE: (I) (A)    Receipts-Ordinary
(i) Library Cess.
(ii) Contributions.
(iii) Gifts.
(iv) Fines.
(v) Income from endowments,
(vi) (a) Government grant under section 21 (3) of the A.P.P.L, Act, 1960.
(b) Grants for specific purposes.

  1. Social Activities and Seminars.
  2. Opening of Branch Libraries.
 
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