Matching Scheme of
Assistance towards purchase of storage materials, reading room furniture and
library equipment like card cabinet, fire extinguisher, generator, water cooler
etc. including photo copier.
Title and Object
1.
The object of this matching scheme is to render
assistance to the libraries in order to equip them with storage materials,
reading room furniture and other library equipment. The scheme is known as
“Matching Scheme of Assistance towards purchase of storage materials, reading
room furniture and library equipment like card cabinet, fire extinguisher eco-friendly
generator, Power back up system, water cooler etc., including photo
copier.
Types of
Institutions/Organisations Eligible for Assistance
2.
Assistance under this scheme will be given from
the Matching Fund to public libraries run or aided by the State Government/U.T.
Administration, Local Bodies, Local Library Authority or registered voluntary
organizations.
3.
In order to be eligible for financial assistance
under the scheme a non-Government institution should be a registered
society/trust with the following characteristics:
(i)
It should have adequate facilities, resources,
personnel etc. to run the library.
(ii)
Its working should have been found satisfactory
by the State Government/ U.T. Administration.
(iii)
It is not run for profit to any individual or
body of individuals.
(iv)
The Library should be open to all without
discrimination.
Scope of Assistance
4.
Assistance
under the scheme may be given for purchase of racks/almirahs/storage and
display equipment/ reading room furniture/card cabinet/fire extinguisher/
eco-friendly generator, Power back up system,
water cooler. However,
photocopier will be provided only to State
Central/Divisional/District/Sub-Divisional libraries and selected rural
libraries, if recommended by the SLC/SLPC.
Normally no assistance
will be given if the project for which the grant applied for is covered under
any scheme of the Central Government or State Government/ Union Territory
Administration.
Extent of Assistance
5.
The extent of assistance will be as follows :
Rs. 50,000/- per library per year or
Rs. 1,00,000/- per library/ two years
or
Rs. 2,50,000/- per library/five years
and
Market price of a
photo copier / fire extinguisher/ eco-friendly generator / Power back up system in case of State
central, Divisional / District /Sub-Divisional libraries and selected rural
libraries, if recommended by SLC/SLPC .
For a newly constructed library one
time special grant not exceeding Rs.10.00 lakh will be given on a case to case
basis.
Procedure for
Submission of Application
6.
The RRRLF will not receive direct applications
for assistance under the scheme. Assistance will be given on the recommendation
of the State Library Committee/State Library Planning Committee. Libraries desirous of receiving assistance
will apply in the prescribed form to the Convener for inclusion of their names
in the list of recommended libraries. The convener will send the applications
in the prescribed form of the recommended libraries to the RRRLF.
7.
Each application should be accompanied by the
following documents/information:
i.
In case of Government Department/Institution,
Autonomous Organisation, the designation of Head of the Department/Head of
Office.
ii.
In case of a non-Government Institution/Library
Association etc., copy of the Constitution of the Institution/ Memorandum of
Association, copy of the latest available annual report, audited annual
accounts and copy of the Society Registration Certificate.
iii.
Item-wise details of expenditure and the sources
from which counterpart funds will be obtained.
iv.
Information relating to the grants received,
promised or the requests thereof made, if any, to other bodies.
Conditions for
Assistance
8.
Grant will be sent to the recommended libraries
under intimation to the Convener of the State Library Committee/State Library
Planning Committee. However the RRRLF
may release payment to the supplier through the Convener/Consignee on the basis of bill raised in the name of
RRRLF, in case of purchase by the Convener /Consignee centrally.
9.
In case of purchase by the
Convener/Consignee centrally, the RRRLF,
on receipt of recommended applications
/ list of libraries with full address and number of articles proposed to be
given to each of the libraries, will authorize the Convener/Consignee to purchase the materials. On receipt of
authorization the Convener/Consignee
will place order with a standard firm, preferably, a Govt. sponsored
undertaking/ concern (Such as small-scale industries corporation etc.) on EPM
rate contract/ DGS&D Rate Contract/ government approved rate. In case of purchase by an individual Library;
purchase should be made on the basis of lowest quotation received from at least
three standard firms.
10. Every article purchased with the assistance
from the RRRLF should bear the inscription “Purchased with the assistance
from Raja Rammohun Roy Library Foundation”
11. The
institution/organization shall maintain a record of all assets created wholly
or substantially out of the RRRLF’s assistance. The asset so created shall not
be disposed of without the prior approval of the RRRLF. Should the library
cease to exist at any time, the properties acquired with the grant shall be
vested with the RRRLF.
12. The project is subject to inspection by an
official deputed by the RRRLF or the State Government/U.T. administration.
13. If the RRRLF requires clarification on any
point not contained in the statements, the library shall furnish it within the
time specified by the RRRLF failing which the application will not be
considered.
14. The RRRLF/Government have the right to stop
payment of assistance and to recover the earlier grant when the sanctioned
money is not utilized for approved purposes.
15. Decision of RRRLF in respect of approval of
the project and the amount of assistance shall be final and binding on the grantee institution in all cases.
Submission of
Documents after Utilisation of Grant
16. In case of purchase by individual libraries,
the grantee library should purchase the items
within three months from the date of receipt of the cheque and shall submit utilization certificate in the
prescribed format, duly signed by the authority and countersigned by Chartered
Accountant/Government Auditor to the RRRLF
by the library authority alongwith the copy of the purchase voucher and
certificate to the effect that article(s) has /have been received in good
condition and taken into the stock of the library and it bears the inscription “Purchased
with the assistance from Raja Rammohun Roy Library Foundation” .
17. In case of purchase centrally by the
Convener/Consignee he shall obtain the stock entry certificates and certificate
to the effect that article bears the inscription “Purchased with the
assistance from Raja Rammohun Roy Library Foundation” from the recipient
libraries and forward the same to the office of the RRRLF alongwith the final
bill from the supplier within six months from the date of release of the
cheque/draft.
18. In case of failure to submit requisite
documents in utilizing the grant within a reasonable time without valid reason
the grantee institution is liable to refund the entire amount of the grant to
the RRRLF.
Application for Grant under the Matching Scheme of Assistance towards
purchase of storage materials, reading room furniture and library equipment
like card cabinet, fire extinguisher generator, water cooler etc., including photo copier
From :
(To be routed though the State
Government/Union Territory Administration)
To
The Director
Raja Rammohun Roy Library Foundation
Block-DD-34, Sector-I, Salt Lake
Kolkata – 700 064.
Subject : Assistance towards purchase of storage
materials, reading room furniture and library equipment like card cabinet, fire
extinguisher generator, water cooler etc., including photo copier
Sir,
I
submit herewith an application vide Annexure-I
for a grant under the Matching Scheme of Assistance towards purchase of
storage materials, reading room furniture and library equipment like card
cabinet, fire extinguisher, eco-friendly generator, water
cooler, power back up system etc., including photo copier. I certify that I have read the rules and
regulations of the scheme and I undertake to abide by them. On behalf of the
management, I further agree to the following conditions:
a) All the assets acquired wholly or substantially out of the
RRRLF’s grant shall not be encumbered or disposed of or utilized for purposes
other than that for which grant is given. Should the library cease to exist at
any time, such properties shall revert to the RRRLF.
(b) The accounts of the project shall be properly and specifically
reflected in the final accounts of the library. This shall also be open to test
check by the RRRLF or the State Government/U.T. Administration.
© The organization undertakes to meet the balance of the
estimated expenditure of the project/proposal.
(d) The present application form duly filled-in is enclosed
together with the required documents.
(e) In case of failure to submit requisite documents in utilizing
the grant within the stipulated period, the library shall be liable to refund
the entire amount of the grant.
Yours faithfully,
Place :
Date :
Signature of the applicant
with designation and office seal
Annexure –
1
(All the
columns are to be filled up properly by the applicant in English or Hindi (official
language) in Capital letters)
|
1. A
|
Name of the institution /organization
sponsoring the project:
|
|
|
1. B
|
Postal address of the applicant :
i.
Name of the Street/Row/Lane with premises no. if any
ii.
Village/Town, Via
iii.
Post Office
iv.
District
v.
State
vi.
Name of Nearest Railway Station
vii.
Pin code No.
viii.
STD Code No., Telephone No.
(Route direction to reach the organization
to be attached in separate sheet)
|
|
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2.
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Nature of the institution/organization
(Tick the appropriate)
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Govt. / Aided /
Private/Sponsored/Run by Local Body or LLA or Notified Area
Authority/Non-Govt.
|
|
3.
|
(a)
If Government, mentioned the Head of Department and Head of Office
(b) If aided, whether it is a registered body.
(If so, please quote the Society Registration No. and date and attach Photo
copy of Society Registration Certificate):
|
|
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4.
|
Managing Committee – Names and address of
the members
(Separate sheet be attached)
|
|
|
5.
|
Particulars of staff with designation:
|
|
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6.
|
Source of income – Grant from Govts.
(Central and State), donation from public, subscription from members etc.:
|
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7.
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Average monthly expenditure:
|
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8.
|
Average No. of readers and borrowers per
month
|
|
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9.
|
Total no. of books and periodicals :
|
(a) Books
(b) Periodicals
|
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10.
|
Stock of Almirah and Racks:
(a)
No. of Almirahs
(ii)
No. of Racks
|
|
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11.
|
Whether any grant is received from any
other source for the same purpose, if so, give particulars:
|
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 12.
Sl.No.
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Particulars of Items to be purchased:
Item Specification
(i)
Estimated cost (Attach catalogue/ quotation from standard firm/supplier):
(ii)
Assistance sought for:
(Maximum assistance will be limited to
provisions at Clause 4 of the Rules & Regulations)
(iii)
Balance amount, if any, (the source from which balance amount will be
incurred to be specifically stated.):
|
Quantity Gross Price
|
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13.
|
Whether any grant is received from RRRLF
under this scheme. If yes, sanction letter no. &
date be mentioned :
|
Yes / No
|
14. Declaration
On behalf of the
institution/organization I solemnly declare that the particulars furnished
above are true. I certify that I have read the rules and regulations of the
scheme and I undertake to abide by them. The cheque may be drawn in favour of
_____________________________________________________________________
List of Enclosures :
(i)
Constitution/Memorandum of Association of the
organization
(ii)
Copy of the Society Registration Certificate
(iii)
Latest available Annual Report
(iv)
Latest available Audited Accounts
(v)
Item-wise details of estimated expenditure
(vi)
Detail description of the project with justification.
Place: Signature
of the applicant
with designation and office seal
Date:
15. Recommendation
This is
to certify that the project/proposal is useful for improvement of library
services in the State/U.T. and deserves assistance from the RRRLF. The amount
of assistance recommended is Rs.………….(Rupees ……………………………………………………..) only from the matching fund which have been
approved in State Library Committee/State Library Planning Committee.
Meeting held on ……………. .
Signature…………………………….
Name
and designation of the Convener, SLC/SLPC
Office
Seal
Place :
Date :
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