MATCHING SCHEME OF
ASSISTANCE TO PUBLIC LIBRARIES TOWARDS INCREASING ACCOMMODATION
Title and Object
1.
The object of this matching scheme is to render
matching assistance to Government run or aided public libraries for increasing
accommodation. This scheme is known as “Matching Scheme of Assistance to Public
Libraries towards Increasing Accommodation”.
Types of
Institutions/Organisations Eligible for Assistance
2.
For the purpose of this scheme a public library
is a library run or aided by a State Government or a Local Body or established
under an Act of a State Legislature or a Resolution of State government/U.T.
Administration.
3.
Assistance under this scheme will be given to
public libraries whether run or aided by
the State Government/U.T. Administration and local bodies.
4.
In order to be eligible for financial assistance
under the scheme a non-Government public library should ordinarily possess the
following characteristics:
i.
It should have a properly constituted managing
body.
ii.
It should have been in existence for a minimum
period of three years.
iii.
It should have adequate facilities, resources,
personnel etc. to run the library.
iv.
The library should be open to all without
discrimination.
v.
It should have at least 2000 books (in case
of urban libraries) and 1000 books (in
case of rural libraries) in its stock.
vi.
Its working should have been reported
satisfactory by the State Government/U.T. Administration.
Scope of Assistance
5.
Assistance under the scheme will normally be
given to any categories of libraries both government and non-government in
status for construction of a new building/extension of the existing
building/ addition or alteration of the existing building to provide better
infrastructure.
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
6. Financial assistance will be given out of the matching fund.
7. The extent of assistance will be as follows :
-
Rs.
100.00 lakh (one-time) for State Central Library
-
Rs.
50.00 lakh for Divisional/Mondal / District Library/ City Central Library (once
in 10 (Ten) years).
-
Rs.
25.00 lakh for Sub-Divisional/Taluka / Municipal Library (once in 10 (Ten)
years)
-
Rs.
10.00 lakh for other libraries (once in 10 (Ten) years).
Procedure for
Submission of Application
8. The RRRLF will not entertain
applications received directly for assistance under the scheme. The application
will be received only through the Convener, SLC/SLPC with their recommendations
in the prescribed form.
Note: The State
Library Committee will select some libraries for assistance under the scheme,
collect their applications in the prescribed form and send them to the RRRLF
with their recommendations.
9. Each application should be accompanied by the
following documents
(a) In case of non-Government organisation
i.
Constitution/Memorandum of Association of the
organization and a copy of the valid Registration Certificate (Registration
under Societies Registration Act or any relevant State Act).
ii.
List of Members of the Board of
Management/Governing Body/ Managing Committee of the organization and the
particulars of each member .
iii.
Copy of the latest available Annual Report.
iv.
A statement of
(a) Receipts & Payments Accounts for the last 3 years, (b) Income & Expenditure Accounts and (c)
Balance Sheet for the last 3 years of the organization certified by a Chartered
Accountant or a Government Auditor.
v.
Plan approved by the local body viz. Corporation,
Municipality, Panchayat, Village Council and Notified Area Authority. If the
proposed construction is a part of a bigger plan of construction the portion to
be constructed with the fund of the RRRLF, should be demarcated with ‘RED
INK’ in the plan.
vi.
A photograph of the existing building;
vii.
Detailed estimates of the cost of construction
based on PWD/CPWD prevailing rates of schedule duly authenticated by a
registered firm of architect/building engineer/CPWD/PWD be attached. While
submitting the estimates for a new building or extension of the existing
building the cost may be given phase-wise in the manner indicated below.
In case of
construction of the ground floor:-
a. Total cost of construction upto plinth level
b. Total cost of construction upto roof level
c. Total cost of the remaining work
In
case of construction of work other than the ground floor
a.
Total cost of construction upto linton level
b.
The cost of construction when the roof has been
laid
c.
The cost of construction of the remaining work
viii. Copy of registered deed of the land/ Lease
Deed for not less than 30 years / Land Allotment letter. If the document is in regional language, an English version
of the same duly authenticated.
ix. A certificate from Government Pleader to the
effect that the original Registered
Deed has been inspected by Government Pleader, the land belongs absolutely to
the library/organization and not to anybody else, the same was purchased from a
person who had a valid title of the property, the same is free from encumbrance
and free from any litigation and it is not affected by the Urban Land (Ceiling
and Regulation) Act, 1976. In case of North eastern states Certificate may be
obtained from the appropriate authority, as certified by concerned State
Government.
(b) In case of Government organisation
(i)
Attested copy of the order of the State
Government/Union Territory
Administration under which library has been established or converted
into a sponsored/Govt. Library.
(ii)
Plan approved by the local body viz. Corporation,
Municipality, Panchayat and Notified Area Authority. If the proposed
construction is a part of a bigger plan of construction the portion to be
constructed with the fund of the RRRLF, should be demarcated with ‘RED INK’
in the plan.
(iii)
Detailed estimates of the cost of construction
based on PWD/CPWD prevailing rates of schedule duly authenticated by a
registered firm of architect/building engineer/CPWD/PWD be attached. While
submitting the estimates for a new building or extension of the existing building
the cost may be given phase-wise in the manner indicated below.
(iv)
A photograph of the existing library building.
In case of
construction of the ground floor:-
a. Total cost of construction upto plinth level
b. Total cost of construction upto roof level
c. Total cost of the remaining work.
In case of
construction of work other than the ground floor :
a. Total cost of construction upto linton
level
b.
The
cost of construction when the roof has been laid
c.
The
cost of construction of the remaining work.
(V)
Copy of registered deed of the land/ Lease Deed
for not less than 30 years / Allotment letter. If the document is in regional
language, an English version of the same duly authenticated.
Conditions for
Assistance
10. The grant will be released in two
instalments, 50% as first instalment and 50% as second and final instalment.
However in case of grant upto Rs.50,000/- the grant will be released in one
instalment.
In case construction
work is undertaken by any govt. agency like PWD, CPWD, construction
Corporations of Central/State Governments and the like, the approved amount may
be released in one instalment in lieu of two instalments on receipt of consent
letter from the executing Agency.
a) First instalment will normally be released
with the sanction of the scheme and on receipt of the bond on non-judicial
stamped paper as per prevailing rate prescribed by the government, stamped
pre-receipt of the first instalment and an undertaking to the effect that the
organization abides by the terms and conditions of the grant laid down in the
sanction letter. However government organizations are exempted from stamp duty.
b) Second instalment will be released on
receipt of the following document
(i)
Utilisation Certificate in the prescribed format
for the amount spent so far duly signed by the library and countersigned by
Chartered Accountant/ Government Auditor. In case of Government organizations
Utilization Certificate certified by the DDO is required.
(ii)
Statement of expenditure duly certified by the
Chartered Accountant or Government Auditor/ and countersigned by the Head of
the organization with office seal. In case of Government organizations
statement of expenditure certified by the DDO is required.
(iii)
A progress report of the construction duly certified
by the District Library Officer/Officer-in-charge of Public Library Services of
the concerned district/Officer-in-Charge of Library Services of the State/Union
Territory Administration.
(iv)
Stamped pre-receipt for the second instalment.
(v)
Photograph of the building under construction.
11. The grant will be released by Account
Payee Cheque drawn in favour of the organization / Executing Agency.
12. Once the plans and estimates have been
approved and reasonableness of the grant
assessed on the basis of these estimates, they shall not be modified by the
organization without the prior approval of the RRRLF. Escalation to the cost of
construction, if any, will not be borne by the RRRLF.
13. An organization in receipt of financial
assistance shall be open to inspection by an officer of the RRRLF or the
Government of India or the concerned department of the State Government/Union
Territory Administration.
14. In case of grants for construction, an
organization must complete the same within a period of two years from the date
of receipt of the first instalment of grant-in-aid unless prior permission for
extension is granted by the RRRLF. After the completion of the construction
work the grantee library is required to fix a tablet in a prominent place of
the building displaying that “Constructed with the assistance of Raja
Rammohun Roy Library Foundation”.
15.
The organization shall maintain a record of all
assets acquired wholly or substantially out of the grant. Such assets shall not
be disposed of, encumbered or utilized for purposes other than those for which
grant was given without prior sanction of the RRRLF. Should the organization
cease to exist at any time, assets created with the grant shall revert to the
RRRLF.
16.
No portion of a grant shall be paid until the
controlling authority of the organization has executed a bond in the approved
form, securing to the RRRLF of a prior lien on the building for the purpose for
which the grant was given.
17. When the RRRLF/State/U.T. Government have
reasons to believe that the sanctioned money is not being utilized for the
approved purposes, the payment of grant may be stopped and the earlier grant
will be recovered.
18. The organization must exercise reasonable
economy in the working of the approved project/proposal.
19. If the RRRLF requires clarification on
any point not contained on the statements, the organization shall furnish it
within the time specified by the RRRLF failing which the application will not
be considered.
20. Decision of the RRRLF in respect of approval
of the project/proposal and amount of assistance shall be final and binding on
the grantee institution in all cases.
21. Grant will be sent to the library under
intimation to the concerned Convener of SLC/SLPC.
Submission of
documents after Utilization of Grant
22. On completion of the project within the
stipulated period, the grantee library will send to the RRRLF, under intimation
to the Convener, the following documents
(a)
In case of non-Government organization
i)
Utilisation Certificate in the prescribed format
for the entire grant duly signed by the library countersigned by Chartered
Accountant/ Government Auditor;
(ii)
Audited Receipts & Payments Accounts, Income
& Expenditure Accounts and Balance Sheet of the organization as a whole for
the year(s) in which the grant was utilized duly certified by Chartered
Accountant;
(iii)
Completion Certificate to the effect that the
construction work of the building has been completed in accordance with the
approved plan and specification by the Registered Engineer/Architect duly
countersigned by the Head of the organization with office seal together with a
brief report on the construction completed duly countersigned by the District
Library Officer / Officer-in-Charge of Public Library Services of the concerned
district/ Officer-in-Charge of Library Services of the State Government/Union
Territory Administration;
(iv)
Form G.F.R. 19 duly filled-in and signed, for
assets acquired out of the grant;
(v)
Atleast one copy of photograph of the
construction of the building duly authenticated.
(a)
In case of Government organization
(i)
Utilisation Certificate in the prescribed format
for the entire grant duly signed by DDO;
(ii)
Statement of expenditure duly certified by the
DDO;
(iii)
Completion Certificate to the effect that the
construction work of the building has been completed in accordance with the
approved plan and specification by the Registered Architect duly countersigned
by the Head of the organization with office seal together with a brief report
on the construction completed duly countersigned by the District Library
Officer / Officer-in-Charge of Public Library Services of the concerned
district/ Officer-in-Charge of Library Services of the State Government/Union
Territory Administration;
(iv)
Form G.F.R. 19 duly filled-in and signed, for
assets acquired out of the grant;
(V) Atleast one copy of photograph of the
construction of the building duly authenticated;
APPLICATION FOR GRANT-IN-AID
UNDER THE MATCHING SCHEME OF ASSISTANCE TO PUBLIC LIBRARIES TOWARDS INCREASING ACCOMMODATION
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 to public Libraries towards
Increasing Accommodation.
Sir,
I
submit herewith an application vide Annexure-1 for a grant under the “Matching
Scheme of Assistance to Public Libraries towards Increasing Accommodation”. 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 maintained. They
will always be open to check by an officer deputed by the RRRLF or the State
Government/ U.T. Administration.
© If the RRRLF or the State Government/ U.T. Administration
have reasons to believe that the grant is not being utilized for approved
purposes, the RRRLF may stop payment of further instalments and recover earlier
grant in such manner as they may decide.
(d) The library will exercise reasonable economy in
construction/extension works of its
building. In case there is any increase in the cost of construction, the
library will not approach to RRRLF for enhanced and extra expenditure.
(e) The construction/extension of the building will be completed
within the stipulated period mentioned in the application.
(f) No change in the approved plan will be made by the library
without the prior approval of the RRRLF.
(g) On completion of the project, the library will be liable to
furnish the Utilisation Certificate and the Audited Statement of A/cs.
Certified by a Chartered Accountant/Statement of the Expenditure duly Certified
by the DDO to the RRRLF under intimation to the State Government/U.T.
Administration alongwith other documents as mentioned at clause 22 of the rules
of the scheme.
(h) 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.
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)
|
|
|
2.
|
Date of establishment of
the library :
(Photo copy of the
Society Registration Certificate/order for adopting the library under
sponsorship scheme be attached, if any)
|
|
|
3.
|
Where the library is at
present housed? Whether it is in a rented accommodation or in its own
building and whether it is a temporary construction or a RCC construction?
|
|
|
4.
|
Nature of the
library :
(Tick the appropriate)
|
Govt./Sponsored/Aided/
Run by Local Body or LLA
or
Notified Area
Authority/Non-Govt.
|
|
4A.
|
Status of the Library
(Tick the appropriate)
|
SCL / Divisional / Mondal
/District / City Central / Municipal / Sub-divisional / Taluk / Tehsil / Branch
/ Rural
|
|
5.
|
(a)
In case of Government Libraries
Designation & postal
address of the Head of the Department and Head of Office
(b) In case of other
libraries
Date of Registration
under Societies Registration Act, 1860 (Photo copy of the Registration Certificate
be attached) :
|
|
|
6.
|
Average no. of readers
and borrowers per month :
|
|
|
7.
|
The total no. of
manuscripts, books and periodicals available in the library:
|
a) Periodicals :
b) Books :
c) Manuscripts :
d) Other items :
|
|
8.
|
Whether any grant is
received for the construction of building from RRRLF on earlier occasion.
If yes, particulars of
the grant be furnished :
|
Yes
/ No
|
|
9.
|
Particulars of the
construction
(a) Description
of existing building, if any:
(b) Description
of the proposed building with the assistance from the RRRLF :
(c)
Amount of assistance required to complete the
construction :
|
|
|
10.
|
Whether any grant is
received from any other source for the same purpose, if so, give particulars:
|
|
|
11.
|
Total estimated expenditure
of the proposed construction.
|
|
|
12.
|
How long it will take to
complete the construction (organization must complete the construction within
two years from the date of receipt of the first instalment)
|
|
|
13.
|
(i)
Whether the plan for the proposed construction is approved
by the local body, viz. Corporation, Municipality, Panchayat and Notified
Area Authority (If the proposed construction is a part of bigger plan, the
portion proposed to be covered under the proposed scheme should be demarcated
with RED INK on the body of the plan. Approved plan to be attached.
(ii)
Please indicate whether the total estimated
cost of the construction of the building is based on the state PWD/CPWD
prevailing rates and duly authenticated by a registered firm of
architect/building engineer/ PWD/ CPWD (Original estimates to be attached) :
(iii) In case of proposed
construction of the ground floor –
(a)
Total cost of construction upto plinth level :
(b)
Total cost of construction upto roof level :
(c)
Total cost of the remaining work :
(iv)
In case of construction for works other
than the ground floor –
(a)
The cost of construction upto linton level :
(b)
The cost of construction when the roof has
been laid :
(c)
The cost of construction of the remaining work
:
|
|
|
14.
|
Does the plot of land
on which the building is proposed to
be constructed belong to the library? Mention to total area of the land with
cost thereof (Copy of the deed with an English version in case the deed in
regional language along with a certificate from Government Pleader should be
attached) :
|
|
|
15.
|
An undertaking to be
furnished to the effect that the organization will bear the cost exceeding
prescribed limit in case estimates are beyond the approved ceiling of limit.
|
|
16. 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)
Copy of the English version of the Deed
iv)
Certificate of the Government Pleader
v)
Copy of the Latest available Annual Report
vi)
Copies for last three years Audited Accounts
vii)
Approved/Sanctioned plan of the proposed building
viii)
Estimate for the construction
ix)
Photograph of the existing building.
Place: Signature
of the applicant
with
designation and
Date: office seal
Countersigned
Drawing & Disbursing Officer of the
library
(In case of Govt. library only)
12. Recommendation
This is to certify that the project
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 :
No comments:
Post a Comment