Page 132 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 7: Budgeting

any charge. Some of these services like literature search, document supply, compilation of Notes
bibliographies, SDI, CAS etc. can be priced. Of course, in the context of Indian conditions
these services may be subsidised partially. On the whole, a more scientific basis for library
expenditure has to be evolved in view of the importance of library services. Library
budgeting has to be more innovative and in tune with the new demands.

Notes Cost accounting is essential for fixing budgetary estimates.

Self Assessment

Fill in the blanks:
7. Libraries mostly operate on appropriated funds by the ............................... organisations
without any scientific basis for allotment.
8. Library .............................. has to be more innovative and in tune with the new demands.

7.4 Preparation of Library Budget

The preparation of the budget is the responsibility of the chief librarian who also has the
responsibility for allocating and administering funds within the overall activities and services
of the library. This responsibility can be delegated to the next level department or section heads
but the overall coordination and accountability still rests with the chief librarian. Adequate
discussion should take place between the chief librarian and his section heads. When the
information needed for making the estimates for the library budget has been assembled the
next step is the preparation of the budget itself. Preparation of a budget takes substantial time
and efforts. Generally during the middle of a financial year, Budget Estimates (BE) for the next
financial year and Revised Estimates (RE) for the current financial year are called for by the
office concerned. Estimates are prepared on the basis of past experience, present demands and
future expectations of requirements. The estimates should take into account the actual expenditure
of the previous financial year, spill over’s, if any, amount spent up to the date of preparation of
the budget during the current financial year; Foreign Exchange (FE) requirements (if any),
advance commitments to be made for the next financial year, capital items, etc. No set of rules
can be given for preparing this statement, but the librarian should bear in mind the impact of
inflation on the cost of books, periodicals, binding, and other supplies. The increase in enrolment,
the probable need for annual salary increases at least comparable to those of the past five years
and the possible impact of new technological developments on library economy and efficiency
are some of the other factors. The librarian discusses the budget proposals with the sectional and
departmental heads before the final consolidation. Budget requirements are filled up in a proforma
approved by the institution. The proforma commonly used for a historical budget in academic
libraries is of two types: (i) Schedule of expenditure on pay and allowances of staff and
(ii) Schedule of expenditure on all other items. These two schedules of expenditure are usually
made under the following heads.

7.4.1 Schedule of Expenditure on Staff Salaries

It is usually prepared under the following heads:

1. Serial number
2. Designation of staff member

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