Page 136 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 7: Budgeting

want to know why the funds are required. They will consider critically the merits of the library Notes
request in relation to those of other departments or agencies and the total financial resources at
their disposal. It is probable that funds will not be sufficient to meet all the requirements in full
and that budget allocations may be affected accordingly. The library budget request should state
separately and clearly the purposes for which funds are requested and explain why additional
funds may be required in certain categories. The supportive documentation and justification for
the budget has to be developed throughout the year. The justification for the library’s budget
will already have been made if the arguments for services have been well presented in detailed
and timely reports other words, budget preparation should not become a once-a earlier. It is
also necessary to understand the “politics” of the budget process and build up effective rapport
with the key members of the team or committee.
Sometimes the librarians may think it expedient to present an inflate fact that the authorities
usually sanction less than what is ash practice. Padding the budget is not only ethically
questionable but because it is difficult to justify amounts in excess of proven needs, of the
college/university or other parent body and, as such, must realize that there are many demands
and constraints on the limited resources in the majority of institutions. The librarian should
neither minimize the requirements of the library, nor be unduly discouraged if the library
committee or finance committee is unable to give all that he asks for because of other pressing
and urgent requirements of the parent institution. The best that can be done is to present an
honest picture of the cost of running a library, in terms of material needed and of services
expected for the clientele. After making an honest budget, the budget request must be
accompanied by a free, clear, and forceful argument proving the need for the amount asked.
Remember that there is no better way of sowing suspicion in the minds of the usually
hard-headed finance authorities than presenting an unrealistically inflated budget.
While preparing the budget you should remind yourself that, regardless of any other values it
may have, the budget document must be easily understood and so convincing in its arguments
that the appropriating authority will be persuaded to accept it and provide the necessary funds.
To produce such a document, you should use all the techniques and supporting data that are
available with you.

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Caution The budget document must be easily understood and so convincing in its arguments
that the appropriating authority will be persuaded to accept it and provide the necessary
funds.

7.5.2 Approval of the Budget

The librarian presents the budget to the library committee or any other authority for discussion
and approval. The library budget, with the approval and recommendations of the committee, is
sent to the university organizations office or any appropriate office to be incorporated in the
total university or organization budget. The entire university budget is passed by the Executive
Council/Syndicate of the university. Plan requirements of the university library are assessed by
the visiting committee of the University Grants Commission. The visiting committee visits the
library and discusses the library requirements with the librarian. The approved recommendations
are consolidated and submitted for sanction to the University Grants Commission.

In a college, usually the principal of the college approves the library budget, after taking into
account the requirements and opinions of the heads of different teaching departments, and the
requirements in different subject areas. In public and special libraries, similar procedures are
there to get the budget approved and sanctioned by appropriate authorities.

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