QUAID-E-AZAM LIBRARY, LAHORE

The 12-08-1984

NOTIFICATION
No.SO(PI)6-47/82. In exercise of the powers conferred on it by Section 18 of the
Punjab Government Educational and Training Institutions Ordinance, 1960 (XI of
1960) and with the prior approval of the Government of the Punjab, the Board of
Governors of the Quaid-e-Azam Library, Lahore is pleased to make the following
Regulations, namely:-

THE QUAID-E-AZAM LIBRARY, LAHORE GENERAL REGULATIONS, 1984

1. Short title and commencement.- (1) These Regulations may be called the
Quaid-e-Azam library, Lahore General Regulations, 1984.
(2) They shall come into force at once.

2. Definitions1.- In these Regulations, unless there is anything repugnant in the

subject or context:-
(a) “Board’s Fund” means the fund of the Board created under these
Regulations;
(b) “Bank” means the scheduled bank nominated by the Board to keep the
Board’s fund;
(c) “Member” means the member of the Board of Governors of the Library.

3. Notice and agenda.- (1) All business of the Board, except such business
as is assigned by these Regulations or is delegated by the Board to the Chairman,
Director General, Chief Librarian or other officers of the Board, shall be transacted at
a meeting of the Board.
(2) The date, time and place of a meeting of the Board, whether ordinary
or special, shall be fixed with the approval of the Chairman and the Secretary shall
inform the members of the same through a written notice at least seven days before
the date of the meeting.
(3) The agenda for the meeting shall be dispatched to each member at
least four days before the meeting.
Provided that with the prior permission of the Chairman additional items may
be added to the agenda at a shorter notice.
(4) The proceedings of meetings of the Board shall not be invalid merely
on the ground that the notice of the meeting had not been received by any member;
Provided that the number of members constituting the quorum were present
at the meeting.
(5) In urgent cases, the Chairman, may if he deems fit pass orders on
behalf of the Board, if it is not possible or practicable to hold a meeting of the Board
in time, provided that all such orders shall be placed before the Board for
confirmation or otherwise, in its next meeting to be held as soon as possible.
1
Printed in the Notification as “Definition”
4. Minutes of the meeting.- (1) The Secretary shall keep a record of the
proceedings of the meeting.
(2) Within three days of the meeting, whether ordinary or special, the
Secretary shall circulate the minutes of the meeting among the members of the
Board for their information. If no objection is received within ten days of such
circulation, he shall submit the minutes to the Chairman for confirmation. In case any
objection is raised by a member, he shall forward the minutes to the Chairman
indicating the objection or objections raised for confirmation. The confirmation so
made by the Chairman shall be final. A copy of the confirmed minutes shall be
circulated among all the members within ten days.

5. Appointment2 of committees.- With the approval of the Board, the Chairman

may constitute from among the members, an Executive Committee or a Standing
Committee, and lay down the functions and powers that may be performed and
exercised by the committee on behalf of the Board.

6. Recruitment, tenure of office and terms and conditions of service.-

Subject to the Provisions of this Regulation and any other Regulation which the
Board with the approval of Government may frame in this behalf, the terms and
conditions of the officers and servants appointed by the Board, other than
Government servants transferred to the library or whose services have been
obtained on loan from a Government Department or Agency, shall be as provided in
the Service Rules and Regulations applicable to the corresponding class or category
of Government servants and such Rules and Regulations shall mutatis mutandis
apply to them.
(1) In disciplinary matters, including representations of substantial nature,
in cases of employees of the library of whom the Director General is the appointing
authority, an appeal shall lie to the Chairman. In cases where the Board is appointing
authority, an appeal shall lie to the Government. Such an appeal shall be filed within
one month of the communication of orders appealed against.
(2) An employee may resign from service or his services may be
terminated with one month’s notice or one month’s pay, in lieu thereof on either side.
(3) Where an employee of the library is formally appointed to an additional
post and discharges full duties of that post for not less than a month, he shall be
entitled to additional pay not exceeding 10 present of the presumptive pay of the
additional post or Rs. 220/- per mensem whichever is more. But if the additional
charge exceeds four months the additional pay shall not exceed 50% of the
additional pay allowed for the first four months.
(4) Where an employee holds the current charge of an additional post, the
additional pay shall not exceed ten percent of the presumptive pay of such post. But
if the current charge exceeds four months, the additional pay shall not exceed 50%
of the additional pay allowed for the first four months.

7. Funds and Accounts.- (1) The Director General shall be the Controlling
Officer in respect of Board’s Fund.

2
Printed in the Notification as “appoinement”
 (2) Payments from the Board’s Fund shall be made under the orders of the
Director General or Chief Librarian or a Senior Member of the staff authorized in this
behalf by the Director General.
(3) All moneys paid to the Board shall be deposited on the same day or on
the next working day.
(4) The Chief Librarian and/or a Senior Member of the staff, so authorized
by the Secretary shall keep the cheque books in his/their personal custody.
3
(5) [All payments from the Board’s Fund, where the amount is more than
Rs. 1000/-, shall be made by cheque.]
(6) The Director General may authorize the Chief Librarian to maintain a
permanent advance not exceeding Rs. 5,000/-.
(7) At the end of each month, the receipts and expenditure entered in the
Cash Book shall be compared by the Junior Assistant Director (Accounts) item by
item with the Bank Pass Book/Statement and if there is any difference it should be
explained in a foot-note in the Cash Book which shall be put up to the Director
General not later than the seventh working day of each month.

8. Administrative and financial powers of chairman, secretary and chief

librarian.

(1) The Chairman:

i) may appoint an employee of the library to hold charge of more
than one post at one time; provided that such an appointment
shall not involve any promotion;
(ii) shall subject to the approval of the Board nominate a senior
officer of the Board to perform the duties of the Secretary during
the latter’s temporary absence provided that such temporary
absence does not exceed one month;
(iii) shall have full powers to withhold increments of the employees
whom he is competent to appoint provided that the employees
so affected4 shall have the right of appeal to the Board within
one month from the communication of decision of withholding of
increment and the Board shall pronounce its verdict within a
period of six months of the withholding of the increment;
5
(iv) [shall have the power to write off losses up to Rs. 50,000/- other
than those due to negligence or fraud;]
(v) shall have full powers to sanction re-employment of retired
Government servants or retired servants of the Library on the
terms and conditions prescribed6 by Government from time to
time for re-employment in Government Departments.

3
Amended vide Notification No. QAL/0035-37/96, dated: 09.12.1996 approved by the Board of Governors of Quaid-Azam
Library Lahore, held on 15.10.1996.
4
Printed in the Notification as “effected”
5
Amended vide Notification No. QAL/0035-37/96, dated: 09.12.1996 approved by the Board of Governors of Quaid-Azam
Library Lahore, held on 15.10.1996.
6
Printed in the Notification as “presecribed”
 (2) The Director General:
(i) Shall be the Chief Executive of the library and exercise full
powers of a controlling officer in respect of his own pay and
traveling allowance and those of the employees of the
Library;
(ii) shall be the appointing authority for all posts from BS-5 to
BS-15 provided that all such appointments will be made on
the recommendations of a Selection Committee constituted
for the purpose;
(iii) shall have the power to create temporary posts up to BS-15
for a period not exceeding six months provided that such
expenditure is met from within the sanctioned budget7;
(iv) may appoint an employee of the library to hold charge of
more than one post at one time up to a maximum limit of four
months, provided that such an arrangement shall not involve
any promotion and provided that he is the appointing
authority for the post;
(v) shall have full powers to define and determine an employee’s
sphere of duties;
(vi) shall have the powers to incur expenditure on entertainment
up to a limit of Rs. 3000/- in respect of a single function;
8
(vii) [shall, subject to the approval of the Chairman, have the
power to hire private accommodation for use of the library on
rent up to Rs.20,000/- per mensem;]
(viii) shall have full powers to incur expenditure on the purchase
and repair of stores, fixtures and furniture, books,
periodicals, newspapers and stationery within the budgetary
limits;
9
(ix) [shall have full powers to sanction expenditure on payment
of law charges up to a limit of Rs.10,000/- in any one case
and for incurring of expenditure in excess of this amount, the
approval of the Chairman shall have to be obtained;]
10
(x) [shall have full powers to grant honoraria up to Rs. 2,500/-
in a year to an employee of the Library/Government servants
on deputation and where the grant to an employee is likely to
exceed Rs. 2,500/- in a year, the orders of the Chairman
shall have to be obtained;]
(xi) shall have full powers to sanction expenditure under various
sub-heads and to sanction re-appropriation of funds within
the sanctioned budget;

7
Printed in the Notification as “budged”
8
Amended vide Notification No. QAL/0035-37/96, dated: 09.12.1996 approved by the Board of Governors of Quaid-Azam
Library Lahore, held on 15.10.1996.
9
Ibid.
10
Ibid.
 (xii) shall have full powers to allow the period spent on
extraordinary leave to count for increments in respect of
posts for which he is the appointing authority provided that
the leave was taken on medical grounds or any other cause
beyond the employee’s control. In the case of the employees
in respect of whom the Chairman is the appointing authority,
such cases shall be referred to the Chairman;
(xiii) shall have full powers to grant extraordinary leave up to three
months to an employee of the library;
(xiv) shall have powers to with-hold increments of the employees
for whom he is the appointing authority provided that the
employee so affected shall have the right of appeal to the
Chairman and the Chairman shall, where any such appeal is
made within a period of two months of the with-holding of the
increment;
(xv) shall have full powers for the relaxation of the prescribed
time limit for the submission of Travelling Allowance Bills.
(xvi) shall have full powers for the grant of daily allowance at the
rates as admissible under Government rules for compulsory
halt due to dislocation of communications;
(xvii) shall have full powers to write off losses up to Rs.5000/-
other than those due to negligence or fraud;
(xviii) shall have full powers to sanction loans and advances to the
employees of the library in accordance with rules applicable
to Government servants subject to the availability of funds;
(xix) shall have full powers to declare stores surplus or
unserviceable and shall have full powers to sell surplus or
unserviceable stores and articles at book value or market
value, whichever is greater or by auction;
11
(xx) [shall have full powers to incur expenditure debitable to
contingencies up to Rs.10,000/- non-recurring and
Rs.3,000/-recurring in each case and may delegate a portion
of these powers to any of his subordinate officers;]
(xxi) shall have full powers to dispense with a medical certificate
of fitness on appointment in an individual case; provided that
he is authorized to make appointment to the post. All such
cases outside his sphere of authority shall be referred to the
Chairman for decision;
(xxii) shall have full powers to declare an employee to be entitled
to a higher class of Air or Railway fare than prescribed for his
grade in case of a particular journey as a special case
subject to a return in respect of all such cases being
furnished to the chairman quarterly;

11
Amended vide Notification No. QAL/0035-37/96, dated: 09.12.1996 approved by the Board of Governors of Quaid-Azam
Library Lahore, held on 15.10.1996.
(xxiii) shall have full powers to allow an employee of the library to
receive honoraria or fees up to Rs.2000/-per year from
outside provided the services rendered do not fall with in the
course of the ordinary duties of an employee. Where the
amount is likely to exceed Rs.2000/- the case shall be
referred to the Chairman for his orders;
(xxiv) shall have full powers to sanction subsistence allowance to
an employee of the library placed under suspension
according to the rules applicable to Government servants;
(xxv) shall have full powers to sanction investigation of claims for
arrears of pay and traveling allowance etc., which are not
more than three years old;
(xxvi) shall have full powers to extend leave in accordance with the
leave rules of Government till Library Leave Regulations are
framed;
(xxvii) shall have full powers to accept, in the case of a candidate or
an employee, a medical certificate from a registered medical
practitioner;
(xxviii) shall have full powers to declare the grade for the purpose of
T.A. and D.A. in which part-time employee of the library shall
rank;
(xxix) shall have full powers to allow mileage allowance by a route
other than the shortest or cheapest route provided that
selection of the route is in public interest;
(xxx) shall have full powers to permit an employee of the library to
draw fare of a Class higher than the class to which he is
entitled, when accompanying an officer on a train which
provides no accommodation of the class of his entitlement;
(xxxi) shall have power to sanction travel by air in the case of an
employee of the library who is not so entitled in case of
absolute urgency and necessity provided that a return in
respect of all such cases is furnished to the Chairman
quarterly;
(xxxii) shall have full powers to declare that the pay of a particular
servant of the library has been so fixed as to compensate for
all journeys by road within his sphere of duty;
(xxxiii) shall have full powers to grant exemption from the
Regulations limiting a halt on tour;
(xxxiv) shall have full powers to permit the recovery of actual cost of
hiring of a conveyance whom no Traveling Allowance is
admissible;
(xxxv) shall have full powers to declare the library closed on any
day in lieu of a gazetted holiday observed by the library as a
working day and shall also have the powers to declare the
 Library closed up to a maximum period of one month for
stock taking during a calendar year;
(xxxvi) shall have full powers to grant maternity leave;
(xxxvii) shall have full powers to alter, in the case of clerical errors,
the date of birth recorded in the service books or service
rules of an employee of the library subject to the same
restrictions as are applicable to Government servants;
(xxxviii) shall have full powers to prescribe the form of security bond
to be executed by an employee entrusted with the custody of
cash, stores, etc.;
(xxxix) shall have full powers to grant all kinds of leave in
accordance with the Leave Rules of Government and may
delegate these powers in full or part to his subordinate
officers in respect of certain categories of employees of the
library;
(xl) shall have full powers to prescribe12 the sale price of various
Library publications and their distribution either on payment
or on complementary basis;
(xli) shall have full powers to relax the upper age limit for Library
posts up to grade-15 if he is satisfied that strict application of
the provision regarding age limit would not be in the interest
of the library or would cause undue hardship to the
individual.

3. The Chief Librarian.

(a) shall the Administrative officer of the Library in respect of all its
employees. He will be Drawing and Disbursing Officer for all its
employees below BS-16;
(b) shall be the appointing authority for all posts below BS-5,
provided all such appointments will be made on the
recommendations of a Selection Committee constituted for the
purpose;
13
(c) [shall have the powers to sanction non-recurring expenditure
up to a limit of Rs.500/- on any one item.]
9. All other powers outside or exceeding the limits specified in sub-Regulations
14
(1) , (2) and (3) of Regulation 8 shall be exercised by the Board.

By order of the Board of Governors,

with the approval of the Government of the Punjab.
Chairman, Board of Governors,

12
Printed in the Notification as “prescrib”
13
Amended vide Notification No. QAL/0035-37/96, dated: 09.12.1996 approved by the Board of Governors of Quaid-Azam
Library Lahore, held on 15.10.1996.
14
Printed in the Notification as “(i)”