ISSN 1391-4006 - National Digital Library of Sri Lanka

ISSN 1391-4006

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129

N A TIO N A L L IB R A R Y AND D O C U M EN T A T IO N SE R V IC E S BOARD

ADM INISTRATION REPORT

2001

N ational L ibrary And D ocum entation Services Board — 14, Independence A venue

Colom bo 7.

NATIONAL LIBRARY AND DOCUMENTATION SERVICES BOARDADMINISTRATION REPORT 2001

(Prepared in terms of section 25 of National Library and Documentation Services Board Act No. 51 of1998)

Objectives and Corporate philosophy

Assistant to develop the knowledge of the people in the development process of a country is considered as an extremely important task. The main objective of the library system in a country is to provide the opportunity to acquire the knowledge needed for the different groups of the society scientifically and systematically. The Sri Lanka National Library Services Board was established by the Act. Of Parliament No. 17 of 1970 and the activities of the Board were more widened by the new Act No. 51 of 1998 with the objective of developing the library system in Sri Lanka.The activities of the National Library and Documentation Services Board are implemented under two sections. They are the maintenance of the National Library and Documentation Centre and implementing the library development activities at national level. The National Library and Documentation Centre is the national Library in Sri Lanka and serves as the mother library for the other libraries. In the Island. The national level library development activities include library advisers, donating resources, conducting book exhibitions, reading promotion project, grading of libraries, commemoration of special days in the library field, development of Tsunami affected libraries, training of librarians and make a considerable contribution to the national development.The national Library and Documentation Services Board maintains close relation with other national libraries in the region and main libraries in the world. The relation like exchange of book and other library material can be improved through these link. In addition the National Library and Documentation Services Board maintains close cooperation with regional and international associations and organizations in this field.

133

I

The Board of Directors as at 31.12.2001 who were appointed by the Hon. Minister of Education in terms of section 3(b) of National Library andDocumentation Services Board Act. No. 51 of 1998 were the following.

/1. M r . H e n ry S a m a ra n a ya k e - C h a irm a n

2 . P ro f . E .H . K a ru n a n a y a k e - M e m b e r

3. P ro f . S . S a n d a ra S e g a ra m - M e m b e r

4 . M rs . T h a ra D e . M e l - M e m b e r

5. M r . A .R . E k a n a y a k e - M e m b e r

6. M r .K .J a y a th ila k a - M e m b e r

7 . M r .M .N . Ju n a id e e n - M e m b e r

8. M r . S .M . K a m a ld e e n - M e m b e r

9. M r .D a y a ra tn a L a n k a p u ra -M e m b e r

10. M r . P .L iy a n a ra c h c h i - M e m b e r

11. M rs . P . A . A . S .P e r e r a -M e m b e r

12. M rs .D .R a tn a y a k e - M e m b e r

13. M r .S iv a n e s a S e lv a n - M e m b e r

14. M r . M .P . J a y a s in g h e - M e m b e r

Advisory Committees

T h e a d v is o ry c o m m itte e s a p p o in te d to a d v is e th e re s p e c tiv e d iv is io n s o f th e in s t itu t io n ,

fu n c tio n e d s m o o th ly d u r in g th e y e a r . T h e m e e tin g s o f th e c o m m itte e s w e re h e ld as f o llo w s :

Name of the Committee No. of meetings

1 A c q u is it io n A d v is o r y C o m m it t .e e 01

(A c q u is it io n D iv is io n )

2 N a t io n a l B ib lio g r a p h ic a l S e rv ic e s A d v is o r y

C o m m itte e (B ib lio g r a p h ic a l S e rv ic e s D iv is io n ) 02

3 S o c ia l S c ie n c e In fo rm a t io n N e tw o r k 04

A d v is o r y c o m m itte e ( A P IN E S S )

(D o c u m e n ta t io n S e rv ic e s D iv is io n )

4 In fo rm a t io n T e c h n o lo g y A d v is o r y C o m m itte e 01( In fo rm a t io n T e c h n o lo g y D iv is io n )

134

5 Reader Services Advisory Committee (Reader Services Division) 0 2

6 Publication Advisory Committee (Book Development Division) 24

7 Printing Advisory Committee (Book Development Division) 11

8 Printed book selection committee (Book Development Division) 03

Staff changes

Appointments:During the year new appointments were made to a post of Deputy Director (administration) 07 posts of Library Assistants - grade iii, 01 post of English Stenographer (lower grade) and one post of office labourer.Resignations

During the year following resigned Mrs. M.D.A.D. Jayasinghe, Library Assistant- grade 1, Mrs. C.S.D. Karunaratna — Telephone Operator / receptionist, Miss S.P.N.S. Pemachandra - Punchcard data entry operator, Miss. M.P.B.K Mapapathirana — Library Assistant-grade iiiRetirements

Mrs. D.M. Thilakaratna - Assistant Librarian, Mr. G. Ariyadasa, Library Assistant - grade 1The staff of the National Library and Documentation Services Board as at 31.12.2001 was as follows:

1 3 5

Post No. of service VacanciesDirector General 01

Director .// 02

Deputy Director(administration) 01

Deputy Director 01 04(professional)Accountant 01 -

Librarian 04 05Assistant Librarian 12 03Assistant Accountant 01 -

Publication Officer - 01

Computer Programmer /Analyst 01 -

Document Conservator - 01

Board Secretary - 01

Financial Assistant 01 -

Stenographer (supra grade) - 01

Library Assistant 1 09 01

Library Assistant ii 16 02

Library Assistant iii 29 02

Internal Auditor 01

136

Computer Programmer 01

Clerk 1 02 -

Clerk ii 02 01

Clerk iii 05 -

Maintenance Officer 01 -

Stenographer (upper grade) - 01

Book keeper ii 03 -

Store keeper ii 01 -

Store Keeper iii 01 -

Stenographer (Lower grade) 02 -

Computer Operator 01 -

Typist iii 13 -

Cashier - 01

Telephone Operator / Receptionist

01 01

Electrician ii 01 -

Library Attendant ii 11 01

Garden Labourer ii 01 01

Cycle orderly 02 -

Watcher 02 -

137

Officer Labourer iii 20 02

Sanitary Labourer(lower grade) [■,

01 01

Machine Operator 02 -

Punch card Data Entry Operator

- 01

Driver 05 -

Book Binder 04 -

Total 159 34Staff training1. Training course on store management - 19 - 23.03.2001 Sri Lanka Institute of

Development Administration - Mr. G.H. Mangala - Store Keeper grade iii2. First examination in library and information science 2000 / 2001 - Sri Lanka Library

Association - Mrs. Wasantha Lakshmi - Library Assistant iii, Miss Mirani Ratnasekara Library Assistant iii, Mr. Bandula Srinath Perera- Library Assistant iii

3. Intermediate examination in library and information science - 2000 / 2001 - Sri Lanka Library Association - Mr. U.R. Sumathipala - Library Assistant iii, Mrs. Inoka Katipearachchi- Library Assistant iii, Mr. Sandaruwan, Liyanarachchi - Library Assistant iii, Miss. Heshani Dilunika Maddumage - Library Assistant iii, Mr.E.P.Sumathipala - Library Assistant, iii

4. Workshop on knowledge management 21.03.2001 - Sri Lanka Foundation Institute Mrs Amara Nanayakkara - Librarian, Mr. U.P. Alahakoon - Assistant Librarian, Mr.Thilanga Dayapala - Assistant Librarian, Mr. Chaminda Silva System Analyst, Mrs. Soma Siriwardana - Library Assistant, i

5. Diploma in Microsoft Application- 2001 - Mahapola Scholarship Foundation -Tillanga,Mahesh Dayapala - Assistant Librarian

6. Intermediate Course in Library and Information Science 2000 / 2001- Sri Lanka Library Association - Mr. H. K.Premaratna - Library Assistant iii, Mr. I. H. Wickramasinghe Library Assistant iii, Mr. M.K. Dayananda -Library Assistant iii Mr. C. M. Safeek - Library Assistant iii, Mr. M.S.M. Shiham-Library Assistant iii

7. Course on problem solving and decision making - 19-23.2001 - Sri Lanka Institute of Development Administration - Mr. W.S. Punyawardana - Deputy Director (Acting)

8. Final course in Library and Information Science 23.09.2001- Sri Lanka Library Association-Mr. Wijaya Premadarsana - Library Assistant ii, Mrs. Srima Sooriyabandara, Library Assistant i, Mr. Upul Jayantha - Library Assistant ii, Mrs. K.G. Sudharama, Library Assistant ii, Miss. R.R Karunaratna-Library Assistant ii, Mrs. I. Wijesundara Library Assistant ii

9. Workshop on Library Classification and 21st edition of DDC. - 11.08.2001 Nesek Foundation - Miss. D.G.Manjula Kumari - Library Assistant ii

10. Workshop on winisis - 10.1.08.2001 National Science Foundation- Mrs. Sunethra Kariyawasam - Library Assistant i

11. Workshop on marketing - 08.10.2001- British council -Mr. Sunil Premaratna -Assistant Librarian

Foreign Training

01. 67th Conference of the International Federation of Library Associations and Institutions (IFLA) 16.08.2001- 25.08.2001-Boston,United States of America-Mr.M.S.U.Amarasiri- Director General

02. Workshop on Computer Technology - 18.06.2001-India- G .A. Amara Nanayakkara- Librarian

3. Postgraduate Course in Library and Information Science 2001 / 2002 - Malaysia Mr.W.Sunil Assistant Librarian

4. Study tour on International Book Aid Projecf-09.07.2001-05.08.2001-United Kingdom Mrs. P.B. Chitra Swamalatha Library Assistant, i

139

Acquisition Division

The responsibility and role of the acquisition division is to obtain suitable books and different types of library material suitable for thp National Library of Sri Lanka. According to the acquisition policy of the National Library, priority consideration is given to acquire (1) Publications published in Sri Lanka (11)) publications about Sri Lanka published in foreign countries (iii) publications by Sri Lankans published in foreign countries (iv) main reference sources (v) other reference sources which are specially required for research but could not be acquired by the other libraries and (vi) publications pertaining to library and information science. In addition publications received from Asian Development Bank are acquired. Also the publications for which ISBN, ISSN and ISMN numbers are issued are also acquired as deposit copies. In respect of first category and publications pertaining to library and information science 2 copies of each publication are acquired. With regard to reference publications one copy is purchased from each publication. In purchasing reference publications, their new editions are acquired. The publications received under the legal deposit scheme were deposited so far as a separate collection. Since 2001, suitable publications of these legal deposit material are added to the national library collection. Rest of the publications are deposited as a separate collection. The deposit copies received under ISBN, ISSN projects are also added to the national collection since 2001.Legal Deposit SchemeIn accordance with the amendments made in 1976 to the printers and publishers ordinance in 1885, a copy of every publication published in Sri Lanka is legally entitled to be added to the National Library collection. This law is implemented by National Archives Department and the National Library receives one copy of those deposited with the National Archives Department. During the year under the legal deposit scheme the national library has received 9325 books and other publications.Purchases

The main source through which the National Library obtains the required publications is through purchases. In making local purchases extra copies have to be purchased of publications which do not fall under the legal deposit scheme, publications which fall under the legal deposit scheme, but are not deposited. In addition, foreign publications, primary reference books are also purchased. Local and foreign bibliographies, book lists, newspapers and periodicals are the primary sources made use of to select such publications. Under purchase during the year, the value of books and other library

H O

material purchased by the national library was Rs. 6, 016, 483.68. 652 books 81 local and foreign periodicals, 44 theses, 25 microfilms, 127 maps have been purchased.International Book Exchange Service

Through contacts with the national libraries and other main libraries in other countries of the world by exchange of library material it has made possible to develop the national library collection. During 2001 the amount spent for purchasing under the International Book Exchange is Rs. 36945.80 During the year exchange contacts had been maintained with 21 foreign libraries. During the year the value of library material received from the foreign countries was Rs. 16068.10 The National Library has dispatched library material value at Rs. 39116.00Donations

The gifts received from individuals and numerous institutions have greatly helped to develop the National Library collection. Such gifts received in this manner by the National Library have made it possible for the general public to get the opportunity to make use of them. During the year 507 books were received as gifts.Renewal of Institutional Membership

The membership of Special Libraries Association, New Zealand Library Association, Australian Library and Information Association, Canadian Library Association, London Library Association, Library and Information Association, American Library Association, Asian Media Information and Communication Centre, UNESCO Asia Pacific Cultural Centre, International Association of School Librarianship have been renewed. The membership of local institutions such as Sri Lanka Library Association, Sri Lanka Association for the Advancement of Science and Royal Asiatic Society have also been renewed during the year. The amount spent for these activities was approximately Rs.169,468.00Automation of Acquisition Activities

The acquisition activities of the National Library were automated in 2001 using the alice for windows software. Accordingly, the activities relevant to book ordering, serial control, compilation of acquisition lists and preparation of accession registers were carried out through this software

141

Reader Services Division

The main task of this division is to provide facilities to the readers to handle books and other material collected at the national library When comparing with the several years in the past, during 2001 a greater number of readers had been served Those engaged in research connected with higher educational institutions and other research institutions, students who follow postgraduate degree programmes, individuals hailing from different stratas of society engaged in numerous fields of research made use of the collection at the national library during the year. In three floors three reading rooms and a special information desk are maintained within the reader services division. According to statistics, use of newspapers government publications and legal deposit material have increased to a considerable extent.User Education and Publicity Activities

Since the national library concept was introduced to Sri Lanka recently, there is not a wide understanding among the general public about National Library and its functions. To overcome this problem various publicity programmes about the National Library services are conducted by this division . In order to achieve this objective various mass media and other methods are used. Under this, publication of newspaper and periodical articles on the national library services, making aware the various institutions about the national library resources, organizing study tours of the National Library and conducting lectures have been carried out. 3 important books of the world literature were donated once in three months to the “Handa Mama” radio programme In addition, a television programme on the national library was produced and book donations were made to radio programme and television programme.The final workshop of the workshop series on research methodology was held during the year with the objective of increasing the awareness of the national library among the researchers of numerous fields. Postgraduate researchers in universities higher educational institutions participated this workshops.A vedio film on the national library services were produced and it was telecast over national television and TNL to mark the 11th anniversary of the National Library.Reference and Information Service

During the year action was taken to supply information with the help of the numerous collections of the National Library for the benefit of readers. Of these collections the most popular collections handled have been the newspaper collection, legal deposit collection and

*142

government publication collection. During the year 11221 readers have used the numerous collections of the National Library. During the year 1441 readers have obtained thepermanent membership of the National Library and 3422 readers have obtained short term membership.Photocopy Service

Facilities were provided to obtain photocopies of library material from numerous collections of the National Library at concessionary rate. During the year 31326 photocopies had been issued to 3422 readers.Inquiry Service

An important service provided through the reader services division is to respond the queries made by numerous individuals and institutions. During the year replies had been supplied to 609 such queries which came through letters, email, telephone messages and by personal contacts.Inter Library Loan Service

This project was started in 1990 and under this project books are provided on loan. During the year, this service was maintained with a number of libraries. This service was further expanded during 2001. Instead of the inter library loan service which maintained with main libraries in Sri Lanka, a programme was started to sign inter library agreements in order to implement this project more efficiently. Accordingly agreements have been signed with 26 main libraries in Sri Lanka.Computer Service

The computer service was started by reader services division in 1993 with the objective of providing quick and accurate information to readers. During 2001, 194 readers have used computers. 526 diskettes containing computerized information were provided to readersInternet Service

The internet service was introduced to readers with the objective of providing information to readers more widely. During the year such services were provided to 351 readers.

?43

Reorganization of Library CollectionObtaining space for collections of the ground floor and first floor and organizing the national library collections more scientifically and was carried out during 2001. Under this, the legal deposit collection was separated as books, newspapers and periodicals and these were arranged according to subject and title in chronological order to facilitate the readers.National Bibliographical Services Division

The main task of the bibliographical service division is the compilation of Sri Lanka National Bibliography. This division compiles different types bibliographies such as current national bibliography, retrospective national bibliography and special bibliographies. Therefore, the bibliographical services division plays an important role nationally and internationally.Sri Lanka National Bibliography

Compilation of Sri Lanka National Bibliography is a main responsibility of the National Library. National bibliography is an authoritative publication which includes information on all publications published in the country. This task was carried out by the National Archives Department from 1962 to 1973 and after the Sri Lanka National Library Services Board was established in 1970, this task was assigned to the Sri Lanka National Library Services Board in 1974. Since 1974 this task has been carried out by the Nation al Library and Documentation Services Board.The monthly publication of the Sri Lanka National Bibliography wqas carried out successfully during the year and '12 volumes from December 2000 to November 2001 were published.Sri Lanka National Bibliography (cumulative volume)

The compilation of annual volumes of the Sri Lanka National Bibliography is carried out under this. Compilation of 1997 And 1998 volumes is in progress.Retrospective Sri Lanka National Bibliography

Compilation of Sri Lanka National Bibliography covering the period since 1737 in which printing industry in Sri Lanka was started to 1963 in which the compilation of Sri Lanka - Bibliography was started is carried out under this project. Accordingly, the bibliography of English books published during the period from 1901 to 1910 published

Periodical Article Index

This index is compiled with the objective of facilitating the readers to find information on articles published in Sinhala, Tamil and English periodicals published in Sri Lanka. This is a quarterly publication. The volume 4-2001, volumes 1,2 and 3 2001 were published during this year.Bibliography of children’s books

The Bibliography of children’s books 1994 published. The compilation of bibliography of children’s book 1996, 1997 is in progress.Cataloguing Division

Cataloguing division is one of the main technical divisions of the Board. The main task of this division is to prepare catalogue cards which include accurate bibliographic information on library material acquired to the National Library of Sri Lanka and maintain the national library catalogue. The main source through which the readers can obtain information on nation library collection compiled scientifically and in such a way that information can be obtained easily.During the year 2,946 books, 1802 periodicals, 499 Acts, 101 hanzards, 78 theses were catalogued. In addition, 5731 books were examined.Computerization of National Library Collection

Information on 5520 Sinhala and English books was computerized during the year.Policy on Sri Lanka National Bibliography

A committee was appointed to update the policy on Sri Lanka National Bibliography. Steps were taken to issue the report of this committee during the year.Compilation of Authority Lists

The compilation of authority lists of authors, titles, series, corporate names and subject headings was started this year. This is an essential component of the national bibliographic control. The compilation of authority list of authors is nearing completion

1 4 5

Documentation Services Division

In a national library documentation services activities are considered a very important quantum of work. The objective of documentation service is to explore not only the information available within the national library but also numerous other sources of information existing throughout the country and present such information which could be used conveniently by the readers. The Documentation Services Division has been assigned a prominent role which is considered as important both nationally and internationally.Compilation of National Union Catalogue, maintenance of National Referral Centre, maintenance of relations with national and international library networks, compilation of bibliographies, indexes, and directories in selected fields, compilation of Sri Lanka Newspaper Article Index and compilation of Natnet Lanka newsletter are the main projects of this division 5751 data entries of the computer database were edited and the total number of entries to the database were 1,37,000. The part of printed lists of computerized database was published.Sri Lanka National Union Catalogue, library news, magazine, and the volume of the computerized, national union catalogue were posted to the contributing libraries.A seminar for the librarians contributing libraries was held on 27.02.2001 of the National Library and Documentation Centre.National Referral Centre

81 readers have used indexes and bibliographies of National Centre during 2001 Social Science Library Network

National library of Sri Lanka is the focal point of the Asia Pacific Information Network on Social Sciences. The regional centre of this information network is situated in Bangkok, Thailand and National Library of Sri Lanka connects to it. The main objective of social science information network is organizing social science information in Sri Lanka, assisting social science libraries and those who are engaged in social science research and bibliographic control of publications related to social science field. A local library networkrelated to this network is in operation combining the social science libraries and documentation centers in Sri Lanka.

T46

Compilation of National Union Catalogue

Compilation and maintenance o f the national union catalogue is a main task assigned to a national library in a country. A national union catalogue consists o f information on library material in main libraries in the country. If the library material required by the readers is not available in the National Library, such information can be found through the national union catalogue. 75 main libraries in the country contribute to the national union catalogue.

The number o f new contributing libraries o f the national union catalogue during 2001 was07. The total number o f contributing libraries at the end o f 2001 was 76. During 2001, 30 institution have sent information through computer diskettes and 35 institutions have sent information through catalogue cards and accession lists for the national union catalogue.

During the year 2001, 4 meetings o f the social science library network were held. Information on social science libraries in Sri Lanka was collected, for the APINESS news letter and sent to the National Social Science Documentation Center (NASSDOC) in India.

Maintaining relations with other national level library networks

It is essential that the National Library o f Sri Lanka as the main library in Sri Lanka should maintain relations with other national level library networks. National library o f Sri Lanka presently maintains relations with 07 main library networks operating in Sri Lanka National Library has participated one meeting o f the AGRINET, one meeting o f SLISTINET, one meeting o f ENLINET and one meeting o f the Science and Technology Working Committee

Information on periodicals on agriculture available in the National Library was sent to the Council for the Agricultural Research Policy for the bibliography o f goat and bibliography on organic farming compiled by AGRINET

In addition, information available in National Library was provided to SLSTINET, AGRINET and ENLINET networks according to their requirements.

Compilation of Natnet Lanka newsletter

Volume 5 number 1 and volume 5 number 2 o f the Natnet Lanka newsletter and distributed to local and foreign libraries during 2001.

1 4 7

Sri Lanka Newspaper Article Index

The Sri Lanka Newspaper Article Index 1992 (English) was published and 1992 (Sinhala) was handed over for printing during the year. The assistance o f external scholars was obtained for the compilation o f Sri Lanka Newspaper Article Index Sinhala and Tamil parts. The computer print out o f the Sri Lanka Newspaper Article Index 1992, Tamil part was obtained. The computer typesetting o f the Sri Lanka Newspaper Article Index 1991 (Sinhala) and English was in progress. The computer type setting o f Sri Lanka Newspaper article index quarterly issue(January-March) was completed. Data collection, subject classification and alphabetical arrangement o f the April - June, July - September issues were earned out.

Compilation of Bibliographies Indexes and Directories

Sri Lanka Conference Index 1996 - 1998

The data collection, subject classification and alphabetical arrangement o f the Sri Lanka conference index was completed and database for this index was created. The number o f data entered to this database was 1425. Collection o f information for the Sri Lanka conference index 1999 - 2001 was in progress.

Directory of Social Science Libraries Information Centers and Data banks

A computer database was compiled to update this directory. In addition, updated questionnaire was sent to 83 institutions to get information on libraries.

Database on Devolution of Power and Ethnic Conflict (DEPEC)

The number o f data collected for this database was 4686. During 2001, 4243 data were entered to the database. The number o f data edited was 2563.

Leaflet on publications

A leaflet on publications published by Documentation Services Division since 1986 to 1999 was compiled and published

Replies for questionnaires

Replies have been provided to 04 local questionnaires and 05 foreign questionnaires.

148

Conservation and preservation Division

The role o f the conservation and preservation division is to attend to the protection and conservation o f library material belonging to the national library collection. Under this the division attends conservation and protection, cleaning fumigation binding and repairing o f the national library collection

Book binding

Obtaining the assistance of temporary book binders

Four persons who were trained in book binding o f the Board were used for book binding for a period o f three months.

Book bindery

Binding o f 30 books were attended . In addition 254900 catalogue cards were prepared for the bookshop. 400 newspaper boxes were prepared, 135 accession registers were bound and 42 file covers were prepared. In addition following board publications were bound.

Name of Publication

National Bibliography

Directory o f Government Publications

Accession Lists

Periodical Article Index

Developing o f Reading Habit and Information Skills among Primary School Children(Tamil)

Library News

Natnet Lanka Newsletter

Number

3200

100

1350

300

150

750

750

1 4 9

Conservation activities such as cleaning and repair have been carried out for the conservation and preservation o f national library collection. Book collection area has been air conditioned Humidifiers have been installed for humidity control and special measures were made for the protection o f books.

Fumigation

A main method o f the conservation o f national library collection is fumigation. Under this 4601 books o f the national library have been fumigated.

Document conservation activities

The document conservation unit o f the National Library and Documentation Centre was started on 17th May 2001 and the activities such as deacidification o f documents, using tissues and conservation o f ola leaf manuscripts were started. The damaged books o f the national library collection were deacidified, bound and conservation o f 13 ola leaf books o f the ola leaf collection was carried out.

Information Technology and Digital library Division

National Library Local area Network (LAN)

06 new computers, 01 lazer printer, 01 Zip drive were purchased from Datamini. 06 computers purchased from Datamini were connected to the local area network. The memory capacity o f 09 computers purchased from Informatics was increased from 16 Mb to 128 Mb

Internet Service and National Library Homepage

02 computers and 24 UPS were purchased for the installation o f web server and main server. The web server and mail server were installed with the advice and technical assistance o f ‘Learn’ institute o f the University o f Moratuwa.

*

The LCAT database was prepared in such a way that it can be searched through national library web page

Conservation of National L ib ra ry Collection

150

The LCAT database prepared using the ISIS software was converted to Alice for Windows database.

Computerization of National Union Catalogue (UCAT)

The number o f data o f this database was increased from 131, 630 to 238, 297 during the year.

Computer Education and Training activities

A computer training workshop on word, excel and pagemaker was conducted for the national library staff on 21.19.2007

Library Development Division

The role o f the library development division is preparing plans for the library services development in Sri Lanka, providing advisory services, making aware and encouraging the library authorities on the library development activities, donating books and furniture to libraries, conducting book exhibitions and sales, maintaining the national library bookshop, providing assistance for research projects in library and information science and grading o f libraries.

Professional advice for libraries

A main task o f this division is providing advisory services on library activities for libraries and other institutions. Under this during 2001, advisory services have been provided to develop 05 libraries. In addition, 3 public library development advisory seminars were conducted for heads o f local government institutions and librarians o f western province in April, June and October

Library Development Assistance

National Library and Documentation Services Board implements a book donation programme for libraries as a way o f developing the library activities. Books received under the publication assistance project, project for the purchase o f new publications handled by the book development division are made use o f for this purpose. During the year books to the value o f Rs. 3935,347.50 were donated to 344 school libraries, 42 public libraries and 197 other libraries

National L ib ra ry Catalogue (L C A T )

151

Book Aid International Project

The books received from Book Aid International programme o f the United Kingdom are made used o f for this purpose. Under this 18935 books have been donated to 521 libraries

f,Book Exhibitions03 books exhibitions were organized during the year 2001. The total income o f these exhibitions conducted in Colombo, Gampaha, Anuradhapura, Kurunegala and Matara was 967,544.59

Grading of Libraries

Grading o f libraries is a main task o f this division. During the year relevant grades have been approved for 06 public libraries and 11 department libraries.

National Library Bookshop

Publications sponsored by the National Library and Documentation Services Board and publications published by the board are sold at concessionary prices. In addition to books, library stationary such as catalogue cards, date labels, book pockets accession registers guide cards are also sold at concessionary prices. During the year the total income o f the bookshop was Rs. 2586,467.57

Project for the revision of local library rules and regulations

Under this project started this year a committee was appointed to prepare a policy on misplaced library books and half o f the work o f the committee was completed

Provincial Council Library Development Project

The objective o f this project is to decentralize library development activities in Sri Lanka to provincial level. Under this library statutes are prepared for each province. Presently the library statute o f central province is functioning and preparation o f library statues in other5 provinces has been completed into considerable extent. During the year five workshops were conducted in central, southern, north central and north western provinces to encourage the local authorities for this project

152

The need for the revision o f department library standards which were formulated several years ago was identified and accordingly the department library standards were revised by a committee appointed during the year.

Revision Sri Lanka Librarians9 Service Minute

Taking into consideration the ideas received from librarians about the shortcomings o f the Sri Lanka government librarians service minute a committee was appointed by the National Library and Documentation Services Board to revise the service minute. This committee conducted several meetings and the revision o f the service minute was completed and forwarded to the Ministry o f Public Administration for necessary action.

Conducting Competitive Examination for Recruitment to the Library field

National Library and Documentation Services Board conduct and assists to conduct competitive examinations and service in interview boards for the recruitment o f librarians for the public service and provincial public service. Under this during the year, examinations have been conducted for the recruitment o f librarians for western province public service commission and Coconut Research Institute.

Education and Training Division

The objective o f the education and training division is to conduct short term education and training programmes for the librarians and thereby giving them a further training the main activities o f this division is conducting short term library science training courses for public school pirivena and other librarians and conducting library science seminars and lectures.

Training Programmes / Workshops for School Librarians

(1) A training workshop for librarians o f national schools faculties o f education and teacher training colleges o f western province was conducted on 22.10.2008.36 librarians participated the workshop.

(2) A workshop for the training o f librarians o f national schools, faculties o f education and teacher training colleges were conducted on 09.11.2001. 36 librarians participated the workshop.

Revision of Department L ib ra ry Standards

153

(3) Training programme for librarians o f national schools teacher training colleges and faculties o f education o f north central and southern provinces was conducted on23.11.2001.57 librarians participated the training programme.

(4) A training workshop for Tamil medium national schools, teacher training colleges and faculties o f education in the Island was conducted on 29.11.2001 20 librarians participated the training course.

These training courses / workshops were conducted in the auditorium o f the National Libraryand Documentation Services Board

Training programmes for public librarians

(1) A training programme for public library attendants o f the north westernprovince was conducted from, 02 to 05 February 2001 at the Wariyapola Training Institute, 48 public library attendants participated the training course.

(2) A training course for public librarians o f central province was conducted from 09 to 12 March 2001 at the Navalayathanna Training Centre 47 librarians participated the training course.

(3) A training course for public librarians o f Uva province was conducted from 12 to 15 May 2001 at Palagahathanna Management Development Training Centre 18 librarians participated the training course.

(4) A training course for public library attendants o f Uva province was conducted from 12 to 15 May 2001 at the Palgahathanna Management Development Training Centre 38 public library attendants participated the training course.

(5) A training course for public librarians o f western province was conducted from 18 to 21 May 2001 at the auditorium o f the National Library and Documentation Services Board 47 public librarians participated the training course

(6) A training course public library attendants o f western province was conducted from 27 to 30 July 2001 at the auditorium o f the National Library andDocumentation Services Board 85 public library attendants participated the training course

L54

(7) A training course for Tamil medium public librarians and public library attendants o f the North Eastern province was conducted from 12 to 15 September 2001 at the Trincomalee town hall 74, public librarians participated the training course.

(8) A training course for Sinhala medium, public librarians and Library attendants o f the North Eastern province was conducted from 12 to 15 September 2001 at the Trincomalee town hall 12. participants attended the training course

Training courses on conservation of library material and book binding

(1) A training course on conservation o f library material and book binding was held from 24 to 26 March 2001 at the Atalugama SIDA Training Centre. 25 participants attended the training course

(2) A workshop on evaluation and planning o f conservation centers was held on 30.08.2001 at the auditorium o f the National Library and Documentation Services Board. 29 participants attended the workshop

(3) A training course on conservation o f ola leaf collections was conducted from 08 to 30 September 2001 at the auditorium o f the National Library and Documentation Services Board. 10 participants attended the training course.

(4) A training programme on conservation for pirivena librarians was conducted on16.11.2001 at Sri Saraswathi Pirivena, Balagalla. 13 participants attended the workshop.

(5) Workshop for the evaluation o f conservation centers was conducted on 16.11. 2001 at the auditorium o f the National Library and Documentation Services Board. 31 participants attended the workshop.

National Library lecture series

National Library and Documentation Services Board conducts a monthly lecture series.Under this 12 lecturers were conducted during the year. They are as follows :

(1) ©<p33C ° 25*)tf 0S®025> CS2D dQzrf 8g§ Ven.ValamitiyaweGfcrfgca 353 <p©®a> ®etfOca Kusaladamma Thero (January)

155

1

(2) Local governance in Sri Lanka Some reflections

Dr. M.S.Wanasinghe (February)

(3) @50633 ge&5) 25)30 §033 63°d25f»-®S>®033etfO325)®C$® 0*g) qsTftzS®^

Mr.A.P.Premaratna Mr.D.G B.M. Karunaratna Mr.P.V.G. Ranjith (March)

(4) @203 0203d S®30 6320 ge52 C3 6 03253

Prof.T.G. Kulathunga (April)

(5) <§ 0°2S)3®0 gd30 33325f®25) Cd^®03 e620 0G3 gd.2®®

Mr, Senarath Disanayake (May)

(6) § 0o2S)3®0 09325) 2 ©-(5cfa)3C325303

Mr. R.S.Y.de Silva (June)

(7) 0 25Cf ®25)3dzgdt 63®C32Sf 2^6®3-€6c3 8<g«)q 2O^2rf0®2Sf

Mr. Amara Nanayakkara (July)

(8) 0^25^ ®30)33@(i 03338zSc3 e33 25)33®ci C3S2O32 O30 ®2cf2 0 ?

Mr. Ranjith Dharmakeerthi (August)

(9) 2001 IFLA Conference Mr. M.S.U. Amarasiri Mrs. Nalini de Silva Wijenayake Miss. Premila Gamage (September)

(10) g 025)25)30 0<J333 23dj032Sf> 02330 Miss.Padma Bandaranyake (October)90)3303253 2oO$2£ 8^«)^0 S)d,®9^cs3®'0 0©2ft eodea&®c$% 0*g} cp2sf 2i&®

(11) New trends in library and Information science(LIS)Education in UK with special reference to the LIS programme in university o f London

(12) d32M32£fZD(5 0 ,C3D25CT Cpotod CpC325325)G3(Book Aid International) 203 6&25i0^2g 2D^2tf0®25f

Mrs. Dushyanthi Daniel (November)

Mrs. Chitra Swamalatha (December)

156

Seminars / workshops(1) Seminar to make aware the new grade ii library assistant on the rules

and regulations o f the National Library and Documentation Services Board31.01.2001. 09 library assistants participated the seminar.

(2) Workshop on SWOT analysis for the senior staff o f the Board05.04.2001 A group o f Board officers participated the workshop

(3) Public library development advisory seminar 06.04.2001 - 15 officers prarticipated the seminar

(4) 10 workshops were conducted from 02nd to 11th May 2001 in the auditorium o f the National Library and Documentation Services Board to mark 11th anniversary o f the National library and documentation centre. These workshops were conducted as follows

Nam e o f the w orkshop Date Num ber of participants

Conservation o f Ola leaf collections

02.05.201 18

Renovation o f Telecommunication Network in Sri Lanka

03.05.2001 18

An introduction o f Alice for Windows Software

03.05.2001 38

Newspaper Article Indexing 04.05.2001 23

National Bibliographic Control 04.05.2001 19

New Trends in Educational 09.05.2001 21TechnologyInformation for Development 10.05.2001 15

Museum Library Conservation 10.05.2001 20Project

1 5 7

Information Searching and Internet

11.05.2001 27

National Library Building 11.05.2001 20/;

(5) Public library development advisory seminar - 26.06.2008. 30 officers participated the seminar

(6) Workshop on the development o f Uva Faculty o f Education Library - 3009. 2001. 45 participants attended this workshop

(7) Workshop on conservation o f library collection, 28 - 30.09.2001. 10 officers attended this workshop

(8) Workshop for students o f three schools o f the Colombo district to mark the literary month 25.09.2001- 69 students participated this workshop.

(9) Workshop on computer and internet for the school children o f Baddegama area12.09.2001 - 350 school children participated this workshop

(10) One day seminar for public librarians Chairman and secretaries o f urban councils and Pradeshiya sabhas 26.10.2001 - 24 participants attended this seminar

Provincial Council Workshops

(1) Workshop on organization o f library services in central province was conducted on 20.01.2001 at the Thilanka Hotel, Kandy. 47 participants attended this

workshop

(2) Workshop on organization o f library services in sourthem province 18.05.2001- Wakwella Training Centre. 47 participants attended the workshop

(3) Workshop on the organization o f library services in north central province was conducted on 21.07.2001 at the Anuradhapura training centre. 65 participants attended the workshop.

(4) Workshop on the organization o f library services in north western province wasconducted on 12.07.2001 at the wariyapola training centre. 65 participants attended the workshop.

158

(5) Workshop on the organization o f library services in Uva province was conducted on 11.10.2001 at the Uva province training centre, Passara 62 participants attended this workshop

In Service Training

23 officers in charge o f libraries in various institutions were given a two weeks training in recognized public libraries in those areas

Publication Division

The role o f the publication division is publishing all board publications editing translation and publishing o f classical literature, international standards books serial and music numbering projects and cataloguing in publication projects.

Printing and publishing of board publications

The board publications published during 2001 are as follows:

(1) Sri Lanka National Bibliography2000 - October - December volumes2001 - January - October volumes

(2) Sri Lanka Periodical Article Index2000 - 4 volumes2001 - 4 23 volumes

(3) NAT NET Lanka vol. 5 N o .l 2001

(4) Directory o f Government Publications in Sri Lanka

(5) (Tamil translation)

(6) Retrospective National Bibliography 1901 - 1910 (English)

(7) Library N ew s 2000-4, 2001-01-02 and - 3 volumes

(8) Sri Lanka Newspaper Article Index - 1992

1 5 9

(9) Current Acquisitions November — December 2000 and January 2001

(10) Sri Lanka Newspaper Article indexhEditing of classical literature

Printing o f Pansiya Panas Jathakaya volume ii has been completed and volume iv has been handed over for printing. Final proofs o f volume I and iii have been prepared. In Addition the final proof o f Mahawansa was examined and prepared for printing. Emerson Tenant’s Q°zsnO : esso cs®od coae&s) was published

International Standard Book Numbering project (ISBN)Registration of publishers

519 publishers have been registered during 2001. They are as follows

Type of publisher Number of publishers

Commercial level publishers 99

Government and non-governmentOrganization publishers 86

Author / private publishers 334

519

Issue of ISBN numbers

3502 ISBN numbers have been issued during 2001. They are as follows.

Type of publisher

Commercial level Publishers

Government and non government

Number of publishers

1819

770

160

Organization publishers


3502

100 bar code numbers were issued during 2001/ They are as follows Type of publisher Number of publishers


Government and non-government 11publishers


100

Information on forthcoming publications

Information on 2573 forthcoming publications was given to bibliographical services division

Acquisition of deposit copies

The number o f publications received is deposit copies during 2001 was 605

ISBN computer database

Information on 519 publishers registered during the year 2001 was entered to the ISBN computer database

International standards serial numbering project (ISSN)

Registration of publishers.

45 publishers were registered during the year 2001. They are as follows :

161


Commercial level yPublishers J}Government and non-government 32Organization publishersAuthor/private publishers 4

45

Issue of ISSN numbers for serial publications

ISSN numbers have been issued for 69 serial publications during 2001. They are as follows



Government and non government organization 48 PublishersAuthor / private publishers 4

Total 69

Information on forthcoming publications

Information on 32 forthcoming serial publications was given to bibliographical service! division during 2001.

Acquisition of deposit copies

The number o f serial publications received as deposit copies was 44 during the year 2001

Sending information on serial publications to international centre

Information on 82 serial publications was sent to the international centre in Paris

1 6 2

International Standards M usic Num bering project (ISMN)

Registration o f publishers

05 publishers were registered during 2001. They are as follows

Type o f publisher Num ber of publishersCommercial level publishers 03

Government and non-government Organization publishers •


Total 05

Issue o f ISM N num bers

ISMN numbers have been issued for 11 music publications during the year. They as follows

Type o f publisher Number o f publishers


Government and non-government Organization publishers Author / private publishers 06

Total 11

Information on forthcom ing publications

Information on 11 forthcoming music publications was sent to the bibliographical services division during the year.

163

Cataloguing in publication project

Under this project cataloguing information o f newly published books is printed in the same books. The cataloguing and classification activities o f other libraries in Sri Lanka is made easier due to this project. During the year/the number o f new publications which were given cataloguing in publication information was 644.

Book development division

Handling and maintenance o f publication assistance projects o f the National Library and Documentation Services Board is the main objective o f the Book Development Division. The projects presently implemented by th£ Division are publication assistance project, project for the purchase o f new publications and revision o f classical books.

Publication assistance project

The publication assistance project which was started in 1984 is the main government publication assistance project in Sri Lanka. Under this project assistance is provided to authors to publish new books. However, as financial allocations were not received, this project was not implemented in 2001

Project for the purchase of new publications

Under the project for the purchase o f new publications the relevant committee recommended 146 new book titles for purchasing from authors o f the island. These recommended book titles were purchased by the Board and the amount spent for this was Rs. 604, 200.00

Project for assisting to reprint new classical books which are not in print

Under the project for assisting to reprint new classical books, action was taken to reprint the T h e Ceylon o f Emerson Tennnant

Finance Division*

Payments were made using the allocations received from the General Treasury for capital and recurrent expenditures in 2001. Contributions for the employee provident fund and employee trust fund were sent to the relevant institutions. Preparation o f bank adjustment reports, analysis o f cash book and updating the common ledger were carried out. Stationary and other* equipments were purchased according to the requirements o f the Board. Orders for the books

164

approved by the advisory committee under the project o f the sale o f author published books were sent to relevant authors. In addition, payments were made to authors for books sold under the project for the sale o f author published books.

Construction and Maintenance Activities

The bills and tender documents relevant to the plans o f the new auditorium were submitted to the technical committee for approval and after obtaining the technical committee approval, the relevant documents were submitted to the tender board. Activities are being carried out to clear the ownership o f the land o f the board and it has been refered to the Land Commissioners Department for necessary action. In addition, the maintenance and service* o f main installations o f the building (air condition system fire alarm system, lift) and office equipments have been carried out.

In addition, the auditorium o f the Board was hired for outside purposes and provided for the purposes o f the Board. The maintenance o f the garden o f the Board has been carried out Management division

The role o f the management division is planning, supervising and co-ordinating the activities o f all divisions o f Board, In addition, proper maintenance o f the administrative activities is also the responsibility o f this division

Management Activities

Maintenance o f annual, half years and monthly progress reports, conducting monthly progress review meetings, preparation o f administration reports have been earned out. In addition, maintenance o f data and statistics relevant to the projects, collection o f progress reports and plans o f other national libraries, foreign training o f Board officers, preparation o f short term and long term plans o f the institute and supervision o f the implementation o f various projects o f the Board have been carried out the compilation o f the corporate plan (2002 - 2004) and annual plan for 2002 o f the institute have also been carried out

Conclusion

It will be clear from the foregoing information that our institution in spite o f numerous problems and difficulties had accomplished a formidable quantum o f work during 2001. The Board implements a large number o f projects in the fields o f national library, library services and publication fields. Planning, implementing and maintaining these projects in advanced level is a great-challenge. Today throughout the country a great reawakening and

165

development is seen in the fields o f national library, library services and publications due to the activities o f National Library and Documentation Services Board.

I recall with much gratitude the assistance received from every member o f the Board to successfully fulfill our task. We are most thankful for the assistance received from Hon. Minister o f Education and Higher Education and the Hon. Deputy Minister and the secretary o f the ministry.

We also wish to record herein our appreciation for the assistance received from the divisional heads as well as other staff to successfully carry out the activities o f the institution . At the same time we offer our thanks to all the officials who helped us to compile this report.

M.S.U. Amarasiri Director General

National Library and Documentation Services BoardNo. 14, Independence Avenue Colombo 07

Henry Samaranayake Chairman

166


STATEM ENT OF ACCOUNTS

P r e p a r e d in te r m s o f s e c t io n 2 5 o f th e N a t io n a l L ib r a r y a n d D o c u m e n ta t io nS e r v ic e s B o a r d A c t . N o . 51 o f 1 9 9 8 )

2 0 0 1

N a t io n a l L ib r a r y A n d D o c u m e n ta t io n S e r v ic e s B o a r d1 4 , I n d e p e n d e n c e A v e n u e

C o lo m b o 7.


A c c o u n t in g r e p o r t fo r th e p e r io d e n d in g 3 1 st D e c e m b e r 2 0 0 1 a s p e r s e c t io n 1 3 (6 ) F in a n c e A c t N o . 3 8 o f 1 9 7 1 a n d s e c t io n 2 5 o f N a t io n a l L ib r a r y a n d D o c u m e n t a t io n S e r v ic e s B o a r d A c t N o . 51 o f 1 9 9 8

1. B a la n c e S h e e t a s a t 3 1 st D e c e m b e r 2 0 0 1 .

2 . R e v e n u e a n d E x p e n d it u r e A c c o u n t fo r th e y e a r e n d e d 3 1 st D e c e m b e r 2 0 0 1

3 . R e c e ip t a n d P a y m e n ts A c c o u n t fo r th e y e a r e n d e d 3 1 st D e c e m b e r 2 0 0 1

NOTES TO THE FINAL ACCOUNTS

1 The Sri Lanka National Library Services Board was established under the Act No. 17 of 1970. to plan and assists in the organisation and development of library Services, Establish and maintain the National Library, advise and assist in the' promotion and development of public Libraries, school libraries are some of main objectives of establishing the Board.2 Accounting Policies

Assets and liabilities have been taken to the accounts, on their historical cost.3 Fixed Assets

1 Cost of fixed assets is the purchasing price including their cost of acquisition or the cost of construction.2 Fixed assets are depreciated at diminishing balance method at the rates as follows.

Buildings 21/2%Equipments 10%Motor Vehicles 10%Library Equipments 10%Book Exchange Service Books 25%4 Land & Buildings

The land and the building of National Library was valued by Shokman & Samarawikrama Company-Independent valuers on 16 th November 1995 and theirvaluation is as follows.Land (318 perches @ Rs.800.000.00) Buildings (Main Bldg, Garage, Security Room, Water Tank & Pump House and Power House Building)

Rs. 254,400,000 Rs. 84,807,400 Rs. 339,207,400

m

5 According to the Article 03 of the Gratuity act No. 12 of 1983. provision had been made for payment of retirement gratuity for the employees who have completed five years of service and calculation has been done on the basis of two weeks salary for one year of service.6 An appeal Case was filed in Colombo High Court by an employee against the Board seeking compensation. This case remained unsettled at the date of die balance sheet. ,

1*73

NATIONAL LIBRARY AND DOCUMENTATION SERVICES BOARD BALANCE SHEET AS AT 31 ST DECEMBER 2001

2000RS

111,784,988.216,111,117.24

-13,103,867.65

1,128,254.3516,691.64

4,792,911.02329,815.75

9,000,000.006,111,117.24

4,348,160.00

0.00

NOTERS NO RSACCUMULATED FUND

Balance As At 1 st January- Adjustments During The Year- Prior year

adjustments104,792,237.80

Less: Excess of expenditure over

5,279,775.75 income99,512,462.05

GRANTS &DONATIONSACCOUNTBalance As At 1 st JanuaryAdd: Donations(Books) Received During The Year

1,144,945.99RESERVES & PROVISIONSBalance of Government Grants Received

For Purchase of Capital Assets

Prior Year Adjustments Add : Treasury Grant Received for The Year Less: Purchase of Capital Assets

8,011,609.53 Provision for GratuitiesGrant Received For Printing of Pujavaliya

4,348,160.00

99,512,462.056,739,006.98

101,957.06

9,780,886.15

1,144,945.9916,068.10

8,011,609.5342,500.00

6,850,000.006,739,006.98

6,376,385.25

0.00

2001RS

106,353,426.09

9,780,886.1596,572,539.94

1,161,014.09

8,165,102.55

6,376,385.25

1 7 4

CURRENTLIABILITIES

254,353.32 Sundry Deposits 7 292,100.1135,693.25 Sundry Creditors 8 1,318,253.17

2,023,821.01 Accrued Expenses 9 Readers Fee &7Subscription

3,257,080.16194,325.00 Received in Advances 130,985.0010,267.68 Suspense Account

Reimbursable Expenses from other

10,267.68

13,864.362,532,324.62

115,549,502.19

Institutions

ASSETSLand & BuildingsNational Library

0.00

43,267,760.50 Building - Net Value Stores Building and

42,504,667.081,199,324.86 Book Sales Centre 1,169,341.74

778,689.9245,245,775.28

Mural of The Board

OTHER FIXED ASSETS (NET VALUE!

753,513.76

37,210.35 Library Equipments Equipments of The

35,260.359,715.57 Folk Art centre

Office Furniture and24,002.15

14,884,317.87 Equipments 16,359,311.704,598,525.84 Motor Vehicles

Book Stock -4,138,673.37

23,429,573.85 National Library Books for National

24,781,960.48762,754.18 Science Library

Book Binding670,975.28

1,134,605.4544,856,703.11

EquipmentsCURRENTASSETSBook Stock - International

1,042,319.91

82,211.00 Book Exchange Service Book Stock - Sales 92,705.30

10,614,222.14 & Distribution Library Stationary

10,956,622.391,087,425.27 Stock 2,324,158.57

5,008,686.12117,283,727.95

44,427,522.58

47,052,503.24

1*75

I

Book Stock -1,172,748.00 Classical Books Library Equipments467,512.00 for Donation Library Equipments573,116.00 for SaleWork- in- Pro. - Mahawansa &343,794.23 Pansiya Panas Jathakaya Work- in- Progress -77,406.00 The Ceylon Stationary Stock for

261,808.20 Printingstationary Stock -

342,385.60 Officestationary Stock - for

84,905.0015,022,628.44

Sale (at Book Shop)

DEPOSITS0.00 Treasury Deposits

255,021.11255,021.11

Sundry Deposits 10

SUNDRYCURRENTASSETS

- 725,819.35 Debtors 112,025,608.92 Prepayments

Advances of Loans -12

5,570,753.11 Employees 130.00

8,322,181.38Cheques Receivable

CASH BOOK BALANCES

1,819,129.15Bank of Ceylon - A/c No 4530800747 Peoples Bank - A/c

28,063.72 No 002516200739631,847,192.87

115,549,502.19

1,012,668.00305,711.75437.974.00617,631.87 215,636.82

0.00120.390.0072,959.56 16,156,458.26

279,378.66 279,378.66

657,735.462,717,589.755,808,806.07

9,184,131.28

148,175.2135,558.72 183,733.93

117,283,727.95

M.S.U. AM ARASIR1 DIRECTOR GENERAL

V76

NOTES TO THE BALANCE SHEET

120,022.70

NOTE NO : 07SUNDRYDEPOSITSTender Deposits 121,422.70

82,750.00Employees Security Deposits 88,750.00

9,325.00Security Deposits - Others 29,725.00

13,725.00Security Deposit of Book Exchange Service 13,725.00

28,530.62 Interest of Security Deposits 38,477.41

254,353.32 292,100.11

32,865.20

NOTE NO : 08SUNDRYCREDITORSRetention Money 65,003.17

939.00Stamp Fee for payments Exceeding Rs 100/= 954.00

0.00Returned Cheques Suspense Account 0.00

66.70 Sundry Creditors1,822.35 Unpaid Creditors 1,252,296.00

35,693.25 1,318,253.17

NOTE NO : 09

16,000.22

ACCRUEDEXPENSESSalaries 32,740.67

25,965.18 Overtime & Holiday Pay 22,832.41

900.00CommitteeMembers'Remuneration 600.00

3,175.00Allowance for Working At Auditorium 2,017.00Entertainment »

4,251.50 Expenses 5,401.735,935.00 Traveling -

Employees' 5,891.00Stationery 100,584.46

25,800.30 Fuel 52,513.00 '

1-77

Repair & Maintenance of32,192.50 Building Repair & Maintenance of

111,199.40

2,645.00 Equipments & Sites Repair & 141,271.82Maintenance of Motor Vehicles 47,054.17

104,320.73 Telephone 156,194.61Electricity 584,348.00

607,440.00 Audit Fee Advertisement

858,600.0014,618.73 Expenses 7,551.36

Legal Expenses 9,000.004,000.00 Postage 13,443.84

52,329.18 Security Expenses Acquisition

52,329.18553.33 Expenses

Reader Services Expenses Documentation Expenses Development &

36,506.822,325.006,121.22

12,001.293,176.47 Research ExpensesInformationTechnology 127,731.72.72,492.80 ExpensesSeminars Lectures & 2,997.302,580.84 Training Expenses Publication Aid 2,110.90761,867.12 Project Expenses Fee for Manuscript ReadingPurchase of New Publications

36,463.2020,212.29

2,475.00Book Preservation Expenses 2,990.00Pension Contribution Contri. to

14,256.25

1,920.02Employees' Prov. Fund Contri. to Employees' Trust

3,928.88

982.21480.01 FundPurchase of Equipments &Library Materials Purchase of Library Stationeries & Work-in- Progress

31,069.12

231,614.15

48,578.20Purchase of Books To National Library 218,409.03Re-imbursable Expenses & Others 10,117.99

1 7 8

230,123.88Creditors for Author Publisher Books 293,670.14

2,023,821.01 3,257,080.16

75.00

NOTE NO : 10SUNDRY DEPOSITSDeposits for Electricity at Kandy M.C. 75.00

14,000.00 Deposits for Fuel 14,000.0010,000.00 Deposit for Vehicle

Repairs 10,000.00111,280.62 Employees' Security

Deposits 127,227.4186,386.99 Deposits for Books

Exchange Services 94,797.7531,278.50 Deposits for

Telephone & Others 31,278.502,000.00 Security Deposits -

Library 2,000.00255,021.11 279,378.66

2,242.63

NOTE NO : 11SUNDRYDEBTORSSalaries 2,242.63Co-operative

72,959.56

Wholesale Enterprises State Printing Corporation

650,617.16

Ceylon Ceramic Limited Metropolitan Agencies limited Advance For Official Duties 655,492.83

725,819.35 657,735.46

NOTE NO :12 PAYMENTS IN

297,140.77

ADVANCEMaintenance of Equipments 16,965.43

750.00 Postage 6,102.60 ,

179

69,683.95License and Insurance of Motor Vehicles 87,422.23

228,879.48 Insurance of Buildings 224,575.97

1,386,915.00National Library Books 2,333,776.00

16,522.82 Amount Paid for Railway Tickets 22,867.68Membership Fees -

59,194.00 InternationalLibraries 13,907.50Information &TechnologyExpenses 11,972.34

25,662.90PublicationExpenses •

2,025,608.92 2,717,589.75

70,313.57

NOTE NO: 13ADVANCES OF LOANS - EMPLOYEESFestival Advances 75,313.57

5,491,306.27 Distress Loans 5,722,106.87-2,252.36 Special Advance 0.00

10685.63 Traveling Advance 10,685.63

700.005,570,753.11

Advances to Flood Victims 700.00

5,808,806.07

1 € 0

2000

N A T IO N A L L IB R A R Y AN D D O C U M E N T A T IO N SER V IC ES BO AR D

R EV EN U E AND E X P E N D ITU R E A C C O U N T

FO R T H E Y E A R EN D ED 31 S T D E C E M B E R 2001

/i

Rs Rs Rs

,050,000.00 35,050,000.00

Government GrantGovernment Grant for Recurrent Expenses 29,694,500.00

154,233.00

Subscriptions for PublicationsSale of National Bibliography 86,775.00

101,246.61Sale of Publications of The Board 337,087.21

267,847.75Profit of the Sale of Books 221,843.01

10,744.00Miscellaneous Sale Sale of Library Equipments

572.0911,858.00

193,313.61

534,071.36Interest ReceivedInterest on Distress Loans 218,316.29

6,226.24Interest on Special Advances 3,212.16

6,691.39 Other Interest 8,410.76

112,342.00

206,231.24Profit on PhotocopyingFee for Photocopying 124,157.50

108,568.65 Less : Cost Of Stationary 76,065.00Depreciation of the Machine 17,820.00

2001

Rs

29,694,500.00

658,135.31

229,939.21

3 ,7 7 3 .3 5 3 0 ,2 7 2 .5 0

Sundry Income

Discount Received under Author140,200.30 Publishers' Pro.

Sale of Library113,356.85

184,961.50 Stationeries 598,442.585,824.59 Sundry Income

Fee for Manuscript33,412.14

140,951.00 Reading Fee for Reg. of

130,265.00

43,855.00 ReadersSale of Forms ,Tender Deposits &

58,685.00

27,000.00 OthersFee for Hire of

6,450.00

540.00 Premises 540.00307,666.00 Hire of Auditorium 340,035.00

400.00 Hire of Vehicles 0.0013,413.50 Recoveries for Fuel

Fee for Applications - Book29,400.30

13,708.00 Development Project Sale of Surplus &

0.00

5,565.00 Condemned ItemsReceipts for Grading of Libraries &

11,810.00

20,900.0024,000.00 Competitive Exams Fee for Internet

16,851.00 Searching 34,185.00115,655.50 Consultancy Fees 67,598.00

0.00 Fines & Surcharges 17,940.00Insurance Claims Received 6,475.00

1,040,591.39Expenditure over

5,279,775.75 Income for the Year42,114,443.09

EXPENDITURE

Salaries And Allowances

12,611,014.94 Salaries and Wages Overtime & Holiday

15,242,913.95

360,110.21311,200.60 Pay

30,600.00Board Members Remuneration Committee Members

38,000.00

109,696.00145,096.00 Remuneration

Payments for

43,314.83Working at The Auditorium 35,916.33

13,141,226.37

1,469,494.87

9,780,886.1541,863,228.04

15,786,636.49

182

Traveling Expenses

11,858.00117,855.54

682,544.13812,257.67

CommitteeMembers'Board Employees' Travel Abroad & Educational / Programmes

7,180.00166,240.35

194,137.08367,557.43

Supplies And Requisites

193,236.7721,339.60

193.00214,769.37

Stationary And Printed Forms Employees Uniforms Supplies - Others

566,584.3124,058.4141,728.00

632,370.72

Repairs And Maintenance of Capital Assets

1,122,661.28

765,630.03

331,921.42

20,181.002,240,393.73

Repair & Maintenance of Buildings Repair & Maintenance of Office Equipments Insurance of Board Properties Maintenance of Board Premises

865,137.75

885,965.21

341,167.46

47,459.002,139,729.42

Maintenance of Motor Vehicles

220,992.50 Fuel Expenses 426,387.32

518,531.45

213,418.87952,942.82

Repair and Maintenance of Motor Vehicles License and Insurance Fees of Vehicles

297,803.78

193,827.72918,018.82

Transport Communication and Other Expenses

>

1,025,668.86 Telephone 633,538.42

2,366,335.00 Electricity 2,319,480.00

Transport, Demurrage and

52,473.69 Whalfage Charges 31,027.6922,384.50 Printing Charges

Newspapers &17,226.26

23,010.10 Publications 35,884.9380,000.00 Audit Fees 150,000.00

419,743.70 Advertisement Fees 118,034.2550,084.00 Legal Charges 35,110.00

227,247.50 PostageMedical Inspection

218,264.56

5,775.00 Fees 6,710.0023,619.50 Bank Charges

Employees Welfare18,670.28

97,356.40 ExpensesEntertainment

103,674.37

108,348.20 Expenses 70,915.7025,554.42 Translation Fees

RailwayConcessionary

17,209.77

129,607.52 Tickets 139,838.14611,911.91 Security Expenses 624,682.9251,992.17 Sundry Expenses

Competitive28.050.00

14.686.0011,305.00 Examination Fees Losses & Write -

14,050.83 Offs 16,893.065,346,468.30

Library Services ExDenses

AcauisitionMembership Fees - International

241,343.33 LibrariesInternational

100,973.17

48,080.5022,752.00 Exchange Service

71,853.91335,949.24

AcquisitionExpenses 50,893.48

ExDenses of Readers’ Services

Reader-Education and Publicity

173,991.60162,184.84 Expenses

30,267.40Library Research Expenses 1,839.50

16,282.4513,200.00 Stationery Expenses

4,599,896.35

199,947.15

192,113.55205,652.24

482,'793.62

ExDenses ofNationalBibliograDhv

Publication of NationalBibliography /, 365,760.69

4,600.00Publication of Retrospective National Bibliography 22,523.90

50,089.00Publication of Special Bibliography 12,336.25

14,605.00CataloguingExpenses 1,562.50

63,774.76

552,087.62Documentation

Social Science Documentation 38,711.72

30,678.00

National UnionCataloguingExpenses 10,710.40

42,924.50 News-Paper Index 5,721.92

49,053.91

OtherDocumentationActivities 9,065.02

215,688.89

186,431.17DeveloDment And ResearchLibrary Programmes & Exhibitions 195,460.52

1,011,928.30Books Donated to the Libraries 4,428,173.25

,712,147.13Equipments Donated to the Libraries 249,480.00

6,939,764.32 •

884,234.47

Information And Technology

Expenses on Computer activities 202,661.95

102,330.27 Expenses on Internet 436,366.93

225,103.36

986,564.74

Library Education And Training

Library Education Seminars 108,872.50

87,317.88Seminars, Lectures and Training 82,499.33

173,988.00 Special Courses 168,072.15486,409.24

402,183.34

64,209.06

4,873,113.77

639,028.88

359,443.98

1*85

Book Development Project

Expenses on Book58,334.02 Development Project

Fee for Manuscript-528,842.72

295,383.97 Reading 184,897.98

Publication

Editing & Publication of

106,260.87 Classical Books Library literature & Publication

32,758.39

778,004.27 ExpensesInternational

797,746.45

Standard Book34,346.57 Numbering Project

International Standard Serial10,292.50

32,710.50 Numbering Project International Standard Music

28,834.00

26,169.25 Numbering Project Publication

21,963.00

155,895.681,027,126.27

Expenses 0.00

Preservation And Conservation

Preservation of132,469.89 Books


114,095.75109,098.52 ExpensesConservation

103.50241,671.91

Expenses 10,484.40

Retirement Benefits And Gratuities

Pensions (W & O P) 28,256.25

252,401.50 Gratuity Expenses Contribution to The

348,167.00

1,444,861.16Employees Provident Fund 1,782,633.32Contribution to The

361,215.22Employees Trust FundCompensation To

436,049.03

0.0031,680.00

2,090,157.88Employees

-481,264.74

891,594.34

175,395.45

2,595,105.60

186

1,092,478.7830,751.9215,809.871,079.51

1,636,929.90510,947.18

1,996,338.84

2,166.75

74,592.27

84,783.82448,712.50

5,894,591.34

41,654,464.23

M.S.U.AMARASIR1 DIRECTOR GENERAL

Provision for Depreciation &Gratuity

Prov. for Dep. - Buildings - National Library j.- Buildings - Book Shop & Stores- Wall Mural- Falk Art Centre- Office

Equipments- Motor Vehicles- National Library

Books- Library

Equipments- Book Binding Equipments

Science Library BooksProv. for Gratuity

1.075.715.71 29,983.12 19,320.871,000.24

1,178,270.00459,852.47

2.351.556.72

1,950.00

115,760.54

246,513.512,028,225.25

7,508,148.43

41,863,228.04

187

NATIONAL LIBRARY AND DOCUMENTATION SERVICES BOARD RECEIPT AND PAYMENT ACCOUNT

FOR THE YEAR ENDED 31 ST DECEMBER 2001

RECEIPTS2000RS RS

Cash Book Balance - 1st January

RS2001RS

1,935,031.68 Bank of Ceylon 1,819,129.15

103,030.223,453.00

2,041,514.90

Peoples Bank Petty Cash Imprest

28,063.720.00

•

1,847,192.87

GovernmentContribution

35,050,000.009,000,000.00

44,050,000.00

for Recurrent Expensesfor Capital Expenses

29,694,500.006,850,000.00

36,544,500.00

EmDlovees' Loans & Advances

1,045,526.72

98,700.001,144,226.72

Recovery of Loan Installments - DistressRecovery of Loan Installments - Special

1,265,507.12

87,000.001,352,507.12

ReceiDt of Interest

193,313.61

6,226.24199,539.85

for Employees'LoansDiscount under Author - Published Books Project

221,509.19

55,545.26277,054.45

ReceiDts for Services

27,000.00

13,708.00

Sale of Tender FormsFee for Applications - Book Dev. Project

6,450.00

0.00

1 8 8

112342.00

Fee for Printing Services - Photocopying 123,923.50

43855.00Fee for Registration of Readers 57,805.00

101117.50 Fee for Services 4,650.0014538.00 Consultancy Fe^ 67,598.00

3551.89MiscellaneousIncome 4,565.39

205113.00Fee for Evaluation of Manuscripts 2,560.00

24000.00 Grading of Libraries 20,900.00

16851.00Fee for Internet Searching 34,185.00

154,233.00

562,076.39

SubscriDtion And Sale of Publications

NationalBibliography 130,295.00

326,496.61

Sale of Board Publications & Others 337,087.21

1,990,368.91Sale of Books & Library Equipments 1,081,983.01

184,961.50Sale of Library Stationeries 1,001,168.83

462,257.88

Discount Received for Author Publisher Books 113,356.85

57,776.70

3,118,317.90

ReceiDt of Deposits & Others

Tender Deposits 1,569.00

2,000.00Employees' Security deposits 3,000.00

0.00Interest of Security Deposits 1,196.29

0.00 Sundry Income 360.00

0.00Fee for Manuscript Reading 15,655.00

540.00 Hire of Premises 540.00

307,666.00Hire Charges of Auditorium 340,035.00

400.00 Hire of Vehicles 0.003,736.50 Recovery for Fuel 3,600.00

5,565.00Sale of Surplus & Condemned Items 11,810.00

24,073.80 Security deposits 21,000.00

0.00 Retention Money 32,137.97

322,636.89

2,663,890.90

189

Insurance Claims Received 6,475.00

6,708.70 Cancelled Cheques 28,342.140.00 Stamp Fees

Unpaid Salaries &1,239.00

474.85 Others 0.000.00

408,941.5551,524,617.31

Fines & Surcharges

PAYMENTS

PersonnelEmoluments

17,940.00

,595,014.72 Salaries and Wages Overtime & Holiday

15,232,685.33

285,235.42 Payments Board Members'

356,707.23

30,600.00 RemunerationCommitteeMembers'

38,000.00

144,196.00 Remuneration Allowances for Working at

109,996.00

40,139.83 AuditoriumEntertainment

37,074.33

105352.213,200,538.17

Expenses

Traveling Expenses

Committee

69,765.47

11,858.00 Members' Employees Traveling &

7,180.00

111,920.54 Subsistence Foreign Traveling & Educational

152,484.35

665,298.63 Programmes Warm Clothes

184,694.68

17,245.50806,322.67

Allowance

SupDlies And Requisites

9,442.40

919,201.1521,339.60

195,192.2080,980.14

193.00

Stationary - OfficeRequisitesUniformsFuel and Lubricant Curtain for Building Others

1,216,906.09

240,051.9024,058.41

373,874.3240,844.00

884.00

484,899.4043,492,681.63

15,844,228:36

353,801.43

679,712.63

190

Repairs And Maintenance

1,011,515.33 Building 786,130.85609,927.58 Office Equipments 433,227.62518,181.45 Motor Vehicles 250,749.61

17,731.002,157,355.36

Premises ■' 46,759.00

Transportation, Communication And Others

27,900.00 T ransportation 3,500.001,084,809.57 Telephones 581,664.542,366,335.00 Electricity 1,735,132.00

22,872.00 Printing Charges News-Papers &

17,226.26

0.00 Publications 35,884.93424,204.97 Advertisements 125,101.6250,084.30 Legal Expenses 26,110.00

216,415.50 Postage Insurance -

202,586.32

106,626.59 Properties Insurance - Motor

112,287.98

91,187.09 Vehicles License - Motor

79,032.40

27,397.96 Vehicles 38,602.375,775.00 Medical Expenses 6,710.00

23,619.50 Banking Charges Stamp Duty on

18,670.28

5.00 Receipt 0.0092,324.90 Welfare Expenses 103,495.3726,642.75 Translation Fees 17,209.77

110,565.18 Railway Tickets 119,581.32559,582.73 Security Expenses

Miscellaneous624,682.92

53,887.17 ExpensesCompetitive

29,872.35

21,805.00 Examination Fees Whalfage and

14,686.00

24,573.69

5,336,613.90

Clearance Charges Losses & Write-Offs

Library Services Expenses

Acquisition

Membership Fees of International

27,527.6917,576.67

203,766.00 Libraries 42,332.50

1,516,867.08

3,937,140.79

1 9 1

International39,967.50 Exchange Service

Acquisition15,165.00

51,037.40294,770.90

Expenses

ExDenses of Readers' Services

Education and

25,997.91

187,586.69 Publicity Expenses Library Research

171,666.60

64,967.40 Expenses 1,839.5013,200.00

265,754.09Stationery

ExDenses ofNationalBiblioeraDhv

Publication of National

10,993.75

155,657.64 BibliographyPublication of Retrospective National

368,270.50

4,600.00 Bibliography Publication of

22,523.90

10,520.00 Special Bibliography Cataloguing

12,336.25

6,075.00176,852.64

Expenses

Documentation

Social Science

1,562.50

63,774.76 Documentation National Union

42,041.17

12,401.00 Catalogue Expenses 10,710.40

19,370.00 News-Paper Index OtherDocumentation

0.00

40,332.66135,878.42

Activities

Develonment And Research

Library Programmes

4,327.32

177,740.89196,102.18 & Exhibitions Books for Donation

60,603.00256,705.18

to The Libraries 0.00

83,495.41

184,499.85

404,693.15

57,078.89

177,740.89

192

Information And Technology

795,711.41Expenses on Computer activities 112,129.50

29,837.47 Expenses on Internet 349,544.01

210,092.77

825,548.88 A

Library Education And Training

Training of Librarians 100,289.39

92,691.63Seminars, lectures and Training 74,363.83

173,988.00 Special Courses 167,300.75

6,328,292.15

476,772.40 i

Book Development Expenses

Publication Assistance Project Expenses 3,180,599.15

336,832.97Fee For Manuscript Reading 202,384.78

1,592,603.50Purchase of New Publications 616,267.00

299,776.00

Aid For Publication Of New Classical Books 357,425.00

487,545.07

8,557,504.62

PublicationExpenses

Editing of Classical Books 375,995.95

692,034.36

Library literature &PublicationExpenses 731,060.26

0.00

International Standard Book Numbering Project 10,292.50

31,269.25International Standard Serial Numbering Project 28,834.00

25,613.00International Standard Music Numbering Project 21,963.00

1,236,461.68

461,673.51

341,953.97

4,356,675.93

1,168,145.71

193

Preservation And Conservation

Preservation of156,744.89 Books


109,098.52 Expenses Conservation at

114,095.75

0.00 National Level Conservation

88,593.75

Expenses 9,027.35265,843.41

Retirement Benefits And Gratuities

Pension Contribution 14,000.00

1,442,941.14

Contribution to the Employees Provident Fund 1,780,624.46

360,735.21

Contribution to the Employees Trust Fund 435,546.83

252,401.50 Payment of Gratuity 319,924.50

31,680.00Compensation to Employees 0.00

192,233.81

2,087,757.85Purchases of Fixed Assets

Improvements to the Building 318,512.60

770,721.53Furniture, Fixtures & Office Equipments 2,635,514.71

4,177,342.08Purchase of Books for National Library 2,123,128.42

463,275.00Book Binding Equipments 475.00

855.50

5,603,572.42Purchases of Current Assets

Stock of Books for Sale & Distribution 0.00

741,269.00Stock of Stationary for Libraries 1,465,339.55

780,984.00Stock of Library Equipments 0.00

8,576.64Work In Progress - Pansiya Panas Jatakaya & The Ceylon 17,775.00

447,459.56

Stock of Stationary for Sale (At Book Shop) 0.00

1,979,144.70

194

262,017.15

2,550,095.79

5,077,630.73

1,483,114.55

Advances And Deposits

-0.66 Salary Advances 0.001,733.57 Festival Advances 6,000.00

2,346,623.75 Distress Loans / 1,532,676.65100,000.00 Special Advances 87,000.0010,185.63 Traveling Advances

Miscellaneous0.00

-137,429.50 Advances 5,475.672,025,608.92 Prepayments

Reimbursable Exp. from other

2,711,487.15

51,345.50

69,294.00

4,398,067.21Institutions

Refunds

Tender Deposits Security Deposits -

21,546.12

7,076.80 Staff 4,196.2912,000.00 Security Deposits 0.00

309,766.05

917.00399,053.85

Retention Money Stamp fee for Receipts Exceeding Rs.l00/=

CASH BOOK BALANCES

Cash Balance - Bank

0.00

1,819,129.15 of Ceylon 148,175.21

28,063.721,847,192.87

51,524,617.31

Peoples Bank 35,558.72

M.S.U.AMARASIRI DIRECTOR GENERAL

195

4,364,185.59

4,196.29

183,733.9343,492,681.63

NATIONAL LIBRARY AND DOCUMENTATION SERVICES BOARD

CASH FLOW STATESMENT AS AT 31st DECEMBER 2001

Cash flow generated by operating activities

Excess of expenditure over income

Adjustment for items which aren’t affecting for the cash flow

2,028,225.25

5,497,743.18

Provision for Gratuity Provision for Depreciation for Fixed Assets

Prior-Year adjustments Operating Deficiency before the deviation of Working Capital

Deviation of Working Capital

Increase of Sundry DepositsIncrease of Sundry CreditorsIncrease of Accrued ExpensesDecrease of Readers' fee Received-in- AdvanceDecrease of Reimbursable expenses from other institutionsIncrease of Book-stock International Exchange Service Increase of Book-stock for SaleIncrease of Library Stationary stock Decrease of Classical BooksDecrease of Library Equipments for DonationDecrease of Library Equipments for Sale Increase of Work-in- ProgressDecrease of Stationary stock for Printing 261,808.20

160,080.00

161,800.25

135,142.00

37,746.79

1,282,559.92

1,233,259.15

63,340.00

13,864.36

10,494.30

342,400.25

1,236,733.30

412,068.46

9,780,886.15

7,525,968.432,254,917.72

101,957.06

2,356,874.78

196

Decrease of Stationary Stock-office Decrease of Stationary Stock-for Sale(at Bookshop)Increase of Sundry Deposits j, Decrease of Debtors Increase of Prepayments Increase of Advances & Loans

221,995.60

11,945.44

68,083.8924,357.55

691,980.83

238,052.963,574,421.24 3,033,292.01 541,129.23

Net Cash Flow generated by Operating Activities 1,815,745.55

Cash invested for Investing Activities

Purchase of Capital Assets

Cash Generated by Financial Activities

Government contribution for Capital expensesPrior -Year adjustments Donations received during the year

Cash and cash equivalent at the beginning of the year

Cash balance at the end of the Year

6,739,006.984,923,261.43

6,850,000.0042,500.00

16,068.10 6,908,568.101,985,306.67

1,847,192.87138,113.8045.620.13

1-97

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Qxxd <f»aa ]« r « «»• e C/R/NLDSB/FA/ MyNo. r 01Sks3 <fxxa e.u>#Your No.

?IRes 1 11 November 2 0 0 2 rDale i

Chairman,// •National Library and Documentation Services Board.

Report o f the A uditor G eneral on the accounts o f the N ational Library and Docum entation services Board for the year ended 31 D ecem ber 2001 in term s o f Section 14(2)(c) o f the finance A ct N o.38 o f 1971

The audit o f accounts o f the National Library and Documentation Services Board for the year ended 31 December 2001 was carried out under my direction in pursuance o f provisions in Article 154(1) o f the constitution o f the Democratic Socialist Republic o f Sri Lanka read in! conjunction with Section 22 o f the National Library and Documentation Services Board Act. No. 51 o f 1998 and Section 13(1) o f tfie finance Act No. 38 o f 1971. My observation which I, consider should be published with the annual report o f the Board in terms o f section 14(2)(c) o f the finance Act appear in this report. A detailed report in terms o f section 13(7)(a) o f the finance Act w ill be furnished to the Chairman o f the Board in due course.

1:2 Scope o f Audit

Audit opinion, comments and findings in this report are based on a review o f the financial■ statements presented to audit and substantive tests o f samples o f transactions. The scope andextent o f such review and tests were such as to enable as wide an audit coverage as possiblewithin the limitations o f staff, other resources and time available to me. The audit was carriedout in accordance with Sri Lanka Auditing Standards, methods and practices to obtainreasonable assurance as to whether the financial statements are free o f materialmisstatements. The audit included examination, o f evidence supporting the amounts anddisclosures in financial statements and assessment o f accounting principles and significant *estimates and judgments made in the preparation o f financial statements, evaluation o f their overall presentation and determining whether accounting policies adopted were appropriate, consistently applied and adequately disclosed. Sub sections (3) and (4) o f Section 13 o f the . Finance Act No. 38 o f 1971 give discretionary powers to the Auditor General to determine the scope and extent o f the audit.

2. Accounts2:1 Audi! OpinionExcept for die effects o f the adjustments arising from the matters referred to in paragraph2.3 o f this report, I am o f opinion that the financial statements have been satisfactorily prepared to present fairly in all material respects, die financial position o f the Board as at 31 December 2001 and die result o f its operations for die year then ended in accordance with Sri Lanka Accounting Standards other than the Standards referred to in this report.

2:2 Financial Results

According to die accounts presented, the operation o f the Board for the year ended 31 December 2001 had resulted in a deficit o f K s.39,475,386 before taking into account the Government Grant for recurrent, expenditure as compared with the corresponding deficit o f R s.40,329,776 for the preceding year before taking into account the Government Grant for recurrent expenditure for that year. The deficit for the year after taking into account ihc Government Giant o f Rs.29,694,500 received for recurrent expenditure, had reduced to Rs.9, 780,886 as compared with the deficit o f Rs*5,279,776 after taking into account die Grant o f Rs.35,050,000 received for recurrent expenditure for die preceding year.

2:3 Comments on Accounts2:3:1 Inappropriate Disclosures in the Accounts

Following inappropriate disclosures in die accounts were observed(a) A sum o f Rs>20,336 being amount reimbursable from other institutions,

had been accounted for as expenditure o f the Board.(b) A sum o f R s.293,670 payable to publishers in respect o f books sold in

2001 had been shown as accrued expenses instead o f showing as aliability.

(c) A sum o f Rs.27,095 relating to four items o f accounts bad been shown under other accounts.

2 0 0

2:3:2 Understatements and Overstatements in the Accounts/,Following understatements and overstatements in the accounts were observed.

(i) Depreciation relating to tw o items and four items o f assets had been understated and overstated by R s.308,837 and Rs. 154,765 respectively due to erroneous computation.

»(ii) Pre payments had been understated by Rs. 12,712.

(m) O ffice equipment and accumulated depreciation relating to computers and duplicating machines had been overstated and understated by R s.354,365 and R s.229,786 respectively.

2:3:3 Omissions in the accountsFollowing om issions in the accounts were observed.

(i) Fuel expenses amounting to Rs.6,503 bad not been brought to account.(ii) Loss o f Rs. 124,579 in trading a used computer and a duplicating machine

for a new computer and a duplicating machine had not been brought to account.

2:3:4 Unreconciled Control AccountsBalances in 4 control accounts aggregating R s.6,463,598 had not been reconciled with the balances in die corresponding subsidiary records aggregating R s.5,781,722 and necessary adjustments made in the accounts.

2:3:5 Suspense Account -t

The balance in the Suspense account amounting to R s.l 0,268 brought forward for the last several years had not been cleared.

2:3:6 Lack o f Evidence for Audit

Assets and liabilities aggregating Rs. 1,891,975 could not be satisfactorily vouched or accepted in audit in the absence o f evidence required.

201

2:3:7 Non-compliance with Laws, Rules, Regulations and Management D ecisions etc.Several provisions in the Government Financial Regulations, Establishments Code o f the Government, Public Administration Circulars. Tender Guidelines o f the Government, Sri Lanka Accounting Standards had not been complied with. These have been brought to the notice o f the Chairman o f die Board from time to time.

2:3:8 Assets on Book ValueAlthough the book values o f assets and liabilities o f the Board aggregating R s,45,303,947 and Rs. 13,706,883 respectively had been verified at end o f the year, shortages/excesses observed had not been investigated and the necessary adjustments made.However, Fixed assets valued at Rs. 1,748,555 and current assets valued at Rs. 1,543,374 had not been physically verified.

3. Financial and Operating Review3:1 Adjustments to the Financial ResultsIt has been a regular feature o f the Board to adjust die financial results and financial position disclosed in die accounts for an accounting period on account of accounting errors, om issions etc. observed in subsequent years. As an example, the net loss for the preceding year had been adjusted during the year under review by Rs. 101,957. Such adjustments made during the previous five years are shown below.

Year Financial result (deficit) as per

accounts

Adjustments made during the

subsequent year

Deficit after adjustments

Rs. Rs. Rs.

1995 (201,114) (8,382,876) (8,583,990)

1996 (1,832,599) (736,895) (2,569,494)

1997 (3,480,107) (175,350) (3,655,457)

1998 (6,760,544) 1,653,777 (5,106,767)

1999 (2,840,434) (13,103,868) - (15,944,302)

202

In this context the possibility o f such adjustments to the financial results for the year under review shown in the accounts in subsequent years cannot be ruled out.3:2 Identified T xrsses /,

Following observations are made.(i) 1 he Board had not recovered interest on loans every year for the month

o f April from the inception o f the Board. The loss for the year under review amounted to Rs. 19,468.

(ii) Legal fees amounting to R s.65,928 and surcharges on EFF amounting to R s.23,063 had been paid on a court decision on account o f termination o f service o f a lady em ployee who had served for the Board for over 4 years.

(iti) An estimated loss 'o f Rs, 169,923 had been occurred due to decrease the number o f souvenir published in connection with the tenth anniversary o f the Boar d.Further, 2249 souvenirs costing Rs.377,832 were lying idle even up to 31 July 2002.

3:3 Un-ecenom ic Transactions

Warm clothing allowance o f R s,9,442 had been paid to a lady officer when the organization which sponsored the programme had agr eed to pay the allowance.

3:4 Application o f Specific FundsAlthough the balance from Government Grant for capital assets as at 31 December 2001 amounted to Rs.H,165,103, the cash balance as at that date amounted to R s.148,175. As there was no cash balance equal to the capital grants balance, if appears that a sum o f Rs. 8,016,928 had been utilised to meet recurrent expenditure and for current assets out o f capital grants.

3 0 3

3:5 Under-utilization o f Funds

Capital provision amounting to R s.8,165,103 comprising Rs. 110,994 in the year under review and Rs.8,054,109 in the preceding year had remained as savings from capital grants provided by the Government. In this connection it was observed that due consideration had not been given when preparing budgets and obtaining Treasuryprovision.

3:6 Idle Assets

A large number o f publications prepared by the Board at considerable expense was lying idle in the stores without m oving for a long period as shown below.

No. o f Books Period o f nohmoving1379243981566

Over 10 years Over 5 years 2 to 5 years

3:7 Delays in the Implementation o f ProjectsAlthough 15 years had elapsed since undertaking the edition o f "Mahawansaya" and T ansiya Panas Jatakaya”, the work had not been completed. The translation o f Emerson Tenant’s " The Ceylon" into Sinhala commenced under the programme for the translation o f classical works into Sinhala had not been completed even after 6 years. The total cost incurred up to 31 December 2001 on the two books "Mahawansaya” and "Pansiya Panas Jataka Stories" amounted to R s.617,632 whilst the expenditure in rc3pcct o f the book "The Ceylon" amounted to Rs.215,637.3:8 Non-recoverv o f Loans and Advancest — -—; -

Loans and advances amounting to Rs. 142,749 due from 8 employees who are no longer in the service o f the Board due to reasons such as interdiction, vacation o f posts, tenrtination o f service and resignations had been outstanding for periods ranging from 2 to 10 years. But, steps had not been taken for their recovery.

3:9 Item o f Contentious NatureA sum o f R s.20,000 had been paid to a private party to rectify the queries raised in audit

£04

3:10 Cash Fraud /,

A sum o f R s.69,670 had been fraudulently obtained by an offieer o f ihe Board during the period from 1994 to 1998 A sum o f Rs. 14,000 had been paid to an Assistant Secretary o f a Ministry and to a private auditor during the year under review and in the year 1999 to investigate this. These reports had been submitted on 04 March 1999 and 12 December 2000 respectively. But, no action had been taken up to the date o f this report to recover the loss* The officer had made a request on 18 August 1998 toresign from service and he had not reported for work thereafter.

3:11 Appointment o f a Working DirectorThe Minister o f Education luuf appointed a Working Director with effect from 20 February 2001 for a period o f 3 years in terms o f Section 2.1 and 5.1 o f the National Library and Documentation Services Board Act. However, the provisions referred to does not appear in the Act. His service had been terminated on 15 November 2001.He had derived die follow ing benefits during die 9 months period..

(a) Monthly allowance o f Rs. 13,750. The amount paid for die period from 20 February 2001 to 15 November 2001 was Rs. 130,625.

(b) Official vehicle with monthly fuel allowance of R s.7,500 and a sum o f R s.45,000 had been paid during She period. In addition to Shis, fuel bills amounting to Rs.33,597 had also been settled by die Board.

(c) A distress loan o f R s.25,000 iiad been paid.(d) Settlement o f hotel bills amounting to Rs. 9,459.

, (e) Provision o f a residential telephone spending a sum o f Rs. 16,500 and settlement o f telephone bills o f Rs.8,200.

»Thereafter a member o f (he Kandy Municipal Council had been appointed as a Working Director in November 2001 and a Board vehicle had been given to him on 27 November 2001 for his use. The vehicle had been brought back to the Board by a driver o f the Board on 14 December 2001 and it had performed 1078 kilometers. N o payments had been made by the Board to the said Councellor. Therefore, it would appear that the Board had allowed the use this vehicle for the activities not related to the Board.

2 0 5

4. Budgetary ControlSignificant variations were observed between the estimated and actual expenditure thus disclosing that the budget had not been made use o f as an effective instrument o f management control during die year under review.

5. Corporate Plan and Action PlanA corporate plan had not been prepared in terms o f Section 7(1) o f die Finance Act and Treasury Circular No, PED 52 o f 16 June 1989. Further, an action plan also had not been prepared. Therefore, it was not possible to ascertain whether die objectives o f die Board had been achieved.

6. Systems and ControlsDeficiencies in the operations o f systems and controls relating to the follow ing areas were brought to ihc notice o f die Chairman o f die Board.

(a) Delays in Settlement o f advances(b) Acknowledgement for payment(c) Pricing o f books(d) Writing of cheques.

(S.C. Mayadunne)Auditor General

NOTE OF THE AUDITOR GENERAL

The accounts o f the National Library and Documentation Services Board for the year ended 31 December 2001 were audited under my direction in pursuance o f provisions in Article 154(1) o f the Constitution o f the Democratic Socialist Republic o f Sri Lanka read in conjunction with section 22 o f the National Library and Documentation Services Board Act No.51 o f 1998 and Section 13(1) o f the Finance Act No.38 o f 1971.

My observation o f these account that should be published in terms o f Section 14(2)(c) o f the Finance Act are contained in my report o f even date addressed to the Chairman o f the Board.

(S.C. Mayadunne)Auditor General November 2002Auditor General's Department, Colombo 07

207

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