2nd

HEC Meeting Minutes

The 2nd

HEC meeting was held in hall office on 06th

April 2015. It was an open

meeting which scheduled to start at 06:00 PM but it was started at 06:10 PM and

ended at 08:40 PM. The attendance list of members is attached in Annexure 1.

The following agenda items were discussed and reported below.

Agenda-1: To Confirm the minutes of following meeting.

a. 1st HEC Meeting Minutes

b. 1st Special HEC Minutes

HEC as well as any GBM had no objection on these minutes so these minutes will

be followed very strictly as written.

Agends-2: Finalization of dates and work distribution for Hall Day.

HEC has commonly approved the date for Hall Day as 30th April 2015. Basically

the Hall day event consists of few major aspects i.e. Decoration, Cultural

programme, Catering, Coupon Distribution and Mementos/Certificate distribution.

The following HEC members will took the responsibility of the concerned

departments for the Hall Day as mentioned.

1. Cultural Department: Priyabrat Dantapat and Jitendra K Katiyar

2. Decoration: Vasav Gautam, Vaibhav Dhar Dwivedi and Aditya Desai

3. Coupon Distribution: Jitendra K Katiyar, Yaswanth Penke, Sateesh Yadav

and Jalindar B Talode

4. Catering: Amarjit Kene and His Committee Members

5. Memento and Certificate: Anand Prakash Dwivedi, Jitendra K. Katiyar

and Jalindar B Talode

The tender for catering will be floated through central store very soon. In that

tender we will include several terms and conditions for benefit of us.

Agenda-3: Discuss about show-cause notice issued to Mr. Tirthankar

(Previous Cultural Secretary) and Mr. Kishore (Previous Sport Secretary).

HEC has decided the following

1. Mr. Kishore will provide a written explanation in the form of Show cause

because he has not given any fruitful explanation earlier. In the explanation,

he should mention about the inventory received by him from Sport

Secretary-2013 and the purchases done by him during his tenure clearly

within 3 days.

2. Mr. Tirthankar will give a written explanation again because he has not

given fruitful information in his earlier version which omitted the record of

missing items like Bass Guitar, Cordless Mike, Amplifier etc. (approximate

equipment amount is Rs. 32000.00/-) from cultural room. The explanation

in the form of Show cause given by Mr. Tirthankar should contains the

inventory received by him from Cultural Secretary-2013 and the purchases

done by him during his tenure clearly within 3 days.

3. No Dues will not issue to these secretaries until the final decision.

Agenda-4: Report Submission of Holi Celebration Sanctioned amount.

HEC has sanctioned Rs 3000.00 (Three Thousand Rupees Only) for the

celebration of Holi festival. The expenditure details are as follows.

1. Colors and Gulal : Rs 1310.00

2. Thandai : Rs 1360.00

3. Frieght : Rs 130.00

4. Return Amount to Hall Office : Rs 200.00

Agenda-5: Report submission of DCF purchase by respective secretaries.

The Respective Secretaries have presented their expenditure which is attached in

Annexure 2.

Agenda-6: Issue raised against the students who take meal to the room

HEC has commonly agreed the following conclusion.

1. No one can take meal to the room except sick student with sick food only.

2. The sick students should provide the photocopy of HC treatment if he wants

normal food.

3. For the sick person, sick food will be brought to the room only by a mess

worker and the same worker will also bring back those utensils.

4. Such type of activities have been stopped within immediate effect because

this is creating lots of problem (Ex. Student take the food from mess and in

room two or more person are eating etc.)

Agenda-7: Proposal for “Mess Identity Card” for all individual residents with

their photo, room no, roll no. and some details about the course/program etc.

on the ID card and keep that card in the mess in a self for avowing illegal

entries in the mess.

This proposal has been already discussed in 1st open mess meeting and forwarded

to HEC meeting for ratification. So HEC has accepted this proposal in principle,

presented by Mr Abdul Sayeed Khan and Mr Amarjit Kene. HEC has formed a

committee to work on this which is as follows:

1. Abdul Sayeed Khan

2. Anand Prakash Dwivedi

3. Jitendra K. Katiyar

4. Amarjit Prakashrao Kene

HEC has request to this committee to start working on this proposal as soon

as possible.

Agenda-8: Reconsideration of construction of cycle parking in front of

canteen area and discussion about the status of construction.

HEC has decided that agenda of construction of cycle parking in front of canteen

area will be deferred until canteen expansion takes place.

HEC has commonly agreed to the following rules for avoiding rush by cycle

parking in front of canteen areas.

1. No Parking in front of canteen area.

2. Students must park their cycle in stand and then came to canteen.

3. If any student’s cycle found parked in front of canteen area then the cycle

will be locked by chain and handed over to SIS guard.

4. The cycle will be unlocked after the permission of Warden In-charge

(Student will write a letter which will be forwarded by President to Warden

In-charge).

HEC was also agreed that the parking in the formerly green area along the corridor

connecting mess & canteen will also be stopped. Also, the Garden Secretary will

try to do plantation in that space as this was earlier a green space.

Agenda-9: Proposal of some flower pot stands to put near canteen, hostel

entrance and mess.

HEC has accepted the proposal presented by Mr. Vasav Gautam in principal but

instructed following things to Garden Secretary

1. Make a proper design and propose that design to HEC in next meeting.

2. Make an estimate of fabrication of flower pot stand.

Agenda-10: Proposal to maintain the inventories and finances in hall.

In principle HEC has accepted the proposal presented by Mr. Vaibhav Dhar

Dwivedi. The proposals are

Rules to maintain the inventories and finances in Hall-8

1. Officer in-charge should take signature as permission against any financial

issue like the clearance of cheques, bills and payments on any subject.

2. Officer in-charge should provide an ‘advance form’ to secretaries to request

for advance.

3. Officer in-charge should make soft files for giving advances to and returned

amounts by anyone. And make another soft file for transaction in the mess

of our hall.

4. This is a request to all secretaries to prepare and maintain the inventory list

(Hard copy and soft copy) of regarding the department.

5. I suggest them to take the help of Hall-office members to make it maintain.

You all supposed to keep a copy of the estimate / quotation with your file.

Original bill/ quotation/ estimate will be submitted to Hall office.

6. Meeting related to finance will be organized quarterly basis. In which we

will cross check and discuss about the latest updates of inventories and

expenditure. Physical Verifications of inventories will also be done by

president and his committee including GBM.

7. Secretaries can raise their requirements in this meeting.

8. Sample of pro forma:

Item Brand Quality Cost Purchasing

date

Condition AMC Remark

9. Sample of pro forma for DCF expenditure for example

Expenditure DCF 2015 Hall-8

Secretary – Respective Secretary Name (Post)

Note: 1. Kindly make the expenditure detail in following format only. 2. Please attach copies of all bills. 3. Please attach a comparative chart for quotation on the basis of which you have chosen

supplier.

SR

Perticulars Number

of items

Invoice

number Tin Number Advance Expenditure Balance

Item Brand

1 Secretary Name - - - - 25000.00 - 25000.00

2 Badminton Y200 Yonex 4 1234 TIN12345 - 4800.00 20200.00

3 Cricket bat mrf 2 5678 TIN12345 - 3000.00 17200.00

4

5

6

Signature-

President

Secretaries

Reading room Cultural room Mess

Maintenance Computer room

Sports Canteen

Garden Accounts

10. Sample of pro forma for Comparative Statement of Vendors for example

Comparative Statement of Vendors Secretary – Respective Secretary (Post)

Note:

1. Kindly make the comparative statement details in following format only.

2. Please attach copies of all quotations.

3. Please attach this comparative chart with the expenditure details.

SR Particulars vendor 1 Vendor 2 Vendor3 Vendor4 Remark

1

2

Signature-

President

Secretaries

All Secretaries as Mentioned Above Performa

Agenda-11: Proposal to formation of rules for meeting related to cultural,

maintenance, reading room, games and sports, accounts, gardening and

canteen.

HEC has accepted this proposal presented by Mr. Jitendra K. Katiyar and formed

the following rules.

1. Every secretary will conduct the open meeting of his respective post at least

in every 2 month.

2. Minutes of that meeting will be circulated by respective secretaries.

3. The minutes will be ratified in HEC meeting.

4. Any critical issue which was not solved in that meeting can be discussed in

HEC meeting

Agenda-12: Proposal to maintain the attendance record for hall office

employees through thumb impression present in hall security room at

entrance.

HEC has accepted this proposal presented by Mr. Jitendra K. Katiyar. He will

write a letter to ADHA through Warden In-charge and try to implement it very

soon, so that it will be easy to monitor the Hall Staff attendance.

Agenda-13: Proposal to stop the fund release for towel and soap in every

three month to COW employees through HDF.

HEC has agreed to this proposal presented by Mr. Jitendra K. Katiyar. With

immediate effect this practise will be terminated because till now the employees

used to get these things costing around Rs 2800.00/- in every three month for

towel and soap from HDF. When enquired with ADHA, we found that there is not

any rule for this type of facility to COW employees.

Agenda-14: Any Other Issues, with the permission of chair

1. Stopping people taking food from the canteen to the play ground

This issue was raised by many hall residence because of recent incident of a

student getting serious injury due to a broken tea glass inside the playground

which was brought their by some of our residents. So in order to prevent that HEC

has commonly agreed for following points:

1. No eatable or drinkable items are allowed inside the playground.

2. No chairs are allowed inside the playground.

HEC has requested to all hall residence to follow these rules because these are for

your safety. Please cooperate on the same.

Annexure-1

S.No. Name Post Attendance

1. Prof. Javed N. Malik Warden In-charge Present

2. Dr. Krishanu Biswas Maintenance

Warden Present

3. Dr. Rajesh Sathiyamoorthy Mess Warden Present 4. Jitendra K Katiyar President Present 5. Amarjit Kene Mess Secretary Present 6. Vaibhav Dhar Dwivedi Account Secretary Present

7. Sateesh K Yadav Computer

Secretary Present

8. Anand Prakash Dwivedi Reading Room

Secretary Present

9. Aditya Desai Maintenance

Secretary Present

10. Vasav Gutam Garden Secretary Present 11. Yaswanth K. Penke Sports Secretary Present 12. Priyabrat Dandapat Cultural Secretary Present 13. Jalindar B Talode Canteen Secretary Present 14. G Kishore GBM Present 15. A Harish Raja GBM Present 16. T Chakraborty GBM Present 17. S Ghosh GBM Present 18. K Makhal GBM Present

Annexure 2

Expenditure DCF 2015 Hall-8

Secretary – Aditya Desai (Maintenance)

SR

Particulars Number

of

items

Invoice

number Tin Number Advance Expenditure Balance

Item Brand/Material

1 DCF Amount Sanctioned 25000

2 Bean Bags

Brand- NA,

Material-

Letherette

5 594 009941701200 - 9470 15330

3

Curtains (TV

room +

computer room)

- 13+2 - - - 3420 12110

4 Double

Bedsheets - 6 - - - 1659 10451

5 Curtains for

mess - 25 - - - 7400 3051

Total Freight NIL (included in bean bags bill)

Total Balance 3051

Secretary – Sateesh K Yadav (Computer)

SR Particulars Number

of

items

Invoice

number Tin Number Advance Expenditure Balance

Item Brand/Material

1 DCF Amount Sanctioned 63000.00

2 Advance Taken 45000.00 45000.00

3

Assembled CPU

with Desktop,

Mouse and

Keyboard

Intel 1 SIHO0623 09341400997 - 24000.00 21000.00

4 Assembled CPU

with Mouse Intel 1 SIHO0623 09341400997 - 17800.00 3200.00

5 CPU Cabinet

with installation Black 5 - 5000.00 -1800.00

6 Computer Table - 3 144 09341700326 - 7140.00 -8940.00

7 paint for

whitewash Dulx 6 lit 354 09141701082 - 2900.00 -11840.00

8

Computer Table

and Chair

repairing

7 - - - 6000.00 -17840.00

Claim Total Amount 17840.00

Grand Total 62840.00

Total Balance 160.00

Secretary – Jalindar B Talode (Canteen)

SR Particulars Number

of

items

Invoice

number Tin Number Advance Expenditure Balance

Item Brand/Material

1 DCF Amount Sanctioned 33900.00

2 Working Table Stainless Steel 1 - - - 11100.00 22800.00

3 Chair Cello (Plasma) 25 - - - 15625.00 7175.00

4 Table Cello (Fabnin) 3 - - - 5700.00 1475.00

Total Freight 950.00

Total Balance 525.00

Secretary – Priyabrat Dandapat (Cultural)

SR

Particulars Number

of

items

Invoice

number Tin Number Advance Expenditure Balance

Item Brand/Material

DCF Amount Sanctioned 25000.00

1 Amplifier Ahuja /100w 1 - - - 11627.00 13373.00

3 Curtains Delhi Handloom 5 - - - 8400.00 4973.00

4 Carpets Delhi

Handloom

208 sqr

feet - - - 4537.00 436.00

Total Expenditure 24564.00

Total Balance 436.00

Secretary - Amarjit Kene (Mess)

SR Particulars Number

of

items

Invoice

number Tin Number Advance Expenditure Balance

Item Brand/Material

1 DCF Amount Sanctioned 85000.00

2 Masala Trolley Stainless Steel 2 - - - 17000.00 68000.00

3 Container (50

Kg) Stainless Steel 20 - - - 20000.00 48000.00

4 Dhokla Maker Aluminium 1 - - - 5600.00 42400.00

5 Water Jug Steel 5 - - - 1050.00 41350.00

6 Spoons Steel 20 Dz - - 1700.00 39650.00

7 Repairing of

Equipments

Potato Pillar,

Grinder,

Ben Berry etc.

- - - - 28500.00 11150.00

8

Electronic

Billing

Machine

- 1 - - - 13000.00 -1850.00

9 Router TP link 1 - - - 1350.00 -3200.00

10 Yashwanth

Credit DCF Amount - - - 3500.00 300.00

Total Balance 300.00

Secretary - Yaswanth Kumar Penke (Sports and Games section)

S.No. Particulars Number

of items

Invoice

number Tin Number Advance Expenditure Balance

Item Brand

1 DCF Amount Sanctioned

- 35000.00

2 Yaswanth Kumar Penke

- 25000.00

25000.00

3

Cricket bat (tennis

ball) Reebok 2 (two) 12-------565

09745300110

900.00 24100.00

4

Cricket bat (match

ball) SS ton 2(two) 12-------565 2500.00 21600.00

5 Cricket ball (tennis) SG 12 (twelve) 12-------565 900.00 20700.00

6

Cricket ball

(synthetic) SG 6 (six) 12-------565 840.00 19860.00

7 Batting gloves SG 3 (three) 02-------091 1950.00 17910.00

8 Keeping gloves SG 1 (one) 02-------091 650.00 17260.00

9 Keeping pad SS 1 (one) 12-------565 550.00 16710.00

10 Badminton racquet

Yonex-carbonex 7000

Ex 4(four) 02-------091

09845602677

5000.00 11710.00

11 Badminton shuttle Yonex-Mavis 350

4 (four)

boxes 02-------091 2560.00 9150.00

12 Badminton nets 4 (four) 02-------091 1000.00 8150.00

13 Tennis racquet Kuakie-carbon 2 (two) 12-------565 09745300110

2400.00 5750.00

14 Squash racket Cosco 2(two) 12-------565 2000.00 3750.00

15 Volley ball Nivia 5 (five) 02-------091 09845602677 2350.00 1400.00

16 Foot ball Nivia-shining star 5 (five) 12-------565 09745300110 4000.00 -2600.00

17 Basket ball Nivia 1 (one) 12-------565 600.00 -3200.00

18 Table tennis ball Figa 30 (thirty) 02-------091

09845602677

750.00 -3950.00

19 Table tennis net Tournament quality 2 (two) 02-------091 220.00 -4170.00

20 Volley ball net " 1 (one) 02-------091 625.00 -4795.00

21 Basket ball net " 1 (net) 12-------565 09745300110 280.00 -5075.00

22 Maintenance - - - -

1425.00 -6500.00

Total expenditure: 31500.00 3500.00

Amount Given to Mess Purchase 3500.00 0

Claim Total Amount -6500.00

Total Balance amount 0

Thanks.