2 nd HEC Meeting Minutes The 2 nd HEC meeting was held in hall office on 06 th 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. 1 st HEC Meeting Minutes b. 1 st 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 30 th 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.
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Transcript
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