EMD HMC

Minutes of First meeting

Following members were present in the 1st EMD HMC meeting held on 26th of October, 2016
in SAC Conference Room at 2:00 pm.

Members in the first EMD HMC meeting:

From EMD: Sahoo Sir

Yadav Sir
Mali Sir
Hashmi Sir
Kalpana Mam

Institute Secretaries, Hostel Affairs: Ojas Gupta

Meet Kakadia
Mohit Chhabda

Hostels Present :
H3
H4
H6
H9
H10
H11
H14
Points Discussed​ -

1. Preventive Maintenance​ -
It was discussed that currently the hostel council is not aware of the preventive
maintenance schedule.Mali sir explained that the electricians notify the hall manager
at the day of coming and then does the preventive maintenance and get the
signatures.It was agreed by Sahoo sir and Mali sir to notify the hall managers one day
in advance before coming and the councillors agreed to ask their hall managers to
inform them of the schedule and to not sign the sheets. Also solar water heaters
inspection was decided to be covered in preventive maintenance

2. Stock Availability​ -
The Councillors complained that the electricians sometimes complained about the lack
of stock at EMD for longer duration of time which leads to delayed problem solving.
Kalpana Mam explained that EMD gets advance for buying stocks as soon as they go out
of stock. Sahoo sir asked to escalate the problem to kalpana mam whenever an
electrician complaints about the issue by dropping a mail to kalpana mam and ccing
him. All hostels agreed to this.

3. Availability of electricians at night​ -

Sahoo sir explained that the electricians from power house at night (11 PM - 7 AM) are
instructed to only solve major problems like complete hostel power out or complete
wing power out.It was discussed that during endsemester exams students face
inconvenience if there room power goes out.It was agreed by Sahoo sir to provide
provisions during endsemester exams.An application is to submitted by HA council in
this regard

4. Electricians Procedure for Complaint solving​ -

Mali Sir explained that the electricians follow a slip sticking procedure when they visit
a hostel room for attending complaints.They do it two times before the student has to
inform EMD again.All hostels unanimously agreed that it was being followed
Hostel Specific Complaints and action points -

H 9 ​-
1.Fan replacement was to be done but was not started.Mali sir assured that it would be
started soon
2.Additional Fan was needed in the computer room for which application is to be provided
3.Benmerry’s work was pending as involved both Estate and EMD.Mali sir assured that work
will be done after Estate has been called

H 10 -
1.Sahoo sir asked for Letter to be provided for extra lights and fans in box room
2.For wing lights not having proper switches in new building Mali sir assured to look into it to
the earliest
3.Washroom ducts were not functional in most washrooms.Mali sir assured to look into it
4.Solar water heater are not working to which Sahoo sir told Mali sir to look into and add
them as a part of preventive maitenance

H 11 -
1.Sahoo sir asked for application be provided for new fans(stolen or removed without notice)
2.An issue was raised that the ceilings are too weak to hold fans with an recent event.It was
told that estate office wants someone from EMD to take of fans while they inspect.Mali sir
ensured to provide an electrician on site when estate office comes to inspect
3.A letter was provided for new tubelights in stairs.Sahoo sir directed to take this issue up
4.New Exhaust was needed in washroom near security guard.Sahoo sir asked for space if not
present and then this would be taken up

H 14 -
1.Letter is to be provided for non working exhaust fan repair
2.An issue was raised that a metal halide has not been provided for a long time giving lack of
stock as the reason.Kalpana mam assured to bring it in stock and get it done
3.Letter to be provided for new plug points in washrooms