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| College Bye Laws CHAPTER-18 |
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| Purchase Rules for Hostel |
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18.1. Mess Committee
The work pertaining to the running of the Co-operative Mess in the students hostels of BCET,Gurdaspur will be looked after by a Committee, know as Mess Committee. Mess Committee shall consist of :
- Warden
- Asstt.Warden
- Mess Manager-cum-Accountant (MMCA)
- Six student members.
(to be elected/ nominated by the Principal)
MMCA in consultation with the Asstt. Warden shall convene the meeting of the Mess Committee. The Warden or the Asstt. Warden in his absence shall preside over the meetings of the mess Committee.
18.2 Duties of the MMCA
The MMCA is responsible for general upkeep of the hostel, supervision of the day-to-day working of the hostel mess, maintaining the mess accounts and the advances. He will also carry out any other work as assigned to him by the Asstt. Warden / Warden. An Imprest amount of Rs.500/- will be given to the MMCA for meeting petty immediate purchases.
18.3 Purchase Committee
The purchase Committee shall consist of the following:-
- Warden/ Asstt. Warden and/or MMCA.
- Two student members of whom one should be a member of the Mess Committee (the same members should not be included in the purchase Committee very often).
18.4. Mode of Payment
- All payments other than cash purchase shall ordinarily be made by the payee a/c cheque except advance to MMCA/ Asstt. Warden.
- In case a cheque is drawn for more than Rs.10,000/- it shall be brought to the notice of the Registrar in writing by the cheque issuing authority except where the cheque is being issued to a Govt. Agency/Govt. Cooperative Store, College Cooperative Store/ Super Bazar if essential, advance payment may be made by cheque to the agencies.
18.5 Purchase Procedure
(A) Cash purchase
- In consultation with the Mess Secretary the MMCA shall make an estimate of the cash purchases to be made and submit it to the Asstt. Warden for approval. This will then be submitted to the warden who will issue a cheque in the name of the Asstt. Warden/MMCA. The Purchase Committee will then carry out the purchases and shall ensure that good quality and quantity of the material. The voucher shall then be signed by the Mess Secretary and the MMCA. The Asstt. Warden shall pass the voucher and present it to the warden for final payment/ adjustment.
- All cash purchases shall be made by the purchase Committee on the basis of competitive rates.
- As far as possible quotations be obtained from at least three reputed shops and purchases shall be effected on the lowest rates keeping in view the quality of the material. A certificate to this effect shall be recorded on the comparative statement by all the members of the purchase Committee.
(B) Petty/Immediate purchases
Petty/ immediate purchases up to Rs.500/- at a time may be made by MMCA or a person authorised by the Asstt. Warden without calling for quotations and without assistance of a purchase Committee.
(C) Fresh Supplies.
In case of fresh supply such as milk, fruits ,vegetables, bread, eggs, butter etc. the Mess Committee may enter into a contract with suppliers. It would be ensured that the material is supplied at market rates and is of good quality.
- In case of milk, test checks shall be made by the Asstt. Warden/MMCA or a person authorised by the Mess Committee/Asstt. Warden by way of testing the fat content. The checks shall be carried out in the presence of the supplier and recorded on the bill under the signatures of the persons conducting the test. A proportionate deduction from his bill for 7 days preceding the date of the test shall be made and a fine may also be imposed as decided by the Mess Committee, if there is a defect in the quality.
- In the case of perishable items such as atta which gets spoiled on account of long storage it may be useful to fix the rates for a particular period (say one month) and the purchase may be effected in installments to avoid storage.
18.6 General
- Items like ghee, rice, atta etc., may be purchased on the basis of verbal enquiries. In such cases, the reasons thereof are to be recorded.
- The purchase of items in short supply may be made on the basis of a single quotation. However, it must be accompanied by a Committee to this effect by the purchase Committee.
- Quotation are not necessary for purchases from Govt. Stores/ Co-operatives/Super Bazaars / College Co-operative Store. But a certificate must be given that these are the lowest rates.
- In the case of items which are scarce but have to be purchased by the purchase Committee, it will not be necessary to obtain a Bill from the Shopkeeper but a certificate from the purchase Committee that the purchase has been effected at the lowest rates on the basis of personal enquiry may be accepted.
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| End of Chapter 18 |
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