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GAYA COLLEGE OF ENGINEERING, GAYA

Minutes of the 9th Meeting of the Board of

Governors held on 7th December, 2019.

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Minutes of the 9thMeeting of the Board of Governors of Gaya College of

Engineering, Gaya held at 10:00 A.M. on December 7th, 2019.

On 7th December 2019, the BoG members assembled in the newly furnished conference room of

the recently constructed building of the Gaya College of Engineering, Gaya at 10:00 am. The

members interacted informally prior to the formal meeting beginning at 10:30am. The following

members were present:

S. No. Name of the member

1 Dr.Janak Pandey, Chairman

2 Dr.Nirmal Kumar, Secretary

3 Prof. N.C. Shivaprakash (Mentor of GCE, Gaya)

4 Dr. M. P Jakhanwal, Member (BoG)

5 Dr. L. B. Roy, Member (BoG)

6 Prof. S. J. Ahmad, Member (BoG)

7 Prof. G. N. Sharma, Member (BoG)

The Chairman of the Board specially welcomed the invited students as observers (as per

decision of the BoG in 7th meeting) and requested them to join the lightning of lamp. After

lighting of the lamp by the dignitaries, the meeting began with the welcome of the Chairman

and the members of the Board by the Principal, Dr. Nirmal Kumar.

Dr. Kumar took the opportunity to present the progress report of the College in the

present quarter ending on December 31st, 2019. He presented the following:

(i) GCE, Gaya earned 1.37 out of 3.00 score in the Performance Audit and thus was

listed as high performing Institute under twinning activities by NPIU, New Delhi. The

institute achieved the 2nd best score in India.

(ii) The Principal himself attended an International Conference (as approved in the 7th

BoG) at Mediterranean University Centre, Nice, France on Disaster Resilient Society

on 16 – 17 October, 2019.

(iii) The Principal visited VJTI, Mumbai (Mentor Institute) under Twinning activity and

discussed various issues related to development of the college like placement, start

up, Entrepreneurship, soft skills, Employability, GATE preparation and involvement

of students in academic, extracurricular activities including arts, athletics, clubs,

employment, personal commitments, and other pursuits.

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(iv) The GCE, Gaya successfully organized IDEA-2019, National Conference on 22 -23

October, 2019 at Bodh Gaya.

The Board members appreciated the progress and achievements made by the College.

As a part of welcome, the Board members were presented individually rose plant. The

Chairman suggested that as it may not be possible to carry home rose plants by the

individual members, these plants should be planted in a corner of the campus garden and

gradually a “BoG Rose Garden” should be developed. This idea was welcomed by the

Principal and all other members.

Agenda 9.1: Confirmation of the minutes of the 8th BoG Meeting held on 29th August, 2019.

Note 9.1.1: The minutes were prepared and signed by the Chairman and Secretary. The minutes were circulated for suggestions and comments of members. Suggested comments have been incorporated. The Board may reconfirm the minutes.

The Board resolved to confirm the minutes.

Agenda 9.2: To report the Action Taken Report (ATR) on decisions taken by the BoG in the

eighth meeting held on 29th August, 2019.

Note 9.2.1: Action taken report (ATR) has been prepared against each decision for

which actions have been taken. Prof. Chandra Bhusan Kumar , TEQIP-III Coordinator

was presented ATR in the meeting.

The Board noted and resolved to approve the action taken report of the 8th BoG meeting

held on 29.08.2019. The Board, however, discussed in detail matters related to various

actions taken by the College and made further observations as follows:

i) A comprehensive report and action for the AMCAT for the improvement of

communication and other skills of the students was presented by the concerned

coordinator. The Board considered importance of the Employability Skills Test

(AMCAT) and noted that the overall report was not satisfactory, as only few

students have scored above 75% marks. The Board resolve to suggest that effort

should be made and training should be planned to motivate the students, so that

at least one quarter of the students may get score more than 75% marks.

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ii) The Board was apprised with the Training and Placement achievement. The

Board advised the Training and Placement coordinator to effectively organize the

preplacement training and work hard with students to achieve high benchmarks

for placement and internship.

Agenda 9.3: Status of TEQIP-III project:

The following report was presented by the Principal:

Note 9.3.1: Procurement for modernization of laboratories was planned, initiated and

generated purchase orders through PMS portal and completed the procurement

process for some packages in the month of September, 2019 (reported separately in

agenda 9.4) and many academic & financial activities were conducted in Quarter-III

(FY: 2019-20) some of major activities are as follows:

Performance Audit report has been published and GCE, Gaya scored 1.37 out of 3.00

and GCE, Gaya was selected one of the high performing institutes in twinning and

scored 1.00 and was invited at NPIU for presentation.

For NPIU, empaneled GATE, training 300 hrs. classes has been completed by the GATE

training provider “The GATE Academy” and the crash course will be conducted for the

students in the month of January,2020.

As per the AICTE, mandate the Induction Program for first year students of academic

year 2019-20, was conducted from 09.09.2019 to 30.09.2019.

Today world is facing crisis of clean energy. In the wake of sustainability and mitigating

climate change, the idea of “Energy Swaraj” or localized energy self-sufficiency has

been conceptualized, it this view “Gandhi Global Solar Yatra” was planned by IIT,

Bombay across the globe. The “Students Solar Ambassador Workshop” was organized

on 2nd October, 2019 at GCE, Gaya, with the support of IIT, Bombay.

Essay Writing Competition and Drawing Competition was organized at GCE, Gaya and

the winner students were awarded on 30.9.2019.

128 students were certified in Spoken tutorial by IIT, Bombay.

Two students of final year were selected from Civil Engineering in Prism Johnson

Cement Company on 19.1.2019.

56 students and 7 faculty members have got the certification from NPTEL under

MOOCs and online courses till 03.12.2019.

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Training on GIS and Remote Sensing was organized from 17th – 21st September, 2019

at GCE, Gaya.

As per NPIU, norms fourth mentoring has been completed on 09.11.2019, the mentor

Prof. N.C. Shivaprakash (Prof. IISc Bangalore) visited GCE, Gaya.

One-day seminar was organized on “Plastic Waste or Resources? Management and

Optimality” on 29.09.2019 under the AICTE, event “Swachhata hi Seva”.

NPIU, Employability Skills Training was is going on by the service provider TIME,

Secunderabad.

Six students from GCE, Gaya were participated in “New, Clean and Intelligent Mobility

Mission Festival” on 8th-9th November, 2019 at EMPI Business School, New Delhi. The

event was organized in association with Ministry of Road Transport and Highways,

Government of India.

Internal Audit for the period April-2019 to September 2019 (Q-I & Q-II) was completed

from 7th November to 9th November, 2019. (final report awaited).

Hackathon on CODE Blitz was organized on 14.09.2019 at GCE, Gaya

The training from CISCO has been started on “IT essential training” for all students.

GCE, Gaya has selected for establishment of 12 Digital Class Room by NPIU, New Delhi.

National Integration Camp is going to be organized from 7th -11th December, 2019 at

GCE, Gaya, by Nehru Yuva Kendra, Gaya (An Autonomous Body of Ministry of Youth

Affairs and Sports, Government of India).

The research project under Collaborative Research Proposals form different

departments were submitted to AICTE, New Delhi under AICTE-CRS Scheme and to

Aryabhartta Knowledge University (Patna), nine proposals were selected under NPIU

CRS scheme of revised total cost Rs. 9298000/- (Rupees Ninety-Two Lakhs Ninety-Eight

Thousands Only) and from AKU, Patna six proposals were selected of total sectioned

cost is 1800000.00 (Rupees Eighteen Lakhs). Following is the list of faculty members:

S.N. NAME OF FACULTY Department CRS Project From NPIU/AKU

AMOUNT

01. Dr. Nirmal Kumar Civil Eng. AKU 300000.00

02. Dr. Vikram Kumar Civil Eng. NPIU 1234000.00

03. Dr. Prashant Singh Chauhan

Mechanical Engineering

NPIU 1642000.00

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04. Dr. Shashank Tripathi E.E. Engineering

NPIU 1062000.00

05. Dr. Biplab Goswami Physics NPIU 0738000.00

06. Dr. Amol Bute English NPIU 0998000.00

07 Dr. Vitthal Rao Kashid Chemistry NPIU 1075000.00

08 Dr. Deepak Kumar Ambast Sinha

Physics NPIU 0536000.00

09 Mr. Raushan Ranjan (A.P)

Civil Engineering

NPIU 1283000.00

10 Prof. Dhuba Jyoti Kalita Computer Science Eng.

NPIU 0730000.00

11. Prof. Chandra Bhusan Kumar Yadav

Civil Eng. AKU 300000.00

12. Prof. Omprakash Sudhanshu

Civil Eng. AKU 300000.00

13. Prof. Kailash Kumar EEE AKU 300000.00

14. Dr. Ruby Arya Mathematics AKU 300000.00

15. Dr. Santosh Agrawal Mathematics AKU 300000.00

TOTAL 11098000.00

The Board was apprised with the status of TEQIP-III project at GCE, Gaya. The Board resolved

to appreciate the progress made by the College. The NBA Coordinator, GCE Gaya, informed

that after approval of the Board in 8th Meeting, the NBA visit is rescheduled and extended

up to March, 2020. The Board considered the circumstances and directed to organise a mock

test prior a month before the visit of National Board of Accreditation team.

Agenda 9.4: To report the following procurement completed in Quarter-III and Quarter-IV

(July-December, 2019-20)

Note 9.4.1: As per the prior approvals in previous BoG meetings the procurement for

following items have been completed:

S.N. PACKAGE NAME Amount Annexure

01 Centralized UPS for CSE, CE, ME, Library, Maths and EEE Departments

1647870.00 9.4.XI(Page No79-80. )

02 Smart Class Solution with Digital Podium

3454400.00 9.4. XII (Page No. 81-82 )

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03 Sanitary Napkin Vending Machine 1,09,179.00 9.4.XIII (Page No. 83 )

04 Integrated Desk Cum Seating with shelf for CSE, CE, ME and EEE class rooms

1593000.00 9.4. XIV(Page No 84-85 )

05 ANSYS’s Software Solutions 1575300.00 9.4.XV (Page No. 86-91 )

06 Minor Civil Work Electrical Machine Lab (Dept of EEE)

59942.00 9.4.XVI (Page No.92-93)

07 Modernization of Electrical Machine Lab

1458952.00 9.4.XVII (Page No. 94-97)

08 Strengthening of Concrete Technology Lab and Building Science Lab

1482670.00 9.4.XVIII (Page No 98-99. )

09 Strengthening of Transportation Lab

973500.00 9.4.XIX (Page No. 100-101 )

10 MATLAB for NMCT Lab 737464.60 9.4.XX (Page No. 102-103 )

11 Desktop for CSE, CE, NMCT, PCB and Library

6361026.00 9.4.XXI (Page No. 104-107)

12 Training Chair cum Table for Heat Transfer and Theory of Machine, Fluid Mechanics and IC Engine Lab

492000.00 9.4.XXII (Page No. 108-109)

13 Furniture for Strengthening of Electrical Machine Lab

126909.00 9.4.XXIII (Page No.110 )

Total 19963033.60

The Board was apprised with the procurement of items and procurement status of GCE,

Gaya. The Board appreciated the speedy procurement process leading to achievements of

high performing institute by achieving the 65% expenditure target set by NPIU in the month

of September,2019. The Board resolved that the procurement process should be ended up

till the end of the month of December, 2019 as per NPIU, guideline.

Agenda 9.5: To report about the Annual Report for year 2018-19.

Note: 9.5.1: The Annual report has been prepared by the annual report committee and

it will be presented by the coordinator Prof. Danvendra Singh.

Annexure: -

9.5.XXIV: Annual report for the year 2018-19. (A hand book is enclosed separately)

The following suggestions were given by the Board for improvement of the annual report:

i. The Department wise details including a description of each faculty members with photographs should be presented.

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ii. The details of remedial classes, bridge courses under EAP (Equity Action Plan) should be presented.

iii. A brief of each Board members should be presented with photographs. iv. The message from the Chairman, the Mentor and the Mentor institute (VJTI) should

be presented. v. Write about the functioning of the BoG.

vi. Do not add much photographs for one activity. vii. Write few lines or one paragraph about the objective and purpose of the committee,

and add the activities of each committee. viii. Write about the B.Tech Program objective.

ix. The editorial team may consult annual report of some good institution.

The Board resolved that the Annual Report is the face of the Institution and therefor various

information related to the college should be presented in the best possible way.

Agenda 9.6: To report about the National Conference on Infrastructural Development and

Environment Assessment “IDEA-2019” held on 22th- 23rd October, 2019.

Note: 9.6.1: With reference to agenda no. 8.9 of 8th BoG Meeting, held on 29.08.2019,

the Board was approved to organize the National Conference on Infrastructural

Development and Environment Assessment (IDEA)-2019 of relevance of the faculty

expertise and related to departments. GCE, Gaya successfully organized the National

Conference on 22th -23th October, 2019.

Annexure: -

9.6.XXV: Report of National Conference.

The Board was apprised with the proceedings of the National Conference on Infrastructural

Development and Environment Assessment “IDEA-2019” held on 22th- 23rd October, 2019 at

Bodh Gaya. And the Board congratulated the institution for successfully organizing the same.

Agenda 9.7: To seek approval of ‘Action Plan’ including Academic Expenditure and

Incremental Operating Cost for Quarter-IV (Financial Year 2019-20) under TEQIP-III Project

Note 9.7.1: With the discussion of HODs of all the departments, Coordinators and the

Principal the action plan has been prepared for the upcoming Quarter-IV (Jaunuary-

March, 2020) as follows:

i. Academic Activities ii. Incremental Operating Costs.

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The Board was apprised with the action plan of academic and IOC activities for Quarter-IV

Financial Year 2019-20, and the Board approved the action plan.

Agenda 9.8: To get Post-facto approval for the procurement of Sanitary Napkin Vending

Machine.

Note:9.8.1: As per AICTE, mandate the sanitary napkin banding machine was procured

through GeM and total expenditure was made of Rs. 109179.00 (Rupee One Lakhs Nine

Thousands One Hundred Seventy-Nine only). Post-facto approval is requested.

The Board approved the procurement of Sanitary Napkin Vending Machine.

Agenda 9.9: To get Post-facto approval for the payment Rs. 6361026.00 related to

procurement of 102 desktop computers out of 120 for CSE, CE and PCB, NMCT, PCB and

Library.

Note:9.9.1: The procurement was completed for the purchase of 102 desktop computers

for CSE(59), CE (28) and PCB (15) NMCT (0) and Library (0) as per principal GCE Gaya

declaration submitted to NPIU dated 04.09.2019, after delivery of 102 desktop

computers the bill was raised by supplier of Rs. 6361026.00 but financial power to the

Principal is up to 5000000.00, so the bill was paid by splitting the bill into two parts. Post-

facto approval is requested.

The Board approved the procurement of 102 desktop computers out of 120 for CSE, CE and

PCB, NMCT, PCB and Library.

Agenda 9.10: To get approval to hire the service provider for Communications Skills Training

of 1st Year Students 2019-2020 at GCE Gaya.

Note: 9.10.1: As per direction of Department of Science and Technology, Patna (Bihar)

Business English Training for first year students is scheduled in the month of January-

February, 2020 of total proposed amount Rs.1624000.00 (Rupee Sixteen Lakhs Twenty

Four Thousands). By taking prior approval from the Honorable BoG Chairman and

SPIU, the process to hire the service provider has been started through PMS portal. Post

facto approval is requested.

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The Board approved to hire the service provider for Communications Skills Training of 1st

Year Students 2019-2020 at GCE Gaya.

Agenda 9.11: To seek approval of ‘Procurement Plan’ under TEQIP-III project for

strengthening of Computer labs and Conference room.

Note:9.11.1: For “Upgrading and Modernization of Labs” of different departments/

engineering streams: Requirements for strengthening of Computer Labs and

Conference Room have been reviewed by respective HoDs and the faculty members

in view of the equipment being obsolete, faulty and for the lab advancement. By

taking prior approval from the Honorable BoG Chairman, procurement process have

initiated through PMS portal, post facto approval is requested. Summary of the

requirements is furnished below:

S.N. Name of the Lab/Equipment Proposed Amount (In Lacs)

01

Proposal for funding for Strengthening of Computer Labs

and Conference Room

(Requested for Post facto approval at Department/Institute

Level, procurement process is started through GeM)

{Annex-9.11.XXVIII} [Page no. 124-127 ]

91000.00

02

Proposal for Strengthening of the Conference Room

(Requested for Post facto approval at Institute level,

procurement process is started through GeM )

{Annex-9.11.XXIX} [Page no. 124-127]

110206.00

03

Proposal for Networking/ Server Establishment / Check

Point Implementation

{Annex-9.11.XXX} [Page no.128-129 ]

9500904.00

04

Proposal for RAM Addition

{Annex-9.11.XXXI} [Page no. 128-129] 944000.00

05

Grand Stream Virtual Classrooms

{Annex-9.11.XXXII} [Page no. 128-129 ] 876250.00

Grand Total 11522360.00

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The Board considered the proposals for strengthening of “Computer labs, Conference room

and Internetworking” in different Departments/institute level and resolved to approve it.

Agenda 9.12: To get approval to make expenditure for minor electricity work, networking and

repairing and maintenance of laboratories from IOC (Incremental Operating Cost) head of

TEQIP-III fund.

Note: 9.12.1: With reference to direction received from NPIU, New Delhi through

email dated 6th August, 2019 and 15th November, 2019. GCE, Gaya have selected to

install 12 digital classrooms. To make the classrooms functional, minor electricity work,

networking and other repairing and maintenance work was done. Furthermore, many

laboratory’s equipments and other goods were procured through TEQIP-III fund, and

to make laboratories equipments and goods operational and functional, some

expenditure may be occurred. Permission from the Board is requested to allow to make

the expenditure from IOC head of TEQIP-III fund.

The Board appreciated the allocation of 12 digital classrooms at GCE, Gaya by NPIU, New Delhi.

The Board considered and resolved to approve that, to make the laboratories and equipments

operational, the expenditure up to Rs. 1500000.00 (Rupee Fifteen Lakhs) for minor electricity

work, networking and repairing and maintenance of laboratories may be done from IOC

(Incremental Operating Cost) head of TEQIP-III fund.

The Board further directed that the college following the proper procedure will prepare a

proper estimate and submit to BoG Chairman for approval and report to the next BoG meeting

the entire procedure and action.

Agenda 9.13: Any other agenda with the permission of Chair.

A number of suggestions and comments were made for improvement of the college and

quality technical education imparted by the institution, the following were discussed and

recorded by the Board:

a) Dr. M.P. Jakhanwal suggested a number of measures for campus development including water harvesting, solar energy and environmental protection and some symbolic landmark related to Lord Budhdha on the campus. The Board appreciated ideas of Dr. M.P. Jakhanwal and resolve to request him to submit a brief note on each suggestion for the consideration of the Board in the next meeting.

b) Prof. L.B. Rai suggested that research and development committee should meet twice a year and its decision and recommendation should be presented in the BoG meeting for further action, The Board resolve to direct the Principal to accordingly take action on the matter.

c) Prof. N.C. Shivaprakash Suggested that a technology park should be developed on the campus for demonstration and extension purpose for the larger society. The Board resolve to constitute a committee under the Principal of HODs to further develop this idea and submit a report for the consideration of the Board. The

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Committee may contact other institutions, government agencies and individuals who may guide the college for development of the appropriate technology park.

The next BoG meetings will be held on 07.03.2020 at GCE, Gaya.

Note: It is important that all members of BoG are well informed in advance for the BoG

meeting, it was suggested that the Principal may kindly inform the members four weeks in

advance for the scheduled meeting. The agenda should be sent a week in advance. To avoid

the communication difficulties, cancellation etc. the members are requested to kindly plan

their travel and also make suitable reservations.

The meeting ended with vote of thanks to the Chair and the Members by the Secretary of

the Board.

(Dr. Nirmal Kumar, Secretary) (Dr. Janak Pandey, Chairman)

7th December, 2019 7th December, 2019