Guidelines to the Mess Members and Managers of RS Hostel Mess


Following are the guidelines to run the mess decided in General Body Meeting held on 18th November 2004.

There are three different categories under which a person related to Indian Statistical Institute can join the mess of R. S. hostel

Category 1 [M]: Regular Member

  1. In this category a Research Fellow/M. Tech student or a statistical trainee residing in R.S. Hostel/Old Boys hostel/Ladies Hostel can join. He/She has to deposit Rs. 1500/- as Mess Deposit (+ Rs. 20/- as Mess Admission fee). Which will be kept in our Mess Fund and the amount after adjusting the dues if any against his name will be refunded when the member finally leave the mess.

  2. Meal rate for the member belonging to this category will be considered as the basic meal rate.

  3. A member of this category can mark guest meals in his/her mess page.

Category 2 [GM]: Guest member

  1. In this category any person, who is related to ISI officially (like Faculty, Staff, Long term visiting students, Nonresident Research Fellows, Nonresident M. Tech Students etc.) can join. To be member of this category he/she has to deposit Rs. 1500/- as Mess Deposit which will be kept in our Mess Fund and the amount after adjusting the dues if any against his/her name will be refunded when the member finally leave the mess.

  2. Meal rate of the members of this category is of Re. 1/- more than the basic meal rate.

  3. A member of this category can mark guest meals in his/her mess page.

Note:

Every member of category 1 [M]and 2 [GM], will have to take charge of mess managership once in every two years. The timing will be decided by the mess committee consulting the members. The mess deposit will not be refunded to the members who have not taken the mess managership. In case of any dispute mess committee's decision will be the final decision.


Guest Meal Rate Calculation :

  1. The above mentioned members can have at most 20 guest meals per month with Rs. 2.50/- extra. If the number of guest meals exceeds 20, Rs. 5/- extra will be charged per meal up to next 10 meals (i.e. Number of guest meals between 21-30). If number of guest meals exceeds 30 they will be charged Rs. 10/- extra per meal for all the meals above 30.

The mess deposits should be made to the Finance committee of the RS Hostel after it is approved by the mess secreatry. A receipt will be issued by the finance secretary and it should be preserved by the payee to avoid unwanted disputes in future.


Category 3 [G]: Guest

  1. A persons related to ISI can join in this category for a very short period(at most 3 months) of time. He/she has to write an application to the mess secretary of R.S. Hostel and it must be forwarded by the Supervisor/Head of the Department under whom he/she is working.

  2. A member of this category must pay the mess advance decided by mess managers on the day of opening his/her mess page and on the day one of subsequent months.

  3. Members of this category can not mark guests meal in their mess page.

  4. Meal rate of the members of this category will be Rs. 2.50 more than the basic meal rate.

Special Cases :

  1. Students from other hostels can be allowed to take food(if required) in R.S. Hostel's mess when their mess is closed and their meal rate will be same as the meal rate of a regular member(category 1). But they have to pay the mess advance while opening their page.

  2. Short term visiting students residing in the R.S. Hostel/Old Boy's Hostel/Ladies Hostel will also follow the above rules. Their charges of basic meal and special items will be 1.5 times the rates of last published mess bill.


Other Guidelines


  1. Mess advances should be deposited to the managers before the 10th of the month. Defaulter members will be fined Rs. 50/- if they are depositing the money within 16th to 20th of the month, Rs. 100/- if they are depositing the money within 21st to 25th of the month and Rs. 150/- if they are depositing the money after 25th of the month. If someone does not pay any advance in the whole month his/her page will be blocked and he/she must pay the advance plus a fine of Rs. 200/- to reopen the mess page.

  2. -ve dues should be paid withing the 10 days of the publication of final bill. Defaulters may be fined 1.5 times the -ve dues.

  3. All the short term visitors would have to pay 1.5 times the last published bill.

  4. A member debarred from the mess can not take meal as guest of any other member. In that case the host may be fined Rs. 100/- or debarred from the mess. Fine should be deposited to the mess secretary. Mess secretary should maintain an accounts of the money collected.

  5. Breakfast Time : Up to 10:30AM

    Lunch Time : Up to 2:30PM

    Dinner Time : Up to 10:30PM

  6. Breakfast, lunch and dinner should be taken before these times. No claim for food item opted by the member will be entertained after this time.

  7. If no food is available, a member may ask for the cancellation of his/her meal. But, cancellation will not be done as long as there is rice, one SUBJI ('SUBJI' means a curry or fried items whatever is prepared in the lunch or dinner for all the members)and Dal is available.

  8. Members can take chilly, onion and lemon, kept either in the freezer or in the containers inside the kitchen, in lunch, dinner or breakfast time. Under special circumstances, if there is no more 'SUBJI' available, members can take tomatoes or other vegetables by the permission of the managers.

  9. Taking butter, jam, milk, corn flakes, tomatoes and other raw vegetables kept in the refrigerators or in the containers is not allowed to the members.

  10. No food items are permitted to be taken out of the mess hall. Food items provided in the mess should be strictly taken inside the mess hall.

  11. Perishable food materials prepared in excess for breakfast, lunch and dinner or not consumed by some of the members in breakfast, lunch and dinner time, can be taken after the completion of the respective time periods.

  12. No mess utensils should be taken outside the mess.

  13. Don't put the tea/table spoons and small utensils in the large elliptical tub.

  14. Don't put the big plates in the small round tub.

  15. Don't leave the plastic cups, plates and empty tubes (like fruity, ice cream etc.) in the common room or in the corridor.

  16. Mess utensils should be used only for common purpose.

  17. During examination time, M.Tech. CS and M.Tech. QROR students and Research Fellows may have to take charge mess managership on an one day basis, if the Research Fellows are not willing to volunteer for the responsibility for whole of the month. Two of them have to be the mess manager at a time for a day during the examination and the names will be decided through lottery.

  18. In case of clause(17) the original mess managers of that month will take care of all the financial matters.

  19. Members should also see the guidelines to Managers.



Members are requested to consult the mess committee in case of any confusion regarding mess rules. If members have any suggestion or want any amendment in the above guidelines it should be brought to the notice of the mess committee. Mess committee should take the necessary steps to overcome the on reported problems/suggestions.




Instructions For Mess Managers


There should be a group of three or four managers for a month according to the availability of managers. This number is according to the current status of our mess. It should be revised by the mess committee time to time according to the strength of the mess. Mess committee should try to find some non-veg members for this job subject to the availability.


  1. Before opening a new member's page of any category, the managers should check the validity and status of the member. In case of any confusion the managers are strongly recommended to consult mess secretary.

  2. Manager should collect the mess advance of the member of category 3 (Guest) before opening his/her mess page.

  3. Manager should collect the mess advance of the months form the members on at least three days. The dates should be before 10th day of the month. Defaulter members should be fined Rs. 50/- if they are depositing the money on or before 20th of the month and Rs. 100/- if they are depositing the money after 20th of the month.

  1. If a member is joining the month late (after the collection dates), it is under the managers discretion to give proper relaxation. Manager can take the advice of mess secretary in this regard. This fine should be considered as mess income and it should be distributed among all members at the time of calculation of meal rates.

  2. The total amount of collected fine during the month should be highlighted in the mess bill (without the name of the fined person).

  3. If fine is collected after the publication of the mess bill it should be deposited to the mess secretary. Mess committee should take the decision how to spend the money.

  1. Mess Bills should be published before 15th of the next month if there is no semister examination before 15th of that month. If there is examination of the managers before 15th of that month they should publish it within the 15 days of the completion of the examination.

  2. Minimum number of Veg. and Non-veg. in a week

  1. Special Veg. : 5

  2. Fish : 5

  3. Chicken : 3

  4. Mutton : 1

  5. Egg : 2

    Managers should ensure that this minimum number of Veg and Non Veg items are arranged in every week.

  1. If a member of category 1 and 2 has taken 'N' guest meals then

  1. Charge Rs. [2.50 x N ] extra if N <= 20

  2. Charge Rs. [2.50 x 20 + 5 x (N-20) ] extra if N <= 30

  3. Charge Rs. [2.50 x 20 + 5 x 10 + 10 x (N-30)] extra if N > 30.

  1. Establishment charge will be collected from the members of category 1 and 2. If a member of category 1 and 2 has taken a total of less than or equal to (<=) 30 general meals all the taken meals should be charged rs. 2.50 more than the general meals and no establishment charge should be charged to the member.

  2. All the short term visitors may be charged 1.5 times the rates of the last published bill to settle their cases in the middle of the month.

  3. Collection(-ve dues)/refund(+ve dues) of mess dues should be made by the managers within 10 days of the publication of the mess bill.

  1. If members are not paying the -ve dues against their names during the time period given by the managers, they may be fined 1.5 times the -ve dues. Again, it is under the discretion of the managers to consider genuine cases to give proper relaxation. The total fine money should be deposited to the mess secretary. Mess committee should decide how to use the money.

  1. Disciplinary action will be taken by the mess committee if the managers are not publishing the mess bill and collecting/refunding the mess dues in time. Disciplinary action may be debarment from the mess.

  2. One copy of the mess bill should be submitted to each of the secretaries of Mess and Audit committee.

  3. Managers should submit the detail of final account to the mess secretary after the completion of collection/refund of the mess dues from the members. This must be done if there are some unsettled cases.

  4. Managers should consult the audit committee regarding the calculation of mess bills and keeping of important documents prior taking the responsibility.






Instruction to the Managers to maintain Record and Publication of Mess Bill


  1. The managers should maintain accounts in the following format:

  2. Transactions on a day-to-day basis with grocery vendor, bread vendor, egg vendor, rice vendor, vegetables vendor and milk vendor must be maintained on separate pages in the following format:


Date

Bill amts(C)

Total of bills in (C)

Cumulative total

Amt paid(if any)

Cumulative amt paid

Signature of vendor(if payment made)























  1. In case of milk a breakup of quantity and amount under breakfast, curd and special item must be shown.


  1. For less frequent transactions, like chicken, mutton, fish, paneer, cold drink, ice cream, sweet curd, sweet(special), etc., must be maintained on separate pages in the following format:


Date

No. of servings

Quantity purchased

Cost

Cumulative cost

















  1. Accounts for items purchased for breakfast, namely sweet, banana and milk(if any) must be maintained in a separate page in the following manner:


Date

Amt spent on banana

Amt spent on sweet

Amt spent on milk and qty

Total

Cumulative total




















  1. The managers should maintain accounts in a suitable fashion for expenditures which do not fall under the above categories.


  1. The managers are advised to maintain a running account on day-to-day basis of the income, expenditure and balance in hand.


  1. All the accounts must be maintained in a notebook and produced during audit. All the bills must be segregated and must also be produced.

  2. The cash memos/bills should be collected from all the vendors and retained on a day-to-day basis. Bills should be submitted at the time of auditing. The mangers are advised to segregate the bills under various hendings mentioned above.

  3. Calculations should be done in the format prescribed below:

GENERAL:

  1. The total earning of the month

  2. The total expenditure of the month

  3. Opening stock of the month

  4. Closing stock of the month

  5. Net excess/net deficit cash=1+4-2-3

  6. Net cash expected to be in hand after receiving/paying dues

  7. Total number of basic meals

  8. Total number of meals of category 1(M)

  9. Total number of meals of category 2(GM)

  10. Total number of meals of category 3(G)

  11. Number of meals converted to guest meals from category 1 and 2

NOTES:

It is necessary that figures in 5 and 6 should tally to within Rs 20 /-

In case the figure in 6 is more than 5 the excess money should be returned to the mess committee.

Figure in 7 should be the sum of figures 8 to 11.


RATE CALCULATIONS:

The rates of curd, egg, fish, mutton, chicken, custard, special items are to be calculated separately as shown below:

CURD:

A=Total quantity of milk for curd

D=Cost per litre of milk

Total raw cost B=A*D

p=Overhead percentage

Actual cost C=B*[1+p]

T=Total number of curds

Rate=C/T

FISH:

F=Total raw cost on fish

p=Overhead percentage

Actual cost T=F*[1+p]

N=Total number of fishes

Fish rate= T/N

Similarly other special item calculations should be carried out.


MEAL RATE CALCULATION:

A=Gross expenditure of the month

B1=Curd rate*number of curds

B2=Egg rate*number of eggs

B3=Fish rate*number of fishes

Number of meals converted to guest meals from category 1 and 2B4=Chicken rate*number of chickens

B5=Mutton rate*number of muttons

B6=Custard rate*number of custards

.

.

.

and so on for each special item.

E = Total amount spent on establishment


C1 = Total number of meals of category 1(M)

C2 = Total number of meals of category 2(GM)

C3 = Total number of meals of category 3(G)

CM1 = Number of meals converted to guest meals due to number of meals being <= 30 of

members of category M and GM

CM2=Number of guest meals in the slab 1 to 20 of members of category M and GM

CM3=Number of guest meals in the slab 21 to 30 of members of category M and GM

CM4=Number of guest meals in the slab 31 onwards of members of category M and GM

BM=Total number of basic meals


Meal Rate=[A-[{B1+B2+...}+C2*1+(C3+CM1+CM2)*2.5+CM3*5+CM4*10]-E]/BM.

Establishment=E/[Number of members-Number of members whose number of meals is <=30]


OVERHEAD PERCENTAGES:

Item

Overhead %

Curd

5-10%

Egg

30-40%

Chicken

20-30%

Mutton

30-40%

Custard

20-30%

Fish

25-40%

Special veg and non-veg

at manager's discretion