BHM DGSec (Maintenance) - Apoorv Sharma

Motivation

My involvement with hostel life began through active participation in cultural events, where I developed a strong connection with the house and its community. Over time, I took initiative to address issues within the hostel, which led me to serve as Maintenance Secretary in my third year. In this role, I worked closely with residents, staff, and the administration, and saw how structured effort and accountability can bring tangible improvements.

Having worked at the hostel level, I now want to extend that impact to the institute level as the BHM Deputy General Secretary (Maintenance). My growing involvement with the Board has strengthened this intent. I am competitive and driven by outcomes, and I aim to bring that mindset to the role and push BHM to the highest standard possible.

Vision

• Build a strong sense of community within the board so members work cohesively and take collective ownership of responsibilities.

• Make processes and decisions transparent to ensure accountability and clarity in the functioning of the board.

• Strengthen the standing of BHM by ensuring consistency and quality across all areas of its functioning.

Past Contributions

A. As Maintenance Secretary

I focused on improving transparency and system efficiency within hostel operations through several key initiatives:

• Initiated a hostel website to centralize updates on maintenance, mess, cultural, and sports activities, aligned with BHM requirements.

• Introduced a rule-based room allotment system to minimize bias and ensure fairness.

• Coordinated with BHM and the Infra Cell on infrastructure, hygiene, and inventory issues, ensuring consistent follow-ups.

• Managed crisis situations such as the Zanskar food poisoning incident and sudden infrastructure failures with prompt and responsive action.

• Oversaw major repair and maintenance work, including whitewashing and regular supply and inventory updates.

• Ensured regular communication with residents through reports, notices, and dedicated maintenance groups.

• Coordinated with BRCA representatives throughout the year to ensure smooth conduct of workshops, especially during the period when the basement was unavailable.

• Promoted community-oriented initiatives, including bulk procurement of items for residents at lower costs and facilitating the redistribution of items from passing-out residents.

B. In BHM Board

• Actively participated in the Maintenance & Infrastructure Cell, raising common inter-hostel concerns and aligning stakeholders on key issues. Highlighted systemic problems such as delays by repair staff, workforce shortages, and administrative unresponsiveness regarding inventory and manpower.

• Contributed to drafting and leading agendas in Infrastructure Cell meetings and General Body Meetings.

• Maintained regular coordination with Maintenance Secretaries and BHM Secretaries to address hostel-specific issues and ensure follow-up on ongoing initiatives.

• Assisted in the organization of BHM Night.

Future Initiatives

A. Initiatives for Smoothing the Functionality of Board

1) Build a strong sense of community within BHM, ensuring all secretaries and representatives feel included and work cohesively as a team representing the student body.

2) Conduct orientation sessions and workshops for secretaries and representatives to prepare them for operational responsibilities, crisis situations, and the functioning of the board.

3) Develop a BHM manual containing key contacts, processes, and institutional knowledge, with scope for a dynamic digital version for continuous updates in the BHM app.

4) Ensure formal written communication with the administration wherever necessary, enabling clarity and proper documentation for further communication with residents.

5) Release periodic reports detailing work done, initiatives undertaken, and pending issues to maintain transparency and accountability.

6) Keep a track of the number of workers and inventory items. Also, coordinate with the admin to address workforce shortages. Large hostels are especially suffering from such issues.

7) Ensure that the board is kept informed of any changes in vendors by the administration in advance, to enable smooth transitions and avoid last-minute disruptions.

B. Hostel Related Initiatives

8) Address the issue of stray dogs and cats in hostels through sustainable measures.

9) Conduct unannounced infrastructure inspections to ensure standards are maintained.

10) Keep more frequent Infra Cell related meets so that all issues are properly addressed.

C. Development Around Academic Area

11) Make an effort towards architectural beautification and better utilization of underused spaces (e.g., Red Square) by developing them into functional areas with increased seating capacity. Necessary issues will be prioritized and action taken on them.

D. Enhancing B.H.M's Functional Value

12) Organize festival celebrations under BHM (like Lohri this year) to increase participation and strengthen engagement with the board.

13) Improve publicity of BHM initiatives through consistent communication and use of social media platforms.

FEASIBILITY REPORT

1. Community Building

Why

There is a need to strengthen coordination and inclusivity within the board. At present, interactions among secretaries are limited, which affects collaboration and the ability to address common issues efficiently. Collaboration would lead to a more efficient system and optimized outputs, as the challenges faced by the hostels are largely shared.

How

This can be solved by increasing inclusivity through conducting regular meetings and assigning tasks in groups for better bonding. Events organisation and active participation from my end will help serve this purpose.

2. Manual

Why

All information available with BHM should be brought together and processed into a manual. This will help upcoming tenures as well.

How

As much important information as possible will be included in the manual. If possible, it may also be maintained in a dynamic digital form, updated on a regular basis.

3. Surprise Inspection in Hostels

Why

Inspections on a regular basis may give insights into the hostel that might be missed or left unreported by secretaries, or in cases where a secretary is not active. They will also confirm the smooth functioning of staff and allow us to look over any irregularities.

How

A relevant team will be decided and will conduct visits and report status. This will also help identify common problems in hostels and keep a check on caretakers and staff.

4. Regular Reports

Why

Regular reports are necessary to keep a track record of things and keep a check on ourselves. Moreover, they help in keeping transparency and ensure smoother working by comparing past progress.

How

We can keep regular meets discussing work done until the last meet, new challenges faced, new initiatives taken, and comparing the progress to ensure it is being made regularly.

5. Institute Academic Area Development

Why

There are areas around the academic area and many places around the campus that have developmental scope. Optimizing these spaces may improve the impression of visitors and campus residents, and also improve comfort.

How

Focusing on areas like Red Square which have scope, and prioritizing such initiatives over works that may be irrelevant or less important at the moment.