Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
Details
Subject: Namal Knowledge City – Concept Design & Buildings’ Space Program
MOM No: CC-0045 Date: 2nd January, 2021
Venue/Location NEF Head Office, Lahore Time: 10.30am – 3.00pm
Prepared By: Ar. Neha Tariq
Project Name: Namal Knowledge City
Attendees
1. Mr. Sikandar Mustafa Khan 4. Mr. Ayaz Khan (On Zoom Call)
2. Mr. Abdul Razak Dawood 5. Mr. Qasim Zaman Khan
3. Dr. Arif Butt 6. Dr. Asmatullah Khan
Apologies
1. Ms. Aleema Khanum 1. Mr. Khursheed Alam
In presence
1. Mr. Shahrukh Suleman 3. Ms. Zakira Fatima
2. Mr. Asad Qamar 4. Ar. Neha Tariq
Attachments
1. Image of NKC Master Plan – Phase I
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
Namal Knowledge City:
Master Plan – Phase I
Proposed to be built
Proposed to be removed
2
Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
Date
Action
No. Description Action
By
Required
Mr. Qasim Zaman Khan initiated the meeting by presenting the following agenda
points to be discussed:
1. Review of the minutes of meeting held on 28th December, 2020 between For
Mr. Abdul Razak Dawood, Mr. Ayaz Khan and Ar. Tony Ashai in Islamabad. Info -
2. Discussion on Space Program of the Academic Buildings (North Campus). Only
3. Discussion on Space Program of the Student Dorms and Piazza (South
Campus).
Review of the minutes of meeting held between Mr. Razak Dawood, Mr. Ayaz
1. NEF
Khan and Ar. Tony Ashai.
Roads - Rough Cut Work: Mr. Razak Dawood informed the CC of Ar. Tony Ashai’s
suggestion to execute complete rough-cut work of all roads, levels and buildings
proposed in Master Plan - Phase I for the purpose of facilitating NEF Board in
visualizing the design better on site and providing feedback. He added that any
changes or variations requested at this stage will be accommodated without cost,
however, once the plan is locked by the Board, and detailed drawings (including
plumbing, sewerage and electrical) have been developed, any further changes
will be charged by the consultant accordingly. On inquiring about the timeline for
this job, Dr. Arif Butt was informed that the rough-cut work will take 2-3 months For
to complete once started, to which Mr. Qasim Zaman Khan added that a budget Info -
has been prepared awaiting committee’s approval. He further requested Mr. Only
Shahrukh Suleman to present the budget to the CC.
While presenting the budget for complete rough-cut work of the proposed
Master Plan, Mr. Shahrukh Suleman explained that five contractors
(recommended by DESCON) were invited to submit their quotes for the initial
rough-cut work done for Ground Breaking Ceremony of Namal Knowledge City
held on 24th October, 2020. Out of the five companies, M/s Haji Karamat Ali &
Brothers was engaged for the job owing to the negotiated, low rates and previous
working relationship with NEF. The same negotiated baseline prices from then
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
have now been applied to this budget, bringing the cost of rough-cut works for
complete Master Plan to approx. Rs. 382.85 Million.
Mr. Razak Dawood voiced his concern over the budget for this job stating that
the amount calculated seems to be on the higher side and the engineering
estimate needs to be double checked from third party companies, given the
tremendous porosity of funds. He stressed that the funds available for
construction are to be prioritized for the following costs, in the order given below:
1. Operational Cost
2. Water Availability Surveys and Boring Cost
3. Roads Rough Cut Works Cost
He further expressed hesitation with the calculated cost for rough cut works
stating that the cost previously incurred for the same job – for Ground Breaking
Ceremony - was far less. In response, Mr. Ayaz Khan clarified that the initial
rough-cut work was just roads and buildings placed out on the land roughly,
however, this rough-cut work entails exact locations and finished levels of all
roads requiring a lot of cutting, filling and compaction work including cutting of
100,000 cubic meters of hard rock, which is costly. Mr. Ayaz Khan further
informed the CC that complete rough-cut work alone - comprising of cutting,
filling and compaction, will cost approx. $2.5 M while also bringing to CC’s
attention the timeline for payment informing that as the job execution period is
2 months, complete payment will have to be made to the contractor with in a
span of three months which will require NEF to have the said amount in hand
before awarding the job to a contractor.
In light of the above, and as an alternate option to executing complete rough-cut
works at once, Mr. Shahrukh Suleman presented a phase wise break down of the
rough-cut works, dividing the job in to 11 phases to be executed on the basis of
funds availability, as shown in the image below:
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
He further explained that out of these phases, if only the ones included in Master
Plan – Phase I are executed, the cost can be brought down to Rs. 208.81 Million
as shown in the image below:
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
Go ahead for the roads rough cut work remains pending, subject to further
discussion by the CC.
Mr. Razak Dawood further instructed to leave the road next to the hill (north
campus) as a dirt road and only execute one of the two dual carriage way
(boulevard) roads leaving the other one for later.
Lastly, Mr. Razak Dawood, while addressing the CC stated that all work is
dependent on the funds coming in, if the funding stops, the work will be halted.
RD03: Mr. Razak Dawood updated the CC on his discussion with Ar. Tony Ashai
regarding the curving road connecting North Campus to South Campus; he
explained that due to limitations caused by the lowest point on the mountain,
RD03 will have the serpentine curve to maintain a reasonable gradient. He further
explained that an extended area is being designed as a viewing point for people,
along with walking pathways and steps as a shortcut for the pedestrians as shown
in the image below:
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
Boulevard Roads: As discussed in the meeting, two boulevards have been
proposed: one as Main Entrance coming from the petrol pump to the Academic
Side (North Campus) and one connecting the entrance to the end of the hostels
on the Residency Side (South Campus) as shown in the image below:
Both boulevards will have a 75 ft wide road with two lanes on each side and a
median in the middle lined with trees. The remaining roads are either double
roads without medians in between or single roads as proposed in the design for
the purpose of allowing pedestrian movement throughout the campus which is
restricted where the boulevards are. However, Mr. Razak Dawood highlighted
the contradiction of proposing a boulevard road between the hostel buildings
and the piazza stating that this area will have the most amount of student
pedestrian traffic connecting the hostels to the piazza and thus should have
maximum movement flexibility. Mr. Qasim Zaman Khan pointed out that as this
road caters to both students and faculty, a double road is necessary to manage
heavy vehicular traffic.
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
RD01: Ar. Tony Ashai seconded CC’s decision of connecting Main Entrance road
form the Petrol Pump to North Campus instead of the originally proposed
entrance point. He has requested a topographical survey of the area in order to
proceed with the design of this road which Mr. Razak Dawood stressed is of
utmost importance and needs to be done as soon as possible. Mr. Razak Dawood
further expressed concern over the existing parallel road used by villagers stating
that both routes will eventually need to be differentiated.
Third-Party Vetting of Detailed Design: As advised by Mr. Ayaz Khan, out of the
complete Detailed Design package which will be shared by ADU, electrical system
drawings and sewerage drawings will require vetting by a third-party consultant
in case of any human errors that might have been over looked. Mr. Razak Dawood
agreed saying that even though hiring of a third-party to double check the
drawings will come at a cost, it is necessary to do so as ADU is more accustomed
to designing for flat lands and not hilly areas.
Potable Water: While discussing water availability, Mr. Razak Dawood brought
to CC’s attention the importance of getting tube wells drilled at site stating that
current proposed Master Plan is based on the assumption that water is available
on Namal land, however, if that is not the case, water will need to be pumped
from the lake which will not just be costly but also disrupt the whole design and
detailed drawings. Mr. Qasim Zaman Khan informed the CC of Water Availability
Surveys conducted by NESPAK at Namal - once in 2017 and once in November,
2020. He further informed that in both instances, the same 7 points were
detected out of which NESPAK has recommended to drill 2 points which in their
professional opinion are the most promising. Mr. Ayaz Khan further assured that
the study conducted by NESPAK is highly accurate in terms of water availability,
however, water quantity cannot be calculated until drilling is done and based on
this, he recommended drilling an additional point as standby which can be used
in the future if water quantity goes down. Mr. Razak Dawood added that for a
campus of this size, 6-7 bores must be drilled and 3 tube wells should be available
depending on the quantity of each one; two of the three tube wells can operate
at one time and the system can keep rotating. Mr. Razak Dawood further stressed
on this being a higher priority than the roads rough cut work instructing that the
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
funds available for construction should be allocated for this job before anything
else.
Expressing concern over the urgency of this matter, Dr. Arif Butt inquired about
the timeline for drilling to which Mr. Qasim Zaman responded by informing that
the drilling will start immediately once CC gives a go ahead and approves the
budget for the job. Mr. Shahrukh Suleman committed 15th February, 2021, for
the expected results.
Sewerage Treatment: As discussed with Ar. Tony Ashai, CC was informed of the
grey water system proposed to treat soap water coming from showers, wash
basins and kitchens, and be used for irrigation. The CC was further informed that
STP’s will be used for treatment of black water where the liquid waste will further
go into soak pits and solid waste will be used as fertilizer. The locations of these
STP’s have been marked in the master plan design as shown to CC by Mr.
Shahrukh Suleman. Furthermore, Dr. Asmatullah Khan expressed concern over
the smell coming from the STP’s to which Mr. Ayaz Khan clarified that these STP’s
will be completely covered and will not have any smell.
2. Projected Student Capacity
Before initiating the discussion on space program for buildings, Mr. Razak
Dawood inquired about the projected number of hostelites Namal Institute will
have when shifting to Namal Knowledge City. In response, Dr. Asmatullah Khan
presented the following projections till year 2023:
Year 2021 (current) - Boys: 322 Girls: 215 Total: 537
Year 2022 - Boys: 352 Girls: 234 Total: 586
Year 2023 - Boys: 357 Girls: 238 Total: 595 (hostelites)
Total No. of Students till Year 2023: 700 (inclusive of 595 hostelites)
With reference to the numbers shared above, Mr. Razak Dawood spoke of the
presentation given my Ms. Aleema Khanum on the expansion at Chakda
appreciating the amount of work done for accommodating 586 students till 2022
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
while also acknowledging the elbow room it provides to work on NKC Project.
Mr. Qasim Zaman Khan assured that further expansion will be done at Chakda to
accommodate the additional requirement of 9 hostelites bringing the total to 595
hostelites for year 2023 as projected by the Institute.
Based on this projection till Year 2023 - 700 total students (inclusive of 600
hostelites), Mr. Razak Dawood instructed that theses student numbers will now
remain fixed whether the shift to NKC takes place in two years, three years or five
years depending on the availability of funds while also mentioning that the job of
the Institute is to provide quality education and produce quality students with in
this fixed number.
The CC, after detailed discussion concluded that the campus should be shifted to
Namal Knowledge City in the summer of 2023 with 700 students out of which 600
will be hostelites. Based on this, it was further decided that Master Plan - Phase
1 should be designed to accommodate 1500 students out of which 1200 will be
hostelites, which is double the requirement.
3. Discussion on Space Program of the Academic Buildings (North Campus)
For
Inform
ation
Only
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
Mr. Razak Dawood initiated the discussion by updating CC on the three academic
buildings proposed for construction in Phase 1 with a quad in the center:
1. Iconic Building (complete building)
2. Academic Block 02 (complete building)
3. Academic Block 03 (shell and core)
As finalized by CC, these three buildings, along with existing Academic Block 01 &
Namal Institute building (Admin Block) as shown in the image below will cater to
1500 students till year 2026.
Mr. Razak Dawood informed the CC of Ar. Tony Ashai’s request for a detailed
program of the Iconic Building and Academic Block 02, comprising of facilities
required, their respective areas and capacities on the basis of which he’ll design
the building. Mr. Razak Dawood stressed on the amount of detailed thinking
required for this task and the long hours it will take. He further requested the CC
to sit together, debate and prepare a wish list for the buildings which will be
circulated amongst all CC members and discussed further.
The CC extensively debated on which facilities to include in the academic
buildings, following are the suggestions discussed:
• Main Library:
It was mutually agreed that the Iconic Building should house the Main
Library, whereas, other Academic Buildings can have smaller,
departmental libraries where needed.
• Auditoriums:
Mr. Razak Dawood suggested that the Iconic Building should have
multiple auditoriums, however, the exact number of auditoriums and
their capacities need to be discussed further keeping in mind that
individual academic blocks will also have auditoriums.
• Quiet Room:
Mr. Razak Dawood stressed on the importance of providing a quiet room
in the Iconic Building for students looking for an ultra-quiet place to
study. He further informed the CC of his discussion with Ar. Tony Ashai
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Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
regarding this and as discussed, a room will be provided on the top floor
of the Iconic Building with the view of the lake.
• Vice Chancellors’ Office:
When asked if the Vice Chancellors’ Office should be in the Iconic
Building or Admin Block, Dr. Arif Butt shared his view of keeping it in the
Iconic Building.
• Convenient Store:
CC debated whether a convenient store in the Iconic Building will be the
right choice or whether it would be more suited for the Student Centre.
Dr. Arif Butt further questioned the purpose of the Iconic Building and its
primary user; the students, faculty or executives? according to which, the
formality or informality of the building can be decided.
• Cafeteria:
While discussing whether a cafeteria would be necessary on the
Academic Side, Dr. Arif Butt pointed out that lunch is the most important
meal for students and thus a facility should be provided on the North
Campus as not all students will be able to commute to the South Campus
for lunch each day. CC agreed and Mr. Razak Dawood proposed to have
it in Academic Block 02, however, Dr. Arif Butt, as a cost saving
alternative, suggested to utilize the existing kitchen in Namal Institute
building (admin block) keeping part of the building operational while the
rest is renovated. Mr. Razak Dawood agreed.
In order to initiate a discussion and for the purpose of gaining further information
on facilities required for all Academic Buildings, Dr. Arif Butt suggested that CC
mandate Namal Institute to do extensive research on the subject by conducting
internal workshops and also interviewing knowledgeable people in the field.
Based on this research, the Institute has been asked to list down all academic and
non-academic activities for each of the four buildings – Admin Block, Academic
Block 01, Academic Block 02 and the Iconic Building. Mr. Razak Dawood strictly
advised the Institute to restrict its program to the four buildings mentioned,
catering to 1500 students as discussed.
CC gave the Institute two weeks to complete this task and present to the board
in the third week providing justifications for their formalized programs of each
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Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
building. Once presented, the CC will review and discuss further. Based on this
discussion, Mr. Qasim Zaman Khan, informed the CC of Ar. Tony Ashai’s
suggestion to hire a Space Consultant for the purpose of identifying latest trends
in terms of student and faculty spaces based on human behavior which will last
for the next 20-50 years.
Mr. Sikandar Mustafa further instructed both Project Dept. and Namal Institute
to list down their respective assigned tasks (which are approved and under
execution) with start and closing dates, and shared with the CC.
4. South Campus: Residency Side NKC
For
Inform
-
ation
Only
No. of Dorms and Capacity: While speaking of student dorms and the capacity
of each dorm, multiple options were discussed: Mr. Qasim Zaman Khan was of
the understanding that Master Plan - Phase I will comprise of 4 Student Dorms (2
for boys and 2 for girls) with the capacity of 300 students in each building.
Whereas, Mr. Ayaz Khan, was of the understanding that each dorm will have the
capacity of 420 students where 2 dorms will be for boys, 1 for girls and 1 for post
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Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
graduate students in which the capacity will vary depending on the room type,
size and configuration. Mr. Razak Dawood voiced his concern over 420 students
per building stating that it might be unmanageable, however, after speaking to
the Director of General Administration and Services at LUMS, he was assured that
this capacity will be manageable.
Based on the above information, CC mutually agreed to include 4 Dorms in
Master Plan – Phase I (2 for Boys and 2 for Girls) with the capacity of 400-420
students in each dorm. For post graduate students, it was decided that instead of
building a separate dorm, a floor in each of the other four dorms will be dedicated
to them.
Lastly, Mr. Qasim Zaman Khan proposed utilizing existing accommodations at
Chakda in case the CC decides to cut down on the number of dorms or if more
accommodation is required. The CC agreed, adding that NEF should make use of
its investments in Chakda.
No. of Students per Room: The CC was shown multiple space configuration
options for the following types of accommodations:
1. 2 students per room
2. 4 students per room
3. Dorm - Four single rooms, one communal bathroom and a shared
lounge/kitchenette area.
4. Ensuite – Four single rooms with attached bathrooms and a shared
lounge/kitchenette area.
Mr. Razak Dawood, based on his past experience with LUMS hostels, suggested
2 students per room was the most preferred configuration by students whereas
4 students sharing a room might be excessive and should only be considered in a
dorm or ensuite configuration where each person has a separate room but
without adjoining bathrooms as CC mutually agreed that all bathroom facilities
should be communal. He was informed that the 4 students per room
configuration is the most economical in terms of cost and area per student.
Dr. Arif Butt further informed CC that by 2023, 40% of the students will be on self-
finance whereas 60% will be on scholarships.
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
Based on the above statistic, CC discussed setting a ratio for each type of
accommodation offering ensuite and 2 students per room accommodations to
students willing to pay extra whereas 4 students per room accommodations will
be offered to students looking for more economical options. However, as further
discussed by the CC, this option might create disparity amongst students and
therefore, agreed that intellectual merit should also be considered and awarded
when offering accommodation. A third option was also discussed where room
allotment was to be done on the basis of Student Year hierarchy; 1st year students
to be offered 4 per room accommodations, 2nd & 3rd years to be offered 2 per
room accommodations and the most senior class to be offered ensuites.
Following the above discussion, Mr. Razak Dawood instructed Dr. Asmatullah
Khan to pen down a detailed concept for student accommodations most suitable
to Namal Institute while also incorporating the points discussed above. The CC
will further debate on the matter once presented.
Kitchens and Dining Halls: Mr. Razak Dawood, based on his discussion with Ar.
Tony Ashai, explained that each dorm will have a dining room on the ground floor
along with a small kitchen for the purpose of heating, serving and cooking
breakfast whereas the main kitchen will be centralized in a dedicated service
building on the south campus. Mr. Ayaz Khan further informed the CC of feedback
received from Namal Institutes’ Manager Food & Beverages who preferred a
centralized kitchen serving to the dorms rather than operating multiple kitchens.
Dr. Arif Butt, however, opposed the idea of a central kitchen being the only
source of food stating that NEF then will be assuming responsibility of cooking for
5000 students, three times a day, instead he suggested multiple, outsourced
eateries around the campus supporting the main kitchen. He further provided
LUMS example which has 7 different eating places spread throughout the campus
with the main kitchen catering to 50% of the total capacity and the remaining
50% distributed amongst other eateries. Mr. Razak Dawood stressed that in any
case, the kitchen management will be outsourced.
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Minutes of Meeting
Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
Furthermore, while discussing the concept of a dedicated cafeteria in each dorm,
Dr. Arif Butt was of the opinion that it is unnecessary as there will be multiple
eating points available in the Piazza for students.
Based on the above discussion, CC decided to have the main eating area on the
south side to encourage student movement throughout campus by providing at
least 3 different outsourced eateries in the Piazza while also providing 2
cafeterias in the dorms: 1 in the boy’s dorms and 1 in the girl’s dorms which will
allow the girls to choose between eating with the boys or in an all-girls space.
Piazza: Following a thorough discussion, CC came up with the following list of
facilities/services to be offered at the Piazza:
• Eateries • General Store
• Gym • Medical Care Facility
• Book Store • Pharmacy
• Stationary Store • Bank/ATMs
• Photocopy/Printing Facility • Security Office
Mr. Razak Dawood pointed out that the development of the Piazza needs to be
carefully monitored and regularized.
Faculty Apartments: While discussing Faculty Apartments on the upper floors of
the Piazza, CC inquired about the projected number of Faculty members till year
2023. Dr. Asmatullah Khan, in response presented the following figures for year
2023:
Faculty Members without family: 18
Faculty Members with family: 43
Total No. of Faculty Members: 61
CC was informed that a total of 65 apartments have been proposed on the upper
floors of the Piazza by Ar. Tony Ashai, however, he requires a ratio breakdown
for 1 bedroom, 2 bedroom and 3 bedroom apartments in order to further design
them. Additionally, 20 town houses (3-bedroom) have also been included in
Master Plan – phase I bringing the proposed accommodation capacity for faculty
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Meeting No: CC-0045 Rev. No: 00 Effective Date: 2nd January, 2021
to 85 units. Out of these, Mr. Razak Dawood has suggested that some apartments
be allotted for visiting faculty.
Motel: With reference to a meeting held between Ar. Tony Ashai and Namal
Institute’s faculty, an accommodation facility was requested for the parents who
wish to spend a night or two at the campus while visiting their children. Ar. Tony
Ashai proposed designing a small motel for this purpose located near the hostel
buildings. However, Dr. Arif Butt suggested providing the facility of renting
available rooms in the dorms or apartments in the Piazza for this purpose,
avoiding the additional cost of construction.
Prepared By Reviewed By Reviewed By Approved By
Signature
Name:
Ar. Neha Tariq Mr. Shahrukh Suleman Mr. Ayaz Khan Mr. Sikandar Mustafa Khan
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