PANCHAYAT GENERAL ELECTION, 2013PANCHAYAT GENERAL ELECTION, 2013

Arrangements For DC & RCBANKURA District

Arrangements At DC

• Arrangement for conveyance for PP, if any.• Enquiry Counter• Announcement Centre• Decoding• Formation of PP• Training-in-need • Meeting place with Sector Magistrate & Sector Assistant.• Seating arrangement for reserved polling personnel.• Seating arrangement for Observer & PRO.• Cash Distribution counter• Material distribution centre• Medical team• Police tagging centre• Vehicle tagging centre• Report Return Cell Telephone with fax and broadband internet facility.• Fire Brigade.• Drinking water.• Arrangement for removal of rain water.

Facilities at dispersal centre(i) Boarding of vehicles.(ii) Space for Training-in-need(iii) Space for checking of Ballot Box & materials by polling parties.(iv) Strong rooms for Ballot Boxes and storage of other materials.(v) Cash Distribution counter(vi) Distribution counters.(vii) Medical Aid.(viii) Basic amenities.

REPORTING TIME AT DCRCOfficers and Staff may be requested to report on the day of Distribution to DC i.e. on 01/07/2013 at 6-30 AM sharp & on the day of Reception to RC 02/07/2013 at 3-30 PM respectively

Opening of Strong Room• Security.• Log Book (Page no. 59 of Hand Book for

PROs).• Register.• Liaison Official between Strong Room and

Counter.• Notice to Candidates and Political Parties.• Proceedings.• Videography.

•Transportation of Ballot Boxes from strong room to the Materials counters:- Ballot Boxes carrying team will arrange for transportation of duly commissioned Ballot Boxes from Strong room to the respective materials counters as per allotment of polling stations for each counter through staff and DRWs. The Counter-in-charge will receive the Ballot Boxes from Ballot Boxes carry officials at 7 am on 01.07.13 through a challan book. After completion of transportation of Ballot Boxes, this team will sit in a defined space preferably at / near “Training on Demand” counter. They will change Ballot Boxes, if required.

Enquiry & Decoding Counter :-

The Polling Officers will come to know the polling station where they are being posted for conduct of poll. Decoding sheets in large font after writing the ELECTION VEHICLE’s No. / Regn. No. will be displayed in different places including counters flex display (leaflet) in adequate numbers. There will be one enquiry counter at the DCRC.

Cash Counter :-•PP category wise Cash counter will be opened for regular PPs and for Polling Officers deployed from reserve.•Attendance will also be taken in this counter through the form of receipt of allowance and PPs will get their appointment letter stamped with the mention of polling stations assigned.•Two staff will be engaged in each of these counters. One staff will take the attendance and marking of appointment letters mentioning the assigned Polling Station. Another staff will disburse cash.•The cash should be kept in packets arranged separately for P-0, P 1, P2 – P3, P4 and reserved personnel on the previous day.

•Registration through SMS : Before taking materials from the Distribution Counter assigned for their booth, the presiding officer & 1st Polling Officer (both) will register their mobile nos. Their mobile nos. will be noted in the Distribution Register, if not noted earlier and they should be asked to send SMS “DC Part No” to the specified phone no. 9900112925.

Duties of DC Counter personnelPersonnel 1 : To issue the yellow booklet containing forms to be used as unsealed copies, commissioned Ballot Boxes, Ballot Papers, Electoral Rolls (3 Marked copy & 1 Working Copy), Blue Paper Seals (6), Distinguishing Mark(3), Arrow Cross Mark(4), Address tags(6), Card boards (6), Indelible ink (2 phials), Metal seal for Presiding Officer (1), Voter’s slip (100 pages book-12)

Register

• Counter wise Ballot Paper receipt register – Sl. No. of Ballot Paper supplied – P. S. wise.

• Counter wise one separate receipt register – Sl. No. of Ballot Boxes, Sl. No. of Blue Paper Seals, Distinguishing mark, Arrow cross mark, Address tags, Card boards, E Rolls and metal seal – P. S. wise.

Duties of DC Counter personnel

Personnel 2: To deliver the Statutory & Non-Statutory forms & covers in bag as per check list with proper receipt (Please refer List A & List B in this regard).The list is usually prepared in duplicate and one copy is given to the Pr O and on the other copy the receipt is taken.

Duties of DC Counter personnelPersonnel 3 : To maintain a tally sheet for no. of parties receiving materials. To liaison with all other cells.

•After taking the materials•The polling party will now check the polling materials and then move to the police tagging camp.•After police tagging they will proceed to the Transport Counter and, identify their allotted election vehicle and board it for movement towards their polling stations.•The concerned Sector Officer will monitor the entire process form formation of polling party till their dispatch to the polling stations.

Training –in-need 1 counter in the DC will be set up with 2 nos staff. They will keep with them 4 nos. Ballot Boxes of each category for training purpose. If any Presiding Officer or any other Polling Officer wants to operate the ballot boxes and clear his doubts, the counter staff will assist him. If any Presiding Officer / Polling Officer need any clarification / demonstration regarding preparation, sealing etc., the counter staff will also provide due information and training.

Reserve Polling personnel Counter :-•There will be one counter for reserve polling personnel. After tagging for absentee, the residual reserve polling personnel will be kept as reserve PP till P day. •If short fall / non-reporting on any polling personnel of any polling station is reported, proper and immediate action has to be taken for placement of polling personnel of the required category in that particular polling party.

• Other logistics :-

There will be deployment of Medical team for First-Aid and other medical facilities Adequate supply of drinking water.Installation of /arrangements for sanitary toilet/lavatory etc.Sheds for checking of polling materials and sitting place of polling party members.Counter for vehicle tagging.Separate cash counter will be opened for distribution of allowances to the drivers and khalashis (Preferably near the Vehicle Tagging Cell).Banner / Flex displayed containing important instructions to the polling officers like mobile numbers of Sector Officers.Arrangement for charging of mobile phones. At least 40-50 plug points to be made available for charging of mobile phones at one place.

Display

• Decoding.• Party formation.• Different counters.• List of Polling Stations – counter wise.• List of Sector Magistrate and Sector Assistant with

name and contact numbers and Polling Stations assigned.

• Seating arrangement for Observer & PRO.• Seating arrangement for Reserved Polling Personnel.• Media Centre.

Arrangements At RC

• Continuous Generator back up.• Enquiry Counter• Announcement Centre• Meeting place with Sector Magistrate & Sector Assistant.• Seating arrangement for Observer & PRO.• Material receiving centre.• Separate arrangement for receiving polled Ballot Boxes along with

Ballot Paper Account (Form-18), Paper Seal Account, Annexure-IV, IVA, V & Pr. O.’s Diary (Yellow Booklet & sealed covers).

• Medical team.• Report Return Cell Telephone with fax and broadband internet

facility.• Fire Brigade.• Drinking water.• Arrangement for removal of rain water.• Media Centre.

Work at general at the receiving counters:

•The counters and assigned booths and also the staff will be same as at the time of distribution.•Ensure timely attendance•Check polling station numbers assigned to your counter•Check whether you have received 3 trunks labeled – Statutory covers, non-statutory covers and Sealed covers to be sent to Strong Room•Check the Ballot Boxes receipt register•A check list will be kept in the counters so that the receipt of documents and other polling materials is ensured as per the check list and in the relevant order. •The officer who received the Ballot Boxes and other sealed documents should mark the Polling station in the check list and sign it.

Checklist - RC1) Sealed used Ballot Box along with Ballot Paper Account, Paper

Seal Account ,Presiding Officer’ Declaration and Presiding Officer’s Diary

2) Unused ballot boxes ;

3) Unsealed Copies in the form of yellow Booklet

4) The first packet super-scribed Statutory Covers (Containing 7 items )

5) The second packet super-scribed Non-Statutory Covers (containing 9 items ) ;

9) The third packet containing 7 items of election materials ;

10) Material for voting compartment ;

11) Waste paper basket ;

12) Gunny bag to carry polling materials;

13) Fourth packet containing all other items, if any.

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•Duties of RC Counter personnel :Personnel 1 :

To receive a) the yellow Booklet containing i)Voter Turn Out Reportii)Paper Seal Account (Unsealed)iii)Declarations by the Pr. O. (Unsealed) (Annexure-IV,IVA,V)iv)Unsealed Copy of Form-18 Ballot Paper Account [Separate single copy for each tier (GP, PS & ZP)]v) Presiding officer’s Diary (Unsealed)b) Sealed copies of i)Paper Seal Accountii)Declarations by the Pr. O. (Annexure-IV,IVA,V)iv) Copy of Form-18 Ballot Paper Account [Separate single copy for each tier (GP, PS & ZP)]v) Presiding officer’s Diaryc) Polled Ballot Boxes and unused Ballot Boxes

Personnel 2 : To receive Statutory & Non-statutory covers & other materials

Personnel 3 : To dispatch polled Ballot Boxes & other materials to Strong Room & liaison with the Strong Room & compilation cell for data entry.

• Before receiving check:--

•Whether the polled materials are pertaining to your counter•Then take the Ballot Boxes– checking the seal•If additional Ballot Box has been used, Pr O declaration has been given or not in Form IV•Check the yellow booklet whether all the forms are properly filled up or not•All documents/material as per checklist is available.

Then receive the following

PrO’s Diary -1 copy - sealed

Ballot paper A/C -Form18 – 1 copy for

each tier- sealed

PrO’s declaration – ( Annexure – IV,IVA,V –

1 copy sealed)

Paper seal A/C – 1 copy for Godrej type Ballot Boxes-sealed

Filled up Yellow

Booklet for unsealed

copies of the said forms

•Send i) Ballot Paper Account (Form-18)- separate for each tier ii) A Paper Seal Account for Godrej type of Ballot Boxes(Big & Medium) iii) Presiding Officer’s Diary iv) Declarations by the Presiding Officer to the strong room•Send Polled Ballot Boxes to the strong room along with the Transit slip register

OTHER LOGISTICS•Proper lighting arrangement at the reception center as well as in the counters is essential.•Provision for drinking water, sanitary toilet, First-Aid and other medical facilities at the reception centre will be ensured by Infrastructure & Logistics cell.•Proper transport arrangements for the polling staff after being relieved from the duty. •MV Cell will make the arrangement of transportation of police personnel to their places of stay. That vehicle’s driver shall be specifically told to come back to RC and report. Other vehicles shall also be released one by one after ensuring that polling personnel who have been released can take vehicles back to their residences. No vehicle shall be released without polling personnel in it going back to their homes.

Closing of Strong Room

• Notice to Political Parties.• Sealing.• Proceedings.• Videography.

Thank You