Meeting on Constitution of three Tier Panchayat Bodies

on 08/08/2013 at DRDC Hall, SuriBIRBHUM

Ref: Rule 3 to 21 of the W.B Panchayat (Constitution) Rules 1975 ;letter of P & RD Department of WB-Memo No. 3055(17)/PN/O/I/1E-4/13 dated 31/07/13.

Time schedule for GP:- From 16/08/13 to 20/08/13

For PS:- From 22/08/13 to 29/08/13

For ZP:- From 22/08/13 to 29/08/13

The BDOs should proceed for preparing Form1 and cause service of notice upon elected members of Panchayat body (both by registered post and special messengers) at least 7 days before the date fixed for meeting (i.e by 8th August, 2013 for meting to the held on 16/08/13 and so on). No notice is to be issued before 08/08/13 (dated of publication of notification of GP) or 10/08/13 for P.S.

The BDOs should conduct meeting with O/C of the respective police stations for deployment of police on scheduled on all vanues. .

The members have to bring certificate of election for identity proof on the 1st meeting of Panchayat bodies. If any member contest for an office resumed for SC/ST/BC have to bring the SC/ST/BC certificate if she /he has not been already elected from that seat reserved under specific category.

Duties of Presiding Officer

Presiding Officers are to be appointed by Form-2 & their also authorized to administer an oath to elected members.

In the 1st meeting PrO should take up election to the Office of Pradhan/Sabhapati and then for Office of Upa-Pradhan/ Sahakari Sabhapati

3. Election to the office of vice chairperson is not to be postponed on the ground that election of chairperson has been postponed for any reason.

4. No absentee should be elected as Chairperson or Vice-Chairperson. If a member is present and does not objects for his /her name to be proposed his/her silence will be considered as his/her consent

Duties of Presiding Officer

Duties of Presiding Officer

5. The PRO shall call upon intending candidates to furnish & declaration in Form 3A (of WB Panchayat Rules (constitution ) 1975 after names of election to office of Pradhan/is proposal and seconded

6. PRO may wait max upto 1 hour from the time appointed for 1st meeting for formation of quorum(1/3 of total members in case of GP & 1/4 in case of PS).If quorum is not formed, meeting will be adjourned. No quorum is required for adjourned meeting.

Duties of Presiding Officer

7. If a member reaches after ballot papers have been issued & received back by Pr.O, no ballot paper can be issued. However, he / she may be allowed for oath taking process.

All votes shall be cast in open manner.

The Presiding officer shall prepare required number i.e. as many members, of Ballot papers in Form-5 containing names of candidates arranged in alphabetical order of their surnames.

The PrO shall put his signature in the back of Ballot Paper.

He shall hand over one such ballot paper to each member present after writing the name of the member and obtaining his dated initial on the back of the ballot paper

He shall ask each member to record his vote by marking X in the place provided in Ballot Paper.

He shall count , reject any doubtful Ballot Paper, if any, and record the valid votes secured in Form-6.

Lot may be made in case of equal votes for candidates

He shall declare result in Form-7.

PrO shall forward the names of office bearers of the GP to the respective BDO.

The BDO will forward the same to the DPEO.

When an office is reserved for a specified category of members any member from on unreserved seat or from a seat reserved for another category shall also be eligible to contest provided he / she has all after qualification. Proposal has to be seconded by another member.

In case where only one member is elected from a seat reserved for a specified category he/she may be declared uncontested.

Selection of Upa Samities

As per rule 20 & as per instructions of the P&RD Deptt. 1st meeting of GP members has to be convened by BDO within 3 weeks after 1st meeting for formation of 4 nos of Upa Samities ( Krishi o pranisampad bikash / Sikshya o janaswastha/ Nari ,Sishu unnayan o samaj kalyan/Shilpa o parikathamo.). Notice of such meeting is to be issued within 1st week of the date of 1st meeting.

No. of members of a GP including Ex-officio u/s 4(2A)

No of members in each Upa Samiti

10 and below 111 to 20 2

21 and above 3

Such meeting shall be presided by any Block level Extension Officer appointed by the

BDO in Form 2.

If quorum is not formed (1/3 of total members), meeting will be ad journedNo quorum is required for adjourned meeting.

Receptacles to be arranged with a level bearing name of Upa Samity.No of receptacles =No. of members

Election of Upa Samity should be conducted serially according to Section 32A(2) of WB Panchayat Act 1973.• (1) If no. of members proposed <= No of seats then PrO

shall declare them in Form-4 to be elected.• (2) If no. of members proposed < No of seats then the BDO

shall call a meeting for fresh election for rest no. of seats.• (3). If no. of members proposed > No of seats then PrO shall

prepare Ballot Paper in Form-5.

The PrO shall put his signature in the back of Ballot Paper, write name of Upa Samity & names of candidates in alphabetical order of their surname.

He shall ask each member to record his vote by marking X in the place provided in Ballot Paper and place it in the receptacle allotted for Upa Samiti

He shall count , reject any doubtful Ballot Paper, if any, and record the votes secured in Form-6.He shall declare result in Form-7.

He shall forward the names of members so elected to all Upa Samities to the Pradhan of the GP & to the respective BDO.

The concerned BDO will send the same to DPEO and DM, Birbhum.

Selection of Sthayee Samities

Similarly, as per rule 8 the SDOs may convene the meeting with members of PS for formation of 9 nos of Sthayee Samities.

In both meetings the elected as well as ex-Officio members are to be invited by issuing notice in Form-1(at least before 7 days of meeting).

All members may exercise voting right. MLAs & MPs are also able to attend meetings.

Nos of members of a PS u/s 94(2)

Nos of members of each sthayee Samityof PS

15 & below 310 to 30 431 & above 5

Such meeting shall be presided over by such officer not below the rank of a Gr A Officer as authorized by the SDO in Form-2

The rest procedure is similar as discussed in the election of member

Materials as per guidelines given by the P&R Deptt dated 31/7/13. The following materials are to be provided :

• Form-3, Form-4, Form-5, Form-6, Form-7, Minute Book (For recordings to be made by PrO).

• Service return of all notices in Form1 issued.• Form-7 (list of contesting candidates) • Relevant portion of notification • Reservation status of office bearers (1B) • Handout for guidance of PrO • Beside pen, paper, carbon, pin etc are to be provided

Types of Forms and purposeForm 1 Notice to be issued by Prescribed Authority( BDO/SDO/DM)

Form 2 Appointment of Presiding Officer.

Form 3 Oath

Form 3A Declaration by office bearers (except Upa Pradhan)

Form 4 Declaration of result of un contested election of office bearer.

Form 5 Ballot Paper

Form 6 For recording valid votes

Form 7 Declaration of result in case of election is contested.

As per section 213A(3) of the WB Panchayat Act, 2003. One member of recognized

political parties is to be selected as “leader” to furnish information about all members of

his party to prescribed authority within 3 months from 1st date of meeting (even before

the 1st meeting such information can be submitted). The independent members shall

furnish information separately for themselves.

Selection of Sanchalak of Upa Samity

Within 1 week from completion election of all members of an Upa samities u/s 32 A (3b) of WB Panchayat Act,1973 the BDO shall call a meeting of each Upa samity by causing service of notice in Form-1 to all members of Upa Samity. The notice should be served 7 days before the date of meeting.

The election meeting shall be presided over by an Extension Officer as may be authorized by the Block Dev. Officer in Form-2.

The PrO shall asked the member to propose & second name of candidate in terms of u/s 32A of WB Panchayat Act,1973.

For only one candidate PrO shall declare him/her as uncontested. For more than one candidate under Rule 20 of the WB Panchayat (Constn)Rules,1975.

No member shall be sanchalak for more than two Upa Samity. 2 nos of members are required for quorum.

PrO shall forward the names of Sanchalaks so elected for all Upa Samities to the Pradhan of the GP & to the respective BDO.

The concerned BDO will send the same to DPEO and DM, Birbhum & concerned SDO.

Selection of Karmadhakyas of Sthayee Samity

Within 1 week from completion election of all members of an Sthayee samities u/s 124 (Sec 2b) of WB Panchayat Act,1973 the SDO shall call a meeting of each Sthayee Samity by causing service of notice in Form-1 to all members of Sthayee Samity . The notice should be served 7 days before the date of meeting.

The election meeting shall be presided over by an Officer not below rank of Gr –A officer as may be authorized by the Sub-Divisional Officer in Form-2.

The procedure of selection should be followed as per Rule 3(sub-Rule 3,6,7 of the WB Panchayat (Constn)Rules,1975Not less then ½ of the total no of elected members of sthayee samiti shall formed of quorum. No quorum is required for an adjourned meeting.

PrO shall forward the names of Karmadhakyas so elected for all Sthayee Samities to the Pradhan of the GP & to the respective BDO.

THANK YOU