Meeting with EROs of Sadar Subdivision ACs - Decisions

DM & DEO Nadia, ROs of Ranaghat and Krishnagar held meeting with all EROs of Sadar ACs today. Decisions for follow up are :-

1. EPIC programme

• Each ERO was handed over part wise numbers of images merged at permanent epic centre (PEC) till 9th March 2009 with the suggestion to do data analysis in excel sheet to know the number of electors not yet covered under the ongoing photography programme and take steps to capture photographs of uncovered electors. Excel sheets containing part wise EPIC electors, total electors have already been emailed to all EROs from election section. Now, to get the number of electors part wise yet to be photographed ERO is required to apply formula as noted here. Total Non EPIC electors - images merged at PEC-missing electors as identified by BLOs (shifted electors without family linkage )= Number of electors without EPIC. Parts where number of residual electors is greater than 25, extra camera teams for photography can be sent at the booths itself for capturing photographs, after wide publicity or door to door notices. EROs can adopt any strategy. EPIC coverage must be near 100 %. PEC shall be opened up to 10th March 2009 as per CEO's order, but any proposal to extend it further can be sent to us for permission up to 16th March 2009.
• EPIC preparation for current photography phase from 16th February 2009 onwards is under process at all the PECs and as per the agency all EPICs shall be delivered to BDOs/ SDOs by 20th March 2009 at the latest. EROs must guide BDOs to chalk out the programme for EPIC distribution from block/ subdivision offices. Special counters may be opened till 31st March 2009. ERO level all political party meetings, booth level meetings must be held to give wide publicity to the EPIC distribution programme. All EPICs prepared must be distributed to electors, failing which the elector may be deprived of voting.

2. Missing Electors

• My earlier blog regarding BLOs' work, part wise analysis must be followed.
• Absentee, dead, shifted (ASD) electors list must be placed in booth level meetings.
• People may be encouraged to file form 6, 7, 8, 8A under continuous updating programme till 12th March 2009 for rectification of errors detected in the electoral rolls published recently.
• ZERO missing electors parts must be verified as explained earlier.

3. Continuous updating : All applications filed by 12th March 2009 (17th March 2009 in case of Kalyani, Haringhata ACs) must be taken up for field enquiry by BLOs, hearing by EROs so that all the applications are disposed off in time, manuscript prepared and data entry in the software is completed within the time limit prescribed by CEO. Review number of cases with BLOs, pending for hearing etc. Electoral rolls should be error free.

4. Sector arrangements & contact persons : Each ERO may guide the BDOs in finalisation of sectors, communication plan and identification of contact persons by 15th March 2009. Cross check the contact numbers.

5. Helpline numbers of EROs : Help line numbers provided for each AC must not be manned by competent staff but also should be provided with up to date information on above points so that the electors making phone calls get proper and useful replies. If required, the telephone numbers of block offices can be given for helpline numbers. There is no point giving the mobile numbers/ contact numbers which are not manned properly/ respond effectively. Change numbers must be emailed to OC Election for updation.

6. EROs are also the AROs, but need not work for ACs they have been assigned as ERO. Rather, RO may use them for specific duties like nomination, electoral rolls, EVM commissioning at the appropriate time. It is the responsibility of SDOs as AROs as well as sub-divisional administrative head to send day to day reports to district head quarters, law & order, Model Code of Conduct etc. BDOs must report to SDOs for all such reports. EROs may guide BDOs in these matters also in addition to overall supervision of all electoral roll, EPIC related issues, for which they are legally accountable. There should be proper coordination with SDOs and team spirit should be upheld.

7. ERO is required to send reports on electoral roll issues only.

8. EROs must also ensure that top sheet corrections have been reflected in the finally published rolls.

Feedback must be given on all above points in the meeting on 14th March 2009 (Earlier date of meeting on 12th March 2009 is rescheduled due to doljatra).