SDOs must organise all party meets at Subdivision level by 17th April 2009

Nomination have started from today. Permission for meetings, processions, use of loudspeakers shall start pouring in the Police Stations from 16th April 2009 onwards. Moreover, use of vehicles for campaigning also needs permission of RO/ ARO. It is advised to SDOs to organise meetings with recognised political parties at Sub-divisional HQ immediately latest by 17th April 2009 to discuss :-

1. Procedure and modalities of permissions for meetings/ processions, use of loudspeakers by the candidates and political parties. Permissions for use of grounds of educational institutions can be issued by the authorities of such institutes on equatable basis and that has to be monitored by SDOs.
2. Issues related to Model Code of Conduct and its strict compliance.
3. Booth level meetings on 23rd April 2009 - EPIC distribution, photography programme from 26th April to 29th April 2009 and issues regarding electoral rolls.
4. EVM commissioning programme.
5. General law and order - appeal for cooperation.

Resolutions of such meetings should come to us by 17th April 2009 afternoon. Police officers and EROs/ BDOs may also attend these meetings.

Nomination for 12 Krishnagar and 13 Ranaghat PC starts today from 11 am to 3 pm daily

Notification for 12 Krishnagar and 13 Ranaghat Parliament Constituencies is to be issued on 11th April 2009. Notice in form by Returning Officer fixing the dates is being issued by 11 am today. Nominations shall be received at the Office of ROs at SrDC chamber for 12 Krishnagar PC and at visitors Room in front of ADM G chamber for 13 Ranaghat PC. Candidates may present nomination papers to ARO at sitting at these places ot to the RO in his chamber between 11 am to 3 pm daily on 11th, 13th, 16th, 17th and 18th April 2009.

No nominations shall be received on 12th, 14th and 15th due to public holiday.

Media centre has been set up in the Collectorate for dissemination of copies of nomination papers, affidavit of candidates and other papers free of cost. Copies of these papers can be collected from DICO after 4.30 pm daily, Daily list of nominations can be collected from media centre after 3.30 pm daily.

As per ECI directions, 100 m periphery of DM office Nadia has been declared sanitised zone with access control at the time of nominations. Candidates with four persons and three vehicles can only be allowed to enter 100 m at the time of nomination.

Election preparedness - DM Nadia's review of blocks

I visited BDO offices under Sadar Subdivision in last few days and had review of election preparedness with sector officers, election staffs and BDO/ Jt BDO. Some of the observations for follow up at all blocks :-

1. Sector Officers in most of the cases are new and not yet fully settled. They may not be aware about general circulars issued from DM & DEO regarding sectors, vulnerability, polling station verification, EPIC distribution, communication plan and MCC. Copies of relevant circulars and briefing to them should be done immediately. BDOs must pay personal attention on this issue.
2. Polling station verification report has been completed and sent to us from most of the blocks. It is possible that the report prepared by outgoing sector officers is incomplete or not up to date. It should be re verified and actions to solve the problem of tube well, toilets, separate entry/exit, approach road, ramps and petty repairs must be initiated without further loss of time so as to complete this prior to booth visit by observers from 18th April 2009. While drinking water tube wells sinking/ re sinking at booths to be done by PHE as per the requisition to be sent to Executive Engineer Nadia Division from the end of SDOs & AROs, toilets can be installed by BDOs with the help of sanitary mart. Fund for sanitation is being placed from District Sanitation cell. List of polling stations without ramps can be sent to CLRCs with copy to DPO SSM. DPO SSM is issuing orders to CLRCs to construct ramps as per direction out of funds placed to them for the purpose. Works at booths like separate entry/ exit, doors, window repairs etc can be taken up by BDOs out of conduct of election fund but with prior approval of estimates of each booth by SDOs. Total funds for the purpose per AC may not exceed rupees one lakh for all works taken together. Some of the amount can be availed from the maintenance grants to schools. Any works which needs larger amount should be avoided. We are not in favour of sanction of new NREGA scheme for polling station purpose or use of grants to Local Bodies for these purposes.
3. EPIC distribution should gear up, and also the sample checking of distribution.
4. SDOs may plan for marking of electoral rolls as soon as printed rolls are supplied. Experienced Staff from BDO office may be associated well in advance.
5. MCC teams at block must be properly explained instructions as in some cases confusion regarding videography, defacement of public property has cropped. Whatever direction RO has issued/ explained in the meeting in first week of April 2009 must be adhered to. Any deviation from the direction of DM & DEO, RO should not be resorted. Videography may be restricted to events as noted in ECI circular. Not all meetings are required to be covered by videography team except Star Campaigners, Public Meetings by ministers and violations of MCC.
6. BDOs must hold daily review meetings with his election team, involve all officers and staff, in a team spirit. Copies of circulars must be shared in these meetings.
7. SDOs must hold Sub-divisional level all party meetings at least once a week on conduct of election, MCC and seek their cooperation.

Clarificatin regarding DCRC and counting arrangements

1. Meeting of Police and Civil Officers on 2nd April 2009 at Collectorate may be recalled. It was advised to make joint visit to the DC and RC as well as counting venues to familiarise about the arrangements. In case of Sadar Subdivision the arrangements for DCRC counters, drawing, maps, infrastructure, electrical work, pandel, strong room, toilets, drinking water source, media centre, MV counters, training on demand counters, attendance counters etc shall be done by the DCRC Cell in consultation with EVM, PP cell, MV cell, Manning Cell, Material Cell, data transmission cell, logistics cell, ballot paper cell and all other associated cells under the overall supervision of ADM - in Charge of Sadar ADM Dev. BDOs shall extend cooperation to these cells as and when required by the DCRC cell or other cells. However, bagging of sectors shall be the responsibility of the blocks. Deployment of manpower at DCRC shall be done from the end of Manning Cell, of course with due consultations. It is for the information of Sadar BDOs.
2. Counting of Karimpur shall take place at a place fixed by RO in Murshidabad district and that of Kalyani and Haringhata ACs at the place fixed by RO, may be at Kalyani SDO office if allowed by the CEO. Otherwise it will be at Bongoan. Ranaghat PC counting shall take place at Ranaghat college and that of Krishnagar PC at BPC. Total rounds of counting shall be 10 to 11, may be upto 12 rounds in few cases. Number of tables each hall can be 8 to 24. DCRC cell to finalise the drawing. Keep sufficiently large size room for RO chamber so as to do postal ballot counting and also to accommodate observer in the same room.
3. AC wise table wise result shall be fed in the computer in excel sheet for generation of Form 20 each hall wise round wise. Such arrangement may be made AC wise in a hall or in a nearby room adjacent to hall. Computer next to ARO's table is preferred. Excel sheets with locked cells except PS wise votes polled each candidate shall be loaded on the computer with formula in built to generate format reports each hall round/ hall wise.
4. All data transmission to be done from the RO's room.
5. There should be one room for senior police officers' chamber at the DCRC/ Counting centre and another room for CPF.
6. Strong rooms in a group may be set up, instead scattered, so as to be convenient to guards on duty. Provide their accommodation in the adjacent room where bathroom is in proximity.

BLO BLA meetings after publication of Second Supplement of Electoral Rolls, on 23rd April 2009

It is known that on publication of the second supplement of the electoral rolls after the last date of filing nominations, a phase-wise meeting of BLOs and BLAs will be held as per the programme below:-

1st phase : 16.04.2009 2nd phase : 23.04.2009 3rd phase : 30.04.2009

In the said meeting BLAs may submit their observations on the electoral rolls. EROs must, therefore, requested to ensure that all the BLOs attend the above meetings with BLAs at the respective Polling Stations. We may organise these meetings between 12 noon to 4 pm, preferably at fixed time at 2 pm at each booth as decided in the all party meeting on the issue.

EROs will subsequently discuss the same at the ERO Level Monitoring Committee. Dates of ERO level standing committee meetings will be intimated shortly.

All concerned should be informed accordingly.

EPIC programme at block from 26 to 29 April 2009

Sub: Special EPIC campaign in connection with General Elections to Lok Sabha, 2009.

With a view to ensuring maximization of EPIC coverage before the ensuing Lok Sabha Elections, 2009, a phase-wise mopping up EPIC campaign will be held from P-10 day to P-7 day as detailed below :-

For first phase elections - from 20.04.2009 to 23.04.2009 For second phase election - from 26.04.2009 to 29.04.2009 For third phase elections - from 03.05.2009 to 06.05.2009

The programme will be conducted at Block level in rural areas and at the Permanent EPIC Centres in urban areas. However, all images captured at the photography locations should be down loaded first in the PEC computer and then processing of EPICs will be made from the end.

In this connection, it may be pointed out that, after merging of all images captured in the above programme as well as those submitted in form 6 or 001C during continuous updation period and generation of EPICs for the same, a part wise Referral Image List should be generated against such EPICs with the help of the software to be supplied to the districts along with the EPIC data base. Such lists will be delivered to the Presiding Officers for use during conduct of Poll.

Issue of duplicate EPICs against lost cases as well as corrections of defective EPICs may be made from the PECs. We'll chalk out programmes for the same so as all such programmes should end well ahead of P-10 days.

Regarding the images taken in 001C forms during the continuous updation programme but not reflected in the 2nd supplement, scanning of the same should be arranged now at Subdivision level. But preparation of EPIC against such cases will be done after delivery of updated EPIC database by the SLA.

All concerned should be informed of the above programmes. Wide publicity about the mopping up campaign should be made by the EROs. The recognized political parties should also be informed about the same well ahead.

Attention BDOs/ SDOs

I must express thanks to all members of the Team Nadia for successfully completing the election preparedness for General Election 2009.

So far we have completed .....

• List of Polling stations, auxiliary polling station, verification of booths, route chart and DCRC locations.
• Sector arrangements, names and location of sector officers, electoral rolls - disposal of continuation updating applications, EPIC preparations and distribution, vulnerability location identifications jointly with police.
• Finalisation of action plan for procurement of election/poll material, printing material, EVM plan, PB-EDC policy, training schedule, polling personnel database, micro-observer database and communication plan.

Attention is required on ...

• Up to date list of sector officers/ police sector officers must reach us by 10th April 2009.
• Vulnerability mapping must be complete by 10th April 2009 and be submitted in excel sheet to us.
• Communication Plan must be uploaded on ECI website at www.ecicp.nic.in for each AC within 11th April 2009, ensuring correct mobile numbers of each booth contact/ BLO person, booths, police stations, sector officers, communication officers etc.
• EPIC distribution be completed by 13th April 2009, and sample verification by Sector Officers/ BLOs.
• Electoral rolls marking/ authentication by ARO on each page may commence.
• Action to do sinking/ re sinking of tube wells at booths, DCRCs, counting centres etc should be initiated with the help of PHE. Fund has been placed to PHE. Sanitation in schools where polling station is located can be done out of TSC funds being placed on demand.
• Ramps at each booth is compulsory. Ask CLRC do it out of SSM funds, through school authorities.
• Complete route maps, sector maps and AC maps with the help of NRDMS/ GIS team at DPLO.
• DCRC detailed plan, deployment of manpower and counting centre proposal must reach us by 13th April 2009 for approval of the CEO.

Also remember ....

• MCC to be enforced in letter and spirit as explained in the meeting with BDOs/ OCs.
• Training class arrangements be planned in advance.
• EVM randomisation on 9th - don't forget to do videography.

Do send sms for clarifications/ suggestions.

Welfare of Polling Personnel on election duty - suggestions are welcome

There are 3840 booths in Nadia district in the forthcoming election to Loksabha 2009. One Presiding Officer (generally gazetted officers in the supervisory scale), three polling officer in each booth shall be appointed by DM & DEO, Nadia. Third polling officers are generally Group D employees. In addition micro-observers amongst central Govt employees may be posted at approximately 600 polling stations. In total around 20000 people may be deputed on poll duty at booths. Besides a large number of other personnel on duty shall be posted at sector, dispersal and receiving centres at SDO offices. While, necessary arrangements shall be made on following, felt need may be suggested for the consideration of authority :-

• Thorough trainings (two days) will be organised on holidays as far so that teachers are not called on working dates of educational institutions. Trainings shall commence from 18th to 20th April 2009 from 10.00 hrs to 13.00 hrs and 14.00 hrs to 17.00 hrs at nearest Sub-divisional HQ where the employee is posted. Letter of appointment may reach to their controlling authorities, declared as Sponsoring Authority Nodal Officer (SANO), within 15th April 2009. Exact date, time and venue can be noted from the letter to be served upon the employee. Second day of training shall be organised from 2nd to 3rd May 2009 at SDO HQ where the officer/ staff is posted.
• Employee asked to attend poll duty training must bring photographs duly pasted on the Identity Cards supplied with the appointment letter so that the ID is issued with the facsimile signature of DM & DEO. ID card is must as per ECI directive.
• Poll duty personnel will be picked up from the important places like bus stop, railway stations etc to reach DCRC on 6th May 2009 early morning. Route of the special buses, number, time etc shall be notified to them in second day of training. Similar arrangements for dropping near to residence/ home shall be made.
• Each personnel on election duty shall be asked to furnish the contact number of home/ person who may be approached in case of exigencies. This number can be collected during the training class.
• Police shall be tagged with the each polling party vehicle. Good condition vehicles shall be arranged.
• Essential medicines and water disinfectants shall be given to each polling party, sectors.
• Mid day meal cooks have been asked to prepare food for the polling party at the booth itself. List of cook and contact details shall be provided to the polling party.
• Fan, electricity, telephone, furniture, shed etc at each polling station is being verified and shall be provided as far as practicable.
• Medical teams and rest room shall be set up at each DCRC for reserve personnel and to take care of persons falling sick.

Every step is taken to make the duty of polling personnel as comfortable as possible. Help desks shall be opened at each DCRC for extending assistance to personnel on duty. Those who are sick/ infirm/ disabled and needs exemption of duty shall be allowed to do so.