office of the district magistrate & district election officer, bankura 15 th may, 2013

11

OFFICE OF THE DISTRICT MAGISTRATEOFFICE OF THE DISTRICT MAGISTRATE

& &

DISTRICT ELECTION OFFICER, BANKURADISTRICT ELECTION OFFICER, BANKURA

1515thth MAY, 2013 MAY, 2013

22

RATIONALIZATION - 2013

As per order of the CEO, WB vide Memo No. 1528

(19)-Home (Elec) dt. 10-05-13, the rationalization

exercise is to be taken up for those polling stations where

the number of electors have crossed the threshold limit

of 1100 after final publication of Electoral roll on 05-01-

2013 in respect to 01-01-2013 as the qualifying date.

33

SCHEDULE OF RATIONALIZATIONSCHEDULE OF RATIONALIZATION

ACTIVITY - TO BE COMPLETED BY

Meeting with Political Parties at Block / Sub-Division Level

- 18-05-2013

Meeting with Political Parties before submission of draft list of P.S in Annexure – III alongwith R1 to R6

- 22-05-2013

Assessment at the Level of ERO / BDO (AERO) and Physical Verification

- 25-05-2013

Submission of P.S in Annexusre – III alongwith Format R1 to R6

- 28-05-2013

Draft Publication of List of Polling Station - 10-06-2013

Last data for receiving Objection and Suggestion on the Draft List

- 20-06-2013

Meeting with Political Parties at Block / Sub-Division Level

- 21-06-2013 (Resolution of the meeting be submitted on the same day i.e, 21-06-2013

for holding District Level Meeting)

44

1.1. Identify the Parts having more than 1100 electors as on 01-01-2013 Identify the Parts having more than 1100 electors as on 01-01-2013

Published on 05-01-2013 for rationalization.Published on 05-01-2013 for rationalization.

2.2. The Village / Hamlet having more than 300 electors may be provided The Village / Hamlet having more than 300 electors may be provided

with a Polling Station, if suitable Govt / Semi Govt. building is with a Polling Station, if suitable Govt / Semi Govt. building is

available.available.

3.3. There should not be more than 02 (Two) Polling station in Rural area There should not be more than 02 (Two) Polling station in Rural area

and more than 4 (four) Polling station in Urban area in a Polling and more than 4 (four) Polling station in Urban area in a Polling

Location.Location.

4.4. Ensure that no Elector should travel to cast their vote for more than 2 Ensure that no Elector should travel to cast their vote for more than 2

k.m.k.m.

5.5. Ideally , there should be 1000 electors in each Polling Station on an Ideally , there should be 1000 electors in each Polling Station on an

average.average.

WORKING GUIDELINES

METHODOLOGY

A. Assessment : Take the existing list of polling stations and the electoral roll

parts for a thorough survey.

Review existing sections in each part so as to ascertain

whether any geographical identity is missed out or not. Care

should be taken to incorporate newly developed areas and

ensure that to the maximum extent possible the sections follow

the pattern of nomenclature used for postal purpose.

METHODOLOGY

Thus a single section within a part may be

divided into multiple sections, i.e. to cope with

increased electors, an existing single section

having more than 1100 electors may have to be

divided into two or more polling stations as well.

METHODOLOGY

However, while working with the sectional rearrangements, it

must be ensured that unless due to the necessity of bifurcating

an existing section amongst multiple polling stations due to

the number of electors exceeding the optimal number, no

existing section is distributed amongst multiple parts.

Identify villages having more than 300 electors where separate

polling stations within the villages could not be assigned in the

past. If polling premises are available, care should be taken to

assign separate polling station to such villages.

METHODOLOGY

Villages having less than 300 electors should ordinarily be

clubbed together and the polling station should be set up in the

village having higher number of electors. However, due to

centrality of location, availability of polling station premises

etc., there may be instances where the polling station may be

proposed to be located in a village having lesser number of

electors.

METHODOLOGY

Mouzas having less than 300 voters already having an

exclusive existing polling station should continue to have so

and need not be changed as a part of this rationalization

exercise.

In case of large mouzas or wards (in urban areas), more than

one polling station should be set up maintaining the said

parameters. To explain it further, no polling station should

cover areas of more than one Gram Panchayats / Wards.

METHODOLOGY

In case where correction in the names of sections and

subsequent corrections in the control tables is essentially

required, the same is allowed subject to specific consultation

with this office. Correction in Control Table data will be made

onto hard copies of the top sheet of the electoral roll (One in

English and one in Vernacular). Control table correction will

be done in red ink on the top sheet of the existing roll.

METHODOLOGY

The issue of natural barriers and change in river’s course

should also be taken into account and areas being located in

two sides of a river should not usually be clubbed together so

as to ensure that the voters do not have to cross the river for

voting.

Identify polling premises having more than 2 polling stations

in rural areas and more than 4 polling stations in urban areas

and assess availability of polling premises within the polling

areas of additional parts in order to decongest the premises.

METHODOLOGY

In areas where it might be necessary to set up more polling

stations than the prescribed numbers within the same premises

due to density of population / electorate of the surrounding

area and non-availability of any other suitable building within

the polling area, then a certificate to that effect should be given

by the ERO & AERO.

METHODOLOGY

B. Physical verification : Existing polling stations and the proposed ones should be

physically verified by the AEROs / EROs and a detailed report

in the format given and as per the check list provided by the

Election Commission of India in its Instruction Number

64/2007-ERS dated 9 May 2008.

FORMAT OF PHYSICAL VERIFICATION OF PSNo. & Name of the AC : -

Sl. No.

of PS

Name of Polling Station

Permanent Building

/ Temporary ? (Write P

or T)

Area of

Polling

Station (in

sq.mt.)

Whether separate entrance / exit available

? (Yes/ No)

Polling

Station

Room

well lit & well ventilated

? (Yes/ No)

Maximum distance that

a voter has to

traverse to

reach the Polling

Station (in

k.m.)

Source of water at Polling Station

Whether

Urinal/

Lavatory/ bath room available in good

condition or not ? (Yes/ No)

Whether

accissible by vehicle or

not ? (Yes/ No)

If yes, then type of

vehicle that can

access (Big

Vehicle/

Small Vehicl

e) (Write BV or SV)

Distance from Road Head (i.e. PS to concerned Sub-Division)

Metal Road

(in k.m.)

Non-metal Road

(in k.m.)

Cart Road

(in k.m.)

Approach road (by

walk in

k.m.)

Total distance (in

k.m.)

1 2 3 4 5 6 7 8 9 10 11 12a 12b 12c 12d 12e

FORMAT OF PHYSICAL VERIFICATION OF PSRest Columns

are…

Condition of connecting road

to PS

Whether the PS is connected

with telephone ? If yes, then Telephone

No. otherwise

No.

If No in Col No. 14 then nearest Telephone

No. (Govt./ Private/ booth) through which

contact can be established, if

required. Then No. & name of Owner of

telephone mentioning (Govt./ Private)

Whether the PS is

connected with

Electricity ? (Yes

/ No)

Availability of Mobile Service

Provider. (Name

of Service

Provider)

Whether permanent ramp constructed

or not ? (Yes/ No)

Remarks

13 14 15 16 17 18 19

METHODOLOGY

On the basis of physical verification, sketch maps indicating polling

areas for individual parts/ polling stations with section distribution

and the location of the proposed polling station should be drawn (for

the time being maps showing the polling area of only those polling

stations which will be newly created or of those polling stations

which will get affected by the rationalization exercise shall have to

be submitted).

Accordingly, the list of Polling Stations after the rationalization

exercise as per guidelines is to be submitted in Annexure – III

alongwith filled up formats in R1 to R6 and maps showing the

polling area in A4 size paper.

METHODOLOGY In Annexure – III, the Sl. No. of Polling Station in Column 1 shall be

assigned with consecutive numbers under the Block jurisdiction ( AC-Wise

separately) starting from no. 1. However, in case of Polling Station where

either proposed Polling Station Location ( as given in Column 2 & 3) or the

Polling Areas ( as given in column 6) have undergone any changes as a

result of Re-organization / Rationalization of Polling Station as per

guidelines an asterisk mark (*) shall invariably be given in Column 1 and

subsequently in remarks column ( Column 10) formation of New /

Bifurcated status of Polling Station shall be recorded ( Identifying Change

Proposal / Change of Location / New Polling Station) with specific

comments on whether it has been unanimously adopted by the Political

Parties or some Party has objected to ( i.e unanimously adopted / X-Party

assented / Y – Party objected). The final numbering of all the P.S with an AC

will be done centrally at District Level.

Functional Guidelines

There are 6 formats i.e. R1 to R6 to be used for Rationalization

exercise.

Format R1 – Section-wise report from existing database (as on 05-01-2013)

This format is to be used to capture information relating to

formation of new parts and sections / data pertaining to clubbing of

existing sections.

After filed verification parts having more than 1100 electors are to

be taken up for splitting / re-clubbing of sections therein. Whenever

a new part is created, the details of such newly created parts are to

be noted in column No. 14 and its corresponding sections in

column No. 15.

FORMAT - R1

Section wise report from existing database (05/01/2013) for Rationalisation – 2013

Please fill up column no 07 to 15

AC-No.

AC NamePart-

NoSection No

Section Name

Electors in Draft Roll

Supplement 1

Total

Electors

Deleted

Electors

Net Electors

Rationalised

Starting Sl

End Sl

Starting Sl

End Sl

New Part No.

New Section No.

1 2 3 4 5 7 8 9 10 11 12 13 14 15

------------------------------ [Prepared by]

----------------------------------------- [Signature & Seal by AERO / ERO]

Format R2 – Format for splitting of existing sections of a Part

There may be few parts comprising of single section having more than 1100 electors. On the other hand there may be few sections, though having less than 1100 electors requires splitting for geographical or any other obvious reason. To capture the elector distribution details amongst the newly created parts or sections this format is to be used.

Column No. 3, 4 & 5 records the Part No. / Section No. / Section name of the existing part. Whenever individual sections are split the distribution of electors amongst newly created part / section has to be noted in Column 6 and the corresponding No. of the newly created part / section are to be noted in column 7 & 8.

FORMAT – R2

------------------------------ [Prepared by]


Format for splitting of existing section (Electors distribution details amongst newly created parts/ sections)- also fill up Format R-3

AC-No

AC Name

As per Existing Roll Rationalised

Part-No Sec. No Section Name Sl-No. of electorsNew Part

No.New

Section No. Net

Electors

1 2 3 4 5 6 7 8 9

Format R3 – Format for detailing the address of newly created section

This format relates to R2 and is to be used for capturing the address of the newly created sections.

FORMAT – R3

------------------------------ [Prepared by]


Format for detailing the address of newly created section (whenever a section is bifurcated or a new section is created) Also fill in Format R-2

AC-No

AC NamePart-

NoSection

NoSection Name

Mouza

Name

GP Nam

e

Ward No.

Block/Municipal

ity/NAC/

Munc.Corp

Police Station

Sub. Div

Pin Code

1 2 3 4 5 6 7 8 9 10 11 12

Format R4 – List of Polling Premises assigning new Part Nos. after rationalization

This format is to be used to allocate the new Part Nos. against the existing polling premises.

In case an existing polling premise that will not be used after rationalization the same is to be struck out using red ink.

FORMAT – R4

------------------------------ [Prepared by]


List of Polling Premises, assigning new part numbers after rationalization

1) Please fill up column no. 5,6 and 7 only

2) To delete an existing building just strike out the same with Red Ink

AC No AC Name Sl. No. Premises NameExisting Part No/s assigned

New Part No/s assigned after rationalization

Room-No./ Extn. Name

(if any)

1 2 3 4 5 6 7

Format R5 – Format for detailing address of new polling premises

This format is to be used to capture the detail address of new polling premises.

FORMAT – R5

------------------------------ [Prepared by]


Format for detailing address of New Polling Premises (for address details)

Ac No

AC Name

Building Name

Address

Mouza Name

GP.Name

Block/Municipality/

NAC/Munc.Corp

Ward No.

Police Station

Sub.Div

PIN Code

New Part No/s after

rationalization

Room-No./ Extn. Name (if

any)

1 2 3 4 5 6 7 8 9 10 11 12 13

Format R6 – Synoptic report

This format is to be used to capture the number of newly created parts / sections / polling premises after rationalization vis-à-vis existing details.

FORMAT – R6

------------------------------ [Prepared by]


Synoptic Report for the District

District Name

Ac No & NameTotal No. of

existing Parts

Total no. of Parts after

rationalization

Total No. of existing Sections

Total no. of Sections after

rationalization

Total No. of existing Polling Premises

Total no. of Polling Premises after rationalization

1 2 3 4 5 6 7

Meeting with Political Parties

• First meeting before launching of the programme – by 18-05-

2013

• Second meeting before the publication of the draft list of

polling stations – by 22-05-2013.

• Third meeting after receiving the suggestions / objections and

causing enquires on those - on 21-06-2013

In this meeting all suggestions / objections received for

changes should be discussed and decided upon.

Final submission of reports

Considering all the guidelines the exercise for rationalization of polling

stations alongwith physical verification is to conducted with a aim to conduct

the next Lok Sabha General Elections without any auxiliary polling stations.

The following AC-wise report in both soft copy and signed hard copy is

to submitted by the AEROs under the supervision of the EROs by 28-05-

2013 : -

A.Annexure – III.

B.Resolution of the meeting of the Political Parties.

C.Format R1 to R6.

D.Report on physical verification of polling stations.

E.Scrutiny Sheet in Annexure – IV.

F.Certificate in Annexure – V.

G.Maps showing polling areas of newly created polling stations / affected

polling stations.

3434

DISTRICT SVEEP STRATEGY DISTRICT SVEEP STRATEGY SOME KEY FEATURESSOME KEY FEATURES

• BLOs should be directed to make house to house survey to list out BLOs should be directed to make house to house survey to list out the number of 18+ persons not yet enrolled as an elector and the the number of 18+ persons not yet enrolled as an elector and the persons who will be eligible to be an elector as on 01-01-2014. The persons who will be eligible to be an elector as on 01-01-2014. The reports should be submitted in the format (Annexure –I) given, reports should be submitted in the format (Annexure –I) given, within 27-05-2013.within 27-05-2013.

• The identified left out electors and newly eligible electors as on 01-The identified left out electors and newly eligible electors as on 01-01-2014 should be distributed with Form – 6 by the BLOs with an 01-2014 should be distributed with Form – 6 by the BLOs with an advice to submit the filled up forms during SRER.advice to submit the filled up forms during SRER.

• Part-wise analytical data on gender ratio / EP ratio / Age-Cohort Part-wise analytical data on gender ratio / EP ratio / Age-Cohort shall be obtained from the BLOs in the format (Annexure –II) shall be obtained from the BLOs in the format (Annexure –II) given, within 27-05-2013.given, within 27-05-2013.

Enrollment of 18-19 years age group electors• The list of identified Nodal Officers of H.S. Schools / Colleges /

Technical Institutions under the Block jurisdiction should be submitted by 20-05-2013 in the FORMAT given. A block level meeting with the Nodal officers will have to be conducted immediately to encourage submission of Form – 6 from the eligible students, specially during the period of new admission in a campaign mode.

• The concerned BLO should be tagged with the institution to give more emphasise on the process.

• The list of institutions where “Voter Help Desk” have been provided alongwith photographs is to be submitted within 27-05-2013. the photographs should be superscribed with the names of the institution and Nodal officer’s name and contact No.

Some other SVEEP activities

• Drop boxes are to be placed at important locations for submission of

forms, to help hassle free access to services. Forms are also to be

made available at those locations.

• Locations like Banks, ATMs, Electricity offices, Post offices etc.

where large number of people gather may be considered.

• The BLO posters on - “Know Your BLO” should be made available

at the Banks, ATMs and Post offices in consultation with the Banks

(if yet not available) and the information should be updated.

• During house to house visit the BLOs are to collect mobile numbers

and e-mail address of the electors and keep a record in the BLOs

Register.

• 100% EPIC coverage should be ensured. During house to house

verification with the Non-EPIC / Non-Image list the photographs

should be collected. If the voters are found to be missing then

process for suo-moto deletion should be initiated following relevant

norms.

• The list of probable duplicate electors should be verified during the

house to house survey by the BLOs and if found actually duplicate

then necessary process for suo-moto deletion should be initiated

following relevant norms.

• The list of probable duplicate EPICs should be verified during the

house to house survey by the BLOs and if found actually duplicate

then necessary process for suo-moto deletion should be initiated

following relevant norms.

• The list of 80+ age electors should be verified during the house to

house survey by the BLOs and if found actually dead then necessary

process for suo-moto deletion should be initiated following relevant

norms.

The reports should be submitted in the FORMAT given on weekly

basis i.e. every Monday.• A FORMAT report on continuous updation should also be submitted

fortnightly.

• Training of BLOs should be done rigorously in small batches of 40

– 50 for better management and making the training effective.

• In June, 2013 training to be conducted on BLO Register and other

pre-revision activities.

• Before Summary Revision of Electoral Rolls another round of

training will have to be conducted.

• Subsequently, training for all levels of officials associated with

election related works will be done for the conduct of Lok Sabha

General Elections.

Training schedule will be intimated accordingly.

office of the district magistrate & district election officer, bankura 15 th may, 2013

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