The document provides instructions for conducting meetings to constitute three-tier Panchayat bodies in Birbhum, West Bengal according to the state's Panchayat rules. It outlines timelines for meetings at the Gram Panchayat, Panchayat Samiti, and Zilla Parishad levels between August 14th and September 14th. It describes the roles and procedures of the presiding officers for electing office bearers, constituting standing committees, and selecting heads of standing committees at each level in accordance with the state's rules.

1. Meeting on Constitution of three Tier
Panchayat Bodies
on 08/08/2013 at DRDC Hall, Suri
BIRBHUM

2. 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 &
3162(17)/PN/O/I/1E-4/13 dated 06/08/13.
Time schedule for GP:- From 14/08/13 to
19/08/13
For PS:- From 30/08/13 to 03/09/13
For ZP:- From 07/09/13 to 14/09/13

3. 1st Meeting & Election of Office bearers
The SDOs & BDOs should proceed for
preparing Form1 and cause service of notice
upon elected members of concerned
Panchayat body (both by registered post and
special messengers) at least 7 days before
the date fixed for meeting to only to directly
elected members.

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

5. Duties of Presiding Officer
1. Presiding Officers are to be appointed
by Form-2 & their also authorized to
administer an oath in Form-3 to elected
members.
2. In the 1st meeting PrO should take up
election to the Office of
Pradhan/Sabhapati and then for Office of
Upa-Pradhan/ Sahakari Sabhapati

6. 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. PrO may wait max. upto 1 hour from the time for first
meeting for formation of quorum (1/3 of total members
in case of GP : ¼ in case of PS). If quorum is not formed
meeting will be adjourned. For an adjourned meeting at
least 3 members required for quorum.
Duties of Presiding Officer

7. Duties of Presiding Officer
5. 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
6. 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

8. 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.
Pl. Note that the elected office bearer
should be such category as per the
notification in FORM 1B

9. 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.

10. 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.

11. 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.

12. 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 other
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 & there is no other
members unreserved seats having same category
he/she may be declared uncontested without seconded
the proposal.

13. Selection of Upa Samities
As per rule 20 & as per instructions of the P&RD Deptt. the
meetings of Upa Samiti 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 following the date of 1st meeting to directly
elected as well as Ex-officio members . All of them may
exercise voting right.

14. No. of members of a
GP including Ex-
officio u/s 4(2A)
No of members in each
Upa Samiti
10 and below 1
11 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.

15. If quorum is not formed (1/3 of total members),
meeting will be adjourned
At least 3 members are required for adjourned meeting.
Receptacles / Ballot Box to be arranged with a level
bearing name of Upa Samity.
No of receptacles =No. of Upa Samiti

16. 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.

17. The PrO shall put his signature in the back of Ballot
Paper, write name of said Upa Samity & names of
candidates in alphabetical order of their surnames.
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 / Ballot Box allotted for said 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.

18. PrO 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 &
concerned SDO.

19. 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 excepting
Artho Samstha unnayan-O-Parikalpana sthayee samity .
In 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). ¼ of total members required for
quorum.In adjourned meeting at least 3 members are
required
All members may exercise voting right. MLAs & MPs are
also able to attend meetings.

20. Nos of members of a PS
u/s 94(2)
Nos of members of
each sthayee Samityof
PS
15 & below 3
10 to 30 4
31 & above 5

21. 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 of
Upa Samiti.

22. 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

23. Types of Forms and purpose
Form 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.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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.

29. 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,1975
Not 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.

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

31. THANK YOU