1. PANCHAYAT GENERAL ELECTION, 2013
Arrangements For DC & RC
BANKURA District

2. Arrangements At DC
• Arrangement for conveyance for PP, if any.
• Enquiry Counter
• Announcement Centre
• Decoding
• Formation of PP
• Training-in-need
• Meeting place with Sector Magistrate & Sector Assistant.
• Seating arrangement for reserved polling personnel.
• Seating arrangement for Observer & PRO.
• Cash Distribution counter
• Material distribution centre
• Medical team
• Police tagging centre
• Vehicle tagging centre
• Report Return Cell Telephone with fax and broadband internet facility.
• Fire Brigade.
• Drinking water.
• Arrangement for removal of rain water.

3. Facilities at dispersal centre
(i) Boarding of vehicles.
(ii) Space for Training-in-need
(iii) Space for checking of Ballot Box & materials
by polling parties.
(iv) Strong rooms for Ballot Boxes and storage of
other materials.
(v) Cash Distribution counter
(vi) Distribution counters.
(vii) Medical Aid.
(viii) Basic amenities.

4. REPORTING TIME AT DCRC
Officers and Staff may be requested
to report on the day of Distribution
to DC i.e. on 01/07/2013 at 6-30
AM sharp & on the day of Reception
to RC 02/07/2013 at 3-30 PM
respectively

5. Opening of Strong Room
• Security.
• Log Book (Page no. 59 of Hand Book for
PROs).
• Register.
• Liaison Official between Strong Room and
Counter.
• Notice to Candidates and Political Parties.
• Proceedings.
• Videography.

6. •Transportation of Ballot Boxes from strong
room to the Materials counters:-
Ballot Boxes carrying team will arrange for
transportation of duly commissioned Ballot Boxes
from Strong room to the respective materials
counters as per allotment of polling stations for
each counter through staff and DRWs. The
Counter-in-charge will receive the Ballot Boxes
from Ballot Boxes carry officials at 7 am on
01.07.13 through a challan book. After completion
of transportation of Ballot Boxes, this team will sit
in a defined space preferably at / near “Training on
Demand” counter. They will change Ballot Boxes, if
required.

7. Enquiry & Decoding Counter :-
The Polling Officers will come to know
the polling station where they are being
posted for conduct of poll. Decoding
sheets in large font after writing the
ELECTION VEHICLE’s No. / Regn. No. will
be displayed in different places including
counters flex display (leaflet) in adequate
numbers. There will be one enquiry
counter at the DCRC.

8. Cash Counter :-
•PP category wise Cash counter will be opened for
regular PPs and for Polling Officers deployed from
reserve.
•Attendance will also be taken in this counter through
the form of receipt of allowance and PPs will get their
appointment letter stamped with the mention of polling
stations assigned.
•Two staff will be engaged in each of these counters. One
staff will take the attendance and marking of
appointment letters mentioning the assigned Polling
Station. Another staff will disburse cash.
•The cash should be kept in packets arranged separately for
P-0, P 1, P2 – P3, P4 and reserved personnel on the previous
day.

9. •Registration through SMS :
Before taking materials from the
Distribution Counter assigned for their
booth, the presiding officer & 1st Polling
Officer (both) will register their mobile nos.
Their mobile nos. will be noted in the
Distribution Register, if not noted earlier
and they should be asked to send SMS
“DC Part No” to the specified phone no.
9900112925.

10. Duties of DC Counter personnel
Personnel 1 : To issue the yellow
booklet containing forms to be used as
unsealed copies, commissioned Ballot
Boxes, Ballot Papers, Electoral Rolls (3
Marked copy & 1 Working Copy), Blue
Paper Seals (6), Distinguishing
Mark(3), Arrow Cross Mark(4),
Address tags(6), Card boards (6),
Indelible ink (2 phials), Metal seal for
Presiding Officer (1), Voter’s slip (100
pages book-12)

11. Register
• Counter wise Ballot Paper receipt register – Sl.
No. of Ballot Paper supplied – P. S. wise.
• Counter wise one separate receipt register – Sl.
No. of Ballot Boxes, Sl. No. of Blue Paper
Seals, Distinguishing mark, Arrow cross mark,
Address tags, Card boards, E Rolls and metal
seal – P. S. wise.

12. Duties of DC Counter personnel
Personnel 2: To deliver the
Statutory & Non-Statutory forms &
covers in bag as per check list with
proper receipt (Please refer List A &
List B in this regard).The list is usually
prepared in duplicate and one copy is
given to the Pr O and on the other copy
the receipt is taken.

13. Duties of DC Counter
personnel
Personnel 3 : To maintain a
tally sheet for no. of parties
receiving materials. To liaison
with all other cells.

14. •After taking the materials
•The polling party will now check the polling
materials and then move to the police tagging
camp.
•After police tagging they will proceed to the
Transport Counter and, identify their allotted
election vehicle and board it for movement
towards their polling stations.
•The concerned Sector Officer will monitor the
entire process form formation of polling party till
their dispatch to the polling stations.

15. Training –in-need
1 counter in the DC will be set up with 2 nos staff.
They will keep with them 4 nos. Ballot Boxes of each
category for training purpose. If any Presiding Officer
or any other Polling Officer wants to operate the ballot
boxes and clear his doubts, the counter staff will assist
him.
If any Presiding Officer / Polling Officer need any
clarification / demonstration regarding preparation,
sealing etc., the counter staff will also provide due
information and training.

16. Reserve Polling personnel Counter :-
•There will be one counter for reserve polling
personnel. After tagging for absentee, the residual
reserve polling personnel will be kept as reserve
PP till P day.
•If short fall / non-reporting on any polling
personnel of any polling station is reported,
proper and immediate action has to be taken for
placement of polling personnel of the required
category in that particular polling party.

17. • Other logistics :-
There will be deployment of Medical team for First-Aid and
other medical facilities
Adequate supply of drinking water.
Installation of /arrangements for sanitary toilet/lavatory etc.
Sheds for checking of polling materials and sitting place of
polling party members.
Counter for vehicle tagging.
Separate cash counter will be opened for distribution of
allowances to the drivers and khalashis (Preferably near the
Vehicle Tagging Cell).
Banner / Flex displayed containing important instructions to the
polling officers like mobile numbers of Sector Officers.
Arrangement for charging of mobile phones. At least 40-50
plug points to be made available for charging of mobile phones at
one place.

18. Display
• Decoding.
• Party formation.
• Different counters.
• List of Polling Stations – counter wise.
• List of Sector Magistrate and Sector Assistant
with name and contact numbers and Polling
Stations assigned.
• Seating arrangement for Observer & PRO.
• Seating arrangement for Reserved Polling
Personnel.
• Media Centre.

19. Arrangements At RC
• Continuous Generator back up.
• Enquiry Counter
• Announcement Centre
• Meeting place with Sector Magistrate & Sector Assistant.
• Seating arrangement for Observer & PRO.
• Material receiving centre.
• Separate arrangement for receiving polled Ballot Boxes along
with Ballot Paper Account (Form-18), Paper Seal Account,
Annexure-IV, IVA, V & Pr. O.’s Diary (Yellow Booklet & sealed
covers).
• Medical team.
• Report Return Cell Telephone with fax and broadband internet
facility.
• Fire Brigade.
• Drinking water.
• Arrangement for removal of rain water.
• Media Centre.

20. Work at general at the receiving counters:
•The counters and assigned booths and also the staff will be same
as at the time of distribution.
•Ensure timely attendance
•Check polling station numbers assigned to your counter
•Check whether you have received 3 trunks labeled – Statutory
covers, non-statutory covers and Sealed covers to be sent to
Strong Room
•Check the Ballot Boxes receipt register
•A check list will be kept in the counters so that the receipt of
documents and other polling materials is ensured as per the check
list and in the relevant order.
•The officer who received the Ballot Boxes and other sealed
documents should mark the Polling station in the check list and
sign it.

21. Checklist - RC
1) Sealed used Ballot Box along with Ballot Paper Account,
Paper Seal Account ,Presiding Officer’ Declaration and
Presiding Officer’s Diary
2) Unused ballot boxes ;
3) Unsealed Copies in the form of yellow Booklet
4) The first packet super-scribed Statutory Covers (Containing
7 items )
5) The second packet super-scribed Non-Statutory Covers
(containing 9 items ) ;
9) The third packet containing 7 items of election materials ;
10) Material for voting compartment ;
11) Waste paper basket ;
12) Gunny bag to carry polling materials;
13) Fourth packet containing all other items, if any.

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°al£ Ll-a q-h - i) fË¢a¢V Ù¹-ll SeÉ
fªbL fªbL M¡-j Ballot Paper Account
(Form-18) ii) ph Godrej hÉmV h¡­„l
SeÉ HL¢V Paper Seal Account (Big &
Medium Ei-ulC SeÉ) iii) Presiding
Officer’s Diary iv) Declarations by the
Presiding Officer
C-mLne -ff¡l fÉ¡-LV h¢¾c
Ll¡ x

23.  qm¤c h¤L-m-V ¢e-jÀ fËcš
gjÑ…¢m i¡-m¡ L-l f§lZ Ll-a
q-h -
Voter Turn Out Report
Paper Seal Account (Unsealed)
Declarations by the Pr. O. (Unsealed) (Annexure-
IV,IVA,V)
Unsealed Copy of Form-18 Ballot Paper Account
[Separate single copy for each tier (GP, PS & ZP)] to be
filled in for candidates and the sealed copies to be
submitted alongwith the Ballot boxes)
Presiding officer’s Diary (Unsealed)

24. hÉhq©a hÉ¡mV -ff¡-ll L¡E¾V¡l g-um (3)
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-ff¡l (3)
pC R¡s¡ AhÉhq©a hÉ¡mV -ff¡l (3)
 Ballot Paper cancelled for violation of voting procedure (3)
 Ballot Paper cancelled for any other reason (3)
 Tendered Ballot Papers with Form 17 (3)
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3)

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AhÙÛ¡u Sj¡ ¢c-a q-h -
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Account
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fªbL
M¡-j Paper Seal Account (Big & Medium Ei-ulC
SeÉ) iii) Presiding Officer’s Diary

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29. •Duties of RC Counter personnel :
Personnel 1 :
To receive
a) the yellow Booklet containing i)Voter Turn Out Report
ii)Paper Seal Account (Unsealed)
iii)Declarations by the Pr. O. (Unsealed) (Annexure-IV,IVA,V)
iv)Unsealed Copy of Form-18 Ballot Paper Account [Separate
single copy for each tier (GP, PS & ZP)]
v) Presiding officer’s Diary (Unsealed)
b) Sealed copies of i)Paper Seal Account
ii)Declarations by the Pr. O. (Annexure-IV,IVA,V)
iv) Copy of Form-18 Ballot Paper Account [Separate single
copy for each tier (GP, PS & ZP)]
v) Presiding officer’s Diary
c) Polled Ballot Boxes and unused Ballot Boxes

30. Personnel 2 : To receive Statutory & Non-statutory
covers & other materials

31. Personnel 3 : To dispatch polled Ballot Boxes
& other materials to Strong Room & liaison
with the Strong Room & compilation cell for
data entry.

32. •Before receiving check:--
•Whether the polled materials are pertaining to
your counter
•Then take the Ballot Boxes– checking the seal
•If additional Ballot Box has been used, Pr O
declaration has been given or not in Form IV
•Check the yellow booklet whether all the
forms are properly filled up or not
•All documents/material as per checklist is
available.

33. Then receive
the following
PrO’s Diary
-1 copy -
sealed
Ballot paper A/C -
Form18 – 1 copy for
each tier- sealed
PrO’s declaration –
( Annexure – IV,IVA,V –
1 copy sealed)
Paper seal A/C – 1
copy for Godrej type
Ballot Boxes-sealed
Filled up
Yellow
Booklet for
unsealed
copies of the
said forms

34. •Send i) Ballot Paper Account (Form-18)-
separate for each tier ii) A Paper Seal
Account for Godrej type of Ballot
Boxes(Big & Medium) iii) Presiding
Officer’s Diary iv) Declarations by the
Presiding Officer to the strong room
•Send Polled Ballot Boxes to the strong
room along with the Transit slip register

35. OTHER LOGISTICS
•Proper lighting arrangement at the reception center as
well as in the counters is essential.
•Provision for drinking water, sanitary toilet, First-Aid and other
medical facilities at the reception centre will be ensured by
Infrastructure & Logistics cell.
•Proper transport arrangements for the polling staff after being
relieved from the duty.
•MV Cell will make the arrangement of transportation of police
personnel to their places of stay. That vehicle’s driver shall be
specifically told to come back to RC and report. Other vehicles
shall also be released one by one after ensuring that polling
personnel who have been released can take vehicles back to their
residences. No vehicle shall be released without polling personnel
in it going back to their homes.

36. Closing of Strong Room
• Notice to Political Parties.
• Sealing.
• Proceedings.
• Videography.

37. Thank You