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Polling Venue Information
District / «ELECTORATE_NAME» / RO Name: «RO_FULL_NAME»Polling Place Name / «VENUE_NAME»
Street Address / «FULL_LINE_CONTACT_ADDRESS»
Suburb/Town / «PHYSICAL_LOCALITY» / Postcode / «PHYSICAL_POSTCODE»
Polling Place Type
/ «VENUE_ASSIGNMENT_TYPE_NAME» / Number of Voters(approx.)
Dual Polling Place? / Y
N / Host or Guest? / «HOST_GUEST»
Entry(s) to the venue is from which street / intersection?
Location within the venue (e.g. hall, undercover area, library, etc.)
Polling Place Contact for Bookings & Arrangements
Name / «CONTACT_NAME» / Position / «CONTACT_POSITION»
Address / «FULL_LINE_CONTACT_ADDRESS»
Phone (Work) / «CONTACT_BUSINESS_HOURS_PHONE_NUMBER» / Mobile: / «CONTACT_MOBILE_NUMBER»
E-Mail / «CONTACT_EMAIL_ADDRESS»
Polling Place Contact for Delivery of Equipment (if applicable & different from above)
Name / «DELIVERY_CONTACT_NAME» / Position / «DELIVERY_CONTACT_POSITION»
Phone (Work) / «DELIVERY_BUSINESS_HOURS_PHONE_NUMBER» / Mobile: / «DELIVERY_MOBILE_NUMBER»
E-Mail / «DELIVERY_EMAIL_ADDRESS»
Polling Place Contact for Keys & Security Arrangements(if applicable & different from above)
Name / Position
Phone (Work) / Mobile:
Polling venuebooked for / Date: / / / Date: / / / Date: / /
Time: from to / Time: from to / Time: from to
Polling VenueBuilding / Does the external building appear in sound condition and well maintained?
Does the building interior appear clean and well looked after, free of pests?
List any notable aspects of the condition of the premises (take photos if required)
Are there any major building works or maintenance scheduled between this inspection and polling?
Are there any planned events in the area that may impact on voters or polling day? (rock concert, public events)
Polling Place Set-up / Is the polling place available for set-up prior to voting? (e.g. Friday before polling day)
Provide details (days, times, instructions, etc.)
Keys / When & where can keys be collected?
Are additional keys required for access to parking/gates/pathways/toilets/etc.?
When & where are keys to be returned?
Security / Alarms / Where are the alarms located or arrangements for disarming & arming
What is the arrangement for after-hours contact in alarm/access emergency
Voting Area / Is the voting area well lit for purpose? (voting and especially for counting of ballot papers in evening)
Is the floor surface even and slip resistant? If carpeted, is it low pile and firm?
Is this the most suitable room to use for polling?
(e.g. just because this area was used previously does not mean it is the best available space for voting and counting)
Does the size of the voting/activity area appear sufficient for the expected activity and number of voters?
Will the room be cleared for set-up? Will it require “resetting” after use? (if so take photos as reference)
Ballot Papers / Is there space to establish a secure Ballot Paper area in the polling place?
Is there a lockable room or cupboard inside the building large enough for secure storage of ballot papers?
Details of proposed secure ballot paper area?
Power and Lights / Are there accessible power points available in voting area? How many?
Does the location of power points allow for issuing staff to use notebooks or laptops?
Will extension cords and/or power boards be required? How many?
Will extension cords present a tripping hazard? How is this to be averted?
Location of switches & RCD
Office Equipmentand kitchen / Is there 3G mobile phone coverage for Elector Recording System (ERS)? / Circle Signal Strength
Weak 1 2 3 4 5 Strong
Will a photocopier be available? (key or codes required?)
Will a phone / landline be available? (key or codes required?)
Are there sufficient kitchen amenities for polling place staff to use?
Fridge, Kettle/urn, Microwave, Crockery, Cutlery, etc.
Furniture / Does extra furniture (tables/chairs) have to be hired? Yes No
If YES list items and quantity required here.
Approximate cost for furniture hire……$
You will also be required to complete form RO15 – Furniture Hire form
If using furniture provided at the venue, are the tables and chairs suitable size for adult use? Yes No
Set-up –
Where will tables and chairs for the voting area be found?
Are the chairs ergonomic, kitchen style, plastic?
Are the tables able to be carried or moved by one male/female?
Where will the tables and chairs be packed or stored after completion of polling?
Is there a suitable table for a table top voting screen?
- minimum table depth 500mm
- table height between 730mm – 870mm
- minimum 710mm –840mm unobstructed clearance height under table to permit wheelchair access
Cardboard Materials / Will cardboard material (voting screens, ballot boxes, queueing equipment) need to be collected after polling day? / Y
N
Set-up –
Where will cardboard material be delivered/stored before polling day?
Where should cardboard material be placed for collection after completion of polling?
Signage / One “Polling Place” banner sign will be provided as standard issue for each polling place. Are additional polling place signs required to advertise the Polling Place from the street?
If YES, how many additional signs?
Safety / Is an evacuation plan prominently displayed?
If not, evacuation plan must be created by PPM and copy sent to RO
Are emergency numbers and/or local police station contact details prominently displayed?
Are there illuminated or clearly visible exit signs?
Can all exit doors be opened/unlocked from within the building?
Are fire extinguishers available, accessible and within inspection date?
Are fire extinguishers usage instructions provided?
Is the building or premise clear of any obvious or potential hazards? (including entry pathways)
Is there effective lighting for evening?
Provide details/comments/notes if required:
Workers / Are there any workers at these premises that usually/would like to work for WAEC on election day?
Bins / What arrangements are there for disposal of public, political party & polling place rubbish?
Facilities / Arrangements for toilet access (keys or codes required?)
Will toilets be made available to the public?
If toilets are available to the public, is there a disabled toilet?
Staff
Parking / Is there an area polling place staff can park away from public car parks? If so, will it be well lit at night?
Fund-raising / If fundraising (e.g. cake stall, sausage sizzle) will occur on election day, what is the name & phone number of organiser?
Special Requests/Notes
Premises Assess-ment / Suitability – Is the building/premises suitable for this activity?
Comments:
Accessibility – have you completed Access checklist on last page? Does this building/premise comply?(non-compliance does not rule out WAEC usage of this venue)
Comments:
Security – Any security concerns regarding this building/premise?
Comments:
Approval for use by RO / Premises approved for activity:-
Date of inspection: ______
Date of approval/rejection: ______
Comments/Reasons: ______
______
______
Name of RO: «RO_FULL_NAME»
District: «ELECTORATE_NAME»
Signature: ______
Approval for use by WAEC / WAEC approval/rejection:-
Date inspection form received: ______
Premise approved/rejected: ______
Comments: ______
______
______
WAEC staff name: ______
Signature: ______
Date entered in EMSWA: ______
Photographs of Polling Venue: In order to better understand the layout, access and capacity of the venue could you please attach photographs of the access (path/doorway(s)) and room layout to this form.
Please use the space below to draw/sketch a suggested layout for the Polling Place Manager.
CHECKLIST FOR DISABLED ACCESSThis section should be completed in conjunction with the Guidelines for Disabled Access for Polling Places in RO Manual.
District / «ELECTORATE_NAME» / RO Name / «ELECTORATE_NAME»
Polling place name / «VENUE_NAME»
For a polling place to be identified as havingFullWheelchair Access,
all of the following 10 criteria must be met:
Note: Stairs or steps do not preclude a polling place having wheelchair access if lift or ramp access is available.
Any step or ramp lip greater than 5mm high does not comply with this category.
Parking / Tick boxes to confirm criteria is met
1Does the venue have a level accessible parking bay? Parking bay should be a minimum of 3.2 metres wide (1.5 to 2 car widths).
2Is the parking bay clearly identified with International symbol?
3If there is a kerb ramp the gradient must be no steeper than 1:8 and no longer than 1.52 metres long from the car park to the footpath.
4There should be a continuous level path of travel to the building from the car park that is:
- firm and slip resistant
- free of pot holes, ridges, overgrowth or moss
- free of protruding obstructions
- free of overhanging growth to a height of 2 metres
- at least 1 metre wide on straight and 1.5 metres wide on curves.
Access to the Building
5If there is a ramp to the building the gradient must be no steeper than 1:14
(4 degrees or less on the pitch and slope locator tool).
6The ramp (if any) leading to the main entrance or an alternate public entrance must be clearly signposted.
Access to the Voting Area
7The clear door space must be at least 850mm wide.
8If there is a lift to the voting area, the lift door opening must be at least 900mm wide and the internal dimensions at least 1100mm wide and 1400mm deep.
9If there is a step at the doorway, is there a threshold ramp with a maximum gradient of 1:8 and no longer than 450mm in length?
10Is the pathway to the entrance of the voting area level and smooth (for wheelchair access)?
Does this polling place have full wheelchair access? / Y
N
Gradient not steeper than 1:14
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# 137803_1 RO8 Polling Venue information(M/Merge format)Page 1 of 727/01/2019