Issue - meetings

To consider the attached report.

The Acting Chief Executive advised that on 23 October 2018, the Governance Select Committee had considered a comprehensive report of the Returning Officer which reviewed the planning and delivery of the local elections held in May 2018 and addressed other matters relating to the responsibilities of the Returning Officer and the Electoral Registration Officer.

He advised that the Electoral Registration and Administration Act 2013 had introduced changes to the timing of compulsory reviews for parliamentary polling districts and polling places. The next review for the constituencies within the Epping Forest District was required to be completed between 1 October 2018 and 31 January 2020. The Returning Officer had considered that the review should commence in January 2019, as it would enable the completion of the annual canvass for the Register of Electors for 2018, allowing for the review to be completed prior to the commencement of the canvass for 2019.

The findings of the review of parliamentary polling districts and polling places and any recommendations arising therefrom, was a matter for the Council to approve, although the Governance SelectCommittee would normally recommend the findings of the review to the Overview and Scrutiny Committee and then to full Council, with the desired completion of the review by July 2019. The Governance Select Committee were requesting that it be authorised to submit its report directly to the Council.

The Committee raised concerns that, if any significant changes were made, the Council meeting was not really the right place to have detailed discussions. The Planning Portfolio Holder advised that this review occurred annually and no significant changes were expected, although to ensure that the review was completed on time, the Returning Officer had determined that the period following the 2019 local elections and prior to the commencement of the canvass for 2019 in August 2019 would be best suited. He advised that all members were welcome to attend the Governance Select Committee.

RESOLVED:

That any proposals arising from the next review of polling districts, polling places and polling stations from the Governance Select Committee report directly to Council in July 2019.

To consider the attached report.

The Committee considered a comprehensive report of the Returning Officer, reviewing the planning and delivery of the local elections held in May 2018 and addressing other matters related to the responsibilities of the Returning Officer and the Electoral Registration Officer. The Committee was advised that candidates and agents for the elections had been offered an opportunity to provide feedback on the management of the local elections.

The Returning Officer reported that a team of appropriate officers had met regularly from late 2017 to plan for the elections and to ensure that processes were undertaken at the appropriate times. A project plan and risk register for the elections had been prepared, which was reviewed and updated on a regular basis throughout the election period. The Committee was advised that the Returning Officer had retained the services of specialist Counsel to advise on issues arising during the election period and that some difficulties had been encountered with the Council’s bank, which had taken a number of weeks to make necessary changes to the Returning Officer’s Account, following the resignation of the former Chief Executive (and Returning Officer) in December 2017.

The Committee was advised that the Public Relations Section had undertaken a sustained publicity campaign in the run-up to the election days to encourage registration and voting and that the BBC had complimented the Council’s provision of a media pack for the press as exemplary. The Returning Officer reported that a successful and well-attended candidates briefing had been held to brief candidates on the arrangements for the election, to which local media representatives had also been invited.

The Returning Officer reported that assistance had been received from Essex Police around the local elections and that the visible presence by the police and the additional security measures put in place to maintain the security of the election process and the count following the General Election in 2015, had continued to operate effectively. Members were advised that appropriate levels of staffing had been available for polling stations, the verification and the count and that service directors had been helpful in releasing officers from normal duties to undertake election processes.

The Committee noted that postal voting had continued to be very popular and that a return rate of 69% of postal votes issued had been achieved for the election. The Returning Officer reported that there had been a low number of postal ballots rejected at the verification stage and that no evidence of fraudulent activity had been identified. Members were advised that electors whose postal ballot was rejected at the verification stage were contacted by the Returning Officer after the election and, where required, specimen signatures were refreshed. The Committee noted that the rejection of postal ballots was always adjudicated upon by a Deputy Returning Officer.

The Returning Officer reported that there had been some changes to polling stations for the elections, particularly in Chigwell where a polling station had been moved to the Domus Mariae Centre (part of Chigwell Convent). Members noted that feedback  ...  view the full minutes text for item 16