Agenda item

-        Chief Executive to report.

Councillor Akhtar, Deputy Leader, introduced a report of the Chief Executive, which described the review of parliamentary polling districts and polling places which was required under the Electoral Administration Act 2006 and final proposals for future polling arrangements.

The review had been conducted under the Terms of Reference which were published along with the statutory Notice of Review on 22nd June, 2011. The suggested timetable in the terms of reference was amended to ensure the target dates were achieved.

As part of the review every venue was evaluated against issues of accessibility, voter convenience, fairness and availability for polling (including at short notice). It should be noted that the outcome of the Property Rationalisation Savings and Localities Review may affect the future availability of some venues.

The Returning Officer’s proposals were reported to Overview and Scrutiny Management Board on 9th September, 2011. The Board resolved that the proposals be supported, and a report be submitted to Cabinet.  However, there were two revisions to the proposals as originally submitted to the Overview and Scrutiny Management Board, namely:-

·              A proposal to cease using Manor Farm Community Centre be withdrawn. Concern was expressed about this proposal by some Members of the Board and the matter was referred back to the Council’s Facilities Manager.  He subsequently met with the leaseholders and agreed to work with them to ensure that they met the necessary statutory requirements to ensure that the building operated safely.

·              The proposal to revise boundaries in Maltby around the Charles Foster Community Centre was amended so that only voters from the current Maltby Wood (IE) polling district were allocated to this new venue. On detailed analysis, it seemed unlikely to provide more convenient facilities for electors currently within Queens (IF) polling district.

During the finalisation of the review it was brought to the Elections Services’ attention that March Flatts Community Centre in the Silverwood Ward had closed.  Upon investigation the Returning Officer advised that, subject to a full inspection, confirmation of availability and suitable arrangements for gaining access on polling day; Staple Green Community Centre should be the designated polling place for polling district NE. This decision was based on the fact that this centre was located near to March Flats Community Centre and this solution would minimise inconvenience to the voters. An external inspection carried out on 13th October, 2011 appeared to indicate that the building was suitable, but more detailed enquiries were required. If further enquiries revealed that the Staple Green Centre should not be designated as a polling place, voters should be reallocated to polling district ND which had Thrybergh Parish Hall as its polling place.

There would be additional costs associated with eight additional polling places, but these were not significant and should be weighed against the statutory requirement to provide adequate polling provision.

The risks and uncertainties associated with this review and the timescales involved were set out in detail as part of the report.

Cabinet Members were satisfied with the convenient polling arrangements, but asked about access arrangements for schools on polling days. It was noted that schools were contacted well in advance and negotiations took place with Head Teachers to achieve access for voters and security for pupils in accordance with each school’s circumstances.

Reference was also made to the allocation of new venues for voters and the proposals to make everyone aware of the changes.

Recommended:-  (1)  That the proposals outlined in the report be approved.

(2)  That the final recommendations and statutory notice be published.

(3)  That voters affected by the changes be notified directly on conclusion of the review.

(4)  That the requirements for each venue and details of known future election dates be confirmed directly with owners/leaseholders on conclusion of the review.

(5)  That power to authorise changes to polling places or districts be delegated to the Returning Officer or duly appointed Deputy Returning Officer. The Returning Officer would have regard to Electoral Commission guidance and (except if it was impracticable because of an emergency situation) consult Ward Members, political parties and the candidates who contested the most recent election for the relevant electoral area.