Agenda item

Consideration was given to a report presented by Mags Evers, Chief Electoral and Registration Officer, which provided an update on progress in the implementation of Individual Electoral Registration which became effective for all new applications on 10th June, 2014.

Under Individual Electoral Registration each person wishing to be entered on the Electoral Register was required to register individually, rather than by household. Applicants were asked to provide identifying information (date of birth and national insurance number) which enabled their identity to be verified with records held by the Department for Work and Pensions (DWP) before they were added to the register.  People who could not provide this information may prove their identity using an alternative form of evidence.

The new system allowed for telephone and online applications. The Council’s website had a link to the online registration service and funding from the Cabinet Office was used to purchase software to allow the Council’s contact centre to take applications by telephone on a “golden” number. The telephone registration service went live on 1st July, 2014 and contact centre staff now proactively offer the service to callers contacting the Council about a change of address

The transitional canvass to obtain responses was conducted during August – November, 2014 and although this was interrupted by the Police and Crime Commissioner by-election, which was called at short notice and affected the whole area, a revised register of electors was published on 15th December, 2014.

The electorate figure at the commencement of Individual Electoral Registration was 198,020 and on publication of the revised register on 15th December, 2014 the electorate figure was 197,925.  The total number of postal voters was 49,374.

It was noted that when all Local Authorities, electoral registers were matched against DWP records, Rotherham was one of the 13 (out of 346) to achieve the highest match rate of 86%.

Further information was provided on action to be taken on those electors who did not transfer automatically, some of whom may have moved house. There was much work still to be done to ensure an accurate and up-to-date register going into the May 2015 elections.

The effect of the by-election and the already heavy workload associated with the combined Parliamentary, Borough and Parish elections in May this year presented challenges in keeping up Rotherham’s pro-active approach to registration.  It was clearly essential for successful delivery of these important elections that accurate and up to date registers were maintained.

The report also set out in detail and further information was provided on what would be expected from July, 2015 and each year thereafter in terms of the annual canvas and continuous registration.

In terms of the legal individual registration requirement, the Chairman asked about other methods of access for young people such as email or text, and was informed that by law a form had to be posted out to a home address along with a pre-paid return envelope but does provide information and encouragement to register online or by telephone. Where no application to register is made, reminders must be issued.

To assist with attracting younger people to the democratic process work was to take place with the Council’s Youth Service and Community Engagement Teams to engage target groups.

The Chairman asked if consideration had been given to visits to residential establishments or supported care housing schemes for care leavers and the Chief Elections and Electoral Registration Officer confirmed that if information was provided this would certainly be followed through.  In addition, the Youth Service will be asked for advice and assistance on how to reach these groups.

In light of National Registration Day, and maximising registration efforts to coincide, a meeting had been arranged with the Corporate Communication and Community Engagement Teams to look specifically at a communications marketing strategy and how information could be shared via the website and through the Youth Service.

It was also suggested that a briefing note be prepared for all Elected Members highlighting details for Individual Electoral Registration and National Registration Day with links to the relevant documentation on the website, along with details of the “Golden” number for the Council’s contact centre to take applications by telephone, which could then be shared with constituents.

In preparing for the forthcoming elections in May, 2015, the Chairman asked about any proposals in dealing with the counts for the parliamentary, borough and parish council elections.

The Chief Elections and Electoral Registration Officer confirmed that plans were still in draft format, but it was anticipated that the parliamentary count would be conducted on the Thursday evening, following verification of all three elections.  The counts for the borough and parish council elections would then probably take place on the following day (Friday) at a time yet to be confirmed.  Contingency plans would need to be finalised in the event of a delay in the parliamentary count being concluded.

In response to concerns about the management of those persons allowed access to observe the relevant verification and counting process at the count venue, plans were in hand to ensure security staff were briefed by Elections Staff to provide a consistent approach.

Resolved:-  (1) That the contents of the report be noted and the proposals outlined be supported.

(2)  That a briefing note be prepared for all Members to highlight details for Individual Electoral Registration and National Registration Day with links to the relevant documentation on the website, along with details of the “Golden” number for the Council’s contact centre to take applications by telephone.

(3)  That the achievement of Rotherham being one of thirteen Local Authorities who had achieved the top percentage of 86% for its registration data be recognised and noted.