/

REPORT OF:

/ THE returning officer
AUTHOR: /

CHRIS COOK

TELEPHONE: /

01737 276024

E-MAIL: /
Peter.Dungate @reigate-banstead.gov.uk
TO: /

Council

DATE: /

16thAPRIL 2009

AGENDA ITEM NO: / 10 /
WARD(S) AFFECTED:
/ ALL
SUBJECT: / designation of polling places
PURPOSE OF THE REPORT: / To designate the polling PLACE for polling district HORLEY WEST SA and to AUTHORISE THE CHIEF EXECUTIVETO DESIGNATE POLLING PLACES WHERE IT IS IMPRACTICAL TO REPORT TO COUNCIL.
RECOMMENDATIONS:
1.That the Pathfinder Scout Hall, Baden Drive, Horley be designated the polling place for Polling District Horley West SA with effect from 1stMay 2009.2.That,where it is impractical to report to Council,the Chief Executive be authorised to designate polling places subject to the usual consultation on any changes being proposed.

Background

1.Under the Constitution electoral matters are reserved for the Council to determine.

Statutory Powers

2.The Representation of the People Act, 1983 (as amended) provides for the Council to designate polling places for all elections.

Alternative Polling Place for Polling District – Horley West - SA

3.In 2007 arising from the non-availability of the Horley Adult Education Centre in Court Lodge Road, Horley, the Polling Place for Polling District Horley West SA was moved to the Scout Headquarters in Thorton Drive, Horley. This building has in turn closed and another alternative Polling Place is now required.

4.As a result of investigations, the officers have now identified an alternative premises for the Horley West SAPolling District namely the Pathfinder Scout Hall in Baden Drive, Horley. The premises can be made available for polling purposes.

Consultation

5.In accordance with established procedures, the local MP’s, Ward Members, Group Leaders and Political parties have been consulted on the proposal to designate the Pathfinder Scout Hall as the polling place for Polling District Horley West SA. No objections have been raised on this proposal.

Resource Implications

6.None.

Polling Place for Polling Districts QA & QB - Oakwood School, Horley – Drama Studio

7.This building has been the subject of a number of complaints from electors and also from the Returning Officer of the East Surrey Parliamentary Constituency.The building is painted black inside and has no natural light, no separate staff rest area and the toilet facilities are very basic.

8.The Returning Officer has approached the Head Teacher of the school requesting that alternative accommodation be made available for polling purposes on the site for the June 2009and future elections and agreement on this has been reached subject to certain other investigations being made and considered. In particular the School has proposed that consideration be given to the use of Langshott Infants School as disruption would be caused to fewer pupils.

9.The Officers have visited the Infants Schooland concluded thatthe only part that is suitable for use as a Polling Place would be the main hall. Using this part of the building would effectively mean that the whole school would have to close on any polling day. In the circumstances, it is proposed to request that alternative accommodation be provided for polling purposes within the main Oakwood School building in place of the drama studio.

General

10.Issues surrounding the availability of premises for polling purposes are often ongoing and cannot always be anticipated particularly when elections are called at relatively short notice, for example for a by-election and parliamentary elections.

11.In order that any problems can be resolved as quickly as possible where it is not practical to report to Council it is suggested that the Chief Executive should be authorised to designate premises as polling places as and when required if there is insufficient time to report to Council. This delegation would be subject to the usual consultation taking place with interested persons on any changes being proposed.

Conclusions

12.The officers continually look to improve the Polling Places provided for elections in terms of accessibility and suitability, including health and safety considerations.

13.As part of this exercise,one building used for polling has been deemed unsuitable. Another is no longer available.Alternatives have been identified that will ensure polling arrangements are available and improved for voters and election staff.

14.In relation to future designation of polling places, authorisation of the Chief Executive is sought where it is not practical to report to Council.

Background Papers: / None