Report to be considered by: / Annual Council
Purpose of Report: / To advise Members on the conduct of the Parliamentary Election on May 5th and its result.
Recommended Action: / To note the report.
Reason for decision to be taken: / To review the election process and procedures, recognising improvements and shortcomings.
List of other options considered: / None
Key background documentation: / None
Contact Officer Details
Name: / David Holling
Job Title: / Head of Legal & Electoral Services / Acting Returning Officer
Tel. No.: / 01635 519422
E-mail Address: /
Implications
Personnel: / See reference to appointment of staff and internal recruitment in this report
Legal: / In accordance with the Representation of the People Acts 1983(as amended), associated regulations and guidance issued by the Electoral Commission.
Risk Management: / Assessments of polling stations carried out by Presiding Officers together with further assessments during polling day by Visiting Officers appointed by the Acting Returning Officer.
Supporting Information
1. Background
1.1 The election was called on 5th April 2005 and Parliament prorogued on 11th April. The Writ for the election was delivered to the Council Offices on 12th April which began the formal electoral process. Nominations closed at 4p.m. on 19th April, at which time there were six candidates. Voting took place on 5th May 2005 and the Count concluded in the early hours of 6th May 2005.
1.2 This report outlines staffing and matters which arose during the period from the beginning of April to
the declaration of the result, together with postal voting and is intended to give Members an overview of the electoral process.
2. Staff and training
2.1 As in the European election, the Electoral Commission issued guidance on training for Presiding Officers and Poll Clerks. Sessions were held from the 28th April to 3rd May in the Council Offices and also at the Calcot Centre. The matters covered dealt with local issues but also dealt with equalities and access to polling stations, the return of paperwork and ballot boxes to the Count centres in Newbury, with regard to the Newbury constituency, Lower Earley for the Wokingham constituency and The Rivermead Centre for Reading West.
2.2 In total there were 127 Presiding Officers, 158 Poll Clerks and 90 Counters. In addition 6 Visiting Officers were appointed who attended all of the polling stations at least once during poling day on 5th May. The training was carried out by Elections and Registration Manager, Electoral Services Officer and Acting Returning Officer for all staff who were appointed and covered the Newbury, Wokingham and Reading West constituencies.
2.3 The Acting Returning Officer was also appointed as Deputy Acting Returning Officer for the Reading
West and Wokingham constituencies.
3. Postal Votes
3.1 During the 2001 Parliamentary election approximately 2,500 postal votes were issued in respect of the Newbury constituency. For the 2005 election, this has increased by 600% to 11,798. In West Berkshire as a whole (including Reading West and Wokingham) a total of 15,482 postal votes were issued.
3.2 Mindful of fraud and security issues which had been raised following the Birmingham case, reported at the beginning of April, all postal votes were issued initially on 22nd April. Printing and staffing was provided by Council Officers and volunteers. Further issues in much smaller numbers occurred on 25th and 26th April with a final issue on 27th April. The opening of the first batch of postal votes took place on 4th May, monitored by Electoral staff. Additional votes were received during polling day, not only at the Council Offices but also at polling stations. All staff had been advised on the process for receiving postal votes in order to maintain security.
3.3 There were no reported incidents which caused any adverse press coverage as was the case in other parts of the country. Thanks go to all West Berkshire and Amey support for their assistance in this process.
3.4 An additional opening of postal votes took place on 5th May prior to the Count, together with a final opening during the Count itself.
3.5 The increase in postal voting was very apparent and it is considered that changes to the law, either as recommended by the Electoral Commission or by the new Government, will be required for future elections.
4. Issue of Poll Cards
4.1 Issue of poll cards took place on 12th April 2005 and the increase in the size of poll cards seems to have reduced the number which did not arrive at households. There were a few minor difficulties.
5. Polling Stations
5.1 Following the report to Council after the 2003 District and Parish elections, attempts had been made to reduce the number of polling stations and schools who are affected during election periods. The number of double stations now stands at 15 and only one treble station remains. 7 schools were used, in the main because they were the most convenient public building for voters.
5.2 Of the 77 polling stations used, only three were caravans which is the lowest numbers over recent years. These are mainly used in outlying areas and where alternative static venues were unavailable.
5.3 All staff were asked to review access for disabled and blind voters in respect of their stations and report any shortcomings to Visiting Officers. A checklist was provided for all polling station staff and Visiting Officers. The disabled organisation SCOPE also intended to carry out its own survey and any observations relating to West Berkshire polling stations will be reported to Corporate Board.
6. The Count
6.1 The Count was held in the Hampshire Stand at Newbury Racecourse for the Newbury Constituency and whilst there was some circulation difficulties after 10.30, these mainly arose from the delivery of ballot boxes and the arrival of candidates, agents and guests.
6.2 90 Counting staff together with Counting Supervisors were appointed to deal with both the Parliamentary election and Thatcham North by-election. Training was carried out prior to the Count and postal votes were opened by separate teams in order to ensure that declarations of identity matched envelopes and ballot papers for security purposes. The Count started at 10.00 p.m. with the opening of postal votes and as ballot boxes arrived from polling stations the main part of the Count got underway.
6.3 The result was declared at 1.30a.m.and was as follows:
Richard BENYON – Conservative 26,771
Nick CORNISH – Independent 409
David McMAHON – UKIP 857
David RENDEL – Liberal Democrats 23,239
Barry SINGLETON – Independent 86
Oscar VAN NOOIJEN – Labour 3,239
The percentage turnout was 72.2%
7. COMPLAINTS
7.1 A number of minor complaints were received regarding the issue of postal votes, poll cards and non-appearance on the electoral roll. It should be noted that from September 2004 letters have been sent out to all households together with reminders in October and November regarding entry on the electoral roll. In February, in the light of a potential parliamentary election, an additional 60,000 reminders were sent out to all households requesting that householders advise Electoral Services of any changes to the Register etc.
7.2 The Council has a finite budget for developing the electoral roll and this financial year, because of the later reminder in February, the electoral roll was most probably at its most accurate.
8. ELECTORAL OFFENCES
8.1 At the time of preparing this report, the Acting Returning Officer had been advised of one "illegal
practice" which had been referred to the police.
9. COST
9.1 The cost of the parliamentary election for which an advance has been requested from the Electoral Claims Unit is likely to be in the region of £100,000. The Council will be reimbursed for the overall costs following submission of a claim to the Unit towards the end of 2005. The final submission of this claim depends on receipt of information from Acting Returning Officers in the adjacent constituencies of Reading West and Wokingham.
Appendices
None
Consultation Responses
Local Stakeholders: / N/aOfficers Consulted: / Anne Hunter, Andy Day, Phil Runacres, Clare Ockwell
Trade Union: / N/a
West Berkshire Council Annual Council 10 May 2005