To note progress with the implementation of the electoral registration services action plan.

The Committee considered an update on progress in implementing the electoral registration services action plan.

The Assistant Chief Executive – Legal and Democratic (ACE L&D) presented the report. 

He commented that the Electoral Commission had said that they would be willing to send a representative to attend one of the Committee’s meetings but had been unable to attend this one.

He reminded the Committee of the background to the 2007 elections and the fact that the late introduction of legislation had created difficulties for a number of authorities. 

He had recently commissioned an elections consultant from SOLACE enterprises to carry out a general healthcheck of the elections and electoral registration services.  The report identified a number of areas of good practice and had also made some recommendations on areas for improvement.  The consultant had seen the report and action plan presented to the Committee in January 2008.   He had considered the report to be open and frank and the action plan appropriate.

The consultant had confirmed that the difficulties the Council faced were the same as a number of local authorities, exacerbated by the number of Parish Councils in Herefordshire.

One of the healthcheck recommendations was on the prosecution of those who refused to register on the electoral register, recommending consideration of a test case.  The ACE L&D said that a number of authorities had reservations about prosecutions because of the vulnerability or age of those commonly involved.

He commented briefly on the following areas covered in the report: processes and procedures, training, promotion of elections, working with other services, the website, the annual canvass and the outcome of negotiations with Opt2Vote on the provision of postal votes for the May 2007 elections.

In the course of discussion the following principal points were made:

·         In response to a question about member involvement in reviewing the electoral registration service the ACE L&D said that the electoral registration service was to an extent independent of the Council and it was important that that independence was respected and preserved.

·         There was a consensus that every effort needed to be made to ensure that the elections in 2011 needed to run much more smoothly than they had in 2007, mindful of the reputational damage to the Council.

·         The arrangements for the promotion of elections were discussed noting that in future only in Parishes with an electorate of 200 or fewer would notice be given by individual letter.  Notices in public places would be used for larger electorates.  Members welcomed this approach.

·         Asked about the outcome of the negotiations with Opt2Vote the ACE L&D said that the Council had secured the best deal possible, receiving a 50% discount on the total bill. 

·         In relation to the cost of Town and Parish Council elections the ACE L&D said that the Council had no statutory obligation to subsidise these elections but did so to the extent of 50%.  Discussions were taking place with Herefordshire Association of Local Councils (HALC) on future arrangements for the 2011 elections.

·         An example was given of one parish being charged £576 when its precept was only some £1,500.  The ACE L&D said that in discussions with HALC he had advised that Parishes should make provision in the precept for one by election per 4 year period between elections.  It was important to ensure, however, that the cost was clearly understood.

·         In response to a question the ACE L&D confirmed that there were no prosecutions underway for failure to register on the electoral register.

·         A Member said that the arrangements for the last unitary council by election in the South Leominster ward had shown marked improvement.

·         In reply to a question about the final costs of the 2007 elections the ACE L&D agreed to supply a written answer.

·         Members requested that the electoral commission be invited to send a representative to a meeting early in 2009.

·         The ACE L&D offered to supply a report to the Committee reflecting on the Town, Parish and Unitary Council by-elections that took place in 2008.

RESOLVED    that a further report on the by elections that have taken place in 2008 be presented early in 2009, with a representative of the electoral commission being invited to attend.