Policy and Resources Committee 29 September

POLICY AND RESOURCES COMMITTEE

29 SEPTEMBER 2011

REVIEW OF POLLING DISTRICTS AND POLLING PLACES

REPORT BY THE HEAD OF CORPORATE GOVERNANCE (PROPER OFFICER FOR ELECTORAL PURPOSES)

SUMMARY

The process of keeping polling districts and polling places under review is a statutory function of the Council and must be conducted within four years of the previous review. During this review Ward boundaries cannot be altered in any way as this is a function of the Local Government Boundary Commission for England.

This report details the proposals for changes to polling districts and polling places that have been identified as no longer suitable following a review of all polling districts and polling places within the Borough. Changes have only been proposed for those polling districts or polling places where there is seen to be a more suitable alternative to the existing arrangements.

Annex 1 - Details of polling places and their electorates as at 1 June 2011

Annex 2 –maps showing changes to polling district boundaries and/or polling places

Action proposed by the Leader of the Council

It is proposed that it be RECOMMENDED to Council that:

1. no alterations are made to polling district boundaries or polling places in Alexandra, Coombe Hill, Coombe Vale, Norbiton, Old Malden or St James Wards.

2. the proposed alterations to polling district boundaries and/or polling places in Beverley, Berrylands, Canbury, Chessington North and Hook, Chessington South, Grove, St Marks, Surbiton Hill, Tolworth and Hook Rise and Tudor Wards identified in the report are agreed.

3. future reviews take place yearly, with four Wards being reviewed each year on a rolling basis.

Reason for action proposed

To introduce changes proposed arising from the review that has been undertaken.

BACKGROUND

1. The Review of Polling Districts and Polling Places (Parliamentary Elections) Regulations (2006) require each local authority to carry out a review of polling districts and polling places on a four-yearly cycle. The current review must be

complete by 31 December 2011 but the decisions must be made by 25 November 2011 to allow the Electoral Registration Officer time to implement any boundary alterations on the revised register which will be published on 1 December 2011. In undertaking the review the local authority must:

• Publish a notice of the holding of a review;

• Consult the (Acting) Returning Officer (A)RO for every parliamentary constituency which is wholly or partly in its area;

• Publish the representations from the (A)RO within 30 days of receipt and in the prescribed manner;

• Seek representations from such persons that it thinks has particular expertise in relation to access to premises or facilities for persons who have different forms of disability;

• Allow any elector in any constituency which is wholly or partly in the area to make representations which may include proposals for alternative polling places. 2. On completion of a review the authority must give reasons for its decisions and publish such other information as is prescribed. 3. Details of existing polling district boundaries have been circulated to the Group Offices, are available on the Council’s website and will be displayed at the meeting. Details of polling places and their electorates (as at 1 June 2011) are set out in Annex 1. POLLING DISTRICT BOUNDARIES AND POLLING PLACES – LEGAL FRAMEWORK

4. Polling districts are a geographical area created by a sub-division of a constituency or Ward. 5. A polling place is the building or area in which polling stations will be selected by the (A)RO. Polling places should be within the polling district it serves, unless there are special circumstances that make it desirable to designate an area outside the district (such as a complete lack of suitable buildings within the polling district). 6. A polling station is the room or area within the polling place where voting takes place. Unlike polling districts and polling places which are fixed by the local authority, polling stations are chosen by the (A)RO for the election. 7. The Council is responsible for dividing the local authority area in to polling districts for parliamentary elections. When designating polling districts and polling places the local authority must seek to ensure that all electors in the constituency have such reasonable facilities for voting as are practical in the circumstances. The Council should also seek to ensure that so far as is reasonable and practicable, the polling places are accessible to those with mobility problems and that when considering or reviewing the designation of a polling place, have regard to the accessibility needs of disabled persons. 8. Polling districts for local government elections are not included in this review. However, in practice polling districts and polling places for local government elections are based on those for parliamentary elections.

9. The last full review of polling districts and polling places was completed in July 2007 and, whilst there have not been any alterations to polling district boundaries since this time, there have been a number of changes to polling places which are kept under on-going review. CHANGES TO GOVERNMENT FUNDING OF ELECTIONS

10. Changes to Central Government funded elections were introduced in time for the 2009 European parliamentary election. Prior to this change Central Government would fix the amount payable to polling station staff but allow the level of staffing to be dealt with by the (A)RO. Expenditure on other items, such as the cost of printing ballot papers or hiring polling or count venues, was deemed ‘actual and necessary’ and the (A)RO was reimbursed the full amount.

11. Under the new structure the (A)RO is allocated a ‘maximum recoverable amount’ from which to fund the election. This is calculated by the Cabinet Office based on a number of assumptions and from data provided by the local authority. This new funding arrangement allows for one presiding officer and two poll clerks in each polling station with a limit on the number of electors in each polling station. Prior to this new structure each polling station would have one presiding officer and up to six poll clerks, dependent on the size of the electorate. Consequently, the number of polling stations in the borough (as distinct from polling places) has increased from 49 at the 2008 election to 81 for this year’s referendum (and 93 for the 2010 combined elections) to ensure that the funding for the number required number of poll clerks was received from Central Government.

CONSULTATIONS UNDERTAKEN

12. A formal consultation period ran from Friday 10 June 2011 to Friday 22 July 2011. A public notice was published, details of the review, including an online survey, were placed on the Council’s website and an article placed in the Surrey Comet. In addition the following specific consultations were undertaken: a) An email to all Members of the Council on 8 June 2011 that gave details of the review and included, in particular, descriptions of existing polling district boundaries and information on the location of existing polling places, with their respective electorates b) A reminder email was sent to Members of the Council on Thursday 7 July 2011 c) An email with similar explanatory notes to each of the political parties known to be operating in the borough d) An email to the Chief Executive of the London Borough of Richmond-Upon- Thames as the (A)RO for the Richmond Park parliamentary constituency e) Emails to EnhanceAble, Kingston Talking Newspaper for the Blind, Kingston Centre for Independent Living and Kingston Age Concern 13. Feedback was also requested from Presiding Officers, Polling Station Inspectors, electors and other stakeholders regarding the current polling scheme.

14. It is a statutory requirement that the (A)RO comments on the current polling stations and any proposed alternatives. Feedback from the polling station staff formed the

basis of the (A)RO’s comments. Staff in Electoral Services provided feedback on the current polling scheme for the (A)RO of Richmond Park parliamentary constituency to comment on this feedback.

15. The main thrust of the responses from the consultation is reflected in this report. However, this feedback will be made available on the Council’s website and will form part of the formal document the Council is required to publish on completion of this review.

POPULATION/ELECTORATE PROJECTIONS

16. Any potential growth (or reduction) in the electorate is a factor which might impact on the size of a polling district and/or the optimum location of polling places. 17. Information from the Council’s Planning Department highlighted Canbury Ward (polling district TA) and Tolworth and Hook Rise Ward (polling district JB) as areas where there could be significant growth to the electorate over the next five years and this has been taken in to account in the development of proposals for these areas. ISSUES HIGHLIGHTED ABOUT THE CURRENT POLLING SCHEME AND PROPOSED CHANGES

18. Issues were highlighted about a number of polling places and it is clear that a number of boundary alterations are required to take in to account changes in the size of the electorate. 19. Electoral Services staff made visits to all polling places where concerns were raised and inspected them using guidance from Scope and the Electoral Commission. Similar visits were made to venues identified as possible polling places. 20. The following paragraphs set out details of the issues raised through the consultation process; the options considered to address those issues; and the proposals recommended for adoption. No issues were raised in relation to Alexandra, Norbiton, Old Malden, or St James Ward so they are not referred to in this part of the report. Berrylands Ward – The Berrylands Hotel (A)

21. The Berrylands Hotel is inaccessible to those with mobility problems due to a number of steps leading in to the polling place. Due to the layout of the premises it is not possible to provide a ramp to make the venue accessible. Complaints have been received from polling station staff and polling station inspectors regarding the limited space which causes difficulties setting up two polling stations within the venue. This causes a bottle-neck and has lead to queues forming at busy elections.

22. However, the venue is next to Berrylands mainline railway station and a parade of shops making it well placed for much of the electorate. There is also ample parking available in the hotel’s car park.

23. Electoral Services staff have identified two possible alternative venues within the polling district which would make suitable polling places.

24. The Berrylands Christian Centre, King Charles Road, Surbiton has a large room which would be able to accommodate the two stations required for the district’s electorate. Disabled access is provided by a purpose-built wooden ramp and there are suitable facilities in the building for polling station staff. However, parking is limited in the area which could cause difficulties for some electors, particularly given the large amount of available parking at the current polling place at the Berrylands Hotel.

25. Surbiton Racket and Fitness Centre, Berrylands, Surbiton has also been identified as a suitable location and would be able to accommodate two polling stations, although there is less available space at this venue than at the Christian Centre. There is a slight walk from the main road (Berrylands) to the racket club, however the driveway has had new tarmac laid and new lighting installed. Whilst there is no specific parking available at the racket club, on-street parking is available on Berrylands.

26. To ensure that all polling places in the Borough are accessible it is PROPOSED that the Berrylands Christian Centre be designated the polling place for polling district A.

Beverley Ward – Christ Church Hall, Cambridge Avenue (B)

27. In response to a request for information about their availability over the next five years the Church has stated that there are plans to sell the hall.

28. Further enquiries were made and whilst firm plans are not yet in place, the Church believes that the sale will not take place before 2013 and that it is very unlikely for the sale to go ahead until other accommodation within the Church has been renovated. The Church sees no reason why the renovated accommodation would be unsuitable for use as a polling place.

29. The Malden Wanderers Cricket Club was identified as one possible alternative. However, whilst the building and facilities are suitable for a polling place, there are concerns regarding the availability of parking. The Cricket Club is accessed via a narrow driveway which had a number of small pot-holes in it. Additionally, there is very limited space at the end of the driveway to allow cars to turn around in order to leave the polling place. This could lead to congestion and would prove difficult to manage. However, there are no parking restrictions in Cambridge Avenue which is the residential street that the Malden Wanders Cricket Club is accessed from.

Beverley Ward – Methodist Church Hall, Cambridge Road, New Malden (BB)

30. Concerns were expressed by the polling station staff and polling station inspectors regarding the limited amount of space in the current hall for the two polling stations which are required due to the size of the electorate.

31. Further enquiries were made of the Church and there is an additional hall available for hire which would allow for a polling station to be set up in each of the two rooms.

32. The Church Hall at St Joseph’s Catholic Church, Montem Road, New Malden was identified as an alternative location to the Methodist Church. This hall is newly built, fully accessible to electors and has excellent facilities for polling station staff. The hall is also large enough to accommodate the two required polling stations within

the one room. Whilst there is no specific parking available for the Church, on-street parking is available in the near-by roads. However, the Church Hall is on the edge of the polling district and not as central as the Methodist Church Hall. There is a bus stop in front of the venue served by the 131.

33. The Malden Centre, Cocks Crescent, New Malden although owned by RBK is run by DC Leisure. DC Leisure has confirmed that they would be unable to make a room available for a full day due to the large number of classes and activities that take place each day. The Medical Emergency First Aid Society (MEFAS) Hall is located to the side of the Malden centre, however although the room is just about large enough to accommodate two polling stations it can only be accessed via a narrow corridor and the state of the internal carpeting presents a trip hazard for less mobile electors. There would also be issues with noise pollution from exercise classes held at the gym next door and the capacity of the car park, which is always full.

34. The Graham Spicer Institute, Dukes Avenue has a room available which could accommodate two polling stations that would be required should the boundary alteration in paragraph 36 go ahead. The Institute has good facilities for staff, is central to the proposed polling district and conveniently located to New Malden railway station. The internal doors within the Institute are just the width of a standard door however, which could cause access problems to any elector in a large electric wheelchair or mobility scooter. There are external fire doors within the available room but these are only accessed via Waitrose car park and due to the layout of the steps from the car park it is not possible to provide a ramp for these doors. However, on discussing this with staff at the Institute it seems that one of the Trustees uses a mobility scooter and is able to fit through the internal doors therefore accessing the available room.

35. Whilst free parking is an issue in the local area, there is a Waitrose car park adjacent to the Institute which charges £1.00 for one hour.

36. Merging what is currently polling district B with the area in polling district BB to the east of New Malden High Street (see Annex 2) with the Graham Spicer Institute as the polling place, would reduce the very large electorate currently allocated to the Methodist Church Hall and would remove the reliance on Christ Church Church Hall (and any future sales and redevelopments).

37. It is PROPOSED that the polling district boundaries in Beverley Ward are re-drawn as shown in Annex 2 and the polling scheme for the Ward is:

Polling Electors as at 1 Polling Place District June 2011 St. John`s Church Hall (Kingston Road), New B 1,139 Malden, KT3 3RX St. James Church Hall (Green Lane), New Malden, BA 1,930 KT3 5BX Methodist Church Hall, Cambridge Road, New BB 1,313 Malden, KT3 4BY The Graham Spicer Institute, 15 Dukes Avenue, BC 2,665 New Malden, KT3 4HL

Canbury Ward

38. Canbury Ward has the highest electorate in the borough with the potential for a further increase and the current polling scheme is no longer suitable.

39. An initial proposal was to create a fourth polling district for the electors living to the west of Richmond Road. Contact was made with Sainsbury’s, Esporta Gym, and Kingston College of Art but it was not possible to find a location to serve as the polling place for this proposed polling district. A wider search of the Ward highlighted a number of possible buildings which would be suitable for designation as a polling place. By altering polling district boundaries within the Ward it will be possible to decrease the large electorate allocated to Swinnerton Hall (see paragraph 44).

40. It is PROPOSED that the polling district boundaries in Canbury Ward are altered as shown on Annex 2.

Canbury Ward – St Agatha’s Church Hall, Kings Road, Kingston upon Thames (T)

41. The church hall is too narrow to allow for two polling stations to be set up without causing congestion and confusion to the electorate. The cost of hire of the church hall is considerably higher than any other polling place, with the exception of the Portakabins.

42. The Multicultural Day Centre (MILAAP), Murray House, Acre Road, was identified as a suitable location that is accessible to electors and is large enough to accommodate two, three or even four polling stations dependent on any increase in the electorate (due to both developments within the Ward and the boundary alterations mentioned in paragraph 39).

43. It is PROPOSED that the Multicultural Day Centre (MILAAP) is designated the polling place for the proposed polling district of TA.

Canbury Ward – Swinnerton Hall, St Luke’s Church, Gibbon Road, Kingston upon Thames (TA)

44. Concerns were raised by staff working at the polling place during the 2010 combined parliamentary and borough council election about the number of electors allocated to the polling place as queues formed regularly throughout the day. At the 2011 referendum concerns were raised regarding the congestion caused by prams/buggies left in the corridor by parents attending an event in the adjacent room and the large number of electors.

45. The proposal mentioned in paragraph 39 would reduce the electorate allocated to this polling place. Further guidance will be given to the polling station staff to ensure that the venue is managed more appropriately to reduce the congestion in the corridor.

Canbury Ward – St Paul’s Church, Alexandra Road, Kingston upon Thames (TB)

46. Concerns were raised by polling station staff and the polling station inspector about the narrow width of the door in to the room used as the polling station. This door is only the width of a standard door and would not allow anyone in a larger

wheelchair/mobility scooter to gain access to the polling station. Concerns were also raised about the availability of parking in the area.

47. A visit was made to St. Paul’s Church and a discussion took place with the booking officer. It has now been agreed that for future elections the polling station will be situated at the rear of the church as opposed to the side room. This will ensure the polling station is fully accessible to those in larger wheelchairs/mobility scooters.

48. In summary, in Canbury Ward it is PROPOSED that the polling district boundaries are re-drawn as shown in Annex 2 and the polling scheme is:

Polling Polling Place Electorate District T Swinnerton Hall, St Lukes Church, Gibbon Road, 2,925 Kingston upon Thames, KT2 6AA TA Multicultural Day Centre (MILAAP), Acre Road, 3,632 Kingston upon Thames, KT2 6EE TB St Paul's Church, Alexandra Road Entrance, 1,922 Kingston upon Thames, KT2 7SF

Chessington North and Hook Ward – Chessington Methodist Church Hall, Church Lane, Chessington (CB)

49. Chessington Methodist Church Hall is currently designated as the polling place for two polling districts (the other being DA in Chessington South Ward). Complaints have been received that designating this venue as the polling place for two polling districts, with four polling stations, leads to congestion and limits the availability of parking. Chessington Methodist Church Hall is also situated outside of the polling district. 50. In looking for alternatives, Castle Hill Primary School, Buckland Road was identified as an option. Castle Hill Primary School has a number of rooms which are of an appropriate size for use as a polling place. The primary school is centrally located within the polling district and fully accessible. Parking is available on nearby Moor Lane and there are disabled parking bays on Buckland Road. Electoral Services will work with the Head Teacher to limit the impact on the school. 51. It is PROPOSED that Castle Hill Primary School, Buckland Road is designated the polling place for polling district CB thereby reducing the congestion at Chessington Methodist Church Hall. Chessington South Ward - Chessington Methodist Church Hall, Church Lane, Chessington (DA) 52. Chessington Methodist Church Hall is currently designated as the polling place for two polling districts (the other being CB in Chessington North and Hook Ward). Complaints have been received that designating this venue as the polling place for two polling districts, with four polling stations, leads to congestion and limits the availability of parking. Polling district DA has the largest electorate in the borough, partly due to the rural nature of polling district DB which has a significantly low number of electors but covers a large geographical area. 53. St Mary’s Centre, Church Lane, Chessington is a suitable venue for a polling place and can accommodate up to three polling stations if required. The venue is

accessible, has on-site parking with designated disabled bays and is served by two bus routes with a bus stop situated directly outside of the building. It also has good facilities for polling station staff.

54. Splitting polling district DA in to two as shown in Annex 2 and allocating each polling district its own polling place would reduce the number of electors allocated to Chessington Methodist Church Hall and would mean that those electors in the more southern part of the district have less distance to travel to their polling station.

Chessington South Ward – Caravan at the Garden Centre, Leatherhead Road (DB) 55. Although no specific issues have been raised in relation to this venue, Portakabins are significantly more expensive than polling places within a permanent building and require a large amount of extra resources to ensure the polling place is ready for electors due to the logistical complexity. The risks of using a Portakabin are also far greater as problems have been encountered gaining access to the building (due to keys not working or the wrong keys being issued), failure of the power supply, buildings not clean/dry when delivered, and the need to have portable toilets for staff delivered to some Portakabins. There is also the risk that the ordered building does not arrive – either due to a failure on behalf of Portakabin or due to problems outside of their control (e.g. weather, road systems etc). 56. It was not possible to find an alternative venue as a polling place within this district. In light of no complaints regarding the Portakabin having been received from electors and no alternatives available, it is PROPOSED that there is no alteration to the polling place for the current polling district DB. 57. It is PROPOSED that the polling district boundaries in Chessington South Ward are re-drawn as shown on Annex 2; that Chessington Methodist Church Hall is designated the polling place for the proposed polling district DA; and St Mary’s Centre is designated the polling place for the proposed polling district DB. The polling scheme would be:

Polling Polling Place Electorate District D St Catherine’s Church Hall, 98 Leatherhead Road, 2,860 Chessington, KT9 2HY DA Chessington Methodist Church Hall, Church Lane, 2,391 Chessington, KT9 2DJ DB St Mary’s Centre, Church Lane, Chessington, KT9 1,932 2DR DC Portakabin at the Chessington Garden Centre, 328 Leatherhead Road, Chessington, KT9 2NG

Coombe Hill Ward – Caravan at Coombe Girls School, Darley Drive, New Malden (UB) 58. The Portakabin is situated outside of the polling district. Concerns have been raised by the Kingston Borough Liberal Democrats about the distance some electors, particularly those without their own cars, must travel to Coombe Girls School. The issues regarding Portakabins outlined in paragraph 55 also apply here.

59. Electoral Services staff contacted Malden Golf Club, Coombe Hill Golf Club and the New Victoria Hospital to enquire about suitable rooms that could be used as a polling place. None of these venues had rooms they deemed suitable to lease out for polling purposes.

60. Contact was also made with Coombe Hill Infants and Junior School and a number of visits made to the site of the schools to investigate either using rooms within the schools or putting a Portakabin on the school car park. The schools have stated that the car parks are in constant use by staff and that to site a Portakabin on the car park would cause significant difficulties for staff to travel to work. There is a temporary classroom at the western end of the Infants school and whilst not ideal, it would make a suitable polling place. Parking is exceptionally limited at the school. There are a number of rooms within both schools which would be suitable polling places, however the schools have stated that this would require the closure of both schools.

61. Kingston Borough Liberal Democrats suggested that a Portakabin be sited on land at the junction of Ely Close and Cambridge Avenue. However, whilst the land is large enough to accommodate a Portakabin there would be significant logistical problems in delivering a Portakabin to the site. The site is accessed via Beverley Way and cars are parked all along one side of the road. Parking restrictions would need to be put in place to ensure the delivery lorry could drive along this road. There are also issues surrounding power and water supplies. Additionally, Ely Close is not clearly signposted and to access this a number of electors would need to travel eastwards along Coombe Lane West, cross the A3 in to LB Merton, perform a u-turn, and re-cross the A3 before turning in to Beverley Way and then Ely Close. 62. In light of no complaints regarding the Portakabin having been received from electors and few preferable alternatives available, it is PROPOSED that there is no alteration to the polling place for polling district UB. Coombe Vale Ward – Caravan at Coombe Girls School, Darley Drive, New Malden (SA) 63. The issues outlined in paragraph 55 also apply here. 64. As with the Portakabin for polling district UB, there are few alternatives in the local area. Coombe Hill Infants and Junior School could easily accommodate polling places for polling districts SA and UB, however the schools have stated that this would require them to close on polling day. 65. In light of no complaints regarding the Portakabin having been received from electors and few preferable alternatives available, it is PROPOSED that there is no alteration to the polling place for polling district SA. Grove Ward – Richard Mayo Centre, United Reformed Church, Eden Street 66. The unequal number of electors in each polling district within Grove Ward causes a number of issues in that a significantly small number of electors are contained within polling district E resulting in higher than normal number of electors in EA and EB. This also means that a number of electors living close to the polling place for E are sent further afield to vote.

67. Re-drawing the polling district boundary between districts E and EB (as shown in Annex 2) would reduce the large electorate within district EB (and increase the

exceptionally small number of electors in district E). Those electors in the north of district EB would move in to district E and would vote at the Richard Mayo Centre, United Reformed Church, Eden Street, Kingston upon Thames. The Church has a larger hall than the room currently used as a polling station which could accommodate the larger electorate. 68. It is PROPOSED that the polling district boundaries in Grove Ward are re-drawn as shown in Annex 2. Grove Ward – St John’s C of E Primary School, Portland Road, Kingston upon Thames (EA)

69. Concerns were raised by the polling station staff about the limited amount of space for the large electorate allocated to this venue. The Head Teacher has also requested that an alternative venue is found to prevent the school from having to close on polling day.

70. Visits were made to St John’s C of E Church, Grove Lane, Kingston upon Thames and St John’s Parish Hall, Grove Lane, Kingston upon Thames. Whilst both locations would make suitable alternatives to St John’s Primary school, the Parish Hall has playschool bookings for most weekdays which would need cancelling if the venue was to be used as a polling place. The Church on Grove Lane is fully accessible (with a permanent ramp in place for those with mobility problems) and is large enough to accommodate up to three polling stations which could be required at busier elections.

71. It is PROPOSED that St John’s C of E Church, Grove Lane is designated the polling place for polling district EA.

Grove Ward – Surrey County Council Staff Club, Penrhyn Road, Kingston upon Thames (EB)

72. This venue is now leased to Kingston University and used as a dance studio. Because of this a specialist dance floor has been installed which requires a protective cover before it can be used. This is installed the day before poll and removed the day after. This causes problems for students who need access to the dance studio, particularly around exam time which often clashes with elections. The temporary floor covering has a tendency to ‘bubble’ causing trip hazards.

73. Surrey County Council and Kingston University have said that they are no longer willing to hire the venue out as a polling place due to the disruption this causes.

74. Complaints were received from electors about the lack of parking at Surrey County Council and the distance some electors had to travel, especially those living on Maple Road.

75. Visits were made to the Territorial Army Centre and St Raphael’s Catholic Church, both on Portsmouth Road, Kingston upon Thames.

76. The Territorial Army Centre has on-site parking at the Portsmouth Road entrance to the building however electors would need to enter the venue from the Surbiton Road entrance. The room available for use is large enough to accommodate two polling stations and one entrance is level providing easy access from the outside for

those with mobility problems. However, there are significant issues regarding access arrangements, particularly for those with mobility problems. The level entrance to the building is via a steep driveway from the Surbiton Road car park to a ‘trooping ground’ at the rear of the building. The driveway is at a significant gradient making it difficult to access. There is also a secure gate at the top of the driveway which would require either a member of staff or a member of the armed forces to be stationed during the hours of poll to allow access to electors.

77. The newly built hall at St Raphael’s Church can accommodate up to three polling stations if required. The hall is fully accessible to those with mobility problems and has excellent facilities for staff. There is off-street parking, although it is limited, with one disabled bay and four ‘regular’ parking spaces. There is a bus stop located in front of the church served by the 458 and 459.

78. It is PROPOSED that St Raphael’s Church is designated the polling place for polling district EB.

St Mark’s Ward – Maple Infants School, Maple Road, Surbiton (LA)

79. Maple Infants School struggles to accommodate the two polling stations which are required for the number of electors allocated to this venue. Parking is limited along Maple Road. The school has requested that an alternative venue be used.

80. Glenmore House, 6 The Crescent, Surbiton is a large venue that can accommodate up to three polling stations, although only two are required for the size of the current electorate. There is ample on-site parking available to the rear of the venue. A level entrance from the car park will provide access to the venue for all electors and the wide doors ensure that those using large wheelchairs or with ‘double-buggies’ are able to access the venue. There are also excellent facilities for polling station staff. The venue is slightly more central than Maple Infants School, is served by a number of bus routes and moving here would prevent the need to close Maple Infants School.

81. It is therefore PROPOSED that Glenmore House is designated the polling place for polling district LA.

St Mark’s Ward – The Annex, Surbiton Library, Ewell Road, Surbiton (LB)

82. This venue is outside of the polling district and some distance from the electors allocated to this polling place. The polling place is on the first floor of the library and there have been problems with the reliability of the lift.

83. Discussions have taken place with Hollyfield School to investigate whether the polling place for this district could be moved back to the school. There are no rooms on site which could act as a polling place without having to close down the school as all rooms run at a 95%-97% occupancy rate. There is a plot of land on the school site which could accommodate a Portakabin, however on further discussion it appears that this can only be accessed via a piece of land which has a weight restriction. It is therefore not possible to get the Portakabin across this to the piece of land. Even if the school was closed in order to make use of the school hall for a polling station the main parking facilities are temporary and located at the rear of the school at the bottom of an incline.

84. Hexagon House on Surbiton Hill Road is also located within the polling district, however the building could only be accessed via approximately 10 steps making the venue inaccessible to anyone with a mobility problem.

85. The Hotel Antoinette, Beaufort Road has a suitable room which could easily accommodate the two polling stations required for the district’s electorate. The venue is accessible to all electors and has a large on-site car park which the hotel has confirmed would be available for electors to use. The hotel, however, is not within the polling district.

86. St Mark’s Church, St Mark’s Hill, Surbiton is currently having a new church hall built and have confirmed it should be suitable for use as a polling place. However, it is unlikely that this venue will be complete in time for the 2012 Mayor of London and Greater London Assembly elections. The church hall, however, is not within the polling district.

87. It is PROPOSED that there are no changes to the polling place for polling district LB but this is kept under review and discussions continue with St Mark’s Church once the redevelopment of the church is complete.

Surbiton Hill Ward

88. Surbiton Hill Ward is the only Ward with only two polling districts and the current polling scheme is no longer suitable.

89. As the only Ward in the borough with just two polling districts, both of which have a large number of electors allocated to them, it makes sense to create a third district and consequently reduce the electors allocated to each polling place.

90. It is PROPOSED that the polling district boundaries in Surbiton Hill Ward are re- drawn as shown on Annex 2.

Surbiton Hill Ward – Surbiton Hospital, Ewell Road, Surbiton (M)

91. This venue was designated the polling place for polling district M as a temporary measure whilst the usual polling place (St Matthew’s C of E Primary School, Langley Road, Surbiton) is undergoing building works. Surbiton Hospital has now been demolished. The large electorate within this district means that three polling stations are required at busy elections. This limits the options that are suitable as a polling place due to the large floor-space required for three polling stations.

92. St Matthew’s Church of England Primary School, Langley Road, Surbiton is currently undergoing building works which are set to complete in January 2012. Discussions with officers in Learning and Children’s Services have confirmed that the building works are currently on schedule.

93. St Matthew’s Church, St Matthew’s Avenue has two halls attached to the church and an area at the rear of the church, all of which are suitable for a polling station. The Church is accessible via purpose built ramp with wide doors and suitable facilities for all electors including those with mobility difficulties. Parking is available on St Matthew’s Avenue, with restrictions in place between 10am-12pm on the southern side of the road and between 1pm-3pm on the northern side of the road. There are no parking restrictions outside of these hours.

94. It is PROPOSED that St Matthew’s Church of England Primary School is designated the polling place for polling district M and St Matthew’s Church is designated the polling place for the proposed polling district of MA.

Surbiton Hill Ward – The Corner House, Douglas Road, Surbiton (MA)

95. There is a large electorate within this district meaning that three polling stations are required at busy elections. Should the Corner House be unavailable there are very few suitable alternatives due to the large floor-space required for three polling stations.

96. School Lane Community Centre, School Lane, Surbiton, is an accessible community centre which could accommodate two polling stations. The venue has suitable facilities for staff and electors, however parking is difficult particularly when parents are dropping off/collecting their children from the nearby schools.

97. It is PROPOSED that the Corner House be designated the polling place for the proposed polling district MB.

98. In summary, it is PROPOSED that the polling scheme for Surbiton Hill Ward be:

Polling Polling Place Electorate District M St Matthew’s Church of England Primary School, 2,871 Langley Road, Surbiton MA St Matthew’s Church, St Matthew’s Avenue, 2,709 Surbiton MB The Corner House, Douglas Road, Surbiton 2,221

Tolworth and Hook Rise Ward – St Paul’s C of E Primary School, Orchard Road, Chessington (JB)

99. This venue was designated the polling place for polling district JB as a temporary measure following the sale and redevelopment of the Maverick Public House where a Portakabin had been the polling place for a number of years.

100. Concerns were raised regarding the availability of parking for electors and polling station staff at the school by the Presiding Officer. Discussions have taken place with St Paul’s School who have confirmed that should the school be used for future elections the car park would be made available for polling station staff and electors. Whilst the school is the closest venue to the majority of the electorate out of the alternative options discussed below (paragraphs 101 to 103), it is not within the polling district. Ward Members feel it important for the polling place to be within the polling district. The school have asked that an alternative venue be designated as the polling place for future elections.

101. King George Field Indoor Bowls Club, Jubilee Way has a room at the front of the building which is large enough to accommodate two polling stations and would therefore cope with the planned increase in electorate within the polling district. There are suitable facilities for staff and electors and a ramp provides access to the venue for those with mobility problems. The disabled entrance is only the width of a

‘regular’ door and could therefore cause some access problems for an elector in a large electric wheelchair/mobility scooter. However, the location of the bowls clubs is such that the vast majority of electors would either have to travel by car or by bus due to the walking distance between most properties in the polling district and this venue. There is a large on-site car park with designated disabled bays and a bus stop (served by the K2) is immediately outside of the grounds of the bowls club on Jubilee Way.

102. St Paul’s Parish Hall, Hook Road, Chessington is large enough to accommodate two polling stations and would therefore accommodate the planned increase in electorate within the polling district. This venue has a car park to the rear, disabled access via a purpose built ramp and has suitable facilities for polling station staff. The Hall is slightly outside of the district boundary and on the opposite side of the Hook Road to the majority of the electorate. The Church has not yet been able to confirm whether the venue is available for use as a polling station as the decision would need to be made by the Parish Committee who are not meeting again until September.

103. Discussions are still on-going with the One Stop Shop (at the Maverick Public House site) about the possibility of putting a Portakabin on the store’s car park. This would ensure the polling place is within the polling district as requested by the Ward Members. However, a Portakabin can only accommodate one polling station and an increase in the electorate will warrant two polling stations for the district. The issues outlined in paragraph 55 regarding the use of Portakabins are also applicable here.

104. The entirety of the polling district could be designated as the polling place for the district. This would allow for further discussion with the One Stop Shop and, should this be successful, the polling station could be situated there without the need for further involvement of the Policy and Resources Committee. Should negotiations with the One Stop Shop fail and there was a need to designate a venue outside of the polling district as the polling place then this would need to return to the Committee.

105. It is PROPOSED that the polling district of JB be designated the polling place to allow Electoral Services further to negotiate with the One Stop Shop.

Tudor Ward – Richmond and Kingston Accessible Transport Centre, North Kingston Centre, Richmond Road, Kingston upon Thames (V)

106. This venue is too small to accommodate the two polling stations required for the electorate allocated to this venue. Complaints were received from electors regarding the distance they had to travel to the polling station from the north end of the district; the limited parking at the North Kingston Centre; and the distance of the Richmond and Kingston Accessible Transport Centre from the main road.

107. The YMCA Hawker Centre, Lower Ham Road, Kingston upon Thames has a large accessible hall which can accommodate two polling stations. There is ample parking on site with designated disabled bays and a bus stop nearby served by bus routes 65, 371 and K5. This venue, however, is some distance from electors at the south of the district, for example those living in Bearfield Road, Eastbury Road and Lower Kings Road.

108. Alternative rooms within the North Kingston Centre have been identified as suitable for use as a polling station and by the Council designating the whole of the North Kingston Centre the polling place the Returning Officer would then be able to work with the Centre to locate the polling station(s) in the most appropriate rooms at each election. However, all the rooms are currently used for a number of classes and there is resistance from the Principal to cancel any existing arrangements.

109. By splitting the narrow district in to two smaller districts (as shown in Annex 2) it would allow for the Hawker Centre to be designated as the polling place for those resident in the north of the current polling district V and the North Kingston Centre to be designated the polling place for electors living in the south of the district. It is necessary to take into consideration the proposed re-development of the North Kingston Centre to build a new secondary school (the timing of which is still unclear), however there are a number of primary schools in the nearby area which could be designated as a polling place instead of the North Kingston Centre if the need arises.

110. Ward Members are in agreement with the suitability of the Hawker Centre, however are not in favour of creating an additional polling district and have requested that the entire electorate of district V be allocated to the YMCA Hawker Centre.

111. It is PROPOSED that the boundaries in Tudor Ward are re-drawn as shown in Annex 2 and that the polling scheme be:

Polling Polling Place Electorate District V YMCA Hawker Centre, Lower Ham Road, Kingston 1,268 upon Thames, KT2 5BH VA North Kingston Centre, Richmond Road, Kingston 2,093 upon Thames, KT2 5PE VB Tudor Hall, Tudor Drive, Kingston upon Thames, 2,251 KT2 5QH VC Scout Hut, Park Road,Kingston upon Thames, KT2 1,367 5LY

PROPOSALS

112. In summary, it is PROPOSED that there are no alterations to polling district boundaries or polling places in the following Wards:

• Alexandra • Coombe Hill • Coombe Vale • Norbiton • Old Malden • St James

113. It is PROPOSED that there are no alterations to the polling districts in Berrylands Ward but the Berrylands Christian Centre is designated as the polling place for polling district A.

114. It is PROPOSED that the polling district boundaries in Beverley Ward are amended as shown in Annex 2; the polling districts be re-named as shown in Annex 2; and that the polling places are designated as:

Polling Polling Place Electorate District B St. John`s Church Hall (Kingston Road), New 1,139 Malden, KT3 3RX BA St. James Church Hall (Green Lane), New Malden, 1,930 KT3 5BX BB Methodist Church Hall, Cambridge Road, New 1,313 Malden, KT3 4BY BC The Graham Spicer Institute, 15 Dukes Avenue, 2,665 New Malden, KT3 4HL

115. It is PROPOSED that the polling district boundaries in Canbury Ward are amended as shown in Annex 2; the polling districts be re-named as shown in Annex 2; and that the polling places are designated as:

116. It is PROPOSED that there are no alterations to the polling districts in Chessington North and Hook Ward but Castle Hill Primary School, Buckland Road, Chessington is designated the polling place for polling district CB.

117. It is PROPOSED that the polling district boundaries in Chessington South Ward are amended as shown in Annex 2; that the polling districts be re-named as shown in Annex 2; and that the polling places are designated as:

118. It is PROPOSED that the polling district boundaries in Grove Ward are amended as shown in Annex 2 and that the polling places are designated as:

Polling Polling Place Electorate District

E Richard Mayo Centre United Reform Church 1,888 (Union Street Entrance), 11 Eden Street, Kingston upon Thames, KT1 1HZ EA St John's Church, Grove Lane, Kingston upon 3,644 Thames, KT1 2SU EB St Raphael’s Catholic Church, Portsmouth Road, 2,409 Kingston upon Thames, KT1 2NA.

119. It is PROPOSED that there are no alterations to the polling district boundaries in St Marks Ward and that Glenmore House, 6 The Crescent, Surbiton is designated as polling place for polling district LA.

120. It is PROPOSED that a third polling district is created in Surbiton Hill Ward as shown in Annex 2; that the polling districts are re-named as shown in Annex 2 and; that the polling places are designated as:

121. It is PROPOSED that there are no alterations to the polling district boundaries in Tolworth and Hook Rise Ward and that the polling district JB is designated as the polling place for polling district JB.

Polling Polling Place Electorate District J 1st Hook Scout Headquaters, Verona Drive/Kent 2,117 Way, Surbiton, KT6 5AJ JA St George's Hall, Hamilton Avenue, Tolworth, KT6 3,075 7PT JB Polling District JB 1,961

122. It is PROPOSED that the polling district boundaries in Tudor Ward are amended as shown in Annex 2; that the polling districts be renamed as shown in Annex 2; and that the polling places are designated as:

AT THE CONCLUSION OF THE REVIEW

123. In addition to the new polling district boundaries and polling places being used by the ERO to publish the revised register, this data will also be installed in to the Council’s GIS system to allow electors to locate their polling place on the Council’s website. This will also allow for the production of Borough, Ward and Polling District maps.

124. Staff in Electoral Services will upload the data of the polling scheme on to Scope’s website to allow their service users to find out more information regarding their allocated polling scheme.

125. Following the risk assessment (see paragraph 135) it is PROPOSED that an information letter is sent to each elector affected by this review.

126. The regulations covering the review of polling districts and polling places require that a further review must take place within four years of the completion of this review. Given the work required to undertake a full review of all venues it is PROPOSED that reviews now take place on an annual basis, with four Wards being reviewed each year.

TIMESCALE

127. The current review must be complete by 31 December 2011 but the decisions must be taken by 25 November 2011 to allow the Electoral Registration Officer to implement any boundary alterations on the revised register which will be published on 1 December 2011.

FINANCIAL IMPLICATIONS

128. The cost of sending letters to all electors affected by this review will be approximately £7,000. This would be a one-off amount in light of the significant number of electors affected by this review and would have to be found from within existing budgets.

129. This report proposes designating three more polling places than are used under the current polling scheme and would require two additional polling stations. Based on the average cost of polling place hire this would cost an additional £1,086 per election in venue hire and using the current London Councils’ polling station staff rate, an additional staff cost of £1,717.20 per election.

130. It is worth highlighting that UK parliamentary, European parliamentary elections and national referenda are funded by central government and GLA elections are funded by the GLA. The local authority would only incur additional costs at local government elections (and the 2014 local government elections are likely to be combined with the European parliamentary election).

LEGAL IMPLICATIONS

131. To comply with the Representation of the People Act 1983 Sections 18A – 18D relating to the provision that every constituency shall be divided into polling districts

and subject to the provisions of this section there shall be a polling place designated for each polling district.

132. Under the Review of Polling Districts and Polling Places (Parliamentary Elections) Regulations 2006, all local authorities are required by law to carry out a review of polling districts and polling places within their authority on a regular four-yearly cycle.

RISK ASSESSMENT

133. A number of risks have been identified and outlined below along with actions to reduce the level of risk.

134. Inputting any boundary alterations in to the electoral registration software poses risks due to the high volume of properties that are affected by the proposals; the requirement to manually input the boundaries; the short timescale to undertake this; and that this can only be done towards the end of the annual canvass which is already a busy time for Electoral Services. Electoral Services are working with the Borough’s GIS team to undertake a full cross-reference of addresses to ensure that properties are allocated to the correct polling district.

135. Despite advertising a change to a polling place on poll cards, experience has shown that a minority of electors will still attend their previous polling place to vote. Following the publication of the revised register it is proposed to write to all electors who are affected by this review. Signage will be displayed at previous polling places to direct electors to the correct polling place. The alteration to polling places will be publicised by working with the Borough’s communications team in the run up to the 2012 GLA election.

EQUALITY IMPACT ASSESSMENT IMPLICATIONS

136. A full Equality Impact Assessment was carried out at the start of this review. This Assessment highlighted the need to find an alternative location for the polling place in polling district A as the current venue (the Berrylands Hotel) is the only venue inaccessible to wheelchair users.

137. If the proposals outlined in this report are approved then all polling places within the Borough will be accessible to those in wheelchairs. The review has also highlighted minor issues which will need to be addressed by the Returning Officer when booking polling stations and training polling station staff.

ENVIRONMENTAL IMPLICATIONS

138. So far as possible polling places have been proposed that are reasonably central within the polling place and accessible by public transport to try and reduce the need for electors to travel to them by car.

Background papers : held by Gareth Harrington – 020 8547 5035, e-mail: [email protected] Author of report

• Circular EC19/2010 – Review of polling districts, polling places and polling stations (the Electoral Commission, July 2010)

• Polls Apart 2010 – Opening elections to disabled people (Scope, July 2010)

• Review of Polling Districts and Polling Places, Report to Executive (Royal Borough of Kingston upon Thames, July 2007)

• Responses from the consultations undertaken

• Comments from the (Acting) Returning Officer – Kingston and Surbiton Parliamentary Constituency

• Comments from Electoral Services regarding polling stations in Richmond Park

• Comments from the (Acting) Returning Officer – Richmond Park Parliamentary Constituency