Margaret Quine/Peter Dungate

REPORT OF: ELECTORAL REGISTRATION OFFICER/RETURNING OFFICER

AUTHOR: MARGARET QUINE/PETER DUNGATE

TELEPHONE: 01737 276028

E-MAIL: [email protected] peter.dungate @reigate-banstead.gov.uk TO: COUNCIL

DATE: 15TH FEBRUARY 2007

AGENDA ITEM NO: WARD(S) AFFECTED: ALL

SUBJECT: DESIGNATION OF POLLING PLACES FOR POLLING DISTRICTS IN THE HORLEY WEST WARD AND ARRANGEMENTS FOR ELECTIONS 2007 PURPOSE OF THE REPORT: TO DESIGNATE THE POLLING PLACE FOR POLLING DISTRICT SA AND TO REPORT ARRANGEMENTS FOR ELECTIONS 2007. RECOMMENDATIONS:

1. That the Scout Hall, Thornton Place, Horley be designated the polling place for polling district SA with effect from 1st April 2007.

2. That the intention to undertake a review of polling stations to meet the requirements of the Electoral Administration Act 2006 be noted.

3. The intentions of the Returning Officer in relation to the Counting of Votes for the May 2007 elections be noted.

Background

1. Under the Constitution electoral matters are reserved for the Council to determine. In accordance with usual procedures, Group Leaders, appropriate Ward Members, County Councillors, Members of Parliament and Political Parties have been consulted on the polling station proposals.

Statutory Powers

2. The Representation of the People Act, 1983 (as amended) provides for the Council to designate polling places for all elections. The Principal Area Election Rules enable the Returning Officer to decide when and where the Counting of Votes is held. The Electoral Administration Act, 2006 introduced new requirements in relation to postal voting and the review of polling districts and polling stations. Alternative Polling Place for Polling District – Horley West - SA

3. Notification has been received that the Court Lodge Adult Education Centre will not be available for the May 2007 elections. Officers have investigated a number of options including St. Wilfrid’s Church Hall in Horley Row, which is in polling district SB and also used as the polling station for that polling district. However, but this solution is objected to by a Ward Member. Manor Field Primary School in Sangers Drive, Horley has also been investigated but is considered too far from the majority of electors. The Scout Hall in Thornton Place, which is within the polling district and suitable in terms of access, parking and facilities is currently the subject of consultation – the outcome will be reported at the meeting.

Other Polling Places Issues

4. The Electoral Administration Act 2006 introduced a requirement to undertake an audit of all polling places within one year of the enactment i.e. by 31st December 2007. The Officers are awaiting further guidance on the scope and criteria to be applied in this review.

Notwithstanding the above, there is concern regarding the suitability or future availability of the following polling stations:

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

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 and has no separate staff rest area and the toilet facilities are very basic.

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 May 2007 elections. The School is concerned that if other accommodation were offered on site it would have to close for the day for safety and security reasons. The School has proposed that consideration be given to the use of Langshott Infants School as disruption would be caused to fewer pupils. The Officers have visited the site but consider it unsuitable in terms of vehicular access and parking. In the circumstances, it is proposed to try to work with the Oakwood School to improve the illumination and facilities of the Drama Studio for this year and to consider the matter further as part of the overall review referred to above.

Polling Place for Polling District RA – Town Council Offices, Albert Road, Horley

Whilst these premises are available for the May 2007 elections, the Town Council is relocating to the Albert Rooms and the Town Council Offices in Albert Road will not be available for future elections.

In any event the premises are unlikely to meet future requirements and Officers will be exploring the use of the Albert Rooms and the Regent Hall as an alternative venue.

Polling Place for Polling Districts JC & LC – Longmead Centre, Holland Close, Redhill

Again, confirmation has been received that these premises are unlikely to be available for elections beyond May 2007.

Polling Place for Polling Districts – HD, KA, MB & RB

The premises at

o Canada Hall, Battlebridge Lane, Merstham (HD) o Phoenix Centre, Alpine Road, Redhill (KA) o Meadvale Parish Room, Somerset Road, Redhill (MB) o 1st Horley Scout Group, Michael Crescent , Horley (RB)

are all considered to be unsatisfactory in terms of either facilities, access or parking and alternatives need to be identified. In the absence of obvious suitable available alternatives the matter will be addressed as part of the polling station review later in the year. Suggestions from Members for investigation in the meantime are welcomed.

Counting of Votes – May 2007 Elections

5. The Electoral Administration Act 2006 introduced a requirement for applicants for postal votes to provide two personal identifiers – a specimen signature and their date of birth. This will then be crossed checked with the information provided on the declaration returned with the postal ballot paper. The Council now has approximately 15,000 electors who are either existing postal voters or have applied for a postal vote as part of the recent canvass.

The Council is purchasing software to assist with the above requirement and arrangements are in hand to fully test the functionality, assess the staffing requirement and in particular the time required to undertake this process, especially in relation to postal votes received on polling day and returned to the Count.

6. Having regard to the outcome of the software testing and o the impact of extension of polling hours o the requirement to open and verify postal votes prior to proceeding to sorting and counting into candidates o the Parish and Town Council elections being held on the same day o potential difficulties of using the software and scanners at the Donyngs centre

the Returning Officer will take a decision in early March as to whether the Count will be held on Friday, 4th May. Members, the Town and Parish Councils, political parties and Agents will of course be notified as soon as possible.

Resource Implications

7. There are significant resource implications arising from the introduction the changes in the postal voting requirements. The Government is assisting with the cost of software acquisition and the initial collection of identifiers. No additional funds are available for the polling station review.

Conclusions

8. The Council is obliged to have suitable arrangements in place in order to provide voting facilities for all the electors of the Borough. The review referred to above will give rise to issues of suitability of a number of the stations currently used, which will need to be addressed. The Count arrangements will need to reflect the new requirements in relation to postal voting.

Background Papers: Letters to those as set out in paragraph 1 above and any replies received