SHEFFIELD CITY COUNCIL COUNCIL REPORT 10 Report of: Chief Executive ______________________________________________________________ Date: 2nd March 2011 ______________________________________________________________ Subject: Polling District Boundary changes ______________________________________________________________ Author of Report: John Tomlinson (0114 27 34091) ______________________________________________________________ Summary: Following the Returning Officer’s review of polling stations in 2010, and direction from the Electoral Commission, the number of polling stations in the city has had to be increased by 25. We have identified the extra buildings that are required and this report seeks approval for the boundary changes to polling districts to meet the required ratios of electors to polling stations and thus making it easier for electors to vote in their local area. ______________________________________________________________ Reasons for Recommendations: The Returning Officer has to ensure polling stations have a maximum of 2,500 electors assigned to any one polling station. Implementation, of the directive from the Electoral Commission would be more efficient if polling district boundaries are altered. Recommendations: That the boundary changes to polling districts outlined in this report be accepted. ______________________________________________________________ Background Papers: Category of Report: OPEN/CLOSED * If Closed add – ‘Not for publication because it contains exempt information under Paragraph of Schedule 12A of the Local Government Act 1972 (as amended).’ * Delete as appropriate Statutory and Council Policy Checklist Financial Implications YES/NO Cleared by:Chris Nicholson Legal Implications YES/NO Cleared by:Lynne Bird Equality of Opportunity Implications YES/NO Cleared by:Michael Bowles Tackling Health Inequalities Implications YES /NO Human rights Implications YES /NO: Environmental and Sustainability implications YES /NO Economic impa ct YES /NO Community safety implications YES /NO Human resources implications YES/ NO Property implications YES/ NO Area(s) affected All Wards Relevant Cabinet Portfolio Leader Leader of Council Relevant Scrutiny Committee if decisi on called in Strategic Resources and Performance Is the item a matter which is reserved for approval by the City Council? YES/ NO Press release YES /NO Polling District Boundary Changes 1. Introduction 1.1. Following the elections in May 2010 the Returning Officer’s review recommended a reduction in the number of electors allocated to polling stations. The Electoral Commission’s guidance is for no more than 2,500 electors to be allocated to a polling station. Although the choice of polling station is the responsibility of the Returning Officer, polling districts are defined by full council. 1.2. There is a referendum planned to be run in conjunction with the City Council and Parish Council elections. Referendums are under the remit of the Chief Counting Officer, in this case the chair of the Electoral Commission (Jenny Watson). She has instructed all counting officers that there can be no more than 2,500 electors allocated to use a polling station. Electoral Services have secured enough buildings etc throughout the city to be able to comply with the instruction. 1.3. This paper sets out proposals for each ward to alter polling district boundaries in such a way that each polling station does not have more than 2,500 electors allocated to vote at the polling station. Administration for electoral services and polling staff are more efficient if changes to some of the current polling district boundaries could be made. The changes would also serve to make it easier for electors at the polling station, as building would only be accommodating one polling station and each polling station would only be serving one polling district. This paper sets out proposals for each ward to alter polling district boundaries in such a way that each polling station does not have more than 2,500 electors allocated to vote at the polling station. 1.4. There are four stations in the City where recent updates of the electoral register has seen the electorate increase to a figure slightly in excess of 2,500. We will be submitting an exception request to the Chief Counting Officer to allow us to proceed at those stations, with special measures implemented including additional staffing and more regular visits and monitoring. 1.5. As there has not been time to carry out a full public consultation about the changes. It is proposed that after the election in May a polling district review is carried out, including consultation with political parties and the public, as we are legally required to do this by the end of 2011. 2. Proposed Changes 2.1. Annex 1 contains tables for each ward. The tables show the existing polling districts together with the current electors who would be assigned to a polling station. Then where there is a proposed change a short description of the change, followed by columns indicating the new polling districts, electorate and polling station assigned. Polling District Boundary Changes 2.2. We will inform electors about the changes which affect them through a range of channels including a leaflet hand delivered to every household in the affected area, information on the polling cards, posters at the venues prior to the election and on the Council website. 3. Financial Implications 3.1. The increased number of stations does have a financial impact because of the increased cost of hiring buildings and employing associated staff it will be managed within existing resources. This report makes recommendations about boundaries assigned to polling districts to maximise the benefit of the increase number of polling stations. As such acceptance of the recommendations does not have any significant financial implications. There would be a slight reduction in printing costs of polling station documentation. 3.2. The increased cost incurred by increasing the number of polling stations and staff ratio to electors, including writing to affected electors is £45,000. Because there will be a national referendum in May the net cost to Sheffield will be £25,000. As the Returning Officers review of polling stations was published in September 2010 the costs have been factored into this year’s budget plan. 4. Equality Impact Assessment 4.1 The broad aims of this polling district boundary report are to implement the recommendation of the 2010 Review of Polling Stations and also ensure that Returning Officer complies with the requirement to ensure polling stations have a maximum of 2,500 electors assigned to use any one polling station. 4.2 This will improve the ability of electors within Sheffield who choose to exercise their right to vote in person to do so easily and efficiently. 4.3 An initial Equality Impact Assessment is being prepared. It is expected to have positive implications for individuals and communities as the addition of 25 polling stations will reduce the overall ratio of electors to stations 4.4 Furthermore, all new stations have been visited in order to ensure access arrangements meet required standards. We will be monitoring the polling stations to ensure there are no negative impacts and will feed this into the formal review following the local election and referenda in May. This will also be accompanied by public consultation to ensure we fully understand and respond to the needs and concerns of Sheffield electors. Polling District Boundary Changes 5. Legal Implications 5.1. Local Authorities must, under the Representation of the People Act 1983, designate polling districts. The decisions as to polling stations are made by returning officer who must provide a sufficient number of polling stations. 6. Recommendations 6.1. It is recommended that the boundary changes as detailed in this report be adopted from 1 April 2011 in order that all polling stations at the May 2011 local election and referendum comply with the Electoral Commission’s directive. Polling District Boundary Changes – Annex 1 Arbourthorne Polling District Electorate Changes Polling Electorate Polling Station assigned District assigned to to Polling Polling Station Station Current Arrangements New Arrange ments Arbourthorne East 1705 Change name to Arbourthorne 1705 Arbourthorne Cent & Forum Ltd 33A No.1 Arbourthorne East East Edenhall Road S2 2LD Arbourthorne East 123 Merge with Norfolk Park See Norfolk N/A See Norfolk Park below No. 2 Park below Arbourthorne West 1247 No Change Arbourthorne 1247 Catholic Church of the Holy Family, West Eastern Drive, Sheffield, S2 3WP Gleadless Common 1940 No Change Gleadless 1940 Gleadless Utd Ref Church Hollinsend Common Road Sheffield S12 2NP Hurlfield 1723 No Change Hurlfield 1723 Arbourthorne Social Centre The Tara Building East Bank Road Sheffield S2 2AE Myrtle Road 1857 No Change Myrtle Road 1857 Heeley Advice Centre 344 Gleadless Road Sheffield S2 3AJ Norfolk Park 1233 Merged with Arbourthorne Norfolk Park 1356 The Beacon Centre 331 Arbourthorne East No2 Road Sheffield S2 2FH Polling District Boundary Changes – Annex 1 Beauchief & Greenhill Polling District Electorate Changes Polling Electorate Polling Station assigned District assigned to to Polling Polling Station Station Current Arrange ments New Arrangements Batemoor 899 Merge with Jordanthorpe Batemoor & 2184 Jordanthorpe Library Jordanthorpe Centre Jordanthorpe Sheffield S8 8DX Chancet Wood 657 No Change Chancet 657 Chancet Wood Children's Centre Chancet Wood Wood Drive Sheffield