even if they did not spend any money during Candidate’s Expenses the election, they must make a return of expenses. The deadline for returning expenses forms is Thursday 6 June 2019. Expenses forms will be circulated to candidates after the nomination period. They Candidates should be aware that the are the responsibility of the candidate or Electoral Commission is becoming much their agent to complete and submit. The Re- more proactive in checking that returns are turning Officer’s involvement is limited to re- received. Part 3 of the Electoral Commission ceiving the returns and no advice will be giv- Guidance is on Spending and Donations. en to candidates on the issue of election ex- penses. All candidates should note that, West Council Elections (combined with any contested Parish Elections) 12 Key staff contact details Thursday 2 May 2019 Job Title Contact Telephone Email

Electoral Services—Manager Fiona Osman 01284 757105 [email protected] and Deputy Returning Officer Agents and Candidates Briefing Electoral Services—Team Tom Marsh 01284 757133 [email protected] Leader Notes

Electoral Services Dawn Goss 01284 757096 [email protected] Administrator

Electoral Services Administrator Jemma Taaffe 01638 719365 [email protected]

Electoral Services Michelle Marshall 01284 757108 [email protected] Administrator

Electoral Services Support Phil Kirk 01638 719368 [email protected]

Electoral Services Support Lizzie Maxwell 01284 757323 [email protected]

Fiona Osman is responsible for the overall management of the election. Please direct queries Electoral Commission contacts: to Fiona in the first instance (or Tom Marsh)

Dawn Goss, Jemma Taaffe and Michelle Marshall  Office are responsible for the day-to-day administration of Tel: 0333 103 1928 the election. Email: [email protected]  Party and Election Finance 020 7271 0616 Phil Kirk and Lizzie Maxwell are the first points of contact for queries relating to registration and Tel: 0333 103 1928 whether or not someone has a postal vote. Email: [email protected]

For more information please contact:

Electoral Services Council West Suffolk House Western Way IP33 3YU

Email: [email protected]

Elections Helpline: 01284 757131

16 1 Attending the Count

Count Venue: In addition to the candidate and his/her The Count Venue is the Sports Hall at Bury election agent (if appointed), the candidates Leisure Centre, Beetons Way, Bury St may invite a guest and each candidate can Edmunds, IP33 3TT. appoint a 2 counting agents. Any appointed counting agents must be notified to the Only candidates, appointed agents and Returning Officer by Thursday 25 April 2019. Returning Officer’s staff will be permitted to enter the Count Hall.

Day Time Details Thursday 8pm Postal Vote Opening 2 May A final opening of postal votes will commence at 8pm on Thursday 2 2019 May 2019. This will continue until all polling stations have checked in and all postal votes have been opened. Please note that ballot papers will be face down until 10pm. Only those appointed as postal vote agents may attend the postal vote opening.

10pm Close of Poll and Receipt of Ballot Boxes The ballot boxes will start to arrive shortly after close of poll at 10pm although we do not anticipate the final ones arriving until around 11.30pm. 10pm Verification Verification of all ballot boxes from polling stations and postal ballot papers will start at 10pm on Thursday 2 May 2019. A detailed plan of the count hall and the allocation of polling stations to count tables will be available on the day. At the verification, ballot papers (including those from postal ballot boxes) will be face up. We anticipate that verification will be completed no earlier than 2am.

Friday 3 9am Count for District wards May 2019 The count for West Suffolk Council wards will begin at 9am on Friday 3 May 2019. 2pm Count for parishes (earliest) The count for parishes will begin no earlier than 2pm on Friday 3 May 2019.

11 After the declaration of result Copies of the marked register Type of Cost You may request a copy of the marked copy register provided you are eligible. Please Electronic £10 administration fee plus £1 for contact the elections team who will be able to each 1000 entries (or part of 1000 provide a request form. Please note that the entries) Electoral Administration Act has introduced a standardised scale of fees for the purchase of the marked register as follows: Paper £10 administration fee plus £2 for You will also be able to request a copy of the each 1000 entries (or part of 1000 marked list of absent voters. entries)

2 15 Polling stations no longer in use Index Parish or parish ward Polling Station no longer in use Page No. Bury St Edmunds Abbots Green Primary School, Airfield Road, Bury St Edmunds 1 Returning Officer 4 (Moreton Hall) 2 Electoral Commission guidance 4 Barnardiston Caravan at Blue Gown Corner, Barnardiston, CB9 7TL 3 West Suffolk wards 4 Caravan at Lay by on Bury Road 4 Election Timetable 6 Euston Caravan inside park gates, Euston 5 Qualifications and disqualifications 7 Great Saxham Caravan at Twite’s Corner, Great Saxham 6 Nominations 7 Caravan at Hall Farm, The Street, Great Wratting - Delivery of Nomination papers 7 Caravan at The Kentford public house, Bury Road, Kentford - Nomination Packs 8 Caravan at Kent Road, Lackford - Registration of Political Parties 9 Caravan at Poslingford Hall, The Street, Poslingford - Notification and role of agents 9 Stanton Church Rooms, All Saints Church, Old Bury Road, Stanton - Access to electoral register and absent voters list 9 Haverhill Central Haverhill Methodist Church, Camps Road, Haverhill - Campaigning 10 Mildenhall (Queensway) Portacabin at Douglas Park, Fincham Road, Mildenhall - Candidate Information 10 Higham Portacabin at Lower Green, Higham 7 Who can vote? 10 - Registration deadlines 11 Newmarket Scaltback Scaltback Middle School, Elizabeth Avenue, Newmarket 8 Postal Votes 11 Bury St Edmunds St James Middle School, The Vinefields, Bury St Edmunds (Eastgate) - Candidates and absent votes 11 - Issuing and opening of postal votes 11 Tellers source of irritation or complaints so please 9 Polling day 12 ensure everyone acting in that capacity is aware of the key elements of the guidance - New Polling Stations 13 We will be following the guidance agreed and in particular that they make clear they - Polling Stations no longer used 14 with the parties at a national level by the are requesting the information and that the Electoral Commission (copy circulated for voter has a choice about whether or not to - Tellers 14 information). Tellers can occasionally be a provide it. 10 The Count 14 - Briefings for Agents and Candidates 14 - Attending the Count 15 10 The count 11 After the Declaration of Result 15 Briefings for Agents and Candidates 12 Key Staff Contact Details 16

When: Please can you advise Fiona or Tom if you Monday 15 April at 5.30pm would like to attend one of these briefings. Thursday 18 April at 5.30pm

Where:

Ground Floor Meeting Room, West Suffolk House

14 3 indicate where a polling station may have We will also send messages through social changed. media and to the press to inform electors of 1 Returning Officer the potential changes. Details of all polling stations for 2 May 2019 Job Title Name Role will be published on our website by 22 March 2019. Returning Officer (and Chief Ian Gallin Responsible for the administration and Executive of West Suffolk Council) conduct of the elections within West Suffolk New polling stations

Deputy Returning Officer and Fiona Osman Responsible for the overall management Parish or parish ward New Polling Station Electoral Services—Manager of the election Electoral Registration Officer Ian Gallin Responsible for maintaining the register Barnardiston Barnardiston Preparatory School, Barnardiston, CB9 7TG of electors and absent voters’ lists. Bury St Edmunds Bury Town Football Club, Ram Meadow, Bury St Edmunds, IP33 (Eastgate) 1XT 2 Electoral Commission guidance Brandon (East) Empanda Day Centre, Warren Close, Brandon, IP27 0EE Mildenhall (Queensway) Mildenhall Cricket Club, Wamil Way, Mildenhall, IP28 7JU Guidance for candidates and agents is available on the Electoral Commission website:- www.electoralcommission.org.uk Haverhill (West) Parkway Middle School (West Suffolk College), Park Road, The following sections are covered by their guidance: Haverhill, CB9 7YD  Part 1—Can you stand for election? Haverhill (North) Portacabin near Skate Park (full address to be confirmed)  Part 2a—Standing as an independent candidate Newmarket Scaltback Portacabin at Scaltback School, Elizabeth Avenue, Newmarket, CB8  Part 2b—Standing as a party candidate 0DJ  Part 3—Spending and donations Great Wratting & Little Red Lion Public House, School Road, Great Wratting, CB9 7HA  Part 4—The campaign Wratting  Part 5—Your right to attend key electoral events Bury St Edmunds Skyliner Sports Centre, Rougham Tower Avenue, Bury St  Part 6—After the declaration of results (Moreton Hall) & Edmunds, IP32 7QB (North) 3 West Suffolk wards Great Saxham & Little St Andrew’s Church, Great Saxham, IP29 5JR Saxham No. Haverhill (South) St Felix Church, Princess Way, CB9 9BP of Ward seats Parishes or parish wards Kentford St Mary’s Church, Bury Road, Kentford, CB8 7PR Abbeygate 2 Bury St Edmunds (Abbeygate) Stanton Stanton Village Hall, Old Bury Road, Stanotn, IP31 2BX Bardwell 1 Bardwell, Barnham, , Euston, , Haverhill (East) The New Croft, Chalkstone Way, Haverhill, CB9 0BW Honington (Village), The Granary, Thelnetham Windmill (to be confirmed) Barningham 1 Barningham, Hepworth, Hopton, , , Thelnetham Bury St Edmunds Victory Sports Ground, Road, Bury St Edmunds, IP33 2BT (Southgate) Barrow 1 Barrow, Denham, Great Saxham, Little Saxham, Westley Bury St Edmunds West Suffolk College, Out Risbygate, Bury St Edmunds, IP33 3RL Brandon Central 1 Brandon (Central) (Tollgate) Brandon East 1 Brandon (East),

Brandon West 1 Brandon (West) & 1 Chedburgh, Chevington, , Depden, Hargrave, , , Chevington Rede Clare, & 3 Cavendish, Clare, Poslingford, Barnardiston, Hundon, , Stoke- Kedington by-Clare, , Eastgate 1 Bury St Edmunds (Eastgate) 1 Exning Haverhill Central 1 Haverhill (Central), Haverhill (Mount Road)

4 13 Where: You can also request an updated list at the No. Conference Room, West Suffolk House, close of postal voting applications – but of Western Way, Bury St Edmunds, IP33 3YU. please note you need to request this, it is not Ward seats Parishes or parish wards sent unless a request is received. Final session at Bury Leisure Centre, Beetons Haverhill East 2 Haverhill (East) Way, Bury St Edmunds, IP33 3TT. Replacements for lost and spoilt Haverhill North 2 Haverhill (North) postal ballot papers How: Haverhill South 2 Haverhill (South)

We will appoint a small team of Deputy Electors who have lost or not received their Returning Officers who will have been postal ballot papers can apply to have Haverhill South East 1 Haverhill (South East) authorised and trained to adjudicate on another set issued to them. The first day for Postal Vote Identifiers. We will verify 100% of issuing replacement postal ballot papers is Haverhill West 2 Haverhill (West) personal identifiers. Friday 26 April 2019. These can be posted (if there is time) or collected in person 1 , Horringer, , , Nowton, Candidates or their representatives present from West Suffolk House, however they cannot be given to a third party. at the opening of postal votes, will be entitled Iceni 2 , Red Lodge to view the adjudication on the doubtful Where an elector has spoilt their postal ballot identifiers which are 1 , Ixworth rejected. If you wish to object to the papers, they can apply for a replacement but rejection of a statement you will have the will need to return the whole of their spoilt Kentford & Moulton 1 , Higham, Kentford, Moulton opportunity to do so (but you do not have the pack. opportunity to object to an 2 , , Lakenheath, Sedge Fen inclusion). In either circumstance, electors who opt to collect their replacement postal ballot papers Manor 1 , , , St Mary, Please note that ballot papers will be face will be required to provide evidence of their Worlington identify before being issued with a down at all of these sessions. Mildenhall Great Heath 1 Mildenhall (Great Heath) replacement (i.e. driving licence, utility bill or similar to show the name and address of the Mildenhall Kingsway 1 Mildenhall (Kingsway) Absent vote lists elector). Mildenhall Queensway 1 Mildenhall (Queensway) Political Parties can request a copy of the The deadline for issuing a replacement is Minden 2 Bury St Edmunds (Minden) current list if they have not already done so. 5pm on Thursday 2 May 2019. Candidates will be able to request a copy Moreton Hall 3 Bury St Edmunds (Moreton Hall), Rushbrooke with Rougham (North) once they have submitted their nomination. Newmarket East 2 Newmarket (All Saints), Newmarket (Freshfields), Newmarket (Severals), 9 Polling day—Thursday 2 May 2019 Newmarket North 2 Newmarket (Studlands) Newmarket West 2 Newmarket (Scaltback) The hours of poll are from 7am to 10pm Boundary and polling changes Pakenham & 1 , , Honington (Station), , Pakenham, , Troston

 The Elections Office will be manned The recent electoral review conducted by the Risby 1 , , , , Ingham, Lackford, Risby, , from 6am to 10pm for queries or Local Government Boundary Commission for problems relating to the administration England has created 43 new wards for West Rougham 1 Bradfield Combust with Stanningfield, , Bradfield St of the election Suffolk Council. George, Rushbrooke with Rougham (South)

 The elections helpline for the public will We have also undertaken a polling district Southgate 2 Bury St Edmunds (Southgate) be manned from 7am until 10pm. review to take account of the new ward St Olaves 2 Bury St Edmunds (St Olaves)  For queries relating to election finance boundaries. Stanton 1 Stanton issues, contact the Electoral As a result, there are a number of changes to The Fornhams & Great 2 , , , Commission (contact details shown polling arrangements for electors and a Barton (North), Great Barton (Severalls) later) number of new polling stations being used. The Rows 2 Beck Row,

On Polling Day, postal votes can be delivered How have we notified electors? Tollgate 2 Bury St Edmunds (Tollgate) to:- A letter will be sent by 15 March 2019 to Westgate 2 Bury St Edmunds (Out Westgate), Bury St Edmunds (Westgate)  any polling station within the ward or every elector that has a change of polling & 1 Brockley, , , , Whepstead, parish; or station. Wickhambrook  to West Suffolk House by 10pm (the post box will be checked at 10pm). The poll cards will also include a message to 1 , , , Great Wratting, , , , Withersfield

12 5 Registration deadlines 4 Election timetable Event Date Event Working days before Date poll (deadline if not Deadline for registration applications. Registrations can be made Friday 12 April 2019 midnight) online at www.gov.uk/register-to-vote Publication of Notice of Not later than 25 days Friday 22 March 2019 Deadline for new postal vote and postal proxy applications, and 5pm on Monday 15 April 2019 Election for changes to existing postal or proxy votes Delivery of nomination From the date stated on the From Monday 25 March 2019 Deadline for new 5pm on Wednesday 24 April papers notice of election (9am to 5pm) applications to vote by proxy (not postal proxy or emergency 2019 proxies) Deadline for delivery of 19 days (4pm) 4pm on Wednesday 3 April nomination papers 2019 First date that electors can apply for replacements for lost postal Friday 26 April 2019 votes Deadline for the notification of 19 days (4pm) 4pm on Wednesday 3 April appointment of election agents 2019 Last time for re-issue of spoilt and lost postal votes 5pm on Thursday 2 May 2019 Deadline for withdrawals of 19 days (4pm) 4pm on Wednesday 3 April Deadline for emergency proxy applications 5pm on Thursday 2 May 2019 nomination 2019 Last time to alter the 9pm on Thursday 2 May 2019 Publication of first interim notice of 19 days Wednesday 3 April 2019 register due to clerical error alteration (register update) Sending postal vote identifier rejection notices By Friday 2 August 2019 Publication of statement of Not later than 18 days (4pm) Not later than 4pm on persons nominated Thursday 4 April 2019 Publication of second interim notice Between 18 days and 6 days Monday 15 April 2019 of alteration (register update) 8 Postal Votes Publication of notice of poll Not later than 6 days Not later than Wednesday 24 April 2019 Candidates and Absent Votes Publication of final election notice of 5 days Thursday 25 April 2019 alteration (register update) Go to www.yourvotematters.co.uk for  Candidates or campaigners should assist application forms for absent votes. in the efficient and secure Deadline for notification of 5 days Thursday 25 April 2019 appointment of polling and counting administration of elections and agents Code of conduct referendums and uphold the secrecy of Polling day 0 (7am to 10pm) 7am to 10pm on Thursday 2 The Electoral Commission have published a the ballot May 2019 Code of conduct for the handling of postal  No candidate or campaigner should vote applications (included in Part 4: The Verification 10pm on Thursday 2 May 2019 place themselves in a situation where campaign). This code states that candidates their honesty or integrity, or that of the and campaigners should adhere to two key candidate or party, can be questioned. Count for West Suffolk Council 9am on Friday 3 May 2019 principles:

Count for Parishes in West Suffolk Not earlier than 2pm on Friday 3 May 2019 Issue of postal votes Opening of postal votes

Return of Candidate’s Expenses (for Thursday 30 May 2019 When: Parishes) Postal votes will be despatched in two main batches directly from our printers. Date Time Return of Candidate’s Expenses (for Thursday 6 June 2019 West Suffolk Council)  Electors who have applied for a postal vote by Monday 1 April 2019 will be Monday 15 April 2019 1pm—5pm included in the first dispatch which will be no earlier than Wednesday 10 April Tuesday 16 April 2019 9am –1pm 2019. Tuesday 23 April 2019 1pm—5pm  Electors who apply for a postal vote Wednesday 24 April 2019 9am—5pm after 1 April but before 5pm on Monday 15 April 2019 will be included in the Wednesday 1 May 2019 9am—5pm second dispatch which will be no earlier than Thursday 18 April 2019. Thursday 2 May 2019 9am—1pm

Candidates and their agents are not Thursday 2 May 2019 8pm—finish permitted to attend the issue of postal votes.

6 11 Campaigning 5 Qualifications and disqualifications  The person who acts as your election resemble a poll card. It must also not contain a false statement as to the agent is responsible for your campaign Qualifications the day of election.. and, in particular, is legally responsible personal character or conduct of another for its financial management. candidate. *To be able to use this qualification, your Candidates must satisfy the following criteria name must appear on the register of local on the day they are nominated and on  If you are not familiar with the list of  Comply with planning rules relating to government electors for the local authority polling day: offences, please refer to the guidance advertising hoardings and large area you wish to stand in at the time of your

provided on the Electoral Commission banners. nomination and throughout your term of website:  be at least 18 years of age; office should you be elected. Unlike the other www.electoralcommission.org.uk  Make sure outdoor posters are removed  be a British citizen, an eligible qualifications that must only be satisfied on Go to Candidates and agents at local as soon as possible and no later 2 weeks Commonwealth citizen or a citizen of the day of your nomination and on polling elections in England—Part 4—The after the election. any member state of the European day, this is an ongoing qualification. We Union; campaign. therefore recommend that if you meet any of  meet at least one of the following four  Do not pay people to display your the other qualifications as well, you also qualifications: indicate this on your consent to nomination.  Certain offences relate specifically to adverts (unless they display adverts as election campaign publicity material— part of their normal business). a. You are, and will continue to be, this must contain an imprint and not registered as a local government elector The Returning Officer will take the for the local authority area in which you information provided on the nomination wish to stand from the day of your paper at face value as the candidate is Candidate Information nomination onwards.* signing to confirm that the information b. You have occupied as owner or tenant provided is correct. A letter will be sent to all validly nominated C—Request for electoral register form any land or other premises in the local authority area in which you wish to candidates and election agents as soon as D—Request for absent voter list form Please refer to the Electoral Commission possible after the Close of Nominations. This E—Appointment of Counting Agents form stand during the whole of the 12 months guidance for further information. letter will include the following:- F—Secrecy requirements before the day of your nomination and G—Expenses Pack (Election Agent only) the day of election. A—Statement of Persons Nominated and H—Election Expenses Limit (Election Agent c. Your main or only place of work during the whole of the 12 months prior to the Disqualifications Notice of Poll only) B—Situation of Polling Stations day or your nomination and the day of election has been in the local authority There are certain people who are disqualified area. from being elected to a local authority. d. You have lived in the local authority Please refer to the Electoral Commission area during the whole of the 12 months guidance for further information. 7 Who can vote? before the day of your nomination and Election Franchise

West Suffolk Council Elections – scheduled elections for all 64 seats. Electors who are eligible to vote in local government elections (i.e. British, Parish Elections—scheduled elections for all 6 Nominations Commonwealth, Lords, EU citizens) parishes within West Suffolk. Delivery of Nomination Papers We advise that you book an appointment for the informal check and delivery of your When: nomination paper/s. This will ensure that 9am to 5pm daily from Monday 25 March someone is available to see you. You can 2019, until 4pm on Wednesday 3 April book by email or phone (see contact details 2019. on last page of this booklet. Nomination register—subscribers must be Where: on the 1 March register. West Suffolk House, Western Way, Bury St Edmunds, Suffolk, IP33 3YU. Election register—electors must be on the 1 April register or on one of the 3 alteration Who: notices (see election timetable). District papers—Fiona Osman or Tom Marsh Parish papers—Dawn Goss or Jemma Taaffe The Returning Officer urges early submission of papers. Appointments:

10 7 The elections team will be happy to conduct However please note any view expressed at be stressed that this is an ability to cor- made in filling in the number, but he an informal check of your nomination paper this stage is not binding on the Returning rect, and not to add information which is would not add an electoral number if before it is formally submitted and will be Officer. If on subsequent closer inspection required but has been omitted. For ex- that section of the paper were blank. able to alert parties/individuals to any any issues are identified these will be ample the Returning Officer could amend Candidates should not rely on this power aspects of the completion of the paper which referred back to the agent or candidate the electoral number of an elector if it of correction. might lead to a nomination being rejected. where time permits. was apparent that the person referred to is registered and an error has been Nomination packs Registration of political parties

Legislation removing the requirement for been made and will apply for all elections on Agents should liaise with Fiona Osman or Tom Emblems – candidates wishing the emblem candidates to have their home address pub- or after 2 May 2019. Marsh if you are unsure whether the of their registered party to appear on the lished on the ballot paper, statement of per- Returning Officer has a copy of a current ballot paper against their name must submit sons nominated and notice of poll has now The nomination pack consists of the following delegation to sign party certificates for your a signed application to this effect, and documents: party. identify the relevant emblem to use if more than one has been registered. No. Name Details Notification and role of agents 1a Nomination paper Must be submitted Election agent Other agents 1b Home address form Must be submitted

 You must have an election agent. If you 1c Candidate’s consent to Must be submitted do not appoint an agent, you will  Other agents can be appointed to nomination become your own agent by default. attend postal vote openings, polling stations and the count on your behalf. 2 Certificate of Must be submitted by candidates standing on behalf of a  Your agent must have an office address authorisation political party – this authorises the candidate to use the party to which any legal notices can be  The Returning Officer requires notice in name or registered description delivered and therefore must be a writing of any people appointed as polling and counting agents by 3 Request for a party Must be submitted by candidates standing on behalf of a physical address. Thursday 25 April 2019. emblem political party – this allows the candidate to use (optional)  The Election Agent is responsible for the 4 Notification of Each candidate must have an election agent. A proper management of the election  The appointment of postal voting election agent candidate can appoint themselves as the election agent, and, campaign; particularly its financial agents attending a particular opening if no agent is formally appointed, the management. session must be made before the start candidate is deemed to be their own election agent. of the session. The Returning Officer  Notification of appointment must reach will give 48 hours’ notice of sessions. the Returning Officer by 4pm Packs are available Wednesday 3 April 2019. An  Online at www.westsuffolk.gov.uk/  One common cause of query on appointment form is included in elections nomination papers is where an elector nomination pack.  from the Electoral Services Team for signs the paper in a name that is collection or these can be posted to significantly different from that under you. which they appear on the register. Where this is the case the Returning  Make sure the nomination papers are Officer would like to receive some form Access to electoral registers and absent voter lists filled in correctly, as mistakes may of written explanation, from the invalidate your nomination. You may candidate, agent or person signing the You are entitled to request a copy of the full paper, of the discrepancy. An example find it helpful to use the checklist register once you officially become a You can only use the data for permitted provided to ensure that your would be someone appearing on the nomination paper has been fully register as Elizabeth S Smith signing candidate. At the earliest this is on the last purposes: completed. the nomination papers as Ruth Smith. date for the publication of the notice of If there is no obvious connection election (25 March 2019) if you, or others  to complete the nomination form between the register entry and the  If you do need to amend an error have declared yourself to be a candidate.  to help you campaign please do so by crossing through the name used there is a danger that the incorrect information, writing in the Returning Officer will decide the person You must make written request to the  to check that donations/loans are correct information and initialling the signing is not the registered elector permissible with the result that the paper would Electoral Registration Officer (forms will be amendment. The Returning Officer sent to you as part of your Information letter does not expect to receive papers with have to be rejected. after the Close of Nominations (see below). amendments made using liquid paper or similar type of corrector where it is  The Electoral Administration Act allows not possible to see what information the Returning Officer to correct minor was originally on the paper. errors on nomination papers. It should

8 9