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Minutes of the Meeting of the Electoral Review Panel Held on Wednesday, 27 October 2010

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ELECTORAL REVIEW PANEL - 27.10.2010 MINUTES OF THE MEETING OF THE ELECTORAL REVIEW PANEL HELD ON WEDNESDAY, 27 OCTOBER 2010 COUNCILLORS PRESENT Chris Deacon (Chairman), Chris Bond, Christopher Cole, Toby Simon and Tom Waterhouse ABSENT Ertan Hurer and Henry Lamprecht OFFICERS: John Austin (Assistant Director, Corporate Governance) and Peter Stanyon (Head of Electoral and Democratic Services) 399 WELCOME & APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Hurer and Lamprecht. 400 DECLARATION OF INTERESTS There were no declarations of interest in respect of items on the agenda. 401 MINUTES OF MEETING HELD ON 23 SEPTEMBER 2010 The minutes of the informal meeting held on 23 September 2010 were agreed as a correct record. 402 ELECTORAL ARRANGEMENTS RECEIVED the report of the Chief Executive identifying issues for consideration in the review of the electoral arrangements in the borough. The report was introduced by Peter Stanyon, Head of Electoral & Democratic Services. 1. The Panel noted that the cost of hiring temporary buildings in May 2010 averaged out at £3,150 each compared to an average of £195 for fixed premises. The Panel also noted that the principle advantages of using temporary buildings are that they negate the need to use premises such as schools and can generally be sighted in accessible locations for the - 341 - ELECTORAL REVIEW PANEL - 27.10.2010 electorate. However, aside from the higher hiring costs, they are not as physically accessible as fixed premises, the facilities for staff are generally poor, they have to be installed well in advance of election- day which increases security concerns and there is less flexibility to cope with higher turnouts because of space limitations. Councillor Bond highlighted the fact that the poor facilities for the staff working a 15 hour day should not be underestimated. 2. The Panel agreed that the procedure whereby each polling district and the polling districts bordering it be designated as the polling place for that polling district, that on an annual basis, the Returning Officer be required to submit a schedule of proposed buildings to be used as polling stations for approval by the Electoral Review Panel and that any amendments deemed necessary by the Returning Officer to that schedule in the intervening period be notified to the Chairman of the Panel and the Opposition Lead Member with the Returning Officer’s reasons for the change be recommended for adoption by Council. Action: Peter Stanyon 3. The Panel agreed to recommend to Council that no alterations be made to the existing polling districts in the Bowes, Chase, Cockfosters, Edmonton Green, Enfield Lock, Grange, Haselbury, Highlands, Lower Edmonton, Palmers Green, Ponders End, Southgate, Southgate Green, Town, Turkey Street, Upper Edmonton and Winchmore Hill. Action: Peter Stanyon Peter Stanyon confirmed that the Council did not have the power to make alterations to Ward boundaries. 4. The Panel considered the electoral arrangements in the Southbury Ward and agreed to recommend to Council that the following amendments to the polling districts be introduced with effect from 1 December 2010: a. That the boundary between the XGA and XGB polling districts be amended so that properties in The Approach, Bridge Close, Carterhatch Lane (82 to 164) and Great Cambridge Road (806 to 828) be transferred from XGB to XGA. b. That the boundary between the XGC and XGD polling districts be amended so that properties in Southbury Road (Savoy Parade, Pemberton Court and 63 to 213) be transferred from XGD to XGC. - 342 - ELECTORAL REVIEW PANEL - 27.10.2010 c. That the boundary between the XGC and XGE polling districts be amended so that properties in Bertram Road, Clive Road, Great Cambridge Road (147 to 281), Lincoln Road (114 to 180), Percival Road and Southbury Avenue be transferred from XGC to XGE. d. That the boundary between the XGE and XGF polling districts be amended so that properties in Agricola Place, Charles Street, East Crescent, Ermine Side, Hadrians Ride, Harman Road, James Street, John Street, Kingswood Close, Lincoln Crescent, Lincoln Road (37 to 303) and Roman Way be transferred from XGF to XGE. The Panel noted that the effect of the changes to polling districts in the Southbury Ward would be as follows (2010 electorate figures): Electors Difference XGA 1,946 + 166 XGB 1,085 - 166 XGC 1,076 - 1,013 XGD 1,606 - 189 XGE 2,737 + 2,501 XGF 1,102 - 1,299 Action: Peter Stanyon 5. The Panel agreed that the designated polling station for the revised XGB polling district should be Bishops Stopford School rather than Suffolks Primary School. Councillor Bond raised a potential issue with regards to VAT being payable should the main sports hall at Bishops Stopford School be identified by the Returning Officer as the room to be used, which Peter Stanyon promised to investigate. Action: Peter Stanyon However, the Panel noted that electoral law prescribed that any premises provided for by public monies were to be made available “free of charge” to the Returning Officer, subject to reimbursement of expenses for cleaning, heating, lighting, etc. 6. The Panel agreed that the designated polling station for the revised XGE polling district should be The John Jackson Library (Bush Hill Park). 7. The Panel noted the challenges faced by the continued use of the Fellowship Hut in Bush Hill Park as a polling station for the XGD - 343 - ELECTORAL REVIEW PANEL - 27.10.2010 polling district, but agreed that as no suitable alternative location or solution existed, no changes be made to either the polling district boundaries or polling station at present. 8. The Panel agreed that the potential designation of The Percival Road Club as an alternative polling station be not pursued at present because of access issues at the site. 9. The Panel considered the electoral arrangements in the Enfield Highway Ward and agreed to recommend to Council that the following amendments to the polling districts be introduced with effect from 1 December 2010: a. That the boundary between the XHA and XHB polling districts be amended so that properties in Brimsdown Avenue (63 to 191 and 20 to 154), Croft Road, Meads Road and Redlands Road (1 to 55 and 2 to 52) be transferred from XHA to XHB. b. That the boundary between the XHB and XHC polling districts be amended so that properties in Carterhatch Road (2 to 164) be transferred from XHB to XHC. c. That the boundary between the XHB and XHD polling districts be amended so that properties in Carterhatch Road (168 to 326) and Stonycroft Close be transferred from XHB to XHD. d. That the boundary between the XHD and XHE polling districts be amended so that properties in Alma Road, Avondale Crescent and Westfield Close be transferred from XHD to XHE. The Panel noted that the effect of the changes to polling districts in the Enfield Highway Ward would be as follows (2010 electorate figures): Electors Difference XHA 1,936 - 353 XHB 2,781 - 14 XHC 2,683 + 123 XHD 2,256 - 209 XHE 738 + 453 Action: Peter Stanyon 10. The Panel additionally considered transferring the properties in Celadon Close and Enstone Road from the XHD to the XHE polling district but agreed not to recommend that change to Council. - 344 - ELECTORAL REVIEW PANEL - 27.10.2010 11. The Panel discussed the designation of the polling station for the XHC polling district. It was noted that the current designation was St James CE School in Frederick Crescent but that Councillor Simon had proposed at the previous meeting that it be re-designated as Enfield Highway Library on Hertford Road. Peter Stanyon confirmed that the Library would be suitable for use as a polling station although Officers did have some concerns as to the accessibility and external lighting. He also confirmed that St James CE School was a good venue, although Councillor Simon did point out that Frederick Crescent was a narrow road, which limited access. Councillor Bond suggested that the Enfield Highway Community Centre on Hertford Road might provide an alternative. The Panel therefore requested that the Community Centre be considered and that Members be notified of the outcome of the Officers’ evaluation before agreeing the final designation. Action: Peter Stanyon 12. The Panel agreed that the polling station for the YJB polling district of the Grange Ward should be re-designated as the Dugdale Centre on the corner of Cecil Road and London Road instead of the Scout Hut at Enfield Baptist Church. 13. The Panel noted that no suitable alternatives to Eversley Primary School in the YIB polling district of the Southgate Ward had been identified and therefore agreed that the polling station should remain unchanged. 14. The Panel agreed that the polling station for the YQE polling district of the Southgate Green Ward should be re-designated as St Pauls Church Hall in Woodland Road instead of Garfield Primary School. 15. The Panel noted that following a site evaluation, Officers had concluded that it would not be practicable for both technical and health and safety reasons to site a temporary building on or adjacent to Tatem Park in the YRB polling district of the Palmers Green Ward. It was also noted that there were no suitable alternative premises or sites in the polling district. The Panel therefore agreed that the polling station should remain designated as Firs Farm School, which would be shared with the ZKD polling district of the Bush Hill Park Ward. In responding to a question from Councillor Simon, Peter Stanyon confirmed that elector access to the Firs Farm School site would be via two separate entrances, but that appropriate signage and - 345 - ELECTORAL REVIEW PANEL - 27.10.2010 assistance would be provided at the entrance to the building so as to ensure that electors entered the correct polling station.
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