Spelthorne Borough Council Public Consultation Document Polling
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Spelthorne Borough Council Public Consultation Document Polling District, Polling Places and Polling Stations Review Daniel Charles Mouawad Spelthorne Borough Council Knowle Green Staines-upon-Thames TW18 1XB 11 October 2019 1 Background Section 16 of the Electoral Administration Act 2006, introduced a number of changes to the Representation of the Peoples Act 1983 in respect of the way in which reviews of polling districts and polling places must be undertaken. First Review In compliance with the Review of Polling Districts and Polling Places (Parliamentary Elections) Regulations 2006, every Council in England and Wales must have undertaken and completed a review of all of the polling districts and polling places in its area by 31 December 2007, which accordingly was undertaken in Spelthorne in August 2007. Subsequent reviews Following the first review, the Council then had to complete a further review of polling districts and polling places before the end of the period of four years starting with the completion of the previous review. Spelthorne Borough Council completed further reviews of polling districts, polling places and polling station reviews in 2011 and 2014. The Electoral Registration and Administration Act 2013 introduced a change in timing of compulsory reviews. The next compulsory Polling District and Polling Places Review must now be started and completed between 1 October 2018 and 31 January 2020. Spelthorne Borough Council will carry out a full review to comply with the compulsory review timetable which will take place from 11 October 2019 and conclude by 29 November 2019 with recommendations going to Council on 12 December 2019. Definitions a) Parliamentary Constituency The area designated by the Boundary Commission having separate representation in the House of Commons. This cannot be changed by the review. The division of the constituency into polling districts and polling places is the subject of the review. b) Polling Districts The geographical area is a sub-division of a constituency, ward or division into smaller parts within which a polling place can be determined, which is within easy reach of all electors from across the polling district. c) Polling Places The building or area in which polling stations will be selected by the Returning Officer. d) Polling Station The actual room or area where voting takes place. This must be located within 2 the polling place and designated for that particular polling district. This function is the responsibility of the Returning Officer. The Review Process The Council is required to publish notice of the holding of a review. A public notice posted has been posted at the Council Offices at Knowle Green, on noticeboards within Spelthorne and on the Council’s website. Start the review by posting the review notice – 11 October 2019 Consultation period commences 11 October 2019 Publish the Acting Returning Officer’s Submission 29 November 2019 Consultation period concludes 12 December 2019 Council consider the recommendations 5 January 2020 Final recommendations published Criteria for Polling Places and Polling Districts There are a number of factors to take into account when considering polling districts and polling places. Guidance from the Electoral Commission lists the following key considerations: With regard to polling district boundaries: • Boundaries: Are these well defined? For example, do they follow the natural boundaries of an area? Is it clear which properties belong in the polling district? • Location: Are there suitable transport links within the polling district, and how do they relate to the areas of the district that are most highly populated? Are there any obstacles to voters crossing the current polling district and reaching the polling place e.g., rivers, railway lines, impassable main roads? With regard to polling places: • Location: Is the polling place reasonably accessible within the polling district? Does it avoid barriers for the voter such as steep hills, major road, rivers etc.? Are there convenient transport links? • Size: Can the polling place accommodate more than one polling station if required? If multiple polling stations are required, is the polling place enough to accommodate all voters going even where there is a high turnout? • Suitability: Is the building readily available in the event of any unscheduled elections? Is there any possibility that the building may be demolished as part of a new development or withdrawn as a facility? Is the building accessible to all those entitled to attend the polling place? 3 The Electoral Commission advises that location, size and layout of any polling place / station must be a key consideration when deciding on the number of electors to be allocated to a polling station. In conducting a review, it is proposed that no more than 2,000 voters should be assigned to each polling station for elections and referenda, to ensure efficiency. In the event of a combined and/or Parliamentary Election, given more complex arrangements and higher voter turnout, it is proposed that these levels be reduced. Consideration should also been given to the increased possibility of confusion and delays occurring where polling stations for more than one ward are allocated in the same building. It is therefore, suggested that, as far as is reasonably practical, polling stations for different wards should not be located in the same polling place. However, this is not always practical. Inevitably there will be an element of compromise between the different factors involved in reviewing polling places and polling district boundaries, and indeed the Electoral Commission acknowledges this as follows: “In practice, however, the choice of polling places will often be a balance between the quality of a building (access, facilities etc.) and the proximity of the building to the electors. When making a decision, all factors will need to be considered and the authority will need to be able to demonstrate their reasoning behind their decision”. Where, because of local circumstances, a polling place has been selected that is not fully accessible, reasonable adjustments must be undertaken to provide access for all electors. The Electoral Commission provides a number of templates to assess the suitability of polling place and polling station facilities and these are attached. Other Representations In reviewing polling districts and polling places, the Council is required to actively seek representations from such persons as it thinks have particular expertise in relation to: access to premises, or facilities for persons who have different forms of disability. Such persons must be given the opportunity to make representations and to comment on the representations made by the Acting Returning Officer. A review of each polling station was carried out by the polling station inspectors at the Borough Elections and European Parliamentary Elections in 2019 and these comments will form part of the consultation process. 4 Summary of Consultees Current Premises Other consultees Ashford Church of England School All Spelthorne’s Resident’s Ashford Congregational Church Hall Associations Beauclerc Infant School Buckland Primary School, Infant and RNIB Junior Charlton Village Hall Age UK Chennestone Primary School Echelford Primary School Surrey Health Action Fordway Centre Scope Laleham Village Hall The Leacroft Centre Runnymede & Spelthorne Citizens The Manning Room Advice Bureau Meadhurst School Resource Centre The booking staff for proposed Riverbridge Primary School premises The Salvation Army Hall Saxon Primary School Borough Councillors / County Shepperton Village Hall Councillors St Matthew’s Church Hall St Michael’s RC School St Peter’s Church Hall St Saviour’s Church Staines Community Centre Stanwell Congregational Church Hall Stanwell Fields School Stanwell Moor Village Hall Stanwell Village Hall Stanwell Youth Centre Sunbury Youth Centre The Well, St Martin’s Court Hall The Council welcomes representations from any elector in the constituency on the designation of polling places/stations to the Council. Completion of the review On completion of a review, the Council will provide reasons for its decisions in respect of the designation of both polling districts and polling places. In addition, the Council must publish: • all correspondence received by the Returning Officer in connection with the review • all correspondence sent to any person the Council thinks has particular expertise in relation to access to premises or facilities for persons who have different forms of disability • all representations made by any person in connection with the review 5 • the minutes of any meetings held by the council where details of the review have been considered • details of the actual designations of polling districts and polling places agreed as a result of the review; and details of where the results of the review have been published Challenge of review Although the Electoral Commission has no initial role in the review process itself, it does have an important role in respect of considering representations and observations made that a Council has not conducted a review so as to: • meet the reasonable requirements of the electors in the constituency, or a body of them (i.e the reasonable requirements of a particular area of the authority have not been satisfactorily met); or • take sufficient account of the accessibility to disabled persons of polling stations within a designated polling place. Who may make a representation to the Electoral