REPORT OF: ELECTORAL REGISTRATION OFFICER/ RETURNING OFFICER AUTHOR: MARGARET QUINE/ PETER DUNGATE TELEPHONE: 01737 276028 Reigate sr ~anrtead E-MAIL: [email protected] BOROUGH COUNCIL, @reigate-banstead.g0v.uk Banstead I Horley I Redhill I Rei~ate peter.dungate TO: COUNCIL DATE: 6TH DECEMBER 2007 AGENDA ITEM NO: 12 WARD(S) AFFECTED: ALL SUBJECT: REVIEW OF POLLING DISTRICTS AND POLLING PLACES RECOMMENDATIONS: 1. The schedule of representations set out in Annex 1be noted; 2. The premises set out in Annex 2 be designated the polling places for the polling districts stated with effect from 1st April 2007; 3. The changes to polling district boundaries as shown on the maps attached to this report be approved; and 4. The Officers be asked to pursue the provision of ramps where appropriate to improve accessibility. SUMMARY This report sets out the proposals for changes in polling districts and polling places in the Borough following the statutory review undertaken under the Electoral Administration Act 2006. Statutory Powers 1. The Electoral Administration Act, 2006 introduced a duty for all polling districts and polling places to be reviewed by the end of 2007 and thereafter at least every four years. In conducting this statutory review Local Authorities are required to demonstrate they have met the criteria set out in the legislation as follows: o Seek to ensure that all electors in the constituency have such reasonable facilities for voting as are practicable in the circumstances. o Seek to ensure that so far as is reasonable and practicable, the polling places they are responsible for are accessible to all electors, including those who are disabled, and when considering the designation of a polling place must have regard to the accessibility needs of disabled persons. 2. Electoral matters are reserved to the Council to determine. Review Process 3. In accordance with statutory requirements the Council gave notice of the review and sought comments from a wide range of stakeholders including: o The Acting Returning Officers for Parliamentary Constituencies with in the Borough o All Councillors o County Council Divisional Councillors for Reigate and Banstead o Surrey County Council o Horley Town Council o Salfords and Sidlow Parish Council o M.Ps for Reigate and Banstead o Political Parties o Residents Associations o Age Concern o Access Groups 4. The Review information was also available via the Council's web site for public consultation. 5. As part of the review process Officers have considered all existing arrangements against a range of criteria including: o Convenience for electors o Accessibility o Car parking o Facilities for staff o Health & Safety Site visits have also been undertaken in relation to premises known to be problematic together with possible alternatives and premises suggested as part of the consultation. 6. Where a new proposal has emerged from the representations further consultation has been undertaken with Councillors and political parties prior to the final recommendation being proposed. 7. A schedule of representations received together with the Officer comments and recommendations is attached as Annex 1to this report. Changes proposed to Polling Places 8. The following changes to polling places are proposed: Chipstead Hoole~and Woodmansterne - Polling- Place for New Polling District Netherne on the Hill The new Netherne development is currently served by the Hooley Village Hall which is inconvenient for electors and not easily accessible for pedestrians or by public transport. The refurbished hall on the development is suitable for polling purposes and it is proposed that a new polling district (FD) should be created to be served by this Hall in Cayton Road as indicated on the attached Plan. Polling Place for Polling Districts QA & QB - Oakwood School, Horley The use of the Drama Studio has been the subject of a number of complaints from electors and also from the Returning Officer of the East Surrey Parliamentary Constituency. The Head Teacher of the School has agreed to make available alternative accommodation on the site which is considered suitable for polling purposes. Horley Central - Polling Place for Polling District RA The existing polling place, the former Horley Town Council Offices is no longer available and it is recommended that the polling place should be designated as the Horley Day Centre (Regent Hall) for the reasons set out in the schedule at Annex 1. Horley Central - Polling- Place for Polling- District RB The 1st Horley Scout Group premises in Michael Crescent have been considered unsuitable for a number of years and representations have been received from the Returning Officer for the East Surrey Constituency regarding the use of these premises. Following a review of alternatives it is recommended that the Polling Place for this polling district be The Archway Theatre, The Drive, Horley. Redhill West - Polling Place for Polling- district TC Polling district JC was served by the polling place at the Surrey Fine Arts Centre in Holland Close which is no longer available. It is proposed to amalgamate this polling district with JB and for the combined polling district to be served by St Mathews School, Linkfield Lane, Redhill. Reigate Central- Polling Place for Polling District LC Polling District LC was also used the Surrey Fine Art Centre as its polling place. Officers have considered a range of options as indicated in the schedule, but for the reasons indicated the use of either the creche or part of the Donyngs Recreation Centre Reception Area is proposed as the polling place for polling district LC. Accessibility Issues 9. The following Polling Places have problems with accessibility. As no suitable alternatives exist the Officers propose that the installation of ramps should be investigated to mitigate these accessibility issues: o Meadvale Parish Room, Somerset Road, Redhill (MB) o Canada Hall, Battlebridge Lane, Merstham (HD) o The Community Centre, Breech Lane, Walton on the Hill 10. A schedule of existing and proposed polling places is attached as Annex 2 to this report. Changes to Polling Districts 11. The following adjustments to polling districts are proposed: Chipstead Hoolev and Woodmansterne - Polling Place for New Polling District Netherne on the Hill As indicated above, a new polling district is proposed for the Netherne development. The new polling district (FD) is shown on the attached plan. Redhill West - Change to Polling District Boundary TA It is proposed to adjust the boundary of polling district JA to include Carlton Road (odd nos), Van Dyke Close and Hitherwood Close (as indicated on the attached plan) to assist in access to the nearest polling station for electors in this area. Legal Implications 12. There are no specific legal implications arising from this report. Resource Implications 13. The proposals increase the number of polling stations by one with a potential increased revenue cost of £600 for each election. In addition, there will be costs associated with the provision of ramps but these have yet to be assessed. Consultation 14. Consultation has been undertaken as set out in paragraph 3 of this report. Conclusions 15. 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 has highlighted issues of suitability of a number of the stations currently used and where possible these have been addressed as part of the review. The process of review is ongoing and Officers will continue to pursue alternative more suitable premises where existing premises fall below the standards sought by the Council. Background Papers: Letters of representation ANNEX 1 ANNEX 1 REVIEW OF POLLING DISTRICTS AND POLLING PLACES SCHEDULE OF REPRESENTATIONS (NOTE: Representations indicating agreement with the current arrangements have not been included.) WARD POLLING DISTRICT POLLING PLACE RESPONDENT REPRESENTATIONS COMMENTS RECOMMENDATION Chipstead, Hooley New Polling District Village Hall, Cllr. R.F.C. Wagner on Supports the creation of a New housing That a new Polling and to serve Netherne-on- Cayton Road, behalf of all three new polling district and development has District be created to Woodmansterne the-Hill development Netherne-on-the-Hill Ward Members. polling place. created a need for serve Netherne-on- (CW an additional the-Hill and, when Polling District of available, the Village for the CHW Ward. Hall, Cayton Road be used as the Polling The Village Hall in Place. Cayton Road is suitable for use as a Polling Place. Michael Maddox Current Polling Place of The accessibility Chairman of the Hooley Village Hall is issue is agreed. Netherne-on-the-Hill inconvenient as it is not Residents' Association. easily accessible by foot or public transport. Proposal for new Polling District and Polling Place supported. M:\CORPORATE DEVELOPMENT UNIT\DEMCKRATIC SERVICES\AGENDA -COMMITTEE CYCLE\COUNCIL\2007\6TH DECEMBER 2007\SCHEDULE OF REPRESENTATIONS - ANNEX 1.DX ANNEX 1 ANNEX 1 POLLING WARD POLLING PLACE RESPONDENT REPRESENTATIONS COMMENTS RECOMMENDATION DISTRICT Earlswood and Earlswood Infant Reigate Liberal Royal Earlswood Park should The current Polling District Having reviewed the Whitebushes School, St. John's Democrats. be split between two Polling (OA) has 3,111 electors and the proposal it is agreed Road, RedhiII. Places. Those living north of the Polling Place is Earlswood that access from bus barrier (at the junction of Infants School. In view of the Royal Earlswood Royal Earlswood Park, Princes level of electors OA is currently Park to the Road and Asylum Arch Road) a double polling station. In Whitebushes Village should carrying on voting at the addition Earlswood Infants Hall is difficult for present Polling Place School also accommodates pedestrians and on (Earlswood Infant School) and Polling District KC - Redhill balance it is felt that those living south of the bus East. the existing barrier should vote at the arrangements should Polling District OC has 1,118 Whitebushes Vdlage Hall.