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Review of Polling Districts and Places

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Review of Polling Districts and Places Agenda Item 12. Council – 14 October 2019 Review of Polling Districts and Places Purpose of report This report asks for approval of proposed arrangements for polling districts and places in East Northamptonshire, following a statutory review of polling districts and places. Attachment(s) Appendix 1: Existing Polling Districts and Places Appendix 2: Phase 2 consultation document Appendix 3: Phase 2 consultation responses Appendix 4: Equalities Impact Assessment 1. Background 1.1 Sections 18A to C of the Representation of the People Act 1983 (as amended by the Electoral Administration Act 2006) requires the council to periodically review polling districts and places. 1.2 In accordance with the Electoral Registration and Administration Act 2013, which altered the timing of compulsory reviews, the current compulsory review period was required to be started and completed between 1 October 2018 and 31 January 2020 (inclusive). 1.3 The following rules apply: The council must seek to ensure that all electors have reasonable facilities for voting as are practicable in the circumstances Each Parish has to be a separate polling district The council must seek to ensure that as far as is reasonable and practicable, every polling place in East Northamptonshire is accessible to electors who are disabled The council must have regard to the accessibility to disabled persons of potential polling stations or those under review. 1.4 We were required to publish notice of the review and consulted the Returning Officers for the Corby and East Northamptonshire and Wellingborough constituencies. There is a statutory obligation on returning officers to make representations to the council. In addition, we provided the opportunity, to people having particular expertise in relation to access to premises or facilities for persons who have different forms of disability, to make representations and to comment on the returning officers’ representations. Any elector in East Northamptonshire was also able to make representations, and in addition, we consulted district councillors and town and parish councils. 1.5 On completion of the review we must give reasons for decisions on polling districts and places and publish — (a) all correspondence sent to a returning officer in connection with the review; (b) all correspondence sent to anyone who has particular expertise in relation to access to premises or facilities for persons who have different forms of disability; (c) all representations made by any person in connection with the review; (d) the minutes of any Council meeting to consider any revision to the designation of 1 polling districts or polling places within its area as a result of the review; (e) details of the designation of polling districts or polling places within our area as a result of the review; (f) details of the places where the results of the review have been published. 2.0 Timetable for Review 2.1 The following timetable has taken place for the review:- Publication of Notice of Review 10 June 2019 Initial Public Consultation from 10 June 2019 to 5 August 2019 Publication of representations by Returning Officers, 2 September 2019 Councillors, the public and detailed proposals for changes to the current arrangements. Phase 2 Consultation with East Northants from 2 Sept 2019 District Councillors, Town and Parish Clerks, to 29 Sept 2019 Acting Returning Officers for Corby and Wellingborough, Disability Organisations in Northamptonshire Council meeting to consider any revisions to polling 14 October 2019 districts or places 2.2 The current polling districts and places (i.e. those used for the 2017 Parliamentary Elections) formed the starting point for the review. These are shown in Appendix 1. 3.0 Phase 1 Consultation and Responses 3.3 On 10 June 2019 a notice of review invited any registered elector in East Northamptonshire to make representations on the existing arrangements for polling districts, polling places and polling stations. We welcomed the views of all residents, but particularly residents with disabilities. We requested any persons or bodies making representations to, if possible, give alternative places that may be used as polling places. Representations made during this period of the review were assessed, with responses from the Returning Officer. Those responses are contained on pages 4-6 of Appendix 2, the Phase 2 Consultation Document. During this period, the suitability of all polling places and potential alternative stations was also assessed, particularly in relation to the accessibility needs of all voters, in accordance with good practice guidance published by the Electoral Commission. 4.0 Phase 2 Consultation and Responses 4.1 This further piece of consultation, carried out between 2 and 29 September 2019, sets out the representations made and the Returning Officer’s recommendations. Phase 2 consultation responses are attached as Appendix 3 to this report. 5.0 Revised Summary of Proposed Changes 5.1 There are no proposals arising from this review to alter any of the polling districts and 2 therefore no amendments will be required to the electoral register. There are, however, the following proposals to redesignate the location of a number of polling places (detailed reasoning for which, where not already indicated in Appendix 3, is set out in Appendix 2 of this report, across pages 9-22):- Ward Polling District/s Returning Officer’s Proposals Affected 1. Barnwell Clopton The polling place for Clopton be re-designated to Titchmarsh Village Hall. 2. Barnwell Hemington and The polling place for Hemington Luddington and Luddington be re-designated to Thurning Village Hall. 3. Barnwell Lilford-Cum- The polling place for Lilford-Cum- Wigsthorpe, Wigsthorpe and Thorpe Achurch Thorpe Achurch be re-designated to Aldwincle Village Hall. 4. Kings Forest Blatherwycke and The polling place for Bulwick Blatherwycke and Bulwick be re- designated to Kings Cliffe Village Hall. 5. Lower Nene Cotterstock, The polling place for Cotterstock Tansor and Tansor be re-designated to Cotterstock Village Hall. 6. Lower Nene Polebrook The polling place for Polebrook remain at Polebrook Village Hall, rather than be re-designated to the King’s Arms, Polebrook. 7. Lyvedon Lowick (Slipton The polling place for Lowick be Ward) re-designated to the Germain Rooms, Lowick. 8. Prebendal Southwick, The polling place for Southwick Fotheringhay and Fotheringhay be re- designated to Woodnewton Village Hall. 5.2 Due to changes in local governance in Northamptonshire this review of Polling District and Places also proposes changes to the current polling district codes, so as to prevent administrative issues for the future. The suggested changes detailed across Appendix 2, pages 9-22, are to simply insert an ‘E’ (for East Northamptonshire) into Districts which do not currently have an ‘E’ prefix (so, for example, ‘RA’ would become ‘ERA’ and ‘RB’ would become ‘ERB’). 6.0 Equality and Diversity Issues 6.1 As sections 1.3 and 1.4 of the report indicate, the council needs to take fully into account the needs of disabled people. An initial Equality Impact Assessment (EIA) 3 has been prepared following phase 2 of the review which, having taken into account consultation responses and inspection of polling places, does not indicate that a full equality impact assessment is required. 6.2 A copy of the equality impact assessment is attached as Appendix 4. 7.0 Privacy Impact Implications 7.1 There are no discernible privacy impact implications arising from this report, which is about adequacy of polling station facilities, rather than the integrity of any vote held there. Any representations received from members of the public will be anonymised in accordance with GDPR. 8.0 Legal Implications 8.1 The council is under a statutory duty to complete a review by 31 January 2020. 9.0 Risk Management 9.1 There are no significant risks to the council in relation to the recommendations. The review has been undertaken in accordance with statutory requirements and Electoral Commission guidance. 9.2 Following the conclusion of the local authority’s review, certain persons have a right to make representations to the Electoral Commission. If, on receipt of such representations, the Commission finds that a local authority’s review did not: meet the reasonable requirements of the electors in the constituency, or a body of them, or take sufficient account of the accessibility for disabled persons of a polling station/ polling stations within a designated polling place then it may direct the authority to make any alterations to the polling places that it considers necessary and, if the alterations are not made within two months, they may make the alterations themselves. 10.0 Financial Implications 10.1 There are no additional financial implications arising from the review. The work has been accommodated within the workload of the Democratic and Electoral Services Manager and Electoral Services staff, with any additional costs having been absorbed within the service’s budget. 11.0 Implications for our customers 11.1 It is the duty of the Returning Officer to provide a sufficient number of polling stations for each polling district. However, the number of electors allocated to a polling station is a matter of local preference. The Returning Officer has found that, by and large, the boundaries of our polling districts are coterminous with the existing District and parish ward boundaries. Change for change’s sake should be avoided because it proves disruptive to the electors and
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