Returning Officer Manual August 2021

Returning Officer Manual August 2021 Director General’s Foreword Local government elections are the ultimate means by which council members are held accountable for their performance as community representatives. To maintain public confidence in the democratic process, elections must be run to the highest standards of fairness and propriety. It is the returning officer’s responsibility to ensure those standards are achieved. This manual is designed to assist returning officers in the conduct of voting ‘in person’ elections. It is an example of the Department of Local Government, Sport and Cultural Industries’ continuing commitment to assist local governments in meeting their statutory and community obligations. I am pleased to commend the manual for use by returning officers and other relevant electoral officers. Lanie Chopping Director General June 2021 <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Foreword (2021) </li><li style="flex:1">Page i </li></ul>Acknowledgements The Returning Officer Manual was originally prepared by Mrs Steve Smith, consultant, under the direction of Mr Darryl Schorer at the (former) Department of Local Government. Major contributions were made by the following: •••••••Russel Fishwick, Town of Victoria Park Trevor Harken, Town of Mosman Park Graeme Mackenzie, Town of Bassendean Allan Middleton of the former Shire of Northam Geoff Owen, McLeod & Co Tom Pashley, Shire of Mundaring Ian Rennie, Shire of Dandaragan Published by the Department of Local Government, Sport and Cultural Industries. Department of Local Government, Sport and Cultural Industries Gordon Stephenson House 140 William Street Telephone: Facsimile: Freecall: (08) 6551 8700 (08) 6552 1555 1800 620 511 (Country Only) Email: <a href="mailto:[email protected]" target="_blank">[email protected] </a><a href="/goto?url=http://www.dlgsc.wa.gov.au" target="_blank">Web: www.dlgsc.wa.gov.au </a>Translating and Interpreting Service (TIS) - Tel: 13 14 50 ISBN 0-7309 2039 9 Reviewed 2021. Copyright Copyright is reserved to the Department of Local Government, Sport and Cultural Industries, Perth, Western Australia. All or part of this document may be copied if required for personal use and not for financial gain. Due recognition of the source would be appreciated. Example documents do not need to include an acknowledgement. <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Foreword (2021) </li><li style="flex:1">Page ii </li></ul>Disclaimer Although every care has been taken in the production of these documents, neither the Crown in the right of the State of Western Australia nor any servant or agent of the Crown accepts responsibility for any loss or damage suffered at any time by any person as a result of any error, omission or inaccuracy in the publication whether or not the error, omission or inaccuracy has resulted from negligence or any other cause. Amendments Amendment Number <ul style="display: flex;"><li style="flex:1">Page Number </li><li style="flex:1">Date of amendment Details of </li></ul>amendment Approved by Issue 1 Issue 2 Issue 3 Issue 4 Issue 5 Issue 6 Issue 7 Issue 8 Issue 9 Issue 10 Issue 11 Complete Complete Complete Complete Complete Complete Complete Complete Complete Complete Complete February 2001 March 2005 February 2006 August 2007 August 2009 August 2011 August 2013 July 2015 Version 1 Version 2 Version 3 Version 4 Version 5 Version 6 Version 7 Version 8 Version 9 Version 10 Version 11 D Schorer D Schorer D Schorer J Law J Law J Law J Law J Law <ul style="display: flex;"><li style="flex:1">July 2017 </li><li style="flex:1">J Law </li></ul>August 2019 June 2021 N Lethorn N Lethorn <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Foreword (2021) </li><li style="flex:1">Page iii </li></ul>Table of Contents Chapter <ul style="display: flex;"><li style="flex:1">1</li><li style="flex:1">How to use this manual </li></ul>Dates and timeframes Role of the returning officer Conflict with Commonwealth or State election or referendum Advertising requirements Electoral roll preparation Ordering supplies 23 3A 456<ul style="display: flex;"><li style="flex:1">Handling nominations </li><li style="flex:1">7</li></ul><ul style="display: flex;"><li style="flex:1">Ballot papers </li><li style="flex:1">8</li></ul><ul style="display: flex;"><li style="flex:1">Electoral staff </li><li style="flex:1">9</li></ul>Candidates and scrutineers Polling places 10 11 12 13 14 15 16 17 18 19 20 Voting before election day Voting on election day The count Reporting the result of the election After the count Complaints and disputes First council meeting after election Refunding nomination deposits Polls and referendums <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 1 (2021) </li><li style="flex:1">Page 1 </li></ul>1. How to use this manual 1.1. About this manual Welcome Welcome to this manual for returning officers. Returning officers are responsible for conducting ‘in person’ elections for local government in Western Australia. The manual answers all your questions and takes you step-bystep through the electoral process. It also includes copies of forms you must use that have been prescribed in regulations and provides examples of all other documentation so that you can easily adapt them for your own use. This publication focuses on you and your needs – it is a practical guide. You will discover everything you need to know about organising advertising, staff, polling places, and how to count the votes and declare the result. The manual is written as a ‘how to’ guide and is a companion to the Local Government Act 1995 (Act) and its regulations but does not replace them. You will need to use all three. You should also refer to the local government ordinary election timetable available on the Department of Local Government, Sport and Cultural Industries website. This document outlines key deadlines and associated activities involved in preparing and conducting a local government in person election. Use as a reference book The manual is a reference tool designed so that you can go to any topic and start reading. There are 20 chapters and an appendix. All the forms you need, and example documents, are included in the relevant chapter for you to adapt and use at your local government. <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 1 (2021) </li><li style="flex:1">Page 2 </li></ul>1.2. The manual’s purpose Aims and objectives The aim of this manual is to be a guide for both experienced returning officers and those who might be conducting an election for the first time. The objective is to provide an easy to read reference that details everything you need to know about the election process - including a complete timetable of actions you need to take, forms, and example documents. Expected users This manual is for use by CEOs or other appointed persons in local governments in Western Australia who become the returning officer for ‘in person’ voting elections within their local government. It will also be useful for deputy returning officers who are delegated specific tasks in the election process. <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 1 (2021) </li><li style="flex:1">Page 3 </li></ul>1.3. How the manual is structured Chapters Each chapter is divided into separate sections that deal with an aspect of the main chapter topic. At the beginning of each chapter, you will find a table of contents that lists the sections in that chapter. Sections and subsections Each section deals with a specific part of the main theme of the chapter. For example, the chapter on handling nominations has sections relating to preparing nomination packs, eligibility requirements, candidate profiles, and other nomination related topics. In each section there are subsections that deal with individual components relating to the section. Page layout Most pages are set out with a wide left-hand margin. In this margin you will find cross-references to the Act and associated regulations and other sections in the manual. Forms and example documents Throughout the text, you will find references to legal forms (form) you must use and other documents that are provided as examples (example.doc) that can easily be adapted for your own use. For information on how to adapt example documents, see section 1.4 in this chapter. <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 1 (2021) </li><li style="flex:1">Page 4 </li></ul>1.4. References and icons References Throughout the manual, you will find references to the Act, regulations, and other parts of the manual. Because this manual is a guide, you are advised to check the actual legal interpretation by using the references provided and any other material you consider necessary. Forms and example documents Example documents are provided as a useful guide. They are not mandatory. If you already have documents that you typically use in elections, then continue to do so if you are satisfied that they meet requirements and work well. Some example documents merely require you to insert names and dates. Others have case study material to give a complete demonstration of the types of things you will write yourself – delete the case study and insert material from your own situation. References for example documents begin with “E” and are numbered numerically with a backslash and the number of the chapter. Thus, E3/7 means you need to turn to the end of chapter 7 for the example document numbered 3 in the sequence. Throughout the manual, reference numbers are quoted as: Example.doc E3/7. The reference number appears in the right-hand corner of each example document. You can simply remove this number and adapt the remaining document to suit your purposes. Quality document control Where forms and documents are provided, you will find a section relating to quality document control. This is a schedule that helps you keep track of your documents in your records management system. <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 1 (2021) </li><li style="flex:1">Page 5 </li></ul>Icons and references RIndicates a checklist to help make sure you have carried out all the steps recommended. &Indicates that you can photocopy the page or section and use it separately as a reference sheet. .Indicates a separate booklet. 2Indicates that you can use the list as a checklist for the materials and equipment you need for the process described. Reference definitions s. Refers to a section in the Local Government Act 1995. reg. Act Refers to the Local Government (Elections) Regulations 1997. Refers to the Local Government Act 1995. Department Refers to the Department of Local Government, Sport and Cultural Industries. <ul style="display: flex;"><li style="flex:1">WALGA </li><li style="flex:1">Refers to the Western Australian Local </li></ul>Government Association. <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 1 (2021) </li><li style="flex:1">Page 6 </li></ul>2. Checklist Contents <ul style="display: flex;"><li style="flex:1"><a href="#13_0">2. </a></li><li style="flex:1"><a href="#13_0">Checklis</a><a href="#13_0">t</a><a href="#13_0">.............................................................................................................</a><a href="#13_0">.</a><a href="#13_0">7 </a></li></ul><a href="#14_0">2.1. Scheduler</a><a href="#14_0"> </a><a href="#14_0">and checklist ............................................................................</a><a href="#14_0">.</a><a href="#14_0">8 </a><ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 2 (2021) </li><li style="flex:1">Page 7 </li></ul>2.1. Scheduler and checklist <ul style="display: flex;"><li style="flex:1">References </li><li style="flex:1">Activity </li><li style="flex:1">Chapter </li><li style="flex:1">Commence </li><li style="flex:1">Complete </li><li style="flex:1">Done? </li></ul><ul style="display: flex;"><li style="flex:1">9</li><li style="flex:1">26/7/21 </li><li style="flex:1">28/7/21 </li></ul>☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">CEO to complete Returning Officer Declaration. </li></ul>s. 4.20 reg. 7 Hint 94 28/7/21 2/8/21 29/7/21 6/8/21 ☐☐Returning officer appoints deputy returning officer(s). s.4.21 regs. 6 & 7 <ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Prepare advertisement giving Statewide public notice of </li></ul>close of enrolment for owners and occupiers if not using WALGA joint advertising scheme. 11 4 2/8/21 7/8/21 20/8/21 21/8/21 ☐☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Inspect and book polling place(s). </li></ul><ul style="display: flex;"><li style="flex:1">s. 4.39 </li><li style="flex:1">Statewide public notice of close of enrolment for owners </li></ul>and occupiers. 54<ul style="display: flex;"><li style="flex:1">7/8/21 </li><li style="flex:1">21/8/21 </li></ul>19/8/21 ☐☐s. 4.40 Hint CEO to advise Electoral Commissioner of need for residents’ roll. 13/8/21 Prepare advertisement giving Statewide public notice calling for nominations if not using WALGA joint advertising scheme. 411 7 21/8/21 23/8/21 26/8/21 1/9/21 1/9/21 1/9/21 ☐☐☐s. 4.47 Hint Statewide public notice calling for nominations. Prepare nomination packages. <ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Prepare candidate packages and materials for drawing of </li></ul>position on ballot papers. <ul style="display: flex;"><li style="flex:1">5</li><li style="flex:1">27/8/21 </li></ul>☐<ul style="display: flex;"><li style="flex:1">s. 4.39 </li><li style="flex:1">Applications for inclusion on owners and occupiers roll </li></ul>close. at 5.00pm <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 2 (2021) </li><li style="flex:1">Page 8 </li></ul><ul style="display: flex;"><li style="flex:1">References </li><li style="flex:1">Activity </li><li style="flex:1">Chapter </li></ul>11 <ul style="display: flex;"><li style="flex:1">Commence </li><li style="flex:1">Complete </li><li style="flex:1">Done? </li></ul>2/9/21 ☐☐s. 4.49 reg. 27 Nominations open. <ul style="display: flex;"><li style="flex:1">20 </li><li style="flex:1">8/9/21 </li></ul>Refund deposits on withdrawal of nominations up to this day. up to 4.00pm 777 9/9/21 ☐☐☐s. 4.53 reg. 25 Last day nominations can be withdrawn. Nominations close. up to 4.00pm 9/9/21 s. 4.49 at 4.00pm 9/9/21 s. 4.54 s. 4.56 Declaration of candidates and draw for position on ballot paper. forthwith after 4.00pm Distribute candidate packages and deliver them to those candidates not present. <ul style="display: flex;"><li style="flex:1">9/9/21 </li><li style="flex:1">13/9/21 </li></ul>10/9/21 10/9/21 ☐☐☐☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Formally advise all candidates of result of the draw for </li></ul>positions on ballot paper. 555s. 4.40 s. 4.41 Hint CEO to receive certified residents roll from Electoral Commissioner. Last day for CEO to compile and sign owners and occupiers roll. <ul style="display: flex;"><li style="flex:1">10/9/21 </li><li style="flex:1">17/9/21 or </li></ul>Arrange for two separate rolls to be printed or carry out consolidation process and include rolls in candidate packages. shortly after 12 8 10/9/21 10/9/21 17/9/21 24/9/21 ☐☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Schedule briefing for electoral officers on </li></ul>early/absent/postal voting. <ul style="display: flex;"><li style="flex:1">s. </li><li style="flex:1">Arrange printing of ballot papers. </li></ul>4.71(1)reg. 33 <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 2 (2021) </li><li style="flex:1">Page 9 </li></ul><ul style="display: flex;"><li style="flex:1">References </li><li style="flex:1">Activity </li><li style="flex:1">Chapter </li><li style="flex:1">Commence </li><li style="flex:1">Complete </li><li style="flex:1">Done? </li></ul><ul style="display: flex;"><li style="flex:1">6</li><li style="flex:1">10/9/21 </li><li style="flex:1">24/9/21 </li></ul>☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Arrange supplies of forms, seals, and other material for use </li></ul>at polling places and the count. 12 4 10/9/21 10/9/21 24/9/21 27/9/21 ☐☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Appoint staff to process early, absent, and postal vote </li></ul>applications. <ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Prepare advertisement for the election notice if not using </li></ul>WALGA joint advertising scheme and publish election notice. s. 4.64 17 12 9 As appropriate 13/9/21 ☐☐☐Hint Hint Hint Set up electoral complaints system. Set up for early voting. 14/9/21 <ul style="display: flex;"><li style="flex:1">20/9/21 </li><li style="flex:1">13/9/21 </li></ul>Advertise for electoral staff to work at polling places and the count. 11 5 17/9/21 ☐☐s. 4.62 s. 4.43 Appoint polling places. 24/9/21 Last day for CEO to delete duplication of names on roll(s) and make corrections if not previously printed and included in candidate packages. 12 12 12 When election notice given 12/10/21 ☐☐☐<ul style="display: flex;"><li style="flex:1">s. 4.68 </li><li style="flex:1">Absent voting commences. </li></ul>Early voting commences. Postal voting opens. at 4.00pm When election notice given 15/10/21 s. 4.68 at 4.00pm regs. 31, 59 After election papers issued 16/10/21 s. 4.68 up to 6.00pm 11 11 27/9/21 4/10/21 15/10/21 ☐☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Inspect and arrange for voting screens, direction signs etc. </li></ul>to be cleaned and repaired if necessary. 8/10/21 <ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Appoint selected electoral staff to polling places and the </li></ul>count of votes and advise successful and unsuccessful applicants. s. 4.63 <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 2 (2021) </li><li style="flex:1">Page 10 </li></ul><ul style="display: flex;"><li style="flex:1">References </li><li style="flex:1">Activity </li><li style="flex:1">Chapter </li><li style="flex:1">Commence </li></ul>8/10/21 Complete 15/10/21 15/10/21 Done? 11 9☐☐☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Prepare presiding officer packages. </li></ul>11/10/21 Any time <ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Schedule briefing with electoral officers. </li></ul>Close of applications for a postal vote on election day. <ul style="display: flex;"><li style="flex:1">12 </li><li style="flex:1">15/10/21 </li></ul>reg. 37(3) at 4.00pm 11 11 14 13/10/21 15/10/21 15/10/21 15/10/21 15/10/21 ☐☐☐Hint Hint Hint Arrange to obtain keys to polling places. Arrange deliveries of heavy equipment to polling places. Arrange for count area to be set up. 16/10/21 up to 6.00pm <ul style="display: flex;"><li style="flex:1">11 </li><li style="flex:1">15/10/21 </li></ul>4.30pm 16/10/21 before ☐<ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Issue presiding officer packages with ballot papers and </li></ul>seals and photocopies of early votes cast, absent votes and postal votes received, and scrutineers appointed. 7.00am 13 14 <ul style="display: flex;"><li style="flex:1">16/10/21 </li><li style="flex:1">16/10/21 </li></ul>☐☐s. ELECTION DAY 4.7,4.4.68(1 )(e) <ul style="display: flex;"><li style="flex:1">at 8.00am </li><li style="flex:1">at 6.00pm </li></ul><ul style="display: flex;"><li style="flex:1">16/10/21 </li><li style="flex:1">Until finished </li></ul>s. 4.72, 4.77 reg. 80 The count and declaration of result. Public notice of results. from 6.00pm 15 16 After count After count ASAP ☐☐Hint ASAP after completion of Form 20 Report <ul style="display: flex;"><li style="flex:1">Hint </li><li style="flex:1">Store election papers and place electoral materials in store </li></ul>for future use. s. 4.84 reg. 82 Hint <ul style="display: flex;"><li style="flex:1">11 </li><li style="flex:1">18/10/21 </li><li style="flex:1">18/10/21 </li></ul>☐Collect heavy equipment from polling places and return keys. <ul style="display: flex;"><li style="flex:1">Returning Officer Manual: Chapter 2 (2021) </li><li style="flex:1">Page 11 </li></ul>

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