Agenda and minutes

None.

To confirm the minutes of the previous meeting.

RESOLVED – that the minutes of the meeting held on 25 April 2022 be confirmed and signed by the Chair. 

To approve the Committee’s Terms of Reference for the municipal year 2022 to 2023.

The Director: Policy & Governance presented the Terms of Reference 2022/2023 to the committee.

There was one minor change suggested to the Terms of Reference from previous years which provided clarity around the process for appointment of a Chair for the Committee. The proposals stated that the Chair was appointed by Full Council but set out that a Vice-Chair may be appointed by a majority decision of the Committee.

RESOLVED – that the amended Terms of Reference set out at Appendix 1 be approved.

To receive the Interim Review of Polling Places, Polling Districts and Polling Stations.

The Elections Team Leader provided a summary and information on the Interim Review of Polling Places, Polling Districts and Polling Stations. The report provided an update on the proposed new polling places, districts and stations following the changes from the Boundary Review.

Members heard that the report highlights the proposed polling places, districts and stations are areas that have been used previously and could be used given their availability. The report proposes no additional stations to be added and the use of portakabins and schools have been minimised. The Director: Policy & Governance explained that this was to avoid minimal disruption and to limit confusion for voters.

Members were informed that a consultation process would be undertaken on the proposals, which would take place from 31 October 2022. The final report must be published by 1 December 2022.

Members asked why some wards like Shawbirch and Dothill had no proposed polling places. It was explained that this was because these wards have had no proposed changes to their polling areas and would use previously used stations.

Members asked how the proposals were finalised. The Director: Policy & Governance explained that the decision ultimately was with the Returning Officer. The Elections Team Leader further added that a number of factors are considered such as location and feasibility which were highlighted within the report.

Members asked about communications to the public regarding any changes to polling stations, places and districts. The Director: Policy & Governance explained that work with the communications team was underway to notify members of the public of any changes to polling stations and changes in voting procedures.

A question was raised regarding the consultation and how it would impact the proposals, Members were advised that the consultation data along with other factors such as manageability of a station is taken into consideration.

Members discussed some of the proposals.

The public consultation would begin on 31 October 2022. Copies of the reports and the maps would be made available in libraries throughout the Borough. Town and Parish Council’s would be provided with information as part of the consultation. The Council’s communications team would deliver information to the public regarding this and that there would be the ability to access the resources online.

RESOLVED – that:

            1.1      the Returning Officer’s proposals for revised polling                                   places, polling districts and polling stations as set out in                    Appendix 1 of the report be noted and the commencement              of public consultation on these proposals, closing on 25

                        November 2022 be approved;

            1.2       The proposals for consultation set out in sections 3.5                              to 3.7 of the report be noted;

            1.3      Authority be delegated to the Director: Policy & Governance                         to take all necessary steps to conclude the review prior to a               further report being brought to the Committee for approval                       on 28             November 2022.