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Candidates and Agents Briefing
UK Parliamentary General Election
12 December 2019
Robert Connelly
(Acting) Returning Officer
Birmingham City Council
Overview of Briefing
• management structure
• Key dates & election timetable
• agents
• postal votes
• Integrity (including code of conduct)
• day of poll
• Candidate security
• counting of votes
• candidates expenses rules
• contacts and general information
Management Structure
• (Acting) Returning Officer -
responsible for Parliamentary
Elections
• Electoral Registration Officer –
responsible for maintaining the
register of electors
Management
Structure
• Deputy Returning Officers with
full powerso Clive Heaphy
o Victoria Beavon
o Safeena Tonks
• Deputy Returning Officers (with
Limited Powers)• Senior Elections Office Staff
• Team Leaders at the Count
Election timetable – Key dates
Deadline for applications to register to vote Tuesday 26 November
Deadline for new postal vote applications /changes
to existing postal or proxy vote applications
Tuesday 26 November (5pm)
Deadline for applications for new proxy votes Wednesday 4 December (5pm)
Appointment of counting and polling agents Thursday 5 December
Deadline to apply to vote by proxy on grounds of
medical emergency or if unexpectedly called away
because of employment or service
Polling Day (5pm)
Election timetable (continued)
First day to issue a replacement postal vote
(that has been lost/not received)
Friday 6 December
Deadline for replacement lost or spoilt postal
votes
Polling Day (5pm)
Alterations to the register to correct a clerical
error
Polling Day (9pm)
Return of Election Expenses 35 days from the declaration of result
(Friday 17 January 2020)
Agents
Election Agent– must be officially appointed and accept the appointment by 4.00pm
on Thursday 14 November
Polling Agent– the RO requires notice in writing of any people appointed as polling
agents by Thursday 5 December
Counting Agent– the RO requires notice in writing of any persons nominated to attend
the counting of the votes by Thursday 5 December
Postal Voting Agent– The RO requires notice in writing of any persons nominated to attend
the opening of postal votes at least 24 hours before the opening session they wish to attend
Access to electoral register/absent voting lists
• Candidates can now request a copy of the register
• Must make written request to the ERO – forms are available from the
office.
• Register can only be used for permitted purposes:
- to complete nomination forms
- To help with campaigning
- to check whether donations are permissible
Free candidate mailing
• All candidates who are validly nominated are entitled to send
one election communication, free of charge, to electors
across the constituency.
• It must include matters relating to the election only.
• You can choose to send either:
– one unaddressed election communication of up to 60 grams to
every postal address, or
– one election communication of up to 60 grams addressed to
each elector
• contact Royal Mail to make arrangements
Registration
• As a candidate you are uniquely placed to encourage people to
register to vote.
• You should encourage people to register as soon as possible – to
avoid a surge on the final day.
• The deadline for applying for the election is Tuesday 26 November
• Annual canvass finished recently – people may think they are
registered if they completed the Household Enquiry Form – but if a
new elector they also need to complete an Invitation to Register
• Individuals can now also register online at
https://www.gov.uk/register-to-vote. It only takes a few minutes.
Registration
• When discussing registering to vote with constituents, you will
need to make them aware that they will need:
– their National Insurance number,
– date of birth and address to register.
• Details matched against DWP records to verify an elector’s
identity
- If the details do not match
- If the elector has not provided all the details we need
They can still register – but will need to provide further information.
If so, they will be contacted by the ERO – but this may delay their
registration.
Remember – must be registered to have a postal/proxy vote
The Campaign
Campaigning dos and don’ts
• Do use imprints on all your campaign material
• Do comply with planning rules relating to advertising hoardings and
large banners
• Birmingham does not allow the use of street furniture for
placards/posters
• Do not produce material that looks like a poll card
• Do not pay people to display your adverts (unless they display
adverts as part of their normal business).
Candidate Security
Information sent on Saturday included:
• Letter from the National Police Chiefs Council
• Guidance for Candidates – When it goes too far
• Online security information
• Links on how to report an incident
Polling Agents
– the RO requires notice in writing of any people appointed as polling agents by Thursday 5th December
– Cannot accept late appointments
– Will be issued with letter of appointment but will also need photographic ID.
– Appointment can be revoked at any time
Postal Votes
• Legislation allows for the sending out of postals as soon as is practicable after the close of nominations.
• However – short notice poll and closeness to Christmas means we had no choice over delivery
• Initial Mail out - 22 November
(for existing postal voters and those who applied before 6 November)
• Second Mail out – 3 December(for those who applied before the deadline)
(People added to the register on 6 December will receive their postal vote as soon as possible after this date)
Postal Vote Opening
• Postal vote opening will take place at the Council House Extension Margaret Street
• Full details about access have been circulated
• Starts Thursday 5 December 10am
• Not broken down into wards this time – not possible
• Postal votes handed in at polling stations and collected from the Royal Mail sweep will be dealt with either at the count or remotely before being transported to the count venue (as in 2017)
• If a high number to deal with at the close of poll –potential delay to them getting to the count
Preventing Election Fraud
• Code of conduct for political parties, candidates and campaigners about handling postal vote applications and postal ballot papers now well established.
• In force since December 2014
• The Birmingham Local Protocol based on, and to be read in conjunction with the national code of conduct.
• Working with Crime Stoppers
• BCC reporting form https://www.birmingham.gov.uk/info/20097/elections_and_voting/983/electoral_fraud
Code of Conduct For Campaigners
Campaigners are an essential element of a healthy democracy, but their
activities should not bring into question the integrity of the electoral process
• Electoral registration and absent vote applications:
– Ensure forms conform fully to the requirements of electoral law
– Include the ERO’s address for the return of forms
– Ensure unaltered applications are sent to ERO within two working
days
– Make sure electors understand implications of applying for an absent
vote
– Do not encourage postal ballot pack redirection
– Do not encourage electors to appoint a campaigner as proxy.
Code of Conduct For Campaigners
• Postal ballot packs:
– Never touch a postal ballot paper
– Never observe electors completing their postal vote
– Never handle or take any completed ballot paper or postal ballot
packs from voters.
• Campaigning outside polling stations:
– You are allowed to put your messages to voters on polling day,
including in public spaces outside polling places
– Keep access to polling places and the pavements around polling
places clear to allow voters to enter.
Polling day
Weather Contingency
Polling Stations
• Tellers
• Activists
• Polling agents
• Bear in mind the potential bad weather
Tellers.
• Tellers can only concern themselves with checking who is about to vote or has voted
• Should not give impression that employed by Returning Officer.
• Cannot enter polling station. Polling station is defined as the whole building not just the room in which it is located.
• Should not display or distribute election material nor must they do anything which can be considered as undue influence.
• Can wear a rosette which can display name of candidate/party.
• EC guidance only 1 teller per party per polling station (if polling place/station has more than 1 entrance you may have a teller at each entrance
Tellers (continued)
• Tellers must remain outside the polling place.
• Must not attempt to induce, influence or persuade an
elector how to vote.
• Must not do anything that is likely to intimidate voters.
• Must obey any instructions from the Presiding Officer .
The Presiding Officer has ultimate responsibility for the
polling place.
Other Activists/campaigners
• There is a local agreement signed up by the main parties.
• Allows for 2 activists in the vicinity of the polling station/place
• No other activities within 20 metres (common sense prevails)
• If complaints we will send someone to have a look but we only have limited powers
Dealing with Problems on Election Day
• Guidance has been issued on how and where to report issues.
• Sets out contact numbers for both the Elections Office and the Police.
• Will ask that agents try and resolve these and to ensure that they have all relevant contact details
• Elections Office open 6.15am – 10.00pm
Verification & Counting of Votes
• Verification and count will be done Thursday evening
over multiple venues
• Make sure appointments for Counting Agents are
submitted to the RO prior to deadline
• Adjudication of Ballot Papers
• Note the start time for your constituency
Venues
Town Hall
Hall 7 - ICC
Hall 8 - ICC
Hall 11 - ICC
Hall 3 - ICC
Moseley Rugby Club
Contact Centre
• Additional advisors to deal with elections plus overflow advisors
• Mystery shoppers implemented to check accuracy of advice
• Additional training
• Use of visual aids
• Extra briefings on key dates such as cut off.
• Use of internal aids highlighting key dates
Spending issues
Candidate spending
• Defined as certain expenses ‘used for the
purposes of the candidate’s election’ during
the regulated period
• Responsibility of election agent
• Limit on expenses: See next slide
• Must get and keep receipts (over £20)
The spending limit
33
Regulated
period
Fixed
amount
Variable amounts
(per registered parliamentary elector)
Short campaign £8,7006p per registered parliamentary elector
Fixed amount
Variable amount
Spending limit
Candidates’ Expenses Returns
• Returns due 35 calendar days after result of election
• Returns made public by (Acting) Returning Officer
• Sample of returns may be reviewed by the Electoral
Commission
• Failure to submit an expenses return is a criminal
offence enforceable by the police
• No spending will be reimbursed.
Useful contacts
Further Guidance for Candidates And Agents available to
download
• www.electoralcommission.org.uk
• www.birmingham.gov.uk/electioncandidates&agents
• Any Questions?