Arena February 2021 - 4-5 Gray's Inn Square
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Arena
The monthly magazine for UK electoral administrators
February 2021
Designed and published by the Association of Electoral Administrators
Page 2
AEA annual awards
Annual conference 2021
Job vacancies
Local authority contact list
Mayoral referendum notice
Member support update
Members’ monthly update
PPE for 6 May elections
Pre-election period or Purdah
PrintUK.com
Puzzle and answers
Reporting election issues
Things that would never happen during elections
or the canvass
Training update
Voters fleeced in Wantage
Website update
Weekly May elections confidence ratings
And finally...
Page 3
Annual Conference 2021
Leicester 1990 Portsmouth 1996 Plymouth 1994 & 1998
Online 2021
Y ou will have received an email towards the end of last week about
this year’s annual conference, and for those of you who have
already booked your place to attend - if you haven’t already received it -
you will receive in the next day or so another email giving you the link
to register on the Conference website (hosted by Sparq) with full step-
by-step instructions on the procedure to follow. You will need to keep
these in a convenient place so that you are able to refer to them quickly
and easily!
We hope to see some familiar faces and a lot of new ones over the two
days. Feedback from delegates will be vital, particularly in view of the
new delivery methods we have had to adopt in these unprecedented
circumstances and we are aiming to produce a full detailed report for the
March edition of Arena.
Go to Contents page
Page 4
Member Support update
A s we approach 6 May, our support becomes slightly more reactive
than proactive as we deal with increasing questions and queries
from members.
If you have any issues, concerns, queries or examples of good practice
you would like to share – please contact member.support@aea-
elections.co.uk and we will get back to you at the earliest opportunity.
6 May FAQs
To help support you, we provide regularly updated 6 May FAQs based on
the most common questions members are sending in.
The FAQs will be available a few days after our Annual Conference on 8
and 9 February and will cover matters related to combined polls,
postponed by-elections, emergency proxies, and coronavirus issues.
Please contact member.support@aea-elections.co.uk if you have further
questions.
Our standard FAQs covering all manner of election and electoral
registration issues are available on our website, as well as our
Coronavirus FAQs which can be found here.
Customisable communication templates
We have created customisable templates for scheduled elections in
England and Wales on 6 May 2021 for the media, voters and candidates.
These are designed to be a useful starting point for you and your
communications lead to create your own tailored content. The templates
pull together key dates, high-level information, and links to more in-
depth official guidance:
Combined Authority Mayors
England local elections excluding London Mayor and Assembly
London Mayoral and Assembly elections
Police and Crime Commissioner – England
Senedd Cymru and PCC
Member Support Project
Our project aims to produce guidance on matters not covered by the
Electoral Commission, and provide template resources for areas you and
we have identified as needing extra support.
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Page 5
We are currently producing guidance on:
How to run a Neighbourhood Planning Referendum (NPR) from start
to finish.
We are also working on template resources including a timesheet for
election overtime.
We hope these will be available to you over the coming weeks. Once
published, you’ll be able to find them on the Member Support Project
area of the website.
6 May Elections - Weekly Confidence Rating
T hank you to those of you who completed last week’s confidence
rating. While it is encouraging that from having nobody as
extremely confident in the first poll, 3 of you now are. However, it is
concerning that with 92 days until the polls the number of you that are
either not so or not at confident that you have adequate resources for
the efficient and effective running of elections taking place on the 6 May
has increased to over 80%. This information has now been shared with
key stakeholders including Cabinet Office, Electoral Commission and
devolved governments.
This week’s poll can be found here.
The poll is anonymous and will take less than one minute to complete.
Please ensure you complete this week’s poll by the close of play on
Friday, 5 February.
In addition, don’t forget to report any positive or negative issues or
challenges you are currently facing relating to the elections via the red
reporting button.
The summary of last week’s responses is shown on the following page.
Go to Contents page
Page 6
...continued from previous page
Electronic voting - how has it progressed?
“Alexa… vote for
Spongebob
Squarepants”
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Page 7
PPE for 6 May elections
F urther
update
to
provided at the start
the
we
of January, we now
have further
information from UK
government on the
Producers they have
been working with who
can look to provide
face coverings and
other essential PPE for
6 May elections.
Information on face
coverings
The face coverings
that can be provided by UK Government partner manufacturers are
manufactured in the UK to the AFNOR SPEC S76-001 specification,
which is the highest specification for non-clinical face coverings. The face
coverings have also been tested by the BSI in UK laboratories for
functionality, breathability and filtration, and have been awarded the BSI
Kitemark.
The face coverings are competitively priced (ranging from 8p to 13p per
face covering dependent on quantities ordered) when compared with
other quality face coverings of sound provenance. Unlike reusable cloth
ones, which offer poor filtration, or other disposable face masks which
suffer from poor breathability, these provide both great filtration and
breathability.
Purchasing BSI-Kitemarked products under this Government initiative
will protect NHS supply chains for medical face masks, guarantee the
customer has sourced the highest face covering standard for staff and
electors, and ensure all purchased products are manufactured
domestically by producers who adhere to UK Government guidelines on
modern slavery and fair employment practices.
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Manufacture and Distribution
The manufacturers the Government has partnered with are:
British Rototherm Co (Port Talbot, Wales)
Pennine Healthcare (Derby, England)
Rocialle (Mountain Ash, Wales)
Transcal (Livingstone, Scotland)
All manufacturers are happy to deal directly for orders of 5,000 units or
more.
Contact details are provided below:
Manufacturer Contact Details:
Company Contact Name Email
British Rototherm Tarkan Conger tconger@rototherm.co.uk
Pennine Healthcare Oliver Stones o.stones@penninehealthcare.co
Rocialle Andrew Bowen andrew.bowen@rociallehealthca
Transcal Dawn Hornby dawn@transcal.co.uk
In addition to face coverings, some but not all the producers will be able
to provide other PPE kit such as a supply of hand sanitiser and
disinfectant wipes as part of a package.
It is advisable that the procurement of PPE is done on a regional or
sub-regional basis, with greater volumes allowing for more competitive
rates. If you wish to do this, you can go directly to the suppliers or via
Daniel Gillett in the Cabinet Office (daniel.gillett@cabinetoffice.gov.uk)
who will be able to facilitate requests for information on your behalf.
Daniel can also be contacted if you have any questions about the
product, its manufacturing or distribution.
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Reminder: Publication of Mayoral Referendum Notice
The Local Authorities (Referendums) (Petitions) (England) Regulations
2011 requires the Proper Officer of the Council to give formal notice
each year of what number is equal to 5% of the number of local
government electors shown in the electoral register for the authority’s
area as of the 15 February to allow them to present a petition to the
Proper Officer seeking a referendum on the question of whether the
council should operate executive arrangements that involve an elected
mayor. The number will have effect for the purposes of determining the
validity of petitions presented after 31 March 2021 and before 1 April
2022.
This formal notice must be published within the period of 14 days
beginning with 15 February 2021.
Just to note that published means to make the information available to
those persons who live in the area in whatever manner the local
authority considers likely to bring it to their attention. There is no
statutory requirement to publish the notice in a local newspaper, unless
the local authority chooses to do so.
Local Authority Contact List
C ould you please check the updated local authority contact list and
let us know if your entry needs to be amended. All changes should
be emailed to reporting@aea-elections.co.uk. Because of the sensitive
nature of the contents, you will need to be logged in to the website
before being able to access the webpage and the document itself.
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Page 10
Reporting election issues via the red button
D on’t forget you can use the familiar red button to report any
positive or negative issues or challenges you are currently facing or
to submit any comments relating to the elections. Simply click the red
reporting button (shown opposite) which is on the
members’ home page and will appear each week in
the newsletter; it is linked to the webpage that
includes the online reporting form.
Any issues of concern that require urgent resolution and/or indicate
trends or common themes will be passed – anonymously - to the
Cabinet Office, Electoral Commission, devolved governments and key
stakeholders to address in real time. We will also use any submissions in
any post-election discussions with the Cabinet Office, Electoral
Commission, devolved governments and key stakeholders. A dedicated
email address: reporting@aea-elections.co.uk is also available for you to
use.
Some pictures from the polling station
staff training video overview
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The Pre-Election Period or Purdah
By Sappho Dias and Rupert Beloff, 4-5 Gray’s Inn Square
T he pre-election period, or purdah, is a time of heightened sensitivity
in respect of publicity covering the period between the calling of
and election or referendum and the outcome. It affects civil servants,
who must be politically impartial, but not candidates for political office.
The period typically begins six weeks before the scheduled election.
At its most basic level purdah prevents central and local government
from making announcements about any new or controversial initiatives
that might be considered advantageous to a particular candidate or
candidates seeking office, or their parties. In particular consideration
must be given to publicity or materials that may be controversial only
because of an upcoming election but would not be otherwise. The
guidance issued by the Government to the Civil Service prior to the
2019 General Election summarised the position as follows:
‘special care must be taken during the course of an election since
material produced with complete impartiality, which would be accepted
as objective in ordinary times, may generate criticism during an election
period’.
The result of this is that at a national level is that major decisions on
policy are generally postponed until after the period of purdah, unless it
is clearly in the national interest to proceed swiftly or there is some
other overriding consideration such as a delay wasting public money.
Purdah can cause and has caused considerable controversy, often due to
misunderstandings about its application. In the run up to the 2017
General Election there were several well-publicised cases of academics
misinterpreting the rules as meaning that they could not publish or
comment on government-funded but independent research covering
subjects that were matters of public debate, such as climate change.
This resulted in updated guidance to clarify that the rules were not
about “restricting commentary from independent sources”.
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Purdah was also and controversially cited as a reason for the
Government’s failure to publish the cross-party Intelligence and Security
Committee’s report into Russian Interference in UK democracy in the run
-up to the 2019 General Election, albeit that the government insisted
that a normal timetable was being adhered to and fact that an election
was underway was no reason to depart from usual process.
Purdah and Local Government
Publication of materials by local authorities is regulated by statute.
Section 2 of the Local Government Act 1986 prohibits the publication by
local authorities of material which, in whole or in part, appears to be
designed to affect public support for a political party. Section 2(2) of the
Act makes it clear that the timing and circumstances of publication are
relevant factors in determining whether any publication breaches this
prohibition. Section 4 of the Act empowers the Secretary of State to
issue codes of practice and section 4A empowers him to direct that a
local authority complies with such codes and issue notices requiring the
same1. Section 4B of the Act empowers the Secretary of State to impose
a duty by statutory instrument on all local authorities to comply with a
code.
The activities of local authorities are currently governed by the
Recommended Code of Practice for Local Authority Publicity2. The code
makes it clear at the outset that it in no way detracts from the
requirements of section 2 of the Act.
The code is based upon the principles of ensuring that all public
communications from local authorities:
• are lawful;
• are cost-effective;
• are objective;
• are even-handed;
• are appropriate;
• have regard to equality and diversity;
• are issued with care during periods of heightened sensitivity.
1
See for example R (Hackney LBC) v Secretary of State for Housing and Local Government [2019]
EWHC 1438
2
Circular 01/2011
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The code requires, amongst other things, local authorities:
to refrain from issuing publicity that might influence voters
•
unless its publication is required by statute or regulations;
• to consider suspending the hosting of third-party materials or
public forums if they are likely to lead to a breach of the code;
• not to publish publicity relating to individuals involved in an
election unless authorised to do so by statute;
• not to publish publicity on controversial issues;
• not to publish views on proposals in a way that identifies them
as views of candidates in an election or parties.
Whilst the code and provisions of the Act contain considerable
restrictions on local authorities they do not amount to, and are not
meant to amount to, a complete prohibition on publications or publicity
by a local authority during a period of purdah.
The code recognises that local authorities are entitled to publish factual
information relating to candidates’ names, parties and wards in which
they are standing. Publication of such information could be regarded as
a matter of public policy in promoting participation in the democratic
process by voters.
It is also noteworthy the term of office of councillors, unlike Members of
Parliament, does not expire until after the date of the election and in any
event the day-to-day business of local authorities should and must
continue during pre-election periods. This may include publicity to
inform people about an authority’s services, to attract visitors to the
area and to advertise entertainment provided by them3. Such publicity
is permitted provided it does not breach the prohibitions contained
within section 2 of the Act and the code.
Further local authorities are entitled to publish factual information to
counteract misleading, controversial or extreme information about the
authority’s actions or policies4.
In considering whether to act or not the first question that should be
3
ss. 142, 143 and 145 of the Local Government Act 1975
4
See paragraph 16 of Circular 01/2011
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addressed is whether a reasonable person could conclude that the
proposed publication was a use of public funds to influence the outcome
of an election. Some matters are likely to breach the rules of purdah in
any circumstances, for example helping with national political visits,
making reference to individual candidates or parties in press releases
that might be considered positive or negative or supplying photographs
to be used for campaigning purposes. There are other matters which
may breach the rules depending upon the individual circumstances, for
example continuing a local campaign on an issue that has been the
subject of local political debate and disagreement or launching
consultations that are or could be politically sensitive.
Ultimately the question is one of fairness and whether any action could
be viewed as influencing the outcome of the election or an attempt to do
so.
Purdah and Social Media
Since 2015 the guidance issued to the Civil Service on General Elections
has covered social media, websites and blogs. This includes a prohibition
on posting anything politically controversial through such outlets5.
The same general principles should apply to local authorities. Whilst, for
example, purely factual information about services is unlikely to breach
any of the principles set out above comment on controversial topics may
well do so.
Purdah and Charities
The Charity Commission is a public body and accordingly is subject to
purdah. It issues electoral guidance to charities6. The guidance
recognises that charities should be allowed to promote its views on
issues that relate to its objects and activities even during a pre-election
period. However, they must avoid explicitly comparing its views with
those of political candidates and parties even where those views
coincide. Further a charity is entitled to publish the views of a candidate
in an election where those views relate to the charity’s interests and
publishing them will raise interest and debate in the underlying issues,
5
See for example paragraphs 17 and 18 of General Election Guidance 2019.
6
Guidance Charities, Elections and Referendums, July 2014 (revised February 2017)
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but they must not encourage support for those candidates.
It is also permissible for a charity to publish a ‘manifesto’ to publicise
issues which it campaigns on to raise their public profile or persuade
parties to adopt its policies provided that such publication is not in fact
and attempt to influence the outcome of an election.
A charity is not allowed to endorse a particular candidate or party in any
election.
Purdah and Referendums
Restrictions on the publication of promotional materials by central and
local government in advance of a referendum is governed by section 125
of the Political Parties, Elections and Referendums Act 2000. This
prohibits, during that for a period commencing twenty-eight days before
the poll, the publication by any Minister of the Crown, government
department, local authority or person or body whose expenses are
defrayed mainly out of public funds of anything that:
• provides general information about a referendum to which this
Part applies;
• deals with any of the issues raised by any question on which
such a referendum is being held;
• puts any arguments for or against any particular answer to any
such question; or
• is designed to encourage voting at such a referendum.
There are exclusions allowing the provision of material to persons
requesting specific information, the issue of press notices and the
publication of information relating to the holding of the poll.
Rupert Beloff Sappho Dias
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AEA Annual Awards 2021
Keith Butler was nominated by the Southern Branch. He
has been a member of the AEA for almost 25 years, and
his knowledge, particularly on all things Parish related is
second to none – which has proved invaluable not only to
his immediate colleagues but also those in the wider
electoral community.
For a large part of the 25 years he has been a member of
Southern Branch and held several of the branch roles over
the years. He works closely with other Branch Officers, involving them
every step of the way with preparing meetings, writing reports and
supporting them. Although standing down from this role at December’s
Branch AGM, we are hopeful that he will still be on the end of the phone
or email for continued guidance.
Keith is a one-off - generous in giving of his time and knowledge and the
branch wanted him to be recognised nationally for the work that he has
done and continues to do for his electoral community.
George Cooper was nominated by the London Branch in
recognition of his many years of dedication to electoral
services, the AEA and to his colleagues across the
profession. He has brought to all of the authorities and
branches in which he has worked his trademark wit and
erudition, and had contributed enormously. He has, in his
time, been both London and National Chair, representing
both his branch and the wider membership on the AEA Board and at
discussions with partners across the electoral world. He has been an
AEA Trainer for many years, delivering both training courses and several
Conference workshops on a wide range of subjects. Because of this, he
is known and well-regarded by many, many more association members
than those who have been lucky enough to work with him. His
unwavering loyalty to both the cause and his colleagues will be missed.
Karen Fox was nominated by Paul Beaumont, Neil
Middlehurst, Julie Coplin, Gulderen Harwood and Janice
Bissett for her services to the North West Branch. Karen
was the branch secretary for the North West for around
9 years and oversaw a successful period of strong
growth and stability in the branch.
Karen has worked at a number of authorities in the North West, and
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been involved with three of our five county subgroups. She currently
works at the Association of Greater Manchester Authorities as
co-ordinator for the largest group of authorities in the region and has
also spent over a year as a Canvass Reform Champion.
Despite stepping down from the role of branch secretary in 2019, she
continues to be an active member of the branch, always on hand to
offer advice and guidance and is generous with her time and knowledge.
There are many fine electoral administrators within this organisation and
a lot go "the extra mile"; however, there are few, if any administrators
who go quite as many miles as Karen does to advance the work of
Electoral Administrators.
Stacey Ijewsky was nominated by Mike Saunders,
Darren Whitney, Elaine Dicks, Melissa Bassett, Tracey
Hurst, Ann Almond and Beverley Hands for the
continuous support she has shown the West Midlands
Branch. She worked in elections for 37 years at North
Shropshire Council then Shropshire Council and has
gladly assisted neighbouring authorities during that
time. She has a reputation for being extremely
knowledgeable and also very approachable and her
judgement and advice is valued by many.
Sarah Ling was nominated by AEA Management
Team as she has been instrumental in the successful
delivery of canvass reform as a member of Cabinet
Office staff. Her input ensured the project always
considered the administrative impact of any change
on EROs and their staff. Delivering the project in the
middle of a global pandemic should also be
applauded as it has doubtless saved members
significant work at a time when access to offices is limited.
John Owen was nominated by the AEA Qualifications
Board for his services to the Foundation Course Writing and
Delivery Team. John was a founder member of this team,
and provided expert knowledge, guidance and experience
to the Foundation Course Manual. He also was responsible
for the delivery of the course to hundreds of delegates,
offering up guidance and support outside of the course,
usually in his own time. He has earned the respect of a
generation of electoral administrators. Because of changes
to the delivery criteria, John is no longer able to deliver the Foundation
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Course so the Qualifications Board wanted to put on record their thanks
for all of the hard work he has undertaken.
Brian Pearson was nominated by the AEA
Qualifications Board. He was a founder member of the
Association and served the East Midlands Branch and
the AEA nationally with great distinction, even after he
retired from Leicester City Council.
He sat on the Qualifications Board from its inception in
1998 through to his retirement from it in 2020. He
contributed fully to the formation and subsequent
development of the Certificate, Diploma and Foundation Course,
ensuring the AEA qualifications are recognised as essential for electoral
administrators. He gave a great contribution to the AEA, the qualification
and to those members who sought his sage advice and wisdom over the
years. His tireless and quiet work behind the scenes will be greatly
missed.
Judith Swarbrick was nominated by Jon Huck, Neil
Middlehurst, Alison McCormick, Tom Benson and
Lindsay Tomlinson for her services to the North West
Branch. Judith is a founder member of the
Association who is one of a handful of serving
electoral administrators who have continuously been
members of the AEA since its foundation. She has
worked in elections/electoral registration since 1977.
Judith is outstanding in her work in elections and
electoral registration and has a wealth of knowledge
and understanding that she has acted as a vital support to her
colleagues in the Cumbrian County Group and the North West Branch as
appropriate.
Judith is always on hand to help, even when she is under pressure she
has taken the time to advise and assist colleagues when they have
needed it.
Judith embodies all that is good about the organisation, and branch
members wanted her contribution to be recognised nationally.
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Andy Tiffin was nominated by the Southern Branch.
Andy began his electoral career in 2003 when he took up
his position as Electoral Services Manager at Hart District
Council, where he was thrown into the Annual Canvass
that year with no experience of electoral registration,
and in 2004 ran his first election (European) with one
temporary member of staff.
Over the years, he has proved himself to be a steady pair of hands –
always willing to help his colleagues and is the first point of contact for
many, for help and advice. He has held many positions in the County
and Southern Branch, most recently as Chair of the Association.
He truly defines what it is to be part of the AEA and is a great
ambassador for what the Association stands for. He has worked hard to
build up a network of colleagues and encourages others to do the same.
He was instrumental in delivering the counselling service that the AEA
provides, as well as other initiatives to help members. The branch feel
that his contribution truly deserves to be recognised nationally.
Ian White was nominated by Mick Styne, Jeff
Saxby, Melanie Long, Alec Dubberley and Heather
Jackson on behalf of the branch. Ian retired from
his role at Kettering Borough Council in October
2020. He has worked in Electoral Services for over
25 years and has given loyal and dedicated support
to his colleagues both locally and in the East
Midlands region. He has been a key figure in the
region, and has been in instrumental in co-
ordinating election results from local authorities to produce final results
for both European elections and regional referenda over the last 10
years.
The branch want Ian to be recognised for the dedicated and loyal service
that he has given throughout his career, and the support and assistance
he has provided.
Many congratulations to all the worthy recipients of this year’s
awards. You do us proud!
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Page 21
Training Update
SV Count training
W e are already working hard with members across England and
Wales to help them plan for the polls, which in many areas are
combined.
As the main provider of training to electoral services staff in the UK,
one of the key services we offer at PCC polls is training for PAROs
and LROs on running a Supplementary Vote count.
Our Supplementary Vote course has been redesigned so it can take
place either as an online course or at your Council offices. It focuses
on the differences that come with an SV count, the need for
consistency and has a particular emphasis on doubtful ballot papers.
The course is ideal for PAROs who want to ensure their LROs have
the skills and knowledge they need. It is also a great tool for LROs
to use with their count supervisors and team leaders to ensure they
are fully trained.
This course can be delivered either face-to-face or online and is
available for up to 30 people at a price of £2,438 plus VAT. Face to
face courses will also see a charge for trainer expenses. The central
government funding system for these elections allows the provision
of "relevant" training to be reclaimed.
For further information on the course or to book, please contact
training@aea-elections.co.uk.
Polling Station Staff Training
Don’t forget our online course is your solution to training hundreds of
polling station staff ahead of scheduled elections on 6 May 2021 in a
cost-effective and Covid-19 secure way. Download the flyer and
booking form and you can also now watch a video overview.
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The Spring online Foundation course is now fully booked. We do have
spaces available on the June Residential we are hoping to run at Milton
Keynes (covid dependent) and the Autumn online Foundation course.
More details can be found on the Foundation course page of the
website. Please note, if the residential course cannot be held safely
then another online course will be scheduled for June.
Open Programme training
Below are the courses that are now available to book.
Booking
Date Course Venue
Form
2021
Online – via
10 – Wednesday Introduction to Electoral Services Book now
Microsoft Teams
Key Considerations for Returning Online – via
12 – Friday Book now
Officers and their deputies Microsoft Teams
February
Online – via
22 – Monday 1 Day Elections Book now
Microsoft Teams
Online – via
25 – Thursday Verification and Count Book now
Microsoft Teams
Online – via
8 – Monday Absent Voting Book now
Microsoft Teams
Online – via
16 – Tuesday Verification and Count Book now
Microsoft Teams
March
Online – via
19 – Friday 1 Day Elections Book now
Microsoft Teams
Key Considerations for Returning Online – via
31 – Wednesday Book now
Officers and their deputies Microsoft Teams
Online – via
19 – Wednesday Election Accounts Book now
Microsoft Teams
May
Online – via
25 – Tuesday Election Accounts Book now
Microsoft Teams
Most of these courses will be delivered online via Microsoft
Teams.
We also have training available for new Returning Officers, the
verification and count including multi-seat counts, running the May polls
and can also conduct briefings for candidate and agents.
If wish to book any of our courses or have any further enquiries please
email training@aea-elections.co.uk and we will be happy to help.
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MEMBERS’ MONTHLY UPDATE - FEBRUARY 2021
A. Meetings and updates
B. Consultations
C. Useful resources
D. Previous update
PART A - MEETINGS AND UPDATES
1. KEY ISSUES AND MESSAGES
AEA Election May 2021 reporting button – available here.
AEA May 2021 election page – available here.
Covid-19 FAQs – keep up to date with our FAQs. Other useful
resources are available on our Covid-19 webpage.
May 2021 polls – the Electoral Commission has published a range of
resources to support local communications activity.
Scottish Council by-elections: Electoral Commission report on
conducting elections under coronavirus restrictions.
Choose My PCC contact details - have been confirmed by the
Cabinet Office as: web address www.choosemypcc.org.uk, booklet
order number: 0808 196 2170.
2. WATCH OUT FOR
• AEA Annual Conference 2021: 8-9 February
Annual conference 2021 flyer
Annual conference 2021 booking form
• PCC fees and charges guidance (by end of February)
• Draft indicative fees for the Senedd election (due mid-February)
• Wales Election (Coronavirus) Bill (scheduled to be approved on 10
February)
• EC guidance for candidates and agents including nominations and
campaigning (due February)
• EC polling station handbook (PDF version due mid-February)
• AEA 6 May FAQs (due mid-February)
3. MEETINGS ATTENDED (all via video link)
AEA
Branches – North West (13 January), North East and Yorkshire (22
January)
Branches catch up – 15 January
Abbreviations: CO = Cabinet Office, EC = Electoral Commission, SAA =
Scottish Assessors Association.
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Cabinet Office
Face covering suppliers – 21 December – discussion about the
potential supply of PPE from UK government producers of face
coverings, hand sanitiser and disinfectant.
Emergency proxy draft statutory instrument – 21 December –
discussion on technical details of proposed legislation to expand proxy
provision for May 2021 polls.
Implementation working group (canvass reform) IWG – 11
January – looked at canvass metrics and local authority evaluation
workshops.
Use of the register draft statutory instrument – 6 January -
reviewed the draft SI which intends to change the term from ‘electoral
purposes’ to ‘democratic engagement’ in line with the definition used in
the Data Protection Act 2018. Provide a legal basis to enable EROs to
provide, on request, historic copies of the register to political parties
and candidates for the purposes of checking the permissibility of
donations by bequest.
Election expenses – 11 January – the Deputy Chief Executive met
with CO officials to discuss improvements that could be made to the
2021 fees and charges process.
May 2021 – 12 January – key stakeholders met to discuss the ability
of ROs to deliver the May polls safely and with current levels of
resources. The Chief Executive and Deputy Chief Executive outlined the
key challenges members are facing.
Elections and registration project board and working group – 13
January – looked at key areas on the UK Government’s forward plan.
Suppliers group meeting – 15 January – discussed general
concerns over the delivery of the May 2021 polls due to Covid-19 and
combined polls complexity. Capacity concerns over postal vote
production were highlighted if there is a late surge of applications.
Issues with extracting cancelled postal votes in a Covid-19 safe way
were also raised. Asked for an early decision to be made if the polls are
to be postponed.
Digital developments update – 18 January – looked at plans to
enhance the IERDS, particularly around duplicates.
Canvass Comms update – 21 January –hosted by the EC to outline
planned amendments to canvass communications ahead of the 2021
canvass.
Cabinet Office catchup – 22 January – discussed issues and
challenges raised by members over the delivery of the May 2021 polls.
Asked for clarity about the position of EU nationals’ entitlement to vote
post 2021.
Go to Contents pagePage 25
Accessibility of elections working group - 25 January – received
updates on May 2021 elections, communications on accessible voting
for May 2021 and proposed Cabinet Office legislative changes to
support voters with disabilities. Received information about the United
Response online accessible voting day and updates on support for
voters with physical disability, sight loss, learning disabilities, mental
health and age related issues.
Elections and registration round table – 25 January - the Chief
Executive discussed current issues and challenges faced by the
electoral community with the Minister and senior CO officials.
Electoral Commission
Electoral Coordination and Advisory Board (ECAB) – 14 January
–attended by Chloe Smith MP, Minister for the Cabinet Office who
outlined the UK Government’s position on the May 2021 polls. The
experience of Scotland in running by-elections was covered, and the
work being done to protect UK elections.
EC Catchup – 21 January – discussed forthcoming guidance and
issues raised by members over the delivery of the May 2021 polls.
Supporting the work of the Wales Electoral Coordination Board
(WECB) – 27 January – discussed with the EC how the WECB would
be supported in future.
Other
Welsh Government: Qualifying foreign citizens working group –
11 January – discussed Welsh Government communication plan and
EC 6 May resources for qualifying foreign citizens and Senedd-led train
the trainer sessions.
Welsh Government: Senedd election operations group – 22
January – first meeting of group established in the run up to the
election to provide a mechanism for providing assurance to Ministers
and executive committee around preparations for the Senedd elections,
monitor progress on those preparations and ensure appropriate links to
UK Government resilience work.
PART B – CONSULTATIONS
4. FORMAL CONSULTATIONS
• Request for written evidence to the House of Commons Joint
Committee on the Fixed-term Parliaments Act – deadline for
responses 8 February.
Go to Contents pagePage 26
5. INFORMAL CONSULTATIONS
Cabinet Office
• Draft Statutory Instrument - The Representation of the People
(Proxy Voting) (Coronavirus) Regulations 2021
• Police, England and Wales – The Police and Crime Commissioner
Elections (Welsh Forms) Order 2021
• Prioritised list of additional Management Information (MI) for
development
• Canvass Reform Year One Evaluation: Workshops Plan
Electoral Commission
Polling Station Handbooks 2021:
• Local Government and Police and Crime Commissioner elections
• Scottish Parliament election
• Senedd and Police and Crime Commissioner elections
• Greater London Authority elections
LEGISLATION UPDATE
Draft Legislation
• The Representation of the People (Proxy Voting) (Coronavirus)
Regulations 2021
• Police, England and Wales – The Police and Crime Commissioner
Elections (Welsh Forms) Order 2021
• Wales Elections (Coronavirus) Bill
• Fixed Term Parliaments Act Repeal Bill
• Scottish General Election (Coronavirus) Bill
• Local Government and Elections (Wales) Bill
• Overseas Electors Bill
New Legislation
Elections:
• The Local Government (Coronavirus) (Postponement of Elections)
(Miscellaneous Amendments) (Wales) Regulations 2021
• Local Government and Police and Crime Commissioner
(Coronavirus) (Postponement of Elections and Referendums)
(England and Wales) (Amendment) (England) Regulations 2021
(relates to petitions for a referendum)
• The Postponed Elections and Referendums (Coronavirus) and Policy
Development Grants (Amendment) Regulations 2020
Go to Contents pagePage 27
• The Representation of the People (Variation of Limits of Candidates’
Election Expenses) (England) Order 2020
• The Parish and Community Meetings (Coronavirus) (Polls)
(Amendment) (England) Rules 2020
• Senedd Cymru (Disqualification) Order 2020
• Representation of the People (Election Expenses Exclusion) (Wales)
(Amendment) Order 2020
• The Scottish Parliament (Elections etc.) (Miscellaneous
Amendments) Order 2020
• The Scottish Local Government Elections Amendment Order 2020
• The Representation of the People (Absent Voting at Local
Government Elections) (Amendment) (Coronavirus) (Scotland)
Regulations 2020
• Representation of the People – The Postponed Elections and
Referendums (Coronavirus) and Policy Development Grants
(Amendment) Regulations 2020 Local Government: England,
Police: England and Wales
• Scottish Government: Scottish Elections (Franchise and
Representation) Bill
• Scottish Elections Reform Bill
• The Local Government (Coronavirus) (Postponement of Elections)
(Wales) Regulations 2020
• The Local Government and Police and Crime Commissioner
(Coronavirus) (Postponement of Elections and Referendums)
(England and Wales) Regulations 2020
• The Police and Crime Commissioner Elections (Amendment) Order
2020
• The Police and Crime Commissioner Elections (Designation of Police
Area Returning Officers) Order 2020
• The Police and Crime Commissioner Elections (Designation of Local
Authorities) Order 2020
• Representation of the People: The Greater London Authority
Elections (Amendment) Rules 2019 (SI re home address on ballot
papers at GLA elections)
Registration:
• The Representation of the People (Electoral Registers Publication
Date) Regulations 2020 - England
• The Representation of the People (Electoral Register Publication
Date) (Wales) (Coronavirus) Regulations 2020 – Wales
Go to Contents pagePage 28
• The Representation of the People (Electoral Registers Publication
Date) (Coronavirus) (Scotland) Regulations 2020 - Scotland
• Representation of the People (Annual Canvass) Amendment
(Scotland) Order 2020 - canvass reform legislation for Scotland
• Representation of the People (Annual Canvass) (Miscellaneous
Amendments) (Scotland) Regulations 2020 - canvass reform
legislation for Scotland
• The Representation of the People (Data Matching) (Scotland)
Regulations 2020
• The Representation of the People (Annual Canvass) (Amendment)
Regulations 2019 – canvass reform legislation for England
• Representation of the People (Annual Canvass) (Amendment)
(Wales) Regulations 2020 - canvass reform legislation for Wales
Other:
• Parliamentary Constituencies Act 2020
• Coronavirus Act 2020
• Scottish Government: Referendums Scotland Bill
• The Employment Rights (Miscellaneous Amendments) Regulations
2019 (SI 2019/731)
• The Employment Rights (Employment Particulars and Paid Annual
Leave) (Amendment) Regulations 2018 (SI 2018/1378)
PART C – USEFUL RESOURCES
6. REGISTRATION DATES 2021
We have produced the following:
Register publication dates 2021 – 1 December publication:
• England and Wales
• GLA
• Scotland
• Northern Ireland
• Rolling Registration Flowcharts 2021 – England and Wales
• Rolling Registration Flowcharts 2021 – Scotland
Register publication dates 2021 – 1 February publication:
• England and Wales
• GLA
• Scotland
• Northern Ireland
• Rolling Registration Flowcharts 2021 – England and Wales
• Rolling Registration Flowcharts 2021 – Scotland
Go to Contents pagePage 29
7. ELECTION TIMETABLES
We have produced the following:
• Statutory election timetable 2021: PCC and Local
• Statutory election timetable 2021: Senedd and PCC
• Statutory election timetable 2021: GLA
• Election timetable for all elections in England and Wales 2021 –
detailed summary
• Interim Election Notice of Alteration Dates for Local Government
Elections 2021 – England and Wales
• Interim Election Notice of Alteration Dates for Local Government
Elections 2021 – Scotland
• Statutory election timetable 2022: Northern Ireland Assembly
8. OTHER AEA RESOURCES
• Covid-19 FAQs. Other useful resources are available on our Covid-
19 webpage.
• Freedom of Information request reply – information provided
• Freedom of Information request reply – information not provided
• Retirement and take up office dates 2021
• Polling District Reviews – ‘Do I need to undertake a polling district
review to change polling places for local elections in 2021?
Electoral Registration
• SMS Templates for the reformed annual canvass
• Sale of the electoral register: fees calculation – guidance
document calculation spreadsheet
• Appointment and responsibilities of statutory officers involved in
the electoral process
• Electoral Registration Officer – Resources and Funding
Elections and Referendums
• Coronavirus – Issues and considerations for 2021 polls
• Parish/Community Polls
• Returning Officer Reservation of Powers (England and Wales)
• Deputy Returning Officer appointment for elections held in Great
Britain
• Appointment and responsibilities of statutory officers involved in
the electoral process
• Guidance for voters and voting compartment notice for elections
held in Great Britain
• Role and Responsibilities of Election Agents
Go to Contents pagePage 30
• Business Improvement District (BID) Elections
• Business Improvement District Election Results Collation
AEA Policy Positions
• AEA Policy Positions
• Provision of polling districts and polling places
• The use of schools as polling places
• Electoral registration funding
• Sale of the register of electors
• UK Bank holidays and electoral administration
9. MONTHLY REMINDER LIST
Don’t forget to check our monthly reminder list of key dates and
activities.
10. LOCAL AUTHORITY CONTACT LIST
Available here.
PART D – PREVIOUS UPDATE
Updates from last month and previous editions are archived on our
website.
Letters to the Editor
W hile searching through some old copies of Arena, the Editor
found this letter from the Elections Office at the time at Vale of
White Horse Council (who else?!):
Dear Editor,
VOTERS FLEECED IN WANTAGE
New style campaigning was noticed in Wantage at
the May elections (see photograph). The candidate
was rather sheepish in referring to this in his
election expenses return but could not pull the
wool over the Returning Officer’s eyes.
Yours etc.
Go to Contents pagePage 31
Website update
I just wanted to draw your attention to a couple of minor changes.
Previously, if you were not logged in and clicked in an external
document (e.g. an email, newsletter or Arena) on a link to something in
the members’ area of the website, you were simply told “you do not
have permission to view this content” or words to that effect. Bit rude!
Now, if you carry out the same action, you will see the much more polite
message: “You are attempting to access content only available to AEA
members. Please log in here”, the word ’here’ being a link to a login box.
Also, and this may or may not have happened by the
time you read this, arrangements are in hand to
display a feedback button near the top of the page to
enable you to send us any comments you may have
concerning the website.
Nigel Hurll
Today, I will be wearing this...
Things that would never happen during elections or
the canvass
1. Not one single elector complaining about being missed off the
register.
2. 100% canvass response rate.
3. No duplicate applications for registration.
4. Counting assistants being sent home at midnight for a sleep before
coming back at 09:30 next day to resume.
5.
Go to Contents pagePage 32
FEBRUARY PUZZLE:
FILM CELEBRITIES BY DAISY CHAIN
I n the following numbered clues are hidden the names of well-known
film actors in what’s known in puzzle circles as a daisy chain! The
first blank in each is the first name of the actor, the second is the
surname. In brackets is a film in which he or she appeared. Simples!
1 ___________ Palin + _____________ Mutiny (ALFIE)
2 ________ Defoe + ______tona + Morse character (LINCOLN)
3 _____________ Almighty + _____________ Evans (FIST OF FURY)
4 ___________ Sawyer + Oliver ___________ (THE REVENANT)
5 Lady Diana ___________ + _____________ Island (GUESS WHO’S
COMING TO DINNER)
6 ____________y’s Comet + Chuck ____________ (MONSTER’S
BALL)
7 Amazing _________ + ___________ Brook (HIGH SOCIETY)
8 Cockney _____________ + _______________ Pickett
(BRIDESMAIDS)
9 James T ___________ + Isle of Man capital (LUST FOR LIFE)
10 _____________ Athletic + _______________ Blumenthal (BEN-
HUR)
Go to Contents pagePage 33
CRYPTIC MOVIES
H ere are the answers to January’s puzzle:
1. An extremely angry opponent for the toreador (2) RAGING BULL
2. Fine testament searching (3) GOOD WILL HUNTING
3. French=perdu, Spanish=perdido, Dutch=verloren, Latin=perdito (3)
LOST IN TRANSLATION
4. Covered in broken fragments of stone (1) ROCKY
5. A few prefer it to be quite warm (4) SOME LIKE IT HOT
6. Facebook (3) THE SOCIAL NETWORK
7. Tale of a plaything (2) TOY STORY
8. Spirit breakers (1) GHOSTBUSTERS
9. Righters of wrong get together (2) AVENGERS ASSEMBLE
10. Boxers in a water supply (2) RESERVOIR DOGS
11. Cutting edge bean (2) BLADE RUNNER
12. He’s formally appointed at the christening (2) THE GODFATHER
13. They plundered Noah’s missing boat (5) RAIDERS OF THE LOST ARK
14. Story of fleshy tissue (2) PULP FICTION
15. The Australian magician (4) THE WIZARD OF OZ
Go to Contents pagePage 34
Click the employer’s logo to get further details and/or how to
apply for the post.
Administration Advisor (Election
Administration)
Employer: South Lanarkshire Council
Salary: £43,651.00 - £52,246.00 per
year
Closing Date: 12 February
Electoral Services Manager
Employer: Waverley Borough Council
Salary: £49,688 – £55,536 per annum
Closing Date: Midnight 28 February
Electoral Officer
Employer: Kirklees Council
Salary: Grade 8: £ £25,481 - £27,041
(SCP 19-22)
Closing Date: Sunday 14 February 2021
Client Care Agent – 2nd Line
Employer: Democracy Counts
Salary: No salary advised.
Closing Date: 5pm on Friday 12
February 2021
Go to Contents pagePage 35
AND FINALLY…
O ur Business Support Officer, Kate Monehen, has recently asked
Branch Secretaries to contact their members to see if anyone
might be prepared to contribute items to Arena, particularly accounts
and pictures of their team’s activities. We’re very happy to help with
proof-reading or formatting and don’t worry about the length of a
piece if on the short (or long) side, and we can top and tail as
appropriate!
And, of course, please suggest anything you’d like to see in future
issues. Contact the Editor: lesley.hales@aea-elections.co.uk.
“We’ll meet again, don’t know
where, don’t know when…”
Arena magazine is issued on a monthly basis. It is one of our key channels
for communicating with members. Please keep us informed of any staff
changes within your team. This will help us to keep our membership records
and mailing lists up to date.
We will manage your personal information and contact details in line with
the General Data Protection Regulation and UK data protection legislation as
outlined in our privacy notice.
The information included in this publication is of a confidential nature and intended
for Members of the AEA only. If you are not a member, any disclosure, copying or
distribution by you is prohibited and may be unlawful. Disclosure to any party
other than the recipient, whether inadvertent or otherwise is not intended to waive
privilege or confidentiality. Any views expressed are those of the author/
contributor of the relevant item or the Website Manager and not the Association as
a whole unless specifically stated.
Association of Electoral Administrators - a Company Limited by Guarantee -
Registered in England and Wales No. 2406897, Registered Office: Harance House,
Rumer Hill Road, Cannock, Staffs WS11 0ET
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