Candidate and Agents Briefing - Local government elections Thursday 5 May 2022
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Local government elections
Thursday 5 May 2022
Candidate and Agents
Briefing
• Who’s who
• Key dates
• Qualifications
Introductions • Disqualifications
and Overview • Nominations
• Agents
• Postal Votes
• Poll Day
• Verification and Count
• Candidate Spending
• Useful contacts
Who’s who
Returning Officer & Count Managers
Electoral Registration Cardiff Central
Officer – Paul Orders Donna Jones
Deputy Returning Officer Cardiff North
– Davina Fiore Ian Allwood
Cardiff South
Electoral Services Gary Jones
Manager – Rebecca Light Cardiff West
Davina Fiore
Key objectives ✓Raise awareness of the poll and voting methods ✓Support candidates and agents ✓Effective voter experience ✓Transparent ✓Accurate verification and count
South Wales Police
Single Point of Contact
(SPOC)
Chief Inspector Richard HainesKey Dates
Publication of Notice of Election Friday 18 March 2022
Monday 21 March 2022
Nominations – Tuesday 5 April 2022
(9am – 4pm)
4pm
Close of nominations
Tuesday 5 April 2022
Notification of appointment of election 4pm
agents Tuesday 5 April 2022
Publication of statement of persons
Wednesday 6 April 2022
nominated
Publication of notice of poll & situation
Tuesday 26 April 2022
of polling stationsKey Dates
14 April 2022 –
Deadline to register to vote
midnight
Deadline to apply for a postal or make
19 April 2022 – 5pm
changes to an existing postal or proxy
Deadline to apply for a proxy vote 26 April 2022 – 5pm
Earliest date to request a replacement
28 April 2022
postal vote for lost or stolen votes
Poll Day 5 May 2022
Deadline to apply for an emergency
5 May 2022 – 5pm
proxy
Replacement for lost/spoilt postal votes
5 May 2022 – 5pm
end
Alterations to the register to correct
5 May 2022 – 9pm
clerical errorsQualifications
Candidates must satisfy criteria on the day they are
nominated and on polling day:
• be at least 18 years of age
• be a British, an eligible Commonwealth citizen, a citizen of
any member of the European Union, or a qualifying foreign
citizen
• Also at least one of the following:
– Registered local government elector for local authority area
– Occupied as owner or tenant any land or premises in the local authority
area during the whole 12 months preceding nomination
– Principal or only place of work (including unpaid) during last 12 months
in local authority area
– Lived in the local authority area during the last 12 monthsDisqualifications A person cannot be a candidate if they: • are subject of a Bankruptcy Restrictions Order (or interim restrictions order) • have been sentenced to a term of imprisonment of three months or more (inc. suspended sentence) without option of a fine, during the 5 years before polling day • are subject to the notification requirements of, or an order under, Part 2 of the Sexual Offences Act 2003 • are serving a disqualification due to being found guilty of a corrupt or illegal practice by an election court • hold the post of chief executive of a local authority which is the council of a county or county borough in Wales A person may be a candidate if they: • are employed by the local authority or hold a paid office under the authority (including joint boards or committees). Candidates may be ‘employed by the local authority’ if they work at certain schools, fire services, police or health services • Hold a politically restricted post But they are disqualified from being a member of a local authority, so they would need to resign their post if they are elected
Submitting nomination papers
• The documents that must be submitted by all candidates by Tuesday 5 April
2022 4pm are
– THE NOMINATION FORM
– HOME ADDRESS FORM
• Party candidates will also need to submit, by 4pm on Tuesday 5 April
2022:
– A certificate authorising the use of a party name/ registered description on the
ballot paper
– A written request to use one of the party’s emblems on the ballot paper
(optional)
• Take care when completing your nomination papers, as mistakes may
invalidate your nomination
• Complete nomination papers early and arrange for us to provide an informal
check
• The nomination form and home address form can be delivered by hand or
electronicallySubmitting nomination papers -
electronically
If you want to deliver your nomination papers by email you
must
• Use the email address elections@cardiff.gov.uk
• elections@cardiff.gov.uk can also be used for any queries,
including informal checks
• For informal checks – please enter ‘INFORMAL CHECK –
LGE22’ in the subject heading
• To formally submit nomination papers – please enter
‘FORMAL NOMINATION SUBMISSION – LGE22’ in the
subject headingNomination paper • Include your full name • Complete the statement of party membership • Complete and sign the declarations • Ask another person to witness your signature – this person must give their full name and address on the home address form
Nomination paper - optional
• Commonly used name box(es) if you
use a name that is different in any respect
from your actual name.
• Description field – 3 options:
• leave blank
• Independent and/or Annibynnol
• party candidates can use party name or
description authorised by a certificate issued by or
on behalf of the Nominating OfficerHome address form
• Must be delivered with the nomination paper by 4pm on Tuesday 5 April 2022.
• Part 1 of the home address form must state:
- your full name and home address in full
- your qualifying address, or, where you have declared on your
nomination paper that you meet more than one qualification,
your qualifying addresses
- which of the qualifications your qualifying address or addresses
relate to (a, b, c and/or d)
- the full name and the home address in full of the witness to your
nomination paper
• Part 2 of the home address form must be completed if you do not want
your address to be made public:
- The name of the relevant area in which your home address is
situated (if your home address is in the UK),
- if you live outside the UK, the name of the country in which your
home address is situated.Certificate of authorisation
Party candidates must have written permission to use the
party name/description from the Nominating Officer (or a
person authorised to act on their behalf)
• The certificate may:
– allow the use of the party name or a particular
description
– allow candidate to choose whether to use the party
name or any of the descriptions registered with the
Electoral Commission
• Must be submitted by 4pm Tuesday 5 April 2022Emblem request form • Party candidates can ask for an emblem to be printed on the ballot paper • Emblem request form must be submitted by 4pm Tuesday 5 April 2022 • Party candidates should supply an electronic version of the emblem to the Returning Officer if required
Joint candidates
• Nominated by more than one party
• May use registered joint descriptions
– must be supported by certificate of
authorisation from each party
• May use one emblem of one of the parties
but there are no joint emblemsElection Agents
The election agent is the person responsible for
the proper management of the campaign and in
particular its financial management
All county candidates must have an election agent,
you will become your own agent by default if none
are appointed
The deadline for the notification of appointment
of an election agent is 4pm Tuesday 5 April 2022Other agents Polling agents The RO requires notice in writing of any people appointed as polling agents by 27 April 2022. Count agents The RO requires notice in writing of any people appointed to attend the counting of the votes by 27 April 2022. Postal vote agents The appointment of postal voting agents attending a particular opening session must be made before the start of the session. We will give 48 hours’ notice.
Access to electoral register/absent
voting lists
Access by candidates – once you officially become a
candidate:
• earliest, on 28 March 2022 if you, or others declared
yourself a candidate
• once you or others have declared yourself a candidate
after this date / date you submit your nomination papers
• Make written request to the ERO – forms are available
from the office / are included in your nomination pack.
Only use data for permitted purposes
• to complete the nomination form
• to help you campaign
• to check that donations/loans are permissibleRegistration
• As a candidate you are uniquely placed to encourage people to
register to vote.
• You should encourage people to register as soon as possible.
• The deadline for applying for the election is Thursday 14 April 2022.
• Individuals can apply to register online at
https://www.gov.uk/register-to-vote. It only takes a few minutes.
• When discussing registering to vote with individuals, you will need to
make them aware that they will need to provide:
– their National Insurance number
– date of birth and address
• People who do not have / cannot retrieve their National Insurance
number can still register, but they may need to provide further
information. If so, they will be contacted by the ERO.Absent voting
• If you are encouraging people who don’t have
a postal (or proxy) vote to apply for one,
make sure you explain that they will only
qualify for one in time for the elections if they
are (or will be) registered in time to vote at
the elections.
Postal vote application deadline – Tuesday
19 April 2022 – 5pm
Proxy vote application deadline – Tuesday
26 April 2022 – 5pmCampaigning – dos and don’ts • Do use imprints on all your campaign material, including websites. • Do comply with planning rules relating to advertising hoardings and large banners. • Do make sure outdoor posters are removed 2 weeks after the election. • 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).
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 fully confirm to the requirements of electoral law
• Include the EROs address for the return of forms
• Ensure unaltered applications are sent to ERO
by the deadline
• 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 pack from voters Campaigning outside polling stations: • You are allowed to put your messages to voters on polling day, including public spaces outside polling places • Keep access to polling places and the pavements around polling places clear to allow voters to enter
Postal Voting
Dispatch of postal voting packs:
• Thursday 14 April 2022
• Friday 22 April 2022
Postal Opening Sessions:
Wednesday 27 April Tuesday 3 May
Thursday 28 April Wednesday 4 May
Friday 29 April Thursday 5 May
(plus 8pm until finish)
9am – 1pm & 1.30pm – 5.30pm
daily unless otherwise statedPolling Day • Polling stations are open from 7am to 10pm • The Electoral Registration Office is open 6.30am to 9pm for queries or problems relating to the administration of the election • Contact the Electoral Commission for any queries about a candidate’s campaign literature (contact details shown later) • Voters in the polling station or in a queue outside the polling station at 10 pm can apply for a ballot paper • Postal votes – can be handed into polling stations within the constituency or delivered to the elections office until 10pm. • A person in a queue at a polling station at 10pm waiting to hand in postal vote can do so after 10pm.
Tellers
Tellers must not impede or interfere with the efficient
and secure administration of the election and must
comply with any instructions issued by the Returning
Officer or Presiding Officer.
Tellers must remain outside the polling station
itself; they may only enter polling stations for the
lawful purpose of casting their own vote, voting as a
proxy, assisting a voter with disabilities, or fulfilling
duties of their appointment as a polling agent,
election agent, or candidate.Short Break
Verification & Count
Friday 6 May 2022 from 9am at House of Sport, Cardiff
• The count centre will open to candidates and agents from 8.30am
• Make sure appointments for counting agents and guests are submitted to
the RO by 27 April 2022
• You will be required to bring photographic ID along with your letter to the
count. If you do not, you could be refused entry into the count
• On arriving at the count centre, you will need to report to the Accreditation
Desk and give your name whereby you will be issued a badge or lanyard
• Your badge or lanyard must be worn at all times
• Please note that there will be no admittance without prior approvalCount roles
Count Manager Control Table (Senior)
• Overall conduct of • Completion of
the verification and count verification figures
• Adjudication of • Maintaining ward
doubtful ballot papers team totals
• Ensuring doubtful
Deputy Count Manager ballot papers are all
• Support Count Manager accounted for
• Candidate and Agent single
point of contact Seniors
• Adjudication of doubtful • Managing count for a
ballot papers particular ward/s
• Collating count sheets
• Checking calculationsVerification
Friday 6 May 2022 from 9am at House of Sport, Cardiff
• Verification of the postal and polling station ballot papers will be completed
on Friday 6 May 2022 from 9am
• This stage is to check the ballot paper accounts with the number of ballot
papers in the boxes.
• Ballot papers will be face up
• Every ballot box is verified separately
• Ballot papers counted (bundles of 25)
• Ballot papers double counted for accuracy
• When figures are approved (by Count Manager or Control Team) the
verified ballot papers will go into a mixing box
• Once Verification has been finalised:
– Community Council Ballot Papers will be sealed and counting of these
votes will commence at the close of the county council count
– County Council Count to followCount method – sheet counting • Verified ballot papers will be • The Count Senior will shared amongst the team collate the totals for the • Counters will work in pairs whole ward including any (calling out the votes cast) doubtful ballot papers • They will mark onto a sheet and summarise the total votes given for each candidate • Each count sheet along with the ballot papers for those entries will be given to the Count Senior
Doubtful ballot papers • Want of official mark • Voting for more than entitled to • Writing or mark by which voter can be identified • Unmarked ballot papers • Void for uncertainty
Doubtful ballot paper set up • Laptop –video/web cam to project doubtful ballot paper image onto TV screen • Space for a number of candidates and agents to observe • Screen to stop TV screen being viewed by whole venue
Cardiff Central
Count Manager – Donna Jones
Count Manager – Rebecca Light
Room – House of Sport 2
Team Number Ward
1 Cathays
2 Plasnewydd
3 Pentwyn
4 Penylan
Cyncoed
5
AdamsdownCardiff Central & Cardiff South
Room – House of Sport 2Cardiff North
Count Manager – Ian Allwood
Deputy Count Manager – Claire Rogers
Room – House of Sport 1
Team Number Ward
1 Lisvane & Thornhill
2 Whitchurch & Tongwynlais
3 Heath
Llanishen
4 Rhiwbina
Galbalfa
5 Pontprennau & Old St Mellons
Llandaff NorthCardiff North Room – House of Sport 1
Cardiff South
Count Manager – Gary Jones
Deputy Count Manager – James Williams
Room – House of Sport 2
Team Number Ward
1 Grangetown
2 Splott
3 Trowbridge
Butetown
4 Llanrumney
RumneyCardiff Central & Cardiff South
Room – House of Sport 2Cardiff West
Count Manager – Davina Fiore
Deputy Count Manager – Leanne Weston
Room – House of Sport 3
Team Number Ward
1 Canton
2 Riverside
3 Ely
4 Fairwater
5 Caerau
Pentyrch & St Fagans
6 Llandaff
Radyr & MorganstownCardiff West Room – House of Sport 3
Role of Count Agents • Observe the counting process • Draw attention to any doubtful ballot papers • If they agree with a decision by the RO to reject a ballot paper, they can ask the RO to mark on the ballot paper “rejection objected to” • If the count is suspended or there is a break in proceeding, count agents can add their seals to the ballot boxes
Candidates & Agents
• Allow the count assistants to • Adhere to the EC guidance
count accurately by keeping • Only authorised candidates,
noise to a minimum close to agents and guests will be
permitted into the count venue.
the count tables • Do not interrupt or interfere
• Do not distract the count with the verification or count
assistants in any way proceedings
• No mobile phones • Refer to the Verification/Count
posters for guidance on the
• No photographs process
• Use seats provided for when • Refer to the screens for
eating or drinking information and details of the
stage of the verification and
• Refreshments available in the count at any given time
café (upstairs) • Raise any queries or concerns
with the Count Manager or
Deputy Count ManagerSpending, donations & post-poll reporting Local government elections 2022
The regulated period
When do I
The regulated period begins the day after you ‘officially’
become a become a candidate, and ends on polling day.
candidate?
The earliest date you can officially become a candidate
is on the last date for publication of notice
47 of election:
Monday 28 March 2022
47The spending limit
How much £806 (Fixed amount)
can I spend?
+ 7p per local government elector
48
The local authority will provide you with the number of people
registered where you are standing for election.
48The spending limit- joint
candidates
You are a joint candidate if you are standing in the same ward and:
How much
• Have the same election agent, or
can I spend if
• Use the same campaign rooms, or
I am a joint
• Publish joint material
candidate?
49
Joint candidates have lower spending limits:
• Two joint candidates- 25% reduction to spending limit
• Three or more- 33% reduction to spending limit
49What counts as spending?
Candidate spending includes the costs of:
• Advertising of any kind You must keep
receipts and
• Unsolicited material sent to voters
invoices for all
• Transport costs campaign
• Public meetings spending over
50
£20
• Staff costs
• Accommodation
• Administrative costs
50What doesn’t count as spending?
• Anything (except adverts) appearing in a newspaper or on
a licensed broadcast channel Access to Elected Office
Fund
• Facilities you use because you are entitled to do so as a
There is a fund to support
candidate such as a public room for a meeting disabled candidates with
costs relating to their
• Volunteer time disability.
• Use of someone’s residence, personal vehicle, personal For details please see the
Disability Wales website
51
computing or printing equipment that are provided free of here:
charge http://www.disabilitywales.
org/projects/access-to-
• Any reasonable costs relating to translation of English into electedoffice-fund-wales/
Welsh or vice versa
• Reasonable costs relating to a candidate’s disability
51Personal expenses
• Personal expenses include the reasonable travel and living
expenses (such as hotel costs) of the candidate.
• Personal expenses do not count towards the spending
limit but you must report them on your spending return.
• Personal expenses may include car hire for the candidate
if the candidate does not already own a car, or if their car
is not suitable for campaigning. For example, if you are
52
standing in a rural constituency, it may be reasonable to
hire a four-wheel drive vehicle to access remote areas.
• Candidates must provide a written statement of their
personal expenses to their agent within 21 days of the
result being declared.
52Local campaigning
Organisations or individuals, who are not standing as candidates at
the elections, but are campaigning for or against a candidate in a
ward are known as ‘local non-party campaigners’.
They can spend £50 + 0.5p per elector
53
A local non-party campaigner cannot spend more than £50 + 0.5p
per elector without your authorisation in writing to incur the
additional spending.
Any additional spending authorised by the candidate or agent must
be reported by the non-party campaigner, and must also be
reported in the candidate spending return.
53Notional spending
Sometimes you may pay for items or activities at a lower
cost than their commercial value, or be given them for free.
If you then make use of them in your campaign, the full
commercial value counts towards your spending limit, as if
you had paid for it in full.
54
For example:
• a supplier who supports your campaign gives you a
reduced rate for goods or services
• your party lets you use an office or other facilities for free
54Notional spending
You must record the full commercial value of these items or
activities as candidate spending if these three conditions are met:
Notional
• they are provided for your use free of charge or at a non- spending with a
commercial discount of more than 10%
value of more
• the difference in value between the commercial rate and what you than £50 will
pay is over £50
also be a
• they are made use of by or on behalf of the candidate
donation.
55
If you receive a discount of 10% or less, or the difference in value is
£50 or less, you only need to record the amount you paid.
The difference in value between the commercial rate and the price
you pay is called ‘notional spending’.
55Examples of what is, and what is
not notional spending
Example 1:
• A party sends some leaflets, worth £200, to one of
their candidates to use in their campaign. The
candidate accepts the leaflets and then distributes
them. 56
• The leaflets have been transferred to the candidate,
and by distributing them the candidate has made use
of them.
• The £200 must be reported as notional spending.
56Examples of what is, and what is
not notional spending
Example 2:
• A party sends one of their candidates some leaflets to use
in their campaign, but the candidate and their agent never
deliver the leaflets.
• Although the leaflets have been provided to the candidate, 57
they have not been made use of by or on behalf of the
candidate.
• This is not notional spending. The leaflets have not been
used at all, and no spending need appear in the candidate
return.
57Examples of what is, and what is
not notional spending
Example 3:
• A party sends out some leaflets that promote the candidate,
directly to voters. They inform the candidate they’re going to do so
in advance.
• In this example, the party has not provided anything to the
candidate – they have just told the candidate what they are doing.
They have campaigned for the candidate themselves.
58
• Although the leaflets may benefit the candidate, the party has not
given something to the candidate that the candidate can then
decide whether or how to use.
• This is not notional spending. It is local campaigning to promote
the candidate. As it has not been authorised by the agent, the
party cannot spend more than £50 + 0.5p per elector in the ward.
58Splitting spending
Sometimes, you may need to split your costs between activities that
count as candidate spending and those that don’t.
For example, between:
– items used both before and during the regulated period
– your campaign spending and other activities such as an office
that you share with your local party
59
– items used to promote two candidates standing together in the
same ward
In all cases you should make an honest assessment, based on
the facts, of the proportion of expenditure that can fairly be
attributed to your candidate spending.
59Donations
A donation is money, goods, property or services which
What is a are given:
donation? • towards your candidate spending
• without charge or on non-commercial terms
• and has a value of over £50.
60
Anything with a value of £50 or less does not count as
a donation.
You can only accept donations from a permissible
source.
60Imprints
On printed election material you must include the name
What is an and address of:
imprint? • the printer
• the promoter
• any person on behalf of whom the material is being
61
published
We recommend that you include imprints on electronic
campaign material.
61Reporting (Community Council)
Invoices received Invoices paid Submit your Candidate
spending return declaration
• No later than 14 • No later than 21 • No later than 28 • Candidate
days after the days after the days after the declaration must
62
election result is election result is election result is accompany the
declared declared declared return
62Reporting
Invoices received Invoices paid Submit your Candidate
spending return declaration
• No later than 21 • No later than 28 • No later than 35 • The candidate has
days after the days after the days after the an additional 7
63
election result is election result is election result is days to submit their
declared declared declared declaration to the
Returning Officer
• The agent
declaration must
accompany the
spending return
63Contact: Rob Coombs rcoombs@electoralcommission.org.uk 029 2034 6806
Useful contacts Electoral Commission infowales@electoralcommission.org.uk Wales office contact details 0333 1031928 option 4 Electoral Services electoralservices@cardiff.gov.uk elections@cardiff.gov.uk 02920 872034 SPOC – Chief Inspector Richard Haines Richard.Haines@south-wales.police.uk
Covid-19 • A Health and Safety assessment will be conduced nearer poll day • Advice by Welsh Government at the time of the poll and count must be adhered too • Further information will be provided to candidates and agents detailing any restrictions and measures which will be implemented
Data Cymru message We want our councils to be representative of the communities they serve and the greater the diversity of councillors the broader range of views are able to be considered in the way councils plan and deliver services. During the last few years the Welsh Government has taken forward initiatives to encourage people from under-represented groups to stand for local government elections. To help us to measure the progress being made, every local authority is required to conduct a survey of candidates at each local government election. The aim of the survey is to provide information about the pool of people actively engaged in seeking election. While you are not required to complete the survey, either wholly or in part, I would encourage you to do so. It is only through your support in submitting the survey that we are able to have a clear understanding of the range of people putting themselves forward to become councillors. For this election, Data Cymru will conduct the survey on behalf of local authorities in Wales. The data they collect will then be provided to each local authority the Welsh Government will be provided with a set of anonymised all Wales data. A report will be published based on the results. The survey will be available online and the link will be shared with you when you receive your confirmation of candidacy. Paper surveys and other accessibility options will be available upon request from Data Cymru, please contact enquiries@data.cymru or call 029 2090 9500 for more information.
Questions?
Further information can be found on our
dedicated Candidate and Agent webpage:
www.cardiff.gov.uk/electionscandidates
or via the Electoral Commission
www.electoralcommission.org.ukThank you
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