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

Useful contacts

• Or email candidates@birmingham.gov.uk

• Or telephone

➢ 0121 303 7897

➢ 0121 303 8896

• Any Questions?