Elections & Electoral Registration Service Plan

Assistant Chief Executive Directorate

2016-17

Version 1.0 Final

2

1. UNDERSTANDING Elections & Electoral Registration

1.1 Section Profile

Electoral Team Leader

Electoral Services Officer IER AssistantElectoral Services

Admin Assistant

Elections & Electoral Registration Local authorities are required to manage the electoral registration process and organise all European, national and local elections. The Council must appoint an Electoral Registration Officer and a Returning Officer – these are statutory appointments held by the Chief Executive. The Section deals with Individual Electoral Registration and subsequent production of the Register of Electors. It also organises all elections and referenda and deals with Boundary Reviews.

1.2 Why do we deliver the service?

Statute

The relevant legislation governing elections and electoral registrations is:- The Local Government Act 1972 Representation of the People Acts 1981, 1983 & 2000 The Political Parties, Elections and Referendums Act 2000 Election Publications Act 2001 European Parliamentary Act 2002 Electoral Administration Act 2006 Political Parties and Elections Act 2009 Local Democracy, Economic Development and Construction Act 2009 Electoral Registration and Administration Act 2013

3

1.3 What is the purpose of the service?

To provide legal, efficient and cost-effective elections.

To maintain an accurate and complete register of electors

To work towards key outcomes from the perspective of ensuring that all eligible

people are able to participate in the electoral process, driven by the Electoral

Commission Performance Standards.

1.4 Existing Drivers

Driver (Local, external, govt policy) Impact of driver/ alignment

Electoral Commission Performance Standards for Returning Officers

key outcomes from the perspective of ensuring that all eligible people are able to participate in the electoral process

Electoral Commission Performance Standards for Electoral Registration Officers

key outcomes from the perspective of ensuring that all eligible people are able to participate in the electoral process

Corporate Plan Ensuring contribution to the objectives of the Corporate Plan through service delivery

1.5 Customers/Stakeholders

Customers Profile/ characteristics

Public

Eligible/non-eligible electors

Electoral Commission

Elections Watchdog.

MP’s, County and District Councillors

Elected Representatives

Public Authorities

Local Authorities, Police, DWP, Government Departments

Credit Reference Agencies

Businesses which provide credit reference services

What are your customers’ needs and how do they contact the service?

Customers Needs from the service Means of Contact

Public

Guidance on participation, electoral registration, conduct of elections, electoral information, inspection of electoral register or election documents

Email, online, face to face, telephone, written correspondence, newsletters, advertising

Electoral Commission

Performance information, electoral data, dialogue

Email, online, face to face, telephone, written correspondence

4

MP’s, County and District Councillors

Electoral registers, absent voting lists, guidance, electoral information, electoral processes

Email, online, face to face, telephone, written correspondence, newsletters, advertising

Public Authorities Electoral information, guidance, electoral data, inspection of electoral register

Email, online, face to face, telephone, written correspondence

Credit Reference Agencies Purchase of electoral registers Email, telephone, written correspondence

Customer Service Standards

Opening times – 8.30am to 5.00pm Monday to Thurs, 8.30am to 4.30pm Friday

Out of office arrangements – No designated out of hours cover however Team Leader has

access to emails and can respond in emergency situations. Business Continuity Plan

provides details on critical cover for the elections in an emergency or disaster scenario.

Access channels

Customer contact channels are:-

Email – group email for Improvement

Website/ Planning Portal

Letters

Face to face

Telephone – internal numbers only

Through councillors/ MP’s

Newsletters

Website

The following information is provided on webpages for easy access to information:

Election Results

Election Notices

Election Information (key registration and document issue dates)

Electoral Registration Information

Annual Canvass Information

Self Service Form for Opt-Out of Open Register

Type and Frequency of Received Complaints

A small number of informal complaints have been received in relation to the annual canvass

and to elections administration. All complainants have been responded to and no formal

complaints have been made.

5

1.6 Service Functions

Functions

To provide legal, efficient and cost-effective elections.

To maintain an accurate and complete register of electors

To work towards key outcomes from the perspective of ensuring that all eligible

people are able to participate in the electoral process, driven by the Electoral

Commission Performance Standards.

6

2. SERVICE PERFORMANCE 2015/16

2.1 Service Delivery

Delivery of Core Tasks

Task Target Actual

Organisation and conduct of UK Parliamentary Election, District Council Elections, and Parish Council Elections

7 May 2015 7 May 2015

Publication of Register of Electors and transition to Individual Electoral Registration

1 December 2015 1 December 2015

Organisation and conduct of Selston County and District By-election

23 November 2015 23 November 2015

Organisation and conduct of Police and Crime Commissioner elections

5 May 2016 5 May 2016

Delivery of Added Value Improvement Activity

Programme Project/ Activity Target Date Progress

Public Awareness Promoting voter registration in Sutton Market.

1 April 2016

Complete

2.2 Performance Data Include service standard here too

Performance Indicators

Ref Description 2015/16

Target/ Aim 2015/16 Actual

Benchmarking (where appl)

SPI048 Number of Electoral Commission Statutory Performance Standards maintained

3 3

7

2.3 Service Costs

Description Actual Budget Variance

Totals 248,161.05 173,515 -

74,646.05

Superannuation 7,311.53 7,900 588.47

Salaries - General 65,775.49 69,650 3,874.51

Overtime 0 0 0

National Insurance 4,501.29 4,640 138.71

Superannuation 8,833.04 8,570 -263.04

Agency Staff 28,632.78 0 -

28,632.78

Subsistence 37.15 0 -37.15

Honoraria 501.54 0 -501.54

Divisional Training 0 0 0

Property Insurance 13.67 10 -3.67

Use of transport & plant 60 0 -60

Rail fares 29 200 171

Car Mileage 282.8 600 317.2

Equipment Purchase 619.5 100 -519.5

Reference books & periodicals 1,984.65 2,500 515.35

Printing & stationery 21,347.71 4,000 -

17,347.71

Legal Expenses 24.54 0 -24.54

Payments to Contractors External 9,157.42 17,000 7,842.58

Advertising 1,329.57 200 -1,129.57

Membership/Subscriptions 548 535 -13

Professional and Consultancy Services 0 0 0

Postages 31,680.00 20,000 -

11,680.00

Telephones 972.93 450 -522.93

Applications Software 37,250.00 9,300 -

27,950.00

Refreshments and Hospitality 112.04 0 -112.04

Late Payment Charges 0 0 0

Late Payment Interest 0 0 0

Administrative Buildings 11,180.00 11,180 0

Central Support Recharges 18,680.00 18,680 0

Sales -2,703.60 -2,000 703.6

8

2.4 Reflection of Service Performance

Key Successes

Implementation of new electoral arrangements for the Council following boundary changes

Delivery of complicated combined polls in May 2015

Delivery of Selston by-election held during first full canvass under new Individual Electoral Registration

system

Successful transition and implementation of Individual Electoral Registration system upon publication of

the register of electors on 1 December 2015

Completion of Community Governance Review to agree boundary changes

Key Learning

Successful justification led bids to the Cabinet Office for additional funding highlighted true cost of

Individual Electoral Registration

Continued understanding of electoral registration processes under Individual Electoral Registration and

potential for more efficient processes following legislative amendments to current regulations.

Continued development of team following new appointments and changes to Returning Officer and

Electoral Registration Officer arrangements.

9

3. FUTURE 3.1 Horizon scanning

Future challenges of meeting duties under new Individual Electoral Registration system

with a declining level of funding.

Legislative changes for more flexibility for Electoral Registration Officer meeting duties in

a less prescriptive way.

Cabinet Office pilot schemes for the 2016 canvass could lead to legislative changes to

provide more flexibility and an opportunity for efficiencies.

Review of Parliamentary Constituencies initially reported in September 2016 could lead

to changes in electoral arrangements

3.2 What will a ‘Good’ service look like?

Our performance scorecard in section 3.7 reflects the measures identified to indicate

whether we are on track or are delivering what matters.

3.3 Business Development/ Commercialism Opportunities

The Elections Unit will contribute to this Council priority and attend scheduled workshops and meetings where necessary.

3.4 Opportunity to re shape service delivery

Need to develop use of Council data sets and enhance expertise in data mining to ensure that identity of electors can be verified efficiently. Vision to enhance contact database to shift communication channels with electors to online/telephone.

3.5 Core Tasks for 2016/17

Describe business as usual tasks which are core elements of the service functions and the expectation/ requirement, eg volume, timescale

Ref Task Target Lead Support Required

Organisation and conduct of Referendum on United Kingdom’s Membership of the European Union

23 June 2016

ID

Project Team – comprised of key Council services, Elections Unit

Conduct Annual Canvass of households to determine eligibility to register to vote

1 December 2016 ID External Canvassers, Elections Unit

Publish Register of Electors 1 December 2016 ID Elections Unit, GIS Postal Vote Signature Refresh 31 January 2017 ID Elections Unit

Organisation and conduct of Nottinghamshire County Council elections

4 May 2017 ID Project Team – comprised of key Council services.

3.6 New Activity for 2016/17

Ref

Project/ Action

Priority SIZE Corporate Priority and programme or other Key

Driver

Intended benefit

Project Manager

(indicate if support)

By Budget

Implication Support Required

(Corp/ Key/

Op)

(Large/Med/Small)

(ADC)ELEC16/17-1 Develop wider range of data sources for use in electoral registration verification

Op small

Other key driver

Maintain accurate and

complete register

ID March 2017

Within budget

framework

(ADC)ELEC16/17-2

Public Engagement Activity

Op small

Other key driver

Maintain accurate and

complete register

ID March 2017

Within budget

framework

(ADC)ELEC16/17-3 Incorporate boundary changes for new County Divisions and Selston Parish changes

Op

Med Other key

driver

To bring in line with new

legal boundaries

ID December 2016

Within budget

framework

11

3.7 Performance Scorecard

Customers/ standards

Performance Indicators

Ref Description 2015/16 Actual

2016/17 Target/ Aim

ELEC/CUST/1 Number of Electoral Commission Statutory Performance Standards maintained

3 3

Finance/ Costs/ efficiency

Processes/ productivity/ effectiveness

Performance Indicators

Ref Description 2015/16 Actual

2016/17 Target/ Aim

ELEC/PROC/1 Achieve above 90% response rate to the annual canvass for household enquiry forms

93% 91%

ELEC/PROC/2 Improve use of automated response system to the annual canvass for household enquiry forms

17% 20%

(ADC)ELEC16/17-4

Polling Places Mini Review

Op

small Other key

driver

To ensure suitability and accessibility

of venue

ID October

2016

Within budget

framework

Performance Indicators

Ref Description 2015/16 Actual

2016/17 Target/ Aim

Carry out service review N/A 100%

12

People

Performance Indicators

Ref Description 2015/16 Actual

2016/17 Target/ Aim

ELEC/PPL/01 Conduct PDRs for all staff 100% 100%

4. RESOURCES

4.1 People

A Service Plan is scheduled for 2016-17 to determine staffing levels for future service delivery. The current structure reflects interim arrangements where the Elections – Team Leader is carrying out duties in relation to the management of the Elections Unit, which ordinarily would be met by the vacant Democracy Manager post.

4.2 Budgets

The Council currently receives grants from the Cabinet Office to help support additional

financial burdens as a result of Individual Electoral Registration. The funding has been

reduced in 2016/17 to reflect some changes in legislation that are intended to make the

process more efficient. There is an additional justification led bid process to retrospectively

claim additional costs back from the Cabinet Office.

The Council also receives funding to help pay for some elections:-

Election Funding Received From

Parliamentary Election Central Government

European Parliamentary Election Central Government

Referendum Central Government

County Council Election Nottinghamshire CC

Parish Council Election The relevant parish council that has the vacancy

Neighbourhood Planning Referendums Neighbourhood Planning Grant Funding

4.3 Organisational Support

What Support is Required for the service from Internal Services?

When

ICT

Software updates (Xpress Software – for Electoral Registration and Elections) Election Count Configuring of hardware Implementation of new software IT training for councillors IT technical issues Critical support during election period

HR Appointment of staff, advertising, recruitment etc Staff leaving Payroll for all permanent and temporary staff Advice

Council Tax Access to Council Tax software for confirming status of electors

14

Corporate Communications Advertising Management of the media re elections

Corporate Performance & Improvement

GIS software for mapping of electoral areas GIS re new properties

Legal Services Advice Elections support

4.4 Assets How could assets be more effectively utilised to deliver fit for purpose services?

This needs to be consistent with capital strategy/ programme, which lists current known schemes/ disposals

Buildings IT Vehicles

Occupancy/usage

N/A N/A N/A

Disposal / transfer of surplus opportunities

N/A N/A N/A

Opportunities to occupy less space

N/A N/A N/A

Improvements for economic use of asset (eg sponsorship)

N/A N/A N/A

Partnership working opportunities – deliver wider community outcomes or better customer services

N/A N/A N/A

Opportunities to reduce impact on the environment

N/A N/A N/A

Realistic Alternatives

N/A N/A N/A

.

5. GOVERNANCE

5.1 Risk Management Current and new risks which relate to the implementation of this service blueprint

Risk Ref

Risk Name/

Description/

Vulnerability

Initial Rating

Current Rating

Target Rating

Link to

Corp

Obj's

Consequence of the

Risk

Occurring

Ability to Inf

Mitigating Actions/ Required Actions/ Controls

Responsibility

for

Action

Note

CEO001

Reduction in funding for Elections from consolidated fund

12 15

CEO002

Lack of sustainable funding for

new election initiatives

12 08

ELS003

Withdrawal of IER funding by the Government

08 08

Snap UK Parliamentary Election

5.2 Business Continuity

The areas of critical function for are:-

Critical function Impact of non delivery

Electoral Registration (IER)

Residents will not be able to register to vote. As a result, they will be disenfranchised and unable to vote at elections

Elections

Failure to organise properly and meet statutory deadlines could result in elections being classed as null and void.

5.3 Equalities

16

Duty What We Are Doing To eliminate unlawful discrimination, harassment and victimisation:-

Implementing changes fairly and

transparently

Identifying any potential negative impacts of

service provision and service changes and

mitigating this impact

Making the ability of working in elections & electoral registration available to all.

To advance equality of opportunity between people who share a protected characteristic and people who do not

Review polling stations to provide access to all. Use of Tactile Template for ballot papers. Large print ballot paper examples. Presiding Officer briefings outlining assistance that can be offered to people with disabilities.

To foster good relations between people who share a protected characteristic and people who do not

projects that bring neighbourhoods together

Engagement and consultations with groups

representative of the protected

characteristics

Liaise with disability groups re polling stations.

Sign Off

Name Signature Date

Service

Manager Ian Dobson 25.7.16

Service

Director Ruth Dennis 29 July 2016