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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
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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
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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.
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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.
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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
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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
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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.
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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
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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%
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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
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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
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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
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