DerbyCityCouncilElections–Thursday 5May2016

Localprotocolforcandidates,agentsandcanvassersonpostaland proxyvoting

Introduction

The Councilresolvedon 1March2007toadopt alocal Protocol thatlays down asetof standardsofbehaviourin relationtoabsentvoting.These standards supplementtheCode ofConduct,agreedbythe mainpoliticalparties andpublishedbyThe Electoral Commission (seeAppendix1) andhaveaddedweightgivenbytheannouncementthattheCommission thatDerbyis listedasoneofthe17authorities thatwill be subjecttocloser scrutiny throughits performance standardsframework.

Keyprinciples

1.Candidates,agentsandcanvassers have avital role toplayin encouragingelectors tovote.Promotingpostal andproxyvotingisconsistentwith this role.

2.Candidates,agentsandcanvassersshouldnottouchorhandleanyoneelse’spostal ballotpaper,before or afterithas beenmarked,oractascourierforitirrespectiveof whether it is sealed inanofficialenvelope.

3.Candidates,agentsand canvassers areencouraged toassist intheprocessby alertingtheReturningOfficer toanyincidentswhereanelector ishavingdifficulty understandingtheprocess or arrangingthe return oftheirpostal vote.

Actions

Applications tovotebypost or proxy: Candidates,agentsandcanvassers may:

  • advise electors thattheymayapplytovotebypost,or toappointaproxytovotefor them;
  • advise electors thatapplicationstovotebypost or proxyshouldbereturnedwithout delay, directtotheElectoral RegistrationOfficer, DerbyCityCouncil, TheCouncil House,CorporationStreet ,DE12FS
  • advise electors thattheymustgive areasoniftheyrequestthattheir ballotpaper is senttoadifferentaddress;
  • advise electors thatthedeadlinefornewapplications tovotebypostis 5pmon Tuesday19 April2016;

  • advise electors thatthedeadlinefornewapplicationstovotebyproxyis5pmon Tuesday26April 2016;
  • advise electors thatintheeventof becomingphysicallyincapacitatedafter 5pmon Tuesday26 April2016theymayappointaproxyas longas theyapplybefore 5pm on5May2016.Thisapplicationmustbeattestedbyaqualifiedpersonand must declarewhentheincapacityoccurred;
  • legislationnowprovides for emergencyproxies tobeappointedwhere apersonis unexpectedlycalledawayfor work purposes.The proxymust completean applicationandthismust beattestedbytheiremployer. Forfurther advice contact the ElectionsTeam.
  • advise electors thattheElectoral RegistrationOfficer will confirmtothemattheir registeredaddressthattheirapplicationtovotebypostor proxyhas beenallowed.

Before polling day,candidates,agentsandcanvassers may:

  • remindpostal voters theyshould seal theirpostal ballotpaperand postalvote statement intheenvelopesprovidedand
  • post itback totheReturningOfficer;or
  • deliver it totheReturningOfficer, DerbyCity Council,TheCouncil House,

CorporationStreet, Derby, DE12FS,beforeor onthedayofthepoll;or

  • take ittotheirlocalpollingstation (thisappliesONLYonthedayofthepoll Thursday 5May2016);
  • remindelectors thatafriendorrelativemayassist with thereturnof theirpostal ballot;
  • advise electors thatiftheyhavenotreceivedtheirpostal ballot,or subsequentlylost it or theirpostal votestatementorenvelopes;theymayapply, givingavalid reason, for areplacement pack.Theyshouldbeadvisedtoconsideriftheyshouldcollectthe replacementinpersonrather thanrelyontherebeingenough timefor onetobesent bypost;
  • in thecase of aspoiltballot paper theelectorshould returnthefullcontentsofthe postalpack inpersonfora replacementpacktobe issued. Proofofidentityand addresswill be required.
  • advise electors thatiftheyhaveanyqueryordifficultywith theirpostal or proxyvote, theymaycontacttheElections in personattheMain Reception,DerbyCityCouncil, CorporationStreet, Derby, DE1 2FS

On polling day,candidates,agents andcanvassers may:

  • remindpostal voters theymaytakethereturnenvelope (containingtheenvelopes containingthemarkedballotpaper/s andpostal votestatement)to:
  • theirlocalpollingstation; or

otheMainReception,TheCouncilHouse,Corporation Street,Derby, DE12FS

  • remindelectors thatafriendorrelative candoeitheroftheaboveforthem;and
  • takeanelectorortheirfriendorrelative totheir preferredplaceof depositoftheir postal vote.

Queries

  • Intheevent ofanyqueryregardingthis localProtocolpleasecontact the Elections Officeon01332640837, in personattheMain Reception,DerbyCityCouncil,TheCouncilHouseCorporationStreet, Derby, DE1 2FS

Werecognisethatthereisalotofpublicconcernbothnationallyandlocallyaboutthe securityofpostalvotes.Werecognisethatfraud, andactionswhichmaygiverisetoa perceptionoffraud, canaffectpublic confidencein theelectoralprocess.

Wewant towork together to doallthatwe can toensurethat publicconfidence is maintainedintheelectoral processandtheuseofpostal andproxyvoting.

Agreement

Wetheundersignedagree tofollowtheDerbyCityCouncillocal Protocolduringthis electionandtocontinue towork together to achievehighpublicconfidenceinfuture elections.

To besigned bytheCandidateandAgent

WardName………………………………………………………………….

Name / Signature / Position
Candidate
Agent

Code of conduct for campaigners:electoral registration,postalvoting,proxy voting and polling stations

Campaigners are an essentialelementof a healthydemocracy, andtheirright to put theirargumentstovoters shouldbe supportedandprotected. Itis equally important,however, toensurethat the activities ofcampaigners donotbringinto question the integrityof theelectoral process.

This Codeprovides aguidefor campaigners,electoraladministrators andpolice forces towhat is, and is not,consideredacceptable behaviour atpollingstations and in the communityduringthe lead-up to pollingday.

As aguidingprinciple,ifthere isanydoubtabouta particular activity, campaigners should ask themselves “Whatwould a reasonable observer think?”

More detailed guidance aboutelectoral offences canbefound in theguidancefor candidatesand agents, which is available at:

The Code has been sent toallregisteredpolitical parties inGreatBritain,and ReturningOfficers will drawit totheattention ofallcandidatesand parties contestingelections.

Some ReturningOfficers mayidentifythe need todevelopandseekagreement to specific local provisions which supplementthe terms ofthis Code,in orderto address identifiedlocalrisks. ReturningOfficersmustconsultwithlocal campaigners and the relevant national Nominating Officers as wellaspolice forces tosecure appropriatelocal agreementtosuch provisions, andshould ensurethat theyare communicatedand well-understood bycampaigners locally.

Scope of this code

This codecovers all those activelyinvolved in campaigningin elections or referendumsin GreatBritain. Allreferences to campaigners inthis code include:

  • Candidates standingatanelection, theiragents and theirstaff and supporters
  • Political partyofficers,members and supporters campaigningatan election
  • Other people andorganisationscampaigningfor or againstacandidate,a group ofcandidates ora partyatanelection
  • People andorganisations campaigningfororagainst aparticularoutcome at a referendum

Compliance with this code

Anyconcernsthatthiscodehasbeen breached shouldbe raisedfirst with the candidate,politicalpartyor campaigner inquestion.

Anyfurther concerns shouldbedrawn to theattentionof theElectoral Commission.TheCommission will raise themwith therelevantpartyor campaigner ifappropriate,and will agree appropriateactionstoremedyor prevent a reoccurrence of anybreach.

1Electoral registrationand absentvote applications

1.1Campaignersshouldbe freetoencouragevoters to register to voteand applytovote bypostor appointaproxytovote on their behalf,if that is the most convenientwayfor them tovote.

Campaigners canhelpto inform votersabouthowto participatein elections,and Electoral RegistrationOfficers should support youbyprovidingyou with a reasonablenumber of registration and absent vote applicationformson request. Voters canalso register onlineat:

1.2Campaignersshouldensurethatanyelectoral registration forms and postal or proxyvoting application forms conform fullyto the requirementsof electoral law, including allthe necessaryquestions and the options open to electors.

You candownloadelectoral registrationformsfrom

andabsent voteapplicationformsfrom

1.3Campaignersshouldensure that thelocalElectoralRegistration Officer’saddress isclearlyprovided as the preferred address for the return of registrationandabsentvote application forms.

Toensurevoters canmaketheirown choiceabout howto return registration or absent voteapplicationforms,youshould alwaysclearlyprovidetherelevant Electoral RegistrationOfficer’s address asthe preferred return address, even if an alternative addressis also given.This will also minimisetherisk ofsuspicion that completedapplications could be alteredor inadvertentlylost ordestroyed.

1.4Campaignersshouldsend on unaltered anycompletedregistration or absentvoteapplication formsgiven to them tothe relevantElectoral Registration Officer’saddresswithin twoworking days of receipt.

Tominimisethe risk ofabsent voteapplications beingrefused because completedforms arrive with the Electoral RegistrationOfficer after the statutory deadline beforeapoll,you mustensure that there is no unnecessarydelayin forwardingon applicationforms whichyoureceive directly.

1.5Campaignersshouldalways explain to electors the implications of applying tovote bypost or appointing aproxy.

It is important thatelectors understandthatthey will not be able to voteinperson on pollingdayiftheyor theirproxyapplyfor and aregrantedapostal vote, and willnot beableto votein person iftheirappointedproxyhas alreadyvoted on theirbehalf.Toavoid duplicationand unnecessaryadministrative pressuresfor Electoral RegistrationOfficers, campaignersshouldtryto ensure that electors who are included in current postal orproxy voter lists, or have alreadyappliedfor a postal orproxyvotefor a particular poll, donot submit an additional application.

Postal vote applications

1.6Campaignersshouldnever encourageelectors to have their postal ballot pack redirected to anywhere other than the addresswhere they are registered to vote.

Electors shouldtake care toprotect theirballot paperandpostal ballot pack, and they will be bestable to dosoat theirhomeaddress unless thereare compelling reasons whyreceivingthepostal ballotpackat theaddress where theyare registered tovotewould beimpractical. Electors must stateon the application form the reason whytheyneedtheirpostalballot pack senttoanother address.

Proxyvoteapplications

1.7Electorsshould beencouraged to exploreother options for people to act asaproxy–including relatives or neighbours, for example–before a campaigneragreestobe appointed as aproxy.

Tominimisethe risk ofsuspicionsthat campaigners maybe seekingto place undue pressureonelectors, electors shouldnotbeencouraged toappoint a campaigner as theirproxy.

2Postal voting ballot papers

2.1Campaignersshould never touch or handle anyone else’s ballotpaper.

If you areaskedforassistance in completinga ballot paper, you should always refer the voter totheReturningOfficer’s staffat the electionsofficewho maybe able to arrangea home visit ifnecessary. Assistance will also beavailablefor electors atpollingstations.

2.2Campaignersshould never observevoters completing theirballot paper. If you arewithavoterwhen theycomplete their ballotpaper, remembertheyshould always complete itin secret.

You should ensure that the voter sealsbothenvelopes personallyand immediatelyafter completingtheirballotpaper andpostal votingstatement. If you are asked to give advice, it is acceptableand often helpfulto explainthe voting process,butdonotoffer to helpanyonetocomplete theirballot paper.

2.3Campaigners should never handle or takeanycompleted ballotpaper or postal ballot packs from voters.

Wherever practical, you should encourage voters topostor deliver the completed postalballotpackthemselves. If you areapproached oraskedforhelp byavoter whois unabletopost theircompletedpostalballotpack ormakeanyother arrangementsfor it tobe returnedin time, you should contact the Returning Officer toaskthemtoarrangefor it to becollected.TheReturningOfficermay agreethat it would be in the voter’s bestinterestfor you to deliver the completed postalballotpacktothe relevant officeor pollingstation,ifthere arenofeasible alternative options.

3Campaigningoutside polling places

3.1Campaigners should be allowed to puttheir messages to voterson polling day, including in publicspaces outsidepolling places.

Pollingstationstaff and policeofficers shouldnot seektodiscourage or remove campaigners who areotherwise peacefullycommunicatingwith voters, as long as theyare notwithin or impedingaccesstothe grounds of the pollingplace.You shouldbe careful, however, to ensure thatyour approach isproportionate and shouldrecognisethatgroups ofsupportersmaybeperceived as intimidatingby voters.

3.2Campaignersshould keepaccess to polling placesand thepavements aroundpolling places clear to allowvoters to enter.

The Presiding Officer is responsiblefor maintainingorder inthepollingplace, andyoumaybeaskedtomove bypollingstationstaff orpolice officersifyou are impedingaccessbyvoters toa pollingplace.

4Complaintsandallegations about electoral fraud

4.1Campaignersshould be prepared to give the police a statementand substantiateanyallegations of electoral fraud theymake.

The police will investigateallegations where someone is preparedtoprovide evidence ora statement in support of the complaint, butunsubstantiatedclaims about electoralfraud have thepotential to damage confidencein the integrityof theelectoralprocess.Youshould ensureyouare confident thatevidence canbe provided tothepolicebeforeconsideringwhether it isappropriate to publicise anyspecific allegation.

4.2Campaignerswho areconcerned or think that electoral fraud mayhave taken placeshould raise the matterwith their electionagent or local party, or with the relevant Electoral Registration Officer or Returning Officer for the area.

Theymaybeable to explain whether or not an election-related crime hasbeen committed,andrefer it tothe police if appropriateor provide details of thepolice contactfor the relevantarea so that campaigners can report theirallegation. Concernsaboutbreaches of the politicalfinance rules should be raised directly with the Electoral Commission.

4.3Anycampaignerwho hasactualevidencethat anelectoraloffence has been committedshould reportit directlyandwithout delayto the police.

If appropriate, thepolice will investigatethematter.Everypolice force has designated aSingle Point ofContact (known as aSPOC) to leadonelection matters and who will deal directly with the matter or give advice tolocal police officers.The ElectoralCommission can helpprovidecontact detailsfor local policeforce SPOCs.

Agreed and effectivefrom[December2014]