Town and Community Council Elections May 2017 Welcome Introductions Debbie Marles Returning Officer

Who’s who The Returning Officer and Electoral Registration Officer is Debbie Marles who is responsible for running the election and for maintaining the register of electors and absent voters lists The Deputy Returning Officer and Deputy Electoral Registration Officer is Victoria Davidson Electoral Registration Office: Rebecca Light – Electoral Registration Manager (single point of contact for county candidates & agents) Carole Cutler – Electoral Registration Deputy (single point of contact for town/community candidates & agents)

Overview The election timetable & key dates Purdah – pre-election period The Clerk’s role Who can stand? Nominations Campaigning & Expenditure Close of nominations After the poll Local Government Data Unit – Wales Q & A Purpose of briefing to provide a basic understanding of the town and community elections coming up on Thursday 4th May to share back to your community councils and members More information and full briefing sessions for potential candidates will be held on 21st & 23rd February (details at the end of the presentation) This is not a full briefing on being a candidate and the nomination period

Election Timetable Publication of Notice of Election Monday 20th March Nominations commence Tuesday 21st March Close of nomination 4pm – Tuesday 4th April Publication of statement of persons nominated 4pm – Wednesday 5th April Deadline for application to register to vote Midnight – Thursday 13th April Deadline for new postal vote applications / changes to existing postal or proxy vote applications 5pm – Tuesday 18th April Publication of notice of poll/situation of polling stations Tuesday 25th April Deadline dates and times are finite and non movable Highlight importance of dates as part of advice the clerks should provide to candidates

Election Timetable Deadline for applications for new proxy votes 5pm – Tuesday 25th April Appointment of counting and polling agents Wednesday 26th April Poll Day Thursday 4th May – 7am – 10pm Deadline to apply to vote by proxy on grounds of medical emergency or if unexpectedly called away because of employment or service 5pm – 4th May (poll day) Deadline for replacement of lost/spoilt postal votes 5pm – poll day Alterations to the register to correct clerical errors 9pm – poll day Return of election expenses (town/community candidates) Thursday 1st June (midnight)

Purdah (pre-election period) Starts Monday 20th March 2017 Town/Community Councils must comply with restrictions Do not publish any material which, in whole, or in part, appears to be designed to affect public support for a political party Individual councillors may issue their own statements, letters for media publication in a personal capacity

Town & Community Council - Clerk’s Role To provide advice to prospective candidates Display notices relating to elections as provided by the RO May wish to arrange distribution of nomination papers

Who can stand? Qualifications & Disqualifications Candidates must satisfy certain criteria on the day they are nominated and on polling day Similarly there are criteria that disqualify a person from standing as a candidate Refer to the Electoral Commission for further guidance Qualification and Disqualifications are complex and the RO will not be able to confirm if candidates meet the rules. It is not the RO responsibility to determine whether a candidate qualifies or not

Nomination Packs Nomination packs will be available on the Vale of Glamorgan Council website www.valeofglamorgan.gov.uk/lge17 OR Can be obtained by contacting the Electoral Registration office 01446 709345 There is a dedicated web page for Candidates and Agents providing information /applications etc.

Nomination procedure Important that nomination packs are completed correctly & in full Full responsibility of each candidate not the clerk to ensure nomination is submitted to the RO by deadline Nomination papers that are incomplete or incorrect will not be accepted as valid Arrange an informal check of nomination papers with the Electoral Registration team Each candidate must be nominated on a separate nomination paper Encourage candidates to have an informal check of their nomination papers at early as possible (Starting 20th March and deadline for nomination 4th April)

Submitting nomination papers Advise candidates : To submit their nominations by 4pm – Tuesday 4th April (by hand) Party candidates will also need to submit, by 4pm – Tuesday 4th April A certificate of authorisation to 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) Highlight deadline can not be moved and that clerks should make candidates aware of this and the deadline is final

Nomination form Subscribers: - 2 subscribers are required (Town / Community) Must sign & print their names. Check details of subscribers against electoral register that is valid on 1st March 2017. If they are not on that register they can’t subscribe the nomination Only ask subscribers to sign after completing the name, address and description fields on the form Town/community council candidates may use any description up to six words, as long as it does not confuse with a registered political party name or description. However, party candidates will need a certificate of authorisation. Nomination form: note that at Town/Community Council elections there are only two subscribers: a proposer/ a seconder. Reminder – full presentation will be offered to candidates in February Tuesday 21st Feb 9:30 am Thursday 23rd Feb 2pm Thursday 23rd Feb 6:30pm

Advise candidates that: Campaigning & Expenditure Advise candidates that: They can start to campaign as soon as they declare himself / herself to be a candidate All election publicity must carry an imprint with details of the full name and full postal address of the printer and promoter The spending limit for Town/ Community council elections per candidate is £740 plus 6p per electorate in the ward. A record and receipts for any expenses should be kept and each candidate must by law complete and return their election expenses – no reimbursement can be made by the Vale of Glamorgan Council to candidate –it is a record which is available for public inspection Imprint - on printed material, such as leaflets and posters, candidates must include the name and address of: the printer, and the promoter. Give council position on putting up and removing posters and election material. – with permission if on private land, not on public land and has to have imprint. Must be removed within two week of poll day Full guidance can be obtained from the Electoral Commission RO has no role with regards to candidate spending except on accepting the returns after the poll LGE17 webpage details spending limits for each ward

Close of Nominations - Statement of Persons Nominated The RO is required to publish this statement no later than 4pm on the Wednesday 5th April. The Clerk will be provided with a copy to display locally. The statement will also be published on the Vale of Glamorgan Council’s website. The Statement of Persons Nominated will also include reasons why any persons nominated no longer stands nominated Statement will show candidate name, address and description

Close of Nominations - Uncontested Elections If the number of candidates remaining validly nominated after any withdrawals does not exceed the number of Councillors to be elected, will be declared elected. The Returning Officer will publish an Uncontested Notice. However, people elected in these circumstances do not take office until four days after the day of election. If there are not enough candidates to fill all the vacancies, elected members, can co-opt other members to fill the remaining vacancies.   If the Town/Community Council fails to exercise the power to co-opt within seven weeks (35 days working days) or if there is no quorum, The Vale of Glamorgan Council may order a fresh election to properly constitute the Town/Community Council. 3rd point -The Representation of the People Act 1985, Section 21 allows the elected members, provided there is a quorum (i.e. – one third of the whole number of members with a minimum of three)  

Close of Poll / Count - Contested Elections The Returning Officer will give public notice of the results for each Town/Community Council as they become available The Returning Office will also give notice of the name of each candidate elected to the Town/Community Council Clerk   All Declaration of Results will be available on the Vale of Glamorgan Council’s website and reception. The public notice will show the name of each candidate and of the total number of votes given for each (whether elected or not) together with the number of rejected ballot papers.

After the Election All Candidates (whether successful or not) MUST submit a Statement of Election Expenses and the candidate Declaration. Elected candidates must make a Declaration of Acceptance of Office with the Town / Community Clerk and undertake to comply with the Members’ Code of Conduct.

Wales Local Government Survey All Local Authorities have a duty to conduct a survey of candidates The Local Government Data Unit Wales will be conducting this on our behalf All candidates will be required to complete and sign the candidate and agents contact detail form (which is part of the nomination pack) agreeing for their information to be passed to the unit

Other Clerk Roles Hold an annual meeting each year in May Be aware of Electoral and non-electoral offences Fill casual vacancies either initially by election or if no election called for then by co-option Annual meeting – anytime in May Electoral and non electoral offences include, bribery, personation, false statements , breach of secrecy – full list on page 9 of the Guide to Election Procedures. Inform the RO of any vacancies and provide resignation letters as appropriate. The RO will then arrange for the Casual Vacancy to be advertised and timetable the potential election.

Contact Information Elections office 01446 729552 (public) 01446 709203 (candidate and agents only) electoralregistration@valeofglamorgan.gov.uk Rebecca 01446 709304 rmlight@valeofglamorgan.gov.uk Carole 01446 709345 ccutler@valeofglamorgan.gov.uk

Future briefing sessions & further information www.valeofglamorgan.gov.uk/lge17 Clerk’s meeting day Friday 17th March Candidates and Agents Briefing Sessions:- Thursday 23rd February @ 2pm (Committee Room 2) Thursday 23rd February @ 6.30pm (Committee Room 1) Friday 3rd March @ 9.30am (Council Chamber) Clerks Meeting – this is with Vale of Glamorgan Officers to discuss various matters

Q & A