1. Candidates and Agents Briefing Wednesday 24 February 2016 Police & Crime Commissioner Elections 5th May 2016 Robert Connelly Head of Electoral Services Birmingham City Council Legal & Democratic Services,

2. Overview of Briefing West Midlands & Birmingham Management structure Election timetable Agents Integrity Postal votes Day of poll Counting of votes candidates expenses rules contacts and general information

3. Management Structure - Regional Mark Rogers Police Area Returning Officer Robert Connelly Deputy Police Area Returning Officer Paul Dransfield Deputy Police Area Returning Officer Local Returning Officers (x 7) Local Elections Officers Angela Probert Deputy Police Area Returning Officer

4. Management Structure - Local Mark Rogers Local Returning Officer (LRO) Robert Connelly Deputy LRO Victoria Beavon DLRO with Limited powers Electoral Administrators Paul Dransfield Deputy LRO Yvonne Thompson DLRO with Limited powers Polling Station Inspectors Presiding Officers Angela Probert Deputy LRO Safeena Tonks DLRO with Limited powers Senior Count Staff

5. West Midlands Police Area Region

6. Nominations

7. Qualifications Candidates must satisfy criteria on the day they are nominated and on polling day: –at least 18 years of age (at date of nomination) –British, qualifying Commonwealth citizen (with indefinite leave to remain), national of an EU member state. –Registered local government elector in a local authority area that is within the police area both at time of nomination and on polling day

8. Disqualifications Nominated as a candidate in another police area Convicted of imprisonable offence. Applies even if you were not actually imprisoned. A serving police officer or someone directly or indirectly employed by the police. Member of local authority staff within the police area (does not include teachers). Disqualified under the Representation of the People Act 1983. Subject to Bankruptcy Restriction Order Electoral Commission guidance http://www.electoralcommission.org.uk/i-am-a/candidate-or- agent/police-and-crime-commissioner-elections http://www.electoralcommission.org.uk/i-am-a/candidate-or- agent/police-and-crime-commissioner-elections

9. Nominations Electoral Commission guidance http://www.electoralcommission.org.uk/i- am-a/candidate-or-agent/police-and- crime-commissioner-elections http://www.electoralcommission.org.uk/i- am-a/candidate-or-agent/police-and- crime-commissioner-elections All Nomination Form Consent to nomination Home Address Party candidates Certificate authorising use of party name/description Written request to use emblem Dates From 10.00am 24 th March to 4.00pm on Thursday 7 th April

10. Submitting Nominations Take care when completing your nomination papers, as mistakes may invalidate your nomination. Complete nomination papers early and arrange for us to provide an informal check. Nomination papers must be delivered in person

11. Nomination paper –Include your full name & home address –Optional: use commonly used name box(es) if commonly known by a name other than full name and wish to use it instead. –Description field – 3 options: leave blank Independent party candidates can use party name or description authorised by a certificate issued by or on behalf of the Nominating Officer

12. Nomination paper Subscribers: Proposer & Seconder 98 subscribers are required from within the police area. Must sign & print their names. Check details of subscribers against electoral register. Only ask subscribers to sign after completing the name, address and description fields on the form.

13. Consent to Nomination Must include: –name and address –which area standing in –confirmation that qualified –witness’ name, address and signature

14. Home address form Part 1 Must be completed by all candidates If do not want home address to be made public must complete part 2 of the form. Can insert constituency or ward name For example Birmingham Hall Green Constituency or Hall Green ward

15. Certificate of authorisation Party candidates must have written permission to use the party name/description from the Nominating Officer (or a person appointed to act on their behalf) The certificate may: –allow the use of the party name or a particular description –allow candidate to choose whether to use the party name or any of the descriptions registered with the Electoral Commission Must be submitted by 4pm on 7 th April 2016

16. Emblem request form Party candidates can ask for an emblem to be printed on the ballot paper Emblem request form must be submitted by 4pm on 7 th April 2016 Party candidates should supply an electronic version of the emblem to the Returning Officer if required

17. Notification of Election agent 4.00pm 7 th April otherwise deemed to be own election agent. Responsible for the proper management of your election campaign; particularly its financial management. Office address must be within the police area.

18. Notification of Sub-agents Can appoint sub-agents to act on their behalf in the police area. However must have their office address in the local authority area where they are appointed. Work with LROs Can attend local postal vote opening and count. Cannot attend where the election agent is attending. Deadline – 27 April 2016

19. Deposit £5,000 must be paid before close of nominations otherwise nomination is invalid Can be paid in  Cash  Bankers draft  Bacs Full details can be found in information pack Need to complete return of deposit form Refundable if poll more than 5% of valid 1 st preference votes

20. The Register Earliest you can become an official candidate is on the last day for the publication of the Notice of Election (30 th March 2016) Once an official candidate entitled to copy of the register. Only available as pdf or excel Restrictions on its use Can use it to  Complete your nomination form  Help your campaign  Check donations permissible

21. The Register Earliest you can become an official candidate is on the last day for the publication of the Notice of Election (30 th March 2016) Once an official candidate entitled to copy of the register. Only available as pdf or excel Restrictions on its use Can use it to  Complete your nomination form  Help your campaign  Check donations permissible

22. Election Addresses –Governed by Police & Crime Commissioners Elections Order 2012 Schedule 8 –MUST be submitted and agreed by the PARO by noon on 7 th April 2016 by otherwise cannot be included on the website. –See choosemypcc.org.uk –Will be limited booklets available on request. –Uploaded to website which sent to agent to approve to comment and for any corrections. –Once agreed no further amendments can be made

23. Election Addresses Legal Requirements The election address must; –Be submitted before the deadline –That prepared by the election agent –Give name and address of agent –Be submitted in electronic format on prescribe form –Contain matter relating to the PCC election only

24. Election Addresses Legal Requirements The election address must not; –Contain any advertising material –Any material referring to any other candidate standing in the PCC election. –Contain any material that is for commercial gain. –Contain any material that is offensive –Exceed 300 words (agents statement, name and address count towards the 300 word limit) –The photograph cannot show any other person and must comply with the other provisions of the schedule

25. Election Addresses Legal Requirements The election address may include; –A photograph (cannot show any other person and must comply with the other provisions of the schedule) –If party candidate a registered party emblem.

26. The Timetable

27. Candidates and Agents Information Notice of Election – 23 rd March 2016 Nominations start 10.00am on 24 th March 2016 Closes 4.00pm on Thursday 7 th April 2016 Deadline for withdrawals of candidature is 4.00pm on Thursday 7 th April 2016. Information packs about local Birmingham & Area arrangements now available. Most of the information/enclosures on the portal so can easily be downloaded. http://www.birmingham.gov.uk/electioncandidates &agentshttp://www.birmingham.gov.uk/electioncandidates &agents Statement of persons nominated – by 4.00pm on Friday 8 th April 2016.

28. Important Dates - Postal Votes & Registration Monday 18 th April 2016- deadline for applications to be included on Register. Tuesday 19 th April 2016 -Last date to request new postal/postal proxy vote or cancel an existing postal vote or proxy - 5.00 pm From Friday 15 th April 2016– Postal Votes likely to be delivered to Royal Mail. Tuesday 26 th April 2016 – Last day for new applications to vote by Proxy (but not postal proxies) - 5.00 pm Thursday 28 th April 2016- First day of request to replace lost ballot papers Thursday 5 th May 2016 – deadline of emergency proxy applications (5.00pm) Mistakes made by the Electoral Registration Officer (e.g. missing a name off the register) may be corrected up to 9 pm on polling day;

29. Agents Election Agent –must been appointed appointment by 4.00pm on Thursday 7 th April 2016 –Sub Agents PARO requires notice in writing of any people appointed as sub agents by Wednesday 27 th April 2016 (NB must have office in the relevant voting area to which appointed) Polling Agent –the LRO requires notice in writing of any people appointed as polling agents by Wednesday 27 th April 2016 Counting Agent (for verification & count) –the LRO requires notice in writing of any persons nominated to attend the counting of the votes by Wednesday 27 th April 2016

30. Verification & Count Verification –Thursday night across whole region. Count – Each LRO will determine start time on Friday 6 th May 2016 and will inform Election Agent individually. Direction that 1 st stage to be completed by 1.00 pm 2 nd stage to start by 2.00 pm

31. Integrity

32. Each LRO responsible for integrity of the poll in their voting area. Each area has a dedicated SPOC All will follow the Electoral Commission’s guidance.

33. Tellers. See Appendix 1 Guidance on tellers in and around polling stations 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. 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

34. Tellers (2) See appendix 2 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.

35. Other Activists Local Agreement Appendix 2 There is a local agreement signed up by the main parties. Allows for 2 party activists in the vicinity of the polling station/place No other activities within 20 metres (common sense) If complaints we will send someone to have a look but we only have limited powers

36. Preventing Election Fraud Appendix 4 code of conduct for political parties The code of conduct for political parties, candidates and canvassers about handling postal vote applications and postal ballot papers. This has been agreed at national level by the three main political parties and has been issued jointly by the Association of Chief Police Officers and the Electoral Commission; Key points  Never touch anyone else’s ballot paper  Never observe how someone has voted  Do not encourage anyone to give you a ballot paper – return to the RO.  Return registration forms without delay

37. Polling Stations Now have 460 polling stations Staffing is based on Electoral Commissions guidance where possible Voters seeking advice at the polling booths – not permitted unless follows the rules

38. Dealing with Problems on Election Day Guidance Appendix 5 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

39. Verification & Count Birmingham’s Arrangements And Regional Result

40. Postal Vote Opening Postal vote opening will take place at Ladywood Community and Health Centre Full details will be provided but likely to be  Thursday 28th April 2016  Friday 29 th April 2016 (from 10.00 am onwards)  Tuesday 3 rd May 2016  Wednesday 4th May 2016  Thursday 5th May 2016  Ballot papers will be face down  Adjudication of rejected papers will be at end of each day

41. Verification of Ballot Papers Will be done Thursday evening at 20 local count centres counting agents are submitted to the LRO prior to deadline Will be combined with counting of local elections ballot paper

42. Count Mini counts 40 wards 10 Constituencies 1 voting area result (Birmingham) Counting agents 2 per ward Recount Agents 1 per constituency Can only request recounts on a ward basis and can be requested at both 1 st and 2 nd stage count. Also authorised to attend adjudication of doubtful ballot papers in the absence of the candidate/election. If not present adjudications will not be delayed

43. Contact Centre 50 advisors to deal with elections plus 30 overflow advisors. Mystery shoppers implemented to check accuracy of advice. Additional/refresher training. Extra briefings on key dates such as cut off. Use of internal aids highlighting key dates

44. Birmingham We do provide turnout figures at polling stations. We do not allow use of mobile phones and cameras within the count. Computers allowed but remember secrecy requirements – criminal offence Problem with counting agents – the names have to be with you so far in advance that changes almost inevitable. – Replacements allowed. We encourage communication with agents. We will provide figures on a ward basis post election. Only candidates and agent can attend “results collation briefing”

45. Candidates’ expenses (1) Defined as certain expenses ‘used for the purposes of the candidate’s election’ after the date they become a candidate Responsibility of election agent Limit on expenses

46. Candidates’ Expenses Returns Returns to be submitted to PARO within 70 calendar days Returns made public by PARO Sample of returns reviewed by the Electoral Commission Failure to submit an expenses return is a criminal offence

47. Useful References (2) Further Guidance for Candidates And Agents available to download From; www.birmingham.gov.uk/elections, orwww.birmingham.gov.uk/elections www.electoralcommission.org.uk Or email candidates@birmingham.gov.uk candidates@birmingham.gov.uk Or telephone  0121 303 2734  0121 303 2737

48. Any Questions?