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

2. 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)

3. 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

4. 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

5. 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)

6. 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

7. 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

8. 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

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

10. 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)

11. 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

12. 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 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

13. 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

14. 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

15. 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)

16. 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.

17. 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.

18. 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

19. 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.

20. Contact Information
Elections office
(public)
(candidate and agents only)
Rebecca
Carole

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

22. Q & A