To discuss any urgent business if any.
Minutes:
The Chair informed Members of the need to provide an update on urgent business regarding the committee's oversight of elections. After consideration of the items of the agenda, he informed the committee that a working party had been reviewing the electoral processes, stating that the committee had been receiving support from various Council Electoral Services Officers from Sutton Council to ensure everything was in order.
The Chair emphasised the importance of keeping the committee informed about the progress made and actions taken in the lead-up to the elections, given the concerns expressed about the efficiency of election management and the time it sometimes took to announce results. They mentioned that they had contacted the Chief Executive, who also serves as the Returning Officer for Croydon, to request an update.
The Chair summarised the key points from the Chief Executive's response, stating that the notice of election had been published on time on 31 May. He noted that all originally designated polling stations would be used, with one exception: the polling station at the garage on CraneValley Road was no longer available due to the sale of the property. An alternative residential garage would be utilised instead.
The Chair reported that recruitment for polling station staff was underway, and training was scheduled to start on17 June. The main run of postal vote cards would begin on 17 June as well, with the delivery expected during the week of the 7 June. He mentioned that the nomination period had taken place from 3 to 7 June, and candidates were now listed on the official website.
Additionally, the Chair explained that there would be an early dispatch of postal votes for overseas electors on 14 June, while the main dispatch for other voters would occur on 17 June. He noted that there would be a second dispatch for individuals who signed up for postal voting during the election campaign.
The Chair stated that the elections would not take place at Trinity School as previously planned due to a prior commitment for a comedian. Instead, the election count would occur at the Barnhouse, where there would be sufficient space for counting and official announcements. He expressed satisfaction that the arrangements were progressing well, and that the venue was centrally located.
Following this update, Councillor Alasdair Stewart acknowledged a recent error in an email communication, which inaccurately indicated that the deadline for nominating a proxy was 24 July. They pointed out that this date was incorrect by 20 days. The member noted that a correction email had been sent but urged the Committee to encourage thorough checks on future electoral communications before 4 July to prevent misleading information from being disseminated.
The Chair agreed with the concerns raised, emphasising the need for accurate and clear communication, particularly regarding important civic duties such as voting. They acknowledged the potential for errors, stating that while spelling and grammar could be corrected, the worst mistakes often involved dates and other critical information. The Chair reassured the committee that they would ask those responsible to be extra vigilant regarding deadlines and communications.
The Chair concluded by stating that the committee would reserve final judgment until they had experienced the election process, which they hoped would conclude satisfactorily on 5 July. He also mentioned the upcoming change in venue for counting and expressed relief that the new location would reduce travel burdens for members.
RESOLVED to:
1. Note the update on elections from the Chief Executive.
2. Ask the Council to be extra vigilant with details about dates and times in the communication with voters about the electoral process.