Agenda and minutes

At this point in the meeting, Members are asked to declare:

·        any personal interests not included on the Register of Interests

·        any prejudicial interests or

·        any disclosable pecuniary interests

which they may have in respect of business on this agenda.

Members were invited to declare any personal interests not included on the Register of Interests, any prejudicial interests or any disclosable pecuniary interests that they might have in respect of business on the agenda.  No interests were declared.

At this point in the meeting members of the public who have registered their wish to speak regarding an item on the agenda or an issue within the Committee’s remit can do so.  The deadline for registering is 5:00pm on Tuesday 21 January 2019.

Filming or Recording Meetings

Please note that, subject to available resources, this meeting will be filmed and webcast, or recorded, including any registered public speakers who have given their permission. This broadcast can be viewed at http://www.york.gov.uk/webcasts.

Residents are welcome to photograph, film or record Councillors and Officers at all meetings open to the press and public. This includes the use of social media reporting e.g. tweeting.  Anyone wishing to film, record or take photos at any public meeting should contact the Democracy Officer (whose contact details are at the foot of this agenda) in advance of the meeting.

The Council’s protocol on Webcasting, Filming & Recording of Meetings ensures that these practices are carried out in a manner both respectful to the conduct of the meeting and all those present.  It can be viewed at http://www.york.gov.uk/download/downloads/id/11406/protocol_for_webcasting_filming_and_recording_of_council_meetings_20160809.pdf

It was reported that there had been no registrations to speak at the meeting under the Council’s Public Participation Scheme.

To approve and sign the minutes of the meeting held on 27 November 2019.

Resolved:  That the minutes of the meeting held on 27 November 2019 be approved, and then signed by the Chair as a correct record.

To consider the Committee’s work plan for the remainder of the 2019-20 municipal year.

Members considered the committee’s work plan for the current municipal year.

Resolved:  That the work plan at page 43 of the agenda pack be approved.

Reason:     To ensure that the committee has a planned schedule of work for the year.

This report informs Members of the outcome and resulting recommendations following the conclusion of the review of polling districts, polling places and polling stations, as required by the Electoral Registration and Administration Act 2013.

[See also under Part A]

Members considered a report that presented the outcome and resulting recommendations following the conclusion of the review of polling districts, polling places and polling stations, as required by the Electoral Registration and Administration Act 2013. The schedule of representations received was detailed in Annex A and the schedule of polling stations and (Acting) Returning Officer comments and recommendations was detailed in Annex B.

The Director of Governance was in attendance to present the report. She introduced herself noting that she was the Deputy Returning Officer and confirmed that the Returning Officer had been fully consulted on the review and added that Returning Officers acted independent of the Council.

The Director of Governance then explained the review noting that feedback from a number of people had been taken into account and thanked Members for their feedback.

In response to questions and comments, she clarified:

·        The process for allocation of double polling stations;

·        The responsibilities of Presiding Officers;

·        Alternative venues for use as polling stations for the Police and Crime Commissioner elections would be considered due to a small number of venues not being available for that election. Members were invited to forward their suggestions for alternative venues;

·        Alternative venues to schools as polling stations would be explored;

·        The law allows the Returning Officer to make incidental changes to polling places and in this case the Returning Officer would advise and consult with Ward Councillors in circumstances where for whatever reason a polling station becomes unavailable. However, if changes were to be made to a larger number of polling places this would be brought back to the committee for consideration.

·        If there needed to be a change of venue for a polling station, this would be communicated as soon as possible to the electorate;

·        This review of Polling Districts and Polling Places could not bring about changes to ward boundaries.

It was:

Recommended: That Council approve:

a)       The proposals for the Review of Polling Districts and Polling Places 2019;

b)       The following changes to venues as set out by the (Acting) Returning Officer in Appendix B – Schedule of Polling Stations and (Acting) Returning Officers comments and recommendations:

·        Christian Science Church to be used a polling station for DB polling district.

·        St. Oswald’s Church Hall to be used a polling station for DC polling district.

·        Murton Church to be used a polling station for YHB polling district

·        A venue be located for Kexby to be used a polling station in YHE polling district.

Reason:     In order to ensure that the Council complies with statutory requirements of the provision of polling places and polling stations for electors.