Agenda and minutes

In accordance with the Council's Code of Conduct, Councillors of the Council are reminded that it is a requirement to declare interests where appropriate.

 

The following disclosures of interests were made:

 

Councillor	Item and Minute	Type and Nature of Disclosure
Councillor Crow	Agenda Item 6 Allocation of Committee Chairs and Vice-Chairs (Minute 5)	Personal Interest – Member of West Sussex County Council

 

To approve as a correct record the minutes of the Governance Committee held on 17 November 2020.

The minutes of the meeting of the Governance Committee held on 17 November 2020 were approved as a correct record and signed by the Chair.

 

 

To consider any written questions that were submitted in advance and accepted in line with the Constitution.  These will be read to the Committee and be followed by a response. The questioner will receive an emailed copy of the response given at the meeting. There will be no supplementary questions.

No written questions had been submitted by members of the public.

 

 

To consider report LDS/163 of the Chair of the Independent Remuneration Panel.

The Committee considered report LDS/163 of the Chair of the Independent Remuneration Panel (IRP).  The Democratic Services Support Officer introduced the report to the Committee, which summarised the final report of the IRP and set out the legal framework for setting councillors’ allowance rates.  The Committee heard that the IRP had given thoughtful consideration to a wide range of information when making its independent recommendations regarding the Councillors’ Allowances Scheme, as detailed in the final report.  The Committee’s attention was drawn to the revised version of Schedule 1 of the Draft Councillors’ Allowances Scheme 2021/22 and 2022/23 which replaced page 21 of the Agenda Pack and had been issued as a Supplementary Agenda.

 

Basic and Special Responsibility Allowances

 

At the suggestion of the Chair the Committee first considered recommendations A to H of the final report of the IRP which related to the basic allowance for all councillors and special responsibility allowances.  Committee members expressed general support for the recommendations, and conveyed their thanks to the members of the IRP and the officers involved.  The Committee considered it important that the recommendations relating to allowances were made by a body independent from the Council.

 

It was proposed by Councillor Burrett and seconded by Councillor Lunnon that recommendations A to H of the IRP’s final report be agreed.

 

A recorded vote was then taken on the proposal in accordance with the Council’s Virtual Committee Procedure Rules.  The names of the councillors voting for and against the proposal, along with any abstentions, were recorded as follows:

 

For the proposal:

Councillors Burrett, Crow, Eade, Jones, Lamb, Lanzer, Lunnon, Malik, McCarthy, and Mullins (10).

 

Against the proposal:

None (0).

 

Abstentions:

None (0).

 

The motion was therefore declared to be CARRIED.

 

Mayor’s Allowance and Deputy Mayor’s Allowance

 

The Committee then considered recommendations I and J of the final report of the IRP which related specifically to the allowances of the Mayor and Deputy Mayor.  In response to a question from a Committee member, officers confirmed that the IRP had given regard to the survey answers provided by councillors regarding the Mayoral allowances and had assessed other borough councils’ Mayoral allowances via the 2019 South East Employers survey.  It was heard that the IRP did not feel best-placed to make a recommendation based on that information and had therefore requested councillors’ expertise, via the Governance Committee, to agree to what extent, if any, the Mayoral allowance should be reduced by.

 

Committee members expressed concern about councillors taking responsibility for setting the exact allowance rates for the Mayor and Deputy Mayor; the Committee preferred that the recommendations be made by a body independent from the Council.  Suggestions were made regarding further evidence to be presented to the IRP.

 

It was proposed by Councillor Lanzer and seconded by Councillor Eade that the IRP be asked to reconsider the allowances for both the Mayor and the Deputy Mayor and provide a recommendation to the Governance Committee (and in turn the Full Council) for an exact figure for each.  ...  view the full minutes text for item 4.

To consider report LDS/162 of the Interim Monitoring Officer.

The Committee considered report LDS/162 of the Interim Monitoring Officer.  The Democratic Services Manager introduced the report, which set out potential options for a more proportionate and sustainable system for the appointment of Chairs and Vice-Chairs to the Council’s Committees.  This had been proposed in light of the current Joint Agreement between the two political groups.

 

The Committee considered it necessary to change the current approach for allocating Committee Chairs and Vice-Chairs, which it deemed contentious, and adopt a clearer system.  Comments made regarding each of the options set out in the report were as follows:

 

Fixed Cascade Approach

·         A greater number of Chairs/Vice-Chairs would be allocated to the opposition group than by the strict proportional approach.

·         The approach allowed for greater scrutiny of the leading party and for cross-party checks on decision-making processes.

·         If the opposition party were to hold 18 seats, the allocated Chairs would give balance to the leading group’s control of the Cabinet (and likely the Mayoralty).

 

Strict Proportional Approach

·         The proportionality of this approach would be more representative of the electorate’s wishes (according to local election outcomes) than the fixed cascade approach.

·         The approach was identified as being used by the UK Parliament.

·         Specific Committee Chairs would not be allocated. Some Committee members felt that to be too open to ambiguity, whilst other Committee members considered it advantageous as it would enable positions to be filled by the best-suited councillors.

 

Councillor Crow presented the following amended version of the Fixed Cascade Approach to the Committee. 

 

Largest Opposition Group (number of seats held)	OSC	Audit	Governance	Planning	Licensing
3	VC	VC
6	C	VC
9	C	VC	VC	VC
12	C	C	VC	VC	VC
15	C	C	VC	C	VC
18*	C	C	C	C	C

* Non-Administration Party

 

Councillor Crow advocated that the amended version above would allocate Chairs/Vice-Chairs in a way that encouraged both cross-party working and scrutiny by the opposition.  It was proposed by Councillor Crow and seconded by Councillor Lanzer that the Full Council be recommended to adopt the Fixed Cascade Approach with the positions allocated as set out in the table above.

 

A recorded vote was then taken on the proposal in accordance with the Council’s Virtual Committee Procedure Rules.  The names of the councillors voting for and against the proposal, along with any abstentions, were recorded as follows:

 

For the proposal:

Councillors Burrett, Crow, Eade, Lanzer, and McCarthy (5).

 

Against the proposal:

Councillors Jones, Lamb, Lunnon, Malik, and Mullins (5).

 

Abstentions:

None (0).

 

As a result of the tied vote, the Chair used the casting vote to vote FOR the proposal.  There were therefore six votes for the proposal and five votes against.  The motion was therefore declared to be CARRIED.

 

RESOLVED

 

1)    That the Full Council be recommended to adopt the following Fixed Cascade Approach for the allocation of Committee Chairs and Vice-Chairs.

 

Largest Opposition Group (number of seats held)	OSC	Audit	Governance	Planning	Licensing
3	VC	VC
6	C	VC
9	C	VC	VC	VC
12	C  ...  view the full minutes text for item 5.

To consider the report CEX/54 of the Chief Executive.

 

The Electoral Services Manager, as part of this report, will provide a general verbal update on the May 2021 Elections.

The Committee considered report CEX/54 of the Chief Executive.  The Electoral Services Manager introduced the report to the Committee, which set out proposed changes to the polling arrangements for the May 2021 elections in light of the Coronavirus pandemic.  It was proposed that the reduction in the number of polling places from 27 to 23 would mitigate the problem of a projected shortfall in experienced Senior Presiding Officers, and would ensure that no schools would be used as polling places.

 

General Issues

 

The Committee asked that its thanks to Electoral Services staff be recorded for their work on complex matters under exceptional circumstances.  Committee members discussed the Government’s aim to proceed with the May 2021 elections and expressed worries in relation to the ongoing Coronavirus pandemic.  Concerns were raised regarding the loss of polling places and the impact this may have on voter turnout.  It was heard that the Council would ensure COVID-safe precautions would be taken if the elections were to go ahead, but that preparations also needed to be made for the eventuality of cancellation of the elections.

 

It was proposed by Councillor Crow and seconded by Councillor Lamb that the Council’s Chief Executive, as Returning Officer, be asked to write to the Government to convey the Committee’s request that the elections be postponed to a later date due to the ongoing Coronavirus pandemic.

 

A recorded vote was taken on the proposal in accordance with the Council’s Virtual Committee Procedure Rules.  The names of the councillors voting for and against the proposal, along with any abstentions, were recorded as follows:

 

For the proposal:

Councillors Burrett, Crow, Eade, Jones, Lamb, Lanzer, Lunnon, Malik, McCarthy, and Mullins (10).

 

Against the proposal:

None (0).

 

Abstentions:

None (0).

 

The motion was therefore declared to be CARRIED.

 

To assist in the Committee’s consideration of the recommended changes in polling places, the Chair advised that he intended to split the discussion based on the polling places set out in sections 5.7 and 5.9 of the report.

 

Broadfield Scout Hut and Creasys Drive Adventure Playground

 

Committee members discussed the proposal to change the polling places for polling districts LAB (part of Bewbush & North Broadfield Ward), LBB (part of Broadfield Ward), and LEB (part of Gossops Green & North East Broadfield Ward) to one combined polling place, the Broadfield Community Centre.  The impact on queueing time, the flow of voters moving through the building, and turnout were discussed.  A ward member for Broadfield expressed concerns regarding the entrance/exit points and that the proposals may cause confusion for voters.  The Electoral Services Manager confirmed that measures for controlling the flow of voters were being explored.  The main reason for this proposal was the projected staff shortages.

 

The Grattons Indoor Bowls Club

 

It was recognised that moving the polling place for polling district LJA (part of Pound Hill North & Forge Wood Ward) from the Bowls Club to Milton Mount Community Centre was necessary at present, however ward members for Pound Hill North and Forge Wood requested that this be  ...  view the full minutes text for item 6.

(From 1 April 2021 to 31 March 2023)

 

1.              This Scheme may be cited as the Crawley Borough Council Councillors’ Allowances Scheme, and shall have effect from 1 April 2021 to 31 March 2023.

 

 

2.              In this Scheme:

 

“Councillor” means a Member of the Crawley Borough Council who is a Councillor.

 

“Total estimated allowances” means the aggregate of the amounts estimated by the Head of Corporate Finance, at the time when a payment of basic allowance or special responsibility allowance is made, to be payable under this Scheme in relation to the relevant year, and for this purpose any election under paragraph 9 shall be disregarded.

 

“Year” means the 12 months ending with 31 March.

 

 

3.              BASIC ALLOWANCE

 

Subject to paragraph 10, for each year the basic allowance specified in Schedule 1 to this Schemeshall be paid to each Councillor.

 

 

4.              SPECIAL RESPONSIBILITY ALLOWANCES

 

(1)   For each year a special responsibility allowance shall be paid to those Councillors and Co-opted Members who hold the special responsibilities in relation to the authority that are specified in Schedule 1 to this Scheme.

 

(2)   Subject to paragraph 10, the amount of each such allowance shall be the amount specified against that special responsibility in that Schedule.

 

 

5.              TRAVELLING AND SUBSISTENCE ALLOWANCES

 

(1)   Travelling and subsistence allowances shall be paid to Councillors and Co-opted Members in the following circumstances:

(a)     The attendance at a meeting of the authority or of any Committee or Sub-Committee of the authority, or of any other body to which the authority makes appointments or nominations, or of any Committee or Sub-Committee of such a body.

(b)     The attendance at any other meeting, the holding of which is authorised by the authority, or a Committee or Sub-Committee of the authority, or a Joint Committee of the authority and at least one other authority within the meaning of Section 270(1) of the Local Government Act 1972, or a Sub-Committee of such a Joint Committee, provided that:

(i)         Where the authority is divided into two or more political groups it is a meeting to which Members of at least two such groups have been invited.

(ii)        If the authority is not so divided, it is a meeting to which at least two Councillors have been invited.

(c)     The attendance at a meeting of any association of authorities of which the authority is a member.

(d)     The attendance at a meeting of the Cabinet or a meeting of any of its Committees, where the authority is operating Cabinet arrangements.

(e)     The performance of any duty in pursuance of any standing order made under Section 135 of the Local Government Act 1972 (requiring a Councillor or Councillors to be present while tender documents are opened).

(f)      The performance of any duty in connection with the discharge of any function of the authority conferred by or under any enactment and empowering or requiring the authority to inspect or authorise the inspection of premises.

(g)     The carrying out of any other duty approved by the authority, or any duty of a class so approved, for the purpose of, or in connection with, the discharge of the functions of the authority or any of its Committees or Sub-Committees.  (The duties approved by the Council for the payment of travelling, subsistence and dependant care allowances under this sub-section are specified in Schedule 2 to this Scheme).

 

(2)   The level of travelling allowances payable to Councillors and Co-opted Members shall be based on that approved by HM Revenue & Customs as currently set out below.  If there are any changes, the figures below will be amended accordingly:

 

	First 10,000 miles	Each mile over 10,000
Cars and vans	45p	25p
Motor cycles	24p	24p
Bicycles	20p	20p

 

In addition, elected Councillors may claim a passenger supplement of 5p per mile for carrying passengers in a car or van who would otherwise be entitled to a travelling allowance.

 

(3)   The level of subsistence allowances payable to Councillors and Co-opted Members shall be the same as those paid to officers.  The figures set out below relate to the allowances paid in 2020/21.  The officer rates will be updated annually on 1 April each year.  If there is an increase the figures below will be increased accordingly.

 

 

Subsistence Allowances	Rate
Tea (more than four hours absence including the period from 3.00pm to 6.00pm)	£3.53
Evening Meal (more than four hours absence ending after 7.00pm)	£11.03

 

(4)   Overnight Rate

 

Overnight rate should be the actual cost up to a maximum of £86.46 (or £99.51, if in London) subject to the Head of Legal, Democracy and HR being empowered to authorise a higher amount in specific instances where suitable accommodation cannot be found within the limit.

 

 

6.              DEPENDANTS’ CARERS’ ALLOWANCE

 

A Dependants’ Carers’ Allowance of the actual cost up to £8.82 per hour shall be payable to cover the cost of caring for a Councillor’s dependant children or elderly/disabled relatives whilst a Councillor is undertaking an approved duty, provided the carer is not a member of the Councillor’s own household.  In addition, the Dependants’ Carers’ Allowance, at the level prescribed above, shall be payable to cover the cost of a live-in nanny caring for a Councillor’s dependant whilst the Councillor is undertaking an approved duty.  In other circumstances where professional babysitting and care services are used and a minimum period for the service is imposed by the service provider, then the period in respect of which the allowance is payable shall include the whole period for which a Councillor is charged.

 

The Dependants’ Carers’ Allowance shall only be payable in relation to duties described in paragraph 5 (a) to (g) above.

 

If the national living wage is increased to a rate that exceeds the rate of Dependants’ Carers’ Allowance, the Dependants’ Carers’ Allowance shall be amended to remain 10 pence above the national living wage rate.

 

 

7.              LOCAL GOVERNMENT PENSION SCHEME

 

Councillors are no longer entitled to join the Local Government Pension Scheme.

 

 

8.              CO-OPTED MEMBERS

 

Co-opted Members shall only receive travelling and subsistence allowances and any special responsibility allowance which might apply.

 

 

9.              RENUNCIATION

 

A Councillor may by notice in writing given to the Head of Corporate Finance elect to forego any part of their entitlement to an allowance under this Scheme.

 

 

10.           PART-YEAR ENTITLEMENTS

 

(1)        The provisions of this paragraph shall have effect to regulate the entitlements to basic and special responsibility allowances where, in the course of a year, this Scheme is amended or that Councillor becomes, or ceases to be, a Councillor, or an office holder accepts or relinquishes a special responsibility in respect of which a special responsibility allowance is payable.

 

(2)        If an amendment to this Scheme changes the amount to which a Councillor or an office holder is entitled by way of a basic allowance or a special responsibility allowance, then in relation to each of the periods:

(a)        Beginning with the year and ending with the day before that on which the first amendment in that year takes effect or

(b)        Beginning with the day on which an amendment takes effect and ending with the day before that on which the next amendment takes effect, or (if none) with the year

The entitlement to such an allowance shall be to the payment of such part of the amount of the allowance under this Scheme as it has effect during the relevant period as bears to the whole the same proportion as the number of the days in the period bears to the number of days in the year.

 

(3)        Where the term of office of a Councillor begins or ends otherwise than at the beginning or end of a year, the entitlement of that Councillor to a basic allowance shall be to the payment to such part of the basic allowance as bears to the whole the same proportion as the number of days during which their term of office subsists bears to the number of days in that year.

 

(4)        Where this Scheme is amended as mentioned in sub-paragraph (2), and the term of office of a Councillor does not subsist throughout the period mentioned in sub-paragraph (2) (a), the entitlement of any such Councillor to a basic allowance shall be to the payment of such part of the basic allowance referable to each such period (ascertained in accordance with that sub-paragraph) as bears to the whole the same proportion as the number of days during their term of office as a Councillor subsists bears to the number of days in that period.

 

(5)        Where an office holder has during part of, but not throughout, a year such special responsibilities as entitle them to a special responsibility allowance, that office holder’s entitlement shall be to payment of such part of that allowance as bears to the whole the same proportion as the number of days during which he has such special responsibilities bears to the number of days in that year.

 

(6)        Where this Scheme is amended as mentioned in sub-paragraph (2), and an office holder has during part, but does not have throughout the whole, or any period mentioned in sub-paragraph (2) (a) of that paragraph any such special responsibilities as entitle them to a special responsibility allowance, that office holder’s entitlement shall be to payment of such part of the allowance referable to each such period (ascertained in accordance with that sub-paragraph) as bears to the whole the same proportion as the number of days in that period during which they have such special responsibilities bears to the number of days in that period.

 

 

11.           PAYMENTS

 

Payments by direct bank credit shall be made in respect of basic and special responsibility allowances and pensions in monthly instalments and are usually paid on the 20^th of each month.  However where, for example, the 20^th falls on a weekend, payments will be made on the previous Friday.  Each month’s allowance is calculated on the basis of one twelfth of the annual allowance, and is for the period of that calendar month, and payment for individual days is calculated by dividing the monthly sum by the number of days (including Saturdays and Sundays) in the particular month (subject to paragraph 9 above - renunciations).

SCHEDULE 1

 

The following are specified as the special responsibilities in respect of which special responsibility allowances are payable and the amounts of those allowances:

 

 

Office Holder	Allowance 2021/22 - 2022/23 (£)
Basic allowance (all councillors)	6,617
Leader of the Council	15,885
Cabinet Portfolio Holders	7,942
Chair of Overview and Scrutiny Commission	7,106
Chair of Planning Committee	6,617
Chair of Licensing Committee	5,453
Chair of Governance Committee	2,649
Chair of Audit Committee	2,649
Chair of Budget Advisory Group (must not be a Cabinet Member and payment will be made on completion of the BAG process)	1,262
Payment to the Chair of any Scrutiny Panel (paid on completion of the scrutiny review)	1,262
Leader(s) of minority group(s) (differential rates depending on number of Members in that Group); basic allowance additional payment per group Member	2,448 305
Mayor	11,548
Deputy Mayor	1,800
Independent Person(s) (Standards) *	750

 

 

No Councillor is entitled to more than one special responsibility allowance.  Where a Councillor is eligible for more than one special responsibility allowance, they will be paid the allowance of the higher value.

 

*        The Monitoring Officer, in consultation with the Leader of the Council and all Group Leaders, has been authorised to set the initial allowance and expenses for the Independent Person(s) and to review annually thereafter.

 

 

 

SCHEDULE 2

 

 

The following are approved duties for the payment of travelling, subsistence and dependants’ carers’ allowances in accordance with sub-section 5 (g) of this Scheme:

 

(i)         Attendance at seminars and training courses funded by the Crawley Borough Council, whether held in the Town Hall or elsewhere.

 

(ii)        Attendance at meetings with Council Officers in connection with Crawley Borough Council duties.

 

(iii)       Attendance at meetings with other local authorities, central government or other agencies in connection with Crawley Borough Council duties.

 

(iv)       Attendance at meetings with members of the public in connection with Crawley Borough Council duties.

 

(v)        Attendance at meetings with voluntary organisations or public sector bodies, award ceremonies, or public events in connection with Crawley Borough Council duties.

Polling District	Borough Ward	County Division	Proposed Polling Station	Electorate	Postal Voters	Polling Station Voters
LAA	Bewbush and North Broadfield	Bewbush and Ifield West	Bewbush Centre	6286	970	5316
LAB	Bewbush and North Broadfield	Broadfield	Broadfield Community Centre	991	149	842
LAC	Bewbush and North Broadfield	Southgate and Gossops Green	Bewbush Centre	45	5	40
LBA	Broadfield	Broadfield	Broadfield Community Centre	4671	794	3877
LBB	Broadfield	Broadfield	Broadfield Community Centre	2713	498	2215
LD	Furnace Green	Tilgate and Furnace Green	Furnace Green Community Centre	4531	1005	3526
LEA	Gossops Green and North-East Broadfield	Southgate and Gossops Green	Gossops Green Community Centre	3953	776	3177
LEB	Gossops Green and North-East Broadfield	Broadfield	Broadfield Community Centre	827	204	623
LFA	Ifield	Langley Green and Ifield East	Ifield Community Centre	3552	726	2826
LFB	Ifield	Langley Green and Ifield East	The Mill Primary School	786	176	610
LFC	Ifield	Bewbush and Ifield West	Ifield West Community Centre	2257	379	1878
LFD	Ifield	Bewbush and Ifield West	The Mill Primary School	591	150	441
LGA	Langley Green and Tushmore	Langley Green and Ifield East	Langley Green Centre	5557	968	4589
LGB	Langley Green and Tushmore	Northgate and West Green	Northgate Community Centre	488	104	384
LHA	Maidenbower	Maidenbower and Worth	Maidenbower Community Centre	2895	592	2303
LHB	Maidenbower	Maidenbower and Worth	The Brook School	3911	781	3130
LIA	Northgate and West Green	Northgate and West Green	Northgate Community Centre	3497	564	2933
LIB	Northgate and West Green	Northgate and West Green	The Charis Centre	4148	792	3356
LJA	Pound Hill North and Forge Wood	Pound Hill	Milton Mount Community Centre	2894	612	2282
LJB	Pound Hill North and Forge Wood	Pound Hill	Wakehams Green Community Centre	1717	254	1463
LJC	Pound Hill North and Forge Wood	Pound Hill	Forge Wood Primary School	1862	337	1525

 

 

Polling District	Borough Ward	County Division	Proposed Polling Station	Electorate	Postal Voters	Polling Station Voters
LKA	Pound Hill South and Worth	Three Bridges	Pound Hill Community Centre	2793	522	2271
LKB	Pound Hill South and Worth	Pound Hill	St Edward the Confessor Church Hall	1149	250	899
LKC	Pound Hill South and Worth	Maidenbower and Worth	St Edward the Confessor Church Hall	2334	615	1719
LLA	Southgate	Southgate and Gossops Green	St Mary`s Church Hall	2964	667	2297
LLB	Southgate	Southgate and Gossops Green	Southgate West Community Centre	2918	748	2170
LLC	Southgate	Northgate and West Green	Southgate West Community Centre	624	178	446
LMA	Three Bridges	Three Bridges	Montefiore Institute	2781	588	2193
LMB	Three Bridges	Three Bridges	Three Bridges Community Centre	1757	407	1350
LMC	Three Bridges	Three Bridges	Holiday Inn Express	1282	220	1062
LMD	Three Bridges	Northgate and West Green	The Town Hall	376	65	311
LNA	Tilgate	Tilgate and Furnace Green	Tilgate Community Centre	2370	469	1901
LNB	Tilgate	Tilgate and Furnace Green	Holy Trinity Church Hall	2084	365	1719
				81604	15930	65674

 

 

Appendix C

 

 

Note from the Returning Officer following the request by the Governance Committee to investigate the viability as to whether alternative accommodation could be arranged for Polling Places on, or near to, the three existing schools which were currently named as Polling Places.

 

 

 

As instructed by the Governance Committee, the Returning Officer has investigated whether alternative accommodation can be arranged for polling places on, or near to, the school premises of the existing polling places of The Mill Primary (Ifield Ward), The Brook School (Maidenbower Ward), and Forge Wood Primary School (Pound Hill North and Forge Wood Ward).

 

The Mill Primary School

 

At The Mill Primary School there is insufficient space on site to place an alternative structure that could guarantee the school being able to remain open while polling takes place, and no alternative space could provide for secure accommodation in the vicinity.

 

The Brook School

 

The area to the rear of The Brook School is large enough to accommodate a temporary structure, but the Headteacher advises that due to the layout of the site it would not be possible for the school to be open if polling took place there. The only on-site alternative is at the front of the school car park. This is a confined space that was used to accommodate a portacabin at the European elections in 2019. The size of building used at that time would be unsatisfactory for maintaining social distancing requirements for staff and voters and it would not be possible to fit a larger building in the space. The Headteacher also advises that this location for polling was very challenging to operate for the school in 2019. Even if there were a repeat of this arrangement, she is not able to guarantee that the school would be able to remain open during polling.

 

There is no alternative space that could provide adequate accommodation in the vicinity.

 

Forge Wood Primary School

 

There is an area of the school playing field with independent access where a marquee could be installed and fenced off from the rest of the school. This could potentially enable the school to remain open while polling takes place. However, this option has several significant disadvantages and is not recommended by the Returning Officer for the following reasons:

 

1.    The facilities that this solution would offer voters would be vulnerable to poor weather or a prolonged period of rain; the entrance to the playing field and the floor of the marquee would need to be lined, but wet weather could lead to a poor experience for voters, especially access for those with disabilities and those requiring the use of wheelchairs. The polling station staff would be supplied with a portable toilet and heaters, and a water supply, but there would also be a requirement for a separate place for staff to be able to take breaks in an area where they could remove PPE. Over the whole polling day, with staff onsite from 6am to 10.30pm, staff welfare would be compromised.

 

2.    There would be no on-site car parking, giving poorer access for voters with disabilities; all cars would need to be parked at the site allocated for the neighbourhood parade, which would involve voters having to cross a road.

 

3.    The challenges and complexities of creating a separate site using portable buildings, lining of the entrance, installation of fencing, furniture and polling equipment, security of the site, and any maintenance on polling day would add an additional administrative burden to the Facilities and Elections Teams already operating at capacity, and could impact on contingency arrangements in place to deal with the event of unavailability of core staff.

 

4.    There is a known shortage of experienced Presiding Officers available to work at this election. Combining polling at Wakehams Green Community Centre will give flexibility to share polling station staff at a venue that is accessible from Forge Wood.

 

 

Voter information and postal voting

The Returning Officer recommends that electors who are allocated a different polling place for the May 2021 elections will receive a letter explaining the changes and enclosing a postal vote application form for those voters who would prefer to arrange an absent vote.