Agenda and draft minutes

To receive any declarations of disclosable pecuniary interests and any conflicts of interest in respect of items on the agenda for this meeting.  

An apology for absence were submitted on behalf of Councillor Katharine Keats-Rohan.

To adopt and sign as a correct record the Community Governance and Electoral Issues Committee minutes of the meeting held on 22 November 2022. 

RESOLVED: to approve the minutes of the meeting held on 29 November 2022 as a correct record and agree that the chair sign them as such.

To receive any declarations of disclosable pecuniary interests in respect of items on the agenda for this meeting. 

None.

To receive notification of any matters which the chair determines should be considered as urgent business and the special circumstances which have made the matters urgent, and to receive any announcements from the chair.

None.

To receive any questions or statements from members of the public that have registered to speak.  The deadline to register to address this meeting is 5.00pm on Friday 15 November 2024 by email to democratic.services@southandvale.gov.uk

No speakers had registered to address the committee.

To consider the report of the head of legal and democratic on the review of polling districts and polling places to meet the requirement to undertake a compulsory review every five years.

The committee considered the report of the head of legal and democratic on proposals for polling districts and polling places following a periodic review required by the Electoral Registration and Administration Act 2013.

The report highlighted that interim reviews of polling districts and particularly polling places had been proactively undertaken since the previous compulsory review completed in October 2019, including prior to the district and parish elections in May 2023 and prior to the Police and Crime Commissioner and Parliamentary elections in 2024. For the majority of arrangements no issues had been raised as part of this review as detailed in the report and appendices.

The committee was advised of a further representation from St Birinus School in respect of the potential use of Didcot Leisure Centre as a polling place. As part of the joint use agreement with the leisure centre, the school could use the main sports hall for GCSE exams, which usually commence in the first week of May, which could clash with scheduled elections. In addition, the school expressed concern regarding the capacity and logistics of the car park to accommodate the needs of electors and the impact on school buses and cars during the school day. 

In response to questions and comments, officers confirmed that they had undertaken site visits to the proposed polling places and ensured the venues would be available for booking, that the sharing of polling places for two or more district ward/county division elections was best avoided if possible. The council had a duty to designate a polling place for each polling district if a suitable venue existed and that a reduction in polling places based on cost or climate impacts were not acceptable criteria. No analysis had been undertaken to determine whether the location and/or accessibility of a polling station impacted turn-out. Turnout at polling stations was available and could be provided to members. Officers undertook to provide data from the recent elections. Officers noted that a community facility was planned for the Highlands Farm site in Henley which might be a suitable venue for a polling place in the future. Any changes to polling station venues would be highlighted on poll cards.

The committee noted that the Local Government Boundary Commission for England (LGBCE) Electoral Review of Oxfordshire might require further changes to the designation of polling districts and polling places. The committee requested a meeting in January to consider this and any impacts on parish arrangements.

Committee members were supportive of the schedule of polling districts and polling places set out in paragraph 31 of the report. In respect of the concerns raised by St Birinus School, the committee agreed to proceed with the designation recognising that if there were a clash with the use of the main hall for exams, a temporary alternative polling place could be designated.

RESOLVED: 

1.    To continue to designate of Waterperry Gardens Limited as the polling place for polling district LEG - Waterperry with Thomley.

2.    To designate Goring Community Centre  ...  view the full minutes text for item 40.