Agenda item

The Committee were provided with an update on the number of key work streams being undertaken by the Electoral Services Team in relation to the Register of Electors and the Annual Canvass. It was noted that a revised version of the electoral register must be published by 1 December, following the conclusion of the annual canvass.

Details of the routes that are followed by the Electoral Registration Officer (ERO) were noted as follows:-

Route 1 – the matched properties route, this will be used for properties where the data indicates no change in household composition.

Route 2 – the unmatched properties route, this will be used for properties where data matching has highlighted that there may be a change to the information the ERO currently holds for the property.

Route 3 – These properties are defined as Care Homes and Homes of Multiple Occupation (HMO) all of which are required to provide an update on their current occupants. It was noted that almost all had responded, there was one outstanding.

The Electoral Services Manager provided Members with the statistics for each of the three routes and these were identified at paragraphs 13-15 of the report. Further pro-active activity was also presented within paragraph 16 of the report. Members were advised that a further update on the canvass will be provided at the next meeting following its conclusion.

Following the update, the Electoral Services Manager answered a range of questions from Members including the following:-

·         Councillor James Church asked whether the reform method had given the team any sense of whether it had worked much better and whether it had allowed them to concentrate more on Route 2. In response, members were advised that this had been the case. In terms of this year, it has allowed the team to focus more on route 2 properties, identifying areas where we had previously were unable to get responses from the last couple of years. It has helped the team to compare data on whether it is people who are unable to register or if there is a reason that we were unable to get a response from these properties and provide the team with a better understanding of the background storey in relation to the properties.

·         In response to a question regarding the number of staff employed to carry out the canvass, it was reported that there were 25 currently employed, which is a smaller amount on previous canvasses. Whilst Covid had an impact on the numbers, this was not only the reason. It was also noted that this was supplemental work to their other employment and staff were paid on results.

·         In response to a question relating to HMO’s, Members were advised that HMO’s would fall within Route 3 properties. It was noted that the team had built up good relationships over the years with Key holders for these types of properties, which has enable staff to enter properties much easier to gain the information from residents. Owners had also arranged to meet canvass staff at the building in order for them to gain access.

·         The Chair, Councillor Pearson asked whether relationships had been built with landlords of HMO’s. In response, it was advised that the team didn’t have those relationships with landlords. However, the team work  closely with St Leger Homes who provided help with new tenant information. The Team also work closely with Council Tax.

In conclusion, the Chair made a suggestion that the team explore building relationships with the number of large social landlords that operate within the borough.

                        RESOLVED that the report be noted.