Agenda item

To consider a report from the Director of Communities & Environment which presents a summary of Elections, Registrars and Land and Property Search Services performance against the strategic priorities for the council and city and other performance areas relevant to the Scrutiny Board (Strategy and Resources).

The report of the Director of Communities and Environment presented a summary of Elections, Registrars and Land and Property Search Services performance against the strategic priorities for the council and the city.

In attendance at the meeting were:

·  Councillor James Lewis – Executive Member for Resources and Sustainability

·  Gareth Moore – Land and Property Search Manager

·  Susanna Benton – Electoral Services Manager

·  Steve Coupe – Chief Superintendent Registrar

Discussions took place on a number of issues highlighted in the report. Responding to questions from Members the following information was provided:

·  It was reported that the number of voters registered at the universities was low due to new GDPR legislation which prevents the Electoral Registration Officer being able to block register students. Officers agreed to provide a breakdown of student numbers on the register of electors.

·  The Board noted that the Elections Office is working to increase student numbers by sending out invites to register; door step canvassing; and holding events at the universities. Universities were also being encouraged to capture key information as part of their own registration processes.

·  It was noted that current legislation allows for students to register at home and at university, therefore they would potentially be able to vote twice during local elections. It was acknowledged that more students tend to register to vote during a general election or referendum. Whilst only being allowed one vote at general elections, the Board learned that there is nothing in place nationally to ensure that students are not voting twice in general elections.

·  Whilst acknowledging that information on the voting registration form cannot be altered, the Board suggested that the Council could perhaps attach a covering letter to help explain more about the individual’s rights and the process itself. It was noted that a pictorial guide is already used currently, but a covering letter could also be considered.

·  The Board also discussed the number of non-UK voters registered in Leeds and the work being undertaken to try and increase this number.

·  The ‘tell us once’ service was explained. It was noted that this service has the capacity to signpost to other services such as counselling, bereavement services and third sector agencies.  Linked to this, the Board expressed the need to ensure that relevant frontline staff receive appropriate training to enable them to deal with such sensitive matters.

·  The Board raised concerns at the potential loss of £250K when land searches are moved to Nottingham. Members heard that in Leeds land searches are conducted quickly. However, this was not the case nationally which is why the decision to move to Nottingham had been taken. There was no confirmed date for the service to be moved.

During discussions, Cllr. Robinson had disclosed that he had recently attended the Registrars Service in relation to his forthcoming wedding and praised the level of service he received.  The Chair and the Board then formally congratulated Cllr. Robinson on his forthcoming wedding.

In conclusion, the Chair also thanked the officers for attending and gave general praise for the level of service being provided.

RESOLVED - To note the content of the report.