Memorandum by Calderdale Council (PVF
02)
I refer to your letter dated 14 June 2004 and
would apologise for the delay in responding but I am sure you
will appreciate there is a great deal of work to be undertaken
following the election.
My initial comments to your enquiries are as
follows:
GENERAL
1. Yes. The uncertainty of whether the Yorkshire
and the Humber Region would be part of the pilots meant that much
work had to be undertaken unnecessarily. Owing to the lateness
of the final decision Authorities had to make arrangements for
a normal election and also plan as best they could for an all-postal
election. Having no previous experience of all postal pilots is
was very difficult to plan ahead when no-one was able to provide
proper advice/guidance on intricacies of the all-postal voting
system. There was no time for proper system enhancements or any
time for testing those enhancements which could be implemented.
Similarly new procedures had to be introduced which had to be
tested in a live environment. There was no room at all for error.
2. Yes. There was a severe shortage of experienced
print companies who could undertake the complicated print requirements.
This was further complicated by the fact that many Authorities
had "all out" district council elections. This meant
that the few print companies who could undertake the work were
extremely pressed to produce and despatch the ballot packs by
the required date. The timescale allowed no time to "catch
up" in the event of a system breakdown.
3. Yes. Staff had to be recruited from throughout
the Council to deal with the opening and verification of postal
ballot packs over a 10 day period. Although training was provided
for these members of staff, procedures had to be amended "on
the hoof" as there had been no time or opportunity for a
dummy run beforehand.
4. One allegation of fraud has been passed
to the Police for investigation. In addition, a member of the
public wishing to make an allegation was advised to contact the
Police.
PRINTING AND
DISSEMINATION
5. There was difficulty in finding printers
who could undertake the complicated print requirements. A number
of experienced ballot paper printers declared at the outset that
they would not be in a position to provide printing services at
the elections. This meant that the choice of print company was
severely restricted and those who remained in the market were
reported to be working at full capacity. As the decision to use
Electoral Reform Services Ltd was taken at an early stage there
was no problem with print capacity so far as my Council was concerned.
I am aware that this was not necessarily the case in other areas.
6. No.
7. With the exception of one or two occasions
when the delivery of returned ballot packs was delayed without
notification, Royal Mails' performance was generally good.
8. (a) 7.
(b) 7.
9. So far as I am aware all postal ballot
packs were delivered by Saturday 29 June 2004.
VOTING PRACTICALITIES
AND RETURNS
10. (a) A large number of voters perceived
that the requirement for a declaration of identity and witness
made the ballot non-secret. In addition, it was not clear to many
voters who could act as a witness.
(b) Envelope dimensions did not appear
to cause problems for voters.
(c) Many voters were confused by the
complexity of the ballot. Whilst the instructions were reasonably
clear the amount of information text provided was rather overwhelming
to many voters.
11. (a) 174 postal packets (0.25% of
those returned) arrived back after the close of poll.
(b) 1,425 postal packets (2.05% of
those returned) were marked "rejected" and not included
in the count.
12. All-postal voting increased the turnout
to 49% overall.
13. Not applicable.
COST AND
RESOURCES
14. (a) Yes. Many staff were brought
in for the opening and verification of the postal packets.
(b) Yes. Some staff were obliged to
work additional hours eg when the ADP was opened on days when
the Council offices would normally be closed, and working after
normal office hours. Costs are yet to be finalised.
15. The printing of postal ballot packs
cost £50,643.90 + VAT. Other costs are yet to be finalised.
16. Not applicable.
Linda Clarkson
For the Returning Officer
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