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European Parliamentary Elections 22 May 2014 Prospective Candidates and Agents Briefing

European Parliamentary Elections 22 May 2014 Prospective Candidates and Agents Briefing. Candidate & Agents Briefing 1. Housekeeping. Please turn all mobile phones off or to silent There are no fire alarm tests today

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European Parliamentary Elections 22 May 2014 Prospective Candidates and Agents Briefing

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  1. European Parliamentary Elections 22 May 2014 Prospective Candidates and Agents Briefing 1 Candidate & Agents Briefing 1

  2. Housekeeping • Please turn all mobile phones off or to silent • There are no fire alarm tests today • If alarm goes go to nearest Fire Exit and follow directions from staff. 2 Candidate & Agents Briefing 1

  3. Aims of the Briefing • To give overview of the Electoral procedures for Candidates and Agents for the European Parliamentary elections. • To give detailed information up to and including the Nomination process. • General information regarding the election processes Candidate & Agents Briefing 1 3

  4. Areas to be covered • Overview of the South East Region • Details of the Information Packs • Election Timetable • Roles and Responsibilities • How we are running the South East Region • Candidate qualifications • Nomination Process • LRO information • Appointment of Agents and sub-agents • Postal Votes • Registers 4 Candidate & Agents Briefing 1

  5. Introductions Regional Returning Officer South East Region Mark Heath RRO Support Officer & Deputy RRO Ross Thompson Deputy RRO Marijke Elst RRO Administration Support Officer Pat Mitchell 5 Candidate & Agents Briefing 1

  6. South East Region Election for 10 European Members of Parliament Region Consists of • 67 District Authorities • 19 of which have one other election as well. • 10 of which have two other elections as well. 6 Candidate & Agents Briefing 1

  7. Information Packs • Electoral Commission Guidance for Candidates and Agents • including • Election Time Tables Euro & Combined Elections • Nomination Pack • Sub-Agent, Polling Agent, Postal Voting & Counting Agents appointment forms • Requests for Electoral Register & Absent Voters list • Code of conduct for campaigners – Postal Voting, Proxy Voting and Polling Stations • Tellers Guidance & Do’s & Don’ts All are available from the Electoral Commission website 7 Candidate & Agents Briefing 1

  8. European Election Timetable Friday 11 April Notice Of Election Monday 14 April Last day for Publication of Notice Of Election First day for delivery of Nomination Papers (Delivery between 10am and 4pm each working day) Thursday 24 April Last day for delivery of 4pm Nomination Papers and Withdrawal of Nominations Appointment of National Election Agents / Election Agents Deadline for objections to Candidates (various times for various reasons) 8 Candidate & Agents Briefing 1

  9. European Election Timetable Thursday 24 April Deadline for 5pm Statement of Parties and Individual Candidates Nominated including Notice of Poll Publication of First interim election notice of Alterationsto Register Tuesday 6 MayLast day for applications for Registration Tuesday 7 MayLast day for applications for 5pm Receipt of Applications & Changes to new & existing Postal Vote,Postal Proxy or Proxy votes 9 Candidate & Agents Briefing 1

  10. European Election Timetable Between Friday 25 April to Publication of Wednesday 14 May Second interim election notice of Alteration (at LRO Discretion) Thursday 15 May Deadline for appointment of Sub-agents, Polling and Counting Agents Friday 16 May First day for replacement of lost postal votes Thursday 22 May POLLING DAY 7am – 10pm 10 Candidate & Agents Briefing 1

  11. Roles & Responsibilities Regional Returning Officer • Overall Management of election • All aspects of the nomination process • Determination of the form of the Ballot Paper • Receive verification details from the LRO • Receive Verification figures from Districts on Thursday / Friday • Receive local results on Sunday • Calculate and declare regional result • Notifying the Secretary of State of the result • Power of Direction 11 Candidate & Agents Briefing 1

  12. Roles & Responsibilities Local Returning Officer • Staffing of the election • Polling Stations • Issue of poll cards • May appoint Deputies (Full and specific powers) • Issue and receipt of postal Ballot Papers • Verification of Ballot Paper Accounts • Counting of Votes • Announcing the LOCAL result AFTER notification of the result to the RRO 12 Candidate & Agents Briefing 1

  13. Roles & Responsibilities Inter play between LRO & RRO • Issues for LRO’s need to be raised with them, not the RRO • RRO not “Court of Appeal “ in relation to issues that are legally the purview of the LRO • RRO will expect to have major / fundamental issues raised with him, by both LROs and parties / candidates • Where raised and if valid / appropriate will take time to review / discuss and share with other relevant bodies 13 Candidate & Agents Briefing 1

  14. South East Region • Information cascaded through County Group • Monthly meeting of County Group reps. • Full day Seminar for LRO’s and Electoral Service Managers (ESM) • List of LRO and ESM contact details for direct contact • RRO office at Southampton City Council offices 14 Candidate & Agents Briefing 1

  15. Candidate Qualifications • To be able to stand as a candidate at a European Parliamentary election in Great Britain you must: • be at least 18 years old on the day of your nomination • be a British or Irish citizen; an eligible Commonwealth citizen; or a citizen of any other member state of the European Union resident in the UK or Gibraltar Additional requirement for candidates who are EU citizens • If you are an EU citizen (other than a British, Irish, Maltese or Cypriot citizen), you will be required to make a declaration stating: • that you are not standing as a candidate at the same European Parliamentary election in any other EU member state, and • that you have not been disqualified from standing for election in the EU Member State of which you are a national due to a judicial or administrative decision • Details on the process for making and submitting this declaration are provided in Part 2a: Standing as an individual candidate and Part 2b: Standing as a party list candidate and guidance for registered parties submitting party lists. 15 Candidate & Agents Briefing 1

  16. Candidate Disqualifications • As well as meeting the qualifications for standing for election, you must also not be disqualified from being elected as a Member of the European Parliament (MEP). • You will be disqualified if: • you are also disqualified from standing for election to the House of Commons (with some exceptions) (EC Candidates guidance see paragraph 1.9) • you are a particular type of bankrupt (EC Candidates guidance see paragraph 1.12) • you are detained in prison for more than a year or are subject to a particular court decision (EC Candidates guidance see paragraph 1.14) 16 Candidate & Agents Briefing 1

  17. Candidate Disqualifications To avoid the risk of challenge, candidates should ensure that they have ceased to hold any disqualifications or disqualifying offices by the time they sign their consent to nomination. Candidates are required to declare in their consent to nomination that, to the best of their knowledge and belief, they are not disqualified from the office of MEP. It is an offence to knowingly make a false declaration. Being disqualified from standing for election to the House of Commons • You are disqualified from being elected as an MEP if you are also disqualified from standing for election to the House of Commons. For full details refer to the EC Candidates & Agents guidance Part 1 Paragraphs 1.9 -1.11 17 Candidate & Agents Briefing 1

  18. Candidate Disqualifications Bankruptcy • Bankruptcy in itself is not a disqualification. You are only disqualified if: • you are currently subject to a bankruptcy restrictions order or debt relief restrictions order made by a court in England or Wales, or a bankruptcy restrictions order made by a court in Northern Ireland, or • your estate has been sequestrated by a court in Scotland and you have not been discharged, or • you are bankrupt under the law of Gibraltar • A person is not disqualified if they have been adjudged bankrupt by a court in England, Wales or Northern Ireland, or are subject to an interim bankruptcy restrictions order, as long as they are not also currently subject to any of the particular bankruptcy disqualifications listed above. EC Candidates & Agents guidance Part 1 Paragraphs 1.12 -1.13 18 Candidate & Agents Briefing 1

  19. Candidate Disqualifications Imprisonment and court decisions • You will be disqualified if you have been convicted of an offence, have been sentenced to be imprisoned or detained for more than a year and are detained anywhere in the UK, Ireland, the Channel Islands, the Isle of Man or Gibraltar, or are unlawfully at large. • You will also be disqualified if you have been disqualified under the Representation of the People Act 1983 (as amended), which covers corrupt or illegal electoral practices and offences relating to donations, or under the Audit Commission Act 1998; are disqualified for election as an Elected Member of the Parliament of Gibraltar by virtue of section 36 of the Parliament Act; or, as an EU citizen, other than an Irish, British or other Commonwealth citizen, you have been disqualified from being an MEP by a judicial or • administrative decision under the law of the member state of which you are a national EC Candidates & Agents guidance Part 1 Paragraphs 1.14 -1.15 19 Candidate & Agents Briefing 1

  20. Candidate Disqualifications Incompatible offices • Being a Member of the UK Parliament is incompatible with being an MEP (this includes being a member of the House of Lords. Life peers automatically have their rights to sit and vote in the House of Lords suspended upon election as an MEP for as long as they hold that office). • There are also a number of public offices or posts in EU bodies and in Gibraltar which are incompatible with being an MEP. EC Candidates & Agents guidance Part 1 Paragraphs 1.16 -1.17 20 Candidate & Agents Briefing 1

  21. Nomination Process • Nomination packs are enclosed Separate packs for Parties and Independents These are Electoral Commission forms and can be downloaded from their website • Please ensure these are completed correctly • Completed forms can be delivered to the RRO or his deputy from Monday 14 April between 10am and 4pm each working day until 4pm on Thursday 24 April • Please make an appointment as early as possible during this period to enable an informal check to be carried out and then submit your nomination papers, so you do not have to wait, please allow up to an hour for this process 21 Candidate & Agents Briefing 1

  22. Certificates of Authorisation - Political Parties • Following guidance from the Electoral Commission the Certificates of Authorisation and Emblem Request forms MUST be original documents. • “Certificates of authorisation and emblem request forms may be delivered by hand or by post but may not be submitted by fax, e-mail or other electronic means. The election rules require the certificate of authorisation (and emblem request form) to be received by the Returning Officer (RO). A certificate requires a method of authentication to make it a certificate which will, in practice, usually be achieved by a signature to attest the truth of the facts stated. Whatever method of authentication is used, it must be the original document that is received by the RO, not a copy document.” 22 Candidate & Agents Briefing 1

  23. Nomination Form Political PartiesPage 1 • Name and Signature of the Nominating Officer • Full Name of political party as registered with the Electoral Commission • Request for Party description as registered with the Electoral Commission • Request for Party emblem as registered with the Electoral Commission • Authorisation for person other than the Nominating Officer to deliver the Nomination form 23 Candidate & Agents Briefing 1

  24. Nomination Form Political PartiesPage 2/3 List of Candidates • Candidates Name (10) • Commonly used name if used • Full home address 24 Candidate & Agents Briefing 1

  25. Nomination Form Political Parties and IndependentPage 4 Consent to Nomination (2A) • One form to be completed by each candidate • Full name • Full home address • Name of political party as registered with the Electoral Commission Not for Independent Candidates • Date of birth • Candidates signature and date • Signature witnessed to be completed in full 25 Candidate & Agents Briefing 1

  26. Nomination Form Political PartiesPage 5 These forms should be returned now or as soon as possible Declaration for EU Citizens for party list. (2B) • Full Name • Nationality • Full home address • Name of locality or constituency at which they were registered on an electoral register in the EU Member state of which they are a national • Date of birth • Place of Birth • Candidates signature and date 26 Candidate & Agents Briefing 1

  27. Nomination Form Political Parties Other Forms Independent • 3 Notification of appointment of election agent no later than 4pm on Thursday 24 April Parties • 3A Notification of appointment of national election agent (Parties) no later than 4pm on Thursday 24 April • 3B Notification of appointment of election agent for the South East Region (for parties only standing in one Region) 27 Candidate & Agents Briefing 1

  28. Nomination Form Political Parties Other Forms Both • 4 Appointment of sub-election agent for the South East Electoral region no later than Thursday 15 May • For each Sub-agent • Full Name • Office address • Other address if different • Area for which they will be sub-agent Each form must be signed by the National Election Agent 28 Candidate & Agents Briefing 1

  29. Nomination Form Political Parties Other Forms • Withdrawal of Nomination Notice • no later than 4pm on Thursday 24 April • Please return the following forms as soon as possible but no later than Thursday 15 May • Appointment of Polling Agents • Appointment of Postal Vote Agents • Appointment of Counting Agents 29 Candidate & Agents Briefing 1

  30. Access to electoral register/absent voters list • Access by candidates – once you officially become a candidate: • earliest, on 14 April 2014 if you, or others declared yourself a candidate • once you or others have declared yourself a candidate after this date / date you submit your nomination papers • Make written request to the RRO – forms are available from the office / are included in your nomination pack. • These requests will be forwarded by the RRO to each appropriate LRO to supply the information directly to you. 30 Candidate & Agents Briefing 1

  31. Access to electoral register/absent voters list • Only use data for permitted purposes! • to help your campaign • to check that donations/loans are permissible 31 Candidate & Agents Briefing 1

  32. Deposits • The Notice of Election will be published by 14th April 2014 • The deposit of £5000 MUST be paid (or cleared funds) at the time of submitting your nomination papers. • The Deposit can be paid by Cash, Bankers Draft or cleared BACS payment • If paying by BACS          Account Name SOUTHAMPTON PARLIAMENTARY CONSTITUENCIES Acc No:                  50101206 Sort Code:           20 – 79 – 25 Funds MUST be cleared before a nomination can be accepted. 32 Candidate & Agents Briefing 1

  33. Return of Deposits • Please specify on the form you will receive when your nomination is submitted how you require your deposits returned. (for those eligible to have their deposits returned) • Options are • Cheque • Bank transfer • Cash 33 Candidate & Agents Briefing 1

  34. Campaigning • Use imprints on all your campaign material, including websites. • Comply with planning rules relating to advertising hoardings and large banners. • Make sure outdoor posters are removed 2 weeks after the election. • Do not produce material that looks like a poll card. • Do not pay people to display your adverts (unless they display adverts as part of their normal business). 34 Candidate & Agents Briefing 1

  35. Code of conduct for campaigners • Campaigners are an essential element of a healthy democracy, but their activities should not bring into question the integrity of the electoral process. • Absent vote applications: • Make sure electors understand implications of absent vote. • Do not encourage postal ballot pack redirection. • Do not encourage electors to appoint a campaigner as proxy. • Ensure unaltered applications are sent to ERO within two working days. • Postal ballot packs: • Never touch a postal ballot paper or observe electors completing their postal vote. • Do not encourage electors to give you their completed postal ballot paper or envelope. • If asked to take a postal ballot pack, immediately post it or take it directly to the office of the Returning Officer or to a polling station. • Polling stations: • Keep access to polling places and the pavements around polling places clear to allow voters to enter. 35 Candidate & Agents Briefing 1

  36. Postal Votes • Last date for Postal Vote applications is 5pm 7 May 2014 • Postal Votes will be issued by the individual Authorities • Due to the different local arrangements the postal votes will be dispatched to Royal Mail in the following window. 30 April to 12 May A majority between 6-12 May • Due to the revised timetable authorities may have two issues of PV. The first being the bulk of postal votes and a second smaller issue with the later applications. 36 Candidate & Agents Briefing 1

  37. Postal Votes • Postal Votes opening sessions will be arranged by each LRO and you should contact the relevant LRO for details of local Postal Vote opening sessions. 37 Candidate & Agents Briefing 1

  38. Polling Day • Polling stations open from 7am to 10pm • RRO Office will be open 6.30.am to 10.30pm. for queries or problems relating to the administration of the election • for queries relating to election candidate finance issues, contact the Electoral Commission (contact details shown later) • Voters in the polling station in a queue inside or outside the polling station at 10 pm can apply for a ballot paper • Postal votes – can be handed into polling stations within ward/division or delivered to the elections office until 10pm. • Aperson in a queue at a polling station at 10pm waiting to hand in a postal vote can do so after 10pm. 38 Candidate & Agents Briefing 1

  39. Verification • Each LRO will verify the Ballot Papers for their District Council area either Thursday night or Friday morning • The RRO will issue a verification / turnout figure for the South East Region by 4pm on Friday afternoon. • Local verification figures will be available after this time. 39 Candidate & Agents Briefing 1

  40. Counting of Votes • Counting of votes will take place on Sunday 25th May • Counts will start locally as directed by the Local Returning Officer in order to provide the Regional Returning Officer with a result for 9pm • The Regional Returning Officer will then collate the 67 local results into the Regional Result here in Southampton and use the D’Hondt method for the allocation of seats. • The result will be declared in the O2Guildhall in Southampton 40 Candidate & Agents Briefing 1

  41. Candidates Spending • Candidates spending is regulated by the Electoral Commission and is laid out in the Candidates and Agents Guidance. • Any enquiries should be referred to the Electoral Commission. www.electoralcommission.org.uk Contacts at the commission. Tel: 020 7271 0616 pef@electoralcommission.org.uk 41 Candidate & Agents Briefing 1

  42. Royal Mail Free postage on one election communication • Every registered political party and individual candidate included on the statement of individual candidates and parties nominated is entitled to free postage on an election communication to be sent out across the electoral region. Postage will be free on either: • one unaddressed election communication up to 60 grams to every postal address, or • one election communication up to 60 grams addressed to each elector 42 Candidate & Agents Briefing 1

  43. Royal Mail contacts Parties and individual candidates should contact Royal Mail to make arrangements if they would like to send an election communication free of charge. Royal Mail can require their own reasonable terms and conditions to be complied with. Additionally, any material that is sent must not contain information on any other election or any other advertising. Information on Candidate mailings are detailed in the Electoral Commission guidance for Parties & candidates (part 4 page 10/11 para 1.32/33) http://www.electoralcommission.org.uk/__data/assets/pdf_file/0006/163527/EPE-Part-4-The-Campaign.pdf In terms of details / contacts etc, if you go to Royal Mail's website - see: http://www.royalmail.com/sites/default/files/CandidateMail_EuropeanElection_Brochure_Mar2014.pdf 43 Candidate & Agents Briefing 1

  44. Next Briefing • A further briefing will held for Candidates (and their agents) that have been nominated. • The briefing will be here in the Council Chamber on Thursday 1 May 2014 2.30. – 4.30. pm. • It will include detailed election arrangements, count arrangements and details of media coverage. 44 Candidate & Agents Briefing 1

  45. ANY Questions? 45 Candidate & Agents Briefing 1

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