CANDIDATES AND AGENTS BRIEFING 10 MARCH 2017 Elections to Dundee City Council 4 May 2017

1. CANDIDATES AND AGENTS BRIEFING 10 MARCH 2017 Elections to Dundee City Council 4 May 2017

2. Topics • Who’s Who • Election Timetable • Getting Nominated • Campaigning • Postal Votes and Polling Day • Voting and Counting • Spending Issues • Contacts • Information for Prospective Candidates

3. Who’s Who • The Returning Officer is the person responsible for running the election. The Returning Officer is David Martin. • The Electoral Registration Officer is responsible for maintaining the register of electors and absent voters’ lists. The Electoral Registration Officer is Roger Mennie.

4. Election Timetable

5. Election Timetable (cont’d)

6. GETTING NOMINATED

7. Qualifications • Candidates must satisfy criteria on the day they are nominated:- - At least 18 years of age; - British, qualifying Commonwealth (with indefinite leave to remain), EU member state citizen. • Also at least one of the following:- - Registered local government elector for local authority area; - Occupied as owner or tenant any land or premises in the local authority area during the whole 12 months preceding nomination; - Principal or only place of work (including unpaid) during last 12 months in local authority area; - Lived in local authority area during the last 12 months.

8. Disqualifications • A person cannot be a candidate if they: - received a severance payment under the Local Governance (Scotland) Act 2004; - hold a politically restricted post; - have had their estate sequestrated by a court in Scotland, been adjudged bankrupt by a court elsewhere, or are the subject of a bankruptcy restrictions order or undertaking (unless recalled, reduced or discharged); - they have been sentenced to a term of imprisonment of three months or more (including suspended sentence) without option of a fine, during the 5 years before polling day; - have been disqualified by a decision of the Accounts Commission or the Standards Commission; - Are serving a disqualification due to being found guilty of a corrupt or illegal practice by an election court;

9. Disqualifications (cont’d) (Local Authority Employees) • If a body is legally separate from the Council, a candidate could be elected to the City Council without having to resign. • Legally separate bodies are: - Dundee Contemporary Arts Ltd; - Tay Road Bridge Joint Board; - Tayside Valuation Joint Board; - TACTRAN; - Leisure and Culture Dundee. • If a body is not legally separate (eg Tayside Contracts Joint Committee), the candidate would have to resign if elected. • It is recommended that candidates should take their own legal advice on this ground of disqualification.

10. Submitting Nomination Papers • Nomination forms must be submitted by all candidates by 4pm on 29 March. • Must be delivered by hand to 20 City Square. • Any received by post or e-mail cannot be accepted. • Party candidates will also need to submit, by 4pm on 29 March: - A certificate authorising the use of party name/registered description on the ballot paper; - A written request to use one of the party’s emblems on the ballot paper.

11. Submitting Nomination Papers (cont’d) • Make sure the nomination papers are filled in correctly, as mistakes may invalidate your nomination. • To arrange an informal check, contact the elections office.

12. Nomination Form • Include your full name and home address. • Optional: use commonly used name box(es) if commonly known by a name other than full name and wish to use it instead. • Description field - 3 options: - leave blank; - Independent; - party candidates can use party name or registered description authorised by a certificate issued by or on behalf of the Nominating Officer.

13. Nomination Form (cont’d) • Must also include: - which ward you are standing in; - confirmation of qualification(s) that apply (at least 1, but complete all that apply); - candidate’s signature; - witness’ name, address and signature.

14. Certificate of Authorisation • Party candidates must have written permission to use the party name/description from the Nominating Officer (or a person appointed to act on their behalf). • The certificate may: - allow the use of the party name or a particular description; - allow candidate to choose whether to use the party name or any of the descriptions registered with the Electoral Commission. • Must be submitted by 4pm on 29 March. • We do not provide this form.

15. Emblem Request Form • Party candidates can ask for an emblem to be printed on the ballot paper. • Emblem request form must be submitted by 4pm on 29 March. • Form in the pack.

16. Joint Descriptions • Standing on behalf of more than one party. • May use registered joint descriptions; - must be supported by certificate of authorisation from each party. • May use one emblem of one of the parties but there are no joint emblems.

17. CAMPAIGNING

18. Election Agent • Responsible for the proper management of your election campaign; particularly the financial arrangements. • Notification of appointment must reach the Returning Officer by 4pm on 29 March. Form is included in nomination pack. • You will become your own agent by default if none is appointed.

19. Other Agents • Other agents can be appointed to attend postal vote openings, polling stations and the count on your behalf: - The RO requires notice in writing of any people appointed as polling and counting agents by 26 April; - The appointment of postal voting agents attending a particular opening session must be made before the start of the session. The RO will give 48 hours’ notice; - Forms are available in the pack.

20. Access to Electoral Register/Absent Voting Lists • Access by candidates - once you officially become a candidate: - earliest, 22 March if you, or others declared yourself a candidate; or - once you or others have declared yourself a candidate after this date or the date you submit your nomination papers, whichever is earliest. • Make written request to the ERO - a form is included in your nomination pack. • Only use data for permitted purposes including to help you campaign.

21. Campaigning • Use imprints on all your campaign material, including websites. • Comply with planning rules relating to advertising hoardings and large banners. • 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).

22. POSTAL VOTES AND POLLING DAY

23. Postal Votes • Code of conduct - no candidate or supporter should put themselves in a position where their honesty or integrity, or that of the candidate or party, can be questioned. • copy is in the pack. • for security reasons, absent voters are required to provide signature and date of birth on applications; - these are stored electronically and checked against the postal voting statement returned with the postal vote.

24. Postal Votes (cont’d) • It is important that any received applications are returned to the electoral registration office or postal vote packs are returned to the elections office as soon as possible to ensure adequate time for processing. • If you are considering printing your own application forms, they must contain all legislative requirements. • First issue of postal votes is 13/14 April - cut off 29 March • Postal vote openings; - Main Chamber, 9am on 26 April and every week-day thereafter.

25. Postal Votes (cont’d) • Each candidate may appoint 2 agents to observe the opening of postal votes. • Appointments must be received by 24 April. • Form in Pack.

26. Polling Day • Polling stations open from 7am to 10pm. • Office open 6.30am to 10pm for queries or problems relating to the administration of the election; - any queries relating to election spending issues, contact the Electoral Commission. • Postal votes - can be handed into polling stations within the Council area or delivered to the elections office until 10pm.

27. VOTING AND COUNTING

28. Single Transferable Vote (STV) • Voters will rank candidates in their order of preference using numbers (1, 2, 3, 4, 5, 6 etc). • Voters can rank as many or as few candidates as they wish. • The same number cannot be used twice and there should not be a break in the sequence.

29. Ballot Papers

30. The Count • Count is at DISC commencing 9 am on 5 May. • Convener of EMB issued a direction re timing. • Candidates, election agents, ONE counting agent and one other person appointed by the candidate as a guest are entitled to attend. • Ballot papers will be counted electronically. • Further details in nomination packs.

31. SPENDING ISSUES

32. Candidates’ Spending • Defined as certain expenditure ‘used for the purposes of the candidate’s election’ after the date they become a candidate. • Responsibility of election agent. • Spending limits: - £740 + 6 pence per elector in ward on register in force on 22 March; - reduced for joint candidates. • Must get and keep receipts (over £20).

33. Campaign Spending Returns • Returns due 35 days after result of election. • Returns made public by Returning Officer. • Failure to submit a campaign spending return is an offence. • Successful candidates who fail to submit returns may not sit or vote in the Council. • Full details at www.electoralcommission.org.uk/i-am- a/candidate-or-agent/local-council-elections-in-scotland-2017

34. CONTACTS

35. Contacts • Elections Office - 01382 434444. • Electoral Registration Office - 01382 434444. • Electoral Commission - Scotland Office - 0131 225 0200.

36. Information for ProspectiveCandidates • www.localcouncillor.scot • http://www.electoralcommission.org.uk/i-am-a/candidate-or-agent/local-council-elections-in-scotland-2017

37. QUESTIONS

38. THANK YOU Please ensure you take your candidate’s pack for guidance