Candidates and agents Briefing

1. Candidates and agents Briefing Parliamentary Elections

2. Topics • who’s who • election timetable • qualifications • disqualifications • nominations • agents • postal votes • day of poll • counting of votes • candidates expenses • contacts

3. Who does what • RoleWho does what: • Returning Officer : Madeline Homer • Deputy Returning Officer: • Electoral Registration Officer : Madeline Homer • Democratic Services & Scrutiny Manager :Glenn Back • Electoral Services Office Cliff Robinson • Electoral Services Assistant :Lyn Davey • Democratic Services Officer: Kerrie Spicer • PR & Publicity Manager :Hannah Thorpe

4. Who’s who • The Returning Officer is the person responsible for running the elections. The Returning Officer is Madeline Homer. • The Electoral Registration Officer is responsible for maintaining the register of electors and absent voters’ lists. The Electoral Registration Officer is Madeline Homer. • You can contact both through the elections office (details provided later)

5. Elections 2015 • Three Elections being held on the same day • Parliamentary (All Polling Stations + part of DDC/CCC) • Thanet District Council (All Polling Stations) • Parish Councils (Parish council areas only, where contested) • Separate Ballot Box for ballot papers for each election – colour co

6. Election Timetable

7. Election timetable (cont’d)

8. Disqualifications • Candidates must be on the day they are nominated and on polling day • Be a British Citizen or a citizen of Irish Republic. Home address in the UK • Be 18 years or over • Disqualified if there is a bankruptcy restriction order (or interim order) in place • Disqualified if prison sentence of more than one year. • If found guilty of corrupt or illegal practices

9. Submitting nomination papers • Notice of Election 2 April. Nominations can be submitted from that date • nomination papers must be submitted by all candidates by 4pm – 9 April. Can only be submitted between the hours 10am-4pm. • the nomination form (more than one nomination form can be submitted) • Home address form (part 2 to be completed if you do not wish address to be made public) • the consent to nomination • Party candidates will also need to submit, by 4pm – 9 April: • A certificate authorising the use of a party name/ registered description on the ballot paper • A written request to use one of the party’s emblems on the ballot paper (optional) • Appointment system operates for nominations. Ring Elections Office for appoint.

10. Submitting nomination papers • ! Make sure the nomination papers are filled in correctly, as mistakes may invalidate your nomination. • ! Nomination papers, consent to nomination, certificates, request for party emblems must be delivered in person – no electronic forms are permitted.(only exemption is if the candidate is out UK) • Informal checks can be arranged, but please contact the elections office in advance to make arrangements.

11. Nomination form • Include your full name & 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 (and/or Annibynnol in Wales) • party candidates can use party name or description authorised by a certificate issued by or on behalf of the Nominating Officer

12. Nomination form Proposer and seconder • Plus 8 subscribers are required. Must sign & print their names. Check details of subscribers against electoral register. Only ask subscribers to sign after completing the name, address and description fields on the form otherwise it will be invalid. • Take on face value – provide the rules, candidates take own legal advice. • £500 deposit required. Legal tender (cash) or bankers draft. • All names included in Statement of Persons nominated • Objections to nominations must be made by 9 April

13. Nomination form • Joint Candidates can choose which party emblem they want to use. Emblem must be the same as EC website • Consent to nomination must have full address • If a candidate withdraws – sign notice must be received and delivered by hand but no prescribed form. The deadline for withdrawals is day nominations close. • Inspections arrangements - for parliamentary limited to nominated candidates/election agent/and proposer/seconder plus one other if candidate is own agent. (Only during delivery) No copies can be taken

14. Consent to nomination form • Candidates name • Date of birth • Must be signed by candidate • Must be witnessed - name and address

15. 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 9 April 2015 • Cannot be submitted electronically

16. 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 9 April 2015 • Party candidates should supply an electronic version of the emblem to the Returning Officer if required – must be the same as on EC website

17. Joint candidates • Nominated by 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. Must decide which one to use.

18. Election agent • Responsible for the proper management of your election campaign; particularly its financial management. • Proper address and must be in the Constituency or in an adjoining one • Sub agents can be appointed but must done by 2 day before election day. • Notification of appointment must reach the RO by 4pm – 9 April.Form is included in nomination pack. • You will become your own agent by default, if none is appointed. • Details of agents published • Candidate can change/revoke the name of their agents but must notify RO

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 . • The appointment of postal voting agents attending a particular opening session must be made before the start of the session. • Full details are as follows: • First opening Wed 22 April at 10.am • Then daily at 10.00am (apart from Saturdays, Sundays and Bank Holiday 4 May) until 7 May. • Special session on Saturday 2 May and late evening session 10.00pm on 9 May If there are any subsequent changes/cancellations, the RO will give 48 hours’ notice. Forms are available for notifying the RO.

20. Access to electoral register/absent voting lists • Access by candidates – once you officially become a candidate: • 2 April 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 ERO – forms are available from the office / are included in nomination packs.

21. Access to electoral register / absent voting lists • Only use data for permitted purposes! • Need to sign a disclaimer form. Can only use the data: • to complete the nomination form • to help you campaign • to check that donations/loans are permissible

22. 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. • Must 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).

23. 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.

24. Wearing Rosettes and Tellers • Candidates, agents and polling agents and tellers allowed to wear Rosettes, and if allowed in the polling station, can wear them in there. • Wearing of Rosettes with name of candidate/party and emblem are allowed in and around the Polling Station but must not be oversized. • Tellers not allowed in the Polling Station and must not obstruct the voting process

25. Polling day • Polling stations open from 7am to 10pm • Elections Office open 7am to 10.00 pm for queries or problems relating to the administration of the election • for queries relating to election finance issues, contact the Electoral Commission (contact details shown later) • !Voters in the polling station or in a queue outside the polling station at 10 pm can apply for a ballot paper. (if RO expects this to occur will use a numbering system) • 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 postal vote can do so after 10pm.

26. Verification & Counting of votes • Count Centre - Winter Gardens, Fort Crescent, Margate, CT9 IHX • Count centre premises will open to candidates and agents from 9.45pm onwards on Thursday 7 May 2015 • Verification and count for the Parliamentary Election and verification only for the District and Parish Elections will commence at 10.00pm on 7 May 2015 in the Winter Gardens, Fort Crescent, Margate, CT9 IHX • Candidates, election agents, counting agents and one other person appointed by the candidate are entitled to attend plus a number of counting agents which will be limited. RO has discretion on overall numbers. • Access is by ticket only (letter) and you will be given a wrist band

27. Spending issues

28. Candidate spending • Defined as certain expenses ‘used for the purposes of the candidate’s election’ after the date they officially become a candidate • Responsibility of election agent • 1 April (Parliamentary) • Long Campaign starts on 19 December 2014 and finishes day you officially become a candidate e.g. 30 March • Short Campaign starts on day you officially become a candidate 30 March and finishes on 9 May • Limits Long Campaign £30,700 plus 9p per elector (at 1 April) • Limits Short Campaign £8700 plus 9p per elector (at 1 April) • Must get and keep receipts (over £20)

29. Candidates’ spending returns • Returns due by Friday 12 June • Returns made public by Returning Officer within 14 days of deadline. • Returns for both long and short campaigns must be made • Sample of returns may be reviewed by the Electoral Commission • Failure to submit an expenses return is a criminal offence. Even nil returns where nothing is spent must be completed • No spending will be reimbursed

30. Contacts

31. Contacts • Elections Office – 01843 577500 • Highways department – – KCC 03000 414141 • Thanet Press and Publicity – Hannah Thorpe 01843 577120 • Electoral Commission contacts • Eastern and South East team 020 7271 0600 • London team 020 7271 0564 • Party and Election Finance 020 7271 0616

32. Media • Media accreditation required in advance for those who wish to attend  • - Media zones set up to allow access for filming/photos/interviews -must adhere to election rules. Must not obstruct count process. No close up shots of count process permitted. • - Technical recce held at venue for media in advance • - All media enquiries to be directed to Thanet Council Press Office

33. Questions

34. Thank you Please ensure you take your candidate’s pack for guidance