A briefing for local agents

1. A briefing for local agents European Parliamentary election, 4 June 2009

2. Types of agents • National election agents and election agents • Sub-agents for registered political parties • Sub-agents for individual candidates • Polling agents • Counting agents • Postal voting agents

3. National election agents/ election agents • For parties: must be person appointed by the nominating officer (or nominating officer himself/herself) • For individual candidates: must be person appointed by the candidate (or the candidate himself/herself); must accept appointment in writing and sign it • National election agents/election agents are responsible for the election campaign • One exception for parties – campaign’s financial management is responsibility of treasurer/registered campaigns officer • Can observe the postal vote opening, poll, the verification count, as well as the delivery of nomination papers • Can appoint sub-agents

4. Sub-agents • Sub-agents are, in effect, deputy election agents • Can be appointed to act for the whole electoral region, plus/or a specific part of the same electoral region. Those specific parts may not overlap. • Parties standing in one region only and individual candidates: sub-agents only to be appointed for particular parts of the electoral region. • Appointment: • For parties: appointed by (national) election agent or person authorised by them. Must give notice to RRO. • For individual candidates: appointed by the election agent or individual candidate. Must give notice to RRO. • Only one sub-agent may be appointed for the whole electoral region, or for any part of the electoral region

5. Sub-agents • Anything done by or to a sub-agent in their appointed area is deemed to have been done by or to the election agent  • Can observe polling stations, verification & count, and postal vote openings • Can appoint polling/ counting/ postal voting agents

6. Polling agents/ verification & count agents/ postal voting agents • Who can appoint them? Election agents, sub-agents, or person authorised in writing by them • Can observe the process they were appointed for • Purpose is to check that processes are undertaken in an orderly, accurate and correct manner

7. Polling agents • Only one per party/individual candidate will be allowed into a polling station at any time • Play a role in detecting personation – can ask prescribed questions before elector is issued a ballot paper • Should report any improper occurrences to the election agent and retain any notes as evidence • May be present when PO marks ballot papers at a voter’s request • Can attach seal to ballot box and packets at the close of poll (not before) • MUST maintain the secrecy of the ballot. Can mark on their register who has voted, but the marked copy must be left in the polling station during the hours of poll

8. Postal voting agents • insert maximum number that may be appointed • Can observe opening of postal voting ballot boxes • Can observe the opening and verification of the returned postal ballot packs • Can object to postal votes being rejected as a result of postal voting statement being rejected • Not entitled to attend the issue of postal votes

9. Verification & count agents • Insert maximum number that may be appointed • Can observe the verification of the number of ballot papers in each ballot box against the ballot paper account • Can challenge doubtful ballot papers, so that they are adjudicated by the LRO • Can object to rejected ballot papers • MUST NOT TOUCH BALLOT PAPERS!!! • One counting agent per party or individual candidate can ask for recount – should be indicated on the appointment notice to LRO

10. Appointment deadlines • Appointment of election agents – 4pm 7 May • Last day for appointment of sub-agents – 28 May • Last day for appointment of polling and counting agents – 28 May • Postal voting agents: notice must be given to LRO before the time fixed for the postal vote opening session – insert info on timings of postal vote opening sessions

11. Electoral processes

12. Postal Voting • Personal identifiers provide extra security: • absent voters required to provide a sample signature and their date of birth on their application • this information is stored electronically to be checked against the security statement returned with the electors completed postal vote pack • Code of conduct – no candidate, agent or supporter should put themselves in a position where their honesty or integrity, or that of the candidate or party, can be questioned • It is important that any received applications or postal vote packs are returned to the ERO as soon as possible to ensure adequate time for processing. Deadline: 5pm 19 May.

13. Polling day • Polling stations open from 7am to 10pm • Office open x am to x pm for queries or problems relating to the administration of the election • any queries relating to regulatory issues or queries about a candidate’s campaign literature please contact the Electoral Commission (contact details shown later) • Polling station inspectors and their remit • Tellers – refer to guidance • Canvassing • Highways guidance for posters • Postal Votes – can be handed into polling stations within electoral area or delivered to the electoral services office until 10pm.

14. Verification and count • Two stages at a European Parliamentary election: verification of ballot papers and count • It is the LRO’s decision when to hold the verification and local counting of the votes • Verification centre will open to candidates, agents, observers and LRO’s guests from x time on y day • The verification will be held in: • Sports Centre 1, High Street, One town • The count centre will open to candidates, agents, observers and LRO’s guests from x time on Sunday, 7 June. • The count will be held in: • Sports Centre 1, High Street, One town • Make sure appointments for Counting Agents are submitted to the LRO prior to deadline

15. Spending issues

16. Party election agents and sub-agents must not incur any spending unless they are authorised by the party’s registered treasurer (or campaigns officer)

17. Contacts

18. Contacts • Electoral Services Office – x council 01234 567895 • Highways department 01234 567899 • Electoral Commission • Midlands Office 02476 820086 • Eastern and South East Office 020 7271 0600 • London Office 020 7271 0689 • North of England Office 01904 567 990 • South West Office 01392 314617 • Party and Election Finance 020 7271 0616

19. X Council Electoral Services Staff

20. Useful References • European Parliamentary Elections Regulations 2004 • European Parliamentary Elections (Amendment) Regulations 2009 • Guidance for Candidates and Agents available to download from www.electoralcommission.org.uk

21. Questions

22. Thank you