1. Candidates and agents Briefing – 19 March 2016 Local government and Police and Crime Commissioner elections

2. Topics who’s who key dates of the election timetable qualifications disqualifications nominations agents postal votes the poll counting of votes candidates expenses integrity issues contacts

3. Who’s who Janie Berry is both Local Returning Officer for Derby City and Police Area Returning Officer (PARO) for Derbyshire for these elections. Paul Robinson is the Deputy Returning Officer and Deputy PARO with full powers. Janie is also the Electoral Registration Officer for Derby City, responsible for maintaining the register of electors and absent voters’ lists. The PARO is also responsible for liaising with and coordinating the work of Local Returning Officers (LRO’s / ERO’s) in the 9 Derbyshire authority areas. Contact details are provided later.

4. Election Timetable Publication of Notice of ElectionThursday 24 March 2016 Nominations commence10am on Thursday 24 March 2016 Close of nominations4pm Thursday 7 April 2016 Notification of appointment of election agentsBy 4pm Thursday 7 April 2016 Publication of statement of persons nominated4pm Friday 8 April 2016 Deadline for applications to register to voteMidnight Monday 18 April 2016 Deadline for new postal vote applications /changes to existing postal or postal proxy vote applications 5pm Tuesday 19 April 2016 Publication of notice of poll/situation of polling stations By Tuesday 26 April 2016

5. Election timetable (cont’d) Deadline for applications for new proxy votes5pm Tuesday 26 April 2016 Appointment of sub-agents (PCC Only), counting and polling agents Wednesday 27 April 2016 Polling dayThursday 5 May 2016 – 7am to 10pm Deadline to apply to vote by proxy on grounds of medical emergency or if unexpectedly called away because of employment or service 5pm – polling day, Thursday 5 May 2016 Replacement for lost/spoilt postal votes ends5pm – polling day, Thursday 5 May 2016 Alterations to register to correct clerical error9pm – Thursday 5 May 2016 Return of election expenses (Local)+ 35 days from result Return of election expenses (PCC)+ 70 days from result

6. Qualifications – Local Elections Candidates must satisfy criteria on the day they are nominated and on polling day: –at least 18 years of age –British, qualifying Commonwealth citizen (with indefinite leave to remain), national of an EU member state. Also at least one of the following: –Registered local gov’t 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 the local authority area during the last 12 months

7. Qualifications PCC Election To stand as a candidate for the Police and Crime Commissioner elections you must (on the you are nominated and on polling day): –at least 18 years of age –British, qualifying Commonwealth citizen (with indefinite leave to remain), national of an EU member state –and registered as a local government elector in a local council area that is within the police area

8. Disqualifications Local Election A person cannot be a candidate if they: –are employed by the local authority or hold a paid office under the authority (including joint boards or committees). Candidates may be ‘employed by the local authority’ if they work at certain schools, fire services, police or health services –are subject of a Bankruptcy Restrictions Order (or interim order) in England or Wales –have been sentenced to a term of imprisonment of three months or more (inc. suspended sentence) without option of a fine, during the 5 years before polling day –have been disqualified under Audit Commission Act 1998 –are serving a disqualification due to being found guilty of a corrupt or illegal practice by an election court –hold a politically restricted post

9. Disqualifications PCC Election

11. Submitting nomination papers – Local and PCC Elections To be submitted between 10am and 4pm from Thursday 24 March to 4pm Thursday 7 April 2016, excl. weekends and Bhols. –the nomination form –the consent to nomination –the home address form (PCC Only) Party candidates will also need to submit, by 4pm on Thursday 7 April 2016 –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)

12. Completing nomination papers Take care when completing your nomination papers, as mistakes may invalidate your nomination. Complete nomination papers early and arrange for us to provide an informal check by contacting us on 01332 640837 or to elections@derby.gov.ukelections@derby.gov.uk Nomination papers must be delivered in person to an elections officer – not by post

13. Submitting nomination papers – PCC Election

14. The deposit (PCC Only) Each candidate must deposit £5,000 with the PARO so that the nomination is valid. Can be made using legal tender (cash) or a UK banker’s draft The deposit is returned if a candidate polls at least 5% of the valid first preferences cast across the police area (or 5% of the valid votes if only two candidates are standing)

15. Nomination forms –Include your full name –Home address (Local Candidates) –Optional: use commonly used name box(es) if commonly known by a name other than full name and wish to use it instead. See EC C&A guidance on this. –Description field – 3 options: Independent party candidates can use party name or description authorised by a certificate issued by or on behalf of the Nominating Officer leave blank

16. Nomination form Subscribers: - 10 subscribers - local. - 100 subscribers - PCC Must sign & print their names. Check details of subscribers against electoral register/s. Only ask subscribers to sign after completing the candidate name, address (local only) and description fields on the nomination form.

17. Home address form PCC Only Candidate’s home addresses do not appear on the ballot paper – but they are published on the statement of persons nominated, unless otherwise requested On the home address form you can request to keep your home address private If so, state electoral area within the police area where you are registered to vote In all cases, you must give your full name and home address

18. Consent to nomination form - Local Elections Must include: –name and address –which area standing in –confirmation of qualification(s) that apply (at least 1, but select all that apply) –date of birth & signature –witness’ name, address and signature

19. Consent to nomination form PCC Elections All candidates must consent to their nomination On the consent to nomination form you will be asked to state:  that you are qualified and not disqualified from standing  that you are not nominated as a PCC candidate for any other police area on the same day  your date of birth The consent must be witnessed

20. Candidate’s election address PCC Election Only

21. 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 7 April 2016

22. 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 Thursday 7 April 2016 Party candidates should supply an electronic version of the emblem to the Returning Officer if required. The emblem must be registered by the party and published on the Electoral Commission’s register of political parties.register of political parties

23. 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

24. Election agent Responsible for the proper management of your election campaign; particularly its financial management. Notification of appointment must reach the RO / PARO by 4pm Thursday 7 April 2016. Form is included in nomination pack. You will become your own agent by default if none is appointed.

25. Other agents Other agents can be appointed to attend postal vote openings, polling stations and the count on your behalf: –You must give notice in writing of any people appointed as polling and counting agents by 5pm Wednesday 27 April 2016. –The appointment of postal voting agents attending a particular opening session must be made before the start of the session. We will give 48 hours’ notice. –Derby PV opening sessions will cover local and PCC for Derby City. –Other Derbyshire authorities will open PCC votes in their local areas

26. Other agents PCC Election Sub-agents The election agent may appoint sub-agents to act on their behalf in the police area, as long as their areas of appointment do not overlap. The agent must give written notice to the PARO by 27 April 2016. Polling and counting agents The LRO requires notice in writing of any people appointed as polling agents and any persons nominated to attend the counting of the votes by 27 April 2016.

27. Access to electoral register/absent voting lists - Local Elections Access by candidates – once you officially become a candidate: –earliest, on Thursday 24 March 2016 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 are included with your nomination pack.

28. Access to electoral register / lists of absent voters - PCC Election Access by candidates – once you officially become a candidate The earliest you can become a candidate is on 30 March Make written request to the PARO using the form available with the nomination pack. The PARO will liaise with other LRO’s in Derbyshire to provide registers. Requests can be scanned and sent to elections@derby.gov.uk elections@derby.gov.uk

29. Access to electoral register / absent voting lists Only use data for permitted purposes! –to complete the nomination form –to help you campaign –to check that donations/loans are permissible

30. Registration As a candidate you are uniquely placed to encourage people to register to vote. You should encourage people to register as soon as possible. The deadline for applying is Monday18 April. Registration has changed from a household to an individual system. Individuals can now also register online at https://www.gov.uk/register-to-vote. It only takes a few minutes. https://www.gov.uk/register-to-vote

31. Registration When discussing registering to vote with individuals, you will need to make them aware that they will need: –their National Insurance number, –date of birth and address to register. People who do not have / cannot retrieve their National Insurance Number can still register, but they may need to provide further information. Contact 01332 640837 or elections@derby.gov.ukelections@derby.gov.uk For non Derby City areas please contact the appropriate elections team

32. Absent voting If you are encouraging people who don’t have a postal (or proxy) vote to apply for one, make sure you explain that they will only qualify for one if they are (or will be) individually registered in time to vote at the elections Postal votes will be received and opened at Derby Arena for Local elections and Derby City PCC votes. Timings of opening sessions are available with your packs. Separate arrangements for each Derbyshire authority for PCC.

33. Campaigning dos and don’ts Do use imprints on all your campaign material, including websites. Do comply with planning rules relating to advertising hoardings and large banners. Do 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. 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. Electoral registration and absent vote applications: –Ensure forms fully confirm to the requirements of electoral law –Include the EROs address for the return of forms –Ensure unaltered applications are sent to ERO within two working days. –Make sure electors understand implications of applying for an absent vote. –Do not encourage postal ballot pack redirection. –Do not encourage electors to appoint a campaigner as proxy.

35. Code of conduct for campaigners Postal ballot packs: –Never touch a postal ballot paper –Never observe electors completing their postal vote. –Never handle or take any completed ballot paper or postal ballot pack from voters Campaigning outside polling stations: –You are allowed to put your messages to voters on polling day, including public spaces outside polling places –Keep access to polling places and the pavements around polling places clear to allow voters to enter.

36. Polling day Polling stations open from 7am to 10pm Office open 6.30am to 10 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 Postal votes – can be handed into polling stations within ward or delivered to the Council House until 10pm. A person in a queue at a polling station at 10pm waiting to hand in postal vote can do so after 10pm.

37. Counting of votes The Verification and local count for Derby City will be held in at Derby Arena, Royal Way, Pride Park, Derby DE24 8JB. The PCC verification for the rest of Derbyshire will be held at local count venues – details in PCC pack. Venue open to candidates agents from 9.30pm on Thursday 5 May 2016. Candidates, election agents, counting agents and one other person appointed by the candidate are entitled to attend. There are limits to counting agents depends on the number of candidates following close of nominations – details to follow at next briefing The central PCC Count will take place for all Derbyshire authorities at 12 noon Friday 6 May 2016 at Derby Arena using the Supplementary Vote system

38. Spending issues

39. Candidate spending Defined as certain expenses ‘used for the purposes of the candidate’s election’ during the regulated period. Responsibility of election agent Limit on expenses: –Local Elections £740 + 6 pence per elector in ward/division on register in force on 1 March 2016 –reduced for joint candidates –PCC Election – Derbyshire limit £141,933 Must get and keep receipts (over £20)

40. Candidates’ spending returns Returns due 35 calendar days after result of election Returns made public by Returning Officer for local elections and PARO for PCC Election Sample of returns may be reviewed by the Electoral Commission Failure to submit an expenses return is a criminal offence enforceable by police No spending will be reimbursed

41. Integrity issues DC Rich Foster Fraud Investigation Team Economic Crime Unit Derbyshire Constabulary

42. Contacts

43. Elections office – 01332 640837 or email elections@derby.gov.uk elections@derby.gov.uk PARO / Returning Officer 01332 643616 or janie.berry@derby.gov.uk janie.berry@derby.gov.uk SPOC Officer (Integrity issues) – DI Rob King 0300 122 4164 Electoral Commission contacts –For questions on the Commission’s guidance on standing for election, contact 0333 103 1928 – www.electoralcommission.org.uk/contact- us/our-offices]www.electoralcommission.org.uk/contact- us/our-offices –For questions on election spending, contact 020 7271 0616

44. Questions

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