Decision

RESOLVED that

1. it be noted that the statutory responsibilities for electoral registration and election delivery rest with the Electoral Registration Officer and Returning Officer respectively;
2. it be noted that East Surrey Council must provide the funding and resources required to enable the Electoral Registration Officer and Returning Officer to discharge their functions; and
3. subject to the Shadow Executive’s approval of recommendations 4 to 8 below, the migration costs will be drawn from the LGR Implementation Fund;
4. the principle of procuring and implementing a single Electoral Management System for East Surrey Council to support the safe and lawful delivery of electoral registration and elections from vesting day, be approved;
5. the preferred procurement route for the East Surrey Electoral Management System be via a direct award through a framework agreement, with an initial contract term of three years and a one-year optional extension;
6. the principle of procuring and implementing a single electoral print supplier for East Surrey Council, to align with the single Electoral Management System and support the production of statutory electoral documents, be approved;
7. the preferred procurement route for the East Surrey electoral print contract be an open tender, with an initial contract term of two years and a one-year optional extension;
8. the interim S151 officer for East Surrey ensure that the financial implications of the new contracts are reflected in the 2027/28 budget as part of the budget setting process; and
9. Section 24 consent be granted for any existing sovereign authorities to enter into a new 12 month contract with their existing providers of electoral management software where the terms of their existing contract cannot be extended to 31 March 2028 whilst a procurement for the new system is undertaken.