The General Purposes Committee of Tower Hamlets Council met on Tuesday 08 December 2020, discussing the upcoming GLA elections, the electoral register, and HR policies. Key decisions included the agreement to note updates on the GLA election preparations and the electoral canvas, and the approval of the Councillor Call for Action guide to be added to the council's constitution.

GLA Election Preparations and Electoral Canvas

Robert Curtis provided an update on the preparations for the GLA elections scheduled for May 6, 2021. He detailed the management hierarchy for the elections, including the roles of Mary Hartley, Althea Loderick, and Will Tuckley, who will serve as the Tower Hamlets Borough Returning Officer and Counting Officer for referendums. The committee was informed about the three contests for the GLA: the Mayor of London, 14 London Assembly members, and 11 London-wide Assembly members, alongside two referendums. Preparations are proceeding with significant risk assessments in place due to the ongoing COVID-19 pandemic, with ongoing discussions with stakeholders such as Smartmatic, FDM, and Royal Mail.

Concerns were raised by Councillor George about potential crowds gathering at polling stations, a cultural issue that has caused trouble in the past. Robert Curtis assured the committee that this is on the agenda, risk assessments are being conducted, and close liaison with the police will occur. Councillor Peter Gold suggested writing to the Electoral Commission regarding this issue, and it was confirmed that the commission is already in contact and will be part of the project team.

The committee also discussed the integrity of postal voting, noting that since the introduction of individual electoral registration in 2014, accusations of fraud have diminished. The process involves verifying signatures and dates of birth against electronic records, with a fraud portal available for reporting any concerns. Councillor Prydele highlighted a legal loophole regarding the possession of photocopies of postal vote applications, and it was noted that this point has been raised with the House of Lords Select Committee for potential legislative change.

Robert Curtis also presented an update on the electoral canvas 2020, detailing the new three-route system for compiling the electoral register. Route one, involving data matching with the Department for Work and Pensions (DWP), resulted in a higher-than-expected match rate of 62.90%. Route two involved sending out traditional household forms (CCBs) to properties that did not match DWP data, with statistics on responses still being compiled. Route three involved identifying responsible individuals to contact for information, particularly for properties like universities and care homes. For the first time, local data matching was used, with data obtained from various council departments including education, housing benefits, parking services, council tax, and payroll, yielding positive results.

Due to COVID-19, the usual door-knocking process at the end of the canvas was not undertaken, a decision endorsed by the Electoral Commission. The publication of the register was maintained on December 1, 2020, despite the option to delay it.

Councillor Call for Action Guide

Adam Boey presented a report seeking approval for the Councillor Call for Action (CCFA) guide to be added to the council's constitution. The CCFA, developed as part of the strengthening local democracy framework, allows councillors to raise local issues of concern affecting their ward for consideration by the council's overview and scrutiny committee. It is intended as a last resort, requiring councillors to demonstrate that other resolution methods have been exhausted. The guide outlines the process, principles, benefits, limitations, and includes a template for requisition.

Councillors Kevin Brady and Denise Jones raised the importance of informing all councillors about the CCFA, suggesting training sessions and practical examples to ensure its appropriate use. Asmat Hussain confirmed that work will be undertaken with Sharon Goodman, the council's statutory scrutiny officer, and Matthew Mannion to develop a training package and communication strategy for both internal and external dissemination.

HR Policy and Procedures and Senior Recruitment

Amanda Harcus provided an update on the review of HR and people-related policies. The initial timeline for completing the top 10 prioritised policies has slipped due to COVID-19 pressures, with completion now expected by the end of January 2021. A significant piece of work is also planned to consolidate disparate family and dependent policies into an overarching, family-friendly suite. The new change policy has been released, aiming to make change management more consistent and clearer. The committee agreed to receive quarterly reports on policy updates.

Regarding senior recruitment, Amanda Harcus stated that the council is past the midway point of the senior leadership consultation. Recruitment for several senior roles will commence in late December and early next year, with further details to be provided at a follow-up meeting.

Constitutional Review

Matthew Mannion presented a report on the constitutional review. He explained that a yearly report to the General Purposes Committee would be presented to keep the constitution a living document, allowing for updates and providing members with an opportunity to request specific reviews. The report detailed changes requiring delegated approval and those needing committee approval. Two small updates were highlighted: a new piece of legislation regarding COVID powers affecting environmental health powers, and tweaks to the wording of the Standing Advisory Committee on Religious Education. Councillors Kevin Brady and Peter Gold expressed satisfaction with the process and the document, emphasizing the importance of the constitution being a living document.

Local Authority Governor Nominations

Runa Basit presented five applications for nomination as local authority governors for five schools. All applications, except for one new appointment to the merged St. Anne's and Guardian Angels school, were for reappointments. The committee agreed to the recommendations as presented.