The Elections and Democratic Structures Committee met to discuss ongoing election and registration activities, including the process for filling vacancies on Tickhill Town Council and the progress of the annual electoral register canvass. The committee also received an update on proposed changes to election law, including the potential for lowering the voting age to 16, and was informed about an upcoming review of electoral boundaries.

Elections Activity

The committee received an update on election activity, noting that while Doncaster did not have any scheduled elections for 2026, by-elections and referendums could occur at short notice. A specific by-election for Tickhill Town Council was discussed, where two vacancies had arisen. Due to the timing of the resignations, one vacancy had already resulted in an uncontested election, with one candidate elected unopposed. The second vacancy would also be filled by an uncontested election as only one valid nomination was received. This meant that one seat on Tickhill Town Council would remain unfilled and would need to be filled by co-option, as the electoral cycle for a new election could not be initiated.

Councillor Trina Barber, Electoral Services Manager, explained that the costs for town and parish council elections are fully borne by the respective councils. She also detailed the significant cost of a recent by-election in Armthorpe, which amounted to nearly £12,000. This cost was attributed to the size of the parish, requiring numerous polling stations and staff. Barber also highlighted the increasing cost of postage, which impacts the decision for parish councils to issue poll cards. She confirmed that the council works with parish councils to provide cost breakdowns and offers options for spreading election costs over several years.

Registration Activity

The committee was provided with an update on the annual canvass process, which aims to ensure the electoral register is accurate and up-to-date. Trina Barber explained the multi-stage process, which involves data matching with national and local datasets to identify properties where household composition is likely to have changed. Properties with no apparent changes (Route 1) are contacted to confirm if there are any updates, while properties with potential changes or that are empty (Route 2) require a direct response. A third route (Route 3) covers care homes.

The report indicated that 68.5% of properties were initially matched in Route 1, with a further 11,168 properties matched through local data mining, bringing the total for Route 1 to 74.86%. For Route 2, letters and emails were sent to 37,392 properties, with 8,343 responses received so far. The team was moving to telephone canvassing and personal visits for outstanding properties. The committee heard that the response rate can be challenging, particularly in the evenings, and that canvassing staff build relationships with residents to encourage participation. The process also includes efforts to contact residents in Houses of Multiple Occupation (HMOs) by liaising with keyholders or building managers.

The committee also received an update on the Representation of the People Bill, which is progressing through the House of Lords. Key proposed changes include lowering the voting age to 16, which will necessitate significant work with schools and new methods for registering young people who may not have national insurance numbers or driving licences. Other proposed amendments relate to accessibility in polling stations and a return to a five-year cycle for postal vote reapplications, from the current three-year period. Councillor Gemma Cobby, Cabinet Member for Regulation and Enforcement, Planning and Safer Communities, expressed interest in the council's engagement with schools regarding the votes at 16 proposal, suggesting activities like mock voting booths and school visits.

Electoral Boundary Review

The committee was informed that the Local Government Boundary Commission for England will be conducting a review of the electoral arrangements for Doncaster Council. This review, the first since 2014, will examine the number of councillors, ward names, boundaries, and the number of councillors per ward, with the aim of improving electoral equality. The process is expected to lead to changes that will be implemented for the 2029 local elections.

A Microsoft Teams briefing session was scheduled for Tuesday, 27 October, for all members to understand the review process, timelines, and how they can participate and support their constituents. Trina Barber highlighted that the review is driven by the Boundary Commission's cycle, which mandates reviews every 10 to 15 years, and that Doncaster is now within that timeframe. The review will consider the significant disparities in electorate size across current wards, with some having nearly 14,000 electors and others only 7,000. The commission will propose potential changes, such as creating new wards or merging existing ones, and members will have opportunities to provide feedback.