The General Purposes Committee meeting on Tuesday 17 March 2026 focused on preparations for the upcoming Mayoral and local elections and updates on the council's constitution and member induction programme. Key decisions included agreeing to forward proposals for a new constitution system to Full Council and endorsing the 2026 Member Induction Plan.

2026 Election Preparation

Robert Curtis, Head of Electoral Services, provided a detailed verbal update on the extensive preparations for the May 2026 elections. The committee heard that 153,000 household notification letters and 43,000 empty-property poll cards have been issued, with a further 215,000 poll cards and postal vote packs to follow, resulting in a total of 642,000 election-related mailings over the next six to eight weeks.

Recent national changes to postal and proxy voting rules mean that postal votes are now only valid for three years, requiring voters to reapply. Of the 28,000 postal voters who needed to reapply, 15,000 have renewed their registration, while 13,000 did not submit a new application.

New technology is being introduced to streamline the process, including QR code check-ins via iPads to expedite ballot paper issuance and enable automatic data syncing to the count venue. This technology has been successfully tested in other local authorities. For visually impaired voters, the McGonagall Reader audio voting system will be available in all 21 wards. The traditional 'grass skirt' method for counting votes will be replaced by 'Kangaroo' boards for multi-vacancy wards.

A total of 800 election staff have been recruited and trained, with strong coordination in place with the police, the Electoral Commission, and central government. The election count will be held at the Platinum Suite at the Excel Exhibition Centre.

In response to questions, Mr. Curtis confirmed that a significant engagement campaign is underway, featuring articles in 'Our East End' newspaper, updates on the council website, and bilingual messaging on postal voting pack envelopes. While the official documents will be in English, support will be available for residents whose first language is not English. He reiterated that the new technology has undergone robust testing and is well-supported by its supplier. Details of acceptable voter identification will be included in polling letters and postal voting packs. Registering to vote, and applying for postal and proxy votes are now exclusively online, with the system verifying details against Department for Work and Pensions records, including signature verification. Online assistance will be provided for those needing digital support, and hard copies of application forms will be available upon request, with all resident details processed through the online portal.

The committee thanked Mr. Curtis for his update and the ongoing election preparations.

Constitution Update - New Constitution and New Committee Procedure Rules

Matthew Mannion, Corporate Head of Democratic and Governance Services, presented the report on behalf of the Constitution Working Group. The committee was asked to approve the transition of the council's constitution to a new hosting system designed to improve accessibility and navigation. The report also proposed adopting a revised structure, themed around key areas such as decision-making, members, and officers.

The constitution is undergoing a significant redesign to enhance clarity and user-friendliness, making it more akin to legislative websites. Mr. Mannion requested the committee's 'in principle' approval, pending a final review. Once approved, the proposals will be presented to Full Council for formal agreement. Mr. Mannion thanked the committee for their contributions to the amendments. He explained that this is the first stage of the redesign, with future changes anticipated to provide easier access for officers, councillors, and residents through dedicated links. Promotional activities via the council's website and social media will follow the implementation of the new system.

The committee agreed to forward the new constitution project proposal, along with the new Committee Procedure Rules and Committee Structure Chart, to Full Council for consideration and approval.

Member Induction Programme 2026

Matthew Mannion also presented the Member Induction Plan for 2026, which had previously been shared for initial feedback. The plan aims to provide a comprehensive induction for both new and returning councillors following the May 2026 local elections. The programme covers administrative tasks, training sessions, and seminars designed to familiarise councillors with their roles and the council's work.

The induction programme, overseen by the Transformation and Assurance Board and the Member Learning and Development Steering Group, will conclude in July, with ongoing opportunities for personal development plans, mentoring, and participation in the continuous Member Development Programme. Mr. Mannion acknowledged that some scheduling conflicts might arise between training sessions and committee meetings, but noted that alternative sessions would be available.

The committee reviewed and commented on the report, agreeing and endorsing the overall Member Induction Plan 2026. They noted that specific training session arrangements might change due to factors such as trainer availability or member feedback.