Transcript Document

Marr Ward Forums - February 2011
Community Councils
•What you need to know:
- to carry out elections properly
- general provisions
Community Council Elections
• Voting
• Polling
• Returning Officer Duties
Elections – Voting Arrangements
• Residents can only vote if they are:
– on the electoral roll for the CC area,
– and are entitled to vote in a local govt election at the date of
the CC election
• Must be by secret ballot, method determined by
returning officer as either (but not both):
– by ballot box, at a designated polling place/s
– or by postal ballot
Voting Arrangements continued
• Style of ballot papers must be approved
– contact Marr Area Office
• Voting can be by either:
– First past the post
– Single Transferable vote
(contact Area Office if wanting to use STV
system for prescribed procedures and advice)
Other Election Matters
• The Returning Officer determines the hours of
polling:
– but polling must be available between 6pm and 8pm
– unless postal voting is used
– the postal voting period is determined by the returning officer
• Vacant seats are filled by:
– candidates having the highest number of votes
– if for the last available seat or seats the votes for remaining
candidates are equal, the seats are decided by lot (responsibility of
Returning Officer)
Returning Officer Duties
• Can appoint helpers to:
– supervise ballot
– count votes
• Must immediately after count, complete a return for
Aberdeenshire Council and CC, with details on:
– those elected
– number of ballot papers issued and returned
– number of spoilt papers
– any other info the Council requires.
• Must also give:
– public notice of names and addresses of members elected
General Provisions
• 1st meeting of CC
• Office Bearers
• Meetings
• Declaration of interests
• Voting
General Provisions
• 1st Meeting
– Within 21 days of election
– Chaired by Returning Officer
– Chairperson and other office bearers nominated
Office bearers should stand again at next AGM
– Return to Aberdeenshire Council includes details
on:
Office bearers – Full Name, Designation, Address
Examiner or Auditor of accounts
– Any subsequent changes must be advised in
writing to Aberdeenshire Council
Office Bearers
• Chairperson
– Maximum 2 terms in Office
– Term of Office Maximum of 4 years
• Treasurer and Secretary
– Posts may be combined
– May be appointed from outwith CC
membership
– Term as per constitution
Meetings
• Intervals
– Interval of not more than 4 months
– At least 4 meetings per year (excluding AGM)
• Special meetings
– CC are empowered to call special meetings to
discuss matters of interest and importance
– On receipt of a requisition signed by 20 electors, a
special meeting of the CC must be held within 21
days. Specific business must be stated in
requisition and in the notice of meeting
Meetings
• Attendance
– Open to general public
– unless a specific issue demands confidentiality
• Quorum
– 1/3 of members
– Minimum of 3
– Or as per constitution
(anywhere between 1/3 and ½ of members as
long as that constitutes more than 3)
Meetings
• Agendas and minutes must be publically available:
– In Library, Public Hall or Post office
– Can be made available online
 on your own website
 or with us on www.ouraberdeenshire.org.uk/marr
– at least 3 days before holding any meeting
• Legal acts that apply to meetings:
– Public Bodies (Admission to meetings) Act 1960
– Local Government (Access to Information) Act 1985
Advice and Assistance
• Contact Marr Area Office
– 019755 64801
– [email protected]
– www.aberdeenshire.gov.uk/communitycou
ncils/index.asp