Agenda and draft minutes

Councillor Alex Sanderson proposed, and Councillor Rory Vaughan seconded, that Councillor Nikos Souslous be appointed Chair of the General Purpose Committee. There were no further nominations and it was unanimously agreed that Councillor Nikos Souslous take the role of Chair.

Apologies for absence were received from Councillor David Morton.

If a Councillor has a disclosable pecuniary interest in a particular item, whether or not it is entered in the Authority’s register of interests, or any other significant interest which they consider should be declared in the public interest, they should declare the existence and, unless it is a sensitive interest as defined in the Member Code of Conduct, the nature of the interest at the commencement of the consideration of that item or as soon as it becomes apparent.

At meetings where members of the public are allowed to be in attendance and speak, any Councillor with a disclosable pecuniary interest or other significant interest may also make representations, give evidence or answer questions about the matter. The Councillor must then withdraw immediately from the meeting before the matter is discussed and any vote taken.

Where Members of the public are not allowed to be in attendance and speak, then the Councillor with a disclosable pecuniary interest should withdraw from the meeting whilst the matter is under consideration.

Councillors who have declared other significant interests should also withdraw from the meeting if they consider their continued participation in the matter would not be reasonable in the circumstances and may give rise to a perception of a conflict of interest.

Councillors are not obliged to withdraw from the meeting where a dispensation to that effect has been obtained from the Standards Committee.

There were no declarations of interest.

This report sets out the methodology and results of the 2025 polling places and districts review and seeks approval for the updated polling scheme.

Kayode Adewumi (Assistant Director – Democratic, Registration and Coroner’s Services) gave a short introduction before handing over to Zoe Wilkins (Electoral Services Manager) and Matt Willis (Deputy Electoral Services Manager).

Zoe Wilkins introduced the report noting that the Council was required to divide each parliamentary constituency in the area into polling districts, designate polling places for those polling districts, and keep them under review. The report set out the methodology and results of the 2025 review and sought approval for the updated polling scheme. She discussed each of the proposed changes starting on page 3 of Appendix 1 of the report.

Councillor Alex Sanderson asked if all of the venues were accessible. Zoe Wilkins said the majority were and the Council would put in temporary modifications on election day such ramps or additional lighting where they were needed.

Councillor Jose Afonso said he thought the proposed changes were very sensible. He noted that at the last election a gate to the LEB polling station was closed. Zoe Wilkins said it should have been open and her team had discussed it with the venue since then. She added that if there were any issues at any upcoming elections, he could call her directly to resolve them.

Councillor Nikos Souslous (Chair) asked if there would be signs at the old venues directing people to the new venues. Zoe Wilkins said the venue changes would be on poll cards and there would also be signage at old polling station venues. She was also planning to discuss this with the Council’s communications team to see if targeted messages could be sent to residents to inform them of the changes.

The Chair asked if polling stations would show turnout outside the stations. Zoe Wilkins confirmed they would.

Councillor Rory Vaughan thanked the elections team for their hard work on the report. The Chair and Councillor Max Schmid echoed his comments and thanked the team.

Councillor Schmid then asked that an experienced person put signage at the old polling station locations – and on the common routes to those locations. Zoe Wilkins cautioned that it was sometimes challenging to get signage approved but she would try.

The report and recommendations were unanimously agreed.

RESOLVED

1. That General Purpose Committee approve the adoption of parliamentary polling districts and parliamentary polling places as set out in the scheme contained in Appendix 1.

2. That General Purpose Committee approve the adoption of the scheme contained in Appendix 1 in relation to all other referenda and elections held within the borough.

3. That General Purpose Committee instruct the Electoral Registration Officer to make the necessary amendments to polling districts and to revise and republish the electoral register on 1 February 2026.