Board minutes: 17 October 2023

Following the closed session of the Board, the Board resolved the following:

• Shaun McNally to step down as Chief Executive Officer on 30 November 2023
• Rob Vincent will act as interim Chief Executive Officer from 1 December 2023 until a permanent successor is appointed.  Recruitment is to start as soon as possible.
• David Moran, Finance Director, will be proposed as Accounting Officer until a new Chief Executive Officer is appointed
• Following recommendations from Remco, the salary for the new Chief Executive Officer will be increased to £198,000 per annum.
• Rob Vincent will step down as Remco Chair from 1 December 2023

Apologies were received from Elan Closs Stephens.  It was noted that further declarations of interests would be received from Commissioner Sarah Chambers to the Governance Team.
    
Resolved: That the Board noted the updates since the September 2023 Board meeting.

Resolved: That the Board noted the registers of interests would be updated for publication.

Resolved: That the Board agreed the minutes of the meeting held on 26 September 2023.

The Board noted the updates and progress made against the actions listed in  the tracker.  

The Board noted that due to Commissioner Rob Vincent taking on the role of interim Chief Executive, a new chair for the Remuneration and Human Resources Committee needed to be appointed from 1 December 2023.

Resolved: That the Board appointed Sarah Chambers as Chair of the Remuneration and Human Resources Committee from 1 December 2023.

The Chief Executive provided an oral update on operations and matters arising.

The Board noted updates on the Elections Act measures on online absent vote applications and postal and proxy voting and the Commission’s concerns over the impact on electoral administrators.

The Board noted updates from Commissioners who had attended party conferences.  There was discussion of the benefits of making useful connections and sharing key messages with party officials.  It was agreed to explore developing an engagement strategy for future party political conferences.  

Resolved: That the Board noted oral updates on operations and matters arising. 

Resolved: That an engagement strategy for party political conferences be developed for discussion at a future Board meeting

The Board requested a further review of the meeting dates for 2024/2025 to avoid conflicts with religious holidays and party conferences.

Resolved: That the Board noted the Forward Plan of Board business 2023/24.

The Chief Executive noted the financial pressures on the Commission such as the number of UK Parliamentary by-elections, the uncertainty of the timing of the next UK General Election, pay pressures, and the need for modernising the Commission’s systems.  These pressures have led to a substantial increase in the estimated budget for 2023/2024 and 2024/2025.

The Interim Director, Finance explained the detail behind specific budget lines and the Board explored the rationale for each element.  There was discussion about the likely Supplementary Estimate and the accompanying Memorandum.

The Board noted the impact of historic under-investment and the increasing threats facing the Commission.  Commissioners tested areas for savings and efficiency and pressed for demonstration of value for money.  Further areas of work were agreed for future budget updates.  

Resolved: That the Board noted the updates on the budget position of the Commission.

The Head of Research gave a presentation on the outcomes from the Commission’s assessment of the accuracy and completeness of electoral registers across the UK.  It outlined the drivers for under-registration, the main ones being age and where an individual has recently moved residence. The data suggested that individual registration has continued to impact on the level of registration of attainers. 

The assessment continued to show that there was consistent under-registration among Black, Asian and Minority Ethnic groups and for lower socio-economic groups.

Resolved: That the Board noted the presentation on the assessment of the accuracy and completeness of electoral registers across the UK

The Interim Head of Planning and Performance introduced the paper outlining the proposed timeline for developing the Commission’s next Corporate Plan.  The Board welcomed the pace of the timetable and noted dependencies on the timing of the UK General Election.  The Board noted the capacity challenges for the Commission in producing a new Corporate Plan alongside other organisational projects.  Commissioners offered to be involved in consultations with stakeholders, particularly with staff.

Resolved: That the Board agreed the proposed timeline for developing the Commission’s next Corporate Plan 2025/26 – 2029/30

The Head of Policy introduced the report on improvements to electoral registration and voting. The paper updated the Board on progress and identified opportunities to support wider debates.

The report detailed the Commission’s feasibility studies for a range of flexible voting options, to be published later this year. The Board explored the policy thinking on forms of automatic or automated electoral registration.

Commissioners provided feedback on the need to balance innovation and maintain public confidence in elections.  There was concern that without reforms the sustainability of running elections would be at risk.  The Board welcomed the progress made and encouraged continued ambition in the policy development.

Resolved: That the Board noted the report on improving electoral registration and voting. 
 

The Director of Electoral Administration and Guidance introduced the paper on the objective of supporting resilient local electoral services.  The paper suggested three further areas of focus for the next corporate plan: more intensive support for local authorities, maximising the use of data to inform actions and measure impact, and addressing known challenges of supplier capacity and resilience.  

The Board strongly endorsed the ideas within the paper and encouraged their further development for the next corporate plan.  

Resolved: The Board noted the paper on resilient local electoral services