Board minutes: 20 May 2024

The Board Chair welcomed everyone to the meeting and to Edinburgh, with great appreciation for the Scotland team in assisting with making the arrangements for the Board’s visit to Edinburgh. A number of contributors and observers would be joining for parts of the meeting, with welcomes extended.

There were no new declarations of interest.

The Board noted the Scotland team’s composition and an account of its activities. The team described the range of stakeholders they worked with and highlighted their work with the Electoral Management Board in Scotland.  The Commission adopts a local approach in supporting parties, campaigners and electoral administrators to ensure that advice is tailored to their needs.  The team had also cultivated partnerships with education and charity groups to raise understanding about how the democratic system works. Particular challenges around building greater understanding of the single transferable vote system were noted.  The meeting discussed electoral law reform currently underway in Scotland and plans to introduce a requirement for a separate Commission Corporate Plan for Scotland.  

The Board thanked the team for their work in organising the engagement programme for the Board’s visit.

The Chief Executive updated the Board on recent external engagement, challenges, and corporate projects.  A meeting with the Joint Committee on the National Security Strategy had explored security challenges facing the operation of our democratic systems. Discussions with other regulators, both in the UK and internationally, had covered deepfakes and dealing with mis- and dis-information.  The Electoral Commission and Royal Mail had been reviewing preparations for a General Election.

The debate about expanding the acceptable forms of photographic ID for voting was noted. The Government had plans to add Veterans Cards to the list of acceptable ID. The Commission had been pressing for further expansion of that list to widen accessibility.  

The new electronic portal for postal and proxy vote applications was discussed. The performance dashboards gave valuable insights: consideration was given to the appropriate framework for use of that data.  

The Board noted corporate reports including the following:

• an update on the arrangement being put in place to share the London office with the Local Government Boundary Commission for England
• a forward look for events in June and July, including Parliamentary Party Panels and international meetings
• the Finance and Performance Report for Quarter 4 2023/24.

Resolved: That the Board noted the update on operations and matters arising and the quarterly finance and performance report Q4 2023/24.

The Board received initial reports from the conduct of the polls on 2 May from the Policy and Research teams. Overall, the polls went well, with a few localised issues. There would be two post-poll reports: the first a short, targeted report in July, followed by a second full report in September. The Board discussed emerging themes from observations and surveys from electoral administrators and campaigners. Policy work would continue over coming months and Commissioners were invited to help develop the recommendations in the final report.

The Research team shared some initial data from polling stations. There was no legal obligation fully to record data on presentation of voter ID and on rates of voters being turned away and the data was less complete than in 2023. Further analysis and validation would be needed Initial data appeared to show that the rate of voters who had been turned away and who did not return was broadly in line with 2023 findings. The Board encouraged more emphasis on qualitative insights as well as use of quantitative data.

The public awareness campaign on voter ID had been repeated for the May polls. It was found that it had been more difficult when compared to 2023 to get cut-through to national media.

Resolved: That the Board noted an update on the May 2024 elections and emerging themes for reporting.

The Board discussed the options for the future direction and level of ambition to be set in the Corporate Plan. Development of the Corporate Plan was being conducted against the uncertainty of the date for the UK General Election and the Board recognised that flexibility that needed to be built in. As a framework for discussion, the Board explored and supported work in the following areas:

• complete and accurate electoral registration
• secure and accessible voting, with a full evaluation of voter ID
• trusted and transparent political funding and campaign spending
• an effective and sustainable electoral system, resilient to increased threats and risks
• fair, effective and future-proof electoral law, continuing to support the Law Commission in areas for joint working in moving forward
• use of data and technology across the electoral system, looking at how we can enable and lead digital change
• risks and threats to the electoral system, including security risks and environment impacts
• encouraging reform and innovation and leading debate on our democratic system, building our qualitative research base, including through citizens' assemblies, increasing our support to campaigners and volunteers
• having a broad and ambitious vision and setting a broad, cross-cutting objective for equality, diversity and inclusion
• continuing to build the Commission's corporate capability, investing in our people and systems to do this. with good governance.

With regards to the multiple audiences the corporate plan has to reach, the Board sought a more detailed analysis of the costs, risks, timescales and proposed partnership work.

Resolved: That the Board gave support for the proposed planning assumptions for the key areas and scale of ambition for the Commission’s next corporate plan.

Board development – board coaching workstreams update: (Spoken)

Commissioners spoke of further continuing progress on board development. The three workstream groups continued to examine ways in which individual Commissioners and Board members collectively worked with the organisation. Proposals were emerging to enable Commissioner role clarity; streamlined board meetings, an enhanced forward plan and increased information exchange; and integrated joint working. Having leaders displaying authenticity, openness, ethical values and respect, and offering constructive challenge had been supported as positive approaches. To enable new Commissioners to join the organisation smoothly, restructuring the induction process was planned. It was planned to bring the workstreams together by July.

Resolved: That the Board noted the update on the board team coaching workstreams.

Report from the Audit and Risk Assurance Committee (ARAC) Chair 

The Chair reported on ARAC’s 10 May meeting at which members had:

• been satisfied that all necessary action had been carried out on the annual assessment of information risk management
• received a satisfactory report from NAO on the external audit process to date
• noted RSM’s three final internal audit reviews on organisational arrangements for learning and development; procurement and contract management. Management had accepted and would address all RSM’s recommendations
• accepted a challenging three year plan from BDO as the incoming internal auditor
• noted that executive Portfolio Assurance Board (PAB) had started to meet and had accepted the Delivery Confidence Assessment (DCA) dashboard proposed.

Resolved: That the Board noted the ARAC Chair’s report.

Review the draft Annual Report and Resource Accounts 2023/24

The Board and ARAC had been invited to review the draft Annual Report and Resource Accounts 2023/24 and share feedback. Following this consultation and following the external audit process, the Board was due to receive the final proposed document at its Tuesday 25 June meeting for approval so that the final document could be laid in Parliaments in July.

Resolved: That the Board noted the draft Annual Report and Resource Accounts 2023/24 and invitation to engage through the review process.

Resolved: That the Board agreed the minutes of the previous meeting held on 9 April 2024

 As an action fulfilled, visits for staff to Parliament arranged by Stephen Gilbert had been much appreciated. The Board forward plan 2024/25 was under review.

Resolved: That Board noted the progress against actions it had requested and agree proposed closures.

Resolved: That the Board noted the RemCo 2023/24.annual report to the Board, subject to the addition of the reference to the extraordinary meeting held.

(Commissioners and Chief Executive only, 4.10 – 4.30pm)

The meeting closed at 4.05pm.

Date of the next scheduled Board meeting: Tuesday 25 June 2024, to be held online.