Northern Ireland Assembly Parties’ Panel: 25 January 2024

Date: 25 January 2024

Time: 09:30 am

Date of next scheduled meeting: 26 March 2024

1.1 KR welcomed attendees to the meeting. Welcomes were made to NB and AT.

1.2 NB is the new Senior Communications and Engagement officer with the Commission. 

1.3 AT is the head of policy and participation at the Northern Ireland Commission for Children and Young People. (NICCY)

2.1 CH thanked attendees for their feedback from the last meeting and the minutes were agreed.

3.1 There were no issues raised by political parties in advance of the meeting.

4.1 Elections Act changes

JM highlighted that a factsheet on the Election Act changes jointly produced by the Electoral Commission and the Electoral Office for Northern Ireland was circulated with panel members since the previous meeting. This factsheet highlights reforms that impact voters and campaigners in Northern Ireland. A number of the reforms have now come into force including those relating to proxy voting, overseas voting, and digital imprints. Later this year we will see further changes to postal vote handling and EU (European Union) citizen voting rights. 

4.2 Code of Conduct

JM also discussed the joint work by the Electoral Commission and DM on a new Code of Conduct for campaigners. It provides a guide for campaigners to what is, and is not, acceptable behaviour at polling stations and in the community during the lead-up to polling day. A consultation process on the Code begins in February, JM asked that all parties respond.

CM queried who will police this code of conduct.

CH highlighted that while the Code is voluntary, we will consult with parties and the hope is that parties will agree and sign up with the Code, acting in accordance.

DM added that any new Code of Conduct will also specifically highlight data use and the Information Commissioner’s Office (ICO) will be involved in this.

CH assured the panel that this work will be more comprehensive than the Code currently in use.

4.3 Update on spending limits

RM updated the panel on the following spending limit changes made by the UK Government to limits at UK Parliamentary (UKPGE) and NI Assembly elections.

In Northern Ireland, the Party spending limit at a UKPGE is now £54,010 X the number of constituencies contested.  

Candidate spending in Parliamentary elections: 

UKPGE (short campaign): £11,390 + 8p (borough) / 12p (county) per elector 

UKPGE (long campaign): Maximum £40,220 + 8p (borough) /12p (county) per elector

By-elections: £180,050  

Political party spending for a Northern Ireland Assembly election:

£30,600 x number of constituencies contested 

The candidate spending limit at an NI Assembly election is now £11,390 plus 8p per registered parliamentary elector in a borough constituency or plus 12p per registered parliamentary elector in a county constituency.

CM raised that parties had issues with Local Government election candidate spending limits as the limit was small due to inflation.

RM confirmed that the Commission has raised this issue with the Northern Ireland Office several times and will continue to do so. JM advised that the Commission had raised this issue in its post-election report on the 2022 Local Government elections. Any change in the limit must be made by the UK Government.

RM then reminded the panel that by law the next UKPGE must happen by 28 January 2025.  The Commission has published party campaign spending guidance. Candidates and Agent’s guidance is set to be published in February. The candidate guidance will cover all aspects of being a candidate from nominations, spending and donations, polling day and after the election. The Commission will run seminars as they have done in the past.

RM added that the latest start date for the regulated period for party spending was 30 January 2024. This is because by law there must be a general election by 28 January 2025.  If the election is held before that date, spending limits will apply retrospectively for 365 days ending on polling day.  Any spending parties incur which promotes the party or any of its candidates in the regulated period is covered unless it falls to be included in a candidate return.

4.4 Update on donation and loan reporting thresholds

RM informed the panel that the UK government has changed the thresholds at which donations and loans accepted by parties need to be reported to the Commission.

From 1 January 2024 onwards reporting thresholds of £7,500 became £11,180 and reporting thresholds of £1,500 became £2,230.

The previous reporting thresholds (£7,500 and £1,500) still apply to any donations or loans which fall to be included in Q4 2023 donation and loans reports due by 30 January 2024.  

The regulated donee reporting threshold of £1,500 also became £2,230 on 1 January 2024.

4.5 UKGPE preparation

NB spoke to the panel about how the Commission are developing a new creative campaign focusing on voter registration. It will be first rolled out ahead of elections in May in England across various television, radio, and social media platforms in March before use in Northern Ireland ahead of the UKPGE when it is called.
The campaign will celebrate registering to vote and taking part in democracy.

NB also explained that alongside the voter registration campaign, the Commission will build on its Digital Registration Number (DRN) campaign that was previously run during the Assembly and Council elections to raise further awareness and understanding of the requirement. The campaign is currently in development and would run across social media platforms and digital channels, Google search, online adverts, and print publications. The Commission is planning to create and publish a short video alongside this.

KR inquired if the Commission focus their attention on public space advertising, for example, electronic billboards and billboard on main arterial routes into towns/cities.

CH confirmed that the Commission has indeed focused on these in the past.

KR suggested that examples be brought to the next NIAPP.

DM said that there needs to be a high level of consistency regarding the timeline of information with no mixed messaging regarding the DRN and that EONI are happy to work with the Commission on this.

5.1 Digital Registration Number Mitigations

DM flagged a report he had published today highlighting the issues with the DRN the need for reform and the mitigations he will put in place in the interim.  

DM highlighted new absent vote application forms. The new form lowers the reading age and simplifies the forms for improved accessibility.

DM noted EONI are in the process of creating a secure online portal to confirm voter registration/digital registration number status. DM went through the process and showed the multi-factor authentication process.

CM thanked DM for the work EONI is undertaking and asked if the portal could be used multiple times by the same user. DM noted that multiple use would be restricted and that the applicant’s name, address, date of birth and national insurance number would be required for confirmation. If confirmed the requestor would also receive written or email correspondence to their address.

AT queried if this would be a barrier for young people. DM explained that as an attainer could not vote confirming your DRN is not required. DM added the steps EONI had taken to reach potential young voters more widely and noted that as Chief Electoral Officer he had written to 43,000 households in the last few weeks with 14,000 young people registering to vote.

PM welcomed the portal and asked about those without a DRN using the portal. DM noted that 85% of electors now have a DRN having registered to vote online and this will rise by the next election to nearly all the registered electorate.

DM stated he would like to make develop this further with an online application for an absent vote. PM asked if there was anything the parties could do and DM noted the need to amend the law to support online absent vote application which would require the NIO to change to the law.

Separately KR asked if a joint-party letter to Northern Ireland Office on the DRN issues identified at the last election would be helpful. DM confirmed he had written to the Secretary of State and he would also welcome a joint party letter on resolving the DRN. CH added that the Commission wrote to the NIO after the publication of its report on the local elections in the Autumn.

5.2 Future elections – preparing for UKPGE

DM noted EONI have been working on maintaining readiness for the upcoming UKPGE. EONI have been looking at the new 18 constituencies which has caused some challenges with the Election Management System (EMS) used by EONI.

For the next few months EONI will need to retain two sets of Parliamentary boundaries (Current and future) especially if there is a byelection.

PM asked when the new boundaries are officially in use. DM confirmed that for the Assembly the date is 29 May 2024 or after a parliamentary election if it is held before then.

DM noted plan, if possible, to move to two count centres. CM raised the travel requirements on those attending the count centres if there are fewer of them. DM noted that the two centres would be located with minimum additional travel time. DM also noted EONI’s plans, if possible to move from 6 to 4 nomination centres.

5.3 Canvass Carry over

DM noted his view that there is a need for review of canvas policy in advance of any further canvass. He also noted the need to look at the new GB canvass methods. He indicated that a meeting would be held with the Commission to review options with a view to sending a paper to the NIO of future options.

5.4 Elections Act

DM noted changes in the Election Act means that it is an offence for political campaigners to hand in postal votes to EONI at elections. This is a change from the past and local political parties will need to be aware of this. Importantly such votes handed in would also not be counted. In short the message is “postal votes should be posted”.

5.5 Delivery of Electoral Register Data to Political Parties (new system and data for new constituencies)

DM outlined the new EONI mechanism for parties to get access the Electoral Register. This included two factor authentication akin to online banking. The new method is currently active, and the parties have accessed this already with 40 users already active.

CH confirmed that the Commission have also accessed the system and spent time testing the security measures. CH also welcomed the secure method of data transfer now in use. PM confirmed he was set up to use this system and had done so successfully.

DM noted that nobody can access the register for new constituencies and he was seeking legal advice given that the new constituencies are technically “not live” as yet. 

6.1 RM reminded the panel about the following reporting dates for political parties. 

30 January 2024

• Quarter 4 (1 October 2023–31 December 2023) donations and loans reports (‘Old’ reporting thresholds apply) 

30 April 2024 

• Quarter 1 (1 January 2024–31 March 2024) donations and loans reports. (New reporting thresholds will apply) 
• Statement of accounts for parties with income and expenditure of £250k or below) for the year ending 31 December 2023. 
• Statement of accounts for accounting units with income or expenditure between £25,000 and £250,000.

RA raised that parties must report FAPPS (financial assistance for political parties Scheme) payments in quarterly donation and loan reports, but it would be easier if Stormont could send the figures to the Commission directly.

RM explained that across all Parliaments and the NI Assembly certain payments received from public funds by parties must be reported and this is a legal requirement.  A legislative change would be needed to remove this requirement.

7.1 AT from the Northern Ireland Commission for Children and Young People

AT started by thanking the panel and welcoming the initiative of ‘Welcome to Your Vote Week.’

AT then cited the 2018 Life and Times survey of 16-year-olds which reveals a trend of youth population who feel disillusioned by local politics.

AT explained that the Secondary School Union of Northern Ireland have developed a soon to be published paper on political education in schools.  

AT raised that young people are better digitally and so welcomed EONI’s efforts to push accessibility online.

AT raised the voting franchise for 16-year-olds. Highlighting a consultation previously run by the Electoral Commission on this issue.

KR thanked AT for bringing young people’s voices into the room.

JM mentioned that the Life and Times survey is a useful resource and that the Commission has used this in the past to inform campaigns.

CM asked if there was anything further being done with Schools. JM flagged that WTYW which would be discussed under AOB. 

• Tuesday 26 March
• Tuesday 04 June
• Tuesday 08 October

NB talked to the panel about Welcome to your vote week. It is set to take place from Monday 29 January to Sunday 4 February this year. The Commission are encouraging young people, schools, universities, and youth groups to get involved by using their resources to inform young people about democracy, voting and elections. The campaign will be promoted across its social media channels.

The Commission are working closely with organisations in Northern Ireland to promote the week such as their youth voice partner, NI Youth Forum, who are hosting a youth participation event at Stormont alongside MLAs on Monday 29 January. NI Youth Assembly are also hosting an online seminar in partnership with the Commission and its resources with their group of 90 Youth Assembly Members on Wednesday 31 January.

CM suggested it was worth reaching out to youth groups as well as educational facilities.

RA inquired if the event at Stormont had been circulated around all MLA’s.

NB responded that the invites had been issued by the NI Youth Forum and they had concentrated on MLAs with a party brief on Education.

RA asked if Robbie Butler MLA was involved but, NB highlighted that Mike Nesbitt was involved from the UUP.

AT revisited the topic of votes at 16 and inquired about a possible consultation.

CH explained that the Commission has moved from this type of work and instead focus on the practicalities of implementing such as change.

KR stated that she can feed it back at the next commission board meeting.