Northern Ireland Assembly Parties’ Panel: 26 March 2024

1.1 KR welcomed attendees to the meeting. Welcomes were made to TH, Head of Policy and PT, Support and Information Advisor. 

1.2 KR welcomed guest speaker AM (External Affairs Manager) and JJ (guide dog owner and campaigner) from Guide Dogs NI who will share their thoughts today, especially regarding our equality, diversity and inclusion agenda item.

2.1 The minutes were agreed. 

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

4.1 Digital Registration Number

DM highlighted the 2023 Local Elections and Digital Registration Number review and informed the panel that mitigations have been proposed.

DM informed the panel that the new EONI service “Am I Registered/Get your DRN” went live today. He invited anyone who experiences issues with the service to get in touch with feedback in order to enhance the service.  

CM highlighted that there may be issues for those without mobile numbers, emails etc. getting access to the service; DM assured that the phone service is also still in place.  

4.2 New Absent Voting Forms

DM introduced New Absent Voting Forms, which have been designed to be simpler. These will be different from postal and proxy voting forms. DM noted use of old forms should be discouraged, as these take longer to process.

4.3 Canvass  

DM reiterated that the 2021 Canvass was successful, however, without the High Street Voucher Scheme, it was estimated that 0.5m would not have registered to vote. He noted carry over of 100k people will end in December 2024.  

DM again noted his view that there is a need for review of canvass policy and advocated for more data driven ways to revamp canvassing in Northern Ireland.  

DB inquired as to the difference between GB and NI law regarding the canvass. DM informed that NI law has not kept pace with laws in GB, where there is an annual canvass that makes more use of available data, for example regarding sedentary households.  

CH stated that the Commission agrees with DM that the current Canvass in NI is not fit for purpose. It is estimated that of the 100k carry over ending in December 2024, 50k would be expected to vote in local elections.  

KR noted that NI may also be impacted by the structure of EONI compared with GB equivalents.  

RMcL questioned why, in light of this, we cannot engage further with people clearly invested in the electoral process. DM responded that EONI has written to 43k households with over-18s who would not have been targeted by the previous canvass, but ultimately, they do not have the resources. CH emphasised that all resources go into the 10-year canvass. DM informed that he has written to the Secretary of State regarding this.  

4.4 UKPGE 2024

DM highlighted that there will be a UKGPE before January 2025. He informed that the Polling Station Scheme will align polling stations with 18 new constituencies, with a draft plan published in May/June. He also stated that, ideally, there will be two count centres, Eikon and Meadowbank, with four nomination centres.    

RMcL asked if the polling station scheme will be a mirror of the new constituencies. DM confirmed that, in broad terms, this will be the case.  

DM confirmed that the data transfer of the electoral register to the new 18 constituencies will occur in April.  

RMcL highlighted potential logistical issues with an overnight count in the Eikon, namely the single carriageway access to the venue. DM assured the panel that they are working to address all potential issues.    

4.5 Elections Act

DM highlighted reforms from the UK Government Elections Act which will have an impact on voters and campaigners in Northern Ireland, especially regarding the handling of postal votes.

4.6 Electoral ID Cards

DM informed the panel that EONI have identified several concerns with the current system for applying for an electoral identity card. He noted applicants are not required to present a Passport or Driver's License to obtain an electoral ID card, which creates a risk that people are using this for nefarious purposes, for example fraudulently claiming benefits. In order to mitigate the risk, DM asserted that this would change in the coming months. 

5.1 Communications  

NB provided an update on the voter registration campaign which has recently been rolled out in England and informed the panel that the campaign will be rolled out in Northern Ireland ahead of the UKPGE.  

NB played the “I’m Registered To Vote” campaign video, followed by an accessible version with Audio Description. AM noted that accessible versions like this are very welcome.  

NB also informed the panel that the Commission is currently working on campaign based around EONI’s work on the Digital Registration Number. Creative assets and examples from this campaign would be available in future meetings. 

5.2 Guidance  

RMcD informed the panel that the Commission had published its Candidates and Agents guidance, which provides practical advice for anyone wishing to stand as a candidate it also explains the candidate spending and donation rules at a UKPGE.

RMcD also informed that the Commission had published new guidance on how to report spending during the long campaign period. The Commission received internal legal advice that there was no legal basis for requiring candidates to submit a long campaign spending return. Instead of a long campaign return, candidates should complete and submit a declaration of total spending during the long campaign. This declaration will be submitted directly to the Commission, rather than Returning Officer. The new arrangements impact how parties report spending on items promoting their candidates during the long campaign period. The Commission will be running a seminar to explain the changes and parties are encouraged to accept the invite and attend.  

RMcD added that closer to the start of the short campaign we will hold seminars/webinar in conjunction with the Electoral Office, PSNI and Royal Mail for candidates and agents.  

RMcD invited anyone with questions to contact her and asked reps to encourage party members to attend any seminars which they will receive invites for.  

DM asked about the changes to the guidance on the long campaign. RMcD explained the interaction between the party and candidate spending rules and how some types of candidate spending during the long campaign would now need to be included in the party spending.  

5.3 Reporting  

CH informed the panel that the Commission has a statutory duty to report on the administration of UK Parliamentary general elections.

CH explained that the timings of the publication of the report will depend on when the UKPGE takes place, but that the Commission would expect to report well in advance of the scheduled May 2025 polls in England.  

CH highlighted that the Commission will report by exception and focus on the key issues and themes emerging from the polls. The report will draw on the Commission’s full suite of data: their large-scale public opinion survey; candidate survey; electoral data; feedback from Parties, the Electoral Office, observers and the police. 

6.1 Update on the code for GB campaigners.

TH discussed the Commission’s Code of Conduct for Campaigners at elections in Great Britain. The Code is a voluntary agreement, and changes are made only in consultation with parties represented on the UK, Scottish and Welsh parties' panels.

TH explained that the Commission has been consulting the Westminster Parliamentary Parties Panel and the Scottish Parliament and Senedd Parties Panels on potential changes to the Code of Conduct for Campaigners. These proposed changes have been (a) to reflect changes to the law since the passage of the Elections Act and (b) to respond to concerns from the public about campaigners handling completed absent vote application forms.

TH highlighted that the Commission has now developed separate Codes for reserved polls (for UK parliament elections, Police and Crime Commissioner elections in England and Wales, and local elections in England) and for devolved polls in Scotland and Wales (Scottish Parliament, Senedd and local government elections). 
 

6.2 Update on the code for Northern Ireland campaigners. 

JM reminded the party representatives that the Commission is currently consulting on a Code of Conduct for campaigners in Northern Ireland. The Code provides a guide for campaigners to what is, and is not, acceptable behaviour at polling stations and in the community in the lead-up to polling day.  

JM informed the panel that the Commission is consulting registered political parties in Northern Ireland, the Information Commissioner's Office, the Public Prosecution Service for Northern Ireland, the Police Service of Northern Ireland and the Northern Ireland Office on these proposals.  

JM invited the panel to come forward with any questions in the coming weeks and asked that the party representatives encourage their party to respond. The deadline to respond is set for 12 April.  

KR thanked the parties for their inputs in these policies.  

JM highlighted that the Code goes much further than what we currently have. The Code covers both campaigning in the build-up to elections and campaigning outside polling stations.  

CM queried the voluntary nature of the Code.  

JM responded that while the code is voluntary, we use the terms “must” and “should” throughout this code. The term “must” when the person in question is legally required to do something and when we refer to criminal offences. We use “should” when the advice should be followed unless there is good reason not to.  

DM added that the Code will specifically highlight use of data.  

JM further added that we are consulting with the Information Commissioner’s Office (ICO) on the guidance added.

7.1 RMcD reminded the panel about the following reporting dates for political parties.

30 April 2024 was the deadline for:

Quarter 1 (1 January 2024–31 March 2024) donations and loans reports. RMcD highlighted that the new reporting thresholds apply from 1 January 2024.  (£1,500 is now £2,230 and £7,500 is now £11,180)

Statement of accounts for parties with income and expenditure of £250k or below and for accounting units with income or expenditure of more than £25K (but less than £250K) for the year ending 31 December 2023. 

8.1 AM and JJ from Guide Dogs NI

AM introduced and handed over to JJ. JJ informed the panel that she has never been able to vote independently and runs into numerous issues when trying to vote.  

JJ said that registration is not a huge issue as she can get someone else to fill out the necessary form, but this does involve someone else handling her data.  

JJ explained that it is difficult to obtain information in order to make an informed decision. She always asks those canvasing to send accessible links to their manifesto but has not received one in 21 years. Unfamiliar buildings are also an issue for the visual impaired attending polling stations.  

JJ explained that she has been able to vote with a friend but wants to be able to vote privately and independently. JJ has come across some tactile voting devices, using braille for example, but these are unreliable and require the user to have memorised too much information.  

RMcL asked if there are other best practice models globally.  

AM responded that there is no agreed model, but the Royal National Institute of Blind People (RNIB) offered several accessible methods for voting in elections in 2022, for example a McGonagle reader. AM highlighted that postal voting is still not private due to the assistance required to complete the ballot.  

AM told the panel that it would be great to see manifestos made accessible. A word document is significantly more accessible than a PDF. If the parties could advertise the accessible versions online, that would be incredibly helpful.  

JJ also noted that more challenges are presented as you become older, and so there is no one size fits all approach.  

DM highlighted that the RNIB did have a service that read out the names of the candidates.  

JJ explained that the phone system was good, but there were limitations. She reiterated that it would be important for canvasing candidates to be prepared to deal with accessibility queries door-to-door.  

AM stated that the phone system was welcomed, but unfamiliar buildings are still an obstacle on polling day and staff at polling stations must be trained to make these venues more accessible.  

JJ informed the panel that in Northern Ireland there are 34-56k potential visually impaired voters.  

a. Tuesday 04 June

b. Tuesday 08 October 

CH highlighted for the panel the new appointments at the Electoral Commission:

• Vijay Rangarajan, Chief Executive  
• Sheila Ritchie, Commissioner representing smaller parties

KR informed that both Vijay and Sheila plan to attend an upcoming NIAPP meeting.

CH addressed the recent cyber attack on the Commission, which the UK Government has attributed k to China. CH assured that new protocols are in place as a result of the attack and that it had no impact on the administration of the electoral process.  

DB asked what the attackers were trying to achieve.

CH responded that they had access to GB electoral registers and had infiltrated emails, but their motive is unknown.