1. law, govt and politics
2. politics
3. elections

Draft as at: 28/4/15
Final (Draft) Verification
and Count Process
Cheshire West and Chester Council
Parliamentary, Borough, Parish
& Referendum Elections:
7th, 8th and 9th May 2015
(Count Instructions for 8 and 9
May to follow)
Draft as at: 28/4/15
1. Staffing Overview
Acting Returning Officer/Deputy Acting Returning Officer
Responsible for the Verification, Count and Declaration of Results. Specific responsibility for doubtful
votes, communicating with candidates and agents and announcing results.
City of Chester – Steve Robinson
Eddisbury – Mark Palethorpe
Ellesmere Port and Neston – Mark Wynn
Weaver Vale – Vanessa Whiting
Count Centre Manager
Overall management of the verification and count process and staff. Also responsible for any crossboundary issues.
City of Chester – Deborah Ridgeley
Eddisbury – Penny Housley
Ellesmere Port and Neston – Nick Lamper
Weaver Vale – Mandy Ramsden
Ballot Box Receipt Team
Receive Ballot Boxes from Presiding Officers and ensure all required documentation is available.
Receipt Supervisor co-ordinates and deals with any Presiding Officer who do not have correct
documentation to hand.
Ballot Box Supervisor
Co-ordinates ballot box flow around the count centre throughout the verification and count ensuring
boxes stay together where needed, their status is clearly marked and that teams receive ballot boxes
to ensure no down time.
Enumeration Team
Check and input figures on Ballot Paper Accounts. Check and input figures for count result. Ensure
all documentation and calculations are accurate. Head Enumerator manages the process and
resolves any issues.
Head Verification/Count Assistants (HVAs)
Supervise teams of ten Verification Assistants. Take receipt of boxes as allocated by Supervisor.
Break seals and instruct VAs on verification process. Once complete mark boxes with status. Once in
count phase set up count table, instruct VAs on count process, check bundles and take up to count
tables.
Verification/Count Assistants (VAs)
Count and sort ballot papers and votes in accordance with instructions from HVAs.
Porters
Move ballot boxes and equipment around the count in accordance with instructions from Count Centre
Manager, Ballot Box Supervisor and HVAs.
2. Ballot Box Check-in Procedures
Lead: Receipt Supervisor
Key Staff Involved: 6 Ballot Box Receipt Assistants, all Porters, Count Centre Manager
1
2
3
At 10pm on 7 May 2015 all Polling Stations close. Presiding Officers (POs) to close
polling stations, complete relevant paperwork and place all equipment in cars and drive
to their designated Count Centre.
On arrival at the centre POs (or Senior Poll Clerks for cross boundary areas) at the
Count Centres will be met by Streetscene Operatives who will be directing cars and
helping carry equipment (ballot boxes and sacks) into the centre where required.
Receipt Assistants (RAs) will work in teams of two to receive and check boxes and
paperwork.
Upon arrival in the count centre, POs report to the check in desk with all appropriate
completed forms in envelopes - all documentation / equipment / sacks are to be clearly
marked with the ballot box number as directed in PO instructions. This will include:
Ballot Boxes – sealed and labelled
Ballot Paper Accounts and Unused Ballot Paper Accounts – one for
each election, all in one envelope (envelope 7)
c) Marked Register and list of postal and proxy voters (envelope 4)
d) Any Postal Votes together with log
e) Unused Ballot Papers Sack and (Clear Plastic Sack)
f) All other envelopes, 3,5,6,8,9 (other Clear Plastic Sack)
g) Elections Equipment (signs, notices, pencil cases, compactors etc)
(Black Plastic)
h) Poll cards for confidential recycling (Green Plastic Sack)
i) Rubbish that cannot be left at stations (Pink/Lilac Sack)
j) trollies
Check lists for each station must be completed by RAs so there is a clear record of
which boxes have arrived and that the correct documentation has been received.
Particular note will need to be made where spare boxes have been used and ensure
the boxes are labelled 1 of 2, 2 of 2
POs should hand ITEMS a) to e) directly to the receipt team and these must be ticked
off the check-in list. Receipt team must not let the PO leave until these have been
received, checked and signed in.
Other envelopes, Spare equipment and rubbish ITEMS f) to i), in appropriate sacks to
be set aside in cages for transportation by Porters to assigned storage areas in ballot
box number order. Trollies should be stored in assigned area.
ALL Ballot paper accounts envelopes (envelope 7) will be opened in the presence of
the PO to check that the correct forms are enclosed. A brief check of the calculation
should be carried out. Any that appear to be incorrectly filled in should be challenged
and the PO asked to explain any anomalies.
Once all the ballot box and all relevant paperwork is checked, POs may leave. Should
the relevant paperwork not be available or a problem is identified the Receipt
Supervisor will take the PO to one side to resolve the issue.
Any postal votes handed in by POs should be checked against the log completed by
the PO. They then need to be put in the assigned tray together with the log. A note
a)
b)
4
5
6
7
8
9
3|P a g e
should be added to the check in document to indicate how many PVs handed in. The
Count Centre Manager will supervise this tray and ensure a runner transfers all to the
Postal Vote Opening Centres. If large bulk these may be done in two runs.
10
11
12
13
14
15
16
Marked Copies of Registers (envelope 4) remain in the envelope and are placed in the
appropriate tray in ballot box number order.
Opened Ballot Paper Accounts are to be placed in the appropriate tray. The Count
Centre Manager or nominated representative will transfer these on a regular basis to
the Enumerator Table
RAs will ask the Porters to transfer ballot boxes to the assigned area. Parliamentary
and Local boxes from the same station must be kept together. Upon arrival at the
assigned areas Porters must report to the Ballot Box Supervisor who will advise where
boxes should be placed.
Unused Ballot Papers must be in a clear plastic sack and must have the label on to
show which Polling Station they are from. The sacks can then be placed in cages and
transported to the assigned area and stored in numerical order by Porters.
Rubbish and equipment bags clearly labelled are to be put into cages and transferred
to vans once it has been confirmed that items a) to e) for that polling station have been
handed in. Vans stay onsite until completion of verification.
If at 11.30pm boxes have still not arrived the Receipt Supervisor will need to start to
call POs and PSIs to locate.
Once all boxes have been checked in the Supervisor needs to advise the Count Centre
Manager and ensure all Ballot Paper Accounts are with Enumerators, that Count
Centre Manager is aware of any PVs and that marked copies of register envelopes are
transferred to Control Table. Receipt Desk should now be clear.
Insert a diagram of how the Ballot Box Receipt desk should be set up
Insert flow chart showing check-in process
3. Enumeration Table
1
Each enumerator will be allocated a list polling stations that will be arriving at that
Count Centre.
2
Ballot Paper Accounts will be delivered to the Head Enumerators who will sort by
polling station number into the appropriate baskets (3 for each numerator. 1 for each
election).
3
Enumerators will check the arithmetic and enter the figures off the ballot paper account
onto a sheet provided. There will be a separate Ballot Paper account for unused ballot
papers, Enumerators should cross reference these to ensure there have been no
calculation errors.
4
As boxes are opened the HVA will ask the enumerators to check the number of ballot
papers in the box match the number issued on the ballot paper account. Enumerators
should double check which election the figure being presented refers to. If the figures
don’t match you should request that the box is re-counted.
4|P a g e
5
If the figure presented by the HVA matches the figures on the Ballot Paper Account
Enumerators should record on the Verification Statement the number of papers in the
box and pass to the Head Enumerator. If the figures don’t match you should request
that the box is re-counted.
6
If after a re-count the numbers still vary Enumerators should ask the Count Centre
Manager to undertake an additional check of the unused ballot papers. If the figure still
does not reconcile the HVA may need to open and verify the corresponding local box –
see Section 7 for full explanation.
7
When the box has been validated and the numbers agree Enumerators should pass
the Ballot Paper Account to the head enumerator to be entered into a master
spreadsheet. Any variance in the number of ballot papers present compared to that on
the Ballot Paper Account needs to be recorded.
4. Verification Introduction
1
The ARO/DARO is responsible for the arrangements to count the number of ballot
papers in each ballot box and verify each ballot paper account. The ARO/DARO must
also count all completed and returned postal ballot papers.
2
The concept is to verify the Parliamentary first and then have half the team counting
the Parliamentary and half verifying the Borough/Parish/Referendum
3
Verification Assistants will sit in teams of ten, each will be supervised by a Head
Verification Assistant
4
Verification has two main purposes – to ensure and demonstrate that all ballot
papers issued at polling stations and all returned postal ballot papers have been
brought to the count, and to provide the figure with which the count outcome must
reconcile.
5. Verification of Parliamentary and Local Postal Papers
1
2
3
4
HVAs
Ballot Boxes containing the postal votes that have been opened and processed prior to
7 May will be transferred to the Count Centre during the afternoon of 7 May.
The Ballot Box Supervisor will ensure the ballot boxes containing the processed Postal
Votes are distributed amongst the Head Verification Assistants ready to be opened at
precisely 10pm
Enumeration Table will have a full schedule of the number of postal votes contained in
each ballot box. There will be a statement for each opening session split by electoral
area (Constituency/Ward/Parish etc). Each will be bundled separately.
At 10pm HVAs will break the seal on the ballot boxes/wallets and distribute the votes
amongst their teams. It is important to verify against each individual postal opening
session electoral area statement.
5|P a g e
5
6
7
8
9
10
Tell your counting team to keep papers face up during the verification. The verification
process detailed in section 7 points 5 and 6 below will then be followed.
The Count Centre Manager must arrange for any postal votes handed in with ballot
boxes to be transported to the relevant Postal Vote Opening Centre as soon as
practicable. Consideration will need to made as to whether to make one or two trips to
do this. A runner will have been identified for this task and the Count Centre Manager
must ensure they are on standby.
The Count Centre Manger will need to liaise with the Postal Vote Opening Team to
ensure all postal votes processed on the 7 May, including those handed with ballot
boxes are brought back to the Count Centre to be verified. The Postal Vote Opening
lead identified for each Count Centre will bring all postal votes that need to be verified
at that centre. The parliamentary verification cannot be completed until this has
happened. The Postal Vote Opening lead should call the Count Centre Manager prior
to setting off and report in to them on arrival.
Postal Parliamentary votes that arrive from the opening centre should be verified as
above.
Once the parliamentary verification has been completed those postal votes should be
mixed with other votes and the count commenced.
Verified Local Votes need to be stored back in their relevant pouches/boxes and sealed
ready for transportation to the Local Count.
6. Ballot Box Distribution
Lead: Ballot Box Supervisor
Key Staff Involved: All
Once checked in all ballot boxes will be brought by Porters to the assigned area,
marked on the plans as All Ballot Boxes. Upon arrival porters report to the Ballot Box
1
Supervisor who will assign where the box needs to be placed.
2
3
4
5
Once ballot boxes arrive the Ballot Box Supervisor must check them in on their list and
ensure that all boxes (parliamentary, local and any spares) from the same station are
kept together.
Where boxes come from dual or triple stations these will be clearly marked on the
checkin list. The Supervisor needs to ensure these are stored next to each other as
they arrive and issued to a Head Verification Assistant in one block.
Once a set of boxes has arrived at the All Ballot Boxes area the Supervisor should
issue the set to the next available Head Verification Assistant and mark this on their
list. Boxes from cross-boundary areas should be given priority.
The HVA will need to advise the Supervisor of the progress of the verification of each
set of boxes. Depending on the outcome of the parliamentary box verification the
Supervisor will need to:
a) If the parliamentary box verification was correct – the verified parliamentary box
6|P a g e
needs to be moved to the Verified section of the All Ballot Boxes area.
Ensuring it is correctly marked up. The still sealed unverified local box should
be moved to the Requires Verification section of the Local Boxes area.
b) If the parliamentary box requires a local box to be opened the Supervisor
should immediately tell the ARO/DARO or Count Centre Manager. An
announcement will need to be made advising all attendees that the local box is
being verified. Once the local box has been verified the HVA will mark the box
and re-seal it. The Supervisor needs to arrange for the box to be moved to the
Verified section of the Local Ballot Boxes area.
6
The Ballot Box Supervisor needs to ensure that they have a written record of where
each box is at all times and its current status.
7
The Ballot Box Supervisor, ARO/DARO and Count Centre Manager need to be in close
communication throughout the parliamentary verification stage to ensure that progress
can be clearly communicated and that a decision can be taken on how many staff will
be needed to undertake the count and how many should continue to verify the local
boxes.
8
9
10
11
Once the parliamentary verification has been completed there should be only verified
parliamentary boxes (including all postal votes) in the All Ballot Boxes Section and only
local boxes (including all postal votes) in the Local Ballot Box section. The Local
Boxes Section will contain a mix of verified and unverified ballot boxes. These should
be clearly separated and marked appropriately.
At the start of the parliamentary count the Ballot Box Supervisor will ensure that ballot
papers from separate boxes have been mixed and then issue boxes to each of the
Head Counting Assistants. As boxes become empty the Supervisor will instruct
Porters to clear them away.
The local box verification will commence at the same time as the parliamentary count.
The Ballot Box Supervisor will distribute the unverified local boxes to the Head
Verification Assistants in the agreed order (subject to any local boxes which have
already had to been verified during the parliamentary verification stage). Once a local
box has been successfully verified the Supervisor will ensure they are placed in the
Verified section of the Local Boxes area.
The Ballot Box Supervisor, ARO/DARO and Count Centre Manager need to be in close
communication throughout the Parliamentary Count and Local Verification to monitor
progress and move staff resources as required.
7. Parliamentary Verification Procedures May 2015
Lead: ARO/DARO and Count Centre Manager
Key Staff Involved: Verification Team (Ballot Box Supervisor, Head Verification
Assistants, Verification Assistants, Enumerators, Porters )
Both the Parliamentary Ballot Box and Local Ballot Box from one Polling Station
will be brought by the Porters to the verification table and given to the Head
1
Verification Assistant. Any additional Parliamentary and Local Ballot Boxes used
at that Polling Station will also be brought to the verification table.
7|P a g e
2
3
4
5
The Head Verification Assistant will enter the Parliamentary Ballot Box (or
boxes – if more than one Parliamentary Ballot Box is used) Number, Polling
Station and Security Tag numbers on the Verification Sheet. If necessary show
any Agents/Candidates that the Security Tag is unbroken and cut it.
The Head Verification Assistant will then open the Parliamentary Ballot Box,
or Boxes if more than one has been used. The Local Ballot Box remains
sealed.
The Heads Verification Assistant will empty the contents of the Parliamentary
Ballot Box or boxes on to the verification table taking care not to spill any on to
the floor and check that none remain in the box. The Head Verification Assistant
will ensure that any Agents/Candidates are able to see that the Parliamentary
Ballot Box is empty.
The team of Verification Assistants will then count the Ballot Papers face up in
to 10s and secure with a single paperclip on the top towards the left hand side of
the bundle. The bundles will then be placed in the trays in front of them.
Once all Ballot Papers have been counted and bundled as stage 5.
The Verification Assistants will then pull the bundles into larger bundles of 100
using elastic bands.
6
The Head Verification Assistant (assisted by the VA’s as required) will then total
the number of Ballot Papers found in the Parliamentary Box or boxes, write it
down and take the total to the Enumerator Table to check if the figure
corresponds with the figure on the Parliamentary Ballot Paper Account for that
Polling Station.
If the figure counted matches the Parliamentary Ballot
Paper Account – The Head Verification Assistant attaches a Verified
Sticker to the front of the Parliamentary Ballot Box.
7
The Verified Parliamentary Ballot Box and the still Sealed Local Ballot Box
are then taken by the Porters as follows.


The Verified Parliamentary Ballot box (es) taken to the Verified
Parliamentary Area.
Sealed Local Ballot Box (es) taken by the Porters to the Local
Verification Area to await verification.
If the figure counted does not match the Parliamentary
Ballot Paper Account – The Head Verification Assistant returns to the
8
9
verification table and the team of Verification Assistants undertake a re-check of
the Ballot papers and the Head Verification Assistant returns to the Enumerator
Table to check if the figure corresponds with the figure on the Parliamentary
Ballot Paper Account for that Polling Station. If, following recheck, the figures
match, the step in point 7 above applies.
If, following re-check, the counted figure shows a lower
figure than on the Parliamentary Ballot Paper Account –
The Head Verification Assistant must immediately ask themselves the following
8|P a g e
questions:
A. Is this a Cross Boundary Parliamentary Ballot Box? (You will have been
informed of this when the Ballot Box is brought to your table). If it is a
Cross Boundary Ballot Box refer to the Cross Boundary Issues
Guidance and Table attached.
B. Is this a Parliamentary Box from a dual/triple Polling Station? If so, the
other Parliamentary Ballot box (es) from that Polling Station will need to
be opened and checked for mis-posted ballot papers and verified as per
this procedure
C. If the Parliamentary Ballot Box is not affected by A or B (or B has already
been done) then notify the Ballot Box Supervisor that the Local Ballot
Box for that polling station will need to be opened. This is to enable the
Acting Returning Officer to advise Agents/Candidates who may wish to
be present when the Local Ballot Box is opened. When opening the
Local Ballot Box steps 2 to 4 of the Local Verification Procedures
2015 must be followed.
Then:

If Parliamentary paper/s are found in the Local Ballot Box (they will be
easily distinguished by their white colour) and this enables the number
counted to match the Parliamentary Ballot Paper Account then the
Parliamentary Ballot Box can be marked as verified as in step 7 above.
The Local Ballot Box will then need to be verified following steps
set out in the Local and Parish Verification Procedure 2015.

If after following the appropriate steps A, B or C the figure is still less (or
more) than the figure on the Parliamentary Ballot Paper Account. Please
follow step 10
Contact the Count Centre Manager who will supervise carrying out the steps set
out in the Electoral Commission Checklist (a copy is attached):
10
A. Unused Ballot papers should be checked
B. Speak to the Presiding Officer for the Polling Station to ascertain
any explanation
C. Undertake 2 rechecks and they result in the same figure
If following all of the steps A,B and C, above, this is the figure that is used for
Verification of that Parliamentary Ballot Box.
11
9|P a g e
This verified figure must then be notified to the Head Enumerator who will
amend the Parliamentary Ballot Paper Account accordingly.
Any Borough, Parish or Referendum Ballot Papers found in a Parliamentary
Ballot Box during Parliamentary Verification must be put into the envelope
provided and slotted in the clear plastic wallet at the front of the Local Ballot
Box.
8. Cross-Boundary Parliamentary Election Procedures May 2015
Weaver Vale Constituency Count Centre
Lead: Deputy Acting Returning Officer
Key Staff Involved: Count Centre Manager, Senior Poll Clerks
Weaver Vale Parliamentary Ballot Boxes received from Halton
1
Cross-Boundary Parliamentary Ballot Boxes from Halton will be brought and
checked into the Northwich Count Centre by the Senior Poll Clerks stationed at the
Halton Polling Stations with the Parliamentary Ballot Boxes. This will be done as per
the Ballot Box Checking in Procedure.
Cross-Boundary Parliamentary Ballot Boxes from Halton will be verified as early as
possible during verification process to enable any issues regarding mis-posted Ballot
Papers to be resolved and not delay commencing the Count.
2
3
The Ballot Box Supervisor will ensure that Cross-Boundary Parliamentary Ballot
Boxes are kept physically separated from the non cross-boundary ballot boxes and
are assigned as a priority to a verification table as soon as possible after their arrival.
Upon assignment of a Cross-Boundary Parliamentary Ballot Box to a verification
table the Head Verification Assistant must be notified by the Ballot Box Supervisor
that it is a Cross-Boundary Ballot Box to ensure they follow the appropriate
procedure in the Parliamentary Verification Procedures 2015.
Issue
Cross Boundary Parliamentary Ballot Paper numbers not matching
Parliamentary Ballot Paper Account at verification (potentially CWaC
Parliamentary Ballot Papers in Halton Local Ballot Boxes)
Action

When Count Centre Manager is notified of Cross Boundary Parliamentary
Ballot Paper numbers not matching Ballot Paper Account at verification, a call
must immediately be made to Richard Harrison who will be based at the
Halton Count Centre to request the Local Halton Ballot Box from the relevant
Polling Station be opened to establish whether there it contains any CWaC
Parliamentary Ballot Papers.

ARO/DARO completes Request Log to track request.

If Parliamentary Ballot Papers are found in the Halton Local Ballot Box
Richard Harrison will call the Count Centre Manager at CWaC immediately to
confirm number found. Verification may then continue as per the
Parliamentary Verification Procedure 2015 and Richard Harrison will bring
4
10 | P a g e
the Ballot Papers to the Northwich Count Centre for the Count.

If no Parliamentary Ballot Papers are found in the Halton Local Ballot Box
revert to procedures as set out in the Parliamentary Verification
Procedures 2015.
Issue
Halton Borough Council Local Ballot Papers in Weaver Vale (CWAC)
Parliamentary Ballot Boxes.
Action
5
6

As CWaC Parliamentary Ballot Boxes are opened, any Halton Local Ballot
Papers identified must be placed in an envelope with a log sheet to identify
which box the paper came from. These envelopes should then be stored on
the Control Table. This process should be overseen by the Count Centre
Manager.

Halton Borough Council Ballot Papers will then be collected and taken Halton
Count Centre in due course.
Local Ballot Boxes (CWaC Local Ballot Boxes being received
from Tatton where Parliamentary Ballot Boxes have been
taken to Cheshire East)
Local Ballot Boxes from Tatton will be brought and checked into the Northwich Count
Centre by the Presiding Officers stationed at the Polling Stations. This will be done
as per the Ballot Box Checking in Procedure.
Local Ballot Boxes from Tatton will be kept separately from the standard
Parliamentary and Local Ballot Box duos. This is to enable the Ballot boxes to be
easily located should they need to be opened early at the request of Cheshire East
during their Parliamentary verification.
Issue
Contact from Cheshire East Count Centre requesting a Local Ballot Box be
opened to establish whether there are any Cheshire East Parliamentary
Ballot Papers in our Local Ballot Boxes
7
Action

11 | P a g e
On receiving call from Cheshire East Count Centre the Count Centre
Manager will arrange to open relevant Local Tatton Ballot Box identify any
Cheshire East Parliamentary Ballot Papers, contact Cheshire East Count
Centre and confirm outcome. DARO will log the request on the Tatton
Request Log.

Proceed to verify the Local Tatton Ballot Box following the Local Verification
Procedures
Issue
CWaC Local Ballot Papers mis-posted into Tatton Parliamentary Ballot
Boxes.
Any CWaC Local Ballots being found by Cheshire East during their
Parliamentary Verification process will be given to our CWaC Officer based at
the Cheshire East Count Centre in Macclesfield who will bring the Ballot
Papers back the Northwich in order to complete the Local Ballot Paper
verification.
9. Cross-Boundary Parliamentary Election Procedures May 2015
Eddisbury Constituency Count Centre
Lead: Deputy Acting Returning Officer
Key Staff Involved: Count Centre Manager, Senior Poll Clerks
Eddisbury Parliamentary Ballot Boxes received from Cheshire
East
1
Cross-Boundary Parliamentary Ballot Boxes from Cheshire East will be brought and
checked into the Winsford Count Centre by the Senior Poll Clerks stationed at the
Cheshire East Polling Stations with the Parliamentary Ballot Boxes. This will be done
as per the Ballot Box Checking in Procedure.
Cross-Boundary Parliamentary Ballot Boxes from Cheshire East will be verified as
early as possible during verification process to enable any issues regarding misposted Ballot Papers to be resolved and not delay commencing the Count.
2
3
The Ballot Box Supervisor will ensure that Cross-Boundary Parliamentary Ballot
Boxes are kept physically separated from the non cross-boundary ballot boxes and
are assigned as a priority to a verification table as soon as possible after their arrival.
Upon assignment of a Cross-Boundary Parliamentary Ballot Box to a verification
table the Head Verification Assistant must be notified by the Ballot Box Supervisor
that it is a Cross-Boundary Ballot Box to ensure they follow the appropriate
procedure in the Parliamentary Verification Procedures 2015.
Issue
Cross Boundary Parliamentary Ballot Paper numbers not matching
Parliamentary Ballot Paper Account at verification (potentially CWaC
Parliamentary Ballot Papers in Cheshire East Local Ballot Boxes)
4
Action
12 | P a g e

When Count Centre Manager is notified of Cross Boundary Parliamentary
Ballot Paper numbers not matching Ballot Paper Account at verification, a call
must immediately be made to Simone Cafferty who will be based at the
Shavington Cheshire East Count Centre to request the Local Cheshire East
Ballot Box from the relevant Polling Station be opened to establish whether
there it contains any CWaC Parliamentary Ballot Papers.

DARO completes Request Log to track request.

If Parliamentary Ballot Papers are found in the Cheshire East Local Ballot
Box Simone Cafferty will call the Count Centre Manager at CWaC
immediately to confirm number found. Verification may then continue as per
the Parliamentary Verification Procedure 2015 and Simone will bring the
Ballot Papers to the Winsford Count Centre for the Count.

If no Parliamentary Ballot Papers are found in the Cheshire East Local Ballot
Box revert to procedures as set out in the Parliamentary Verification
Procedures 2015.
Issue
Cheshire East Borough Council Local Ballot Papers in CWaC Parliamentary
Ballot Boxes.
Action

As CWaC Parliamentary Ballot Boxes are opened, any Cheshire East Local
Ballot Papers identified must be placed in an envelope with a log detailing
which box the paper/s were found in. These envelopes should be stored on
the Control Table. This process should be overseen by the Count Centre
Manager.

Cheshire East Borough Council Ballot Papers found will then be given to and
taken by the nominated Cheshire East officer present at the Winsford Count
Centre.
10. Parliamentary Count Procedure May 2015
Lead: ARO/DARO, Count Centre Manager
Key Staff Involved: Head Counting Assistants
Counting Tables should be set up by Head Counting Assistants as follows:
1
13 | P a g e


Tray for each Candidate
Tray for Doubtful Votes
2
3
4
5
6
7
9
10
11
12
The ARO/DARO, Count Centre Manager and Ballot Box Supervisor Team will unclip
and mix Ballot Papers from Parliamentary Ballot Boxes and distribute Ballot Boxes of
Parliamentary Ballot Papers to the Head Counting Assistants at Counting Tables.
Head Counting Assistants will then empty the Box of Ballot Papers on to the
Counting Table taking care that not spill on t to the floor and none remain in the
Ballot Box and T will ensure that any Agents/Candidates are able to see that the
Parliamentary Ballot Box is empty.
The Head Counting Assistant will then instruct the Counting Assistants to sort the
Ballot Papers as follows:
 Sort each Ballot Paper into the appropriate tray per Candidate
 Place any Doubtful Ballot Papers into the Doubtful papers tray.
The Head Counting Assistant must run regular checks to ensure sorting is accurate.
This can be done by checking trays as often as appropriate to ensure the Ballot
Papers are placed in the correct tray for the Candidate. Candidates of Agents may
ask for a check to be undertaken.
Once the Ballot Papers are sorted as per step 3. Ballot Papers for each Candidate
are counted into batches of 10 Ballot papers and secured with a single paperclip on
the top towards the left hand side of the bundle and placed back into the appropriate
tray for that candidate.
The Head Counting Assistant (assisted by the Counting Assistant as required) then
bundles the checked batches of 10 for each Candidate into 100’s secured with an
elastic band and takes each bundle of 100 to the appropriate Centre Count Table for
that Candidate. THE HCA will run regular checks to ensure the bundles are all votes
for the same candidate.
Any Doubtful Ballot Papers will be adjudicated by the Acting Returning Officer or
Deputy Acting Returning Officer and the Head Counting Assistant must bring
Doubtful votes to the Control Table. Once adjudicated, accepted Ballot Papers will
be returned to the Count.
The Enumeration Team will be at the Centre Count Tables to stack up Ballot Papers
for each candidate using markers to show 5000’s, 1000’s and 500’s. Checks will be
carried out by the Enumerators so ensure continued accuracy and any bundles not
totalling 100 will be returned to Count teams. Regular checks should be run to
ensure the bundles all contain votes for the same candidate.
Once all the Ballot Papers are on the Centre Count Tables the Count Centre
Manager and the Logistics Team will calculate and check with the Head Enumerator
to ensure the total number of Parliamentary Ballot Papers matches the total of the
Parliamentary Verification Statement (taking into account Ballot Papers removed
following the Doubtful Ballot adjudication). If they match the result will be prepared in
conference with the ARO/DARO.
While the Result is being prepared most Counting Teams will be assigned to
Verification of the Local Ballot Boxes. (a number may be held back for checking in
the Parliamentary Count this is the judgement of the ARO/DARO)
If the total number of Parliamentary Ballot Papers does not match the total of the
Parliamentary Ballot Paper Account (taking into account Ballot Papers removed
following the Doubtful Ballot adjudication) Enumerator will check the bundles to
14 | P a g e
ensure contain 100s.
13
Once a figure has been agreed the (D) ARO will discuss the provisional result with
candidates and agents. Once the result is declared the Parliamentary Ballot Papers
remained bundled and are condensed into brown paper sacks by the Logistics
Team. Porters will then transfer to the identified area for safe storage overnight.
11. Local Verification Procedures May 2015
Lead: ARO/DARO and Count Centre Manager
Key Staff Involved: Verification Team (Ballot Box Supervisor, Head Verification
Assistants, Verification Assistants, Enumerators, Porters )
Local Ballot Boxes which have not been verified during the Parliamentary
Verification phase will all be stored in the Local Boxes area. Boxes will assigned
1
to each HVA by the Ballot Box Supervisor and delivered to the HVA by the
Porters.
The Head Verification Assistant will enter the Local Ballot Box (or boxes – if
more than one Local Ballot Box is used) Number, Polling Station and
2
Security Tag numbers on the Verification Sheet. If necessary show any
Agents/Candidates that the Security Tag is unbroken and cut it.
3
4
5
The Head Verification Assistant will then open the Local Ballot Box, or Boxes
if more than one has been used.
The Heads Verification Assistant will empty the contents of the Local Ballot Box
or boxes on to the verification table taking care not to spill any on to the floor
and check that none remain in the box. The Head Verification Assistant will
ensure that any Agents/Candidates are able to see that the Parliamentary Ballot
Box is empty. A check should be made in the clear plastic wallet at the
front of the ballot box to see if there is an envelope containing any votes
that had been found in the corresponding Parliamentary Box is present.
The team of Verification Assistants will then need to sort the votes face up by
type of election if more than one present in the box. These will be clearly
identified by colour of ballot paper. Yellow for Borough, Green for Town/Parish
and Salmon for referendum. The VAs should then count the Ballot Papers for
each election type face up in to 10s and secure with a single paperclip on the
top towards the left hand side of the bundle. The bundles will then be placed in
the trays in front of them.
Once all Ballot Papers have been counted and bundled as stage 5.
The Verification Assistants will then pull the bundles into larger bundles of 100
using elastic bands.
6
15 | P a g e
The Head Verification Assistant (assisted by the VA’s as required) will then total
the number of Ballot Papers found in the Local Box or boxes, for each local
election and write this down and take to the Enumerator Table to check if the
figure corresponds with the figure on the Ballot Paper Accounts for each local
election for that Polling Station.
If the figure counted matches the Local Ballot Paper
Account – The Head Verification Assistant returns tall the ballot papers, still
7
bundled to the ballot box and attaches a Verified Sticker to the front of the Local
Ballot Box and reseals, taking a note of the seal number used and entering onto
the verification statement.
The verified, sealed box is then transferred to the verified local boxes area by
the porters
If the figure counted does not match a Local Ballot Paper
Account – The Head Verification Assistant returns to the verification table
8
and the team of Verification Assistants undertake a re-check of the Ballot papers
and the Head Verification Assistant returns to the Enumerator Table to check if
the figure corresponds with the figure on the Local Ballot Paper Account for that
Polling Station. If, following recheck, the figures match, the step in point 7 above
applies.
If, following re-check, the counted figure shows a lower
figure than on the Local Ballot Paper Account – The Head
Verification Assistant must immediately ask themselves the following questions:
D. Is this a Cross Boundary Ballot Box (Tatton Only)? (You will have been
informed of this when the Ballot Box is brought to your table). If it is a
Cross Boundary Ballot Box refer to the Cross Boundary Issues
Guidance and Table attached.
9
E. Is this a Local Box from a dual/triple Polling Station? If so, the other
Local Ballot box (es) from that Polling Station will need to be opened and
checked for mis-posted ballot papers and verified as per this procedure
Then follow step 10
Contact the Count Centre Manager who will supervise carrying out the steps set
out in the Electoral Commission Checklist (a copy is attached):
10
D. Unused Ballot papers should be checked
E. Speak to the Presiding Officer for the Polling Station to ascertain
any explanation
F. Undertake 2 rechecks and they result in the same figure
If following all of the steps A,B and C, above, this is the figure that is used for
Verification of that Local Ballot Box.
This verified figure must then be notified to the Head Enumerator who will
amend the Verification Statement accordingly.
16 | P a g e
11
17 | P a g e
The Head Enumerator will then enter the figures onto the master spreadsheet in
order that turnout figures can be calculated for each ward.