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

Voters Roll Practice Manual:
Guidelines for the production of a
Voters Roll under the Local
Government (Elections) Act 1999
May 2014 – Fifth Edition
LGA Better Governance Program
ECM 594629
This Voters Roll Practice Manual has been prepared for the Local Government Association of SA (LGA) by the SA
Institute or Rate Administrators (SAIRA), with the assistance of Electoral Commission of SA (ECSA) and Wallmans
Lawyers, as part of its Better Governance Program for the guidance of and use by member Councils. The LGA is the
statutory peak body for Local Government in South Australia, representing all 68 Councils in the State.
Enquiries regarding this publication should be directed to the LGA on 08 8224 2000 or email [email protected]
Page 1 of 50
ECM 594629
Voters Roll Practice Manual
Table of Contents
Background ............................................................................................................................ 3
1.
Legislative Framework ........................................................................................................... 4
2.
Communication and Information Gathering ............................................................................ 4
2.1 Information maintenance – encouraging new/re-enrolment ............................................. 5
2.2 Removing people from the Voters Roll ............................................................................ 6
3.
Step 1 – Voters Roll - Data ..................................................................................................... 6
3.1 Timing ............................................................................................................................. 6
3.2 ECSA File Format ........................................................................................................... 7
3.3 Council data .................................................................................................................... 7
4.
Step 2 – Enrolment Entitlement .............................................................................................. 8
4.1 Practical Assessment Process – Group Entitlement ........................................................ 8
4.2 Entitlement for Enrolment ................................................................................................ 9
4.3 Enrolment Criteria ........................................................................................................... 9
4.4 Enrolment Example ....................................................................................................... 10
4.5 Flowcharts – How to Determine Enrolment Entitlements ............................................... 11
4.5.1 Person Enrolled on ECSA, House of Assembly Roll .......................................... 11
4.5.2 Resident – Application made to Council ............................................................. 12
4.5.3 Natural Person / Owner – Sole ........................................................................... 13
4.5.4 Natural Person / Occupier (Non-Residential) – Sole .......................................... 14
4.5.5 Body Corporate .................................................................................................. 15
4.5.6 Group Entitlements ............................................................................................ 16
4.6 Group Names ................................................................................................................ 18
4.7 Step 2 Checklist ............................................................................................................ 18
5.
Step 3 – Merging and Checking Data ................................................................................... 18
5.1 Merging ......................................................................................................................... 18
5.2 Data Matching Issues .................................................................................................... 19
5.3 Step 3 Checklist ............................................................................................................. 21
6.
Step 4 – Suppressions from the Voters Roll ......................................................................... 21
6.1 Suppressions ................................................................................................................ 21
6.2 Step 4 Checklist ............................................................................................................ 22
7.
Step 5 – Production of the Roll ............................................................................................. 22
7.1 Council File Format ....................................................................................................... 23
7.2 Step 5 Checklist ............................................................................................................ 24
8.
Step 6 – Ongoing Roll Maintenance ..................................................................................... 25
9.
Delegations and Policies ...................................................................................................... 25
10. Contact Information .............................................................................................................. 26
11. Glossary ............................................................................................................................... 27
12. References ........................................................................................................................... 29
13. Appendices .......................................................................................................................... 30
Page 2 of 50
ECM 594629
Voters Roll Practice Manual
Background
This Manual was jointly produced in its original form in 2003 by the Local Government Association
of SA and the South Australian Institute of Rate Administrators (SAIRA). The Manual has
subsequently been reviewed and updated as statutory amendments have occurred to the Local
Government (Elections) Act 1999. The most recent amendments are those brought about by the
Local Government (Elections) (Miscellaneous Amendment) Act 2009. This edition of the Manual is
up to date for the November 2014 periodic elections.
This Manual is not a comprehensive document which covers all aspects of voters roll
administration. It is drafted to provide practitioners with a basic guide to the key steps in preparing
for an election and producing an accurate voters roll. This Manual should not take the place of
legal advice where a Council is unsure of the rights of a person claiming an entitlement to be
enrolled as a voter.
Prior to publication, this edition of the Manual has been updated and reviewed by the Board of
Management of SAIRA and the Electoral Commission of South Australia (ECSA).
Elections
The Local Government (Elections) Act 1999 outlines the framework for the conduct of all local
government elections in South Australia.

Periodic Elections are held every four years with voting at the elections closing at 5 p.m. on the
last business day before the second Saturday of November. For every Council, all positions
become vacant for a periodic election

General Elections are held on a date fixed by proclamation or notice for a specific Council under
special circumstances. For that Council all positions become vacant

Supplementary Elections are held to fill any casual vacancy that occurs within a Council due to
resignation (or other reason) of a Member of Council. The election occurs on a date determined
by the Returning Officer.
The voters roll to conduct Council elections consists of two components:

The State House of Assembly roll; and

The Council supplementary roll – comprising natural persons, designated persons of bodies
corporate and groups of persons within the Council who have made application for enrolment.
This portion of the roll expires on 1 January of each election year and these electors must
renew their enrolment to remain on the Council voters roll.
Periodic/General Elections
Each Mayor / Area Councillor / Ward Councillor election is a separate election. The Act provides
that a person / designated person can only vote once in each election within a Council area. If an
elector owns more than one property within the area, they must complete an application for each
rateable property (other than for a residential entitlement flowing from the House of Assembly roll).
The voting entitlement must be assessed as each elector can only receive:

1 vote for Mayor

1 vote for Area Councillor

1 vote for Ward Councillor in each separate ward election (as applicable).
ECM 594629
Voters Roll Practice Manual
Page 3 of 50
Section 14(3a) of the Act provides that the name of a natural person, body corporate or group must
NOT be added to the voters roll except for House of Assembly entitlements and otherwise in
accordance with an application for enrolment. Such applications must be in a form approved by
the Electoral Commissioner.
For a body corporate or group to vote, it is necessary for them to provide details of their
'designated person'. Accordingly, the relevant enrolment applications (Form 2 for a body corporate
and Form 3 for a group) require this information to be provided. Whilst Section 14(3c)(b)(ii) of the
Act makes provision for the CEO to reject an application for enrolment, it follows that by operation
of the Act and a failure to submit a valid application that if a body corporate or group fails to provide
details of their designated person then the CEO must not enrol the body corporate or group on the
voters roll.
1. Legislative Framework
Local Government (Elections) Act 1999
The relevant extracts from the Local Government (Elections) Act 1999 (version 21 December
2009) related to the legislative requirements of Elections and Entitlements to Vote are set out as
Appendix 1 to this Manual. Please check the South Australian Legislation website for any updates
to legislation – www.legislation.sa.gov.au .
2. Communication and Information Gathering
Publicity and the Community
Effective from 20 December 2009 a new Section 13A was included in the Local Government
(Elections) Act 1999, the effect of which is to recognise a role for the Electoral Commissioner:

to advise potential electors of the requirement to apply to be enrolled on the voters roll, and

to generally inform electors and encourage voting at Council elections.
This role for the Electoral Commissioner does not detract from the obligation upon Councils in a
periodic election year to inform potential electors of the requirement to make application for
enrolment on the voters roll if they are not already enrolled on the House of Assembly roll as an
elector.
The active maintenance of the voters roll requires communication with the community.
following steps can be used to develop effective two-way communication.
The
Develop a communication strategy

Identify key stakeholders – internal and external

Involve key internal stakeholders in development of a communication strategy

Determine and allocate
 Overall responsibility for strategy
 Policy and procedure development
 Ongoing communication requirements

Identify target groups – include:
 Young people
 Business/Traders & Associations
 Non-occupier property owners
 Group owners/occupiers
ECM 594629

Responsibility for each component
 Budget requirements
 Ongoing processing requirements.

Aboriginal people
Residents Associations
 Corporate body owners/occupiers
 CALD (Culturally and Linguistically Diverse
backgrounds).

Voters Roll Practice Manual
Page 4 of 50


Define key messages – include:
 Why enrol and vote?
 Council‘s key functions
Select communication techniques and options
 Local newspaper/The Advertiser
 Trade/business forums/associations
 Education campuses
 Flyers with rates notices

Provide guidance for Council direction
 Council‘s key service provision

Council newspaper/broadsheet
 Council website
 Libraries, cultural and community Centres
 Display on Council stationery/vehicles

Undertake communication with key stakeholders

Review and evaluate
 What worked well?
 Record findings for inclusion in next
election

What did not work well?
 Provide feedback to stakeholders
The LGA provides an extensive range of resources to assist Councils with the election process.
Resources include a broad range of guidelines, brochures and proformas. Key Election dates are
provided along with an Elections Promotional Kit which addresses the following key elements:
 LGA Strategy Development Overview
 Developing a local Council strategy
 Voters roll information
 Nominating for Council
 Voting in Council elections
 Promotional material
 Media advertising schedule
 Ensuring materials reach targeted groups
The full range of resources is too extensive to include in this document but is available from the
LGA website - www.lga.sa.gov.au/goto/electionresources
2.1 Information Maintenance - Encouraging New / Re-enrolment
The following options offer possible methods for the tracking and recording of occupier
information within the Council area.
These options are to be considered on an ―as needed‖ basis and within the context of
available resources.
 Local newspaper/The Advertiser
 Council newspaper/broadsheet
 Trade/business forums/associations
 Business Enterprise Centres SA Inc
 Community Information directories –
 Door knocking or drive through areas
CISA/SA Community website
recording occupancy changes
 New resident kits
 Council employees advising changes.
The extent of the strategies adopted to ensure that eligible persons become enrolled is a
matter of judgement having regard to:
 Council policy
 nature of land occupation within the area
 the frequency of turnover of property
 available resources (financial and
manpower).
To further encourage new enrolments in the year of a periodic election Council also has the
option of writing to all of its property owners, ratepayers and occupants providing information
about the election and enrolment process. A suggested template letter which can be tailored to
suit your Council has been developed for this purpose and appears in Appendix 3 – Letter 1.
ECM 594629
Voters Roll Practice Manual
Page 5 of 50
2.2 Removing People from the Voters Roll
On 1 January in the year of a periodic election all persons except those enrolled by virtue of
being an elector for the House of Assembly must be removed from the voters roll. The voters
roll however must be maintained on an ongoing basis between periodic election years. The
following options/tools are available to assist in roll maintenance:

Death notices

CEO letter under Section 14(3) of the Act

CEO power to assume under Section 14(8) of the Act.
Owner Information Maintenance
Ownership change advices from Land Agents and Conveyancers
 LOTS (Land Services) reports.

When purging the Council Supplementary roll in the year of a periodic election it is
recommended as best practice that a letter be sent to all persons previously enrolled with
Council to advise them of the need to renew their enrolment. Where possible a new enrolment
form (reflecting their previous enrolment type) should be enclosed with that letter. A suggested
template letter which can be tailored to suit your Council has been developed for this purpose
in and appears in Appendix 3 – Letter 2.
3. Step 1 – Voters Roll – Data
The voters roll for Local Government elections consists of two components: the House of
Assembly (State) roll and the Council supplementary roll containing details of all persons, bodies
corporate and groups that have enrolled with Council. The Council component of the voters roll
must be maintained in a form that allows information to be merged with the House of Assembly roll
data to create an updated voters roll within three weeks after the supply of information by the
Electoral Commissioner.
3.1 Timing
The voters roll is to be brought up to date for election purposes to ensure all voter entitlements
are included for:

Periodic elections timeframe Sec 15(7)(a) – on a day fixed by the returning officer for the
close of the roll

Any other election or poll including supplementary elections Sec 15(7)(b) – on a day fixed
for the close of the roll by proclamation or notice fixing polling day for the election or poll.
These dates are known as the "closing date" for the voters roll for the relevant elections.
The Electoral Commissioner must supply a list of persons enrolled (including those
provisionally enrolled) as electors for the House of Assembly in respect of a place of residence
in the area within seven days of the closing date for the roll (Sec 15(10)).
ECM 594629
Voters Roll Practice Manual
Page 6 of 50
3.2 ECSA File Format
House of Assembly roll data from ECSA is supplied in a standardised ASCII comma delimited
file format, allowing transfer of information between the wide range of systems used across
Councils.
Information supplied to Councils to merge and check against data in the voters roll process
consists of the following:
Elector ID Number
5020345678
LGA Code
25
Ward Code
01
Surname
Jones
Other Names
Thomas Angus
Address 1 - Property Address
- Street Address
The Ranch or
1 William Street
Address 2 - Street Address
- Suburb Address
1 William Street or
Suburbia SA 5555
Address 3 - Suburb Address
- Blank
Surburbia SA 5555 or
Blank
3.3 Council Data
The information recorded in the Assessment Record is relevant to the determination of
enrolment entitlements. As stated in the Act, the term ―ratepayer‖ is defined as ―a person who
appears in the assessment record as the owner or occupier of rateable property‖.
Section 172 of the Local Government Act 1999 requires the Council to keep an assessment
record showing a number of matters including:

a description of each piece of rateable land in the Council area;

so far as is known to the CEO, the name of any occupier of the land (not being an owner or
principal ratepayer of the land);

the name and address of the owner; and

if the owner is not the principal ratepayer, the name and address of the principal ratepayer.
Under the Local Government (Elections) Act 1999 residents, sole owners, sole occupiers,
group owners or group occupiers can enrol on the voters roll in respect of a rateable property.
Groups or bodies corporate must nominate a designated person to vote on their behalf.
Applications to enrol must be checked against the assessment record and eligibility
determined. If the person is eligible for enrolment on the voters roll, their prescribed details
(see Section 15(2) of the Act) must be recorded. These validated enrolments form the Council
supplementary component of the voters roll and must be merged with the House of Assembly
roll data.
ECM 594629
Voters Roll Practice Manual
Page 7 of 50
4. Step 2 – Enrolment Entitlement
Generally, names that appear in the assessment record may be entitled to be enrolled, subject to a
number of qualifications. A general exception to this is State crown entities which cannot enrol or
vote in Local Government elections.
Further, if a name appears on the voters roll, that is conclusive evidence of an entitlement to vote.
Under the Act, people who are entitled to be enrolled to vote are:

natural persons (ie. individuals) who 
are recorded on the House of Assembly roll as residents of the area or ward;
Note: a natural person who is provisionally enrolled as an elector for the House of Assembly
roll is entitled to provisional enrolment on the voters roll (and is entitled to vote if they are 18
or over on polling day)

have made application to the CEO in Form 1 confirming continuous residency for at least
one month immediately preceding the application;

have made application to the CEO in Form 1 as a ratepayer, and sole owner of rateable
property;

have made application to the CEO in Form 1 as a ratepayer, and sole (non residential)
occupier of rateable property;

bodies corporate which have made application to the CEO in Form 2 as a ratepayer, and sole
owner or sole occupier of rateable property;

a group of persons who have made application to the CEO in Form 3 as ratepayers and joint
owners, owners in common or joint occupiers of rateable property (for example, a person and
their spouse, or a family group occupying non-residential property, or a business partnership)
provided that:

at least one member of the group (whether a natural person or a body corporate) is not on
the voters roll as a natural person or body corporate (as above), and

no member of the group is on the voters roll by virtue of a House of Assembly roll or
'resident's declaration' as a resident in respect of the rateable property for which the
entitlement to vote is claimed, and

no member of the group who is a non-owner occupier of the rateable property is a resident of
the rateable property.
Note: Copies of Forms 1, 2 and 3 appear at Appendix 2 to this Manual.
4.1 Practical Assessment Process – Group Entitlement
Given the intricacies of determining whether a group is entitled to be enrolled on the voters
roll, the following practical approach is recommended:

has the group included a 'designated person'?

if so, is that 'designated person' already on the voters roll pursuant to other entitlement?

are all members of the group already on the voters roll pursuant to another entitlement?
If the answer to the first question is 'no' or the answer to either of the next two questions is
'yes', the group is not entitled to be enrolled.
In all other cases, proceed to assess the group against the balance of the statutory criteria.
ECM 594629
Voters Roll Practice Manual
Page 8 of 50
4.2 Entitlement for Enrolment
Voter Type
Minor (under age of majority
18 years)
Eligibility
to Enrol
Local Government (Elections)
Act 1999 Reference
Voters Roll Practice
Manual Reference
Yes
14(1a) as provisional enrolment on
House of Assembly Roll.
No
In all other circumstances 14(1)(ab)
and (c)
Yes
14(1)(a)
5.5.1
Resident not enrolled for
the House of Assembly but
application lodged with
Council
Yes
14(1)(ab)(i)
5.5.2
Owner ratepayer – sole natural person (of rateable
property) but application
lodged with Council
Yes
14(1)(ab)(ii)
5.5.3
Occupier ratepayer – sole natural person (of rateable
property) – not resident but
application lodged with
Council
Yes
14(1)(ab)(iii)
5.5.4
Body Corporate (Ratepayer
and is sole owner or sole
occupier of rateable
property) but application
lodged with Council
Yes
14(1)(b)
5.5.5
Owner – Group
Yes
14(1)(c)
5.5.6
Occupier – Group
Yes
14(1)(c)
5.5.6
Occupier – Joint - where
each occupier applies in
their own right
No
Person enrolled as an
elector for the House of
Assembly
5.5.1
(NOTE: provisional entitlements)
(see Group
Qualifications above)
4.3 Enrolment Criteria
The following guide is provided to assist in assessing enrolment applications.
With the exception of persons provisionally enrolled on the House of Assembly roll, all persons
must be 18 years of age or above to be entitled to be enrolled on the voters roll.
The following are entitled to be enrolled on the voters roll provided they meet all required
criteria:

Persons on the House of Assembly roll for the area (including provisional voters who may
only vote if they are 18 or above, on or before close of voting)

A Council resident who has completed Form 1

A sole owner, being a natural person who is also a ratepayer in respect of that property who
has completed Form 1
ECM 594629
Voters Roll Practice Manual
Page 9 of 50

A sole non-residential occupier, being a natural person who is also a ratepayer in respect of
that property who has completed Form 1

A sole owner, being a body corporate who is also a ratepayer in respect of that property
who has completed Form 2 (must nominate a designated person to vote)

A sole occupier, being a body corporate who is also a ratepayer in respect of that property
who has completed Form 2 (must nominate a designated person to vote)

A group which has completed Form 3

being ratepayers of rateable property

being tenants in common or joint owners or joint occupiers of the property

at least one member of the group is not enrolled in their own right in respect of another
property in the ward or area as the case may be

no member of the group is enrolled as a resident of the property, and

no member of the group who is an occupier (but not an owner) is a resident of the
property.
(NOTE: Groups must nominate a designated person to vote)
4.4 Enrolment Example
The following example outlines the importance of determining entitlements to enrol.
In a small two-storey office block there may be four separate occupiers, for example two firms
of accountants, a real estate company and a travel agent. Each of these occupancies has a
separate assessment record in the Council rating system.
The building is owned by an investor who is not an occupier; this person pays the total rates
levied against the property.
Each entity may be entitled to be enrolled on the Council‘s voters roll if

each person or group, or in the case of a group each member of the group, is an occupier
and is entered in the assessment record, and

each person or group makes the required application to the CEO for enrolment
The Council will need to decide what steps will be taken (and what resources will be devoted)
to identifying the four separate occupiers for the purposes of the voters roll, and to listing their
names and other details in the assessment record.
If each of the four businesses is listed in the assessment record as a sole occupier for one of
the four assessments, they will meet the requirement of being sole occupier of rateable
property and will also satisfy the definition of ―ratepayer‖, and (subject to making application)
will be able to meet the criteria for enrolment.
In addition, the owner/investor is the sole owner and the principal ratepayer and will also be
able to meet the criteria for enrolment but will also be required to make application to the CEO.
In this example (and subject to the application requirements), there are a total of five
entitlements to enrol. However if the Council only has a single assessment record for the
example, the four occupiers would represent one group of occupiers and share one enrolment
entitlement. A second voting entitlement would still apply to the owner/investor.
ECM 594629
Voters Roll Practice Manual
Page 10 of 50
4.5 Flowcharts – How to Determine Enrolment Entitlements
4.5.1 Person Enrolled on ECSA, House of Assembly Roll
Local Government (Elections) Act 1999
Reference: 14(1)(a) and 14(1a)
Is the natural person
 over 18 and enrolled as an
elector for the House of
Assembly in that area; or
 provisionally enrolled and
will turn 18 on or before the
close of voting?
No
Consider other possible
entitlements but subject
to application
Yes
Entitled to be Enrolled
Note: Provisional Entitlements
ECM 594629
Voters Roll Practice Manual
Page 11 of 50
4.5.2 Resident – Application Made to Council
Local Government (Elections) Act 1999
Reference: Section 14(1)(ab)(i)
Is the natural person:
 18 or over,
 a resident in the Council
area, and
 made an application to the
CEO, and
 has been a continuous
resident for one month
prior to application
No
Make application or
refer to other possible
entitlements
Yes
Is the natural person enrolled
on the Voters Roll by virtue of
another entitlement?
Yes
Resolve Conflict
No
Entitled to be Enrolled
ECM 594629
Voters Roll Practice Manual
Page 12 of 50
4.5.3 Natural Person / Owner – Sole
Ratepayer and sole owner
Local Government (Elections) Act 1999
Reference: Section 14(1)(ab)(ii)
Is the natural person:
 18 or over,
 a ratepayer and a sole
owner of that rateable
property; and
 made application to the
CEO
No
Make application or
refer to other possible
entitlements
Yes
Yes
Is the natural person enrolled
on the Voters Roll by virtue of
another entitlement?
Resolve Conflict
No
Entitled to be Enrolled
ECM 594629
Voters Roll Practice Manual
Page 13 of 50
4.5.4 Natural Person / Occupier (Non Residential) – Sole
Ratepayer and sole (non-residential) occupier
Local Government (Elections) Act 1999
Reference: Section 14(1)(ab)(iii)

Is the natural person:
 18 or over
a ratepayer and a sole (non
residential) occupier of
that rateable property, and
 made application to the
CEO?
No
Make application or
refer to other possible
entitlements
Yes
Is the natural person enrolled
on the Voters Roll by virtue of
another entitlement?
Yes
Resolve Conflict
No
Entitled to be Enrolled
ECM 594629
Voters Roll Practice Manual
Page 14 of 50
4.5.5 Body Corporate


Ratepayer and sole owner or
Ratepayer and sole occupier
Local Government (Elections) Act 1999
Reference: Section 14(1)(b)
Is the Body Corporate:
a ratepayer and a sole
owner or sole occupier of
the property, and
 made application to the
CEO?

No
Make application or
refer to other possible
entitlements
Yes
Is the designated person of
the body corporate enrolled
by virtue of another
entitlement in the area or
ward?
Yes
Consider other possible
entitlements and any
potential conflicts in terms
of one vote per election
No
Entitled to be Enrolled
ECM 594629
Voters Roll Practice Manual
Page 15 of 50
4.5.6 Group Entitlements
The Act provides that an Owner Group or Occupier Group will be denied a vote in respect
of a property if
 all members of the group are already enrolled on the relevant voters roll (Area or
Ward)
 any member of the group is enrolled on the House of Assembly Roll in respect of that
property or is a Resident who has lodged the required form in respect to that property
Local Government (Elections) Act 1999
Reference: 14(1)(c)
Please See Flowchart on following page
ECM 594629
Voters Roll Practice Manual
Page 16 of 50
Group Entitlements - Flowchart
No
Has application been
made to the CEO ?
Make Application
Yes
No
Are all members ratepayers
within the area/ward?
Not Entitled
Yes
Are the members joint
owners, owners in common
or joint occupiers of the
property?
No
Not Entitled
Yes
Is at least one member of the
group (a natural person being
18 or over) not otherwise
enrolled on the relevant
voters roll?
No
Not Entitled
Yes
Is any member of the group
enrolled as a resident of the
property?
Yes
Not Entitled
No
Is any member of the group,
who is not an owner, a
residential occupier of the
property?
Yes
Not Entitled
No
Entitled to be Enrolled
ECM 594629
Voters Roll Practice Manual
Page 17 of 50
4.6 Group Names
Local Government (Elections) Act 1999
Reference: Section 14(6), 14(7)
The Act requires that a group on the voters roll must have a name, and the word ―Group‖ must
appear as the last word of that name. The group may decide its own name and notify the
Council, but the responsibility for determining the group name is that of the CEO. It should be
noted that the mail-out of ballot material will contain the name of the designated person, the
group name and the address where the designated person wishes the ballot paper/s to be
forwarded.
Suggestions
Councils are likely to have a number of bodies corporate or group owners of rateable property
on their assessment record.
Examples are:

holiday homes owned by a group of family members in a country area, who live in a Council
area different from the one where the holiday home is situated

business premises, flats and home units in a Council area owned by a company or group of
investors who live in another Council area.
Care will need to be taken when recording the entitlements of the same owner/occupier in
more than one ward.
4.7 Step 2 Checklist

Systems in place to verify voter eligibility

Systems in place to assign voter eligibility – determine which voting entitlement is to be
assigned – Mayor and ward (Both), ward only (Ward)

Group name format in place (Group appears as last word of name).
STATE CROWN ENTITIES

Ensure there are no State Crown Entities on your voters roll – refer
https://www.bmsportal.sa.gov.au/DCS/util_entity.aspx
5. Step 3 – Merging and Checking Data
5.1 Merging
There are diverse computer systems used across Councils. The following are some useful
principles for preparing the voters roll.
In comparing the records from ECSA House of Assembly roll with those of the Council
supplementary roll, it is important that a strict order of procedure be observed. This order is:
1. ECSA record
2. Council enrolment record (application for enrolment form lodged) :
2.1 Resident
2.2 Sole owner ratepayer (natural person or body corporate)
2.3 Sole occupier ratepayer (non-residential) (natural person or body corporate)
2.4 Group owner or occupier ratepayer (natural person, body corporate or combination of
these).
ECM 594629
Voters Roll Practice Manual
Page 18 of 50
When a match is found between the ECSA records and any Council enrolment record, the
ECSA record must take precedence and the other record(s) discarded in respect of that
ward or the area as the case may be.

Files from ECSA and the Council data base are merged to create the draft voters roll using
either the Council‘s information system or with the assistance of a third party package such
as Microsoft Access

In every case, manual checks may be required to identify duplicates with the residents and
designated persons, suppressions, state Crown entities and addressing issues, etc. These
can be identified using an exception report produced by the software but a manual review
process should also be undertaken (due to possible differences in data values eg. names
and address etc.)

Where a match is achieved against the surname and given names for natural persons and
designated persons the record with the highest precedence is retained and the other record
discarded. The House of Assembly record has the precedence and the Council
supplementary record is deleted (or vote type amended from „Both‟ to „Ward‟ as
appropriate). This would normally be determined when receiving the application for
enrolment form or during regular roll maintenance processes but a final check must be
undertaken when producing a voters roll for certification and election purposes

If there is an entitlement for more than one ward, an elector can only receive 1 Mayor/Ward
(Both) entitlement and the remaining entitlements are Ward-only entitlements.
5.2 Data Matching Issues
When preparing the voters roll exceptions will occur, particularly in the following areas. It is
suggested that automated software and manual processes are put into place to ensure any
issues are identified and rectified to remove the likelihood of duplications or incorrect vote
allocations.
The following listing highlights areas to be aware of when preparing the voters roll. (Examples
provided by ECSA).
Surnames

Spelling or special characters

Multiple joint owners (members of groups) this should not occur as we are comparing HA
records with residents and designated person names

Married name changes

Names of ethnic origin swapped context.
Examples:
O‘Rielly
Brenda Jones
Van Der Hun
Le Minh Tuan
vs
vs
vs
vs
O‘Reilly (letters transposed)
Brenda Williams (change of surname)
Vanderhun (spaces removed)
Tuan Le Minh (surname presented in different order)
Given names




Ethnic variations
Swapped around
Initials only
Spelling or special characters.
ECM 594629
Voters Roll Practice Manual
Page 19 of 50
Examples:
Salvatore
vs Sam
Giuseppe
vs Joe
Giovanni
vs John
Michael
vs Micheal
Adam John
vs John Adam
WA
vs William Alan
Phillip
vs Philip
Jo-Anne
vs Joanne
Street Addresses

Habitation names

Number ranges

Street types

Rural addresses
Examples:
Southern Cross Homes
Wirra Lodge
104-106 Black Road
vs 104 Black Road
(no number ranges, enrolled at the lowest number)
Alt 5 Sec 456 Mitchell Road vs Lot 5/Sec 456 Mitchell Road
Street
vs St
Avenue
vs Ave
Road
vs Rd
Suburb Addresses

Suburb State Post Code
Example
Rose Park 5067
vs Rose Park SA 5067
Duplicates
The system or process should alert administrators upon finding a duplication. An exception
report should be created but the duplicate entries should not be automatically removed. The
records should be manually checked to eliminate the possibility of instances such as
father/son/grandson with the same names being deleted from the roll. Listed below are
possible methods of locating duplicates within the data.
Finding duplicates
Examples:

Match exact surname and given names and street address (caution: father/son or
grandfather/grandson with same name)

Match exact surname and first initial and street address

Compare the given name to identify any possible duplicates – eg.J A vs John Alan
ECM 594629
Voters Roll Practice Manual
Page 20 of 50

Match surname and first initial and first 6 characters of street address (refinement of last
search – will ignore address differences ie. Spelling or street type differences)

Match given names and street address (Look for change of surname – ie. spelling or
marriage).
A possible solution to the above issues is the use of the unique voter identifier provided in the
ECSA data. This should be permanently attached to the Council‘s name record (if your
system allows this).
Using the unique voter ID it should be easy to determine any duplicates when Council staff
assess the application for enrolment. Enrolments should also be checked against the House
of Assembly file received at the end of each month to determine if the resident or designated
person has since enrolled for that or any other rateable property within the area/ward.
Separate application forms are required for each additional property/assessment.
5.3 Step 3 Checklist

ECSA ASCII File received

Council database in readiness

Merge files together using either Council management system OR external package eg.
Microsoft Access

Check for duplications due to format/matching issues:
Surnames

Given Names

Street Address

Suburb Address.
6. Step 4 – Suppressions from the Voters Roll
6.1 Suppressions
Local Government (Elections) Act 1999
Reference: Section 15 (3), 15 (4)
The address of a person‘s residence or the address of a property for which a person is
claiming entitlement for enrolment, may be suppressed under certain circumstances.
If any address is suppressed from the House of Assembly roll the address must also be
suppressed from the voters roll.
If, in the opinion of the CEO, the inclusion of an address in the voters roll (which is freely
available for public scrutiny) may place at risk the personal safety of the person enrolled on the
voters roll, or that of any member of that person‘s family, or of any other person, that address
may be suppressed from the voters roll.
In relation to suppressions the following requirements should be noted:

suppressed names from the ECSA file should be extracted and matched against Council
data (and subsequently suppressed in the voters roll)

Matching can be done using application-driven software and/or via a manual process

Enquiries relating to ECSA suppressions and matching to Council data can be referred to
ECSA for confirmation
ECM 594629
Voters Roll Practice Manual
Page 21 of 50

Mailing address information for suppressed address electors will need to be provided in the
data file that Council provides to the Returning Officer to allow for the posting of ballot
material. The address information MUST be suppressed from all other versions of the roll
that may be viewed.
6.2 Step 4 Checklist

Extraction of suppressed names from ECSA file

Matching of suppressions against Council data

Methods include both software-driven and manual applications
Contact ECSA for further information/clarification of suppressed names.
Electoral Commission of South Australia
Level 6, 60 Light Square
ADELAIDE SA 5000
GPO Box 646 Adelaide SA 5001
Telephone: (08) 7424 7400
Facsimile: (08) 7424 7444
Email: [email protected]
7. Step 5 – Production of the Roll
Local Government (Elections) Act 1999
Reference: Section 15(13), 15(14), 15(15)
The latest date by which the voters roll must be brought up to date in accordance with the Local
Government (Elections) Act 1999 requirements, is within three weeks after the supply of
relevant information from the Electoral Commissioner.
That is, within four weeks after the relevant closing date.
“A voters roll will be taken to have been brought up to date when copies of the roll
are available for public inspection …………”
Output from the process includes the following:

A certified soft copy of the name, address, ward and vote type which is sent to ECSA

A certified hard copy including the name, address ward and vote type which is sent to ECSA

A hard copy of the roll which must be made available for public inspection at no cost

A hard copy to the Deputy Returning Officer

A hard copy (one per candidate) available (without charge) to candidates in printed form
between close of nominations and polling day

Further copies available for purchase by candidates in printed form upon payment of fee
determined by Council.
NOTE: With the exception of ECSA - soft/electronic copies of the voters roll must not be
provided
ECM 594629
Voters Roll Practice Manual
Page 22 of 50
Mail out file
Data supplied by Councils to ECSA or a Mailing House must follow the format as discussed below
with the inclusion of the ‗Vote Type‘ entitlement identifier for ballot requirements (ie. Both – Mayor
and Ward or Ward – Ward only).
How should ‗soft copy‘ voters roll data be provided?

The data should be provided as a Microsoft Excel Spreadsheet in a version no later than
Excel 2003

Formatting such as page breaks, page headings, bolding etc should not be used nor should
hidden columns or calculated values

The first row should contain the column names for clarification with columns following the
standard layout.
7.1 Council File Format
The file format specification for ECSA is as follows
Fields
LGA Code
Maximum length of 3 - no leading zeros
Ward Code
Maximum Length of 2 - no leading zeros
Family Name for natural person/designated
person
Maximum length of 25
Given Names for natural person/designated
person
Maximum length of 25
Body Corporate/ Group Name (where
Designated Person – or blank for natural
person enrolments)
Maximum length of 50
Address 1
Maximum length of 40
Address 2
Maximum length of 40
Address 3
Maximum length of 40
Vote Type
Maximum length of 4
The standard information required for an individual elector consists of the following:LGA Code
25 (no leading zeros)
Ward Code
1 (no leading zeros)
Surname
Jones
Other Names
Thomas Angus
Body Corporate or Group Name
Blank
Address 1 - Property Address
- Postal Address
The Ranch or
1 William Street
Address 2 - Street Address
- Suburb Address
1 William Street or
Suburbia SA 5555
Address 3 - Suburb Address
- Blank
Surburbia SA 5555 or
Blank
Vote Type
Both (or Ward)
ECM 594629
Voters Roll Practice Manual
Page 23 of 50
NOTE: There is a MAXIMUM of 3 address lines
The standard information required for a Group or Company consists of the following:LGA Code:
25 (no leading zeros)
Ward Code:
1 (no leading zeros)
Surname: (Natural person or designated person)
Jones
Other Names:
Thomas Angus
Body Corporate/ Group Name
Centro Properties Pty Ltd or
Jones and Smith owners Group
Address 1 –Property/Street/Postal Address
Level 1 Centro Plaza or
1 William Street
Address 2 – Street/Postal/Suburb Address
1 William Street or
SUBURBIA SA 5555
Address 3 – Suburb Address
SUBURBIA SA 5555 or
Blank
Vote Type:
Both (or Ward)
NOTE: There is a MAXIMUM of 3 address lines
7.2 Step 5 Checklist

Roll brought up to date within time parameters

Within three weeks of supply of ECSA/ House of Assembly roll (ie within four weeks of
closing date)

Certified soft copy of voters roll including name/address/ward and vote type to ECSA

Certified hard copy including name/address/ward and vote type to ECSA

Hard copy made available for public inspection (Note: inclusion of Date of Birth is a new
requirement for Designated Persons)

Hard copy to the Returning Officer

Hard copies available for candidates (only one copy without charge) after close of
nominations

If using Mailing House, soft copy as was forwarded to ECSA above

Format (soft copy)

Microsoft Excel no later than Excel 2003

Unformatted ie. no breaks, text formatting

First row to be column names

Compliance with formats for both Individual and Group/company (Designated persons)
has been followed
ECM 594629
Voters Roll Practice Manual
Page 24 of 50
8. Step 6 – Ongoing Roll Maintenance
Local Government (Elections) Act 1999
Reference: Section 15(1), 15(6), 15(7)
The voters roll information must be ―actively‖ maintained to ensure it exists in a form that allows for the
voters roll to be brought up to date at any time within three weeks after the supply of House of
Assembly voter information by ECSA (or within four weeks of the close of the roll).
Suggestions

Opportunity to educate and involve other Council departments to inform changes that may affect
the assessment record information/database which will assist when assessing applications for
enrolment

Ongoing updating of assessment information held within Council database to ensure readiness
for roll production

Checking of/for duplications before roll is required to be produced

Monthly loading of House of Assembly roll to match names and load unique voter ID into
Council name system (where software allows)

Monthly or periodic checks of Council enrolments against House of Assembly data

Ensure enrolment data for property is reviewed during any maintenance functions and remove
entries as appropriate or issue a CEO letter to check entitlement

Periodic reviews of enrolments and issue CEO letter where required to check entitlements

Undertake check of all enrolments immediately if made aware of supplementary election.
9. Delegations and Policies
It is important to ensure that appropriate delegations and policies are in place for rate
administrators to act in respect to maintaining assessment record and voters roll information.
Policies should be supported by documented procedures.
ECM 594629
Voters Roll Practice Manual
Page 25 of 50
10. Contact Information
Electoral Commission of South Australia (ECSA)
Level 6, 60 Light Square
ADELAIDE SA 5000
GPO Box 646 ADELAIDE SA 5001
Phone: (08) 7424 7400
Facsimile: (08) 7424 7444
Email: [email protected]
Electoral Commissioner Ms Kay Mousley
Deputy Electoral Commissioner Mr David Gully
Electoral Information:
General Contact Officer (Information):
Senior Electoral Officer: Local Government
Systems Project Office
Elections:
Electoral Officer: State
Manager Elections:
Ms P Bentley (08) 7424 7400
Ms L Redpath (08) 7424 7420
Mr A Nickolls (08) 7424 7427
Ms K Mousley (08) 7424 7400
Mr W McAvaney (08) 7424 7400
Mr R Parkins (08) 7424 7415
Local Government Association of South Australia (LGA)
GPO Box 2693
ADELAIDE SA 5001
Phone: 08 8224 2000
Email: [email protected]
www.lga.sa.gov.au
South Australian Institute of Rate Administrators (SAIRA)
SAIRA
PO Box 572
GLENSIDE SA 5065
Joan Murrell
President
Telephone: 8384 0530
Facsimile: 8382 8744
Email: [email protected]
ECM 594629
Voters Roll Practice Manual
Page 26 of 50
11. Glossary
Act
The Local Government (Elections) Act 1999, Local Government Act 1999
& Regulations
Area Councillor
A person elected to represent electors across the whole of the Council
area, rather than in one ward
Alienate
To transfer the title in property
Body Corporate
An entity legally incorporated under a statutory provision (eg. a company,
an incorporated association, co-operative, trade union, friendly society or
other like incorporated body; excludes partnerships, private trusts or
unincorporated bodies)
CEO
The chief executive officer of a Council (including any person acting in
that office)
Crown
In a State Act means the Crown in the right of the State (and not the
Commonwealth)
Crown Entities
Includes State government departments, agencies subject to ministerial
direction and other government instrumentalities
Designated Person
A natural person of or above 18 years of age who is an officer of the body
corporate or a member of the group and is authorised by the body
corporate or group to vote on its behalf
Election
The process of choosing a representative to occupy an official position by
voting
Elector
Means a person, body corporate or group of persons enrolled on the
voters roll for a Council
Electoral
Commissioner
The statutory officer responsible to the Minister for the administration of
the Act
Electoral
Commission SA
(ECSA)
The agency that is responsible for administering and overseeing the
conduct of South Australian State and Local Government elections
Enfranchise
To give a person the right to vote
Franchise
The right to vote
Group
A group of natural people, or of bodies corporate, or of a mixture of
natural people and bodies corporate
Natural Person
Means a human being in the ordinary sense, (as opposed to artificial
persons or entities such as companies which are recognised as legal
persons under the law)
Occupier
Means a person who is, either jointly or alone, in possession of land (to
the substantial exclusion of others)
Officer
of a body corporate is a director, manager, secretary, public officer or
ECM 594629
Voters Roll Practice Manual
Page 27 of 50
other person involved in the management of the body corporate
Owner
Owner of land means—
(a) if the land is unalienated Crown land - the Crown; or
(b) if the land is alienated from the Crown by grant in fee simple
(i)
the holder of an estate in fee simple, or a life estate, in the
land; or
(ii) the holder of a leasehold estate in the land who is not in
occupation of the land; or
(iii) a mortgagee in possession of the land (or a receiver
appointed by such a mortgagee); or
(c) if the land is held from the Crown under a lease, licence or
agreement to purchase—the lessee, licensee or purchaser; or
(d) a person who holds native title in the land; or
(e) a person who has arrogated to himself or herself (lawfully or
unlawfully) the rights of an owner of the land, and includes the
executor of the will, or administrator of the estate, of any such
person
Person
A natural person or body corporate
Provisional
Enrolment
A natural person is entitled to be on the voters roll because they are
enrolled on the House of Assembly roll as a provisional elector, and who
may vote if they turn 18 years of age on or before the close of voting
Rateable property
Means all land within the area of the Council that is rateable under
Chapter 10 of the Local Government Act 1999
Ratepayer
Means a person who appears in the assessment record as the owner or
occupier of rateable property
Suppressions
(Silent enrolment)
Those electors whose address is suppressed from the State Electoral
Roll or those for whom the CEO of a Council considers that publication of
their address on the voters roll may endanger the personal safety of
themselves or family members or any other person
Unalienated
Land where the title has not been transferred from the Crown
Voters roll
A list of the names and address details of all people who are entitled to
vote in a Council election
ECM 594629
Voters Roll Practice Manual
Page 28 of 50
12. References

Electoral Commission of South Australia
www.ecsa.sa.gov.au

Local Government Policy Unit, Department of Planning, Transport and Infrastructure
(formerly Office for State/Local Government Relations )
www.localgovt.sa.gov.au

Local Government Association South Australia
www.lga.sa.gov.au

Local Government Act 1999

Local Government (Elections) Act 1999


Elections Act, Local Government (Elections) Act, 1999
Part 1 Preliminary, Section 4 Preliminary

Elections Act, Local Government (Elections) Act, 1999
Part 4 Enrolment, Section 14 Qualifications of Enrolment

Elections Act, Local Government (Elections) Act, 1999
Part 4 Enrolment, Section 15 The Voters Roll

Elections Act, Local Government (Elections) Act, 1999
Part 5 Entitlement to Vote, Section 16 Entitlement to Vote
Australian Electoral Commission
www.aec.gov.au

Parliament of South Australia
www.parliament.sa.gov.au

South Australian Legislation
www.legislation.sa.gov.au
ECM 594629
Voters Roll Practice Manual
Page 29 of 50
13. Appendices
Appendix 1
Sections 14, 15 & 16, Local Government (Elections) Act 1999 (Version: 21.12.2009)
Appendix 2
Enrolment Application Forms
Appendix 3
Template letters
ECM 594629
Voters Roll Practice Manual
Page 30 of 50
Appendix 1
LOCAL GOVERNMENT ELECTIONS ACT 1999 (Version: 21.12.2009)
PART 4 - ENROLMENT
14. Qualification for enrolment
1
(1)Subject to this Act —
(a)
a natural person is entitled, without application, to be enrolled on the voters roll for an
area or ward if that person is enrolled as an elector for the House of Assembly in
respect of a place of residence within the area or ward; and
(ab) a natural person (not being a person referred to in paragraph (a)), who is of or above
the age of majority, is entitled, on application to the chief executive officer under this
section, to be enrolled on the voters roll for an area or ward if that person—
(i)
is resident at a place of residence within the area or ward and has been so
resident for a continuous period of at least 1 month immediately preceding the
date of the application for enrolment; or
(ii)
is a ratepayer in respect of rateable property within the area or ward and is
the sole owner of that rateable property; or
(iii)
is a ratepayer in respect of rateable property within the area or ward, is the
sole occupier of that rateable property, and is not a resident in respect of that
rateable property; and
(b)
a body corporate is entitled, on application to the chief executive officer under this
section, to be enrolled on the voters roll for an area or ward if it is a ratepayer in
respect of rateable property within the area or ward and is the sole owner or sole
occupier of the rateable property; and
(c)
a group of persons (consisting of natural persons, bodies corporate or partly of natural
persons and partly of bodies corporate) is entitled, on application to the chief executive
officer under this section, to be enrolled as a group on the voters roll for an area or
ward if—
(i)
the members of the group are all ratepayers in respect of rateable property
within the area or ward; and
(ii)
the members of the group are joint owners, owners in common or joint
occupiers of the rateable property; and
ECM 594629
Voters Roll Practice Manual
Page 31 of 50
(iii)
at least one member of the group (being a natural person of or above the age
of majority or a body corporate) is not enrolled on the relevant voters roll
under paragraph (a), (ab) or (b), and no member of the group is enrolled on
the relevant voters roll under paragraph (a) or (ab)(i) as a resident in respect
of the rateable property; and
(iv)
no member of the group who is an occupier of the rateable property but not
an owner is a resident in respect of the rateable property.
(1a) A natural person is entitled, without application, to provisional enrolment on the voters roll for
an area or ward if he or she is provisionally enrolled as an elector for the House of Assembly in
respect of a place of residence within the area or ward.
(2)
No enrolment will be made on the voters roll on the basis of a claim or application received
between the time at which rolls for an election or poll close and polling day for the election or
poll.
(3)
If—
(a)
a person has been enrolled as an elector under subsection (1)(ab)(i) on the basis of
residence at a particular place of residence; and
(b)
the chief executive officer sends a notice to the relevant address asking the elector to
indicate whether he or she is still resident at that address; and
(c)
the chief executive officer receives no reply within 28 days of the date of the notice or
receives a reply indicating that the elector is no longer resident at that address,
it may be presumed, for the purposes of the revision of the voters roll, that the elector is not still
resident in the area or ward.
(3a) Except as otherwise provided in this Act, the name of a person, body corporate or group must
not be added to the voters roll for an area or ward except in accordance with an application for
enrolment.
(3b) An application for enrolment on the voters roll for an area or ward must—
ECM 594629
(a)
be in a form approved by the returning officer; and
(b)
be signed and witnessed as required by the returning officer; and
(c)
be made to the chief executive officer of the council.
Voters Roll Practice Manual
Page 32 of 50
(3c)If an application for enrolment in respect of an area or ward is received by a chief executive officer,
the chief executive officer must enrol the applicant unless—
(a)
the chief executive officer believes the applicant is not entitled to be enrolled; or
(b)
—
(i)
in the case of an application made in respect of an entitlement under
subsection (1)(ab)—the natural person is already on the voters roll for the
area or ward by virtue of another entitlement to vote; or
(ii)
in the case of an application made in respect of an entitlement under
subsection (1)(b) or (1)(c)—the designated person of the body corporate or
group is already on the voters roll for the area or ward (whether as a
designated person or by virtue of another entitlement to vote).
(6)
The chief executive officer may determine the name of a group for the purposes of the voters
roll.
(7)
The name of a group must include the word "Group" at the end.
(8)
For the purposes of subsection (1)(ab)(iii) and (c)(iv), the chief executive officer is entitled to
assume (in the absence of any information in the hands of the chief executive officer to the
contrary) that a ratepayer in respect of rateable property used for residential purposes who is a
natural person and who is (or who appears to be) an occupier but not an owner of that rateable
property is a resident in respect of that rateable property (and the voters roll may have effect
accordingly).
(9)
A person must not make a statement that is false or misleading in a material particular
(whether by reason of the inclusion or omission of any particular) in any information provided
under this section.
Maximum penalty: $10 000.
Note—
1
Subsection (1) does not apply to the Crown (see section 302 of the Local Government
Act 1999).
ECM 594629
Voters Roll Practice Manual
Page 33 of 50
15. The voters roll
(1)
The chief executive officer is responsible for the maintenance of a voters roll for the area.
(2)
Subject to this section, the voters roll must set out in relation to each person, body corporate or
group enrolled—
(a)
in the case of a natural person—the full name of the person and the address of the
person's place of residence; and
(b)
in the case of a body corporate or group—the full name of the body corporate or group
and the full name, residential address and date of birth of the designated person for
the body corporate or group; and
(c)
the address of the place of residence or rateable property (as the case may be) by
virtue of which the person, body corporate or group is entitled to be enrolled; and
(d)
at the option of the person, body corporate or group—an additional address nominated
by the person, body corporate or group (in a manner and form determined by the chief
executive officer) for the service of postal voting papers under Part 9; and
(e)
(3)
any prescribed particulars.
If the chief executive officer is satisfied that the inclusion on the voters roll of the address of the
place of residence of a person or the address of a place of residence or rateable property (as
the case may be) by virtue of which a person is entitled to be enrolled would place at risk the
personal safety of that person, a member of that person's family or any other person, the chief
executive officer may suppress the address from the voters roll.
(4)
If the chief executive officer is satisfied that the address of the place of residence of a person
entitled to be enrolled to vote is suppressed from a roll under the Electoral Act 1985, the chief
executive officer must also suppress that address from the voters roll.
(5)
If an area is divided into wards, the voters roll must differentiate the electors enrolled on the roll
according to the wards in respect of which they are entitled to vote.
(5a) Subject to subsection (5b), the voters roll expires on 1 January in each year in which a periodic
election is to be held and a fresh voters roll is to be prepared after 1 January for the purposes
of the election.
•
The effect of subsection (5a) is that voters who must apply under section 14 to
be enrolled on the roll are required to lodge fresh applications for enrolment prior
to each periodic election.
ECM 594629
Voters Roll Practice Manual
Page 34 of 50
(5b) If a casual vacancy occurs before any time on which the voters roll is to expire under
subsection (5a) (the expiry date) but the supplementary election to be held to fill that vacancy
will not take place until after the expiry date, for the purposes of the supplementary election,
the voters roll is to be taken to continue in existence until the conclusion of the supplementary
election.
(6)
The voters roll must be maintained in a form that allows for the roll to be brought into an up-todate form (including by the merger of enrolment information for the House of Assembly) within
three weeks after the supply of relevant information by the Electoral Commissioner under
subsection (10).
(7)
The voters roll must be brought up-to-date whenever an election or poll is to be held so as to
reflect entitlements as they exist—
(a)
in the case of a periodic election—on a day fixed by the returning officer for the close
of the roll;
(b)
in the case of any other election, or a poll—on a day fixed for the close of the roll by
the proclamation or notice fixing polling day for the election or poll.
(8)
A day that falls within the ambit of subsection (7) will be the closing date for the roll.
(9)
The closing date must not be less than—
(a)
in the case of the closing date under subsection (7)(a)—13 weeks before polling day
for the relevant election;
(b)
in the case of the closing date under subsection (7)(b)—8 weeks before polling day for
the relevant election or poll.
(10) The Electoral Commissioner must, within seven days after a closing date, supply the chief
executive officer with a list of the persons who are, as at the closing date, enrolled (including
those provisionally enrolled) as electors for the House of Assembly in respect of a place of
residence within the area.
•
A list may be supplied in electronic form, or in another manner agreed between
the Electoral Commissioner and the chief executive officer.
(11) If the area of a council is divided into wards, the list supplied under subsection (10) must
differentiate the electors according to the wards in relation to which they are enrolled.
(12) The Electoral Commissioner is entitled to recover as a debt from a council a fee of an amount
determined by the Electoral Commissioner for the supply of a list under this section.
(13) The voters roll must be brought up-to-date in accordance with the requirements of
subsection (7) within four weeks after the relevant closing date.
•
A voters roll will be taken to have been brought up-to-date when copies of the
roll are available for public inspection and purchase under this section.
ECM 594629
Voters Roll Practice Manual
Page 35 of 50
(14) A council must ensure that copies of the roll are available for inspection (without charge) by the
public at the principal office of the council.
(15) At any time between the close of nominations and polling day for an election, a nominated
candidate for the election is entitled to obtain from the relevant council a copy of the voters roll
in printed form for the area (and he or she may, during that period, obtain further copies of the
voters roll in printed form from the council on payment of the fees fixed by the council).
(16) The chief executive officer must supply the returning officer with sufficient copies of the voters
roll, certified by the chief executive officer, for use at an election or poll.
(17) The chief executive officer is not responsible to check the accuracy of a list supplied by the
Electoral Commissioner under this section and is entitled to assume that such a list is accurate.
(18) The validity of a voters roll is not affected by a misdescription or other error in the roll.
(19) A voters roll is conclusive evidence of the entitlement of a person, body corporate or group
whose name appears in the roll as an elector to vote at an election or poll at which the roll is
2
used.
Note—
2
ECM 594629
Part 5 is also relevant to determining entitlements to vote.
Voters Roll Practice Manual
Page 36 of 50
PART 5 – ENTITLEMENT TO VOTE
16—Entitlement to vote
(1)
Subject to subsection (1a), a natural person who has his or her name on the voters roll used
for an election or poll as an elector in his or her own right is entitled to vote at that election or
poll.
(1a) A natural person is not entitled to vote at an election if—
(2)
(a)
he or she was provisionally enrolled; and
(b)
he or she is not, as at polling day, of or above the age of majority.
A natural person is entitled to vote at an election or poll for a body corporate, or group, which
has its name on the voters roll if the natural person is the designated person on the voters roll
for the body corporate, or group.
(5)
If the name of a natural person has been omitted in error from a voters roll used for an election
or poll, the person is, subject to this Act, entitled to vote at the election or poll as if the error had
not occurred.
(6)
If the name of a body corporate has been omitted in error from a voters roll used for an election
or poll, a person is, subject to this Act, entitled to vote at the election or poll under
subsection (2) as if the error had not occurred.
(7)
If the name of a group has been omitted in error from a voters roll used for an election or poll, a
person is, subject to this Act, entitled to vote at the election or poll under subsection (2) as if
the error had not occurred.
(9)
A natural person cannot vote at an election or poll for another natural person pursuant to a
power of attorney.
(10) A natural person may only vote in 1 capacity at an election or poll (but this clause does not
prevent a person voting at 2 or more elections for a council held on the same day).
ECM 594629
Voters Roll Practice Manual
Page 37 of 50
Appendix 2
ENROLMENT FORMS
Form 1
Natural Person – Council Resident, Sole Owner or Sole Occupier
Form 2
Bodies Corporate – Sole Owner or Sole Occupier
Form 3
Group Owners or Occupiers –
Bodies Corporate, Natural Persons or combinations of both
ECM 594629
Voters Roll Practice Manual
Page 38 of 50
Form 1 (front)
ECM 594629
Voters Roll Practice Manual
Page 39 of 50
Form 1 (back)
ECM 594629
Voters Roll Practice Manual
Page 40 of 50
Form 2 (front)
ECM 594629
Voters Roll Practice Manual
Page 41 of 50
Form 2 (back)
ECM 594629
Voters Roll Practice Manual
Page 42 of 50
Form 3 (front)
ECM 594629
Voters Roll Practice Manual
Page 43 of 50
Form 3 (back)
ECM 594629
Voters Roll Practice Manual
Page 44 of 50
Appendix 3
ENROLMENT LETTERS
Letter 1
Enrolment Letter – inviting electors to enrol (general letter to community)
Letter 2
Enrolment Letter – inviting electors to renew enrolment (at purge of roll)
ECM 594629
Voters Roll Practice Manual
Page 45 of 50
Letter 1
Enrolment Letter – inviting electors to enrol (general letter to the community)
In reply please quote:
" Date"
" Name"
"Address 1"
"Address 2"
"ADDRESS 3"
Dear " Name"
Application for Enrolment on the Council Supplementary Voters Roll
Property Address: 'Address'
The Local Government (Elections) Act 1999 delegates to the Chief Executive Officer the
responsibility of maintaining the voters roll for Council elections.
Under the provisions of the Local Government (Elections) Act 1999 the Council supplementary
voters roll expires and is purged from 1 January in the year of the periodic elections. The effect of
this requirement is that ratepayers who are not on the House of Assembly Electoral Roll for the
Council area and wish to vote in Council elections are required to lodge an application for
enrolment prior to each periodic election.
There are three enrolment forms, one for each category (natural person; bodies corporate or
group) with a detailed description of eligibility (see over for information).

any person completing a form must be of the age of 18 years or over to apply

groups or bodies corporate must nominate a person to vote on their behalf

an elector can only vote once for an Area or Ward election but is entitled in more than one
ward election if they have rateable property in multiple wards. A separate enrolment
application must be lodged in respect to each property in these instances

you do not need to be an Australian citizen to vote in a council election if you qualify for
enrolment on the council supplementary roll.
If you require an application form for enrolment please contact the Council or alternatively visit the
Council website to access more information and download the appropriate enrolment form. This
must be completed, witnessed and returned by close of roll, Friday 8 August 2014 for you to be
able to vote.
I encourage you to enrol now for the November 2014 Council elections to have a say in your
community.
If you have any queries regarding your qualification for entitlement to vote for Council elections
please contact "Insert contact person details" .
Yours sincerely
"CEO Name"
Chief Executive Officer
"Council Name"
ECM 594629
Voters Roll Practice Manual
Page 46 of 50
Form 1 - Eligibility for Natural Person: Resident, Sole Owner or Sole Occupier (non-residential tenant) who is of the
age of 18 or over and is a:
1. Resident
A resident is a person who:
 lives in the Council area; and
 has lived in the property for at least one month; and
 is not on the State Electoral Roll (i.e. House of Assembly Roll).
or
2. Sole Owner
A sole owner is a person who:
 owns property in the Council area; and
 is the only owner of the relevant property.
or
3. Sole Occupier
A sole occupier is a person who:
 occupies property in the Council area as a tenant; and
 does not live in that property (a non-resident occupier/operates a business).
Form 2 - Eligibility for a Business or Organisation (i.e. a body corporate) which is either:
1. A Sole Owner
A body corporate sole owner is an individual business or organisation that owns any type of rateable property in the
Council area.
or
2. A Sole Occupier
A body corporate sole occupier is an individual business or organisation that occupies any type of rateable property in the
Council area as a tenant.
Form 3 – Eligibility for a Group Owner or Group Occupier
1. Group Owner
When a rateable property is owned by more than one owner the right to vote belongs to the group of owners (group owner)
not to each member of the group.
The individual members who make up the group owner can be:
 businesses or organisations (bodies corporate); or
 individual people (natural persons); or
 a combination of businesses, organisations and people (bodies corporate and natural persons).
or
2. Group Occupier
When a rateable property is occupied by more than one occupier/tenant the right to vote belongs to the group of
occupiers/tenants (group occupier) and not to each member of the group.
The individual members who make up the group occupier can be:
 businesses or organisations (bodies corporate); or
 individual people (natural persons); or
 a combination of businesses, organisations and people (bodies corporate and natural persons).
Applications for Bodies Corporate and Groups of Persons
Must include a designated person to be enrolled on the voters roll for an area or ward.
A natural person who is above the age of 18 and who is an officer of the body corporate or group authorised to act on
behalf of the body corporate or group for the purposes of voting.
ECM 594629
Voters Roll Practice Manual
Page 47 of 50
Letter 2
Enrolment Letter – inviting electors to renew enrolment (at purge of roll)
In reply please quote:
" Date"
" Name"
"Address 1"
"Address 2"
"ADDRESS 3"
Dear " Name"
Application for Enrolment on the Council Supplementary Voters Roll
Property Address: 'Address'
The Local Government (Elections) Act 1999 delegates to the Chief Executive Officer the
responsibility of maintaining the voters roll for Council elections.
Our records indicate that you have previously enrolled through Council for inclusion on the Council
supplementary voters roll to enable you to vote in Local Government elections in respect to the
above property.
Under the provisions of the Local Government (Elections) Act 1999 the Council supplementary
voters roll expires and is purged from 1 January in the year of the periodic elections. The effect of
this requirement is that ratepayers who are not on the House of Assembly Electoral Roll for the
Council area and wish to vote in Council elections are required to lodge a fresh application for
enrolment prior to each periodic election.
There are three enrolment forms, one for each category (natural person; bodies corporate or
group) with a detailed description of eligibility (see over for information).




any person completing a form must be of the age of 18 years or over to apply.
groups or bodies corporate must nominate a person to vote on their behalf.
an elector can only vote once for an Area or Ward election but is entitled in more than one
ward election if they have rateable property in multiple wards. A separate enrolment
application must be lodged in respect to each property in these instances.
you do not need to be an Australian citizen to vote in a council election if you qualify for
enrolment on the council supplementary roll.
Please find enclosed the associated ‗Application for enrolment‘ form for which you were previously
enrolled on the Council supplementary voters roll. This must be completed, witnessed and
returned by close of roll, Friday 8 August 2014 for you to be able to vote. If your circumstances
have changed and an alternative application form is required please contact the Council or
alternatively visit the Council website to access more information and download the appropriate
enrolment form.
I encourage you to enrol now for the November 2014 Council elections to have a say in your
community.
If you have any queries regarding your qualification for entitlement to vote for Council elections
please contact "Insert contact person details" .
Yours sincerely
"CEO Name"
Chief Executive Officer
ECM 594629
Voters Roll Practice Manual
Page 48 of 50
Form 1 - Eligibility for Natural Person: Resident, Sole Owner or Sole Occupier (non-residential tenant) who is of the
age of 18 or over and is a:
4. Resident
A resident is a person who:
 lives in the Council area; and
 has lived in the property for at least one month; and
 is not on the State Electoral Roll (i.e. House of Assembly Roll).
or
5. Sole Owner
A sole owner is a person who:
 owns property in the Council area; and
 is the only owner of the relevant property.
or
6. Sole Occupier
A sole occupier is a person who:
 occupies property in the Council area as a tenant; and
 does not live in that property (a non- resident occupier/operates a business).
Form 2 - Eligibility for a Business or Organisation (i.e. a body corporate) which is either:
3. A Sole Owner
A body corporate sole owner is an individual business or organisation that owns any type of rateable property in the
Council area.
or
4. A Sole Occupier
A body corporate sole occupier is an individual business or organisation that occupies any type of rateable property in the
Council area as a tenant.
Form 3 – Eligibility for a Group Owner or Group Occupier
3. Group Owner
When a rateable property is owned by more than one owner the right to vote belongs to the group of owners (group owner)
not to each member of the group.
The individual members who make up the group owner can be:
 businesses or organisations (bodies corporate); or
 individual people (natural persons); or
 a combination of businesses, organisations and people (bodies corporate and natural persons).
or
4. Group Occupier
When a rateable property is occupied by more than one occupier/tenant the right to vote belongs to the group of
occupiers/tenants (group occupier) and not to each member of the group.
The individual members who make up the group occupier can be:
 businesses or organisations (bodies corporate); or
 individual people (natural persons); or
 a combination of businesses, organisations and people (bodies corporate and natural persons).
Applications for Bodies Corporate and Groups of Persons
Must include a designated person to be enrolled on the voters roll for an area or ward.
A natural person who is above the age of 18 and who is an officer of the body corporate or group authorised to act on
behalf of the body corporate or group for the purposes of voting.
ECM 594629
Voters Roll Practice Manual
Page 49 of 50