Statutory review of polling districts and polling places 2024

1. Introduction/background

In terms of the Representation of the People Act 1983 (as amended), local authorities are required to designate polling places for the purposes of elections, to review those arrangements within the statutory review timescale and to keep their arrangements under review. The Electoral Registration and Administration Act 2013 further amended the Representation of the People Act 1983 by introducing a change to the timing of compulsory reviews of UK Parliamentary polling districts and polling places with compulsory reviews to be started and completed within the period of 16 months that starts on 1 October of every fifth year after 1 October 2013.

The council completed its last statutory review in 2018, with there having been a partial review in November 2023 to take account of the revised boundaries for the three UK Parliament constituencies within South Lanarkshire following completion of the UK parliamentary boundaries review in June 2023. In terms of the relevant legislation, the council must now carry out and complete the compulsory statutory review by 31 January 2025. 

2. Scope of the review

Although the statutory duty is to review UK Parliamentary polling districts and polling places, it is important to consider all boundaries simultaneously to ensure consistent arrangements are in place for voters for each electoral event. To this end, information relating to the Scottish parliamentary (constituency and region) and ward boundaries is considered and contained in the list of polling districts and polling places (known as the polling scheme).

The scope of the review does not cover changes to the UK boundaries as these are the responsibility of the Boundary Commission for Scotland nor does it cover changes to the local government or Scottish parliamentary boundaries as these are the responsibility of the Boundaries Scotland. The Returning Officer will, however, where they consider it appropriate, make representations to the Boundary Commissions regarding any minor anomalies in the boundaries as required.

3. Definition of terms

• Polling district – the geographical area created by the division of a constituency, ward or division into smaller parts within which a polling place can be determined which is convenient to electors 
• Polling place – the building or area in which polling stations are located
• Polling station – the room or building where the poll takes place 
• Polling scheme – details the division of various electoral areas into polling districts and polling places allocated for voters in that particular area

4. Aim of the review

In conducting its reviews, the council must seek to ensure that:  

• all electors in the constituency have reasonable facilities for voting as are practicable in circumstances; and 
• so far as is reasonably practicable all polling places should be accessible to all voters including those who are disabled and when considering the designation of a polling place the council must have regard to the needs of persons with disabilities

In practical terms the intention is to ensure the optimal facilities for voting in terms of location, accessibility and capacity of available buildings, to support turnout in electoral events and to support the public’s participation in the democratic process.

Timetable for review

There is no prescribed length for the review process, and the following timetable has been approved for the polling Scheme review, which has been informed by Electoral Commission guidance on conducting reviews. This timetable is, however, subject to change where required. The timetable is as follows:-

1. Publication of Notice of Review on with consultation documents (including current polling arrangements, maps and online feedback form) - Friday 13 September 2024 
2. Consultation - Representations sought from interested parties on current polling scheme and proposed changes - Friday 13 September to Friday 1st November 2024  
3. Executive Committee to consider final proposals, having regard to any comments/feedback received - Wednesday 11 December 2024 
4. Approved scheme to be published at www.southlanarkshire.gov.uk and advised to interested parties/key stakeholders - Friday 20 December 2024

5. Assessing suitability of polling district boundaries

The following factors are considered as part of the review of existing polling districts and when assessing potential alternative polling districts:-

Are the boundaries well-defined? For example, do they follow the natural boundaries of the area? If not, is it clear which properties belong in the polling district? Are there suitable transport links within the polling district, and how do they relate to the areas of the polling district that are most highly populated? Are there any obstacles to voters crossing the current polling district and reaching the polling place, for example, steep hills, major roads, railway lines, rivers?

6. Assessing suitability and accessibility of polling places

After each electoral event, it is the Returning Officer’s normal practice to informally review electoral event arrangements by considering the following:- 

• Feedback from stakeholders – feedback received from voters, polling staff, candidates, agents and other stakeholders on their experience of the arrangements in place at the last electoral event 
• Survey of all polling places – a survey is conducted by a polling place inspector in advance of and on polling day for each of the polling places in South Lanarkshire

The following additional factors are considered as part of the review of existing polling places and when assessing potential alternative polling places:- 

• Location: Is it reasonably accessible within the polling district? Does it avoid barriers for the voter such as steep hills, major roads, rivers and the like? Are there any convenient transport links? 
• Size: Can it accommodate more than one polling station if required? If multiple polling stations are required, is the polling place capable of accommodating all voters going into and out of the polling station, even where there is a high turnout?- Is the size sufficient to provide necessary private areas or privacy screens for photographic identification checks? 
• Availability: Is the building readily available in the event of any unscheduled electoral events? Is there any possibility that the building may be demolished as part of a new development? 
• Accessibility: Is the building accessible to all those entitled to attend the polling place? Is there adequate parking for electors and staff? Once inside the building, would the polling station have sufficient space inside to comfortably accommodate staff, voters, polling agents and observers?

7. Polling scheme information

The polling Scheme sets out the current designation of polling districts and polling places. 

The polling scheme runs in ward order but clearly details the UK and Scottish parliamentary constituencies and Scottish parliamentary regions. All polling district boundaries are considered as part of the review to allow voters to vote at the same polling place regardless of the type of electoral event. 

The current polling Scheme is made up of 147 polling places which are made up of the following:-

• 120 South Lanarkshire Council/South Lanarkshire Leisure and Culture premises (including those managed by community groups) 
• 27 private premises 

8. Additional useful polling information

Whilst this consultation focuses on feedback on polling districts and polling places, the review itself encourages accessibility at all levels and, in this respect, you may be interested to note that, as long as you are registered to vote, there are 3 ways you may cast your vote:- 

• At the polling station – you can go along in person to your polling station and cast your vote. The polling staff on duty will assist you, if required 
• Vote by post – where you are unable to go to the polling station, you may apply for a postal vote 
• Vote by proxy (appoint someone to vote on your behalf) – where you are unable to go to the polling station, you may apply to appoint a proxy. The proxy will go to the polling station to vote on your behalf (or the proxy may choose to cast the proxy vote by post)

If you would like to register to vote or apply for a postal vote or proxy vote then you should contact the Electoral Registration Officer, North Stand, Cadzow Avenue, Hamilton ML3 0LU, phone 0800 030 4333, email ero@lanarkshire-vjb.gov.uk or website www.lanarkshire-vjb.gov.uk

If you would like to know more about registering, postal or proxy voting, you can watch the council’s films on registering to vote, postal and proxy voting and at the polling station at the registering and voting page.

9. Consultation on the review

As noted above, the council is undertaking a consultation to seek representations and comments on the existing arrangements for polling districts and polling places. There are two elements to this :- 

• a compulsory submission from the Returning Officer of the UK parliamentary constituency or constituencies, which must then be published by the local authority 

Submissions being sought from:- 

• electors in the South Lanarkshire area 
• elected representatives (MPs, MSPs and councillors) 
• groups representing those with disabilities 
• Police Scotland 
• Scottish Fire and Rescue Service 
• Returning Officer in a constituency which is wholly or partly in another local authority area 
• private premises and community managed facilities used as polling places in the UK parliamentary general election in July 2024 
• Community Councils in South Lanarkshire 
• Electoral Registration Officer

If you consider a change should be made, you are invited to suggest alternative polling districts/polling places and are encouraged to give a reason for the alternative proposal so that it may be given appropriate consideration. Your representations must be received by close of business on Friday 1 November 2024.

After considering all of the representations, the council must decide on the most appropriate polling districts and polling places. Details of the revised polling scheme, including any proposed changes, will be considered by the council’s Executive Committee on 11 December 2024, and made available at www.southlanarkshire.gov.uk in advance. The Returning Officer’s formal response to the review will also be published at www.southlanarkshire.gov.uk, likely by the end of November 2024. 

10. Publication and inspection of information

Notice of Review

• List of current polling districts and polling places (polling scheme) 
• Maps containing each of the polling districts in South Lanarkshire 
• Council Offices, Almada Street, Hamilton (and local council offices and libraries) 
• in the local press (Carluke and Lanark Gazette, Hamilton Advertiser, Rutherglen Reformer, East Kilbride News)

Comments received on draft proposals and the Returning Officer’s representations

On completion of the review, South Lanarkshire Council must give reasons for its decisions and publish the following:- 

• all correspondence sent to a Returning Officer in connection with the review 
• all correspondence sent to any person whom South Lanarkshire Council considers to have particular expertise in relation to access to premises or facilities for persons who have different forms of disability 
• all representations made by any person in connection with the review 
• the minutes of any meeting held by the council to consider any revision to the designation of polling districts or polling places within its area as a result of the review 
• details of the designation of polling districts and polling places within the South Lanarkshire area as a result of the review 
• details of the places where the results of the review have been published

Report to committee

A report on the review, setting out the background and the proposed timescales, was considered and approved by South Lanarkshire Council on Wednesday 11 September 2024. The minutes of that meeting will be published in due course. 

Electoral register

The electoral register will incorporate the changes agreed as a result of the review and be published as soon as reasonably practicable following completion of the review. 

11. Contact information

If you would like more information or clarification on any of the information in this document please do not hesitate to contact the election office:- 

• Email elections@southlanarkshire.gov.uk 
• Phone 01698 455745 
• Post to South Lanarkshire Council, Election Office, 21 Beckford Street, Hamilton ML3 0BT 
• In person – on weekdays at the Election Office, South Lanarkshire Council, Almada Street, Hamilton ML3 0AA between the hours of 10am and 4pm

I would remind you that representations should be made, not later than Friday 1 November 2024. 

13 September 2024