Members are reminded to consider the categories of interest in the Code of Conduct for Members to determine whether they have an interest in any agenda item and any action they should take. For further details, please see the attached note from the Monitoring Officer.

Members are reminded to declare the nature of the interest and the agenda item it relates to. Please note that ultimately it’s the Members’ responsibility to declare any interests and to update their register of interest form as required by the Code.

If in doubt as to the nature of your interest, you are advised to seek advice prior to the meeting by contacting the Monitoring Officer or Democratic Services

Councillor Shafi Ahmed declared a non-pecuniary interest in item 4.1, Local Authority Governor Applications, as a governor of Harry Gosling School.

To agree the unrestricted minutes of the General Purposes Committee meeting held on 4 June 2024.

RESOLVED:

1.    That the unrestricted minutes of the General Purposes Committee meeting held on 4 June 2024 were agreed as a correct record.

To review the Committee’s work plan for the current municipal year.

RESOLVED that the work plan be noted.

Salma Siddiqua, (Governor Services) introduced the report that set out details of applicants who have applied to be nominated as the local authority governor at Tower Hamlets maintained schools. Salma provided some additional detail on the applicants and the work currently underway to encourage local residents to apply to be school governors in Tower Hamlets.

Further to questions from the Committee, Salma:

• Explained that the nominations for management board of Pupil Referral Units (PRU’s) such as LEAP (London East Alternative Provision) differed from local authority maintained schools.
• Provided an update on efforts to increase diversity in governor applicants. 

RESOLVED that the Committee:

1.    Agrees to nominate the applicants to the positions for local authority governors at maintained schools in Tower Hamlets as set out in the report.

Matthew Mannion, (Head of Democratic Services) introduced the report that informed the Committee of an active government consultation on whether to enable remote attendance and/or proxy voting at local authority meetings and asked General Purposes Committee to consider whether a formal Council response should be provided to the consultation exercise.

The Committee members made various comments and suggestions regarding the remote attendance consultation including:

• It was important that some local authority decisions be made in-person as it would not be appropriate for some meetings, e.g. senior officer appointments/interviews, to be done remotely.
• Having remote attendance options can strengthen local democracy by removing barriers to participation from some groups and therefore broadening representation.
• councils should have the freedom to determine themselves whether to allow remote attendance. There should be no compulsory aspect as there had been for Welsh authorities.

The Committee members made various comments and suggestions regarding the proxy voting consultation including:

Proxy voting was regularly used in the Parliamentary system. Local authorities should also have the option to permit proxy voting.

The Committee agreed that a response should not be submitted to either consultation on behalf of the Council, but instead councillors should be invited to  submit responses to ether/both consultations individually.

RESOLVED that the Committee

1.    Considered the content of the report and determined that a formal council response should not be provided to consultation exercises on enabling remote attendance or proxy voting.

Matthew Mannion, Head of Democratic Services, introduced the report that updated the Committee on the work of the Constitution Working Group (CWG) and asked Committee Members to consider and comment on progress on the Constitution Review to date. The report also presented a number of smaller changes to note or agree.

Further to Matthew’s presentation, the Committee made the following observations and comments regarding the proposed changes:

·         An electronic voting option for formal Council and committee meetings would be welcome. Some members of the committee recalled positively the use of electronic voting at LBTH Full Council meetings prior to the Covid 19 Pandemic and lockdown.

·         The State of the Borough debate was a valued feature of the Council calendar, but consideration should be given to moving this from the Annual Council meeting to another meeting in the cycle, perhaps the first meeting in the new calendar year. 

·         Noted the current recorded vote request threshold of 20 Members of Council may be too high, but suggested the CWG propose a replacement figure.

RESOLVED that the Committee:

1.    Noted the report and the progress made to date on the Constitution Review.

2.    Agreed that factual changes set out in Paragraphs 3.11 – 3.14 (and listed in the Appendices) be implemented immediately and other changes forwarded to Council as part of the fully revised Constitution.

3.    Considered the items for discussion in Paragraphs 3.15 to 3.25 of the report and asks that its comments on those matters, as set out in the minute above, are referred to the appropriate body for consideration.

4.    Noted the changes set out in Paragraphs 3.26-3.27 that will be added to the Constitution.

5.    Agreed the changes set out in Paragraph 3.28 for addition to the Constitution.

Robert Curtis, (Head of Electoral Services) introduced the report that updated the Committee on the implications of the Elections Act 2022 and the subsequent rolling programme of secondary legislation and statutory instruments to implement various changes.

Robert summarised the main provisions of the Act and how they had impacted election planning and delivery in Tower Hamlets including:

• Voter ID
• Changes to absent voting
• Postal Voting changes
• Proxy Voting
• Accessibility at polling stations
• Rights of EU Citizens for voting and candidacy
• Overseas Electors
• Changes to voting systems; and
• Expanded rules on preventing undue influence.

Further to Robert’s presentation the Committee made the following comments and observations:

·         Noted that the elections team dealt with a significant burden of work arising from enquiries and applications from those already registered. Robert agreed to send details of these statistics to members of the Committee.

·         Expressed concern voter ID requirements had negatively impacted overall voter turnout in the polls held during 2024.

RESOLVED that the Committee:

1.    Notes the report.

Robert Curtis, (Head of Electoral Services) introduced the report that detailed the administrative process, preparation and delivery undertaken by the Borough Returning Officer (BRO) for the Greater London Authority (GLA) polls held on Thursday 2 May 2024

Robert explained that the possibility of the General Election being called on the same polling day created uncertainty resulting in significant duplication of the preparatory work needed for combined polls with City Hall and electoral services teams across London having to prepare on that basis.

Robert summarised the key drivers for how his team prepared for and executed the election, including:

• Impact of the Elections Act 2022 and his main observations
• The Council’s Best Value Inspection
• Staffing and in particular the concerning drop-out rate of 30%.
• Polling Places
• The verification and count

RESOLVED that the Committee:

1.         Noted the report.

Robert Curtis, (Head of Electoral Services) introduced the report that detailed the administrative progress, preparation and delivery of the General Election held on Thursday 4 July 2024 by the Acting Returning Officer (ARO) and Electoral Registration Officer (ERO).

Robert summarised the key drivers for how his team prepared for and executed the election, including:

• Impact of the Elections Act 2022 and his main observations
• The Council’s Best Value Inspection. Feedback from the BVI Inspection team was generally positive.
• Staffing and in particular the concerning drop-out rate of 30%.
• Polling Places
• Recording of issues and liaison with the Police. Robert explained some of the key concerns that had been raised including some serious allegations of aggressive behaviour and intimidation.
• The verification and count.

Further to Robert’s presentation, some Committee members:

·         Expressed hope that a detailed update on the outcome of the serious allegations referred to would be provided to all Councillors.

·         Raised concern with references from the BVI Inspection Report (as set out in appendix: 1 July 2024, Letter from Chief Executive to Lead Inspector) that the Chief Executive appeared to raise objections to the Inspectors being accredited as election observers.

RESOLVED that the Committee:

1.         Notes the report.

Robert Curtis, (Head of Electoral Services) introduced the report that updated members on the review of polling districts and places used for parliamentary elections. Robert reminded the Committee it had been advised of a pause in the review process earlier in the year to accommodate the GLA and General Elections. The report detailed the current review process, responses received and officer recommendations. Robert explained that 4 responses were received in the first phase of the review and 37 had been received in the second phase.

Robert summarised the proposals and drew the Committee’s attention to some of the key findings of the review including:

• The provision of polling places in Canary Wharf has historically been subject to constant review and, following representation received, will be looked at in more detail in 2025.

·         A small number of representations had been received regarding use of schools as polling places, but given the legal position detailing a legal duty on schools to provide polling facilities if requested to do so, the financial implications of private commercial premises used, the familiarisation of locations used and the low number of concerns raised, the recommendation is to continue to use schools as polling places.

• Replacement venues to be sought for those premises no longer available following the General Election in 2024 e.g., Exmouth Hall and Shapla Primary School.
• Some ancillary issues that had been raised such as improved maps on polling cards and accessibility issues.
• Whilst the review reflects polling places used at Parliamentary polls, the aim is to have all outstanding issues addressed in 2025 and in time for the local elections in May 2026.

Robert offered an invite to any members who wished to discuss the detail of the proposals individually outside of the meeting.

Further to Robert’s presentation, members asked officers to review the polling place at Fish Island as places used in recent elections, including the portacabin at the last election, were not considered adequate. Rob explained that efforts were ongoing to find a more permanent polling place for Fish Island.

RESOLVED that the Committee:

1.    Note the responses received.

There was no urgent business to discuss.

In view of the contents of the remaining items on the agenda the Committee is recommended to adopt the following motion:

“That, under the provisions of Section 100A of the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985, the press and public be excluded from the remainder of the meeting for the consideration of the Section Two business on the grounds that it contains information defined as Exempt in Part 1 of Schedule 12A to the Local Government Act, 1972.”

EXEMPT SECTION (Pink Papers)

The exempt committee papers in the agenda will contain information, which is commercially, legally or personally sensitive and should not be divulged to third parties.  If you do not wish to retain these papers after the meeting, please hand them to the Committee Officer present.

A motion to exclude press and public was not required.