Key information
Decision type: GLRO
Reference code: GLRO 16 26
Date signed:
Decision by: Jeff Jacobs , Head of Paid Service
Executive summary
An all-day meeting with be held on Wednesday 13th April 2016 in London’s Living Room for the Constituency Returning Officers, Borough Returning officers, members of their staff and Election staff to discuss the co-ordinated approach that will be taken on polling day – 5th May and count day – 6th May 2016.
Decision
That the GLRO approves Expenditure of £1,141.70 to provide catering for the meeting on 13th April 2016.
Part 1: Non-confidential facts and advice
The elections for the Mayor of London and the London Assembly will take place in May 2016.
A meeting of the Constituency, Borough Returning Officers and Election staff on the 13th April 2016 will provide a platform for the GLRO/Deputy GLRO to discuss the approach that CROs will take on 5th and 6th May 2016.
The outcome is to finalise an approach that is co-ordinated and consistent in all polling stations and count venues. Presentations will be made by IntElect, the ecounting contractor and GLA staff. The meeting will run from 10am-4pm and will be attended by between 80-90 people.
We will use City Hall’s in-house catering team - OCS to provide this service. Therefore additional quotes from other suppliers have not been sought.
Expenditure covers coffees throughout the day as well as sandwich lunch for 90 attendees.
To provide refreshments and lunch to all attending the meeting on 13th April 2016.
London’s Living Room is fully accessible to all visitors.
A mixture of vegetarian and non-vegetarian food will be provided as standard. Other dietary requirements will be catered for with suitable notice.
The expenditure of £1,141.70 will be contained in the 2016/17 Elections General Budget.
By section 29 Greater London Authority Act 1999 the Greater London Returning Officer (“GLRO”) is the person appointed as the proper officer for the purposes of section 35(2C) Representation of the People Act 1983 (“RotPA”) (returning officer at elections of Mayor and London members). The Mayor and Assembly have appointed the Head of Paid Service the GLRO as part of his terms and conditions of employment.
The GLRO is the returning officer for the Mayoral and London Member elections, and constituency returning officers are the returning officers for the election of a Constituency Member of the Assembly. The Authority must, under section 36(4B) of RotPA, pay for all expenditure properly incurred by a returning officer in relation to the holding of an Authority election, in so far as it does not, in cases where there is a scale fixed by the Authority, exceed that scale.
The Authority’s Scheme of Delegation enables the GLRO to incur expenditure for the purposes of the preparation or conduct of any anticipated election as he considers necessary or expedient for that purpose. He is also able to authorise entry into contracts, licences or other instruments, in connection with an anticipated election in accordance with the Authority’s Contracts and Funding Code and Financial Regulations.
Officers should ensure that appropriate documentation is put in place and executed by the Authority and the supplier before the commencement of the services.
Signed decision document
GLRO 16 26 Returning Officers - 13 April 2016