LGA Independent Group elections

Issued by Claire Holloway, Returning Officer to the Independent Group Elections 2023.

General

1. As set out in our Constitution, the LGA Independent Group typically elects the roles of Group Leader, Deputy Leader and Treasurer for two-year terms.
2. Elections for these posts will take place during May and June 2023.
3. This Guidance makes the following provisions in respect of the elections’ process:
   a) Every Independent Group Member whose authority is in membership of the LGA will be eligible to stand and vote.
   b) In the event of there being more than one nomination for a position, an electronic ballot will be held.
   c) Each member of the Independent Group will receive one vote for each of the positions up for election. 
   d) The Returning Officer (RO) is charged with ensuring the integrity of the ballot is maintained. 
   e) The decision of the RO will be final.

Eligibility and process to stand for election

Eligibility

Any Councillor from an authority in membership of the LGA and able to receive support from the Independent Group is eligible to stand.

Nomination form

To become nominated as a candidate, the member needs to submit a completed Nomination Form to the RO by 5pm on Monday 29 May 2023. Nomination Forms will be available on the Group website from Tuesday 9 May 2023.

Nominators

1. The Nomination Form must contain the names, authority address and be signed by three nominators.  Scanned or digitalised signatures will be accepted.
   a) Nominators must be Councillors able to receive support from the LGA Independent Group and must sit on separate authorities.
   b) One of the nominators can be a fellow member serving on the same authority as the member being nominated, provided they are from a political affiliation able to receive support from the LGA Independent Group.
2. The member standing for nomination and his/her nominators must be serving Councillors at the time of close of nominations in order to stand nominated for election.

Consent to Nomination

The Nomination Form must be accompanied by the signed ‘Consent to Nomination’ section, from the member standing to be nominated (part B of the Nomination Form). Scanned or digitalised signatures will be accepted.

Multiple nominations

2. The member may be nominated for more than one post up for election. In such cases the member will be required to advise the RO, in writing, prior to the despatch of ballot papers, which post he/she would like to fill should he/she be successful in winning more than one post.
3. In situations where the point above applies, a candidate who is successful in winning more than one post will take up the declared post and the candidate with the second highest number of votes for the other post(s) shall be elected to the other post(s).

Withdrawal of nominations

1. There will be a 24-hour period following the close of nominations at 5pm on Monday 29 May until 5pm on Tuesday 30 May during which candidates can withdraw their nomination.
2. A Provisional Statement of Persons Nominated will be provided by Midday Tuesday 30 May to all candidates who stand nominated at 5pm on Monday 29 May.
3. The final Statement of Persons Nominated will be published on the Independent Group’s website by 5pm on Wednesday 31 May.

Personal statement, campaign item and campaigning 

1. The formal election period will begin on Monday 5 June - 21 days before close of ballot. Rules governing campaigning set out in paragraphs 2.17 to 2.26 will apply from this date.
2. During the election period all Group business will be communicated to Members via Independent Group officers. This includes all think tank activity.
3. Each candidate will be entitled to submit a Personal Statement of not more than two sides of an A4 sheet, to be with the online ballot papers for voting members. This must be submitted to the Office of the RO in MS Word or PDF format by 11am on Monday 5 June.
4. Each candidate is also entitled to submit one electronic item of campaign material (a file or link to a secure online platform – please see guidance for more information) to be place with the online ballot paper for voting members. This must also be submitted to the Office of the RO by 11am on Monday 5 June.
5. The design and content of both the Personal Statement and the campaign item is to be determined by the nominee. Videos should include captions. All items should be considered accessible an easy to read/understand.
6. The Personal Statement should not make any false statements about the personal character or conduct of a candidate in order to affect the return of a candidate at election. 

7. The Independent Group Office staff, the Returning Officer or any other persons engaged in the work of the LGA must not be asked to assist in the creation of Personal Statements or campaign materials.

   
   Campaigning

8. The Independent Group office will conduct one Hustings for all positions open to ballot and a recording will be made available online. A link will be sent to all electors, unless they have opted out of group communications. This will be held on Friday 9 June as a hybrid event.
9. The Independent Group office will distribute one campaigning item per week during the election period alongside a reminder to vote in the elections to all electors, unless they have opted out of group communications. The campaigning items can be in any format (e.g., link to a video, pdf poster, etc) that can be distributed electronically via email. It can be a single campaigning item distributed three times or three separate campaigning items, distributed as one campaigning item per week.
10. The item included in the ballot link sent on Monday 5 June will be the first campaigning item, the second will be sent to voters on Monday 12 June and the third on Monday 19 June.
11. The Independent Group office will issue a timetable for submission of the campaigning items with a list of formats and other requirements at the closure of the nominations. Should submissions not be received within the timetable or in a format that cannot be distributed electronically, they will not be distributed.
12. No candidate may undertake or incur further expenses on campaigning in additional to the weekly communication sent by the Independent Group office at any time after the notice of election is published.
13. Except for the single weekly communication, no LGA resources, including officer time, office facilities or resources should be used to support any campaigning by candidates.
14. Lists of names and addresses of Independent Group Members will not and cannot be released to candidates for the purposes of the election, and any LGA-originating contact, contact lists, networks or communication platforms must not be used by candidates for campaigning. This would be in breach of the LGA Independent Group Constitution and the General Data Protection Regulations (GDPR). 
15. The weekly campaigning communication from the Independent Group office has been set up so that candidates do not need to find contact details of our members and to ensure the Privacy and Electronic Communications Regulations (PECR), which apply to all election campaigning, can be adhered to.
16. To ensure our membership is not unwittingly breaching the LGA Independent Group constitution at section 6.4 of the procedures for elections which states: nor may they, or any 3rd party on their behalf, contact, post on social media or send any additional material to electors, relating to the election, by any means the RO accepts that members may wish to discuss the election using an online platform and may wish to encourage and remind members of the Independent Group to vote. However, there should not be the creation and distribution of what could be considered campaigning material in addition to what has been distributed by the Group Office on behalf of candidates.   

The returning officer 

1. The Independent Group Executive Committee has appointed Claire Holloway, Head of Corporate Services at the LGA as the Returning Officer (RO) for the Group Elections 2023.
2. The RO drew a timetable for the election covering the receipt of nominations, dispatch and return of online ballot papers and the counting of the votes for each post being contested. This timetable is set out in section 4 below.
3. The decision of the RO must maintain impartiality and integrity, and it will be final.
4. All Election related queries must be directed to the RO:
   Claire Holloway
   Email: [email protected]

Election timetable 

What will be expected of office holders 

All office holders should be familiar with the LGA Articles of Association, Governance Framework and Forward Plan | Local Government Association

Independent Group Leader / LGA Vice-Chairman

As Group Leader

1. As Leader of the Local Government Association (LGA) Independent Group you will be expected to raise the profile of the Independent Group and its members consistently and effectively both within the LGA and externally, at local and national government level and with partner organisations as appropriate to further the cause of local government in England and Wales.
2. You will be expected to follow the principles of the LGA Independent Group Constitution and the Performance Protocol for members.
3. You will be expected to attend meetings of LGA Board as scheduled and potentially at short notice, as well as meetings of the Executive Advisory Board, Councillors’ Forum, IDeA Board, Informal Group Leaders and Independent Group Executive Committee. Attendance at additional meetings will be required as arranged.
4. You will be invited to high level receptions and briefings from time to time and you will be expected to engage with our Vice-Presidents.  In addition, travel throughout England and Wales is required for attendance at meetings of Independent Group members and for the Group’s Annual Conference(s). 
5. You will be expected to be LGA media-trained and will be required to attend press and broadcast media sessions from time to time, give evidence to All Party Parliamentary Groups and on rare occasions, to give evidence to a Parliamentary Select Committee.
6. You will be expected to support and respond to queries and requests from the Group Office to coordinate scheduling, agendas, and attendance at meetings, including regular meetings with Council Leaders, and in providing a steer on high-level Group policy positions and the Independent Group Business Plan. You will be expected to meet regularly with the Chief Executive of the LGA.
7. Taking advice from the Deputy Group Leader and Group Treasurer, you will propose Independent Group members to be invited to sit on the Group’s Executive Committee, determine Independent Group appointments to LGA Boards, Committees and Commissions, as well as Outside Bodies.
8. You will work with the Deputy Leader and the Treasurer as the Independent Group Leadership on key issues affecting the Group, including interviews for roles, and ensuring adherence by members involved in the LGA to LGA conduct protocols.
9. You will be expected to answer all email, meeting invitations, hard copy and telephone correspondence promptly.  You will be expected to provide articles for a variety of publications as they arise within the LGA and the Independent Group, including the Independent Group Bulletin. You will be asked to attend some evening and weekend events.
10. The Group Leader will provide a summary of their activity to go in the Group’s annual report.

As LGA Vice-Chairman

1. The Group Leader of the Independent Group is also a Vice Chair of the LGA and a member of its Board of Directors (the LGA Board). The LGA Board directs the LGA's activities, business and strategic priorities, ensuring that it meets its objects and powers set out in the company Articles of Association.
2. As a member of the LGA Board, you will contribute to the development of the strategic direction of the LGA and its associated companies in consultation with the other Office Holders, the LGA Executive and the Chief Executive, taking into account the best use of resources.
3. You will be required to work with the Chairman and other Office Holders of the LGA in advancing the interests and policies of the Association through public comment, debate and participation in meetings, conferences and other events. You may on occasions be asked to Deputise for the Chairman, as principal representative of the Association
4. You will be expected to develop and maintain effective relations with the political parties within the Independent Group at national, regional and member authority level.
5. As Group Leader, you will be responsible for progressing the LGA’s policies within the Independent Group and for clearing and commenting on draft positions, papers and media releases as requested.
6. As well as meetings of the LGA Board, you will attend and contribute at meetings of the General Assembly, the IDeA Board, the Executive Advisory Board and Councillors’ Forum.

Independent Deputy Leader / Deputy Chair of the LGA

1. The Deputy Leader of the Independent Group is also a Deputy Chair of the LGA and a Member of its Board of Directors (the LGA Board). The LGA Board directs the LGA's activities, business and strategic priorities, ensuring that it meets its objects and powers set out in the company Articles of Association.
2. As a Director of the Association, you are expected to be active in advancing the interests and policies of the Association through public comment, debate and participation in meetings, conferences and other events
3. You will be expected to develop and maintain effective relations with Independents and the relevant political parties at national, regional and member authority level.
4. You will be expected to attend and contribute at meetings of the General Assembly, LGA Board, Executive Advisory Board and Councillors’ Forum.
5. As Deputy Leader, you may be required to deputise for the Group Leader, sometimes at short notice, in respect of any or all the duties, activities and responsibilities. 
6. You will be expected to follow the principles of the LGA Independent Group Constitution and the Performance Protocol for members. 
7. You will be required to support the Group Leader in the process of appointment of members to the various LGA Governance Structures and Outside Bodies, every year.
8. The Deputy Group Leader will be expected to attend meetings of the Independent Group Executive.
9. You will be expected to support and respond to queries and requests from the Group Office to coordinate scheduling, agendas, and attendance at meetings, and in providing a steer on high-level Group policy positions and the Independent Group Business Plan.
10. You will work with the Leader and the Treasurer as the Independent Group Leadership on key issues affecting the Group, including interviews for Peer roles and ensuring adherence by members involved in the LGA to LGA conduct protocols.

The role of Independent Group Deputy Leader currently carries a remuneration of £8,908 pa. This is set by the LGA and based on LGA proportionality figures. Please note that under the current LGA Scheme of Allowances, you will not be entitled to additional remuneration should you be appointed to any other member structure within LGA. The delivery of Peer Support is also part of your remit.

Independent Group Treasurer

1. The Treasurer of the Independent Group will be responsible for maintaining an overview of the Group’s budget.  You will work with the Head of Office on budget issues and report issues arising to the meetings of the Independent Group Executive Committee.
2. The Group Treasurer will approve the setting of budgets each year and raise any queries on the management of the budget promptly with the Head of Office, approve and communicate to other members of the Independent Executive Group any changes in the management of the budget as they may occur.
3. You will be expected to follow the principles of the LGA Independent Group Constitution and the Performance Protocol for members.
4. Occasionally, the Group Treasurer will be asked to attend meetings and engage in some or all of the other activities, responsibilities and duties outlined above for both the Group Leader and Deputy Group Leader, in the absence of both these representatives.
5. You will join the Group Leader and Deputy Leader in finalising group appointments to LGA member structures.
6. The Treasurer will be expected to attend meetings of the Independent Group Executive Committee.
7. You will be expected to support and respond to queries and requests from the Group Office to coordinate scheduling, agendas, and attendance at meetings, and in providing a steer on high-level Group policy positions and the Independent Group Business Plan.
8. You will work with the Leader and the Deputy Leader as the Independent Group Leadership on key issues affecting the Group, including interviews for Peer roles and ensuring adherence by members involved in the LGA to LGA conduct protocols.

Please note that at the current time there is no remuneration from the LGA or the Independent Group for colleagues holding the office of Treasurer within the Independent Group. Expenses incurred in travelling to and from meetings are met from the Independent Group Budget or the LGA budget as appropriate. The post may receive remuneration if we have a third place on the LGA Executive Advisory Board, which the Group Treasurer usually takes up.