I thought that this response to someone who was unable to vote in the referendum as his name wasn't on the edited register might be of interest. It's all very legally constrained this referendum business!
Lawrence
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Dear Mr
TRANSPORT EDINBURGH REFERENDUM – COMPLAINT
Your e-mail of 8 February 2005 , in which you indicate your concerns about the arrangements for the Transport Edinburgh Referendum has been passed to me, today, for attention. In particular, you raise issues about the use of the Electoral Register for the referendum.
The Chief Executive reported to the Council on 22 January and 29 April 2004, on referendum arrangements. These reports and the minutes of the meetings are available on the Council’s website
www.edinburgh.gov.uk by following the Committee Papers on Line link on the Home page. The first of the reports explains fully the reasoning behind the use of the edited Electoral Register and outlines the legal position as defined in the Political Parties, Elections and Referendums Act 2000. It is the opinion of Senior Counsel that the proposed Transport Edinburgh Referendum is not a referendum in terms of the 2000 Act and that the Council may, therefore, use only the edited Register for the purpose of undertaking the referendum.
A further report on detailed arrangements was approved by the Council on 9 December 2004.
I can provide paper copies of these reports should you wish. Please let me know.
Ideally, the Council would have wished to use the full Electoral Register for the purpose of undertaking the referendum but, once you have had an opportunity to study the reports in detail, you will understand that this is simply not permissible. The use of the edited Electoral Register was, therefore, considered to be the most democratic and up to date list for including an elector in the referendum.
For similar data protection reasons, legal advice is that it is not permissible to access Council Tax records as a means of writing to households about the referendum.
Turning to the steps to make information available to those voters who are not included in the edited Electoral Register, the September 2004 edition of Edinburgh Outlook, which is delivered to every household in Edinburgh, carried information about the Transport Edinburgh proposals and the need for electors who had opted out of the edited Register to request that their names be added into the Referendum List. A cut-out coupon and helpline number were included to assist with this and a Freepost address was created for applications. This information was repeated in the December issue of the paper.
A substantial publicity campaign encouraging registered electors who had opted out of the edited Register to apply to be included in the Referendum List was undertaken during December and early January. This included adverts in the paid for and free newspapers with the largest circulations in Edinburgh, a substantial (118 slots) advertising campaign on Radio Forth and 20 full-sized advertisements on billboards in locations such as the car park adjacent to Ocean Terminal. Three hundred thousand (300,000) leaflets were distributed to libraries, schools, offices, doctors' surgeries and major employers within the city and information has also been available on the Transport Edinburgh section of the Council’s website. It is felt that every reasonable effort has been made to draw the issue to the attention of electors and I cannot agree with your view that this has been biased.
Consideration was given to writing to all those voters not on the edited Register but this is not permitted in terms of the legislation, since the full Electoral Register can only be used for the purposes of a statutory election or referendum.
I recognise that you are very disappointed at not being able to vote but I trust that this letter clarifies the position for you. Please contact me on 0131 529 4550 if you have further questions.
Yours sincerely
Alex Thomson
Depute Returning Officer