FI17047
Request
Committee Management System (CMS), Democratic Services
Please provide the following information about the current CMS used by your council for committee management, meeting agenda and report pack publication, election results, and councillor profile management:
- Name of the software supplier and product
- Any optional add-on modules taken in addition to the core CMS product
- Contract length and expiry date
- Total contract value
- Annual support and maintenance cost
In addition to the above, please also provide the:
- Total number of councillors elected to your council
Electoral Management System (EMS), Electoral Services
Please provide the following information about the current EMS used by your council for management of the Register of Electors, elections, and canvass:
- Name of the software supplier and product
- Any optional add-on modules taken in addition to the core EMS product
- Contract length and expiry date
- Total contract value
- Annual support and maintenance cost
In addition to the above, please also provide the:
- Total electorate for your council area
- Number of voters registered to vote by post
Polling Station Management, Electoral Services
Do you use a software product and devices (such as a tablet) for the electronic processing of voters in your polling stations?
If yes, please provide the following information:
- Name of the software supplier and product
- Any optional add-on modules taken in addition to the core product
- Contract length and expiry date
- Total contract value
- Annual support and maintenance cost
Response
Committee Management System (CMS), Democratic Services
- Civica UK Ltd (Modern Gov)
- Secure app module
- Current contract expires 30 April 2027
- 3-year contract: 2026/27 – £18,899.63, 2025/26 – £18,137.84 and 2024/25 – £17,208.58
- 2026/27: £18,899.63
- 32
In respect of your request for Electoral Management Systems and elector numbers and postal vote numbers held by the Electoral Registration Officer for the Dover District Council area, under the Representation of the People Act 1983 as amended, the Council must appoint an officer of the Council to be the Returning Officer for any constituency or part of a constituency coterminous with or situated in the Council’s area. Louise May is the appointed officer for the registration area of Dover District. Her appointment as Returning Officer (RO) and as Electoral Registration Officer (ERO) is separate to her appointment as Deputy Chief Executive (Director of Corporate Resources) and, although appointed by the Council, both the Electoral Registration Officer and the Returning Officer’s responsibilities and duties are personal. An example of this is that the register of electors is deemed to be the property of the Electoral Registration Officer, not the local authority.
The Electoral Registration Officer and the Returning Officer do not carry out the duties on behalf of the local authority but in their own personal capacity. Details of what constitutes a public body that is subject to the provisions of the Freedom of Information Act is available at the following website: https://ico.org.uk/for-organisations/foi/freedom-of-information-and-environmental-information-regulations/public-authorities-under-foia/
As you will see, the Freedom of Information Act does not list any person appointed under the Representation of the People Act 1983. It follows that the Electoral Registration Officer, Returning Officer or any other person appointed under the Act are not subject to the provisions of the Freedom of Information Act. Notwithstanding that there is no statutory obligation to provide this information under FOI regulations, the information you have requested can be found below:
Electoral Management System (EMS), Electoral Services
- FCS Software Solutions and ElectionsPro
- CanvassPro (canvasser tablets and software)
- 3 years with an optional 4th year therefore expiry March 2029 (or March 2030)
- £91,000 to £119,000 (dependent on the optional 4th year)
- Included in the total cost, no separate fee listed.
- 89,801
- 10,728
Polling Station Management, Electoral Services