To postpone the face-to-face canvass due to the public health situation and to take mitigating measures to ensure that the electoral roll is updated and maintained.

To postpone the physical face-to-face visits of the canvass (c.10,000 properties) with that decision to be reviewed in early 2021, and to take the following mitigating measures:

·         investigate whether there are any further data sets that could be used to “return” a property;

·         where a property remains outstanding send a further canvass form;

·         send an e-mail, where possible, to encourage a response to that form;

·         carry out a telephone canvass of outstanding properties where possible;

·         plan to carry out the personal visit phase at some point in the early spring (February/early March 2021) if the public health situation allows;

·         use the Council’s social media channels to publicise the personal visit/form delivery at that time;

·         write  to the occupants of each known House in Multiple Occupation (HMO) in the City.

Due to the deteriorating public health situation in Oxford and the announcement that Oxford City will be moving to Tier 2 (High Alert) for coronavirus on Saturday 31 October.

The Electoral Commission and Cabinet Office have said that they are mindful of the contradiction between the law requiring a personal visit and the public health situation in a council area. They have said that, where the personal visit phase is postponed or cancelled the Electoral Registration Officer should set out their decision-making process and what mitigating measures have been put in place.

The option of proceeding with the face-to-face canvass was not preferred for the following reasons:

·         many canvassers are in at least one vulnerable group. Some had indicated that they did not want to complete the personal visits for safety reasons.

·         canvassers would potentially be knocking on doors of properties with confirmed cases of Coronavirus or symptomatic or asymptomatic residents.

·         it is unclear how successful a door-knock stage would be given the public health situation and social distancing measures and as a result the increased reluctance of residents to engage with canvassers on the door step.

Anita Bradley, Head of Law and Governance (Electoral Registration Officer).

Decision taken following consultation with the Leader of the Council.