Decision details

Purchase new scanners to make us compliant with the Electoral Registration Officer Portal (EROP)

Decision Maker: Joint Strategic Director Legal and Democratic Services (Monitoring Officer)

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


To purchase two replacement scanners to make the council compliant with the new Electoral Registration Officer Portal (EROP) introduced by the Government in 2023 a cost of £6,178 plus VAT.

Reasons for the decision:

The council's current scanners are not compliant with the new functions on EROP. The council has discussed this with DLUHC and it is willing to reimburse the costs through a Justified Led Bid (JLB) application.

Alternative options considered:

The alternatives are to retain the current scanners and are unable to load paper applications in to EROP, this will mean the statutory requirements on postal votes or Voter Authority Certificate applications for the residents of Guildford would not be met.

Interests and Nature of Interests Declared:

Not applicable.

Source of Authority to take Decision:

GENERAL DELEGATION TO ALL JOINT STRATEGIC DIRECTORS, EXECUTIVE HEADS OF SERVICE, AND SERVICE LEADERS 1. To act in accordance with the Council’s Procurement and Financial Procedure Rules. 2. To undertake the day-to-day management and operation of staff reporting to them and of the premises and services for which they are responsible in accordance with the policies and procedures laid down by the Council, including: (a) incurring expenditure within approved budgetary provision, (b) authorising the procurement or commissioning of works, goods and services

Publication date: 05/04/2024

Date of decision: 04/04/2024