Election Candidate Guide

Transcription

1 Election 2014 Halton Region Monday, October 27, 2014 Candidate Guide

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3 Table of Contents Key Information... 1 Regional Clerk s Staff Important Dates... 2 About Regional Council... 6 Role of Regional Council... 6 Role of the Regional Chair... 7 Regional Services Standing Committee and Regional Council Meetings... 8 Regional Council... 8 Health & Social Services Committee... 8 Planning & Public Works Committee... 9 Administration & Finance Committee... 9 Time Commitment Committee Chairs and Vice Chairs Acting Regional Chair Appointments to Boards and Committees (including citizen advisory committees) Before Election Day Qualifications of a Candidate Qualified Voter Residency Requirements Students No Permanent Lodging Place Ineligible Candidates When Can a Person Become a Candidate? The Nomination Process Agent Filing a Nomination Paper Identification to be Supplied When a Nomination Paper is Filed Exception for Additional Nominations For further information visit the Halton Region s website at

4 Key Information Refund of Deposit Certification of Nomination by the Regional Clerk Reasons for the Regional Clerk to Reject a Nomination Withdrawal of Nomination Nomination to More Than One Office Acclamations List of Candidates Death or Ineligibility of a Candidate Registered Mail/Change of Address Documentation Submitted by a Candidate Preliminary List of Electors (Voters List) Election Signs Canvassing Accesss to Rented Premises Accesss to Condominiums Accesss to Non Profit Housing Units Use of Regional Resources During an Election Year Financial Responsibilities What is a campaign period? What is a campaign contribution? What is the value of goods and services donated as a contribution? When may a candidate conduct fund raising and incur campaign expenses? What are the responsibilities of the candidate with respect to campaign finances? Who can make contributions? Who cannot make contributions s? What limits are there on individual contributions? What are fund raising events? Can I borrow money for my campaign? Campaign Inventory What are campaign expenses? What limits are there on campaign spending?... 29

5 Appointment of an Auditor: Election Day Automated Vote Counting Equipment Advance Voting Candidates and Scrutineers Rights of Candidates and Scrutineers Prohibitions Election Results After Election Day Financial Reporting Campaign Surplus and Deficit Extending the Campaign Period to Erase a Deficit Campaign Surplus Penalties for Non Compliance Defaults Notice of Default Compliance Audits Electronic Version of Required Documents FORMS, POLICIES AND BY LAWS For further information visit the Halton Region s website at

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7 Key Information Key Information This Candidate Guide serves as a resource for candidates running for Regional Chair. It includes general information about election related legislation, key dates, the nomination process, and additional information on the election whichh we hope you will find useful, but it is not exhaustive. Before beginning a campaign, candidates should familiarize themselves with the Municipal Elections Act, 1996 (MEA ), its regulations andd all other relevant legislation, including the Municipal Act, Any references to specific sections of the MEA and Municipal Act are providedd for convenience. It is the candidate s responsibility to determine whether other sections, legislation or by laws apply. An electronic copyy of the MEA and Municipal Act can be accessed at laws.gov.on..ca. Candidates for the councils of the City of Burlington, Town of Halton Hills, Town of Milton and Town of Oakville should contact these municipalities forr election information or visit their websites: City of Burlington Clerk s Office Town of Halton Hills Clerk s Office x.2330 or Town of Milton Clerk s Office x Town of Oakville Clerk s Department Candidates for School Board offices are encouraged to contact the Board to obtain information on the duties and responsibilities of a trustee. Visit the Halton District School Board website at or the Halton Catholic Districtt School Board website at For information regarding the Conseil scolaire viamonde, visit the website at For information regarding the Conseil scolaire de districtt catholique Centre Sud, visit the website at 1

8 Key Information Regional Clerk s Staff If you have questionss about the 2014 Municipal Election, please contact: Karyn Bennett, Regional Clerk Phone: ext karyn. bennett@halton.ca Kathy Kielt, Deputy Clerk Phone: ext kathy.kielt@halton.ca Municipal Election information is available on the Region s website at: Important Dates: Thursday, January 2, 2014 to Friday, September 12, 2014 Day Nomination Paper Filed to Wednesday, December 31, 2014 On or before Tuesday, September 2, 2014 Nomination Periodd Nominations for the office of Regional Chair may be filed in person or by an agent at the Regional Clerk s office, Level 3, 1151 Bronte Road, Oakville, Monday to Friday from 8:30 a.m. to 4:30 p.m. (excluding statutory holidays and the August 4 Civic Holiday), from Monday, January 2, 2014 to Friday, September 11, On Nomination Day (Friday, September 12), nominations may only be filed between the hours of 9:00 a.m. and 2:00 p.m. Campaign Period The campaign period for each candidate begins on the day the candidate files a nomination paper and ends on December 31, unless the nominationn is withdrawn, the Regional Clerk rejects the nomination or the candidate is continuing his orr her campaign to erase a deficit. Voters List The Clerk of each local municipality will make the voters list available for election purposes only. 2

9 Key Information Tuesday, September 2, 2014 to the close of voting on Monday, October 27, 2014 Tuesday, September 2, 2014 to Friday, September 12, 2014 Friday, September 12, 2014 Monday, September 15, 2014 Revision Application to Change Own Name on Voters List An individual may make an application to the Clerk of his or her local municipality to addd or delete his or her name, or to change information about himself or herself on the voters list. Revision Application to Remove Another s Name from the Voters List An individual may make an application to the Clerk of the local municipality to remove another person s name from the voters list. Thee Clerk will determine if the name is to be removed. Nomination Day Last day for filing nomination papers. Nomination papers filed on this date may only be filed between the hours of 9:00 a. m. and 2:000 p.m. at the Office of the Regional Clerk. Withdrawal of Nominations Last day for withdrawing a nomination. Withdrawals must be filed before 2:000 p.m. Election Signs Candidates should check with the local municipalities regarding the erection of election signs. Halton Region s Sign By law No applies to election signs on Regional Road rights of way. By law No is available on the Region s website. Certification of Nomination Papers The Regional Clerk k will examine nomination papers for certification or rejection before 4:00 p.m. Acclamations If at 4:00 p.m., there is only one certified candidate for the office of Regional Chair, the Regional Clerk shall declare the candidate to bee duly elected. Wednesday, September 17, 2014 Additional Nominations If no nominations are filed and certified for the office of Regional Chair, additional nominations may be filed with the Regional Clerk between 9:00 a.m. and 2:00 p.m. Thursday, September 18, 2014 Certification of Nomination Papers Additional Nominations The Regional Clerk k will examine additional nominationn papers for certification or rejection beforee 4:00 p.m. 3

10 Key Information Acclamations If at 4:00 p.m., there is only one certified candidate for the office of Regional Chair, the Regional Clerk shall declare the additional candidate to be duly elected. Monday, September 22, 2014 Certificate of Maximum Campaign Spending Limit, Final Amount Last day for the Regional Clerk to provide a certificate of maximum campaign expense limit to all candidates. Monday, October 27, 2014 ELECTION DAY Voting is held from 10:00 a.m. to 8:00 p.m. Week of October 27, 2014 Official Results As soon as possiblee after Election Day, the Regional Clerk will publicly declare the candidate for Regional Chair having the highest number of votes for the office to be elected. Wednesday, October 29, 2014 Removal of Election Signs on Regional Road Rights of Way Election signs on Regional Road rights of way must be removed within 2 days of Election Day. Monday, December 1, 2014 Term of Office Commences The December 1, 2014 to November 30, 2018 term of Regional Council commences. Wednesday, December 3, 2014 Inaugural Meetingg of Regional Council Elected members must take the oath of office prior to taking their seat. Wednesday, December 31, 2014 End of Campaign Period This is the end of the campaign period unless the candidate withdraws his or her nomination, the NOTE: Halton Region is closed nomination is rejected by the Regional Clerk or the from December 24, 2014 to candidate is continuing the campaign to erase a deficit. January 5, 2015 for the holiday Candidates may not raise funds or incur expenses beyond season. this date unless they have a deficit and have notified the Regional Clerk in writing of the extension to the campaign period. Notification to thee Regional Clerk of a Deficit and Continuation of Campaign Period If a candidate has a deficit on this date and wishes to continue campaigning to eliminate the deficit, the candidate must submit the Notice of Extension of Campaign Period, Form 6 to the Regional Clerk in person 4

11 Key Information Wednesday, February 25, 2015 Thursday, March 26, 2015 Friday, March 27, 2015 on or before 4:30 p.m., December 31, Failure to do so will mean that the campaign period automatically ends on this date. Notice of Financiall Filing Requirements and Penalties Last day for the Regional Clerk to send a notice by registered mail to all candidates, outlining the rules and dates for filing their financial statement and auditor s report (if such reports are required), and the penalties for non compliance. Last Day to Apply to the Courtt to Extend Deadline to File Financial Statement If a candidate thinks that he orr she will be unable to file his or her financial statement for the reporting period ending December 31, 2014 by March 27, 2015, he or she may apply to the Ontario Court of Justice for an extension to the filing deadline for a maximum of 90 days. This is the last day that a candidate may apply to the Ontario Court of Justice for such an extension. Deadline for Filingg of Financial Statements This is the final date by which all candidates who filed a nomination paper must file their financial statement, on or before 2:00 p.m. The statement covers the period from the day the candidate filed his or her nomination paper until December 31, Candidates must notify the Regional Clerk in writing before 2:00 p.m. of their application to the Ontario Court of Justice for an extension to the filing deadline. As soon as practicable after Friday, March 27, 2015 Penalties commence at 2:01 p.m. Notice of Default All candidates whoo did not file the required financial statement will be sent a Notice of Default, by registered mail, outlining the penalties. 5

12 About Regional Council About Regional Council The Regional Municipality of Halton is made up of the City of Burlington, the Town of Halton Hills, the Town of Milton and the Town of Oakville. Eligible voters in these communities elect individuals to sit on their local councils, and some of these local councillors also represent their communities on Halton Regional Council. The Regional Chair is the only member of Regional Council who does not also sit on a local council. Regional Council is made up of 21 members as follows: 1 Regional Chair, who is the head of Regional Council 6 councillors from the City of Burlington, plus thee Mayor 2 councillors from the Town of Halton Hills, plus the Mayor 2 councillors from the Town of Milton, plus the Mayor 6 councillors from the Town of Oakville, plus the Mayor As a member of Regional Council, you will have the opportunity to significantly influence the future of Halton Region. All decisions must be made at meetings att which a quorum is present. As an individual member of Regional Council, you will not have the power to commit the Region to any expenditure or to direct the activities of municipal employees. Any promise you make as part of your election campaign that involves regional expenditures or the activities of employees can only be carried out if a majority of Regional Council votes in favour of the matter during a Council meeting. As a member of Regional Council, it will be your duty to establish policy for the Region. It is the job of the administration to implement the policy. Halton Region has a competent and dedicated senior management team whose support, advice, and assistance will be very beneficial in helping you to be an effective member of Regional Council. Their training, experience, and understanding of how and why things have developed as they have will be an important resource for you. Role of Regional Council: The Regional Chair presides over Regional Council meetings, and ensures that the following Municipal Act requirements are upheld by Council: (a) (b) (c) (d) to represent the public and to consider the well being and interests of the Region; to develop and evaluate the policies and programss of the Region; to determine which services the Region provides; to ensure that administrati ive policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisionss of Council; 6

13 About Regional Council (e) (f) (g) to ensure the accountabilit ty and transparency of the operations of the Region, including the activities of the senior management of the Region; to maintain the financial integrity of the Region; and to carry out the duties of Council under the Municipal Act or any other Act. Role of the Regional Chair: The Municipal Act defines responsibilities for the Regional Chair in two roles; namely as the Head of Council and as the Chief Executive Officer. These roles are identifiedd below. As the Head of Council, the Regional Chair is expected to: (a) act as the chief executive officer of the Region; (b) preside over Regional Council meetings so that its business can be carried out efficiently and effectively; (c) provide leadership to Regional Council; (d) provide information and recommendations to Regional Council with respect to the role of Regional Council as described in (d) and (e) above; ; (e) represent the Region at official functions; and (f) carry out the duties of the Head of Regional Council under the Municipal Act or any other Act. As the Chief Executive Officer, the Regional Chair is expected to: (a) uphold and promote the purposes of the Region; (b) promote public involvement in the Region s activities; (c) act as the Region s representative within and outside the municipality, and promote the Region locally, nationally and internationally; and (d) participate in and foster activities that enhance thee economic,, social and environmental well being of the Region and its residents. Regional Services: Halton Region is responsible for a wide range of services ncluding: Children s Services Economic Development Garbage Collecting & Recycling Housing The Halton Community Housing Corporation Halton Region child care centres Services for children with special needs Child care subsidy and children s health Information onn Halton s business environment Services to help establish, expand or consolidate a business within Halton Operation of the Halton Waste Management Site Garbage, recycling collection and management Compost collection and management Providing rent geared to income and market rental housing to families, seniors, couples, single people and people with special needs 7

14 About Regional Council Ontario Works Paramedic Services Planning & Growth Management Public Health Regional Roads & Transportation Services for Seniors Wastewater/Sewage Water Purification Providing temporary financial and employment support while supporting recipients in their goal of returning to the workforce Advanced and basic pre hospital emergency care 11 ambulance stations throughout the Region Addressing issues like growth, affordable housing, environmental protection and transportation Inspection of restaurants Health consultations Clinical services Safe, well managed transportation network Adult day programs, supportive housing programs and long term care services Operating seven wastewater treatment plants Operating state of the artt water purification plants to provide safee drinking water Standing Committee and Regional Council Meetings: Regional Council has created three Standing Committees to manage and divide its workload. These Standing Committees are known as the Health & Social Services Committee, the Planning & Public Works Committee and the Administration & Finance Committee. These Committees study and review proposals, research options, and hear from the public through deputations. They then develop proposals or recommendations that are presented to Regional Council and voted on. All final decisions are made by Regional Council. Standing Committees and Regional Council generally meet during the day on a three week cycle. Each member of Regional Council, including the Chair, has only one vote for each decision made by Regional Council. All meetings of Regional Council and Standing Committees are held in the Council Chambers, 1151 Bronte Road, Oakville, unless otherwise specified. Regional Council: considers all issues affecting the Region of Halton. Meetings are generally held at 9:30 a.m. on Wednesdays and there are approximately 15 meetings per year. Health & Social Services Committee: generally meets on Tuesdays at 9:30 a.m. Six members of Council plus the Regional Chair sit on this Committee and there are approximately 14 meetings per year. 8

15 About Regional Council This Committee reports to Council on matters including: : community health emergency medical services health protection children s services employment and social services housing services for seniors Planning & Public Works Committee: generally meets on Wednesdays at 9:30 a.m. Eight members of Council plus the Regional Chair sit on this Committee and there are approximately 14 meetings per year. This Committee reports to Council on matters including: : planning growth management transportation waste management water and wastewater Administration & Finance Committee: generally meets on Wednesdays at 1:30 p.m. Six members of Council plus the Regional Chair sit on this Committee and there are approximately 14 meetings per year. This Committee reports to Council on matters including: : human resources realty services strategic communications asset management finance and internal audit purchasing budgets information technology economic development Time Commitment: Members of Regional Council fill a dual role; they represent their constituents on their local municipality s Council, and they represent their municipality on Regional Council. Keeping apprised of Regional issues iss an ongoingg duty for each councillor. Members of Council are also involved in corporate initiatives and receive a variety of invitations to community meetings and events. This can be a significant time commitment, and most members of Council, including the Regional Chair, find that the job requires full time commitment. 9

16 About Regional Council The Regional Chair is the only member of Regional Council who does not also sit on a local Council. The Regional Chair represents all residents of Halton Region. The Regional Chair is a member of all Standing Committees [and their Interview Committees], as well as the Striking Committee and the Budget Review Committee. Regional Councillors and the Regional Chair share responsibilitiess on Standing Committees and boards and advisory committees. The Regional Chair and all Regional Councillors attend Regional Council meetings. To view Standing Committee and Regional Council agendas and minutes, please visit committee_documents. NOTE if a member of Regional Council misses three successive months of Regional Council meetings without Regional Council s permission, his or her seat will be considered to be vacant. If this occurs, Regional Council will appoint someone to fill the vacant seat, or a by election will be held to elect a new Regional Councillor or Regional Chair. Committee Chairs and Vice Chairs: At the first Standing Committee meeting of the year, each Standing Committee elects a Chair and Vice Chair for a one year term ending on November 30 th of the following year. The Regional Chair is not eligible to be a Standing Committee Chair or Vice Chair. Acting Regional Chair: All members of Regional Council are eligible to fill the bi monthly rotation of Acting Regional Chair. Regional Councillors will rotate in alphabetica order. Appointments to Boards and Committees (including citizen advisory committees): One or more Regional Councillors may be appointed to various boards and committees. A description of these boards and committees can be viewed at 10

17 Beforee Election Day Beforee Election Day The 2014 Municipal Election is run by the Local Municipalities (i.e., the City of Burlington, the Town of Halton Hills, the Town of Milton and the Town of Oakville). The Clerks of the Local Municipalities prepare voters lists, hire stafff to work at voting places, prepare ballots, and hold the election on Election Day. One person will be electedd Regional Chair by all eligible voters in Burlington, Halton Hills, Milton and Oakville. The namess of candidates for Regional Chair will be included on ballots in each local municipality. Candidates elected to Regional Council at the 2014 Municipal Election will servee a four year term of office from December 1, 2014 to November 30, Qualifications of a Candidate: A candidate for Regional Chair cannot be disqualified by any legislation from holding the office of Regional Chair. Section 257 of f the Municipal Act further requires that to run for Regional Chair, a candidate must be a qualified voter in a local municipality within the Region on the day he or she filess his or her nomination paper, and remain qualified throughout the election period and, if elected, throughout the term of office. (i) Qualified Voter: Section 17(2) of the MEA setss out the requirements to be a qualified voter; and therefore a candidate for Regional Chair. A candidate must be: a Canadian citizen; at least 18 years of age; a resident of the Regional Municipality of Halton (i.e., the City of Burlington, Town of Halton Hills, Town of Milton or Town of Oakville), or the owner or tenant of land in the Regional Municipality of Halton, or the spouse of such owner or tenant; not legally prohibited from voting. (ii) Residency Requiremen nts: Section 2(1) of the MEA defines a person ss residence as the permanent lodging place to which, whenever absent, they intend to return. The following rules apply in determining a person s residence: a person may only have one residence at a time; the place where a person s family resides is also his or her residence, unless he or she moves elsewhere with the intention of changing hiss or her permanent lodging place; and if a person has no other permanent lodging place, the place where he or she occupies a room or part of a room as a regular lodger orr to which he or she habitually returns is his or her residence. 11

18 Before Election Day (iii) Students: A person may have residences in twoo local municipalities at the same time if: the person lives in one of the Local Municipalities in order to attend an educational institution, but not with the intention of changing his orr her permanent lodgingg place; and the person s permanent lodgingg place is in the other Local Municipality. (iv) No Permanent Lodgingg Place: If a person hass no permanent lodging place as described above, the following rules apply in determining his or her residence: the place to which the person most frequently returned to eat or sleep during the five weeks preceding the determination is considered to be their residence; if the person returns with equal frequency to one place to eat and another to sleep, the place to which they return to sleep is considered to be their residence; multiple returns to the same place during a single day, whether to eat or to sleep, shall be considered one return; a person s affidavit regarding the places to which they returned to eat or sleep during a given time period is conclusive, in the absence of evidencee to the contrary. (v) Ineligible Candidates: Section 258(1) of the Municipal Act states thatt the following are not eligible to be elected as Regional Chair, or to hold office as Regional Chair: except in accordance with Section 30 of the MEA, an employee of the Region or a person who is not an employee of the Region but who is the Clerk, Treasurer, Integrity Commissioner, Auditor General, Ombudsman or lobbyist registrar, or closed meeting investigator of the Region orr who holds any administrative position of the Region; a judge of any court; a member of the Assembly as provided in the Legislativee Assembly Act or of the Senate or House of Commons of Canada; except in accordance with Part V of the Public Services Act of Ontario, 2006, and any regulation under that Part, a public servant as defined in that Act. Note If an eligible Halton Region employee runs for Regional Chair, he or she must take an unpaid leave of absence beginning the day the he or shee is nominated and ending on Election Day. If elected, the employee would have to resign his or her employment with the Region, since a person cannot work for Halton Region and be onn Regional Council at the same time. An eligible Halton Region employee can run for office inn a lower tier municipality without taking a leave of absence or resigning unless being elected to the lower tier council also means that he or she would be a member of Halton Regional Council. 12

19 Beforee Election Day Section 258(2) of the Municipal Act states that the Regional Chair is disqualified from holding office if, at any time during the term, he or she: ceases to be a Canadian citizen; is no longer a resident of Halton, the owner or tenant of land or the spouse of an owner or tenant within Halton; would be prohibited under any legislation from voting in an election for the office of Regional Chair if an election was held at that time. When Can a Person Become a Candidate? A person can only become a candidate during the nomination period. The nomination period starts at 8:30 a.m. on Thursday, January 2, 2014 and ends on Friday, September 12, 2014 at 2 p.m. From January 2 to September 11 nomination papers may be filed from Monday to Friday, 8:30 a.m. too 4:30 p.m., excluding statutory holidays and the August 2 Civic Day holiday, at the Office of the Regional Clerk, Level 3, Halton Regional Centre, 1151 Bronte Road, Oakville. On September 12, nomination papers may only be filed with the Regional Clerk between 9:00 a.m. and 2 p.m. A person cannot raise or spend money on a campaign until they become a candidate, and they cannot become a candidate until they have filed a nomination paper. The Nomination Process: The MEA governs the nomination process for an individual to run for the office of Regional Chair as follows: 1. A person may be nominated for the office of Regional Chair by filing a nomination paper in the Regional Clerk s Office, in person or by an agent. 2. The nomination shall be: (a) in the prescribed form, with proof of name, qualifying address and signature. A list of acceptable identification is provided below. The nomination paper is available on the Region s website; (b) accompanied by a declaration of qualification in the prescribed form, signed by the person being nominated. The declaration of qualification must be taken and signed beforee a Commissioner of Oaths. The Regional Clerk s Office can administer this declaration for you. The declaration is available on the Region s website; and (c) accompanied by the prescribed nomination filing feee of $ Payment can be made by debit, cash, certified cheque,, or money order, made payable to The 13

20 Before Election Day Regional Municipality of Halton. Credit cards and personal cheques will not be accepted. The person who wishes to become a candidate for Regional Chair must provide all of the following information to the Regional Clerk: Nomination Paper; Declaration of Qualification for the office of Regional Chair; The above documents commissioned by a Commissioner of Oaths; The $200 nomination filing fee; and Original and valid item(s) of acceptable identification as set out below. Clerks staff will make a copy of the candidate s identification. Agent Filing a Nomination Paper: A person wishing to become a candidate for Regional Chair can appoint an agent to file the nomination paperr on his or her behalf. The agent must: Bring the completed Nomination Paper, Declaration of Qualification {commissioned by a Commissioner of Oaths}; $ 200 nomination filing fee; Bring in the candidate s original and valid identification; and Provide his or her own original and valid identification. If any of the documents are not complete, the nomination will not be accepted. NOTE: NOMINATION PAPERS THAT ARE FAXED, E MAILED OR SENT BY MAIL WILL NOT BE ACCEPTED. Identification to be Supplied When a Nomination Paper is Filed: Proof of name, qualifying address and signature must be provided whenn a person files his or her nomination paper. A person must provide one valid and original item from Schedule 1 Schedulee 1 Documents that shows name, qualifying address and signature: Ontario driver s license Cancelled personalized cheque Loan or financial agreement with a financial institution Mortgage, lease or rental agreement for property in Ontario 14

21 Beforee Election Day Insurance policy that shows name, qualifying address and signature Any document from a Band Council in Ontario established under the Indian Act (Canada) that shows name, qualifying address and signature Any other document from the government of Canada, Ontario or a municipality in Ontario or from an agency of such a government t that showss name, qualifying address and signature Document issued or certified by a court in Ontario that shows name, qualifying address and signature OR A person must provide one valid and original item from Schedule 2 and one valid and original item from Schedule 3 Schedulee 2 Documents that show name and signature: : Ontario health card Canadian passport Veterans Affairs Canada Health Card Credit/debit/ /old age security card Student identification card issued by a post secondary institution Mortgage, lease or rental agreement for property in Ontario Ontario motor vehicle permit (plate portion) Certificate of Canadian Citizenship Social insurance number card Union identification card or a professional licence card Certificate of Indian Status Employee identification card Cancelled personalized cheque Insurance policy that shows name and signature Document issued or certified by a court in Ontario Any document from a Band Council in Ontario established under the Indian Act (Canada) Any other document from the government of Canada, Ontario or a municipality in Ontario or from an agency of such a government t Schedulee 3 Documents that show name and qualifying address: Ontario motor vehicle permit (vehicle portion) Utility bill for hydro, water, gas, telephone or cable TV or a bill from a public utilities commission Income tax assessment notice Child Tax Benefit statement 15

22 Before Election Day Statement of Employment Insurance Benefits Paid T4E Statement of old age security T4A (OAS) Statement of Canada Pension Plan Benefits T4A (P) Canada Pension Plan Statement of Contributionss Statement of Direct Deposit for Ontario Works/Ontario Disability Support Program Workplace Safety and Insurance Board Statement of Benefits T5007 Property tax assessment Insurance statement Mortgage, lease or rental statement for propertyy in Ontario Credit card, bank account, RRSP, RRIF, RHOSP or T5 statement CNIB card or a card from another registered charitable organization which provides services to persons with disabilities Hospital card or record Document showing campus residence issued by the office orr officials responsible for student residence at a post secondary institutionn Cheque stub, T4 statement or pay receipt issuedd by an employer Transcript or report card from a post secondary institution Document issued or certified by a court in Ontario Any document from a Band Council in Ontario established under the Indian Act (Canada) Any other document from the government of Canada, Ontario or a municipality in Ontario or from an agency of such a government t Exception for Additional Nominations: If there are no nominations filed for the office of Regional Chair and certified by the Regional Clerk by 4:00 p.m. on September 15, 2014, additional nominations may be filed between 9 a.m. andd 2 p.m. on September 17, Once a person has filed a nomination paper and declaration of qualification, he or she is officially a candidate in the 2014 Municipal Election. The candidate can now open a bank account (in the name of the campaign) and start accepting donations and incurring expenses. Refund fee if he of Deposit: : A candidate is entitled to receive a refund of the $200 nomination filing or she: (a) withdraws his or her nomination as set out in section 36 of the MEA ; (b) is elected to the office of Regional Chair; or 16

23 Beforee Election Day (c) receives more than 2% of the votes cast in the election for the office of Regional Chair. Note A candidate s filing fee will not be refunded if his or her nomination is not certified. Certification of Nomination by the Regional Clerk: : Section 35 of the MEA states thatt the Regional Clerk shall examine for certification or rejectionn each nomination for the office of Regional Chair that has been filed as follows: (a) All nominations filed on or before September 12, 2014 shall be examined before 4 p.m. on September 15, (b) All additional nominations filed under subsection 33( (5) shall be examined before 4 p.m. on September 18, The Regional Clerk shall sign, and thereby certify, the nomination paper if she is satisfied that the person is qualified to be nominated and that the nomination complies with the MEA. Reasonss for the Regional Clerk to Reject a Nomination: The Regional Clerk may consider the following criteria in her decision to reject individual nominations: the candidate has refused or declined to providee proof of qualification or identification that is satisfactory to the Regional Clerk; the candidate does not satisfy Section 29 of the MEA; the nomination form is not completee in its entirety or the prescribed filing fee has not been paid; or the necessary financial statement was not filed for any office in the previous election. When the Regional Clerk rejects a nomination, she shall, as soon as possible, give notice of the fact to the person who sought to be nominated and to all candidates for the office of Regional Chair. The Regional Clerk's decision to certify or reject a nomination is final. 17

24 Before Election Day NOTE: It is the responsibility of the candidate to ensure that he orr she meets all qualifications and that he or she files a proper nomination paper. Every candidate is required to completee a Declaration of Qualification on the nomination paper and an additional Declaration providedd by the Regional Clerk. Each candidate should contact the Regional Clerk to ensure that his or her nomination paper is in order. Since the Regional Clerk may examine the nomination paper after the nomination period ends and may reject it, a candidate may find that his or her nomination has been rejected and he or she is too late to file additional information or provide proof to the Regional Clerk of his or her qualifications. If nominations are filed early it will assist the Regional Clerk in reviewing nomination papers before nominations close. Withdrawal of Nomination: A candidate may withdraw his or her nomination by delivering a Withdrawal of Nomination in person to the Regional Clerk before: : 1. 2 p.m. on September 12, 2014 if the person was nominated under subsection 33(4) of the MEA; or 2. 2 p.m. on September 17, 2014, if the person wass nominated under subsection 33(5) of the MEA. A candidate who withdraws his or her nomination as sett out above is entitled to a refund of the nomination filing fee. A candidate who withdraws is still required to submit a completed financial statement covering all financial transactions made up to the date the nomination was withdrawn. A Withdrawal of Nomination form is available on the Region s website. Nomination to More Than One Office: A person may only be a candidate for one office. If a person who is nominated for an office files a second nomination forr a different office, the first nomination is deemed to be withdrawn. If a person s name appearss on ballots for more than one office and they are elected to any of those offices, their election is void and the office is vacant. Acclamations: If at 4:00 p.m. on Monday, September 15, 2014, there is only one certified candidate for the office of Regional Chair, the Regional Clerk shall immediately declare the candidate elected by acclamation. If a candidate is acclaimed, he orr she must still file a financial statement. List of Candidates: : A list of candidates for the office of Regional Chair will be made available at the Regional Clerk s Office, Region of Halton, Level 3, 1151 Bronte Road, Oakville, and on the Region s website. 18

25 Beforee Election Day Death or Ineligibility of a Candidate: If a certified candidate forr Regional Chair dies or becomes ineligible to hold the office before the close off voting on October 27, 2014: 1. if no candidate would be elected by acclamation as a result of the death or ineligibility (i.e., there are more than two candidates running for the office), (a) the election shall proceed as if the candidate had nott been nominated, and (b) the Town/City Clerks shall omit the candidate s name from the ballots, or if ballots have already been printed, shall post notice of the candidate s death or ineligibility in every voting place. 2. if another candidate would be elected by acclamation as a result of the death or ineligibility, (i.e., there are only two candidates running for the office), the election is void and a by election shall be held to fill the office. Registered Mail/Change of Address: Some electionn documentss will be sent to candidates by registered mail. Candidates should ensure the documents are picked up when they receive the notification. The Regional Clerk will be sending out notices in 2015 regarding financial filings. It is the candidate s responsibility to ensure that he or she fulfills all the requirements of the MEA. If a candidate moves or changes his or her address at any time beforee filing all required documents, he or she must notify the Regionall Clerk immediately. Documentation Submitted by a Candidate: All forms and correspondence submitted by a candidate to the Regional Clerk are deemed to be publicc documentss and can be viewed, at the Regional Clerk s Office, at any time the office is open. Subsections 88(5) and (10) of the MEA state that: 88(5) Despitee anything in the Municipal Freedom of Information and Protection of Privacy Act, documents and materials filed with or prepared by the Clerk or any other election official under this Act are public recordss and, until their destruction, may be inspected by any person at the Clerk s Office at a time when the office is open. 88(10) No person shall use information obtainedd from public records described in subsection (5), except for election purposes. Preliminary List of Electors (Voters List): The Clerks from the local municipalities will provide candidates for Regional Chair with a copy of thee preliminary list of electors (PLE), upon written request. The PLE contains the names, addresses, and school support of all eligible voters in that municipality. This list must only be used by candidates for election purposes such as door knocking, or flyer distribution. A candidate must agree, in writing, that the information providedd on the PLE will only be used for the purposes of the election before receiving a copy of 19

26 Before Election Day the list. The Proper Use of a Voters List form is available on the Region s website. A candidate using the list must treat the personal information it contains carefully. Election Signs: The Region s Sign By law deals with election signs on Regional Road rights of waycontact the local municipalities to find out election sign rules that are specific to each A copy of this by law is available on the Region s website. Candidates should municipality. NOTE election signs must be removed from Regional Road rights of way by October 29, Canvassing: Canvassing is prohibited in a voting place. The City/Town Clerks determine what locations will be used as voting NOTE: The Regional places in their municipalities. Clerks do not permit electioneering Clerk will not act or of any kind in or on these premises, including the entire building, intervene on behalf of the property on which the building is located and road allowances any candidate to secure abutting the property. Section 48 of the MEA providess that while accesss to any buildings an elector is in a voting place, no one shall attempt, directly or for the purpose of indirectly, to influence how the elector votes and that no one shall canvassing or display a candidate s campaign material or literature in a voting distributing election place. NOTE campaign material includes buttons, fliers, material. If candidates posters, fridge magnets, etc. are experiencing difficulty in gainingg Access to Rented Premises: Section 28 of the Residential accesss to these Tenancies Act, 2006, states: premises, they should contact the landlord of No landlord shall restrict reasonable access to a residential the building. complex by candidates for election to any office at the federal, provincial or municipal level, or their authorized representatives, if they are seeking access for the purpose of canvassing or distributing election material. Access to Condominiums: Section 118 of the Condominium Act, 1998, states: No corporation or employee or agent of a corporation shall restrict reasonable access to the property by candidates, or their authorized representatives, for election to the House of Commons, the Legislative Assembly or an office in a municipal government or school board if accesss is necessary for the purpose of canvassing or distributing election material. 20

27 Beforee Election Day Access to Non Profit Housing Units: Section of the Co operative Corporations Act, states: No non profit housing co operative or servant or agent of such a co operative shall restrict reasonable accesss to the housing units of the co operative by candidates, or their authorized representatives, for election to the House of Commons, the Legislative Assembly, any office in a municipal government or a school board for the purpose of canvassing or distributing election material. Use of Regional Resources During an Election Year: Halton Region s Use of Regional Resources by Members of Council policy prohibits the use of Regional resources for any election related purpose. Regional resources include: the Regional name and logos; Regional budgets; secretarial and administrative support; program stafff time; Regional facilities and equipment (including electronics) owned by the Region; and program related servicess provided by staff of thee Region. Incumbents should familiarize themselves with this policy as it relates to elections. A copy of the policy is attached as Appendix A to this Candidate Guide. 21

28 Financial Responsibilities Financial Responsibilities A candidate s financial responsibilities are described in Sections 66 to 79.1 of the MEA. What is a campaign period? The campaign begins onn the day a candidate files a nomination paper and, in most cases, ends on December 31, A candidate is only allowed to accept contributions or incur campaign expenses duringg the campaign period. Exceptions to the December 31, 2014 end date are: Hint Candidates should look through the Campaign Financial Statement (Form 4) to make sure that they are keeping records of alll of the information that must be included on the statement. if a candidate withdraws his or her nomination, the campaign ends on the date the candidate filed the Withdrawal of Nomination form with the Regional Clerk. if a candidate was not certified and his or her name did not appear on the ballot, the campaign ends on September 12, If a candidate extends his or her campaign period to payy down a deficit, the end date for the extendedd campaign period will be the earliest of: the date the candidate notifies the Regional Clerk in writing that he or she will be ending the campaign and not accepting any more contributions. June 30, What is a campaign contribution? A contribution means money, goods and services given to and accepted by or on behalf of a person for their election campaign, and includes the following: an amount charged for admission to a fund raising function; ; if goods and services are sold at a fund raising function for more than their market value, the difference between the amount paid and market value; if goods and services used in a person s election campaign are purchased for less than their market value, the difference between the amount paid and market value; and 22

29 Financial Responsibilities any unpaid but guaranteed balance in respect too a loan under section 75 of the MEA. The following amounts are not considered to be contributions: the value of services provided by voluntary unpaid labour; the value of services provided voluntarily, under the person s direction, by an employee whose compensation from all sources for providing them does not exceed the compensation the employee would normally receive for the period the services are provided; an amount of $10 or less that is donated at a fund raising function; the value of political advertising provided without charge on a broadcasting undertaking as defined in section 2 of the Broadcasting Act (Canada), if (i) (ii) it is provided in accordance with that Act and the regulations and guidelines made under it; and it is provided equally to all candidatess for office on the particular council or local board. the amount of any loan under section 75 of the MEA. What is the value of goods and services donated as a contribution? The value of goods and services provided as a contribution is the lowest amount that the contributor or a business supplying similar goods and services charges the public in the same market areaa at the same time. When may a candidate conduct fund raising and incur campaign expenses? As previously mentioned, campaign expenses and fund raising cannot be conducted until a person files a nomination paper, and thereby becomes a candidate for Regional Chair. The campaign period begins on the day a person files a nomination paper. What are the responsibilitiess of the candidate with respect to campaign finances? It is the responsibility of the candidate to ensure that: 1. one or more campaign accounts are opened at a financial institution exclusively for the purposes of the election campaign and in the name of the candidate's election campaign (a candidate is not permitted to use his or her personal bank account for campaign finances); 23

30 Financial Responsibilities 2. all contribution ns of money are deposited into the campaign accounts; including contributions a candidate makes to himself or herself; 3. all payments for expenses are made from the campaign accounts (except for the nomination filing fee); 4. all contribution ns of goods or services are valued; 5. receipts are issued for every contribution and obtained for every expense; 6. financial filings are made as required by sections 78 and 79.1 of the MEA; 7. proper direction is given to the persons who are authorized to incur expenses and accept or solicit contributions on behalf of the candidate; 8. a contribution of money in contravention of the Act is returned to the contributor as soon as possible after the candidate becomes aware of the contravention; 9. a contribution not returned to the contributor under clause 8 is paid to the Regional Clerk; 10. any anonymous contribution is paid to the Regional Clerk; 11. records are kept of: receipts issued for every contribution, the value of every contribution, whether a contribution was in the form of money, goods or services, and the contributor s name and address; every expense including the receipts obtained for each expense; any claim for payment of expenses that the candidate disputes or refuses to pay; the gross income from a fund raising functionn and gross amount of money received at a fund raisinany loan and its terms under section 75 of the function by donations of $100 or less; and MEA. 12. The records described in clause 11 are to be retained by the candidate for the term of office of the members of Council ( ) and until theirr successors are elected and the newly elected Council is organized. 24