Township of Tay. Municipal Election Procedures

Transcription

1 Township of Tay 2018 Municipal Election Procedures As Clerk of the Township of Tay for the municipal elections, I do hereby certify the following procedures for conducting the 2018 municipal elections and also certify the forms attached (or similar version, either paper or electronic) as being those permitted to be used during this election process. Alison Gray, Clerk December 21, 2017

2 Table of Contents 1. Definitions Introduction Election Officials Notices Preliminary List of Electors and Voters List Voters Qualifications Revision of the Voters List Procedure Nominations Acclamations Registration of Third Party Advertisers Scrutineers Vote-By-Mail Procedures Form of Ballot Storage of Ballots & Election Material Security of Voting Kits/Ballots Procedure for Processing of Return Envelopes Voting Day - Polling Place & Ballot Return Station Programming & Testing of Central Count Tabulators Counting Centre Tabulation & Counting the Ballots Announcement of Results Recounts Disposition of Records Accessibility Emergencies Corrupt Election Practices/Mail Tampering Provincial Offence & Prosecution Amendments to Procedures Appendix A - Procedures & Rules for Scrutineers and Candidates Appendix B - Forms

3 1. Definitions Act shall mean the Municipal Elections Act, 1996, S.O. 1996, c. 32, Sch., as amended. Ballot Box shall mean a sealed box secured at the Municipal Office, in which ballots are placed in advance of the close of voting and after being processed through a vote tabulator. Ballot Return Station shall mean a location where electors, who prefer to deliver or have delivered their completed ballots, may deposit their ballots directly into the care of the Municipal Clerk rather than forwarding their ballots by mail. Ballot Scanning Station shall mean the station located within the Counting Centre where the ballots will be processed through a vote tabulator. Clerk shall mean the Clerk of The Corporation of the Township of Tay Close of Voting shall mean 8:00 p.m. Eastern Standard Time on October 22, Counting shall mean the final tally and results of the tabulated ballots as processed by the Vote Tabulator. Ballot Drop Box Location shall mean: (a) the drop box available at the Municipal Office, located at 450 Park Street, Victoria Harbour for the drop off of Election Return Envelopes during regular office hours except on Voting Day, when the office will be open from 8:30 a.m. to 8:00 p.m.; and (b) the mail slot available on the exterior of the Municipal Office located at 450 Park Street, Victoria Harbour for the drop off of Election Return Envelopes anytime, 24 hours a day, 7 days a week until 8:00 p.m. on Voting Day. Council shall mean the Council of The Corporation of the Township of Tay. Counting Centre shall mean the Oakwood Community Centre located at 290 Park Street, Victoria Harbour where Ballot Secrecy Envelopes shall be processed, tabulated and counted under the control of the Clerk or designated Election Official. 3

4 Defective Ballot Processing Station shall mean the station where a ballot will be repaired or replaced. Deputy Returning Officer shall mean the person appointed by oath to assist with the counting of votes and/or other duties as may be delegated by the Returning Officer. Drop Box shall mean the sealed box in which a Return Envelope is placed by persons delivering their ballots in person to the Ballot Return Station. Election Official shall mean a person, appointed by the Clerk, with the responsibility to assist in the administration of the election process and for ensuring that the election is conducted fairly in accordance with legislative requirements and established procedures. Return Envelope shall mean a prepaid postage envelope addressed to the Municipal Office that contains both a Voter Declaration Form and a Secrecy Envelope containing one (1) ballot to be returned by mail to the Municipal Office or dropped off at a Ballot Drop Box Location. Last Date for Guaranteed Mail shall mean the date by which the return of a Return Envelope, deposited in a Canada Post mailbox from anywhere in Canada, is guaranteed. Mail shall mean the delivery system provided by Canada Post. Municipal Office, unless otherwise specified, shall mean the Township of Tay Municipal Office located at 450 Park Street, Victoria Harbour. Replacement Voting Kit shall mean a set of documents consisting of a voting instruction sheet with a detachable Voter Declaration Form; ballot; Secrecy Envelope; Return Envelope; and, such other necessary material as the Clerk determines to replace a Voting Kit that has been lost or destroyed. Returning Officer shall mean the Clerk of The Corporation of the Township of Tay with responsibility for ensuring that the election is conducted fairly in accordance with legislative requirements and established procedures. Secured Room shall mean the locked vacant space located within the Municipal Office where election materials will be stored. 4

5 Tabulate shall mean the processing of ballots, in batches, through the Vote Tabulator, but not the final tally or votes counted. Third Party Advertiser shall mean an individual who is normally resident in Ontario, a corporation that carries on business in Ontario or a trade union that holds bargaining rights for employees in Ontario, and who s Notice of Registration for Third Party Advertiser has been certified by the Clerk. Valid Mark shall mean a mark made by filling in the designated box beside a candidate s name. "Vote-By-Mail" shall mean the alternative voting method authorized by Council to conduct the 2018 Municipal Election in the Township of Tay. Vote Tabulator shall mean an apparatus that optically scans a designated area on the ballots to read the votes and tabulate the results. Voter Declaration Form shall mean the detachable slip located on the lower portion of the voting instruction sheet, included in the Voting Kit, upon which the voter must sign to declare his or her eligibility to vote in the election Voters List shall mean the list showing all eligible electors within the Township of Tay as provided by the Municipal Property Assessment Corporation (MPAC) and revised by the Returning Officer or an Election Official pursuant to the provisions of the Act. Voting Day shall mean October 22, Voting Kit shall mean a set of documents consisting of a voting instruction sheet with detachable a Voter Declaration Form; ballot; Secrecy Envelope; Return Envelope; and, other necessary material as determined by the Clerk. 2. Introduction 2.1 The Council of The Corporation of the Township of Tay enacted By-law No on March 22, 2017, authorizing the use of Vote-by-Mail as an alternative voting method for the 2018 Municipal Election. 5

6 2.2 The Council of The Corporation of the Township of Tay enacted By-law No on March 22, 2017, authorizing the use of optical scanning Vote Tabulators for the 2018 Municipal Election. 2.3 Subsection 42(3) & 42(4) of the Act requires the Clerk to establish procedures and forms for the use of any alternative voting method and any vote counting equipment. That provision also requires that a copy of such procedures and forms be provided to each candidate. The purpose of this document is to establish procedures for the use of the Vote-by-Mail method and for the use of Vote Tabulators that are consistent with the principles of the Act. 2.4 The Vote-by-Mail method is used to ensure that every eligible voter has an opportunity to exercise his/her right to vote. It is anticipated that designated Election Officials, candidates, voters and all other stakeholders will work together to ensure the integrity of the electoral system. 2.5 The Clerk, in the role of Returning Officer, may need to vary from these prescribed rules or develop additional ones from time to time if necessary. For greater clarity, the Clerk may, at any time up to and including Voting Day, amend the procedures contained herein. A copy of any amendment will be forwarded to each candidate. 2.6 With respect to matters of policy and procedures for alternative voting methods and vote-counting equipment, the Clerk s decision is final. 3. Election Officials 3.1 The Clerk is responsible for conducting the Municipal Election including establishing and interpreting the electoral procedures and rules, except as varied by a Court. 3.2 The Clerk may appoint, in writing, Deputy Returning Officers and such other designated Election Officials, as required, to assist in the administration, management, security and control of the Voteby-Mail electoral system. 3.3 Written appointments of designated Election Officials and delegation of duties shall include the authority to require any person to furnish proof of identity or qualifications pursuant to the Act. 6

7 4. Notices 4.1 There will be notices given to electors with respect to various dates and requirements related to the election. The method of notice for nominations, ads for election staff, revisions to the voters list, and required statutory notices will be in the form of ads on the Township s website and in the local paper (Midland Mirror). 4.2 The Clerk reserves the right to publish additional advertisements and notices as deemed appropriate. 4.3 In the absence of print media, notices shall be posted on the Township s website. 5. Preliminary List of Electors and Voters List 5.1 The Municipal Property Assessment Corporation (MPAC) is responsible for supplying the Township of Tay with the Preliminary List of Electors containing the name and address of each person who is entitled to be an elector for the 2018 Municipal Elections. Per Section 23 of the Act, the Preliminary List of Electors, as corrected by the Clerk under Section 22 of the Act, shall constitute the Voters List. 5.2 Commencing September 4, 2018 the Preliminary List of Electors and the Voters List may be inspected by the public at the Municipal Office during regular office hours from 8:30 a.m. to 4:30 p.m., Monday to Friday. On Voting Day, the office will be open from 8:30 a.m. through to the Close of Voting. 5.3 No person shall use information obtained from the Preliminary List of Electors and the Voters List except for election purposes. The use and sale of these lists for any purpose other than permitted under the Act or these procedures is prohibited. 5.4 Upon receipt of a written request from a candidate for an office, the Clerk or designated Election Official shall provide them with a copy of the part of the Voters List that contains the names of electors who are entitled to vote for that office and access to the online DataFix Municipal VoterView Candidates Portal. Candidates will be required to sign a declaration, stating that the Voters List will be used for election purposes only. 7

8 6. Voters Qualifications 6.1 An elector who is entitled to vote under the Act may only vote once in the municipality or, in the case of a school board, the area of jurisdiction of the school board where he or she qualifies as an elector. Even if the elector has more than one qualifying property address within the municipality, an elector may only have one permanent residence and therefore only one vote. If the elector solely owns vacant land, with no residence, the vacant land is their qualifying address. 6.2 Qualifications of electors and persons prohibited from voting are outlined under Section 17 of the Act. 6.3 An elector must complete the Voter Declaration Form provided in the Voting Kit to declare his or her eligibility to vote in the election. 7. Revision of the Voters List Procedure 7.1 The period that electors may submit revisions to the Voters List is from September 4, 2018 to the Close of Voting. 7.2 Upon application in writing on the appropriate form, persons may have their name added, removed, or information added or amended on the Voters List. 7.3 An applicant will be asked to provide the prescribed proof of identity and residence to the designated Election Official and to complete an application on the prescribed form, including a statutory declaration, to prove his/her right to vote. Such proof of identity and residence shall include the person s name, qualifying address, and signature as per O.Reg.304/13. In addition, a voter may be asked to provide proof of citizenship, such as a birth certificate, Canadian Citizenship certificate or other such documentation at the discretion of the Election Official. 7.4 Applications to revise the Voters List shall be filed by mail by the applicant or in person by the applicant or an agent. Applications must be filed in accordance with the Act. 8

9 7.5 Revisions to the Voters List will be conducted at the Municipal Office during regular office hours up to and including Voting Day. On Voting Day, revisions can take place from 8:30 a.m. to 8:00 p.m. 7.6 The Clerk shall certify the Voters List as revised. Only persons on this Voters List and those added by revision are entitled to vote. 7.7 All deletions, amendments and additions to the Voters List shall be maintained electronically. 8. Nominations 8.1 Nominations are to be filed with the Clerk or designated Election Official at the Municipal Office in person or through an agent from: May 1, 2018 to July 26, 2018 (8:30 a.m. to 4:30 p.m.) Nomination Day - July 27, 2018 (9:00 a.m. to 2:00 p.m.) Nominations may not be faxed or ed. Nominations submitted by an agent must be submitted with the candidates signature already commissioned. 8.2 Nominations must be on the prescribed form and meet the requirements of the Act, including but not limited to signatures endorsing the nomination (signatures of 25 eligible electors required) and the prescribed nomination filing fee. Filing Fees are as follows: $ for Ward Councillor or Deputy Mayor $ for Mayor. The prescribed fee is payable by cash, debit, or cheque. Credit cards will not be accepted. 8.3 All candidates must provide designated Election Officials with proof of identity and qualifying address within the municipality when filing a nomination. If an agent is filing on behalf of a candidate, the agent must provide a copy of the candidate s proof of identity, as well as their own. 9

10 8.4 The surname on the nomination form and the surname on the identification must be the same. Some flexibility will be given to first names (e.g. Tony for Anthony), subject to the sole approval of the Clerk. 8.5 Nomination forms will be reviewed for completeness when filed and will be certified on or before 4:00 p.m. on July 30, An unofficial list of persons who have submitted nomination forms, and the office that they are seeking election to, will be prepared and updated as soon as practical after receipt of nomination papers. The list will be posted on the Township of Tay s website ( 8.7 An official list of nominated persons shall be posted in the same manner as specified in Section 8.6 once nomination forms have been certified. 8.8 A candidate may withdraw their nomination by filing a written withdrawal on the prescribed form in the Clerk s Office before 2:00 p.m. on Nomination Day (July 27, 2018). The candidate shall appear in person with identification in order to withdraw the nomination; or, the candidate s agent shall appear in person with identification and a Letter of Authorization to represent the candidate, in order to withdraw the candidate s nomination. 8.9 The Clerk shall calculate the estimated preliminary maximum campaign expense and provide a copy to the candidate filing the registration. The Clerk s calculation is final The Clerk shall provide a notice of the penalties to every candidate at the time the nomination is filed The Clerk shall, after determining from the number of eligible electors from the Voters List, calculate the maximum campaign expense limit that each candidate may incur and prepare a Certificate of Maximum Campaign Expenses. The certificate shall be given to each certified candidate in the case on or before September 25, The Clerk's calculation is final and shall be made in accordance with the prescribed formula. 10

11 9. Acclamations 9.1 If, after the close of nominations on Nomination Day, the number of candidates nominated for any office is equal to or less than the number that are required to be elected to that office, the Clerk will, after 4:00 p.m. on July 27, 2018, declare the candidate(s) elected by acclamation and prepare a Declaration of Acclamation. 9.2 The Clerk will call for additional nominations if the number of certified candidates is fewer than the number of positions to be elected. The additional nominations may be filed on August 1, 2018 between 9:00 a.m. and 2:00 p.m. The Clerk will certify the nominations by 4:00 p.m. on August 2, The Clerk will post this list on the municipal website. The Clerk will also provide a copy of the declarations of acclamation and will place a copy of the declaration in the candidate s file. 10. Registration of Third Party Advertisers 10.1 Third Party Advertisers may submit a Notice of Registration with the Clerk or designated Election Official at the Municipal Office in person or through an agent from: May 1, 2018 to October 19, 2018 (8:30 a.m. to 4:30 p.m.) Registrations may not be faxed or ed. Registrations submitted by an agent must be submitted with signature already commissioned The following persons and entities are deemed ineligible to register: A candidate whose nomination has been filed. A federal political party registered under the Canada Elections Act or any federal constituency association or registered candidate at a federal election endorsed by that party. A provincial political party, constituency association, registered candidate or leadership contestant registered under the Election Finances Act. The Crown in right of Canada or Ontario, a municipality or local board A Candidate whose nomination has been filed shall not direct any third party advertisements. 11

12 10.4 Registrations must be on the prescribed form and meet the requirements of the Act, including the declaration of qualification, signed by the individual or by a representative of the corporation or trade union The Clerk shall calculate the estimated maximum third party expenses for registered third parties and provide a copy to the individual filing the registration. The Clerk s calculation is final. 10.6The Clerk shall provide a notice of the penalties to every Registered Third Party that registered in the municipality at time of registration The Clerk shall, from the number of eligible electors from the Voters List, calculate the maximum amount of third party expenses that each registered third party may incur and prepare a Certificate of Maximum Third Party Expenses. The certificate shall be given to each individual that filed a Notice of Registration for Third Party Advertising on or before September 25, The Clerk's calculation is final and shall be made in accordance with the prescribed formula The Clerk will do a review of each notice received to determine qualification and if the notice complies with the Act. Once satisfied the third party is qualified, the Clerk will complete the Certification by Clerk section on the Notice for Registration. If not satisfied the Clerk shall reject the notice. The Clerk s decision is final. 11. Scrutineers 11.1 Candidates may appoint, in writing on the designated form, Scrutineers to represent them All Scrutineers must comply with the procedures & rules contained herein and specifically set out in Appendix A attached hereto. 12. Vote-By-Mail Procedures 12.1 The Township of Tay, in conjunction with DataFix and Canada Post, will provide the Vote-By-Mail Kit to every eligible elector up to the close of voting on October 22, 2018 at 8:00 p.m. 12

13 Vote-By-Mail Kits will be mailed to eligible electors during the week of September 24, The Vote-By-Mail Kit shall consist of: Voting Instruction Sheet Composite Ballot Secrecy Envelope (White) Return Envelope (Yellow) Voter Declaration Form 12.3 Upon receipt of the Vote-By-Mail Kit, the voter shall complete the following: Mark the ballot as instructed, place it in the Secrecy Envelope (white) and seal the envelope; Sign the Voter Declaration form where indicated and place both the sealed Secrecy Envelope (white) and the signed Voter Declaration Form in the Return Envelope (yellow); Mail sealed postage pre-paid Return Envelope (yellow) to the Township of Tay by October 11, If the elector is mailing their Kit from outside of Ontario, the elector should make arrangement to allow extra time for delivery of the Kit After October 11, 2018 up to 8:00 p.m. on October 22, 2018 voters are to deposit their Return Envelopes (yellow) at the mail drop off location located at the Township of Tay Municipal Office Park Street, Victoria Harbour or make other delivery arrangements In addition, after regular municipal business hours, electors may deposit their return envelopes in the mail box located on the exterior of the building at the entrance of the Municipal Office On October 22, 2018, a polling place and Ballot Return Station will be provided at the Municipal Office between the hours of 10:00 a.m. and 8:00 p.m. Voters will be required to bring their Vote-By-Mail Kits. Note: If the voter does not bring their Vote-By-Mail Kit a new Kit may be issued per Section

14 12.7 Issuance of a Replacement Kit: If a qualified voter does not receive the Vote-By-Mail Kit or if the Vote-By-Mail Kit is lost/destroyed, a replacement Vote-By-Mail Kit may be issued by attending the Municipal Office. The voter must go to the Municipal Office located at 450 Park Street, Victoria Harbour, to obtain a replacement Vote-By-Mail Kit. The Clerk or Election Official shall request proof of identification when confirming that the elector is qualified. It shall be clearly indicated on the electronic voters list that replacement Vote-By- Mail Kit has been issued At a scheduled time each day from October & October 22, 2018 in the presence of candidates or appointed scrutineers, a Deputy Returning Officer and Election Officials will remove the Secrecy Envelopes (white) from the Return Envelopes (yellow) along with the signed voter declaration forms. At this time, the voter identified on the forms will be electronically struck from the Voters List to show that the eligible voters have cast their ballot. The Secrecy Envelopes (white) will then be placed in a secured sealed ballot box to be tabulated and counted at a time to be determined by the Clerk on October 22, The Returned Envelopes (yellow) and Signed Voter Declaration Forms will be secured to maintain secrecy. Note: See Section 16 for procedures on processing and opening of return envelopes A master Voters List containing deletions, amendments and additions, along with those person who have voted to date and those person who have been issued with Vote-By-Mail Kits by the municipality will be maintained by the Clerk. This list may be viewed electronically by candidates and appointed scrutineers at any time through the DataFix Municipal VoterView Candidates Portal up to 11:59 p.m. on October 22, On October 22, 2018 the Deputy Returning Officer and Election Officials will remove the ballots from the Secrecy Envelopes (white) at times to be determined by the Clerk and will proceed to tabulate. Note: See Section 20 for procedures on tabulating and counting of the ballots. 14

15 13. Form of Ballot 13.1 The form of ballot will be a composite ballot containing the names of the candidates of the offices which are required to be elected by the municipality Candidates names shall appear on the ballot by last name, alphabetically The ballot shall be designed so that the ballot can be counted using an optical scanning Vote Tabulator The place for the elector to mark the ballot for each candidate shall be clear and unambiguous. 14. Storage of Ballots & Election Material 14.1 Utilization of a Vote-by-Mail process necessitates the storage of cast ballots, declarations, the Voters List, and Blank/Replacement Voting Kits, etc. in a secured location During the election period through to Voting Day, all cast ballots, declarations, Ballot Boxes, Voters List, and Blank/Replacement Voting Kits will be kept in the Secured Room and may only be accessed by either the Clerk or a designated Election Official The Drop Box located inside the Municipal Office will be kept behind the Finance counter during regular office hours and will be returned to the Secured Room at the close of business each day. 15. Security of Voting Kits/Ballots 15.1 DataFix will facilitate the initial printing and mailing of a Voting Kit to each person identified on the revised Voters List and the number of Voting Kits used will be forwarded to the Clerk In addition to the Voting Kits mailed, the Clerk will receive blank Voting Kits from DataFix. Once the Voting Kits are received, the ballots will be counted and the numbers recorded. The blank Voting Kits will be kept in the Secured Room. 15

16 15.3 The number of Voting Kits distributed by the Clerk or designated Election Official to qualified voters after the initial mailing by DataFix will be recorded Return Envelopes received by mail or from the Drop Box locations will be retained, in a ballot box, in the Secured Room until processing At the end of each processing day throughout the election period, the Clerk or designated Election Official shall affix a seal to each of the Ballot Boxes, initial the seal and place the sealed boxes in the Secured Room under the control of the Clerk or designated Election Official. On the morning of each processing day, the Clerk or designated Election Official shall retrieve the Ballot Boxes, inspect the seals to ensure that they are intact, and in the presence of another designated Election Official, break the seal for use during the day Beginning at 9:00 a.m. on Voting Day, the sealed Ballot Boxes will be transported by the Clerk or designated Election Official to the Counting Centre On Voting Day, all return envelopes shall be processed at the Municipal Office, separating the Voter Declaration Forms and the Secrecy Envelopes per Section At the designated Counting Centre, Election Officials will remove and open the Ballot Secrecy Envelopes and prepare all ballots for processing through the Vote Tabulators When the count is complete, the ballots will be placed in the Ballot Boxes, with all related materials, and will be sealed and initialed by the Clerk or designated Election Official prior to being transferred to the Secured Room under the control of the Clerk or designated Election Official for the statutory retention period. 16. Procedure for Processing of Return Envelopes 16.1 Each day that the Return Envelopes (yellow) are received by mail or dropped off at the Municipal Office, they will be collected and secured by the Clerk or designated Election Official. 16

17 16.2 Return Envelopes (yellow) may be mailed to The Corporation of the Township of Tay, 450 Park Street, P.O. Box 100, Victoria Harbour, ON, L0K 2A0 up to October 11, 2018 or may be dropped off at the Municipal Office by the elector until 8:00 p.m. on October 22, Electors attending in person at the Municipal Office to exercise their right to vote shall complete their vote in accordance with the instructions contained in the Voting Kit and deliver the Return Envelope to a designated Election Official or place their Return Envelope directly into one of the drop box locations. There will be an area designated at the Municipal Office for Electors to complete their vote in private, if required Return Envelopes received after 8:00 p.m. on Voting Day will be date stamped and time recorded. They will not be counted and will be placed in the Secured Room and retained for the statutory document retention period The Return Envelopes (yellow) will be opened every day from October & October 22, 2018 at the Municipal Office at times to be determined by the Clerk. The purpose of opening Return Envelopes is to process Voter Declaration Forms, update the Voters List, and place sealed Secrecy Envelopes into the Ballot Boxes The Return Envelope process which will be ongoing will be as follows: The Clerk and/or designated Election Officials, in the presence of at least one other designated Election Official, open the Return Envelope and will remove the Voter Declaration Form and Secrecy Envelope (white) and check that the Voter Declaration Form has a signature. The Voter Declaration Form will be electronically scanned and placed in the respective container. The Secrecy Envelope (white), containing the ballot, will be placed in a secured ballot box. As the individual s name is electronically scanned, the voters name will be crossed off the Voters List. A list will be produced each day showing these voters, and distributed to candidates upon their request. Candidates will also be able to view the status of each voter through the Municipal VoterView online Candidates Portal. Signed Voter Declaration forms not accompanied by a ballot will not be scanned but will be placed in a container for rejected ballots. 17

18 If upon opening the Return Envelope, it contains an equal number of Secrecy Envelopes to signed Voter Declaration Forms, the ballots WILL BE COUNTED If upon opening the Return Envelope, the ballot is not contained within a Secrecy Envelope, but is accompanied by a signed Voter Declaration Form, the designated Election Official will insert the ballot into a Secrecy Envelope without examining the ballot and seal the envelope closed. The ballot WILL BE COUNTED If upon opening the Return Envelope, it contains a Secrecy Envelope, but there is no Voter Declaration Form, the designated Election Official will open the Secrecy Envelope to determine if the Voter Declaration Form has been inserted into the Secrecy Envelope. (a) If the designated Election Official finds the Voter Declaration Form contained within the Secrecy Envelope, the designated Election Official will remove the Voter Declaration Form without examining the ballot. The Secrecy Envelope will be resealed by taping it closed. (i) If the Voter Declaration Form is signed, the ballot WILL BE COUNTED. (ii) If the Voter Declaration Form is unsigned, the ballot WILL BE REJECTED. (b) If the designated Election Official does not find the Voter Declaration Form contained within the Secrecy Envelope, the ballot WILL BE REJECTED If upon opening the Return Envelope, it contains more Voter Declaration Forms than Secrecy Envelopes, or more Secrecy Envelopes than Voter Declaration Forms, the designated Election Official will open the Secrecy Envelopes to determine if any additional Voter Declaration Forms or ballots have been inserted into such envelopes. (a) If the designated Election Official finds that more than one ballot is contained within the Secrecy Envelope and the number of ballots now equals the number of Voter Declaration Forms, the designated Election Official will remove the additional ballot(s) without examining the ballot and insert it into a new Secrecy Envelope and seal or tape the Secrecy Envelopes closed. 18

19 (i) If the Voter Declaration Form is signed, the ballots WILL BE COUNTED. (ii) If the Voter Declaration Form is unsigned, the ballot WILL BE REJECTED. (b) If the designated Election Official finds that a Voter Declaration Form is contained in the Secrecy Envelope, the designated Election Official will remove the Voter Declaration Form without examining the ballot and seal or tape the Secrecy Envelope closed. (i) If the Voter Declaration Form is signed, the ballots WILL BE COUNTED. (ii) If the Voter Declaration Form is unsigned, the ballot WILL BE REJECTED. (c) If after this process there remains a different number of Secrecy Envelopes than Voter Declaration Forms, all of the ballots WILL BE REJECTED In any circumstance, if the Voter Declaration Form is unsigned upon receipt the ballot WILL BE REJECTED If upon opening the Return Envelope, the Secrecy Envelope has not been sealed or in the event the Secrecy Envelope has been sliced open as a result of opening the Return Envelope, the Clerk or designated Election Official will seal or tape the envelope closed without examining the ballot and the ballot WILL BE COUNTED If the Secrecy Envelope contains writing or marks that may identify the elector, or is torn, defaced or otherwise dealt with by the elector in a way that may identify him or her, the ballot MAY BE REJECTED. Since Secrecy Envelopes will be opened and separated from the ballots prior to counting, envelopes dealt with in such a manner, will not automatically be rejected. The decision of the Clerk in determining whether or not the ballot will be counted or rejected is final In addition to rejecting cast ballots for reasons described in the Act, the following conditions will also cause a ballot to be considered rejected: (a) if upon opening the Return Envelope there is no Voter Declaration Form subject to Section above; 19

20 (b) if upon opening the Return Envelope there is a different number of Secrecy Envelopes than Voter Declaration Forms subject to Section above; or (c) if upon opening the sealed Secrecy Envelope at the Counting Centre, the envelope contains more than one ballot Where a Ballot is rejected, the reason for the rejection shall be recorded by numbering the Ballot and noting the reason for the rejection on a separate Rejected Ballots Record After all Return Envelopes for each day have been dealt with, the Clerk or designated Election Official will affix a seal to each Ballot Box, initial the seal and place the sealed Ballot Box in the Secured Room under the control of the Clerk or designated Election Official Each morning designated as a processing day, the Clerk or designated Election Official will re-open the under-filled Ballot Boxes in the presence of at least one other designated Election Official in order to repeat the above process On Voting Day the Ballot Boxes and other required election material will be transported to the Counting Centre by designated Election Officials After 8:00 p.m. on October 22, 2018 any remaining Return Envelopes will be opened and the elector will be electronically struck from the Voters List. The Secrecy Envelope will then be removed from the Return Envelope and placed with the other Secrecy Envelopes to be opened. 17. Voting Day - Polling Place & Ballot Return Station 17.1 Before opening the voting location, an Election Official will show the ballot box to such persons who are present in the voting place so that they may see that it is empty. Fold the top cover and lock tabs in place An Election Official will seal the ballot box in such a manner as to prevent it from being opened without breaking the seal. Any certified candidate or scrutineer will be permitted to affix their seal to the ballot box if they so request. 20

21 17.3 Voters are required to bring their Vote-By-Mail Kit with them to the Polling Place. If the voter has already completed their Vote-By-Mail Kit, they will be requested to remove their Voter Declaration Form and sealed secrecy envelope. Voters who do not bring their Vote-By-Mail Kit will follow the process for the issuance of a replacement kit per Section Voters are required to produce identification, per Provincial Regulation, showing qualifying address, name and signature. If identification is not provided, the elector will be required to swear and sign the Declaration of Identity (Form 9), at the voting/polling place, affirming that they are an eligible elector Voters will present their signed Voter Declaration Form (if the form is not signed, the voter will be requested to sign the form) to the Deputy Returning Officer or designated Election Official. If the voter refuses to sign a Voter Declaration Form they will be declared ineligible to vote If the Deputy Returning Officer, a scrutineer or a candidate objects to a person voting, the Deputy Returning Officer shall have the fact of the objection and by whom it was made recorded on the Voters List next to the person s name. When an objection has been made as described above, the Deputy Returning Officer shall give the person a ballot if the person takes an oath or affirmation stating that he or she is named on the Voters List and has not already voted in the election. If the voter refuses to take the Oath they will be declared ineligible to vote The Voter Declaration Form will then be electronically scanned and placed in the respective container The voter will proceed with their ballot with Secrecy Envelope to the privacy screen and cast their vote. Once they have cast their vote, they will put their completed ballot in the Secrecy Envelope. A voter who has a disability or language barrier requiring an interpreter, preventing them from voting in accordance with the provisions of the Act may request assistance from an Election Official as follows: 21

22 If a voter requires the accessible ballot marking device, they would notify the Deputy Returning Officer who would direct them to the Election Official. (i) the Election Official shall position the elector near the accessible ballot marking device behind a privacy screen; (ii) the Election Official shall place a blank ballot into the printer device and key in the ballot ID number on the unit; (iii) the Election Official shall provide headphones to the elector to hear the ballot presentation and the handheld controller to control the voting session and the elector votes. (iv) when voter confirms their vote selections, they will request the ballot marker device to print their actual paper ballot. (v) Upon completion, the voter or Election Official must place the ballot in the Secrecy Envelope and place the envelope in the ballot box Where the Deputy Returning Officer does not understand the language of a voter, an interpreter, provided by the voter, may be sworn and, after taking the prescribed oath, may translate the necessary oaths, as well as any lawful questions necessarily put to the voter A voter who spoils the ballot may return it to the Deputy Returning Officer and receive another. The Deputy Returning Officer will place the spoiled ballot in an envelope marked for that purpose The voter will take their sealed Secrecy Envelope to the Election Official beside the ballot box and immediately insert the Secrecy Envelope in the ballot box. The Election Official will ensure that the ballot is properly inserted in the Secrecy Envelope and that the envelope is sealed The Election Official thanks the elector, and the elector promptly leaves the voting location. A person whose ballot has been inserted into the ballot box is deemed to have voted and is not, under any circumstances, entitled to another ballot The Polling Place shall close at 8:00 p.m. on October 22, All voters within the premise at 8:00 p.m. shall be permitted to cast their ballot. 22

23 17.13 At the close of the Polling Place, the Deputy Returning Officer shall seal the ballot box to ensure that the box cannot be reopened without breaking the seals and cover the ballot slot. The Deputy Returning Officer will permit any certified candidate or scrutineer to affix their seal to the ballot box if they so request The Deputy Returning Officer or designated Election Official shall transport the ballot box to the Counting Centre immediately after the close of the Polling Place so that the ballots may be tabulated. Note: Should the ballot box be filled during the voting period the Deputy Returning Officer shall seal the ballot box to ensure that the box cannot be re-opened without breaking the seals and cover the ballot slot. The Deputy Returning Officer will permit any certified candidate or scrutineer to affix their seal to the ballot box if they so request. The Deputy Returning Officer shall contact the Clerk who shall make arrangements to have the ballot box transported to the Counting Centre for processing. The Deputy Returning Officer will then assemble a new ballot box ensuring to show any persons present in the voting place may see that it is empty. Seal the new ballot box in such a manner as to prevent it from being opened without breaking the seal and permit any certified candidate or scrutineer to affix their seal to the ballot box if they so request At the closing of the Polling Place the Deputy Returning Officer or designated Election Official shall: Place all Voter Declaration Forms in the container provided Place all other used forms, unused forms and supplies into the container provided. Seal the container in such a way so that it cannot be reopened without breaking the seal. 18. Programming & Testing of Central Count Tabulators 18.1 For the purpose of counting ballots, the Township of Tay will utilize optical scanning Vote Tabulators. The Clerk or designated Election Official will facilitate the training sessions for all Election Officials using the Vote Tabulators and shall oversee the programming, testing and use of the Vote Tabulators. 23

24 18.2 Programming The Vote Tabulator hardware and software shall be programmed so that: a printed record of the number of votes cast for each candidate is provided; the tabulator will stop when it hits a damaged or defective ballot; a ballot that is damaged or defective or has been marked in such a way that it cannot be properly processed by the scanner shall be returned to the Election Official; an over-voted race (i.e. where more votes are marked than are allowed) shall not be counted. The remaining races that have been properly voted on that same composite ballot shall be counted; an under-voted race (i.e. where fewer votes are marked than are allowed) shall be counted; a blank ballot (i.e. no votes indicated in any race on the composite ballot) shall be counted; 18.3 Prior to Voting Day the Clerk in the presence of a designated Election Official, shall have the Vote Tabulators tested to ensure that they will accurately count the votes for all candidates that are marked with a valid mark in the designated area When testing the Vote Tabulators, adequate safeguards shall be taken to ensure that the system, or any part of it that is used for processing and tabulating votes, is isolated from all other applications or programs and that no remote devices are capable of gaining access to the system After programming the Vote Tabulators, a set of ballots shall be established for testing purposes. The back of these test ballots shall be marked sample The testing of the vote tabulators shall be conducted as follows: Tabulate a pre-audited group of ballots marked in the designated area, including ballots that fall into each of the following categories: ballots on which are recorded a pre-determined number of votes for each candidate; ballots that have over-voted races for each office; ballots that have under-voted races for each office; and ballots that have no votes recorded. 24

25 Assign a varying number of votes to each candidate Compare the output of the tabulation with the pre-audited results The testing of the accessible Ballot Marking Device shall be conducted as follows: A test of the accessible voting feature will include marking a ballot with the Ballot Marker Device while adjusting the volume and speed and printing the actual paper ballot, inserting into the tabulator and verifying the count Compare the output of the tabulation with the pre-audited results If the Clerk or designated Election Official detects any errors in the tests, efforts shall be made to determine the cause of the error and correct it. The test shall be repeated until an errorless count is made and certified by the Clerk or designated Election Official The Clerk shall, at the completion of the tests, Produce a final set of zero totals reports in order to confirm that the systems has been successfully re-zeroed, retain the programs, test materials and ballots in a sealed envelope with the remaining election materials and records in accordance with the Act In the event that a scanner malfunctions during the counting process, it may be necessary for an adjustment to be made on the scanner. Paper jams, multi-feeds, and other minor interruptions shall not be considered malfunctions and will not require that the system be re-tested The Clerk shall retain and have access to the pre-audited group of ballots referred to in Section 18.6 and other materials used in the programming and testing of the Vote Tabulators. 19. Counting Centre 19.1 The Counting Centre is located at the Oakwood Community Centre, 290 Park Street, Victoria Harbour. 25

26 19.2 The doors of the Counting Centre shall be sequestered and secured and only during the following three (3) scheduled times will designated Election Officials (with the exception of the Clerk), candidates or scrutineers enter the Counting Centre: 9:00 a.m., 1:00 p.m. or 7:30 p.m. Upon entering the Counting Centre, all candidates and scrutineers will be required to sign the attendance sheet indicating the time of their arrival and departure. In addition, all present shall be required to swear an Oath of Secrecy. If you are late you will not be authorized to enter the Counting Centre until the next scheduled time The candidate must notify the Clerk, in writing, no later than Friday, October 19, 2018 at noon as to who will be attending and at what scheduled time on October 22, 2018 they will be in attendance. It is important to note that scrutineers or candidates may come at one of the specified times as noted above; however, they are expected to stay for the remainder of the day until the results are issued as reentry shall not be permitted if they leave The following procedures apply to those persons sequestered at the Counting Centre: The doors of the Counting Centre will be secured between 9:00 a.m. and 8:00 p.m. on Voting Day and only the Returning Officer, Deputy Returning Officer, designated Election Officials, certified candidates and authorized scrutineers will be permitted to remain in the Counting Centre The Clerk, C.A.O./Deputy Clerk, Dominion Voting representative and IT Support shall be the only persons permitted to enter, leave and re-enter the Counting Centre as necessary on Voting Day Persons permitted to be present at the Counting Centre arriving after 9:00 a.m. and before 8:00 p.m. will be permitted to enter at the pre-determined times, but will be subject to all of the rules herein respecting sequestering. 26

27 No person will be permitted to enter the Counting Centre after 7:30 p.m. except for the Clerk and authorized designated Election Officials Cell phones and other communications equipment will not be permitted in the Counting Centre other than for designated Election Officials as authorized by the Clerk. If the devices cannot be returned to the vehicle the individual will be required to leave them with election personnel Proceedings at the Counting Centre are under the direction of the Clerk or persons designated by the Clerk, No other person shall touch any ballot, without direction from the Clerk or designate, or interfere in the proceedings in any way No campaign material will be allowed within the Counting Centre The Counting Centre shall be opened for the arrival of the ballot boxes containing the Secrecy Envelopes from the Polling Place as required See Appendix A for Procedures & Rules regarding Scrutineers & Candidates. 20. Tabulation & Counting the Ballots 20.1 No ballot cast in the 2018 municipal election shall be tabulated or counted prior to Voting Day (October 22, 2018) On October 22, 2018, at a time to be determined by the Clerk, the sealed Ballot Boxes stored in the Secured Room containing the Secrecy Envelopes will be transported by the Clerk or designated Election Official to the Counting Centre During the sequestered period on Voting Day, designated Election Officials, at the Counting Centre, will open the Ballot Boxes, remove and open the Secrecy Envelopes and sort the ballots in preparation for processing through the Vote Tabulators. The ballots will be bundled into batches of 50 ballots for processing and tabulation The Ballot Secrecy Envelopes will be opened by hand. 27

28 20.5 No results or final counting of ballots will be made until after the Close of Voting No candidate or scrutineer shall interfere with the vote tabulation or count in any manner or they will be required to leave the Counting Centre The Clerk will appoint Election Officials to operate the Vote Tabulators. It is the operators responsibility to ensure the fairness and accuracy of the tabulation of ballots. It will be their responsibility to use whatever appropriate means they feel necessary to accomplish this goal, subject to direction by the Returning Officer Upon receipt of a batch of 50 ballots at the Ballot Scanning Station, the designated Election Official shall feed the batch of ballots into the Vote Tabulator. The image processor will read each image to determine voter intent. Once scanned, the batch will be placed in an envelope marked with the Tabulator and Batch Number Defective Ballot Processing: Slit, torn, ripped, crumpled, damaged or defective ballots shall be set aside and processed as a separate batch as follows: In the event a ballot is accidentally slit or damaged during extraction from the Secrecy Envelope in such a manner that it cannot be scanned, the Election Official shall re-insert the ballot back into the envelope and set it aside for the designated Election Official to deliver it to the Defective Ballot Processing Station A replacement ballot shall be prepared in plain view at the Defective Ballot Processing Station by marking a new ballot only with the marks contained in the designated voting spaces on the original used ballot, and the replacement ballot shall be clearly labeled "replacement" and given a number which shall also be recorded on the original used ballot The replacement ballot shall be substituted for the original used ballot and then tabulated by the Vote Tabulator. 28

29 The original used ballot being replaced shall be placed in the batch envelope marked Defective Ballots by the Clerk or Election Official with the tabulated batch of replacement ballots Any part of any ballot rejected shall not invalidate the remainder of the ballot except if there are elector identifying marks, in which case the entire ballot shall be rejected. There are appropriate spaces on the back of the composite ballot for numbering and noting objections to ballots. A corresponding list is provided to record the same number and summarize any objection Once all ballots have been counted, the ballots will be secured; the Ballot Boxes will be sealed and returned to the Clerk or designated Election Official for secure storage No candidate or scrutineer shall interfere with the vote tabulation or count in any manner or they will be required to leave the Counting Centre. 21. Announcement of Results 21.1 Unofficial results of the vote count will be available at the Municipal Office located at 450 Park Street, Victoria Harbour and on the Municipal website ( following the close of voting Official results will be announced and posted by the Clerk at the Municipal Office and on the Municipal website as soon as possible after Voting Day. The Clerk shall make the following available to the public as soon as possible after Voting Day: (a) The number of votes for each candidate (b) The number of declined and rejected ballots 21.3 Where required, the Clerk will report to the Designated Clerk for school board elections, the results for school board offices. 22. Recounts 22.1 The Clerk will conduct all recounts as per the provisions and regulations in the Act. 29

30 A recount is required when: a tied vote occurs where both or all candidates cannot be declared elected; requested by resolution of the Council of the Township of Tay; requested by resolution of a local (school) board; and requested by order of the Ontario Superior Court of Justice requested by the Minister of Municipal Affairs The Clerk will conduct the recount in the same manner as with the original count, unless otherwise ordered by the judge who issued the order for the recount The Clerk will notify all involved parties of the recount and set a date, time and place for the recount If, after a recount is conducted, there is still a tie vote, the names of the candidates who tied will be placed in a container. The Clerk will blindly draw a name from the container. The name drawn will be the successful candidate. 23. Disposition of Records 23.1 In accordance the Act, the Clerk will retain the ballots, and all other documents and materials relating to the 2018 Municipal Election for 120 days after declaring the results of the election The Clerk shall retain the financial statement and auditor s report until the Members of Council elected at the next regular election have taken office or as per the Township s Records Retention Bylaw (whichever is longer) The Clerk shall not destroy the ballots or documents if a court of competent jurisdiction orders that they be retained or a recount has commenced and is not finally disposed of Documents and materials destroyed will be witnessed by two people and the Witness Statement as to Destruction of Ballots will be completed. 24. Accessibility 24.1 The Clerk shall have regard to the needs of candidates and electors with disabilities. 30

31 24.2 The Clerk shall prepare a Plan regarding the identification, removal and prevention of barriers that affect electors and candidates with disabilities and shall make the plan available to the public before Voting Day The Clerk shall prepare a Report to be submitted to the Council, 90 days after voting day, about the identification, removal and prevention of barriers that affect voters and candidates with disabilities The Township of Tay has established Accessible Policies, Practices and Procedures. The Municipal Election for the Township of Tay will be conducted having regard to those policies as established. 25. Emergencies 25.1 It is impossible to predict if an emergency will occur, and if so, to what extent the conduct of the election will be affected. In the event of an emergency, the Clerk may, in accordance with the Act, declare an emergency and make such arrangements as deemed necessary for the conduct of the election In the event of a postal strike, the Clerk will organize direct pick up by Township staff with the local Canada Post staff and make any other arrangements as necessary. 26. Corrupt Election Practices/Mail Tampering Provincial Offence & Prosecution 26.1 Sections 89 & 90 of the Act provides for penalties and enforcement of corrupt practices and other offences during an election process Although the Township of Tay will be using an alternative voting method, the principles and integrity of the election process will remain and is enforceable The Criminal Code of Canada states that tampering with the mail of an individual is a criminal offence and a person found guilty is liable to a term of imprisonment not exceeding ten years. 31

32 26.4 As such, the Clerk in this alternative form of voting sets out the following rules and regulations: (i) That all written complaints about actions which may contravene the provisions of the Act will be investigated by the Clerk; (ii) That all such valid complaints, once investigated to the extent and knowledge of the Clerk, will be submitted to the local detachment of the Ontario Provincial Police; (iii) The Detachment Commander of the Ontario Provincial Police has been advised that all such complaints will be turned over to their office for further investigation; (iv) The Detachment Commander, once the investigation is completed will communicate with the Crown Attorney s Office to determine if any individual(s) will be prosecuted. (v) The Clerk or any election official will not attempt to intervene in the prosecution and may be called to give evidence during prosecution. 27. Amendments to Procedures 27.1 The Clerk has the right, at any time, up to and including Voting Day, to amend the procedures contained herein. A copy of any amendment will be forwarded to each candidate as soon as reasonably possible The Clerk has the right, at any time, up to and including Voting Day, to create forms as necessary for the alternative voting method. A copy of any forms will be forwarded to each candidate as necessary With respect to matters of policy, procedures and forms for alternative voting methods, the Clerk s decision is final. 32

33 Appendix A - Procedures & Rules for Scrutineers and Candidates 1. General 1.1 A candidate may appoint scrutineers to represent him or her during the processing and at the tabulating of the votes, including during a recount. 1.2 The appointment of the scrutineer shall be in writing on the Clerk's prescribed form. 1.3 The appointment of a scrutineer shall be in writing if made by a candidate or applicant for a recount. 1.4 A scrutineer shall, on request, show his or her appointment to the designated Election Official in charge of the Return Envelope and Secrecy Envelope processing or of a place where votes are being counted. 1.5 Scrutineers may be present when Return Envelopes and Secrecy Envelopes are being processed and when the votes are being tabulated. The scrutineers that may be present include: one (1) scrutineer for each certified candidate to view the process of opening the Return Envelopes or Secrecy Envelopes; one (1) scrutineer per certified candidate for each Vote Tabulator in operation; notwithstanding and 1.5.2, the number of scrutineers who may be present is reduced by one while the candidate who appointed them is present; and one (1) scrutineer per certified candidate for the Voting Day Polling Place; there is no age or relation to the candidate restrictions relative to the appointment of scrutineers. 1.6 Cell phones and other communications equipment will not be permitted in the Counting Centre other than for designated Election Officials. 33

34 1.7 Scrutineers shall not attempt to directly or indirectly influence how an elector votes. 1.8 No candidate or scrutineer shall interfere with the vote count in any manner or they will be required to leave the Counting Centre. 1.9 No candidate or scrutineer has any right to interfere with the Election Staff in their discharge of duties Scrutineers shall not display any campaign material or literature in the Polling Place, Counting Centre or on themselves Scrutineers shall supply themselves with a clipboard for their use, as sitting at the tables provided for election officials is not permitted At the Polling Place: Scrutineers are not allowed to enter a voting compartment while occupied by an elector, or to be in a position to see how the elector marks their ballot During the fifteen minutes before the opening of the Polling Place the scrutineers are entitled to inspect the ballots and all other papers, forms and documents relating to the vote (but not so to delay the timely opening of the polling place) Scrutineers may place their own seal on the ballot box immediately before the opening of the Polling Place, so that ballots can be deposited in the box and cannot be withdrawn without breaking the seal. The seal may be identifiable to the candidate/scrutineer but must not contain the candidate s name or imply campaign literature If an elector is objected to by a scrutineer, the Deputy Returning Officer shall note the objection on the Voters List beside the name and require the elector to take a prescribed oath prior to the issuance of a ballot A candidate or their scrutineer is entitled to be present when the ballot box and documents are delivered to the Returning Officer 34

35 1.14. The designated Election Official shall provide a candidate and/or scrutineer with a printout of the results signed by the designated Election Official, if requested A candidate or their scrutineer shall abide by the rules of the Counting Centre respecting sequestering as outlined in Section Rights of Scrutineers and Candidates 2.1 To be present during the processing of Return Envelopes, Secrecy Envelopes and at the tabulating of the ballots. 2.2 To inspect the ballot boxes, forms and documents relating to the vote, but not so as to unduly delay processing. 2.3 To object to a declaration or a ballot. 2.4 Notwithstanding Section 2.3 above, to protect the secrecy of the vote, candidates or scrutineers will not be able to examine ballots or to object to ballots as ballots are fed into the Vote Tabulator by the designated Election Official. 2.5 To place a seal on the ballot box after the counting of the votes when the Deputy Returning Officer seals the box. 3. Prohibitions on Scrutineers and Candidates 3.1 Scrutineers and candidates are prohibited from: Attempting directly or indirectly to interfere with how an elector votes, and prohibited from attempting to campaign or persuade an elector to vote for a particular candidate at the Ballot Return Station or Polling Place Displaying a candidate s election campaign material at the Ballot Return Stations or Polling Place during the election period and within the Counting Centre on Voting Day Compromising the secrecy of the voting Interfering or attempting to interfere with an elector who is marking a ballot. 35

36 3.1.5 Obtaining or attempting to obtain, at a Ballot Return Station, any information about how an elector intends to vote or has voted Communicating any information about how an elector intends to vote or has voted. 36

37 Appendix B - Forms List of Certified Candidates Certificate of Election Results Appointment of Scrutineer by Candidate Candidate s Declaration Proper Use of Voters List Application to Amend the Voters List Application for Removal of Another s Name From Voters List Withdrawal of Nomination Declaration of Acclamation to Office Preliminary Estimate of Maximum Campaign Expenses Certificate of Maximum Campaign Expenses Consent to Release Personal Information Declaration of Qualification Third Party Advertisers Estimated/Preliminary Maximum Expenses Third Party Advertisers Notice of Penalties Third Party Advertisers Maximum Expenses Third Party Advertisers Duties of Registered Third Party Advertisers The following forms are legislated by the Province of Ontario and are available through the Provincial Forms Repository or upon request: Nomination Form Financial Statement (Candidates and Third Party Advertisers) Declaration of Identity 37

38 THE CORPORATION OF THE TOWNSHIP OF TAY 2018 MUNICIPAL ELECTION LIST OF CERTIFIED CANDIDATES Municipal Elections Act, 1996 (S. 11(4)2) NOTICE is hereby given to the Municipal Electors of the Township of Tay That during the period commencing on May 1, 2018 and completed on Nomination Day, July 27, 2018, the following persons filed all necessary papers, declarations and fees and as Clerk, I am satisfied that such persons are qualified and that their Nominations satisfy the requirements of the Municipal Elections Act, I have, therefore, certified such candidates for the office, which follows their respective name: Name of Candidate Office Dated this day of, 2018 Clerk or designate 38

39 EL08 Certificate of Election Results THE CORPORATION OF THE TOWNSHIP OF TAY 2018 MUNICIPAL ELECTION CERTIFICATE OF ELECTION RESULTS Municipal Elections Act, 1996 I hereby certify that during the Municipal Election held on Monday, October 22, 2018, for the offices listed below, the certified candidates received the votes that follow their respective names: Name of Candidate Office Votes Dated this day of, 2018 Municipal Clerk or designate 39

40 EL12 (A) Appointment of Scrutineer by Candidate THE CORPORATION OF THE TOWNSHIP OF TAY 2018 MUNICIPAL ELECTION APPOINTMENT OF SCRUTINEER BY CANDIDATE Municipal Elections Act, 1996 I, a candidate for the office of do hereby appoint to attend and to represent me at: o the Municipal Office for the Opening of the Ballot Packages/Scanning of the Voter Declaration Forms, October 15 to 19, 2018 o the Council Chambers for the Polling Place & Ballot Return Station, on October 22, 2018 o the Oakwood Community Centre for the Counting Centre, on October 22, 2018 Signature of Candidate Date The procedures and rules governing the conduct of scrutineers are detailed in Appendix A of the Clerk s Election Procedures and the above-noted scrutineer has been made fully aware of the procedures & rules governing scrutineers. Signature of Candidate Date Personal information on this form is collected under the authority of the Municipal Elections Act, 1996 and will be used for the municipal election and will be available for public inspection in the office of the Clerk, Township of Tay until the next municipal election. Questions about this collection of personal information should be directed to Township of Tay. 40

41 EL14 Candidate s Declaration Proper Use of Voters List THE CORPORATION OF THE TOWNSHIP OF TAY 2018 MUNICIPAL ELECTION Name of Candidate: CANDIDATE S DECLARATION PROPER USE OF VOTERS LIST Municipal Elections Act, 1996 Candidate for the Office of: Mayor Deputy Mayor Councillor I, the undersigned, do hereby agree to use the Voters List for election purposes only, regardless of format (paper or electronic), and I understand that I am prohibited by the Municipal Elections Act, 1996 from using the Voters List for commercial purposes. Signature of Candidate Date Personal information on this form is collected under the authority of the Municipal Elections Act, 1996 and will be used for the municipal election and will be available for public inspection in the office of the Clerk, Township of Tay until the next municipal election. Questions about this collection of personal information should be directed to Township of Tay. 41

42 EL 15 Application to Amend Voters List 42