Page 6 Replaced Brenda Prentice with Robyn Rogers

Municipality of

Hastings Highlands

Election Procedures (Amended) 2014 Amendments Page 4 removed Deputy Mayor Page 6 replaced Brenda Prentice with Robyn Rogers Page 9/10 Campaigning on municipal property/use of corporate resources Page 20 amended Form HH4 Page 60 corrected dates re processing of declaration forms Page 80 corrected dates re processing of declaration forms

Table of Contents 3. Nominations

20. Voters’ List

34. Proxy Voting & Advance Polls

36. Election Place

40. Personnel

58. Procedures at Voting Place

77. Scrutineers

83. Count Procedures

88. Emergencies

90. Notice of Results

94. Recount

103. Candidates Financial Disclosure

109. Election Records

112. Timelines

118. Definitions

122 Appendix 1: Conducting An Accessible Election Nominations 2014 Nomination Procedure

Nomination Papers The giving of notice for nominations shall be placed in the newspapers having general circulation in the Municipality between the 2nd day of January and the 12th day of September, 2014, on the municipal website and in two (2) conspicuous places throughout the Municipality.

Notice of Nomination on Website and posted in Municipal Office and by the front and back doors.

Nomination Papers for the following offices will be available to the public at the Clerk/Returning Officer's Office from January 2, 2014 to September 11, 2014 during office hours, and between 9:00 a.m. and 2:00 p.m. on Friday, September 12th, 2014 (Nomination Day). Completed Nomination Papers will be received at the Municipality of Hastings Highlands, 33011 Hwy. 62 North, Maynooth, Ontario, K0L 2S0

(1) Mayor (2) Councillor, Bangor Wicklow Ward (2) Councillor, Herschel Ward (2) Councillor, Monteagle Ward

Nomination papers for school boards may be obtained and filed at the Municipality of Hastings Office for the following offices:

(1) School Board Trustee – English Public (1) School Board Trustee – English Separate (1) School Board Trustee – French Public (1) School Board Trustee – French Separate

Questions regarding the election of School Board Trustee – English Public should be directed to the Clerk’s Office at the Municipality of Hastings Highlands located at 33011 Hwy. 62 North, Maynooth, Ontario, K0L 2S0

Questions regarding the election of School Board Trustee – English Separate should be directed to the Clerk’s Office at the Municipality of Tweed located at 255 Metcalfe Street, Tweed, On K0K 3J0. Telephone 613-478-3525

Questions regarding the elections of School Board Trustee – French Public and French Separate should be directed to Kevin Arjoon, Deputy City Clerk & Assistant Returning Officer [email protected] Phone: 613-546-4291, ext. 1262

The following documents are required to be filed:  Nomination Paper (Form 1)  Declaration  Photo Identification Nominations will be accepted in the following manner only: 1* In person 2* Through an agent (accompanied by Photo ID) 3* With the prescribed fee 4* No faxed or other electronically transmitted Nomination Paper will be accepted.

A filing fee of $200.00 is required at the time of Nomination for the Office of Head of Council. A filing fee of $100.00 is required at the time of nomination for all other offices. Please note that the fee shall be paid by cash, certified cheque or money order

The date and time of filing are to be filled in and the Nomination Paper is to be signed.

The Nomination Paper will then be received by the Clerk’s Office.

The cheque, cash or money order will be deposited with the Municipal Treasury Department.

The Clerk/Returning Officer shall prepare and post in the Municipal Office and the Municipal website an unofficial list of persons filing nomination papers which is to be updated as each nomination paper is filed. The list should be clearly marked "unofficial" as per the attached form.

All nomination papers will be formally certified on September 15th, 2014 but will be reviewed previously by Election Staff. Newspaper Advertisement re Notice of Nomination

2014 Municipal Election

Notice of Nomination for Office Municipal Elections Act, 1996 (s.32)

Notice is hereby given to the Municipal Electors of the

Town of Bancroft Township of Carlow/Mayo Township of Faraday Municipality of Hastings Highlands Township Limerick Township of Tudor & Cashel Township of Wollaston

The Nomination and Campaign Period for the 2014 Election will begin on January 2nd, 2014 in the Town of Bancroft, Township of Carlow/Mayo, Township of Faraday, Municipality of Hastings Highlands, Township of Limerick, Township of Tudor & Cashel and the Township of Wollaston.

Nominations may be made by completing and filing in the office of the Clerk, nominations on the prescribed form and accompanied by the prescribed nomination filing fee of $200.00 for the Head of Council and $100.00 for all other offices. The filing fee is payable by cash, certified cheque, money order or interac.

No person who proposes to be a candidate may solicit or accept contributions for the purpose of the election or incur campaign expenses until that person has filed a Nomination Paper with the Clerk.

A nomination must be signed by the candidate and may be filed in person or by an agent during regular business hours between January 2nd, 2014 and September 11th, 2014, and between 9 a.m. and 2 p.m. on September 12th, 2014 (Nomination Day).

In the event there are an insufficient number of certified candidates to fill all positions available, nominations will be reopened for the vacant positions only on Wednesday, September, 17, 2014, between the hours of 9 a.m. and 2 p.m. and such additional nominations, if required, may be filed in the office of the Clerk.

Voting Day is Monday, October 27, 2014.

Dated this the 2nd day of January, 2014

Hazel Lambe Town of Bancroft 613-332-3331 24 Flint Avenue , Bancroft ON

Arlene Cox Township of Carlow/Mayo 613-332-1760 3987 Boulter Road, Boulter ON

Brenda Vader Township of Faraday 613-332-3638 29860A Highway 28 South, Bancroft ON

Robyn Rogers Municipality of Hastings Highlands 613-338-2811 33011Highway 62, Maynooth ON

Jennifer Trumble Township of Limerick 613-474-2863 89 Limerick Lake Road, Gilmour ON

Bernice Crocker Township of Tudor & Cashel 613-474-2583 371 Weslemkoon Lake Road, Gilmour ON

Jennifer Cohen Township of Wollaston 613-337-5731 90 Wollaston Lake Road, Coe Hill ON Nomination Procedures

Nomination Day Friday, September 12th, 2014 (Section 31)

Nomination Papers will be received at the Municipal Office between 9:00 a.m. and 2:00 p.m. No Nomination Papers will be accepted after 2:00 p.m. on Nomination Day.

Procedure for the handling of Nomination Papers on Nomination Day will be the same as above.

Update Nomination List

Final list of certified Nominations Forms will be posted at the Municipal Office and the Municipal website by 4:00 P.M. on Monday, September 15th, 2014 on Form EL07.

Rejection of Nomination Paper (Section 35(3))

If the Candidate is not qualified to be nominated, the Clerk/Returning Officer or Assistant Returning Officer will reject the Nomination and complete Form EL22A. A telephone call shall be made to the candidate informing him/her of the rejection, and a Notice of Rejection shall be given, by Registered Mail, as soon as possible, to: 5* The person who sought to be nominated, and 6* All candidates for the office.

Withdrawal of Nomination Papers (Section 36)

Candidates may withdraw their Nomination by filing a withdrawal in writing on Form EL19 with the Clerk/Returning Officer before 2:00 p.m. on Nomination Day (September 12th, 2014), if the person was nominated on or before nomination day; and before 2:00 p.m. on the Wednesday following Nomination Day, (September 15th), if the person was nominated under Section 33(5) - Additional Nominations.

The withdrawal shall be noted on the appropriate List of Candidates.

Nomination Papers - Equal Number of Certified Nomination Papers and Offices (Section 37(1))

If after 2:00 p.m. on Friday, September 12th, 2014, there is an equal number of certified Nomination Papers filed for an office and they have been certified by the Clerk/Returning Officer, the Clerk/Returning Officer shall cause to be posted a Declaration of Election of Candidate by Acclamation by Form EL20. In this situation there shall be no election conducted for this position(s). Nomination Procedures

Nomination Papers - Fewer Number of Nomination Papers Than Offices (Section 33 (5))

If at 2:00 p.m. on Friday, September 12th, 2014, there are fewer certified Nomination Papers filed than the number of offices for a position attached, those filed shall be acclaimed and then the Clerk/Returning Officer shall cause to be posted a notice advising that additional Nomination Papers may be filed for those offices still vacant, between 9:00 a.m. and 2:00 p.m. on Wednesday, September 17th, 2014. If at 2:00 p.m. on Wednesday September 17th, 2014, additional Nomination Papers have been filed, the procedure as outlined above shall be followed.

Additional Nominations - More Than Number of Offices Remaining (Section 33 (5))

If between 9:00 a.m. and 2:00 p.m. on Wednesday, September 17th, 2014 there is more than a sufficient number of certified Nominations to fill the Office(s), an election shall be conducted with the names of the persons who have filed certified Nomination Papers.

Additional Nominations- Equivalent to Number of Offices (Section 37(5))

If at 2:00 p.m. on Wednesday, September 17th, 2014, there is a sufficient number of certified Nomination Papers filed to fill the office(s), the Clerk/Returning Officer shall cause to be posted a Declaration of Election of Candidate by Acclamation Additional nominations.

Insufficient Number of Nomination Papers Filed to Form a Quorum - Municipal Council (Section 37(4) 2)

If the number of Nomination Papers filed is insufficient to form a quorum of the Municipal Council, a by-election shall be held.

Sufficient Number of Nomination Papers Filed to Form a Quorum - Municipal Council (Section 37 (4) 2)

If the number of nomination Papers filed is less than the number of positions for an office of the Municipal Council, but does form a quorum, Section 263 (1) (a) of the Municipal Act shall apply.

Death of a Candidate

If a nominated candidate dies before the close of the voting place for the election and 7* the result would be an acclamation for an office, the election to such office is void and a new election shall be held (Section 39) provided that the thirty day period starts as of the date of death. 8* the result would be one less candidate only and no acclamation; the candidate's name shall be omitted from the ballot. If the ballots are already printed, the Clerk shall cause notice of the death to be posted in a conspicuous place in every voting place and the election shall proceed as if the deceased candidate has not been nominated.(Form EL21) Nomination Procedures

Death of a Candidate - Mail in Ballot - if using mail-in-ballot method the Clerk shall cause notice of the death to be made known to the Electors by means deemed to be appropriate by the Clerk.

Refund of Nomination Filing Fee (Section 34)

A candidate is entitled to receive a refund of the nomination filing fee if he or she, 9* withdraws the nomination under Section 36 of the Municipal Elections Act; 10* is elected to the office; or 11* receives more than the prescribed percentage of the votes cast in the election for the offices. 12* refund of filing fee shall be on or about November 26th, 2014.

Campaign Expenses

The Clerk/Returning Officer shall calculate the estimated maximum campaign expenses for each office on the Estimate of Maximum Campaign Expenses Form HH2 and provide a copy to the candidate or their agent the day that the Nomination Paper is filed in accordance with Section 33.0.1 (1). The Clerk/Returning Officer’s calculation is final in accordance with Section 33.0.1(2).

The Clerk/Returning Officer shall calculate the maximum campaign expenses for each office on the Certificate of Maximum Campaign Expenses Form EL37 and send by certified or registered mail or by email with confirmation of receipt to each candidate no later than 10 days after Nomination Day (September 12th, 2014). The Clerk/Returning Officer's calculation is final. The calculation shall be in accordance with Section 76.

Campaigning and Campaign Material

Campaigning, including signage and other materials, are permitted no earlier than the filing of Nomination Papers by the Candidate.

Information contained in/on all campaign material is the responsibility of the Candidate and any questions or concerns will be directed to the Candidate.

Campaigning and Campaign Material – Municipal Facilities and Property

Election campaigning or the distribution/posting of election campaign material at municipally-owned facilities or property is not permitted. Campaign materials include but are not limited to posters, brochures, signs, placards on vehicles, business card(s) promoting a candidacy and/or candidate etc. (See exclusion regarding signs below)

Exclusions to the above Use of municipally owned halls for candidate events shall be permitted and shall be subject to the standard rental agreement and rental fee for such a facility.

Typical staked campaign signs shall be permitted on land abutting on municipal roads in accordance with Section 6 (a) of By-law 2011-055, The Sign By-law. This section, however, excludes any campaign signs on the municipal property located at 33011 Hwy 62 N., Maynooth, Ontario – i.e. the Municipal Office, Library and Hastings Highlands Centre also known as the Election Place for the 2014 Election. This section also takes into account portable signs such as magnetic vehicle signs.

The use of corporate resources is not permitted by Candidates for election purposes (i.e. staff, electronic devices, supplies, candidate photos taken in/on municipal property etc.). Use of the municipal logo is also not permitted 2014 Municipal Elections Unofficial List of Nominations Filed for the Office of______

Municipality of Hastings Highlands

Name Address

This is a list of candidates who have filed Nomination Papers. These candidates have not yet been certified to run for office. 2014 Municipal Elections

Additional Nominations

Take Notice that the number of candidates for the office of ______was not sufficient to fill the number of vacancies to which candidates may be elected.

And Further Take Notice that the Clerk/Returning Officer may receive and certify additional nominations for the remaining vacancies in the office of ______between the hours of 9:00 a.m. and 2:00 p.m. on Wednesday, September 17th, 2014 subject to the provisions of subsection 33(5) of the Municipal Election Act.

Offices for Which Persons May be Nominated

And Further Take Notice that the manner in which nominations shall be filed is set forth in Section 33 of the Municipal Elections Act. Nomination forms and full particulars of procedures to be followed may be obtained from the undersigned.

Given under my hand this ______day of September, 2014.

______Clerk/Returning Officer

Form EL07 List of Certified Candidates Municipal Elections Act, 1996, as amended (s. 11(4) 2)

Notice is hereby given to the Municipal Electors of the

The Corporation of the Municipality of Hastings Highlands

That during the period commencing on January 2nd, 2014 and completed on Nomination Day, September 12th, 2014, 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, 1996, as amended. I have, therefore, certified such candidates for the office which follows their respective name:

Name of Candidate Office

Dated this ______day of ______, 2014

______Municipal Clerk or designate Note: This form may be used by the Clerk responsible for nominations, to advise Clerks in other municipalities who are responsible for conducting a vote for candidates elected across more than one municipal jurisdiction. While Section (11) deals with Police Villages, the form may also be used by Clerks involved with shared School Trustee positions. Form EL19 Withdrawal of Nomination Municipal Elections Act, 1996, as amended (s. 36)

I, ______, hereby withdraw my name as a candidate (Name of Candidate) for the office of______. (Name of Elected Office)

______Date Signature of Candidate

This Withdrawal Delivered To Me At ______(time)

This______Day Of ______, 2014.

______Municipal Clerk or designate

Note: A person who has been nominated may withdraw his or her nomination by filing a written withdrawal in the Clerk's office by 2:00 p.m. on Nomination Day (September 12th, 2014) if the nomination was filed on or before nomination day and by 2:00 p.m. on the Wednesday following Nomination Day (September 17 th, 2014) if the nomination was filed under subsection 33(5).

Also Note: Clerk may want to require a candidate to appear in person, with identification in order to withdraw their nomination. If not, then anytime that a nomination withdrawal is submitted by someone other than the nominee, the Clerk should follow up to ensure that the withdrawal was submitted with the nominee's permission. If a withdrawal is filed by an agent, a copy of a piece of the candidate’s photo ID must accompany the withdrawal form.

Form EL22A Notice of Rejection of Nomination Municipal Elections Act, 1996, as amended (s. 35 (4))

______/ ______(Name of Candidate) (Office)

______(Address) (Postal Code)

The Clerk of ______(Name of Municipality)

Take Notice that your nomination filed with me has been examined and the same has been rejected for the following reasons:

I am not satisfied that you are a person qualified to be nominated as required by the Municipal Elections Act, 1996, as amended or by the relevant legislation which sets out qualification for the office for which you filed your nomination.

I am not satisfied that your nomination satisfies the requirements of the Municipal Elections Act, 1996, as amended.

______Date Signature of Clerk or designate

Note: The Clerk's decision to reject a nomination is final and where so rejected, the Clerk shall give notice of such rejection to the person who sought to be nominated and to all candidates for that same office. (s. 35 (4) and (5)) The Clerk may choose to expand on the above options to include specific reasons for the rejection of the nomination. Form EL20 Declaration of Acclamation to Office Municipal Elections Act, 1996, as amended (s. 37(1))

I hereby declare the certified candidates listed below to be acclaimed to the office that follows their respective names pursuant to Section 37 of the Municipal Elections Act, 1996, as amended:

Name of Certified Candidate Office

Dated this ______day of ______, 2014

______Municipal Clerk or designate Form EL21 Notice of Death of Candidate Municipal Elections Act, 1996, as amended (s. 39 (a))

Notice is hereby given that ______a candidate (name of candidate) for the office of ______has died.

Since no other candidate would be elected by acclamation as a result of the death, the election for this office shall proceed as if the deceased candidate had not been nominated.

Since, as a result of the death, another candidate would be elected by acclamation to office, the election for the above office is void and a by-election shall be held.

Dated this ______day of ______, 2014

______Municipal Clerk or designate Form HH2

Estimate of Maximum Campaign Expenses For the 2014 Municipal Election Based Upon 2010 Eligible Electors

1. There is a limit of $750 per individual contribution.

2. A contributor shall not make contributions exceeding a total of $5,000 to candidates running for office on the same Council.

3. Limits are placed on expenses based on a formula relating to the number of electors. For the office of Mayor, it is $7,500 + 85 cents per elector. For all other offices it is $5,000 + 85 cents per elector in each ward.

Office Base Number Rate per Elector Spending Limit Total Spending Rate of ($0.85/elector Formula (Base Rate Limit Electors +Per Elector Total Mayor $7,500 7,010 $5,958.50 $7,500 + $5,958.50 $13,458.50 Deputy Mayor $5,000 7,010 $5,958.50 $5,000 + $5,958.50 $10,958.50 Councillor, $5,000 2,988 $2,539.80 $5,000 + $2,539.80 $7,539.80 Bangor Wicklow Ward Councillor, $5,000 2,561 $2,176.85 $5,000 + $2,176.85 $7,176.85 Herschel Ward Councillor, $5,000 1,461 $1,241.85 $5,000 + $1,241.85 $6,241.85 Monteagle Ward

Prior to September 22, 2014, the Clerk will send by registered mail a copy of the Final Campaign Spending Limits advising as to the amount of total campaign expenses that may be incurred by each certified Candidate. The Municipal Elections Act, 1996, permits candidates to use the higher amount of either the Estimate of Maximum Campaign Expenses, as indicated above, or the final Maximum Campaign Expense Limit which will be provided prior to September 22, 2014. Form EL37 Certificate of Maximum Campaign Expenses Municipal Elections Act, 1996, as amended (s. 76 (7))

The Clerk, or designated election official, of

______(Name of Municipality)

I hereby certify that the maximum campaign expense that a candidate is permitted to incur for the office of ______in the Municipal Election to be held

October 27th, 2014 is ______.

______Date Municipal Clerk or designate

Formula for calculation provided in Section 76. Calculation does not apply to expenses described in Paragraphs 3 and 5 to 8.2 of subsection 67(2)

Within ten (10) days, September 22, 2014, after nomination day, the Clerk shall give a certificate of the applicable maximum campaign expense to each candidate. (s.76)

Certificate to be given to candidate in accordance with Section 13. HH Form 4 NOTICE OF COLLECTION Municipal Elections Act, 1996

CONSENT TO RELEASE PERSONAL INFORMATION (Municipal Freedom of Information and Protection of Privacy Act)

Note: Personal information collected on the Nomination Paper is collected under the authority of the Municipal Elections Act, and will be used to assist the Township Clerk in the administration of the 2014 Municipal Elections. Questions about the collection of this information should be directed to Penny Sharman at [email protected] or [email protected] or by calling 613-650-1800.

Name of Candidate: ______Candidate for the office of:  Mayor  Councillor  School Trustee

In accordance with the Municipal Freedom of Information and Protection of Privacy Act, as amended, I hereby authorize the Clerk to include on the Municipality of Hastings Highlands website and make available to any person, the following information with respect to my candidacy for elected office:

 Name as it is to appear on the ballot  Address ______ Home Telephone ______ Office Telephone ______ Email address ______ Cell phone ______ Website ______

Dated at Municipality of Hastings Highlands, this ______day of ______, 2014.

______Signature of nominated candidate Voters’ List Certification of Voters’ List

The Preliminary List of Electors supplied by the Municipal Property Assessment Corporation shall be delivered to the Clerk/Returning Officer by the 31st day of July 2014.

The preliminary list of electors shall be identified with a cover sheet as attached.

The preliminary list shall contain the name and address of each person who is entitled to be an elector and additional information the Clerk/Returning Officer needs to determine for which offices each elector is entitled to vote, such as school support. In addition, if the local municipality is divided into voting subdivisions, the name of each resident elector shall be entered on the list for the voting subdivision in which he or she resides and the name of each non-resident elector shall be entered on the list for the voting subdivision in which the elector of his or her spouse is an owner or tenant of land. The Returning Officer shall, to the best of his/her abilities and legislative authority, ensure that an elector's name appears on the preliminary list for a local municipality only once.

The Clerk/Returning Officer shall correct any obvious errors and notify the Municipal Property Assessment Corporation.

The corrected preliminary list which becomes the voters’ list shall be certified by the Clerk/ Returning Officer (Form EL22).

The Clerk/Returning Officer shall place in a local newspaper of their choice on or before August 31st, 2014 a Notice of the Posting of the Preliminary List of Electors. (see pg. 31)

The voters’ list may be amended using the prescribed form attached hereto between the 2nd day of September, 2014 to the 24th day of October, 2014 during normal office hours and on the 27th day of October from 10:00 A.M. to 8:00 PM. or at other times prescribed by the legislation or adopted policy.

The Clerk/Returning Officer shall, within 10 days of nomination day (Monday, September 22th, 2014) prepare an interim list of changes to the voters’ list on Form EL18A attached and a copy of such interim list of changes shall be given to each person who received a copy of the voter's list.

The Clerk/Returning Officer shall compile any changes to the Voters’ List on the attached form and certify the voters’ list for use in each voting place.

The Clerk/Returning Officer shall prepare the Final List of Changes to the Voters’ List Form EL18D after October 27, 2014. A certified copy of the final list of changes shall be sent to the MPAC together with a copy of the approved applications. ** Sample cover sheet for PLE

Municipal Elections Act

(Section 23)

Preliminary List of Electors

For the Year

This Preliminary List of all Electors prepared as required by the Municipal Elections Act 1996, as amended was made available in the Office of the Municipal Clerk on

the 2nd day of September, 2014

Electors should check to ensure that their names and relevant information are correctly shown on the list.

Application for inclusion, additions or corrections to or deletions from the list may be made by an elector by completing and filing a form obtainable at the Office of the Clerk.

No person shall use information obtained from the preliminary list of electors except for election purposes.

The last day for filing applications concerning inclusion, additions, corrections or deletions is October 27th, 2014 at 8:00 p.m. The last day for removing another’s name is September 12, 2014

Clerk/Returning Officer Municipality of Hastings Highlands Municipal Elections 2014

Notice Is Hereby Given that I have complied with Section 23 of the Municipal Elections Act, and that I shall have available in my office on the 2nd day of September, 2014, the list of all persons entitled to be electors for municipal elections in this municipality, and that such list remains there for inspection.

All Electors Should contact their municipal office to ensure their names and relevant information are correctly shown on the list.

Applications for inclusions, additions or corrections to or deletions from the list are available at the Municipal Office, 33011 Hwy 62 North, Maynooth, Ontario.

Revisions of the List shall be undertaken at the above location during normal office hours each weekday, commencing Tuesday, September 2nd, 2014 through to Monday, October 27th, 2014 or by mail by the applicant.

Dated at the Municipality of Hastings Highlands This ______day of August, 2014.

Clerk/Returning Officer Form EL15

………………...... ……………………………………………… (signature of applicant) (date of application)

Form EL15 Application To Amend Voters’ List (Cont’d) Municipal Elections Act, 1996, as amended (s.24)

The Following To Be Completed By The Clerk Or Designate Certificate Of Approval I hereby certify the Voters’ List for the said voting subdivision in this municipality shall be amended in accordance with the above statement of facts or information.

______Municipal Clerk or designate Date Certified

□ Indicate (X) if application refused - state Refused by - reasons ______Initials ______Date ______Form EL16 Application for Removal of (prepare in triplicate) Another’s Name from Voters’ List Municipal Elections Act, 1996, as amended (s. 25)

Municipality

Surname of Applicant Given Names

Full Address of Residence Apt No. Postal Code

In Respect Of

Name as Entered on Voters List

Full Address of Residence Apt No. Postal Code

Entered On List For

Ward No. (if any) Voting Subdivision No. (if any) Assessment Roll Number (to be completed by Clerk or designated election official)

Statement by Applicant I, the undersigned, hereby state:

That I have good reason to believe that the person named above as entered on the Voters’ List for the said voting subdivision in this municipality is not entitled to be an elector and to have her/his name entered thereon; and;

That I will personally or by a representative attend a hearing to be held by the Clerk or designate and there establish the validity of my application, the facts in support of which are as follows:

______Signature of Applicant Date signed Form EL16 Application for Removal of Another’s Name from Voters’ List (cont'd)

Notice Of Hearing

Take Notice that the above application has been filed with me under the authority of section 25 of the Municipal Elections Act, 1996, as amended alleging that the above named elector has been wrongfully included on the Voters’ List prepared for the said voting subdivision in this municipality. Such name may be removed from the Voters’ List if you or your representative does not appear at the hearing, to be held as set out below, to oppose this application and to substantiate your right to have your name remain on the list.

Hearing to be held:

______Municipal Clerk or designate Date ______Time ______

Place ______(date of notice) Address ______

Note: A hearing is not required to delete the ______name of a deceased person. (telephone no.)

Outcome of Hearing: This application is  approved or  refused.

(Clerk shall note reasons for decision).

______

______Date Municipal Clerk or designate

See Sec. 25 (3) - (9) For Notice Provisions.

(signature of applicant) (date signed)

Form EL18A Interim List of Changes Municipal Elections Act, 1996, as amended (s. 27 (1) a)

Name of Municipality

Ward No. (if any) Voting Subdivision (one or more)

I hereby certify that up to Nomination Day, I approved the following additions to the Voter's List for this Municipality.

Elector Elector Status Qualifying Address (In Municipality)

I hereby certify that up to Nomination Day, I approved the following deletions to the Voter's List for this Municipality.

I hereby certify that up to Nomination Day, I approved the following changes to the Voter's List for this Municipality.

Dated This______Day Of ______, 2014

______Municipal Clerk

NOTE: This form is used for listing revisions to the list up to and including Nomination Day. Revisions to the list continue to 8 p.m. on Voting Day For elector status, information to be included should be the same as appears on the Voters' List. Form EL18D Final List of Changes Municipal Elections Act, 1996, as amended (s. 27 (2) a)

Name of Municipality

Ward No. (if any) Voting Subdivision (one or more)

I hereby certify that the following additions were made to the Voters' List for this Municipality.

Elector Elector Status Qualifying Address (in municipality)

I hereby certify that I approved the following deletions to the Voters' List for this Municipality.

Elector Elector Status Qualifying Address (in municipality)

I hereby certify that the following changes were made to the Voters' List for this Municipality.

Elector Elector Status Qualifying ADDRESS (in municipality)

Dated This ______Day Of ______, 2014

______Municipal Clerk

Note: Be sure to include all additions made by the Deputy Returning Officers at the on voting day (provided the Clerk has delegated this function to the DRO's). This list is to be prepared by the date fixed by the Minister of Finance under the Assessment Act. Form EL22 Certificate of Voters' List Municipal Elections Act, 1996, as amended (s. 28 (1))

I hereby certify that the attached Voters’ List contains the names of persons entitled to vote at the Municipal Elections to be held on Monday, October 27, 2014, for the voting subdivision(s) set out below:

Municipality

Ward No (if applicable) Voting Subdivision No(s) (if applicable)

Dated this ______day of ______, 2014

Note: The Voters' List for use in the Voting Subdivision should be prepared as late as possible so that as many revisions made to the list can be included. Clerks may choose to create this list from a computer database. Notice of Posting of Preliminary List of Electors

Notice of Posting of Preliminary List of Electors, The Municipal Election Act, 1996 as amended, Section 23.

Notice is hereby given that I, as the Returning Officer in the Municipality of Hastings Highlands shall, in compliance with Section 23 of the Municipal Elections Act 1996 as amended, have available in my office on the 2nd day of September, 2014, the list of persons eligible to vote in the municipality at the municipal election and the list remains there for inspection.

And I hereby call upon all such electors to check the list and to take immediate proceedings to have any errors or omissions corrected according to law. It is extremely important to ensure that you are on the list and that your citizenship status is correct, in order to be able to exercise your right-to-vote. Please contact your municipality for further information.

The revision period as set out in Sections 24 & 25 of the Municipal Elections Act, 1996, as amended are as follows:

Revisions to your Own Name: Tuesday, September 2nd to October 24th during normal office hours and on Election Day, October 27th, 2014 from 9:00 AM to 8:00 PM.

Removal of Another Person’s Name: Tuesday, September 2nd to Thursday, September 11th during normal office hours – and on Nomination Day, September 12th, 2014 from 9:00 AM to 2:00 PM.

Because we are using Vote-by-mail only the revisions applied for prior to September 12, 2014 can be ensured to be included in the list of electors used to send out your Ballot kits. Ballot kits will be mailed on or about September 26, 2014. If you are an eligible elector for the Municipality of Hastings Highlands and have not received a ballot kit shortly after September 26, 2014, please contact the office at 613-338-2811 to discuss this matter.

Application for Replacement Ballot Kit If an elector on the Voters’ list does not receive his/her Voters’ Kit, or if the Voters’ Kit is lost or destroyed, a replacement Voters’ Kit may be issued. Up to and including Election Day October 25, 2010 at 8:00 p.m., the elector must go to the Election Place/Drop-off Centre to obtain a replacement Voters’ Kit. The elector must present photo identification. The Clerk/Returning Officer will confirm that the elector is qualified and shall have the elector sign a written declaration that they have not previously voted in this election. It shall be indicated on the Voters’ List that a replacement Voters’ Kit has been issued.

Qualifications of Electors A person is entitled to be an elector at an election held in a local municipality if on Voting Day, he or she,  resides in the local municipality, or is the owner or tenant of land there, or the spouse of such owner or tenant; and  is a Canadian Citizen  is at least 18 years old; and  is not prohibited from voting under Section 17 Subsection 3 or otherwise by law.

Policy For Use Of Voter's List

The Preliminary List of Electors and Voters’ List have been compiled for the public to be used for election purposes only.

These documents may be inspected by the public, under supervision at the Clerk's Office commencing on Tuesday, September 2nd, 2014 during normal office hours or at other times prescribed by adopted policy.

The Clerk/Returning Officer shall only make available these lists in municipal public facilities that ensure that access to the list is supervised at all times.

On written request, the Clerk/Returning Officer shall provide one copy of the voters’ list to, 13* the secretary of a local board any of whose members are required to be elected at an election conducted by the Clerk/Returning Officer, or that has submitted a question to the electors; 14* the Clerk/Returning Officer of the local municipality responsible for conducting the elections in any combined area for school board purposes; 15* the Clerk/Returning Officer of an upper-tier municipality any of whose members are required to be elected at an election conducted by the Clerk/Returning Officer, or that has submitted a by-law or question to the electors; and 16* the Minister, if he or she has submitted a question to the electors.

On the written request of a candidate for an office, the Clerk/Returning Officer shall provide him or her with only the part of the voters’ list that contains the names of the electors who are entitled to vote for that office. (Form EL14)

On the written request of a member of the House of Commons or of the Assembly who represents any part of the Clerk/Returning Officer’s municipality, the Clerk/Returning Officer shall provide him or her with a copy of the voters’ list.

Any person who requests a copy of the voters’ list must sign a declaration as per the attached form prior to receiving a copy of all or any part of the voter's list.

Where facilities exist for the voters’ list to be provided electronically to a Candidate, who has signed a declaration provided by the Clerk stating the list shall be used for Election purposes only, the Clerk may choose to provide it in this format. Persons who obtain additional copies of the voters’ list or any part thereof shall pay to the Clerk/Returning Officer a fee prescribed by the Clerk/Returning Officer for photocopies which fee must be the lowest fee charged by the municipality for copies.EL14 Candidates Request for Voters’ List

I, being a candidate for Office at the 2014 Municipal Election, request a copy of the Voters’ List in paper format or electronic format (Choose one only). Electronic Copy □ Paper Copy □

Signed ______Candidate

Date ______

Note: Additional copies of the Voters’ List can be supplied at a cost of: Electronic Copy - $ 5.00 Paper Copy (per Ward) - $10.00 ea. Paper Copy (All Wards) - $25.00 Declaration for use of the Voters’ List

Municipal Elections Act, 1996, as Amended Section 88

I, , hereby declare that all or any part of

The voters’ list for the Municipality of Hastings Highlands Municipal Elections 2014, will not be used for commercial or any other purpose and shall only be used for election purposes, and shall not be posted in a public place or made available to the public in other manner that is prescribed. Voters’ lists are prohibited from being posted on an internet website or any other print or electronic medium of mass communication, as required under section 88(11) of the Municipal

Elections Act, 1996 as amended.

______Clerk or Designate or Signed Commissioner of Oaths ______Date Proxy Voting & Advance Polls Proxy Voting (Section 44)

Mail in Ballot

The Municipality has chosen to use an alternative voting method, mail in ballot, and proxy voting will not be utilized. For the same reason, there will be no advance polls. Neither is necessary Election Place Election Place

Election Place means the area designated by the Clerk/Returning Officer in which the facilities for the conduct of the election are located. Since the Municipality of Hastings Highlands will be using Vote by Mail, only one election place is required – i.e. the Municipality of Hastings Highlands Municipal Office/Library/Gym at 33011 Hwy. 62 North, Maynooth, Ontario, K0L 2S0. A Ballot Return Station (or Drop Off Centre) will be made available at the Municipal Office for those electors who prefer to deliver or have delivered their completed ballots.

Accessibility and Assistance for Voters with a Disability Appointed election staff can attend on voters with a disability or some other cause anywhere within the area of the designated Ballot Return Station.

The Clerk/Returning Officer shall have regard for the needs of electors to ensure equal opportunity for all electors to participate in the election process. The Clerk/Returning Officer is required to ensure the election place is accessible to electors with disabilities (Section 45. (1) (2)). A public report must be provided to Council within 90 days (January 25, 2015) after Voting Day (October 27, 2014) addressing the measures taken to remove and prevent barriers that affect electors and candidates with disabilities. (s. 12.1 (2) of MEA)

For more information regarding Accessible Election, refer to Appendix 1 at the end of these procedures.

For the purposes in accordance with Section 48 of the Municipal Election Act , the Municipality of Hastings Highlands Municipal Office/Library/Gym at 33011 Hwy. 62 North, Maynooth, Ontario, K0L 2S0 and surrounding property owned by the Municipality is the designated Election Place. Therefore no person shall attempt, directly or indirectly, to influence how an elector votes or display a candidate’s election campaign material or literature in a voting place. Supplies and Equipment For The Voting Place

The Clerk/Returning Officer shall ensure

 ballot box and privacy area is provided for the Ballot Return Station/Drop off Centre commencing shortly after ballot kits are mailed out on September 26, 2014  a sufficient number of ballots/voting kits to supply the electors on the voting list  a sufficient number of the prescribed directions for the guidance of electors  required number of copies of the voting list for the election place  all materials necessary for the electors to mark their ballots; and  such other materials as are prescribed

A ballot box shall be made of durable material and constructed so that the ballots can be deposited therein and cannot be withdrawn without the box being unsealed or being unsealed and unlocked, as the case may be. Form EL24 Notice of Election Information Municipal Elections Act, 1996, as amended (s. 40)

Municipal Elections in the Municipality of Hastings Highlands for the offices of:

(insert appropriate offices, as applicable)

will be held on the 27th day of October, 2014

(insert if applicable - All other Offices have been Acclaimed)

The Election will be conducted by Mail In Ballot.

Voters’ Kits will be mailed on or about September 26, 2014

Your Kit can be returned by mail no later than October 18th, 2014

dropped off at the Hastings Highlands Municipal Office 33011 Hwy 62 North, Maynooth, Ontario up until 8:00 p.m. on Voting Day (October 27th, 2014)

Traditional polls will not be established.

______September 22, 2014 Municipal Clerk/Returning Officer

Personnel The Municipal Elections Act, 1996, as Amended Implied and Direct Discretionary Authority of the Clerk Section Short Description Summary Of Broad Discretionary Authority 7.(2), (4); The Clerk has authority and control over the finances of an election. 8.(7) 11.(1) The Clerk is responsible for conducting elections. Unless otherwise provided, the Clerk has broad discretionary authority to determine the form and method of communication for notices, forms and other information provided under the Act. 12.(1) The Clerk may provide for any matter or procedure that is not specifically provided for in the Act or regulations. 12.(2) The Clerk may establish forms such as oaths, statutory declarations and has the power to require their use. 12.(3) The Clerk may require a person to furnish proof of identity, qualification or any other matter. 13.(1) The Clerk shall determine the form, manner and timing of any notice or other information required by the Act. 53.(1) The Clerk has discretion in determining what constitutes an emergency or circumstances that will undermine the integrity of the election. 53.(2) The Clerk has discretion in a declared emergency to make any arrangements deemed necessary for the conduct of the election. 53.(2) The Clerk determines when the emergency has passed. Cost Of Elections 7.(2), (4); The Clerk has authority and control over the finances of an election. 8.(7) Notice Of By-laws And Questions 8.(6) The Clerk shall determine the form and method of notice to the electors of by-laws and questions to be placed on the ballot.

Certification of Vote Results 8.(9) The Clerk shall determine the form of certification when giving the result of the vote. Information to Electors 45.(8) The Clerk may issue instructions to DRO's regarding attending on an elector in an institution or retirement home. 13.(2) The Clerk may determine what information is necessary to inform electors how to exercise their rights under the Act. Section Short Description Appointment of Election Officials 15.(1) The Clerk may appoint other election officials in addition to Deputy Returning Officers (DRO's). The Clerk determines what instruction and training is provided to election officials.

Delegation of Authority 15.(2) The Clerk may delegate to election officials any of the Clerk's powers and duties. Creation of Voting Subdivisions 18.(1) The Clerk may divide the municipality into voting subdivisions. Correction of Preliminary List of Electors 22. The Clerk may correct the preliminary list of electors. Reproduction of Voters' List 23.(2)(a) The Clerk may determine the method of reproducing the Voters' List. Revision of Voters' List 23.(2)(b) The Clerk may determine at what time and where applications to revise the Voters' List can be made. 24.(1) The Clerk can determine the forms used for revision of the Voters' List. 24.(3) The Clerk may approve or deny applications for revision to the Voters' List. 25.(3)(a) The Clerk may set the time and place for a hearing to decide on deletions from the Voters' List. 25.(3)(b) The Clerk may determine the method and form of notice for a hearing to consider deletions from the Voters' List. 25.(4) The Clerk may remove a name from the Voters' List without a hearing if satisfied the person is deceased. 25.(6) The Clerk may decide to delete a name when the person affected does not attend the hearing if satisfied that the person received notice or could not be found. 25.(7)(b), The Clerk can determine how to send a copy of an approved application to delete a (c) name from the Voters' List to the applicant and the affected person. 25.(9) The Clerk decides whether a person can be found for the purpose of giving results of the hearing to delete a name from the Voters' List under Section 25(7)(c) or (8) (c). 27.(a) The Clerk can determine the form and method of preparing an interim list of changes to the Voters' List. 27.(b) The Clerk can determine how the interim list of revisions is delivered to certified candidates. Section Short Description Certification of Voters' Lists, as Revised 28.(1) The Clerk can determine the method of preparing the Voters' Lists for each voting place and the form of certification. Nominations 32. The Clerk can determine the form and method of giving notice of the offices for which persons may be nominated and the nomination procedures. 35.(1) The Clerk shall examine nomination papers filed on or before Nomination Day before the 4 p.m. Monday deadline. 35.(2), (3) The Clerk may determine what is required to verify that a person is qualified to be nominated. 35.(4) The Clerk can determine the form and method of giving notice when a nomination is rejected. 35.(5) The Clerk's decision to certify or reject a nomination is final. Acclamations 37.(1) The Clerk can determine the method of declaring acclamations Notice of Election 40.(a), (b), The Clerk can determine the form and method of giving notice concerning voting (c), (d) to the electors. Ballot Form 41.(2)3. The Clerk can agree to permit another name that a candidate uses to appear on the ballot. 41.(2)5. The Clerk can decide to include addresses to distinguish between candidates with similar names. 41.(3) The Clerk may change some or all of the ballots to facilitate voting by electors who are visually impaired to vote without assistance. 41.(4) The Clerk can decide to use separate or composite ballots. Voting or Vote Counting Equipment or Alternate Voting Method 42.(3)(a) (i), Where there is a by-law providing for voting or vote counting equipment or an (ii) alternative voting method, the Clerk has discretion in establishing forms and procedures for carrying out the intent of the by-law. 42.(3)(b) The Clerk can determine the method for providing a copy of the procedures and forms to candidates. Advance Vote 43.(5)(b)(ii) The Clerk determines how to keep safe any advance vote ballot boxes. 43.(7) The Clerk determines the method of updating Voters' Lists to reflect advance voting. Section Short Description Proxies 44.(7) The Clerk may determine what is required to verify that persons are qualified to appoint and be appointed as a voting proxy. Voting Places and Procedures 45.(1), (3), The Clerk has discretion in identifying and establishing voting places, including (5) their boundaries. 45.(2) The Clerk has discretion in considering the needs of individuals with disabilities. 45.(7)3. The Clerk has discretion in determining what constitutes a retirement home for the purpose of establishing a voting place. 45.(8) The Clerk may issue instructions to DRO's regarding attending on an elector in an institution or retirement home. 45.(9) The Clerk may issue instructions to DRO's regarding attending on individuals with disabilities anywhere within the defined voting place. 47.(1) The Clerk has discretion to go to or remain in voting places during voting. Emergency 53.(1) The Clerk has discretion in determining what constitutes an emergency or circumstances that will undermine the integrity of the election. 53.(2) The Clerk has discretion in a declared emergency to make any arrangements deemed necessary for the conduct of the election. 53.(2) The Clerk determines when the emergency has passed. Opening Ballot Box 55.(5) The Clerk, in the presence of the DRO, can decide to open a ballot box to assist with interpreting the statement of results. Recounts 59. The Clerk may decide to include other candidates for an office in a recount. 61.(1)1. The Clerk may be present at a recount in the case of a tie vote, when the Council, Board or Minister requires a recount and when the Ontario Superior Court of Justice orders a recount. Sections 56, 57 or 58. 61.(2)1. The Clerk may be present at a recount for a by-law or question. 61.(6) The Clerk determines disputes concerning the validity of a ballot or the counting of votes in a ballot. 61.(7) The Clerk may permit others to be present at a recount. By-Elections 65.(4)1. The Clerk sets the date of nomination day, in the case of a by-election. 65.(5)1. The Clerk sets the date of voting if the by-election relates to a question or by-law. Section Short Description Financial Reporting 76.(7)(b) The Clerk determines the form and method of delivery of the certificate of maximum campaign expenses. 78.(6) The Clerk determines the form and method of delivery of notice to candidates of the campaign expense filing requirements. 79.(4) The Clerk determines how campaign surpluses are held in trust. 80.(3) The Clerk determines the form of the notice of default. 84.(5) The Clerk determines the method of communicating the receipt of a disclaimer to the council or the board. Election Records 88.(2)(a) The Clerk determines the method used to destroy the ballots. 88.(2)(b) The Clerk may determine what other documents or materials related to an election may be destroyed. 88.(4) Financial statements must be retained until the next election. Appointment and Oath of a Returning Officer Municipal Election Act, 1996, as amended

Name of Person Appointed as Returning Officer I, ______, the undersigned, appointed in the capacity of

______, swear or solemnly affirm:

That I will act faithfully in the capacity set out in my appointment and perform all The duties required by law without partiality, fear, favour or affection;

That I will maintain and aid in maintaining the secrecy of the voting; and

That I will not nor attempt to:

 interfere with an elector when she/he is marking her/his ballot paper,  obtain or communicate any information as to how an elector is about to vote or has voted, or  directly or indirectly induce an elector to show her/his marked ballot paper to any person.

Declared before me ) ) at the Municipality of Hastings Highlands ) ) in the County of Hastings ) ) ) ______This ------day of ------, 2014 ) Signature of Returning Officer

______Commissioner, etc. Appointment and Oath of Assistant Returning Officer Municipal Election Act, 1996, as amended

Name of Person Appointed as Returning Officer I, Penny Sharman, the undersigned, appointed in the capacity of

_Assistant Returning Officer, swear or solemnly affirm: That I will act faithfully in the capacity set out in my appointment and perform all The duties required by law without partiality, fear, favour or affection;

That I will maintain and aid in maintaining the secrecy of the voting; and That I will not nor attempt to:

 interfere with an elector when she/he is marking her/his ballot paper,  obtain or communicate any information as to how an elector is about to vote or has voted, or  directly or indirectly induce an elector to show her/his marked ballot paper to any person.

The person named above is hereby appointed an Assistant Returning Officer in this municipality and in addition to the duties and responsibilities of an Assistant Returning Officer as provided in the Municipal Elections Act, 1996, as amended is hereby delegated the following duties and responsibilities pursuant to the Municipal Elections Act, 1996, as amended.

 authority to receive nominations  authority to assign Hastings Highlands Election Staff to their various positions and inform said individuals as to their appointment.  authority to amend the Voters’ List to add an Elector, remove an Elector’s own name and/or correct erroneous information;  authority to require a person to furnish proof of identity, qualifications or any other matter.  authority to approve or deny applications for revision to the Voters’ List;  authority to receive election results as they are reported on Election Day  authority to operate any election equipment  authority to act as the Clerk/Returning Officer as delegated in writing by the Clerk/Returning Officer

Declared before me ) ) at the Municipality of Hastings Highlands ) ) in the County of Hastings ) ) ) ______this day of , 2014 ) Signature of Assistant Returning Officer ______Commissioner, etc.

Form EL10 – Revised for Alternative Voting Method/Tabulator Count (December 18, 2014) Appointment and Oath of Deputy Returning Officer Municipal Elections Act, 1996, as amended ( s. 15(1))

Ward No. 1 and 2 Voting Subdivision No. All Municipality of Hastings Highlands Name of Person Appointed as Deputy Returning Officer:

The person named above is hereby appointed Deputy Returning Officer (DRO) for the above Voting Subdivision in this municipality and in addition to the duties and responsibilities of a DRO as provided in the Municipal Elections Act, 1996, as amended is hereby delegated the following duties and responsibilities pursuant to the Municipal Elections Act, 1996, as amended.  authority to amend the Voters’ List at the Voting Place/Ballot Return Station to add an Elector, remove an Elector’s own name and/or correct erroneous information;  authority to require Electors to provide proof of identity;  authority to administer the Oral Oath of Secrecy and the Oral Oath or Affirmation of Qualification;  authority to issue a second ballot (ballot kit) to an Elector should an Elector return their first ballot (ballot kit) as a cancelled ballot or should the elector have lost the mail-in ballot received;  authority to maintain peace and order at the Voting Place/Ballot Return Station/Counting Station by removing anyone who is causing a disturbance.  authority to operate election equipment in accordance with the Alternative Voting Procedures and Vote Tabulator Policy

I,______the person named above, swear solemnly that I will:  act faithfully in the capacity set out in my appointment and perform all the duties required by law without partiality, fear or affection,  maintain and aid in maintaining the secrecy of the voting and, not interfere nor attempt to interfere with an Elector when she/he is marking her/his ballot, obtain or communicate any information as to how an elector is about to vote or has voted, or directly or indirectly induce an Elector to show her/his marked ballot to any person.

Declared before me at the Municipality of Hastings Highlands, in the County of Hastings, this ____ day of ______, 2014. ______A Commissioner, etc. Deputy Returning Officer Note: This form includes some suggested tasks to be delegated to the DRO. It may be amended to reflect the duties the Clerk wishes to delegate to the DRO.

Duties and Responsibilities of the "Deputy Returning Officer"

Identifying Information

Position: Deputy Returning Officer Reports To: Clerk/Returning Officer and/or Assistant Returning Officer

Delegation of Power and Duties:

The Municipal Elections Act, 1996, as amended authorizes the Clerk/Returning Officer to “appoint any other election officials for the election and for any recount that the Clerk/Returning Officer considers are required".

"Deputy Returning Officer” (DRO) shall be defined as an election official appointed by the Clerk/ Returning Officer or Assistant Returning Officer to assist the Clerk//Returning Officer in the performance of his or her duties in relation to the conduct of the 2014 municipal election utilizing the Alternative Voting Method of Mail-In-Ballot.

Goals and Objectives:

To maintain the integrity of the election process and to carry out the election process at the Drop off Centre/Ballot Return Station and the Counting Station

Responsibilities:

All the duties/responsibilities of the Deputy Returning Officer shall be carried out in accordance with the Municipal Elections Act, I996, as amended and the procedure set out and/or approved by the Returning Officer including the Election Procedures of the Municipality of Hastings Highlands Pre Voting Day

 to attend training sessions as required and sign preliminary Oath  receive and become familiar with election supplies provided by the Returning Officer (i.e. the election ballot kits, forms, oaths, voter's lists etc..  receive and become familiar with any Legislation, Policy and Procedures as supplied by the Clerk/Returning Officer  sign Certificates and Forms as required by Legislation, Policies & Procedures Page Two DRO Job Description

Opening and Scanning of Kits and Voting Day

A. Counting Station/Ballot Return Station

Responsibilities include:

17* arrive one-half hour prior to the opening of the Counting Station/Ballot Return Station 18* setup designated work station, arrange supplies and equipment 19* remove all campaign material 20* ensure that no personal communication devices are present 21* ensure that personal needs are provided for (i.e. medication, accessibility devices, special dietary needs etc…)

B. During Counting Station/Ballot Return Station Hours (i.e. Scanning)

Responsibilities include:  ensuring the conduct and integrity of the election process  ensuring an accessible election  arranging supplies and equipment and operation of election equipment 22* determining the eligibility of voters 23* ensuring that all eligible voters who request a ballot /voting kit receive the same 24* removing campaign material 25* administering of any oaths as may be required 26* ensuring that all ballots kits are accounted for 27* contacting the Clerk/Returning Officer/Assistant Returning Officer in the event of questions, difficulties arising or an emergency 28* conduct the counting of the ballots accurately and in a timely efficient manner 29* making decisions on whether a ballot is to be counted or not 30* once the counting of the ballots has been completed post results 31* complete the prescribed election forms including final Oath 32* seal the ballot box and return all election materials and the ballot box to the Clerk/Returning Officer Form EL11 Appointment and Oath of an Election Official Municipal Elections Act, 1996, as amended (s. 15(2))

Ward No. 1 and 2 Voting Subdivision No. All Municipality of Hastings Highlands Name of Person Appointed as Election Official -

The person named above is hereby appointed an Election Official in this municipality and in addition to the duties and responsibilities of an Election Official as provided in the Municipal Elections Act, 1996, as amended may be delegated other duties and responsibilities pursuant to the Municipal Elections Act, 1996, as amended, such as but not limited to (add duties and authorities (e.g. adding or deleting names on voter’s list) depending on the individual)

I ______, the person named above, swear solemnly that I will:

 act faithfully in the capacity of Assistant Returning Officer and perform all the duties required by law without partiality, fear or affection,  maintain and aid in maintaining the secrecy of the voting and,  not interfere nor attempt to interfere with an elector when she/he is marking her/his ballot, obtain or communicate any information as to how an elector is about to vote or has voted, or directly or indirectly induce an elector to show her/his marked ballot to any person. Declared before me at the Municipality of Hastings Highlands, in the County of Hastings this ____ of ______, 2014

______Assistant Returning Officer A Commissioner, etc. Form EL11 Appointment and Oath of an Election Assistant Municipal Elections Act, 1996, as amended (s. 15(2))

Ward No. 1 and 2 Voting Subdivision No. All Municipality of Hastings Highlands Name of Person Appointed -

The person named above is hereby appointed an Election Assistant in this municipality to assist the Deputy Returning Officer in the performance of his or her duties in relation to the conduct of the Counting Station for the 2014 Municipal Election.

I, ______the person named above, swear solemnly that I will:

 act faithfully in the capacity of Election Assistant and perform all the duties required by law without partiality, fear or affection,  maintain and aid in maintaining the secrecy of the voting and,  not interfere nor attempt to interfere with an elector when she/he is marking her/his ballot, obtain or communicate any information as to how an elector is about to vote or has voted, or directly or indirectly induce an elector to show her/his marked ballot to any person.

Declared before me at the Municipality of Hastings Highlands, in the County of Hastings this ____ of ______, 2014

______Assistant Returning Officer A Commissioner, etc. Duties and Responsibilities of Election Official

Position: Election Official Reports To: Deputy Returning Officer

Delegation of Powers and Duties:

The Municipal Elections Act, 1996, as amended authorizes the Clerk/Returning Officer to “appoint any other election officials for the election and for any recount that the Clerk/Returning Officer considers are required.”

To maintain the integrity of the election process and to carry out the election process at the voting place.

Responsibilities:

All the duties/responsibilities of the Election Official shall be carried out in accordance with the Municipal Elections Act, 1996, as amended and the procedure set out and/or approved by the Clerk/Returning Officer.

Pre Voting Day  to attend training sessions as required and sign preliminary Oath  receive and become familiar with election supplies provided by the Returning Officer (i.e. the election ballot kits, forms, oaths, voter's lists etc..)  receive and become familiar with any Legislation, Policy and Procedures as supplied by the Clerk/Returning Officer  sign Certificates and Forms as required by Legislation, Policies & Procedures

Opening and Scanning of Kits and Voting Day

A. Counting Station/Ballot Return Station

33* arrive one-half hour prior to the opening of the Counting Station/Ballot Return Station 34* setup designated work station, arrange supplies and equipment 35* remove all campaign material 36* ensure that no personal communication devices are present 37* ensure that personal needs are provided for (i.e. medication, accessibility devices, special dietary needs etc…)

B. During Counting Station/Ballot Return Station Hours

Responsibilities include:  ensuring the conduct and integrity of the election process  ensuring an accessible election  arranging supplies 38* removing campaign material 39* ensuring that all ballots are accounted for 40* contacting the Assistant Returning Officer in the event of questions, difficulties arising or an emergency 41* conduct the opening of the ballots accurately and in a timely efficient manner 42* making decisions on whether a ballot is to be counted or not 43* complete the prescribed election forms including final Oath 44* return all election materials the Assistant Returning Officer Identifying Information

Position: Election Assistant (Counting Station Clerk) Reports To: Deputy Returning Officer

The Municipal Elections Act, 1996, as amended authorizes the Clerk/Returning Officer to “appoint any other election officials for the election and for any recount that the Clerk/Returning Officer considers are required.”

"Counting Station Clerk" shall be defined as an election official appointed by the Clerk/Returning Officer or Assistant Returning Officer to assist the Deputy Returning Officer in the performance of his or her duties in relation to the conduct of the Counting Station for the 2014 Municipal Election.

To maintain the integrity of the election process and to carry out the election process at the voting place.

Responsibilities:

All the duties/responsibilities of the Counting Station Clerk shall be carried out in accordance with the Municipal Elections Act, 1996, as amended and the procedure set out and/or approved by the Clerk/Returning Officer.

Pre Voting Day  to attend training sessions as required and sign preliminary Oath  become familiar with election supplies provided by the Returning Officer (i.e. the election ballot kits, forms, oaths, voter's lists etc..) 

Counting Station/Ballot Return Station

45* arrive one-half hour prior to the opening of the Counting Station 46* ensure that no personal communication devices are present 47* Assist the Municipality of Hastings Highlands Election Officials in the performance of their duties in relation to the conduct of the 2014 municipal election. Form EL11 Appointment and Oath of an Election Official Municipal Elections Act, 1996, as amended (s. 15(2))

Ward No. 1 and 2 Voting Subdivision No. All Municipality of Hastings Highlands Name of Person Appointed as Constable -

The person named above is hereby appointed an Election Official/Constable in this municipality and in addition to the duties and responsibilities of a Constable as provided in the Municipal Elections Act, 1996, as amended is hereby delegated the following duties and responsibilities pursuant to the Municipal Elections Act, 1996, as amended.

 authority to require a person to furnish proof of identity, qualifications or any other matter.  authority to act as Courier for election forms, documents, materials and equipment  authority to keep peace and order in the Voting Place/Counting Station  authority to require unauthorized persons to leave the Voting Place/Counting Station  authority to remove campaign material from the Voting Place/Counting Station

I, the person named above, swear solemnly that I will:

 act faithfully in the capacity of Election Official/Constable and perform all the duties required by law without partiality, fear or affection,  maintain and aid in maintaining the secrecy of the voting and,  not interfere nor attempt to interfere with an elector when she/he is marking her/his ballot, obtain or communicate any information as to how an elector is about to vote or has voted, or directly or indirectly induce an elector to show her/his marked ballot to any person. Declared before me at the Municipality of Hastings Highlands, in the County of Hastings this ____ of ______, 2014

______Election Official/Constable A Commissioner, etc.

Note: This form includes authority and tasks delegated to the Election Official/Constable It may be amended by the Clerk/Returning Officer as required. Form EL11B Duties and Responsibilities of “Constable”

Position: Constable Reports To: Clerk/Returning Officer/Assistant Returning Officer

The Municipal Elections Act, 1996, as amended authorizes the Clerk/Returning Officer to "appoint any other election officials for the election and for any recount that the Clerk/Returning Officer considers are required".

“Constable” shall be defined as a police officer or a person appointed by the Clerk/Returning Officer to maintain peace and order at an election.

To maintain the integrity of the election process.

Responsibilities:

The duties and responsibilities of the “Constable” shall be carried out in accordance with the Municipal Elections Act, 1996, as amended and the procedure set out and/or approved by the Clerk/Returning Officer.

Pre Voting Day:

48* attend the training session/sign preliminary Oath 49* familiarize themselves with the duties or activities of Election Staff/Candidates/Scrutineers 50* familiarize themselves with the Elections Act and the procedures for conducting a voting place

Voting Day

Before the opening of the Counting Station

Responsibilities may include:

51* arrive at the counting station one-half hour prior to opening 52* assist in setting up the counting station 53* ensure that no campaign material is allowed in the counting station 54* ensure that only qualified persons are allowed at the counting station Page Two Constable Job Description

During Counting Station/Voting Hours

55* ensuring the conduct and integrity of the election/voting process 56* maintaining the orderly conduct and flow individuals through the ballot return station/counting station 57* maintaining peace and order in the ballot station/counting station 58* ensuring that only authorized persons are allowed to remain ballot station/counting station 59* procuring additional supplies if required by the Deputy Returning Officer 60* acting as courier should concerns, questions or messages need to be transmitted.

After the Close of the Counting Station

61* assisting the Deputy Returning Officer and Voting Clerk in dismantling the counting station 62* if directed, to deliver ballot boxes and other election material to the Clerk/Returning Officer as directed by the Deputy Returning Officer 63* ensure that all election personnel are escorted safely to their vehicles

Procedures at Voting Place Procedures At The Election Place

PROCESSING DECLARATION FORMS

Processing of declaration forms will be conducted on the afternoons of October 14th, 15th, 17th, 20th, 22nd, 24th and 27th between 12:00 p.m. to 4:00 p.m. and a final processing session will take place on October 27th immediately prior to vote counting at 8:00 p.m.

The designated Election Official will pick up the mailed ballot kits every morning commencing on September 29, 2014 and will be stored in the Drop Off Box, which will be stored in a locked area, until the first Declaration Form Processing Session.

Prior to each processing session, the Assistant Returning Officer (ARO) or the Deputy Returning Officer (DRO) will request an Election Official to count the number of ballots kits received and complete the appropriate sections of the Processing Count Sheet (Form HH1)

Prior to each processing session, the ARO or DRO will also request that same Election Official to remove the ballots kits deposited in the Drop Off Box, count the number of ballot kits removed and complete the appropriate section of the Processing Count Sheet.

The Election Official will then sort the ballot kits in Wards and record the count for each Ward on the Processing Count Sheet and ensure that the total count for the three Ward reconciles with the total kits received by mail and total kits removed from the Drop Off box.

A Processing Team will consist of the ARO an/or DRO and one or more Election Officials to ensure a three-member team.

Once the above mentioned counts have been completed and recorded, the team will commence processing. All the Herschel Ward ballot kits will be processed before proceeding to Monteagle Ward and then Bangor Wicklow Ward.

One member will be assigned to opening the yellow envelopes and removing the contents. The second member of the team will strike the names from the Voters’ list, using a bar code scanner to scan the declaration form. The third member will be responsible for depositing the secrecy envelope containing the ballot into the appropriate ballot box and maintaining a “count” of the number of ballot envelopes deposited. The count will be recorded in the appropriate section of the Daily Processing Sheet.

Ballot boxes will be numbered HW-1 ( Herschel Ward – first box) HW-2 (Herschel Ward -second box); MW-1 (Monteagle Ward -first box) MW-2 (Monteagle Ward-second box) BWW-1 (Bangor Wicklow Ward-first box) BWW-2 (Bangor Wicklow Ward –second box) and so forth. Maximum capacity of any box will be 200 ballots.

At the end of each processing session, ballot boxes containing less than 200 ballots will be sealed with a generic seal produced and supplied by Municipal World initialed by the ARO and/or DRO and one or more Election Officials (i.e. Three sets of initials on seal). The appropriate sections of the “Proof of Non-Tampering” form (Form HH3) will be completed. Ballot boxes, which contain 200 ballots will be affixed with a final seal which will not be removed until the boxes are opened on Election Day after 8:00 p.m. for the counting of ballots. The “Proof of Non-Tampering” form will be photocopied. The original will be affixed to the side of the box and the copy will be retained in a binder. A record of the full ballot boxes will be maintained and retained in the binder.

The ballot boxes and Drop Off Box will be stored in the Committee Room which will not be available for purposes other than election from October 14 until the election is over. The Committee Room will remain locked when senior election personnel (RO, ARO and DRO) are not present.

Partially filled ballot boxes (i.e. less than 200 ballots) will be sealed and initialed by the ARO or DRO, and the Election Officials and the appropriate sections of the “Proof of Non- Tampering” form completed.

On subsequent days, the Processing Team will continue to deposit ballots in boxes until they contain the maximum number of allowed ballots of 200 using the above mentioned procedures. Prior to commencing processing, the ARO or DRO will cut the seal open in the presence of one or Election personnel and complete the appropriate sections of “Proof of Non-Tampering” form.

The ARO and/or DRO will strive to schedule the services of Election Officials in such a way that an Election Official is not processing on consecutive days. This will serve to reinforce the integrity of the process whereby the Election Official is not required to verify “Non Tampering” of a seal that he/she initialed the previous processing day. Every effort will be made to achieve this scheduling objective but it may not always be possible. (For example: Scheduled Election Official is absent from work unexpectedly)

REJECTED/OBJECTED TO ENVELOPES AND BALLOTS PRIOR TO COUNTING OF VOTES (I.E. DURING PROCESSING OF DECLARATION FORMS)

1. During Processing sessions, ballots are accepted and will be deposited in the appropriate ballot box provided all the following criteria have been met

 Ballot is contained in secrecy ballot envelope (herein after referred to as the Inner Envelope.  Ballot is accompanied by completed Voter Declaration form  Ballot has been submitted by eligible voter

2. During Processing sessions, ballots kits will be rejected if:-

 When two (2) declaration forms with one secrecy ballot envelope (herein after referred to as the Inner Envelope) returned in one Yellow Return Envelope  When returned kit contains unsigned or incomplete declaration forms  When returned kit contains no declaration form  When Inner Envelope has identifiable marks – identifiable marks could be any writing or printing or marks placed on the envelope other than that printed by Canada Post  When Inner Envelopes are sealed with visible adhesive such as tape  When returned kits contain ballots which have not been placed in Inner Envelopes  When the individual has already voted – this will be evident when the person’s name has been crossed off the Voter’s List either  When an elector’s name inadvertently appears more than once on the Voters List after the Voters’ List data has been forwarded to Date Fix and that voter receives a second, third etc. kit in error. Because of this, the ARO or appointed election personnel will make every effort to remove such duplications prior to October 14, 2014, the date of the first Processing Session. Declaration forms and ballots received from such individuals who have received more than one kit and whose names have been crossed off the list will be rejected. In the event that duplications are inadvertently still on the Voters’ List and are discovered during the Processing Sessions will also be grounds for rejection of the declaration form.

3. A ballot, which is received and has met all the criteria in Section 1 above and does not meet any of the rejection/objection criteria in Section 2 above shall be accepted when:-

 a declaration form signed by a power of attorney is accompanied with proof of that power of attorney

 a ballot contained in an Inner Envelope, which is not sealed, shall be accepted if a member of the Daily Processing Team is able to seal the envelope using an adhesive that will not be recognizable, such as a glue stick, in the presence of the rest of the team and provided that each and every member of that Processing Team are satisfied that the ballot was not viewed in any way.

CORRUPT PRACTICE

Section 89 of the Municipal elections Act, 1996 provides that a person is guilty of an offence and liable on conviction to a fine of not more than $5,000.00 if he or she:

(a) votes without being entitled to do so (b) votes more times than the Act allows (c) induces or procures a person to vote when that person is not entitled to do so (d) before and during an election, publishes a false statement of a candidate’s withdrawal (e) furnishes false or misleading information to a person who this act authorizes to obtain information (f) without authority, supplies a ballot to anyone (g) delivers to the DRO to be placed in a ballot box, a paper other than the prescribed ballot (h) takes, opens or otherwise deals with a ballot, a ballot box or Declaration Form without having the authority to do so (i) attempts to do something described in Clauses (a) to (I)

Section 90 of the said Act provides that if, when a person is convicted of an offence under Section 89, the presiding judge finds that the offence was committed knowingly, the offence also constitutes a corrupt practice and the person is liable, addition to any other penalty, for imprisonment for a term of not more than six months. Voting Day The Municipal Office located at the Election Place is to be open from 10:00 a.m. to 8:00 p.m. during which time electors can drop off their completed ballots. (Please note that the office will not be open to the public for the purpose of any day-to-day municipal business after the regular closing time of 4:00 p.m. and will only be open for the purpose of allowing electors to drop off completed ballots) In 2014 Election Day will be Monday, October 27th, 2014.

The designated election staff member will pick up the mail at the close of the post office’s business day on October 27, 2014. Any ballots mailed locally after that will be deemed to be late and will not be counted since it will be impossible to retrieve them from the Post Office until the following day. As noted above, electors still have the option of delivering their ballot kits to the Election Centre personally or arranging for their timely delivery (i.e. before 8:00 p.m. on October 27, 2014) through other means.

The ballot kits from the final Post Office pick-up will be deposited in the Drop-off Box. Also, ballot kits deposited in the Drop Off box subsequent to this final Daily Processing Session will remain in the box until the Election Centre is closed at 8:00 p.m. A processing team will then conduct a final processing session of any kits contained in the Drop Off box before any ballot count commences.

Although there will be no polling stations, in order to provide those voters who prefer the traditional election process, , efforts will be made to try to accommodate those voters with a sense of comfort. That is, such voters may come in to the Election Place and fill out their declaration forms (staff will be available to help them if required) and a ballot can be filled out in privacy and the voter may physically deposit the completed ballot enclosed in the secrecy envelope himself/herself. If such a voter does not have their ballot kit or did not receive one, they will be issued a replacement kit providing they are eligible to vote.

On Election Day, only the Returning Officer, the ARO, DRO, Election Officials, constables, candidates (except candidates who have been declared elected by acclamation) and scrutineers may attend the municipal committee room during the afternoon processing session and may return for the final processing at 8:00 p.m. The above mentioned as well as Election Assistants are also authorized to be present at the appropriate Counting Stations during the Vote Counting. One scrutineer appointed for each certified candidate for each appropriate counting station at the voting place may be present - only candidate or scrutineer may be present but not both. Scrutineers must present their certificate of appointment to the DRO or Election Official if required. Election personnel must be present by 7:30 p.m. Prior to the beginning of the count, candidates or scrutineers will be required to wait in an area set aside for this purpose until the count begins. This will allow election personnel to set up the counting stations and prepare for the count without interruptions.

It is the responsibility of the ARO and DRO to ensure the smooth operation of the voting place. If in the DRO's opinion, individuals present at the voting place are interfering with this process, then the DRO should report the problem to the Clerk/Returning Officer. HH Form 1

PROCESSING COUNT SHEET

Date ______

PICK UP COUNT – BALLOT KITS

Maynooth Post Office ______(1) Drop Off Box ______(2) Total ______(3) (3=1 + 2)

Counted by: ______SORT COUNT

Herschel Ward ______(4) Monteagle Ward ______(5) Bangor Wicklow Ward ______(6)

Total ______(7) (7= 4+5+6)

Counted by ______

PROCESSING COUNT

No. of Declaration Forms Processed and Accepted ______(8)

No. of Declaration Forms Processed and Rejected ______(9)

Total______(10) (10=8+9) Counted by: ______

Reconciliation 3=7=10

BALLOT DEPOSIT COUNT

Herschel Ward ______(11) Monteagle Ward ______(12) Bangor Wicklow Ward ______(13)

Total ______(14) (14=11+12+13)

Counted by ______

Reconciliation 14=8 HH Form 3

VERIFICATION OF NON-TAMPERING OF BALLOT BOXES

Ballot Box No. ______DAY 1

No. of Ballots Date Sealed:

Seal Initialed by

Signature of ARO and/or DRO Signature of Election Official Signature of Election Official

Print Name Print Name Print Name ********************************************************* DAY 2

Date Box Re-opened Was the seal intact?

ARO and/or DRO Yes  No  Election Official Yes  No Election OfficialYes  No 

Signature of ARO and/ or DRO Signature of Election Official Signature of Election Official

Print Name Print Name Print Name(s)

Date Box Re-Sealed: No. of ballots:

Initialed by:

Print Name(s) Print Name Print Name

CERTIFICATION OF COMPLETED BALLOT BOX I certify that Ballot Box ______contains the maximum allowed number of ballots of 200 and was affixed with a final seal witnessed by ______on ______. Final seal on the said ballot box shall not be removed until after 8:00 p.m. on October 27, 2014 at which time, the ballots contained herein shall be opened and counted.

______Penny Sharman, Assistant Returning Officer or Brenda Prentice, Deputy Returning Officer

The above Certification section shall be crossed out and marked N/A if a subsequent page(s) is required to record Verification of Non- Tampering of Ballot Boxes – i.e. if a ballot box does not contain 200 ballots after the second day of processing Voter Declaration forms, election personnel will be required to re-open the box on the third processing day and so on and record the activity on the prescribed form until the box contains 200 ballots or until the close of elections Page _____ of ______Ballot Box No. ______Verification of Non-Tampering (cont’d) DAY 3

Initialed by:

********************************************************* DAY 4

Initialed by:

Print Name(s) Print Name Print Name CERTIFICATION OF COMPLETED BALLOT BOX I certify that Ballot Box ______contains the maximum allowed number of ballots of 200 and was affixed with a final seal witnessed by ______on ______. Final seal on the said ballot box shall not be removed until after 8:00 p.m. on October 27, 2014 at which time, the ballots contained herein shall be opened and counted.

The above Certification section shall be crossed out and marked N/A if a subsequent page(s) is required to record Verification of Non- Tampering of Ballot Boxes – i.e. if a ballot box does not contain 200 ballots after the second day of processing Voter Declaration forms, election personnel will be required to re-open the box on the third processing day and so on and record the activity on the prescribed form until the box contains 200 ballots or until the close of elections Page _____ of ______Ballot Box No. ______Verification of Non-tampering (cont’d)

ARO or CDRO Yes  No DRO Yes  No EA Yes  No 

Signature of ARO or CDRO Signature of DRO Signature of EA

Print Name Print Name Print Name

Initialed by:

********************************************************* DAY 6

ARO or CEO Yes  No  DRO Yes  No EA Yes  No 

Initialed by:

CERTIFICATION OF COMPLETED BALLOT BOX I certify that Ballot Box ______contains the maximum allowed number of ballots of 200 and was affixed with a final seal witnessed by ______on ______. Final seal on the said ballot box shall not be removed until after 8:00 p.m. on October 27, 2014 at which time, the ballots contained herein shall be opened and counted.

The above Certification section shall be crossed out and marked N/A if a subsequent page(s) is required to record Verification of Non- Tampering of Ballot Boxes – i.e. if a ballot box does not contain 200 ballots after the second day of processing Voter Declaration forms, election personnel will be required to re-open the box on the third processing day and so on and record the activity on the prescribed form until the box contains 200 ballots or until the close of elections

DAY ____ Ballot Box No. ______

Initialed by:

********************************************************* DAY ______

Initialed by:

Print Name(s) Print Name Print Name CERTIFICATION OF COMPLETED BALLOT BOX I certify that Ballot Box ______contains the maximum allowed number of ballots of 200 and was affixed with a final seal witnessed by above noted EO & EA on ______. Final seal on the said ballot box shall not be removed until after 8:00 p.m. on November 13, 2000 at which time, the ballots contained herein shall be opened and counted.

______Penny Sharman, Assistant Returning Officer or Brenda Prentice, Chief Deputy Returning Official Form EL34 Municipal Elections Act, 1996, as amended (s. 48, 49)

Statutory Provisions Regulating Voting Procedures

Prohibition 48.(1) While an elector is in a voting place, no person shall attempt, directly or indirectly, to influence how the elector votes.

No Election (2) Without limiting the generality of subsection (1), no person Campaign shall display a candidate's election campaign material or Material literature in a voting place.

Secrecy 49.(1) Every person who is present in a voting place or at the counting of the votes shall help to maintain the secrecy of the voting. Offences (2) No person shall, (a) interfere or attempt to interfere with an elector who is marking the ballot; (b) obtain or attempt to obtain, at a voting place, information about how an elector intends to vote or has voted; or (c) communicate any information obtained at a voting place about how an elector intends to vote or has voted.

Same (3) No elector shall show his or her marked ballot to any person so as to reveal how he or she has voted, except in connection with obtaining assistance in voting under paragraph 4 of subsection 52(1).

No requirement (4) No person shall, in a legal proceeding relating to an election, be of disclosure required to disclose how he or she voted at the election.

Note: Clerk may post copies of this notice in the voting place.

Form EL26 Oath or Affirmation of Qualification Municipal Elections Act, 1996, as amended (s. 52 (1) 3)

The following oath/affirmation to be taken by an elector:

* when objected to by any Deputy Returning Officer, certified candidate or scrutineer * when the Deputy Returning Officer is not satisfied as to the elector's entitlement to vote at the voting place. * when requesting a replacing Voter’s Kit (mail-in-ballot)

I, ______being an elector (name of elector as it appears or is intended to appear on the voting list) entitled to vote in the municipal elections in ______swear or solemnly affirm: (name of Municipality)

* That I am qualified to be an elector in this municipality as follows;  resides in the local municipality, or is the owner or tenant of land there, or the spouse  of such owner or tenant; and  is a Canadian Citizen  is at least 18 years old; and  is not prohibited from voting under Section 17 Subsection 3 or otherwise by law. * That I am the person named on the voter's list; and

* That I have not already voted in the elections now being held in this municipality

Sworn before me at the ______of ______in the ______of ______this _____day of ______, 2014 ______(signature of elector)

______A Commissioner, etc.

Following the taking of the above oath/affirmation by an elector, the Deputy Returning Officer shall enter the fact of the objection and by whom it was made in the Voter's list beside the name of such elector and note that such elector was so sworn or affirmed. Form EL35 Municipal Elections Act, 1996, as amended (s. 89)

Notice of Offence

Notice of Corrupt Practice

Section 89 of the Municipal Elections Act, 1996, as amended provides that a person is guilty of an offence and liable, on conviction, to a fine of not more than $25,000, if he or she,

(a) votes without being entitled to do so; (b) votes more times than the Act allows; (c) votes in a voting place in which he or she is not entitled to vote; (d) induces or procures a person to vote when that person is not entitled to do so; (e) having appointed a voting proxy that remains in force, votes otherwise than by the proxy; (f) having been appointed a voting proxy, votes under the authority of the proxy when the elector has cancelled the proxy, is no longer entitled to vote, or has died; (g) before or during an election, publishes a false statement of a candidate's withdrawal; (h) furnishes false or misleading information to a person whom this act authorizes to obtain information; (i) without authority, supplies a ballot to anyone; (j) delivers to the deputy returning officer to be placed in a ballot box a paper other than the ballot the deputy returning officer gave him or her; (k) takes a ballot away from the voting place; (l) at an election, takes, opens or otherwise deals with a ballot, a ballot box, or a book or package of ballots without having the authority to do so; (m) attempts to do something described in clauses (a) to (l)

Section 90 of the said Act provides that if, when a person is convicted of an offence under Section 89, the presiding judge finds that the offence was committed knowingly, the offence also constitutes a corrupt practice. A corporation or trade union that is convicted of an offence under the said Act is liable to a fine or not more than $50,000 in addition to any other penalty for this Act.

Note: Clerk should POST this notice in the voting place. Oral Oaths at Voting Place – Form EL12 (b)

Oral Oath of Inability to Vote Without Assistance

I, ______being an elector entitled to vote in this municipality of ______swear or solemnly affirm I require assistance to mark my ballot paper.

Oral Oath of Friend of Elector

I, ______a friend of ______an elector who requires assistance to mark their ballot paper and who is entitled to vote in this municipality of ______swear and solemnly affirm:

That I will mark the ballot paper as directed by the elector, and that I will keep secret the manner in which this elector voted.

Oral Oath of Interpreter

I, ______acting an interpreter for ______, an elector entitled to vote in this municipality of ______swear or solemnly affirm:

That I will faithfully translate the necessary oaths as well as any lawful questions necessarily put to the elector and her/his answers at this polling place. FORM EL27 Oral Oaths at Voting Place

Oral Oath of Friend of Elector

I, ______a friend of ______an elector who is unable to vote without assistance, and who is entitled to vote in this municipality declare that I will:

. mark the ballot paper as directed by the elector, and

. keep secret the manner in which this elector voted.

Oral Oath of Interpreter

I, ______acting as interpreter for ______, an elector entitled to vote in this municipality of ______, declare that I will faithfully translate the necessary oaths as well as any lawful questions necessarily put to the elector and her/his answers at this voting place. Scrutineers Scrutineers

NOTE: Deadline for appointment of Scrutineer Senior election personnel (RO, ARO or DRO) must be aware of appointed scrutineers no later than 4:00 p.m. on October 27, 2014. A list of scrutineers will be compiled. Anyone NOT on the list after the deadline may be denied access to the counting station.

Appointment - by candidate - qualification

Each candidate may appoint by Form EL12A a Scrutineer to represent him or her during the voting and at the counting of the votes, including during a recount.

The Appointment of Scrutineer Forms must be signed by the candidate. Forms are available at the Municipal Office.

Number - per candidate - in voting station or counting location - one only

Only one candidate or his/her appointed scrutineer may be in attendance at a processing session at one time. One candidate or his/her appointed scrutineer may be at the appropriate counting station (i.e. Candidates for Mayor or Deputy Mayor or School Board may have representation at each counting station; candidates for ward councillors may have for representation only at the counting stations for the ward for which they are running. A candidate who has been declared elected by acclamation is not allowed to remain in the voting place (Section 47 (1) (b)).

Appointment - by council - re by-law - question

Council may appoint two scrutineers by resolution in relation to voting on a by-law or question submitted to the electors, to attend at a voting place and at the counting of votes, including a recount. Two persons to attend at the final summing up of the votes by the Clerk/Returning Officer and two persons to attend at each voting place. One such person in each case on behalf of the persons promoting the proposed by-law or voting in the affirmative on the question and the other such person on behalf of the persons opposing the proposed by-law or voting in the negative on the question.

Appointment - by elector - re recount

An elector who applies for a recount may appoint a scrutineer. Appointment is limited to not more than one scrutineer for each recount station established by the Clerk/Returning Officer.

The Appointment of Scrutineer Forms must be signed by the Candidate.

Appointment - evidence of

A person appointed as a scrutineer under Section 47 (2), (3) and (4), before being admitted to a voting place or counting location, shall show proof of his or her appointment to the election official.

Scrutineers Rights and Prohibitions Each Scrutineer shall be responsible for his or her rights and prohibitions as set out on the back of the Appointment of Scrutineer Form. Any person failing to abide by the above rights and prohibitions shall be directed to leave the Voting Place.

Form EL12 A Appointment of Scrutineer by Candidate Municipal Election Act, 1996 For Mail-In-Ballot Method

Take Notice that I, ______a candidate for the office of ______hereby appoint ______to attend at the Voting Place/Counting Station in the Municipality of Hastings Highlands in respect to the Municipal Elections to be held on October 27th, 2014 to represent me as follows:

Please check appropriate boxes

□ during the removal of the Secrecy Envelopes (containing the ballot) from the Return Envelopes and Bar Code Scanning of Declarations at the Hastings Highlands Municipal Office, 33011 Hwy 62 North, Maynooth, Ontario as set out below:

October 14th, 15th, 17th, 20th, 22nd, 24th and 27th between 12:00 p.m. to 4:00 p.m. October 27, 2014 at 8:00 p.m.

□ for the counting of votes at the appropriate Counting Station on October 27th at the Hastings Highlands Library gymnasium at 33011 Hwy 62 North, Maynooth, Ontario.

□ at a recount (if such becomes necessary)

______Date Signature of Candidate

This form must be signed by the Candidate and may be required to be shown to an Election Official at the Voting Place or at the place where votes are being counted. Failure to show proof of appointment may result in a direction to you to leave the Voting Place. Conduct of Scrutineers

1) Anyone who is creating a disturbance at a Voting Place/Counting Station will be removed by the Deputy Returning Officer/Election Official (DRO/EO). 2) A person appointed as Scrutineer shall produce and show his/her Appointment to the DRO/EO and take the oral Oath of Secrecy (Form EL12 (B)) before being permitted to remain for Processing Sessions or at the Counting Station. 3) The Candidate/Scrutineer has the right to place their own seal on the ballot box immediately after the box is closed after the Bar Code Scanning of the Declarations and immediately after the box is closed at the Counting of the Ballots. The seal must not contain any writing that could be considered “election campaigning” therefore the name of the Candidate is not permitted on the seal. However, if a Candidate/Scrutineer should include their seal on a ballot box, Section 55 (5) of the Municipal Elections Act, 1996, states: “Despite subsection 88 (6) (records), the Clerk may, if he or she considers it necessary in order to interpret the statement of results, examine any of the documents and materials in a ballot box in the presence of the relevant DRO.” 4) The RO/ARO/DRO/EO is responsible for the conduct of the Voting Place/Counting Station and no Candidate/Scrutineer has the right to interfere with the election personnel the discharge of his/her duties. 5) Immediately prior to the opening of the Counting Station, the Candidate/Scrutineers entitled to be present may visually inspect the ballots and other materials, but not so as to delay the commencement of the counting. Scrutineers or Candidates are not permitted to touch the ballots or interfere with the counting process. 6) Only one candidate or his/her appointed scrutineer may be in attendance at a processing session at one time. One candidate or his/her appointed scrutineer may be at the appropriate counting station (i.e. Candidates for Mayor or Deputy Mayor or School Board may have representation at each counting station; candidates for ward councillors may have for representation only at the counting stations for the ward for which they are running. A candidate who has been declared elected by acclamation is not allowed to remain in the voting place (Section 47 (1) (b)). 7) No campaign material or literature of any nature whatsoever shall be displayed within the Voting Place/Counting Station. The boundaries of the Voting Place/Counting Station, for the purposes of this section, are the boundaries of the property where the Voting Place is located and includes the parking lot. Candidates, supporters and Scrutineers are not permitted to wear campaign material, hand out campaign material, or park a vehicle displaying campaign material in the parking lot of the Voting Place/Counting Station. Anyone breaking these rules will be asked to remove the campaign material immediately. 8) Scrutineers are reminded to provide a clipboard for their use, as sitting at the table, which is provided for the DRO/EO is not permitted. 9) Scrutineers/Candidates may request a report to determine who has voted or to count how many Electors have voted. 10) Scrutineers/Candidates wishing to observe the count must be at the Counting Station no later than 3:45 p.m. 11) At the Removal of the Secrecy Envelopes/Bar Code Scanning of Declarations and the Counting of the Ballots, Scrutineers may examine all declarations/ballots but shall not handle them. Scrutineers may object to the counting of a ballot and any objection will be noted on the back of a ballot. The final decision as to whether a vote should be counted is the sole responsibility of the DRO/EO, Scrutineers/Candidates shall not, in any way, impede the progress of the counting of the votes. 12) The total of votes cast for each Candidate as counted by the DRO/EO is final. They are not required to do a recount/second count. 13) Scrutineers/Candidates at the Voting Place/Counting Station shall not directly or indirectly influence or interfere with an elector who is marking the ballot, obtain or attempt to obtain information about how an elector intends to vote or has voted or communicate any information about how an elector intends to vote. 14) Every person present in the Voting Place/Counting Station shall help to maintain the secrecy of the voting. 15) Scrutineers/Candidates shall not be permitted to have/use a cell phone, blackberry, palm pilot or any other means of communication while in the Voting Place/Counting Station. Oath of Scrutineer EL12B Municipal Elections Act, 1996, as amended (s.12(2))

Name of Person Appointed as Scrutineer ______

I, ______, swear solemnly that I will:

64* act faithfully in the capacity set out in my appointment and perform all the duties required by law without partiality, fear or affection 65* maintain and aid in maintaining the secrecy of the voting and 66* not interfere nor attempt to interfere with an elector when she/he is making her/his ballot, obtain or communicate any information as to how an elector is about to vote or has voted, or directly or indirectly induce an elector to show her/his marked ballot to any person.

Declared before me ) ) at the ) ) of in the ) ) County of ) ) ______this day of , 2014 ) Signature of Scrutineer

Commissioner, etc.

Provide a copy of the Rights and Prohibitions of a Scrutineer Count Procedures Ballot Counting

Six Vote Counting Stations will be established with a two-three member team. The counting stations will be set up in the library gymnasium.

At the beginning of the count: Station #’s 1 & 2 will be responsible for Herschel Ward count Station #’s 3 & 4 will be responsible for Monteagle Ward count Station #’s 5 & 6 will be responsible for Bangor-Wicklow Ward count

Should a ward count be completed substantially earlier than the other wards, the RO, ARO or DRO may re-assign a counting station to count votes for another ward.

On Election Day, only the Returning Officer, the ARO, DRO, Election Officials, constables, candidates (except candidates who have been declared elected by acclamation) and scrutineers may attend the municipal committee room during the afternoon processing session and may return for the final processing at 8:00 p.m. The above mentioned as well as Election Assistants are also authorized to be present at the appropriate Counting Stations during the Vote Counting. One scrutineer appointed for each certified candidate for each appropriate counting station at the voting place may be present - only candidate or scrutineer may be present but not both. Scrutineers must present their certificate of appointment to the DRO or Election Official if required.

No one other than Election personnel, candidates (except those that are acclaimed) or candidates’ scrutineers (but not both) may be present at the Counting Station (as appropriate) once the vote count commences after 8:00 p.m. The Library will be available for candidates and other interested parties. As the count proceeds, updated information will be forwarded to the library as often and as quickly as possible. Each counting station will be headed by an Election Official, who will have the authority to reject ballots and will be responsible for completing the Statement of Election Results. The Returning Officer, ARO and/or DRO will be available to make a ruling on any ballot rejections or scrutineers’ challenges of any ballot or vote cast.

Upon completion of a box count, the Counting Station Election personnel will provide the RO or ARO with the completed Statement of Election results, using Municipal World Form 1246-Tally Sheet . The team will then be assigned with the next ballot box.

The RO, ARO or DRO will transfer the information from the Statement of Election Results to the Election Results Summary (Form HH6) which will be posted in the front office and updated as soon as new counts are made available. Arrangements will be made to relay updated information to those persons waiting at the Library.

REJECTED OR OBJECTED TO BALLOTS Criteria for rejected ballots in part or in whole

In Whole All votes in a ballot shall be rejected from the count if the ballot 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. Written or printed words or alphabetical characters other than a single X within the space provided for marking the ballot shall deemed to be an identifiable mark. Artistic renderings anywhere on the ballot such as “happy or sad faces” shall be deemed to be an identifiable mark.

In Part All votes in a ballot for an office will be rejected if votes have been cast for more candidates for the office than are to be elected.

When votes are cast traditionally in a Voting Place, an accidentally spoiled ballot may be returned to the DRO in exchange for a new one. That convenience is not available to the majority of voters when using Vote by Mail. Therefore when a vote for an office has been cast accidentally and the intent of the voter is clear whereby a clear attempt to erase or white-out the mark is evident and a vote is cast for another candidate, the vote for that office is valid provided the number of votes cast, excluding the “erased” or “whited-out” vote, does not exceed the number candidates to be elected for that office. However, when a vote for an office has been cast accidentally and the voter crosses the vote out with one or more marks and casts a vote for another candidate, that vote shall be considered valid if it plus any other votes cast for that office does not exceed the number of candidates to be elected for that office or invalid if it plus the number of other votes cast for that office exceeds the number of candidates to be elected for that office.

Any vote in a ballot that is not marked inside the space provided for marking the ballot shall be rejected. (However since the candidates’ names and the space provided for marking the ballot shall be white on a black background, this should reduce, if not eliminate, the need for judgement calls since the intent should be very clear) When to Rule on the Validity of a Ballot In the counting process, when the Counting team encounters a questionable ballot or vote, the Election Official will make an immediate decision before proceeding onto to counting further ballots/votes. If a DRO feels he/she is unable or unwilling to make a decision, the ARO, DRO or Clerk/Returning Officer will be requested to make that decision before the team resumes counting. Rejected Ballots The Election Official shall note the reason for rejection and initial the notation on the back of the ballot, which shall be kept separate from the ballots containing counted votes. Invalid Votes The Election Official shall note the reason for invalid votes and initial the notation on the back of the ballot, which shall kept with the rest of the ballots containing counted votes. Rule of Thumb Election personnel should always attempt to fulfil the voter’s intention if possible while at the same weigh the possibility that the voter has not complied with the Act or has made a mark with the intention that he or she can be identified. Scrutineer’s objection A scrutineer may object to a vote. In that event, if the Election Official is not comfortable on making a decision, he/she may call on the ARO, DRO or Clerk/Returning who will make a final ruling. If a scrutineer objects to all or part of a ballot and it is deemed to be valid, the Election Official or ARO or DRO or Clerk/Returning Officer shall record the objection on the back of the ballot but the valid votes shall be included in the count.

Counting Station Personnel

Returning Officer/Clerk –

Assistant Returning Officer Penny Sharman

Deputy Returning Officer - Officer

Election Officials -

Election Assistants -

The above noted Election Personnel shall have the duties and authority as specified throughout these Policies & Procedures and as specified in following Appointments & Oaths. Form HH5

ELECTION RESULTS SUMMARY Municipal Elections Act, 1996 s11(4)3)

Name of Candidate Office Votes Ballot Box #

Dated this ______day of October, 2014.

______Clerk or Designate

NOTE: Separate summary for each office Emergencies Emergencies

The Clerk shall follow Section 53 of the Municipal Elections Act in the event of an emergency.

53. (1) The clerk may declare an emergency if he or she is of the opinion that circumstances have arisen that are likely to prevent the election being conducted in accordance with this Act. 1996, c. 32, Sched., s. 53 (1). Arrangements (2)On declaring an emergency, the clerk shall make such arrangements as he or she considers advisable for the conduct of the election. 1996, c. 32, Sched., s. 53 (2). Conflict (3)The arrangements made by the clerk, if they are consistent with the principles of this Act, prevail over anything in this Act and the regulations made under it. 1996, c. 32, Sched., s. 53 (3). Time (4)The emergency continues until the clerk declares that it has ended. 1996, c. 32, Sched., s. 53 (4). No review or setting aside (5)If made in good faith, the clerk’s declaration of emergency and arrangements shall not be reviewed or set aside on account of unreasonableness or supposed unreasonableness. 1996, c. 32, Sched., s. 53 (5).

It shall be the policy that in the event of an emergency, as determined by the Clerk, that the Clerk/Returning Officer or his/her designate shall to the best of their ability advertise such emergency.

In the event that the Clerk/Returning Officer or Assistant Returning Officer is unable to be present to conduct procedures on voting day, there shall be a substitute qualified person appointed or available to attend to the election details. Notice of Results Notice of Results

The Clerk/Returning Officer of the Municipality will post the Declaration of Election - Candidate Form EL32 at the Municipal Office as soon as possible after Voting Day and on the Municipal Website.

Form HH5 Certificate of Election Results (Section 11(4)3) Form EL32 Declaration of Election - Candidate Municipal Elections Act, 1996, as amended (s. 55(4(a))

I, ______, Clerk of the Corporation of the Municipality of Hastings Highlands, in the County of Hastings declare the following candidate or candidates elected as a result of the Municipal Election held October 27th, 2014.

Council of the Municipality of Hastings Highlands

Office Elected Candidate

1. ______

2. ______

3. ______

4. ______

5. ______

6. ______

Date: ______

______Clerk’s Signature

Note: The Clerk Shall As Soon As Possible After Voting Day declare the candidate or candidates who received the highest number of votes to be elected (s.55(4)(a) Form HH5

CERTIFICATE OF ELECTION RESULTS Municipal Elections Act, 1996 s11(4)3)

I hereby certify that during the Municipal Election held on Monday, October 27, 2014 for the offices shown below, the certified Candidates received the votes that follow their respective names

Name of Candidate Office Votes

English Separate to be certified by the Municipality of Tweed French Public to be certified by the City of Kingston French Separate to be certified by the City of Kingston

Dated this ______day of October, 2014.

______Clerk or Designate Recount Recount Procedures (Sections 56-58)

When required:

67* a tied vote where both or all candidates cannot be declared elected (Automatic) 68* the votes for the affirmative and negative on a by-law are equal (Automatic) 69* the votes for two or more answers to a question are equal (Automatic) 70* by resolution of Council (for Council offices or questions; or by-laws submitted by Council) 71* by resolution of local board (for offices on a local board or questions or by- laws submitted by a local board) 72* by order of the Minister (for questions submitted by the Minister) 73* by order of the Superior Court of Justice

Costs of Recount (Section 7(3), 7(4))

The costs incurred by the Clerk/Returning Officer to conduct a recount are to be paid by the municipality as soon as possible after the Clerk/Returning Officer has signed a certificate verifying the amount. The municipality is to be reimbursed for its reasonable costs in the following recount situations:

74* a regular election when the recount is for: - an office on a local board or an upper tier municipality - a by-law or question submitted by an upper-tier municipality; or - a question submitted by a local board or by the Minister 75* a by-election for a local board; or an upper tier municipality, or for the Minister, or a recount in such a by-election 76* any expenses incurred by a candidate will be the responsibility of the candidate (i.e.: legal counsel in attendance on behalf of the candidate) 77* The Clerk shall submit a signed certificate verifying the costs to the appropriate local board, upper tier municipality, or Minister who shall in turn be responsible for paying the costs as soon as possible.

Who Conducts Recount (Section 56)

The Clerk/Returning Officer or person delegated under Section 15(2) conducts all recounts for elections for which he or she is responsible except recounts conducted by the Superior Court of Justice upon appeal.

Tied Vote Recount

Where there is a tied vote for the election of a candidate to an office and both or all of the candidates cannot be declared elected, or where there is a tied vote on a by-law or question, the Clerk/Returning Officer must hold a recount within 15 days after the declaration required by Section 55(4) a)b) of the results of the election. Page Two Recount Procedure Council, Local/School Board or Minister Request For Recount (Section 57)

Within 30 days after the Clerk/Returning Officer declaration of the results under subsection 55(4), a Council, local/school board or Minister may pass a resolution or, the Minister may make an order requiring a recount.

The recount is to be held within 15 days after the resolution is passed or the order is made

Application to Superior Court of Justice (Section 58)

A person who is entitled to vote in an election and who has reasonable grounds for believing the election results to be in doubt may apply to the Superior Court of Justice for an order directing the Clerk/Returning Officer to hold a recount.

The application must be commenced within 30 days after the Clerk/Returning Officer's official declaration of the results under subsection 55(4).

The court, if satisfied there are sufficient grounds, shall make an order requiring the Clerk/Returning Officer to hold a recount.

The recount is to be held within 15 days after the Clerk/Returning Officer receives a copy of the order.

Votes for Candidates to be Included in a Recount (Sections 56, 59)

In a recount for a tied vote, the candidates who are tied.

The Clerk/Returning Officer will include the votes for any other candidate for the office for which the recount is being conducted to include any candidate whose vote total was, in the Clerk/Returning Officer opinion, close enough to possibly be affected.

The inclusion of additional candidates also applies if the recount is being conducted by the Clerk/Returning Officer based on a resolution of a local/school board or on the order of the Superior Court of Justice or of the Minister

Persons Entitled To Be Present At Recount (Section 61)

78* the Clerk/Returning Officer and any other election official appointed to assist with the recount 79* every certified candidate for the office involved 80* the applicant, if any, who applied for the recount 81* Counsel for any of the above 82* each certified candidate for the office involved or the applicant may appoint a scrutineer for each recount station established by the Clerk/Returning Officer Page Three Recount Procedure

83* where the recount applies to a by-law or question, such scrutineers as council, a local/school board or the Minister appoints 84* scrutineers appointed under Sections 61(3) or (4), an equal number must be appointed for each possible response 85* any other person may be present with the Clerk/Returning Officer's permission (i.e. Solicitor)

Notification of Recount Date, Time, Place (Sections 56, 57, 58) The Clerk/Returning Officer must set the date, time and place for the recount within the following prescribed time frames:

86* in the case of tied vote, within 15 days after the Clerk/Returning Officer's official declaration of the results 87* in the case where a court has ordered a recount, within 15 days after the day the Clerk/Returning Officer receives a copy of the order 88* in the case where a recount is held as a result of a resolution passed by a Council or local/school board, within 15 days after the resolution is passed 89* in the case where a recount on the order of the Minister, within 15 days after the order is made

Persons to be notified of recount date, time and place:

90* all certified candidates for the office which is the subject of the recount; 91* where a resolution is involved, the Council or local board which passed the resolution; 92* the Minister when an order has been made; 93* the applicant in the case of a court order; 94* the Clerk/Returning Officer of the Municipality for which the recount is being undertaken if the Clerk/Returning Officer conducting the recount is not the Clerk/Returning Officer of that Municipality; 95* if the recount concerns the election of the trustees of a police village or the members of a school board, the Clerk/Returning Officer of any other Municipality who conducted the election for the vote recorded in the Clerk/Returning Officer's Municipality 96* notice of recount will be given by registered mail or personal service.

The Clerk/Returning Officer may conduct the recount in the same manner as on Election Night. 97* each certified candidate subject to the recount under section 56, 57, 58 or 59 of the Act who is present, in the case of a recount in an election for office, (Ontario Regulation 101/97) 98* the Council that submitted the by-law, in the case of a recount in an election to obtain the assent of the electors to a by-law Page Four Recount Procedures

99* the Minister, Council or local board that submitted the question, in the case of a recount in an election to obtain the opinion of the electors on a question, and 100* the applicant, if he or she is present, in the case of a recount ordered under section 58 of the Act

Process at Recount (sections 61, 62)

The recount process will follow the same format as the count process. (Note: Once the recount process has been started, it must be completed).

Special Note:

The Clerk/Returning Officer or designate is to conduct the recount in accordance with the recount procedure as follows:

The Clerk/Returning Officer shall open the ballot boxes and count,

101* in the case of a recount in an election for an office, the number of votes for each candidate who is subject to the recount under section 56, 57, 58 or 59 of the Act 102* in the case of a recount in an election to obtain the assent of the electors to a by-law, the number of votes in favour of the by-law and the number opposed, and 103* in the case of a recount in an election to obtain the opinion of the electors on a question, the number of votes for each possible answer to the question.

At the time set for the recount to commence, the Clerk/Returning Officer should outline the procedures as follows:

104* the ballot boxes will be distributed to the counting stations as they are required throughout the count; 105* any rules prescribed by the Minister or established by the Clerk/Returning Officer are to be followed and should be explained to everyone present for the recount; 106* disputed ballots will be shown to the Clerk/Returning Officer who, after any representation by a candidate, their Counsel or scrutineer, will determine if the ballot and the votes are to be counted.

Upon completion of the recount, the Clerk/Returning Officer will announce the results of the recount and if there are any disputed ballots:

107* announce the number of them; 108* announce the results if the disputed ballots were excluded; 109* mark the number of the voting place (subdivision number) on the back of each disputed ballot and initial it; 110* place the disputed ballots in a separate envelope clearly marked as to its contents Page Five Recount Procedure

Persons authorized to be in attendance at the recount may also be at the announcement of the results.

The Clerk/Returning Officer, on the 16th day after the recount is completed (unless an application has been made for a judicial recount), will declare the successful candidate or candidates or candidates elected or, declare the result of the vote with respect to a by-law or a question.

In the case of a tied vote following a recount, the Clerk/Returning Officer shall determine the result by conducting a lot as provided in Section 62 (3).

The results of the recount will be posted in the Municipal Office by noon, the day following the recount being completed. The Clerk/Returning Officer will notify in writing everyone notified of the results of the recount. Form EL39 Notice of Recount Municipal Elections Act, 1996, as amended (s. 56-58)

I, ______, Clerk of the Corporation of the (name of Clerk)

______of ______in the ______of

______hereby declare that a recount of the votes cast in the

Municipal Election held October 27, 2014 for ______(state office or by-law/question)

______shall be held commencing at ______on (time)

______at ______. (date) (location)

The recount is being conducted pursuant to section ______of

The Municipal Elections Act, 1996, as amended.

______Date

______Clerk's Signature

Note: A recount may be held pursuant to Sections 56, 57 or 58. Form EL40 Recount Results Municipal Elections Act, 1996, as amended (s.62 (1))

The recount results for the following office or the by-law/question conducted on the _____ day of ______, 2014 in the ______are: (name of municipality)

Office Number of Number of Votes ______Votes if all disputed ballots excluded List Candidates or By-law/Question

Total Number of Ballots Disputed ______(Date)

______Municipal Clerk or designate Form EL41 Declaration of Recount Results Municipal Elections Act, 1996, as amended (s. 62 (4))

I, ______, Clerk of the Corporation of the ______of

______in the ______of ______declare that:

(1) On the ______day of ______, 2014, I conducted a recount of the

ballots cast in the Municipal Election held October 27, 2014 for:

 the office(s) of

 the following question or by-law:

(2) No application has been made for a judicial recount under Section 63.

(3) The successful candidate(s) elected is/are:

(4) The result of the vote upon the question or by-law is:

______(Name of Clerk)

Clerk Of The Corporation Of The

______of______

In The______of______Candidates Financial Disclosure Candidates Financial Disclosure

The Clerk/Returning Officer shall give to all candidates whose nomination was filed, at least 30 days (by February 25, 2015) before the filing date (March 27, 2015) a notice by registered mail of all the filing requirements of this section as Form EL42 attached hereto.

If a person receiving a notice as listed above has not filed the required form by 2:00 P.M. on Friday, March 27, 2015, the Clerk/Returning Officer with whom the candidate's nomination was filed, shall within 10 days, send a notice of default (Form EL43) to the candidate and to the relevant Council or local board, by registered mail. (Section 80) Form EL42 Notice to Candidate of Filing Requirements Municipal Elections Act, 1996, as amended (s. 78 (6))

Take Notice Every Candidate Shall File with the Clerk with whom their nomination was filed a financial statement and auditor’s report in accordance with s.78 of the Municipal Elections Act, 1996.

78(1) On or before the filing date, a candidate shall file with the Clerk with whom the nomination was filed a financial statement and auditor’s report, each in the prescribed form, reflecting the candidate’s election campaign finances,

(a) in the case of a regular election, as of December 31st in the year of the election;

(b) in the case of a by-election, as of the 45th day after voting day.

(2) If the candidate’s election campaign period continues during all or part of a supplementary reporting period, he or she shall, on or before the corresponding supplementary filing date, file a supplementary financial statement and auditor’s report for the supplementary reporting period.

(3) A supplementary financial statement or auditor’s report shall update the previous statement or report filed under this section, as the case may be, to reflect the changes to the candidate’s election campaign finances during the supplementary reporting period.

(4) An auditor’s report shall be prepared by an auditor licensed under the Public Accountancy Act. Form EL42 Notice to Candidate of Filing Requirements (CONT'D)

(5) No auditor’s report is required if the total contributions received and total expenses incurred in the election campaign up to the end of the relevant period are each equal to or less than $10,000.

______Date Signature of Clerk

At least 30 days before the filing date, the Clerk shall give every candidate whose nomination was filed with him or her, notice by registered mail of the filing requirements of this section. Notice to be given in accordance with Section 13 Form EL43 Notice of Default Municipal Elections Act, 1996, as amended (s. 80 (3)) (prepare in triplicate)

TAKE NOTICE that you are in default of the requirements of the Municipal Elections Act, 1996, as amended because:  You failed to file documents with the Municipal Clerk as required by Section 78 of the Municipal Elections Act, 1996, as amended on or before the relevant date.

 You failed to pay the amount of the surplus shown in documents which were filed with the Municipal Clerk by the relevant date as required by Section 79 of the Municipal Elections Act, 1996.

 A document filed under Section 78 of the Municipal Elections Act, 1996, as amended shows on its face that you have incurred expenses exceeding the amount permitted under Section 76 of that Act.

The Following Penalties Shall Apply:

1. Any office to which you were elected will be forfeited and the office shall be deemed to be vacant.

2. Until the next regular election has taken place, you are ineligible to be elected or appointed to any office to which the Municipal Elections Act, 1996, as amended, applies. Form EL43 Notice of Default (cont'd)

Pursuant to Section 80(6) of the Municipal Elections Act, 1996,

You May Apply on or Before ______(11 days after date of mailing of this notice)

To The Ontario Court (Provincial Division) For Declaration That The Penalties Do Not Apply To You.

The Penalties Shall Take Effect:

(1) If your application pursuant to Section 80(6) of the Municipal Elections Act, 1996, as amended is refused, on the date it is refused; or

(2) If you do not apply pursuant to Section 80(6) of the Municipal Elections Act, 1996, as amended on ______. (12 days after the date of mailing of this notice)

______Date Signature of Clerk Election Records Election Records

Disposition of Records

The Clerk/Returning Officer shall retain the ballots and any other documents and materials related to the election for 120 days (s.88) after declaring the results of the election (s.55). The earliest date for the disposition of records if results declared on October 28th is Thursday, February 26th, 2015 unless the material is subject to a Judge's Order or Recount Proceedings.

When the 120 days has elapsed, the Clerk shall destroy the ballots in the presence of two witnesses. The Clerk may also destroy any other documents and materials related to the election except those specified in section 88(4) (financial statement, auditor’s report).

The Witness Statements as to Destruction of Ballots must be signed by the Witnesses.

The ballots and any other documents shall not be destroyed if:

111* a court orders that they be retained; and 112* a recount has been commenced and not finally disposed of.

Retention of Records

The Clerk/Returning Officer shall retain candidate’s financial statements and auditor's report until the members of the council or local board elected at the next regular election have taken office. Form EL38 Witness Statements as to Destruction of Ballots Municipal Elections Act, 1996, as amended (s. 88(2))

______in the ______of ______(Name of Municipality) (Name of County, District or Region)

First Witness

I ______state that I was present upon ______and did witness (Name of Witness) (date) ______of the above stated municipality destroy all ballots used in the (Name of Clerk) municipal election held on October 27th , 2014 for the election of persons to the offices listed below.

______(Signature of Witness)

Second Witness

I ______state that I was present upon ______and did witness (Name of Witness) (date) ______of the above stated municipality destroy all ballots used in the (Name of Clerk) municipal election held on October 27th, 2014 for the election of persons to the offices listed below.

______(Signature of Witness)

List of Offices for which Ballots Destroyed: ______

Category of Documents and Other Materials Destroyed: ______

The Clerk shall retain the ballots and all other documents and materials related to an election for 120 days after declaring the results of the election under Section 55 and, unless there is a court order that they be retained or a recount has been commenced and not finally disposed of, shall then destroy the ballots in the presence of two witnesses (s.88). At the time of destroying the ballots pursuant to Section 88, other documents and other materials related to the Election (with exception of documents filed under Section 78) may also be destroyed. TIMELINES TIMELINES

(Please note: Not all timelines below will be applicable to Vote-by-Mail and are included for information only)

It is suggested that each year leading up to the election a portion of the cost of the election be placed in reserves.

June – order the “Municipal Election LAW 2014” book from Municipal World.

June - prepare an election budget to ensure adequate funding will be available in the year of the election.

August (or earlier) - revise the Election Policies and Procedure Manual so it is in place for January 1 in the year of the election.

September - Internet/Telephone and Vote By Mail: consider passing the by-law to authorize an alternative method of voting.

September - If required, prepare an RFP for alternative method of voting, vote counting equipment, bar code scanner and any other applicable items.

September – Sign contract with the necessary service providers (ex. DataFix).

October – Contact Clerks responsible for the school board elections to request they send a separate Official List of Certified Candidates for each school board and not included in with their municipal candidates. As well, determine the method of communication (email, etc.) and deadlines for submission for any information (# of electors for spending limits, etc.) required from the municipality.

October – Put all key dates noted in manual in your schedule.

October - Ensure MPAC provides the supplement list of changes (not the PLE) to Clerks prior to the end of the Clerk’s discretionary period (which is on or before Sept. 1)

October - Consult with MMAH to define “business” – sole proprietorship (can vote business in name of person) however a corporation (123ontario, corp. – is owned by more than one person). Sole proprietorships can rent or own. What is needed as proof of lease/ownership when leasing land to farm, lease storage facility, cemetery plots. November – Prepare ad - “Notice of Nomination for Office”

November – Prepare Nomination Package to include at least the following:  Nomination Paper  Consent to Release Personal Information  Declaration of Qualifications – Council  Notice of Penalties  Information and Policies regarding Campaigning, Material and Signs

December – Place ad – “Notice of Nomination for Office”

December – Take the Oath of Returning Officer – Appoint DRO and other election officials (as necessary) and have them sign “The Appointment & Preliminary Oath or Affirmation for Election Officials” – Delegate powers or duties of Clerk on “Delegation of Powers and Duties of Clerk”

January 1 – Nomination period begins.

January 1 – When Nomination Papers are filed, provide candidate with “Estimated Maximum Campaign Expenses” and “Notice of Penalties”

February 1 - Internet/Telephone: Work with Intelivote to incorporate all the info. from an EL15 on their version of an EL15 form.

February 1 – Discuss delivery date of PLE with MPAC.

February 1 – Traditional: Plan for voting places and sign “Certificate as to Location of Voting Place” - Internet/Telephone and Vote By Mail: Plan for Revision/Help Centres and Ballot Return Stations.

February 1 – Traditional: Determine supplies needed for Voting Place and place order. - Internet/Telephone and Vote By Mail: Determine supplies needed for Help Centres and Ballot Return Stations and place order. (i.e. touch screens, telephones, computers, phone lines, privacy screens, forms, ballot boxes, etc.)

March – If there is a by-law or question on the ballot, at the earliest opportunity, Council should appoint scrutineers by resolution at a Council meeting using the appropriate form. June – Internet/Telephone: Appoint an Auditor “Appointment and Oath of Auditor”

July - Notify internet service provider, website provider and IT Department of the upcoming election. In addition, ensure to have emergency contact information for each during the election.

July 31 (or later) - PLE supplied by MPAC if no other date is agreed upon.

August 1 – Prior to September 1, 2014 the Clerk shall correct any obvious errors in the PLE.

August 1 – Prior to September 1, 2014 decide with local Clerks, whether to jointly and/or separately advertise “Notice of the Posting of the Voters’ List”

August – If applicable, place ad for additional election officials (security, poll clerks, etc.) and ensure accuracy of job descriptions.

August – Traditional: If applicable, pass the “Advance Vote By-law”

August – Internet/Telephone: Pick a date in September to hold the Public Information and Candidate Module sessions.

September 1 – Print the Voters’ List and attach “Voters’ List Cover Sheet” . September 1 – Begin planning for your election official training session(s).

September 2 – The Voters’ List can be amended until the close of polls on October 27, 2014 using “Application to Amend Voters’ List” .

September 2 – The Voters’ List can be amended until 2:00 pm on September 12, 2014 using “Application for Removal of Another’s Name from the Voters’ List” .

September 12 – Nomination Day - 2:00 pm nominations and withdrawal of nominations close.

September 12 – Determine the total number of electors on the Voters’ List for use tomorrow and in the next election.

September 12 – Traditional: The approval of voting proxies may begin if there are no additional nominations.

September 12 – Internet/Telephone: Provide the Voters’ List to Intelivote. All changes from this point forward are required to be made in the Intelivote system. September 13 – Prior to September 22, 2014 send to candidates “Certificate of Maximum Campaign Expenses” .

September 13 – Prior to September 22, 2014 prepare the “Interim List of Changes” . For those using Internet/Telephone, this must be done by September 15, 2014. For those using DataFix for other voting methods, the suggested date is September 15, 2014.

September 15 – Prior to 4:00 pm, certify nominations.

September 15 – After 4:00 pm declare an election and/or acclamations and/or additional nominations.

September 16 – Post “Notice of Election Information” .

September 17 – Between 9:00 am and 2:00 pm, accept additional nominations and withdrawals.

September 17 – Post “Official List of Certified Candidates” .

September 17 – If additional nominations are required, the approval of voting proxies may begin.

September 18 – after 4:00 pm declare an election and/or acclamation for additional nominations.

September 27 – Internet/Telephone: Provide candidates with login IDs and passwords for the Candidates Module.

September 27– Internet/Telephone: Prior to October 2, 2014 all certified candidates to provide the Clerk with the proper pronunciation of their name.

September 30 – Begin reminding your candidates to come in to complete, sign and provide the copy to the scrutineer of the “Appointment of Scrutineer by Candidate”

October – Vote By Mail: On or before October 2, 2014 mail voter’s kits.

October – Internet/Telephone: Contact internet provider to notify them of the upcoming election to ensure the increased traffic does not crash the site. In addition, have the provider’s emergency phone number handy the day/night of the election.

October 1 – Vote By Mail: Ballot boxes and ballots must be ready for the Ballot Return Station.

October 1 – Traditional: Hold the Advanced Vote if applicable. October 12 – Internet/Telephone: All Voter Information Letters to be delivered by Canada Post.

October 14 – Vote By Mail: Begin processing declaration forms and return envelopes by the Ballot Processing Team.

October 20 – Internet/Telephone: Have the Auditor test the system prior to the start of the Voting Period and sign “Activation of Intelivote System”

October 20 – Internet/Telephone: Voting Period begins at 8:30 a.m.

October 20 – Internet/Telephone: If providing “Voter Participation Status” reports, begin generating them.

October 27 – Voting Day.

November – Post election, the Clerk shall pay the costs as soon as possible after the Clerk has signed a certificate verifying the amount – Section 7(2).

November 1 – No later than February 24, 2015, send by registered mail notice of filing requirements and penalties to all candidates on “Notice to Candidate of Filing Requirements”

November 1 – Prior to November 27, 2014, the Final List of Changes shall be provided to MPAC.

November 1 – Refund the nomination fees to candidates, if applicable.

January 1 – Prepare and submit a report to council about the identification, removal and prevention of barriers that effect electors and candidates with disabilities.

February 1 – Plan for the destruction of your election records. Must be destroyed 120 days after the results are declared, with some exceptions (see applicable section).

March 25 – After 2 PM send by registered mail a “Notice of Default” to any candidate who has not submitted the “Financial Statement” . DEFINITIONS DEFINITIONS (Please note: Not all definitions below are applicable to Vote-by-Mail and are included for information only)

Common To All: a) Act…..means the Municipal Elections Act, 1996, S.O. 1996, C. 32, as amended.

b) Candidate.....means a person who has been nominated under Section 33 of the Act.

c) Certified Candidate....means a candidate whose nomination has been certified by the Clerk under Section 35 of the Act.

d) Clerk….. means the Clerk of the municipality who is responsible for conducting this election under the authority of the Act. All references to the Clerk for the purposes of this manual shall mean the Returning Officer (R.O.) for the 2014 Municipal Election. All references to Clerk’s designate shall mean the delegated duties of the R.O.

e) Election Official….means the Clerk or other person(s) appointed in writing by the Clerk to carry out election duties under the Act. An Election Official can only carry out the tasks and duties as assigned in writing by the Clerk, and must take the prescribed oath. (s.15(4))

f) Friend.....means a person who has been requested by an elector to assist him or her in the voting process.

g) Municipal Office…means the ______administration building located at ______.

h) Regular Office Hours……. means Monday to Friday, ______to ______.

i) Preliminary List of Electors.....means a list of electors for the municipality compiled by the Municipal Property Assessment Corporation (MPAC) and provided to the municipality by July 31st (or slightly later)of an election year.

j) Proof of Identification.....means proof of identity and residence as prescribed in O. Reg. 304/13 of the Act.

k) Scrutineer...... means an individual, appointed in writing by a certified candidate, to represent him or her during the voting process.

l) Time/Clock...... means the time as indicated on the clock located on ______.

m) Voters’ List....means the Preliminary List of Electors, as corrected by the Clerk, under the provisions of Section 22 of the Act.

n) Voting Day (not to be confused with Voting Period).....means the final day on which the vote is to be taken in an election and shall be Monday, October 27, 2014 with the close of voting to be at 8:00 pm.

Traditional:

o) Advanced Vote….means the location, dates and hours for casting a ballot prior to Voting Day, as established by by-law.

p) Deputy Returning Officer…..means a person appointed by the Clerk for each voting place who will be delegated specific duties and powers by the Clerk.

q) Voting Place….means the only location, both convenient and accessible to the electors, for the purpose of casting a ballot as established by the Clerk.

Internet/Telephone:

r) Auditor...... means the person appointed by the Clerk who performs the prescribed combination of processes and procedures (audit duties) designed to validate a range of activities and/or functions of the internet/telephone voting system.

s) Ballot.....means either an image on a computer screen of a ballot card for an election to be voted for, including all choices available to the electors and containing spaces in which the electors mark their votes; or when voting, using a touchtone telephone, an audio set of instructions which describe all choices available to the electors and instruction to mark their selection by depressing the numbered touchtone keypad.

t) Help Centre...... means a location designated by the Clerk supplied with a telephone and internet connection to accommodate voting during the voting period. The ability to vote at the Help Centre will be limited to regular office hours (8:30 a.m. to 4:30 p.m.) Monday to Friday during the voting period, save and except on Voting Day when the offices will remain open until 8:00 pm.

u) Password.....means an additional access control word assigned by internet/telephone voting provider to each authorized user (i.e. Auditor, Clerk, Election Official) to provide additional security for access to the voting system.

v) Personal Identification Number (PIN).....means a unique multiple digit number assigned to each voter to provide security for access to the voting system.

w) Revision Centre...... means a location designated by the Clerk to make additions, deletions and corrections to the Voters’ List and to provide assistance and clarification on the election process.

x) Voting Period....means the period in which an eligible voter may cast their vote, either via internet or telephone and shall span from Monday, October 20 at 8:30 a.m. to Monday, October 27, 2014 at 8:00 p.m. y) Voter Information Letter.....means a letter containing a PIN, a telephone access number and an internet address for voting, a Revision Centre number for assistance and a list of candidates for office. These letters shall be mailed individually to every person on the Voters’ List or provided by Election Officials to persons who have completed an application for inclusion on the Voters’ List.

Vote By Mail:

z) Ballot ….means a composite ballot when there is an election for more than one office.

aa) Ballot Return Station.....means a designated location where electors can drop off completed return envelops directly into the care of the Clerk or authorized designate rather than forwarding it by mail.

ab) Ballot Counting Centre…means the designated location where the ballots are counted.

ac) Ballot Counting Room….means the designated area within the ballot counting centre where the ballots are counted for a particular ward and poll.

ad) Voters Kit ….means the set of documents mailed to each elector at the elector’s mailing address on the Voters” List to enable him or her to cast his or her vote and includes:  Voting Instruction Sheet  Composite Ballot  Ballot Secrecy Envelope  Return Envelope  Voter Declaration Form  Such other material as the Clerk deems necessaryAPPENDIX A

CONDUCTING AN ACCESSIBLE ELECTION Assistance to Electors

Vote By Mail

The Municipality of Hastings Highlands will be utilizing the Vote By Mail Method for the 2014 Election. This method will remove most physical barriers to voting. Any person experiencing difficulty with the vote-by-mail process should contact the Clerk’s office. Staff will work with the elector to find a resolution to the barrier.

There will be no voting stations – a Revision Centre and Drop Off Centre/Ballot Return Station will be located at the Municipal Office, 33011Highway 62, Maynooth ON and is fully accessible for persons with disabilities.

Parking

Designated parking for people with disabilities and seniors is provided close to the entrance of the Revision Centre and Drop Off Centre/Ballot Return Station. Accessible parking spaces are clearly posted and will be monitored to ensure they are not improperly occupied.

Service Animals

Electors requiring service animals are permitted to be accompanied by a service animal at the Revision Centre and the Drop Off Centre/Ballot Return Station.

Voting Assistance

Persons with disabilities may be accompanied by a support person within the Revision Centre and Drop Off Centre/Ballot Return Station.

5. Feedback Process

Feedback about the manner in which election services are provided to persons with disabilities may be submitted to the Clerk through a variety of methods including:

1. Telephone (613) 338-2811 2. In Person 33011Highway 62, Maynooth ON 4. Email [email protected] 5. Mail 33011Highway 62, Maynooth ON

6. Additional Information

Municipality of Hastings Highlands – Municipal Office Located at 33011Highway 62, Maynooth ON. The Clerk and other election staff can answer any questions you may have about the election in general or specific provisions for those persons with disabilities.

Municipality of Hastings Highlands –Website – Election Page

The Municipality of Hastings Highlands website is updated regularly to reflect any new developments and information with respect to the election. Visit the site for an up-to-date list of candidates and other important messages or events throughout the election year at www.hastingshighlands.ca

Ministry of Municipal Affairs and Housing - Election Website This website contains information about municipal elections, the Province of Ontario 2010 Municipal Elections Candidates Guide and the Ministry’s commitment to promote greater accessibility for voters and candidates with disabilities www.mah.gov.on.ca

Ministry of Community and Social Services The Ministry of Community and Social Services has developed several quick reference guides with respect to the overall management of an accessible election campaign. For more information candidates can visit: http://www.mcss.gov.on.ca/en/mcss/programs/accessibility

Service Ontario – e-Laws This website contains all current statutes including the Municipal Elections Act, 1996, the Ontarians with Disabilities Act, 2001 and the Accessibility for Ontarians with Disabilities Act, 2005, www.e-laws.gov.on.ca