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Third Party Package __The TOWNSHIP of____ NORTH DUMFRIES North Dumfries Community Complex 2958 Greenfield Road, P.O Box 1060, Ayr, ON N0B 1E0 Welcome to the 2018 Municipal Election! This information package has been prepared for registered third parties in the Township of North Dumfries. Its contents are not meant to cover all information required by a registered third party, it is intended only as a guide. Registered Third Parties should refer directly to the Municipal Elections Act, 1996 for specific provisions and additional details. Registered Third Parties must satisfy themselves, through their own determination or with the assistance of their own legal counsel, of the various legal requirements relating to their registration. In addition, registered third parties must comply with all the requirements relating to election campaign finances. As the year progresses, additional information may be distributed from the Clerk's division, therefore it is imperative that registered third parties notify the Clerk of any address and e- mail changes. Enclosed you will find the following information and/or resources: 1) Notice of Nomination 2) 2018 Municipal Elections Procedures 3) Ministry of Municipal Affairs and Housing Third Party Advertiser Guide 4) Preliminary Certificate of Maximum Campaign Expenses 5) Notice of Filing Requirements and Penalties Related to Campaign Finances 6) AMCTO “Removing Barriers to Political Participation” Accessibility Guide 7) Ward Map If you have any questions please contact the Clerk’s Office at 519-632-8800 or e-mail [email protected]. Thank you, Ashley Sage, Returning Officer Clerk Township of North Dumfries Telephone: 519-632-8800 Fax: 519-632-8700 Website: www.northdumfries.ca Public Notice 2018 Municipal and School Board Election Filing of Nominations The Municipal Elections Act requires that every person who wants to run for office in the Monday, October 22, 2018 Municipal Election must file a Nomination Form with the Clerk. Nomination period opens on Tuesday, May 1, 2018 and closes on Friday, July 27, 2018 at 2 p.m. The prescribed Nomination Form 1 and Form 2, the new requirement for 25 supporting signatures on the Nomination Form, are available at http://www.mah.gov.on.ca/Page18735.aspx (School Board Trustees are exempt from the signature requirement). The Municipal Elections Act provides that a candidate’s election campaign period for any of the offices listed below begins on the day they file a nomination for the campaign. No contributions shall be made or accepted and no expenses may be incurred before the Nomination Form is filed with the Clerk. Money, goods and services given to and accepted by or on behalf of a person for their election campaign are contributions. Please note that nominations for the offices listed below will be received by the Clerk responsible for their municipal election to be held on Monday, October 22, 2018: • Regional Chair • Mayor • Regional Councillor for Cambridge, Kitchener or Waterloo • Ward Councillor • Waterloo Region District School Board Trustee • Waterloo Catholic District School Board Trustee • Conseil Scolaire Viamonde • Conseil Scolaire catholique MonAvenir For more information, please visit wrvotes.com. Dated this 20th day of April, 2018. 2514735 Updated May 1, 2018 2018 Municipal Elections Procedures This document is available in alternate formats upon request. Definitions and Interpretations ............................................................................................................. 3 Election Principals ................................................................................................................................... 4 Authority of the Clerk .............................................................................................................................. 5 Public Information ................................................................................................................................... 6 Nominations .............................................................................................................................................. 6 Scrutineers............................................................................................................................................... 11 Candidate Campaigning and Campaign Advertisement ............................................................. 12 Candidate Campaign Contributions .................................................................................................. 15 Candidate Campaign Expense ........................................................................................................... 17 Third Party Advertising ........................................................................................................................ 19 Contributions to Registered Third Party .......................................................................................... 24 Expenses of a Registered Third Party .............................................................................................. 26 Voters’ List ............................................................................................................................................... 28 Election Help Centre(s) ......................................................................................................................... 29 Internet and Telephone Voting Procedures .................................................................................... 30 Close of Voting and Results................................................................................................................ 34 Recount Procedures ............................................................................................................................. 35 Candidate Financial Statements ........................................................................................................ 37 Third Party Financial Statements ...................................................................................................... 38 Compliance Audit Committee ............................................................................................................. 39 Election Records .................................................................................................................................... 40 Election Accessibility Plan .................................................................................................................. 41 Emergencies ............................................................................................................................................ 44 Offences and Penalties ......................................................................................................................... 44 Attachment 1: Use of Corporate Resources for Election Purposes Policy No. CS-0001 ... 47 Attachment 2: Recount Policy No. CS-0002 .................................................................................... 53 Attachment 3: By-law 2952-2018 Being a By-law to Regulate Election Signs in the Township of North Dumfries ............................................................................................................... 56 Index of Forms ........................................................................................................................................ 62 2 Definitions and Interpretations In these procedures: "Act" means the Municipal Elections Act, 1996, S.O. 1996 c.32, as amended. "Ballot" means an image on a computer screen showing all choices available to an elector and spaces for the elector marks their vote or an audio set of instructions describing all choices available to an elector and how an elector marks their vote. "Candidate" means a person nominated under s. 33 of the Act. "Certified Candidate" means a candidate whose nomination was certified by the Clerk under s. 35 of the Act. "Clerk" means Ashley Sage, the Clerk of the Township of North Dumfries and a reference to the Clerk includes a reference to an Election Official carry out an election duty on behalf of the Clerk. “Election Help Centre(s)” means any location(s) that have been deemed by the Township to assist voters’ and/or candidates. "Election Official" means the Clerk or any other person appointed in writing by the Clerk to carry out election duties under the Act. "Municipal Office" means the North Dumfries Township administration building located at the North Dumfries Community Complex at 2958 Greenfield Road, Ayr, Ontario. "Preliminary List of Electors" means a list of electors for the municipality compiled by the Municipal Property Assessment Corporation. "Proof of Identification" means proof of identity and residence as prescribed in O. Reg. 304/13 of the Act. "Regular Office hours" means Monday to Friday, 8:30 a.m. to 4:30 p.m. "Scrutineer" means an individual, appointed in writing by a certified candidate, to represent him or her during the election. “Service Provider” means Intelivote Systems Inc. “Voter Credentials” means unique PIN assigned to each voter to securely access the voting system. "Voter Information Letter" means a personalized letter mailed to every elector containing Voter Credentials, how to vote and other information. "Voters’ List" means the Preliminary List of Electors, as corrected by the Clerk, under s. 22 of the Act. "Voting Day" means the day on which the final vote is to be taken in an election. 3 "Voting Period" means the period from Tuesday, October 9,
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