Transcript Departmental Overview: - Northwest Territories

CONDUCTING
A SUCCESSFUL ELECTION
A presentation for Returning Officers
October 2008
Congratulations
• You have been asked to be the Returning Officer for
the local community government and/or education
authority election.
• Your competence and integrity for this important post
is trusted. Elections are the people’s means to freely
choose who represents them. The election which is
conducted efficiently, fairly and independent of
influence or interference enhances our independence
of choice.
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Contractual Arrangement
• Council appoints a Returning Officer and Registrar.
One person may be appointed to both offices.
• The SAO/Principal contracts with the Returning Officer
to conduct the election and hire staff.
• All election officers will be asked to declare or affirm to
carry out their duties faithfully and in accordance with
the Local Authorities Elections Act.
• You become a Commissioner of Oaths to complete
affirmations of election staff, electors and candidates
during the election period.
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Organization Is The Key To Success
What do you need?
• A working area to conduct business
• Copy of the Local Authorities Elections Act and
Returning Officer’s Manual
• Ballots, ballot boxes and seals
• Election Forms
• Election staff and interpreters appointed and trained.
• Office supplies and Bibles
• Food and drinks for election staff
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Before Nominations Open
• Prepare your office
• Have ready, Nomination forms, Statutory
Declarations, Ballot boxes with locks
• Familiarize yourself with the Local Authorities
Elections Act and the Returning Officers Manual
• Familiarize yourself with all Election Forms
• Introduce yourself to the Chief Municipal Electoral
Officer who is available to assist you with any
questions and problems
• Appoint elections staff
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Election Legislation
And Forms
• The community government/education authority
should have these documents available prior to your
appointment.
• You can obtain the Local Authorities Election Act and
Regulations from the CanLII website at
www.canlii.org/nt/sta/index.html OR MACA’s website
at www.maca.gov.nt.ca.
• The Returning Officer’s Manual is available on
MACA’s website.
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Returning
Officer
• Appointed by authority
not later (closer) than 8
weeks to election day
• May be Registrar
• Recruits, swears in,
trains and supervises
Deputy Returning
Officers, and other
election staff
Registrar
• Appointed by authority
not later(closer) than 8
weeks to election day
• May be Returning Officer
• Responsible to ensure all
eligible voters are placed
on the voter’s list
• Recruits enumerators if
required
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If The Mayor’s Position Is Open
In A Hamlet…..
• ... Remind, in writing, all councillors whose terms are
not complete, if they wish to run for Mayor, they
MUST resign from council the Friday before
nominations open.
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Eligible Candidates
• Canadian citizens
• 18 years of age and older
• A resident of the community 12 months prior to the
close of nominations or the residency period set by
community charter
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Persons Not Eligible To Be Candidates
•Judges, including JPs
•MLA’s
•Local government or
education employees
•Election officers
•Sheriffs, municipal
auditor & assessors
•Sureties - persons who
take on debt or legal
responsibilities of an
employee or officer of the
local government
• Convictions for criminal
offences punishable for
five or more years within
three years of election
• Persons convicted of
corrupt election practices
within three years of
election
• Persons in debt to the
municipal or settlement
corporation - See next
page.
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Persons In Debt To The Municipality Are
Not Allowed To Run For Municipal Office
How much debt?
• A person who owes the municipal or settlement
corporation $500 or more over 90 days
• A person who owns 10% or more voting shares in a
corporation which owes $500 or more over 90 days
• In tax-based communities, a person who has not paid
taxes ending December 31st of any year
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Call For Nominations
7th and 6th week prior to Election Day
The SAO informs the Returning Officer in writing;
1) Whether the Mayor’s seat is open
2) The number of councillors required
3) Local Education Authority seats open (if jointly
done)
4) Charter Community - number of public seats to be
elected
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Nomination Papers
• The Local Authorities Elections Act requires a
candidate to have two eligible voters nominate him or
her and all must make a declaration before a
Returning Officer who becomes a Commissioner of
Oaths during the period of the election.
• It is important candidates and nominators are aware
of this requirement.
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Notice Of Candidates Nominated
POST AS SOON AS POSSIBLE AFTER
NOMINATIONS CLOSE
• Returning Officer
may delay posting of
candidates for 48
hours while certain
candidates reconfirm
their eligibility to run
for office.
• Returning Officer may
have to extend
nominations one week if
not enough nominations
are received to fill
vacant positions.
*No one, including the media, is to receive information on
nominations prior to the close of the Nomination Period*
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Challenges to Candidates Eligibility
• Notify the candidate immediately in writing of the
reason and request a second declaration of eligibility
be sworn before you (in some special circumstances
you may allow up to 48 hours) .
• If the candidate complies, your role is finished and the
person’s name appears on the ballot.
• If the candidate refuses, you do NOT list the person
as a candidate.
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The Nomination Period Can Be...
• …hectic. You may have had to respond to many
questions. This is good. People are interested in
their community government or education authority
and who represents them. Now that it is over, you
now have to get ready for election day.
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This Is The Time To Train Election
Officers To Assist You…
•
•
•
•
To compile the Voter’s List
For advance, mobile, and Election Day Voting stations
To post important election notices if necessary
To undertake the duties of the Deputy Returning
Officer and Registrar if necessary
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30 Days Prior To Election
• Notice of Election:
details the positions,
number of persons
required for each position
in the community, and
the date, hours and
location(s) of the vote.
• Voter questions and
requests to borrow
money may require voter
approval.
•Voter’s List:
lists the voters who are
eligible to vote, includes
eligibility requirements and
how to get on the Voter’s
List if names were missed.
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Ballots
• Separate ballots for mayor, councillor, local education
official, each borrowing bylaw and voter question
• Clearly differentiate candidate’s first and last names
(and initials)
• Alphabetical order is recommended
• Must use English and may use Aboriginal language
and/or French
• Pictures of the candidates may be used
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Voting Days
• These can be hectic days. The more organized and
knowledgeable you and your staff are of election
responsibilities, the smoother your days will be.
• Be confident. Don’t be rushed.
• If you are uncertain of anything, call for assistance.
• Take notes of each election for future reference and/or
training.
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Advance Voting
• No more than 14 days prior to an election and not
less 7 days prior to an election.
• Advance Voting date set by council and included in
the Notice of Election.
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Mobile Voting Stations (Discretionary)
• To assist the disabled and elderly by taking the voting
station to their residence
• Done by appointment with the Returning Officer on a
day other than election day
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Public Election Information
• Directions for voting
• Directions for Proxy Voters
• Directions for Advance Vote
• Eligibility Criteria for Voters
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Election Day Requirements
• Voter’s Registrar-voters
to be checked off as they
vote
• Numbered and initialed
ballots for each position,
or colored ballots for
each position
• Sufficient ballot boxes
• Voting booths or shields
• Pencils
• Proxy Certificates and
Declaration of Proxy
Voter to be passed in to
electoral officers
• Declaration of eligibility
forms
• Certificate of Election
• Voting summary sheets
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Election Day
• Voting station opened, empty ballot boxes sealed
• Election officials attend each voter by checking name from
Voter’s list, providing an initialed ballots and providing
instructions.
• Electors sworn in when not on Voter’s List
• “challenged” is written by voter’s name where elector challenged
• Proxy voters assisted with paperwork
• Voting Station closes and voters still inside allowed to vote
• The counting begins
• The persons elected declared
• The paperwork completed
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Maintaining Order On Election Day
• Ensure no one causes any disturbances at the voting
stations. Be polite but FIRM.
• No campaigning/or materials are permitted in any
voting station or within Immediate Vicinity of one.
• Only election staff or a person authorized by you may
attend a voting booth with an elector.
• Call bylaw officer or the RCMP if required.
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Dealing With Candidates
And Their Agents
• Only the candidate or one agent is permitted to attend the
voting station(s) at any time to observe the election
process.
• You may request appointment forms be signed by a
candidate and presented at the station(s). (See Manual)
• Agents may examine the voter’s registrar on election day
providing no elector is delayed or inconvenienced in voting.
• At the count, agents may examine and challenge ballots
and have those challenges recorded by the Returning
Officer.
• Agents may sign the envelopes containing final results and
are entitled to a statement of the election results.
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When A Person Is A Candidate For
Both Mayor And Hamlet Councillor….
• Count the votes for Mayor first
• Declare who has the most votes for Mayor
• If the duo-candidate has won the Mayor’s election,
count the votes for councillor excluding those cast for
the person who won as Mayor.
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Valid Ballots
• Initialed by the Returning Officer or DRO
• Have no more votes than entitled - One for the Mayor
and up to the maximum votes for available positions
for councillors
• Have no marks to identify the voter
• Have clear voting instructions. These marks ( , ,
, , , ,,, ) are all acceptable.
• Marks outside the circle or square are acceptable
provided they are clearly opposite a name, and no
confusion exists as to whom the elector was voting
for.
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Counting Ballots
• Separate ballots if only one ballot box is used.
• Count votes in the following order.
• Advance and Mobile (if required) Voting stations –
Mayor
• Election Day Ballots for Mayor
• DECLARE winning Mayor
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Counting Ballots
• Advance and Mobile (if required) – Councillors
• DECLARE winning councillors
• Any other local authority i.e.. Education
• Any question put to a vote
• Announce that administrative recounts may be
requested in writing within 72 hours
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What Happens In A Tie Vote?
• Where a tie between two or more persons occurs, the
Returning Officer places one ballot for each tying
name in the ballot box. One Ballot is drawn. The
name of the person drawn is declared as having “one
more vote than any other candidate” and elected.
• If a tie occurs where a one or two year term is
decided, the candidates may decide who serves which
term. Failing that, use the above tie-breaking method.
• Tlicho Community Governments must have a run-off
election.
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Records
• Announce winners publicly.
• Package the records of each vote into three
envelopes: 1) statement of votes and ballots used in
the count, 2) rejected, cancelled and declined ballots
and 3) voter’s register, list of voters and unused
ballots. Seal and identify.
• Replace in ballot box and seal
• Turn over to Senior Administrative Officer/Principal
• Provide Certificates of Election
• Fax results to MACA at (867)873-0609
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Recounts
• Written requests for administrative recounts must be
received within 72 hours of election day.
• Either the candidate or his representative is permitted
to attend the recount.
• Confirm count of appropriate vote, confirm reasons to
accept/reject challenged ballots and confirm statement
of vote.
• Judicial recount may be requested by a voter within 14
days of election day by written notice to the Supreme
Court of the NWT.
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Chief Municipal Electoral Officer
• Appointed by the Commissioner to assist Returning
Officers to conduct fair, open and independent
elections. The CMEO provides interpretive
assistance, training materials and trouble-shooting to
Returning Officers consistent with the Act and
regulations.
• Obtains Orders to Vary the Time of an Action set by
legislation.
• Applies to Supreme Court of the NWT to stop an
election on the basis of inadvertence or error in
process.
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Public Research On Elections
Please assist the Elections Office to meet the demand
for election information.
• In addition to the voting• results, please
provide:
• Total eligible electors
• Total number of voters
• All candidates gender
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Chief Municipal Electoral Officer
• Do not hesitate to contact the Chief Municipal
Electoral Officer at any time.
Phone: 1-(867)-920-7398
Fax 1-(867)-873-0609
email- [email protected]
• Fax results and other information on election night
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Election Calendar - For Hamlets
Deadline for
Required Action
Section
LAEA
Important Election Dates - Hamlets & Settlements
0
11(7)
YEAR
1
Oct 13
2008
2
Oct 19
2009
3
Oct 18
2010
Resignation deadline*
37(2)
Oct 17
Oct 23
Oct 22
Open Nominations
Close Nominations
withdraw from election
Extend Nominations
Post Voters List/Notice
Earliest date Advance Poll
Latest date Advance Poll
11(6)
11(5)
46(1)
39(2)
11 (3) (4)
11(2)
11(2)
Oct 20
Nov 3
Nov 6
Nov 10
Nov 10
Nov 24
Dec 1
Oct 26
Nov 9
Nov 12
Nov 16
Nov 16
Nov 30
Dec 7
Oct 25
Nov 8
Nov 12
Nov 15
Nov 15
Nov 29
Dec 6
Election Date
10(b)
Dec 8
Dec 14
Dec 13
Request Admin. Recount
Remove election material
Request Judicial Recount
Term begins
80
109
83(1)
13(2)
Ham
89(2)
79(1)
Dec 11
Dec 22
Dec 22
Jan 5
Dec 17
Dec 28
Dec 28
Jan 4
Dec 16
Dec 27
Dec 27
Jan 3
Feb 9
Mar 9
Feb 15
Mar 15
Feb 14
Mar 14
Appoint Returning Officer &
Registrar (may be same
person)
Election Petition Deadline
Destroy Election Materials
* Councillors who run for Mayor, whose terms do NOT expire must resign by this date
How to use this sheet
1. Pick date of 2nd Monday in December of election year.
2. Use same column to obtain deadlines for important election deadlines.
3. Note: A required action which falls on a statutory holiday reverts to the first available date after (ie. Nov 11th & Christmas) .
Legislation and Political Development Section ??? Telephone (867)920-8893 Fax (867)873-0609 E-mail [email protected]
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Election Calendar
Cities, Towns and Villages.
Deadline for
Required Action
Section
LAEA
CITIES, TOWNS AND VILLAGES - Important Election
Dates
2009
2015
2012 LY
11(7)
Aug 24
Aug 20
37(1)
11(6)
11(5)
46(1)
39(2)
11 (3)(4)
11(2)
11(2)
10
80
14(2)
109
83(1)
89
79(1)
Aug 28
Aug 31
Sept 14
Sept 16
Sept 21
Sept 18
Oct 5
Oct 12
Oct 19
Oct 22
Nov 2
Nov 2
Nov 2
Jan 4
Jan 20
Aug 24
Aug 27
Sept 10
Sept 12
Sept 17
Sept 14
Oct 1
Oct 8
Oct 15
Oct 18
Nov 5
Oct 29
Oct 29
Dec 30
Jan 16
YEAR
LY - Leap Year
Appoint Returning Officer &
Registrar (may be the same
person)
Resignation Deadline *
Open Nominations
Close Nominations
Withdraw from Election
Extend Nominations
Post Voters List/Notice
Earliest date Advance Poll
Latest date Advance Poll
Election Date
Request Admin. Recount
Term Begins
Remove Election Materials
Request Judicial Recount
Election Petition Deadline
Destroy Election Materials
How to use this sheet
1. Pick the year or the date in which the 3rd Monday in October falls.
2. Use the same column to obtain deadlines for important election events
3. NOTE: A required action falling on a statutory holiday reverts to the first available date after.
* Where the terms of office for councillors are staggered.
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Congratulations
• Your role is now complete. You have run a
successful election by being organized and training
others to work one of the most important democratic
processes we have.
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