returning officer's manual

TableofContents

Introduction.....................................................................................................................................................................................1

LOCALAUTHORITIESELECTIONSACT–ELECTIONCOUNT‐DOWNCALENDAR.......................................................2

1. GettingStarted.....................................................................................................................................................................3

1.1 WhatYouNeedtoKnow.............................................................................................................................................................3

1.1.1ResourcestohelptheReturningOfficer...............................................................................................................3

1.2 Establishingyouroffice..............................................................................................................................................................4

2. RolesandResponsibilities...............................................................................................................................................5

2.1 Minister.............................................................................................................................................................................................5

2.2 LocalAuthorities............................................................................................................................................................................5

2.3 ChiefMunicipalElectoralOfficer............................................................................................................................................6

2.4 SeniorAdministrativeOfficer...................................................................................................................................................7

2.5 ReturningOfficer...........................................................................................................................................................................7

2.6 Registrar............................................................................................................................................................................................7

2.7 DeputyReturningOfficer...........................................................................................................................................................7

2.8 ElectionClerk..................................................................................................................................................................................8

2.9 OathofOffice...................................................................................................................................................................................8

3. Nominations..........................................................................................................................................................................9

3.1 ResignationofContinuingCouncillor...................................................................................................................................9

3.2 SendingOuttheCallforNominations...................................................................................................................................9

3.3 EligibilityofCandidates..............................................................................................................................................................9

3.3.1 EligibilityofCandidatesandVoters:MunicipalElections..........................................................................10

3.3.2EligibilityofCandidatesandVoters:TåîchôCommunityGovernments..............................................11 3.3.3 EligibilityofCandidatesandVoters:DistrictEducationAuthorities.....................................................12

3.4 DeclaringSchoolSupport........................................................................................................................................................13

3.5 Residency.......................................................................................................................................................................................13

3.6 FilingNominationPapers.......................................................................................................................................................13

3.6.1TakingOathsandAffirmationsfromCandidates...........................................................................................14

3.6.2ProblemswithNominationForms.......................................................................................................................14

3.5 ChallengePeriod.........................................................................................................................................................................15

SampleLettertoCandidateAdvisingofIneligibility..................................................................................................16

4. AnnouncingorCancellinganElection.......................................................................................................................17

4.1 AnElectionwillbeHeld...........................................................................................................................................................17

4.2 CandidatesareElectedby“Acclamation”.........................................................................................................................17

4.3 ExtendingtheNominationPeriod.......................................................................................................................................17

4.4 Appointments..............................................................................................................................................................................17

4.5 ElectionisCancelledbutaPlebiscitewillbeHeld........................................................................................................18

5. PreparationbeforeElectionDay.................................................................................................................................19

5.1 HiringaRegistrarandEnumerators..................................................................................................................................19

5.2 TheListofVoters........................................................................................................................................................................19

5.3 TheVoters’Register..................................................................................................................................................................20

5.4 HiringOtherElectionOfficers...............................................................................................................................................21

5.5 TrainingElectionsStaff............................................................................................................................................................21

5.6 TakingOathsandAffirmationsfromVotersandCandidates...................................................................................21

5.7 ElectoralDocuments.................................................................................................................................................................22

5.8 Ballots..............................................................................................................................................................................................22

5.9 BallotBoxes..................................................................................................................................................................................23

5.10 OtherSupplies.............................................................................................................................................................................23

5.11 ConservingthePeace................................................................................................................................................................23

6. OtherVotingOpportunities...........................................................................................................................................25

6.1 AdvanceVote................................................................................................................................................................................25

6.2 MobileVotingStation...............................................................................................................................................................25

6.3 VotingintheOfficeoftheReturningOfficer...................................................................................................................26

6.4 ProxyVoting.................................................................................................................................................................................26

6.5 Mail‐inBallots..............................................................................................................................................................................27

7. Campaigning.......................................................................................................................................................................28

7.1 Accesstomultipledwellingsites.........................................................................................................................................28

7.2 ElectionMaterialandSigns....................................................................................................................................................28

7.3 CampaigningonAdvanceVoteandElectionDay..........................................................................................................28

8. PreparationonElectionDay.........................................................................................................................................29

8.1 VotingFacilities...........................................................................................................................................................................29

8.2 Placards..........................................................................................................................................................................................29

8.3 VotingStationNotices..............................................................................................................................................................29

9. ElectionDay.........................................................................................................................................................................32

9.1 HoursofVoting............................................................................................................................................................................32

9.2 BeforeOpeningtheVotingStation......................................................................................................................................32

9.3 PersonsPresentinaVotingStation....................................................................................................................................32

9.4 Candidate’sAgents(Scrutineers)........................................................................................................................................33

9.5 TheMedia......................................................................................................................................................................................33

9.6 ElectionProceduresforWhenVotersArrive.................................................................................................................34

9.7 TheRighttoVoteinSecret.....................................................................................................................................................34

9.8 QuestionsofEligibilitytoVote..............................................................................................................................................35

9.9 MarkingaBallot..........................................................................................................................................................................35

9.10 AssistancetoVoters..................................................................................................................................................................35

9.11 CancelledBallots.........................................................................................................................................................................36

9.12 DeclinedBallots...........................................................................................................................................................................36

9.13 LeavingtheVotingStationbeforeVoting.........................................................................................................................36

10. AftertheVote......................................................................................................................................................................37

10.1 ClosingtheVotingStationandEnsuringNoOneEnters............................................................................................37

10.2 PreparingtoCounttheBallots..............................................................................................................................................37

10.3 ExaminingtheBallots...............................................................................................................................................................37

SamplesofBallotsAcceptedandCounted......................................................................................................................38

SamplesofBallotswhichareRejected............................................................................................................................39

10.4 Objections......................................................................................................................................................................................40

10.5 CountingtheBallots..................................................................................................................................................................40

10.6 VoteCountingMachines..........................................................................................................................................................41

10.7 BreakingTieVotes.....................................................................................................................................................................41

10.8 TallyingtheResults...................................................................................................................................................................41

10.9 AutomaticRecounts..................................................................................................................................................................41

10.10 SealingtheVoteResults...........................................................................................................................................................41

10.11 DeclarationofElectionResults.............................................................................................................................................42

10.12 CertificateofResults.................................................................................................................................................................42

10.13 OfficiallyNotifyingCandidates.............................................................................................................................................42

10.14 RemovalofCampaignMaterials...........................................................................................................................................42

10.15 AdministrativeRecount...........................................................................................................................................................42

10.16 ElectionReports..........................................................................................................................................................................43

10.17 JudicialRecount..........................................................................................................................................................................43

11. ElectionProblemsandOffences..................................................................................................................................45

11.1 ApplicationforNewElection.................................................................................................................................................45

11.2 MajorElectionOffences...........................................................................................................................................................45

11.2.1LimitationPeriod......................................................................................................................................................46

11.3 ElectionPetition..........................................................................................................................................................................46

12. DestructionofElectionMaterials................................................................................................................................48

13. Glossary................................................................................................................................................................................49

14. SupportingResources......................................................................................................................................................53

15. FrequentlyAskedQuestionsaboutMunicipalElections....................................................................................60

1

Introduction

ThismanualisbasedoninformationcontainedintheLocalAuthoritiesElectionsAct(LAEA)andtheLocalAuthoritiesElectionsFormsRegulations.ThismanualalsoincludesinformationfortheTåîchôcommunitygovernments.Themanualdescribestheauthorityanddutiesofallthepeopleinvolvedin the conduct of local elections formunicipal councilsandDistrict EducationAuthorities in theNorthwestTerritories,butthemainaudienceforthismanualistheReturningOfficers.WhileeveryefforthasbeenmadeinthismanualtoaccuratelyrepresenttheinformationintheLocalAuthoritiesElections Act (www.justice.gov.nt.ca/Legislation/AlphaSearch.htm), Returning Officers shouldcontinuetorefertotheLocalAuthoritiesElectionsAct.

In thecaseofchartercommunities, thecommunitychartermustbeconsulted;and in thecaseofTåîchô community governments, the Tåîchô Community Government Act, sections 12‐18 must beconsulted.

ReturningOfficersplayanimportantroleintherunningofelections:

Youorganizetheelection;

You give notice to the general public of important procedures and dates in the electionprocess;

Youensurethateligiblevotersareonthelistofvoters;

YousupervisetheotherElectionOfficers;

Youensuretheproperandpeacefulconductofelections;

Yousetupandsupervisetherunningofvotingstationsandsupervisethecountingof theballots;and

Youwritereportsabouttheelectionresults.

Throughouttheelectionprocess,youconstantlyandvigilantlyguardagainstanyelectionoffencesandbreakingof therules. Yourgoal is torunanelection that isconducted fairlyandseen tobeconductedfairly.

ChiefMunicipalElectoralOfficeContacts

The Chief Municipal Electoral Officer, located in the Department of Municipal and CommunityAffairs,helpsallReturningOfficerswiththeirduties.Ifyouhaveanyquestionsorconcerns,pleasecontacttheChiefMunicipalElectoralOffice:

MunicipalandCommunityAffairs#500,5201‐50thAvenue(NWTelTower)Yellowknife,NTX1A3S9

Mr.MikeDrakeChiefMunicipalElectoralOfficerTel:(867)695‐7220Cell:(867)695‐6682Fax:(867)873‐0584Email:[email protected]

Ms.WandaJ.NorwegianDeputyChiefMunicipalElectoralOfficerTel:(867)767‐9165Extention:21087Fax:(867)873‐0584Email:[email protected]

Ms.GraceLau‐aDeputyChiefMunicipalElectoralOfficerTel:(867)767‐9164Extension:21068Fax:(867)873‐0584Email:grace_lau‐[email protected]

Ms.EleanorYoungDeputyChiefMunicipalElectoralOfficerTel:(867)767‐9160Extension21000Fax:(867)873‐0584Email:[email protected]

LOCALAUTHORITIESELECTIONSACT–ELECTIONCOUNT‐DOWNCALENDAR

SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

PRE‐EVENTACTIVITIES

CouncilmayappointReturningOfficer/RegistraranytimeafterJan1ofanelectionyear.ReturningOfficerandRegistrarappoints/swearsinownstaff.Anytraining,rentals,purchasingmaybecommencedearlierthanthestartofthiscalendar.

DAY49

FinaldatetoappointReturningOfficer&Registrar

DAY48 DAY47 DAY46 DAY45

ResignationDeadlineofanOn‐goingCouncillorrunningforMayor+

DAY44

DAY43 DAY42

Nominations Opennotlaterthantoday

DAY41

DAY40

DAY39 DAY38 DAY37

DAY36 DAY35 DAY34 DAY33 DAY32 DAY31

DAY 30

Deadline forposting list ofvoters

DAY29 DAY28

[email protected].

DAY27

Faxcandidate’slisttoCMEO

DAY26

Lastdaytowithdrawasacandidate

DAY25

Lastdayforvoterstochallengecandidates

DAY24

Postnoticeofadvancevote/electionday

DAY23

DAY22 DAY21

(Finaldayfornominationsifinsufficientcandidates)

DAY20 DAY19 DAY18 DAY17 DAY16

DAY15

DAY14

EarliestdateforAdvanceVote*

DAY13

DAY12

DAY11

DAY10

DAY09

DAY08

DAY07

LatestdateforAdvanceVote*

DAY06

DAY05

FinaldaytosubmitProxyApplicationForms@3:00p.m.

DAY04

DAY03

DAY02

DAY01 DAY00

ELECTIONDAY

POSTELECTIONDUTIES:

Setdateforrecountswhererequestedorrequired

CompleteCandidate’sCopyofElectionResults

SendresultstoChiefMunicipalElectoralOfficer

SecureelectionmaterialsandhandovertoSAO

+Resignationiseffective3weeksaftertheelection.

* The Council may decide to hold anAdvance Vote and, if approved by bylaw,maycreateadditionalvotingopportunitiesintheOfficeoftheReturningOfficer.

NominationPeriod AdvanceVotingPeriod ElectionDay

TYPEOFCOMMUNITY ELECTIONDAY CYCLECities,TownsandVillages 3rdMondayinOctober Every3yearsHamlets 2ndMondayinDecember Staggeredelections,everyyearCharterCommunities Ownelectiondates Every2yearsTsiigehtchic 3rdMondayinJune Every2yearsFortGoodHope 3rdMondayinJuly Every2yearsTåîchôCommunityGovernments 2ndMondayinJune Every4yearsBy‐electionsascalledbyanyoftheaboveauthorities.

ReturningOfficer’sManual–LocalAuthoritiesElectionsAct 3

1. GettingStarted

1.1 WhatYouNeedtoKnow

Everyelectionisdifferent. Togainanunderstandingoftheworkinvolvedineachelection,thesearethequestionsyouneedtoask:

Howmanylocalauthoritiesareinvolved?(e.g.,Hamlet,DistrictEducationAuthority)

Has the Senior Administrative Officer contacted other local authorities respecting jointelections?

Whatpositionsareopen?(e.g.,MayorandCouncillors,Councillorsonly,DistrictEducationAuthoritymembers)

Willthevotersbeaskedquestions?(e.g.,borrowing,otherquestions)

WillaRegistrarbeappointed?

Howmanyvotersarethere?

Hasthelistofvotersbeenupdatedandmaintained?

Whoisresponsibletorecruitelectionstaff?

You may also want to consider if you will be present in the community for the entire electionperiod. Ifnot,willyoubeavailableduringthenominationandchallengeperiods? Willyouhaveenoughtimetoenumeratethevoters?CanyouappointaDeputyReturningOfficertoassistyou?

1.1.1 ResourcestohelptheReturningOfficer

WhenyouareappointedasaReturningOfficer,alongwiththismanual,youshouldobtainacopyoftheLocalAuthoritiesElectionsAct.

LocalAuthoritiesElectionsAct

TheLocalAuthoritiesElectionsActgovernscommunitygovernmentelections.Thislegislationsetsouttheeligibilitycriteriaforvotersandcandidates,establishestheelectioncalendar,setsouttheelectionprocess,providesforrecountsandjudicialreviews,describesunlawfulelectionactivities,anddescribestheprocedurefordisposingofusedballotsandotherelectionmaterials.

ElectionCalendars

TheMACAwebsitehaselectioncalendars formostmunicipalities. Electioncalendars forchartercommunitiesmaybeobtainedfromtheChiefMunicipalElectoralOfficer.

LocalAuthoritiesLegislation

Everymunicipalcorporationisestablishedundertheauthorityofterritoriallegislation.Legislationincludes theCities,TownsandVillagesAct, theHamletsAct, theCharterCommunitiesAct,and theTåîchôCommunityGovernmentAct.Attimes,youmayhavetorefertotheseActs,theirregulationsandyourbylawstofindinformationonthenumberofelectedofficials,thetermsofoffice,electiondates,votingalternatives,votecountingandstaggeredtermsofelectedofficials.


TåîchôcommunitiesshouldtakespecialcaretonotethedifferencesbetweenprovisionsintheLocalAuthoritiesElectionsActandsections12to18oftheTåîchôCommunityGovernmentAct.

Communities established under the Charter Communities Act have their own election dates,eligibility criteria formembers of Council, and length of term as set out in their charter. ThesedetailsaresetbyOrdersthatarefoundunderRegulationsoftheNWT.Theseorderscanbefoundatwww.justice.gov.nt.ca/Legislation/AlphaSearch.htm

RegardingelectionsforaspecificDistrictEducationAuthorityrefertotheregulationsestablishedpursuanttotheEducationAct.

1.2 Establishingyouroffice

If you are unable to use an office at the local Council Office or the District Education Authorityoffice,thenyoumayhavetorentspaceandacquireofficefurniture,aphone,computerequipment,etc.inordertobeabletoruntheelection.Youmayalsoneedsomestaffmemberstohelpyouout.Ifso,youandtheSeniorAdministrativeOfficeroraDistrictEducationAuthorityofficialwillsettleonafeeforyourservicesandtheratesyouortheywillpayelectionofficers.FeesandotherrentshouldbediscussedwiththeLocalAuthorityManager.


2. RolesandResponsibilities

AsReturningOfficer,youareoneofmanypeoplewhohelprunanelection. This sectiongivesabriefsnapshotofthedifferentpeople/organizationswhoareinvolvedintheelectionprocess,andwith whom you will have to work. People involved include the Minister (responsible for thelegislationthatgovernselections)tothepersonatthevotingboothwhohelpsyoucounttheballots.

2.1 Minister

The Minister responsible for Municipal and Community Affairs (the Minister) has overallresponsibility for the Local Authorities Elections Act and for specific municipal elections. TheMinistermaygivespecificdirectionstothelocalauthority,theChiefMunicipalElectoralOfficerorelectionofficersgoverningtheconductofanelectioninordertosupplementtheinstructionsintheLocalAuthoritiesElectionsAct(s.4(1)).TheMinisterestablishesanddistributesmanualsorguidesforvoters,candidates,candidates’agents,theChiefMunicipalElectoralOfficer,orelectionofficers(s.4(3)).TheMinistermay,byorder,varythedatesorperiodsoftimefixedbytheLocalAuthoritiesElectionsAct(s.5)

The Minister responsible for Education, Culture and Employment has responsibility for specificDistrictEducationAuthority (DEA)elections. If aMinister’sOrder is required foraDEAelection,thisMinisterisresponsible.

2.2 LocalAuthorities

A “local authority” isdefined in theLocalAuthoritiesElectionsAct asMunicipalCouncils,DistrictEducationAuthorities,andotheragenciesestablished in theNorthwestTerritories thatreferencetheLocalAuthoritiesElectionsActastheauthority’selectionrule.

Localauthoritiesmustholdelectionsontheday(s)specified intheLocalAuthoritiesElectionsAct(see chart below), in the Tåîchô Community Government Act or the community charter. Localauthoritiesrunandpayforlocalelections.Thelocalauthoritycanconductanelectiononitsownbehalf, or onbehalf of another local authority ‐‐ to help share costs. For example, a communitygovernmentmaymakeanagreement toshareorcover thecostofanyelectionheld jointlyoronbehalfoftheDistrictEducationAuthority.ThetwoauthoritiesshouldmakefinancialarrangementsbeforetheappointmentoftheReturningOfficer.

The term of office for council members in cities, towns, villages and hamlets may vary from amunicipalact ifabylawismade.Themunicipalitiesmayalsodecidetostaggertermsofofficebybylaw.

A local authority is responsible tonotify theChiefMunicipalElectoralOfficerwhenever theyarehavingaby‐electionorplebiscite.DistrictEducationAuthoritiesshouldnotifytheChiefMunicipalElectoralOfficerwhentheyareholdingtheirelections.


*Councilsmaysetadifferenttermofoffice,bybylaw,fromtwoyearstofouryears.

2.3 ChiefMunicipalElectoralOfficer

TheCommissionerinExecutiveCouncilappointstheChiefMunicipalElectoralOfficerandDeputyChiefMunicipalElectoralOfficers.Theirdutiesinclude:

SupervisestheconductofallelectionsheldundertheLocalAuthoritiesElectionsAct;

AssiststheReturningOfficersastheyconductlocalelections;

Assists Returning Officers to understand the Local Authorities Elections Act, to completeforms,torespondtocommunityinquiriesandtheproceduralconductoftheelection;

GivesdirectiononhowtoadministertheLocalAuthoritiesElectionsActsothatallelectionsareproperlyconducted;

Issuesanyinstructionswhichs/hefeelsarenecessary,toelectionofficerstoensurethattheprovisionsofthisLocalAuthoritiesElectionsActarecarriedouteffectively;

Promotes fairness, impartialityandcompliancewith theLocalAuthoritiesElectionsActonthepartofelectionofficers;and

Is available to deal with challenges that arise during the course of the election process,includingjudicialreviewsandpoliceinvestigationsofallegedelectionoffences.

Inextremesituations,canstopanelection, inwholeor inpart,anddirect thatanewelectionbeheldorthatanelectionresume.

TheChiefMunicipalElectoralOfficercanapplyforaMinister’sOrdertovarythetimeofprescribeddatesandshortentheelectioncalendarforby‐elections(orothersituations)wherefillingcouncilvacancies isurgent. TheChiefMunicipalElectoralOfficercanalsoapplyforaMinister’sOrdertoshorten the election calendar to have the vote fall on the day set out by the Local Authorities

CommunityGovernments ElectionDate Termofoffice

Cities,TownsandVillages 3rd MondayinOctober 3yearterms*

Hamlets 2nd MondayinDecember 2yearterms*

CharterCommunitiesSetoutinEstablishmentOrderunderRegulations

1stWednesdayafterEaster3rdMondayinJuly3rdMondayinJune

Déline– every2ndyearFt.GoodHope–every2ndyearTsiigehtchic–everyyear

TåîchôCommunityGovernments

2nd MondayinJune Every4years

DistrictEducationAuthoritiesÉcoleScolaireFrancophone

SameasmunicipalcorporationormaysetoutowndateorassetbyMinisterialOrder.

SametermasmunicipalcorporationincommunityorassetbyMinisterialOrder.


ElectionsAct if, forexample, a local authorityhasbeendelayed inappointingaReturningOfficerduetounforeseencircumstances.Thisisalastresortandusedonlywhenabsolutelynecessary.

2.4 SeniorAdministrativeOfficer

If the municipal council does not appoint a Returning Officer, the Senior Administrative Officerperforms the duties and exercises the powers of the Returning Officer. If the council does notappoint a Registrar, the Senior Administrative Officermust perform the duties and exercise thepowersoftheRegistrar.TheSeniorAdministrativeOfficerisresponsibleforthesafekeepingoftheelection material, after the election is over and its eventual destruction. After the election, theReturningOfficermust transfer theballotboxes,ballotsandelectionmaterial into thecustodyoftheSeniorAdministrativeOfficer.(ForaDistrictEducationAuthority,theRegionalSuperintendentofEducation,CultureandEmploymentassumesthisrole.)

2.5 ReturningOfficer

The local authority appoints a person as Returning Officer. The local authoritymust appoint aReturning Officer at least sevenweeks before Election Day. If the authority does not appoint aReturningOfficer,oriftheReturningOfficerresigns,theSeniorAdministrativeOfficerperformsthedutiesandexercisesthepowersofthereturningofficerforthemunicipality.

For a District Education Authority, the Regional Superintendent responsible for the EducationDistrictwillperformthedutiesandexercisethepowersoftheReturningOfficer.

AstheReturningOfficer,youareresponsiblefortheconductoftheelection.Youmustknowyourroleintheelectionprocessandensureitisunderstoodinthecommunity.Youareinchargeoftheelection. Candidates and their supportersmust followyour instructions as outlined in theLocalAuthorities Elections Act. Election workers are accountable to you. Questions concerning theelectionmustbeforwardedtoyou.

Exerciseyourauthoritywithknowledge,skillandquietauthority.Befairandbefirm.Understandthe legislation well and your responsibilities under it. People become passionate in elections.Residents will be looking to you to ensure the election is run properly with no favour to anyparticularcandidateandthatallcandidatesplaybytherules.

2.6 Registrar

IfthelocalauthoritydoesnotappointaRegistrarwhomayalsobetheReturningOfficer,theSeniorAdministrativeOfficerperformsthedutiesandexercisesthepowersoftheRegistrar.TheRegistrarpreparesaseparatelistofvotersforeachgeneralelection.(ForaDistrictEducationAuthority,thisroleisassumedbytheRegionalSuperintendentofEducation,CultureandEmployment.)

2.7 DeputyReturningOfficer

ADeputy Returning Officer is responsible for the conduct of the vote at a voting station. If theReturningOfficer is absent or unable to act, aDeputyReturningOfficermay exercise any of thepowersandperformanyofthedutiesoftheReturningOfficer.IftheReturningOfficerresigns,theDeputy Returning Officer will assume the duties of the Returning Officer. A Deputy ReturningOfficer has the authority to act as a Commissioner of Oaths, for the purpose of taking oaths ordeclarationsundertheLocalAuthoritiesElectionsAct. TheDeputyReturningOfficerwillperform


thedutiesspecifiedintheScheduleoftheLocalAuthoritiesElectionsActandfollowanydirectionsandanyinstructionsfromtheChiefMunicipalElectoralOfficer.

2.8 ElectionClerk

Where aDeputyReturningOfficer is absent or unable to perform their duties, an Election Clerkmay,underthedirectionoftheReturningOfficer,performanyofthedutiesoftheDeputyReturningOfficer. The Election Clerk has authority to act as a Commissioner of Oaths for the purpose oftaking oaths or declarations under the Local Authorities Elections Act. The Election Clerk willperformthedutiesspecifiedintheScheduleoftheLocalAuthoritiesElectionsActandwillfollowanydirectionsandanyinstructionsfromtheChiefMunicipalElectoralOfficer.

2.9 OathofOffice

Beforecarryingouthisorherdutiesasanelectionofficer,eachpersonmusttakeanoathofoffice.Candidates and elected members of the local authority are not allowed to serve as an electionofficerbecausethatwouldcreateaconflictofinterest.

Onceyouhaveacceptedtheposition(s)oftheReturningOfficerand/ortheRegistrar,youmaybeaskedbytheSeniorAdministrativeOfficertotaketheOathforElectoralOfficers.Onceyouhavetakenthatoath,youwill,inturn,administerthisoathtoDeputyReturningOfficers,ElectionClerks,Interpretersandotherelectionworkerswhowillbeassistingyou.TheoathwhichisForm2undertheLAEARegulationsmustbesignedbytheElectionOfficersincludingtheReturningOfficer.HereisthewebsiteaddressforalloftheLAEAprescribedforms:http://www.justice.gov.nt.ca/PDF/REGS/LOCAL_AUTHOR_ELEC/Local_Author_Elect_Forms.pdf


3. Nominations

3.1 ResignationofContinuingCouncillor

Inmunicipalitiesthathavestaggeredtermelections,whereacouncilmemberwishestoruninanelectionbuttheirtermofofficewouldnormallycontinue,theymustresignfromcouncilatleast3days before the opening of nominations. Their resignation becomes effective 21 days after theelection.

3.2 SendingOuttheCallforNominations

TheLocalAuthoritiesElectionsActrequiresthepublicpostingofseveralelectionitems,thefirstofwhich is the “Notice Calling for Nomination of Candidates”. As a Returning Officer, you mustpubliclypostthesenoticesinanyoneormoreofthefollowingways:

Insertthenoticeatleastonceinanewspaperthatcirculatesintheelectoraldistrict;

Mailordeliveracopyofthenoticetoeachvoterintheelectoraldistrict;

Announcethenoticeonatelevisionorradiostationinthedistrict,onatleastthreeseparatedays;

Post the notice in at least five widely separated and noticeable places in the electoraldistrict.

Thenominationperiodmust close at 3:00p.m. on a day that precedes theElectionDay, by fourweeks.Thedateforthecloseofnominationsisextendedforoneweek,ifthenumberofnominatedcandidatesislessthanthenumberofvacantpositions.

3.3 EligibilityofCandidates

As a Returning Officer, you must familiarize yourself with the rules about the eligibility ofcandidatesandthepersonswhonominatethem,beforethecloseofnominations.

Candidatesandnominatorsmustdeclaretheyareeligibletobeeitheracandidateoranominator.Youmaydiscoversomething thatmayaffect thenominationof thecandidate. If that is thecase,Section 38 of the Local Authorities Elections Act gives the Returning Officer the authority to 1)question the eligibility of the candidate to hold office or 2) question the voter eligibility of thenominators.

Whereareturningofficerbelievesonreasonablegroundsthatapersonnominatedasacandidateisnoteligibletobeacandidate,youmustinformthecandidate,inwriting,ofanyissuesarisingwiththeirnominationwithoutdelay.Specifythegroundsandrequirethepersontomakeadeclarationas tohisorhereligibility in the formthereturningofficerrequires. Youmustrefuse toacceptanominationunlessthecandidateprovidesyouwithafurtherdeclarationastohisorhereligibility,before the close of nominations, or you may give special permission to accept the nominationwithin48hoursafterthecloseofnominations.

Nominationsformsarepublicdocumentsandmustbepresentedifavoterdemandstoviewthem.


3.3.1 EligibilityofCandidatesandVoters:MunicipalElections

Apersoniseligibletovoteifthey:

AreaCanadiancitizen;

Havereachedtheageof18years;and

Have lived in the community at least12consecutivemonths immediatelybeforeElectionDay.

ApersoniseligibletobeaCandidateifthey:


Havereachedtheageof18years;

Havebeenaresidentoftheelectoraldistrict(ward)atleast12consecutivemonthsbeforethecloseofnominations1;and

HavenotbeendisqualifiedbyothereligibilitysectionsintheLocalAuthoritiesElectionsAct.

Reasonssomeonecannotbenominatedorstandasacandidate:

ProfessionalConflicts‐Section18(2)

Ajudge,territorialjudge,youthcourtjudgeorjusticeofthepeace2;

AmemberoftheLegislativeAssembly;

Afull‐timepermanentemployeeofthemunicipalcorporationwhoreceivesasalary;

Anelectionofficerinvolvedinthesameelection;or

Anassessororauditorofthemunicipalcorporation(section20(1)).

Indebtedness–Section20(1)

Apersonwhoowesthemunicipalcorporationmorethan$500formorethan90days;

Apersonwhohasacontrollinginterestinacorporation(owns,directlyorindirectlysharesofthecorporationwithmorethan10percentofthevotingrights)thatowesthemunicipalcorporationmorethan$500formorethan90days;or

A person who has not paid municipal taxes due December 31 of any year prior to theelection.

CriminalConvictionsandElectionOffences

AnypersonwhohasbeenconvictedofamajorelectionoffenseundertheLocalAuthoritiesElectionsActwithinthethreeyearsimmediatelyprecedingelectionday;

1ACharterCommunityGovernmentmayhaveadifferentlengthofresidency.2A Justiceof thePeacemustobtain a leaveof absenceuntil theelection results aredeclared. Ifelected,thepositionofJusticeofthePeaceisdeclared“vacant”bytheDepartmentofJustice.


Anypersonwhohasbeenconvictedofanoffencepunishableby imprisonment for fiveormoreyearswithinthreeyearsimmediatelyprecedingelectionday,orwhoseimprisonment(fromtheoffence)endswithinthreeyearsimmediatelyprecedingelectionday;or

A person found to have been in a conflict, under the Conflict of Interest Act, may beprohibitedbyaCourtOrderfrombecomingacandidate.

3.3.2 EligibilityofCandidatesandVoters:TåîchôCommunityGovernments

TheTåîchôCommunityGovernmentsfollowtheLocalAuthoritiesElectionsActexceptasnotedintheCommunityGovernmentActinregardstoeligibilityofvotersandcandidates,councilvacanciesandtievotes.

ApersoniseligibletovoteforCouncillorsifthey:

AreaCanadiancitizenorpermanentresidentonelectionday;

Are18yearsoldonelectionday;

Have been a resident of the community for at least six months immediately precedingelectionday;and

Have been a resident of Môwhì Gogha Dè Nîîtåèè for at least two years immediatelyprecedingElectionDay(includesYellowknife,Dettah,andN’dilo).

ApersoniseligibletovoteforChiefifthey:



Have been a resident of the community for at least six months immediately precedingelectionday;

Have been a resident of Môwhì Gogha Dè Nîîtåèè for at least two years immediatelyprecedingelectionday(includesYellowknife,Dettah,andN’dilo);and

AreaTåîchôcitizen.

ApersoniseligibletobeacandidateforCouncillorifthey:





ApersoniseligibletobeacandidateforChiefiftheyare:

ATåîchôcitizen,nominatedbytwoTåîchôcitizens;

18yearsofageonelectionday;and

Aresidentofthecommunityforatleasttwoyearsimmediatelyprecedingelectionday.


ApersonisNOTeligibletorunasacandidateforCouncillororChief,iftheyare:

Peoplewithprofessionalconflicts;

Ajudge, territorial judge,youth justicecourt judgeor justiceof thepeace(a justiceof thepeacemayobtainaleaveofabsence);

AmemberoftheLegislativeAssembly;

A full‐time permanent employee of the community government who receives a salary(unless the council has adopted a bylaw under section 14(6) of the Tåîchô CommunityGovernmentActtoallowcertainclassesofemployeestobecandidates);

Anelectionofficerforthatelection;or

Anassessororauditorofthecommunitygovernment.

Apersonisineligibleduetoindebtednessifthey:

Owethecommunitygovernmentmorethan$2,000formorethan90days;or

Have a controlling personal interest of 10 percent voting shares of public/privatecorporationowingthecommunitygovernmentasumexceeding$5,000over90days.

Ifthecommunitygovernmenthaspassedabylaw,personswhohavenotpaidallpreviousyears’propertytaxesinthecommunitybeforethecloseofnominations.

Apersonisineligibleduetoelectionoffencesifthey:

Havebeen convicted of amajor electionoffence under theLocalAuthoritiesElectionsActwithinfiveyearsbeforeElectionDay.

3.3.3 EligibilityofCandidatesandVoters:DistrictEducationAuthorities

Apersoniseligibletovoteiftheyare:

ACanadiancitizen;

18yearsoldonelectionday;and

Aresidentofthedistrictatleast12consecutivemonthspriortoElectionDay.

Apersoniseligibletobeacandidateifthey:

Meet the eligibility of municipal candidates, have no professional conflicts, and have nocriminalconvictionsthatwouldpreventthemfromrunning.

ApersonisNOTeligibletobeacandidateifthey:

Areamemberofschoolstaff,asdefinedintheEducationAct,inaschoolintheareawithinthejurisdictionoftheDistrictEducationAuthority;

Areapersonhiredforthedeliveryofadulteducationprograms;or

AreanemployeeoftheDistrictEducationAuthority.


3.4DeclaringSchoolSupport

In communitieswhere there ismore thanoneDEA, enumeratorswill ask voterswhat educationdistricttheyvotein.

Themunicipal governmentmay be asked to provide each education districtwith a list of votersfrom their enumeration (section 22(2)) or they may conduct their own enumeration. In acommunity that hasmore than oneDistrict EducationAuthority; eligible nominatorsmust comefrom the same education district. For example, in Yellowknife, a candidate for the YellowknifeEducationDistrictNo.1musthavenominatorslistedundertheYellowknifeEducationDistrictNo.1listofvoters.

3.5Residency

Withincreasededucationandemploymentopportunities,youwill findthatpeoplechangehomesmore often than in the past. This mobility may cause their residency in a community to bequestioned.Youwillhavetodealwithquestionsofresidencyduringtheelection.Section21oftheLocalAuthoritiesElectionsActinterprets“ordinaryresidence”:

Theresidenceofapersonisthehomethepersonintendstoreturntoafteranabsence;

Aperson does not lose his or her residency by leaving his or her home for a temporarypurpose;and

If a person leaves an electoral district with the intention of establishing their residencesomewhereelse,theylosetheirresidencyintheelectoraldistrict.

The residence of a single person is the place he/she regularly occupies or to which the personreturns.

If a person is a resident of a shelter, hostel or similar place that provides lodging, food or othersocial service to a person who has no dwelling place, this is the person’s place of ordinaryresidence.

Ifapersonisincarcerated,theordinaryresidencebeforeincarcerationistheordinaryresidence.

Ifapersonisastudent,hospitalizedorinamedicalcarefacility,orincarceratedandabsentfromtheirordinaryresidenceformorethan6months,theydonotlosetheirplaceofordinaryresidenceas long as it is their clear intention to return at the conclusion of their studies, treatment orincarcerationanddo return reasonablypromptly at the conclusionof their studies, treatmentorincarceration.

Apersoncannothavemorethanoneplaceofresidency. Ifapersonmaintainsresidencyinmorethanoneplace,thepersonmustmakeachoiceofresidenceinordertovoteforlocalelections.

3.6 FilingNominationPapers

Once theNotice forNominations has beenposted, you should beprepared for candidates to filenomination papers. It is recommended that both nominators and the candidate make theirdeclarationsinfrontofyou.Whenthecandidatespickuptheirnominationpapers,tellthemnottowait until the last moment to file their declaration. Also, remind the candidate that their


nominatorsmustbeeligibletovote3.Ifanunforeseeneventoccurs,thecandidatemayhavetofindanother nominator. Candidates who file at the last moment may not be able to find anothernominatorintime.

Inhamlets,acandidatemayrunforthepositionofmayorandcouncillor,oracandidatemayruninboththemunicipalelectionandDistrictEducationAuthorityelection.Aseparatesetofnominationpapersmustbefiledforeachposition.

3.6.1 TakingOathsandAffirmationsfromCandidates

Section30oftheLocalAuthoritiesElectionsActprovideselectionsofficerswiththeauthorityofaCommissionerofOaths,sotheymaytakeoathsordeclarationsofcandidates.

3.6.2 ProblemswithNominationForms

DeclarationsofEligibility

AcandidatemayhavetofileuptothreeDeclarations:

whenfilingnominationpapersduringnominations;

attherequestoftheReturningOfficerbeforethecloseofnominationsunderSection38,acandidatemaybeaskedtoswearanotherdeclarationonspecificgrounds;and

at the request of the Returning Officer when a voter or local authority questions theeligibilityofacandidateonspecificgroundsunderSection41.

Youmustadvisethecandidatethatitisanoffencetomakeafalsedeclaration.Ifthepersonsignsthe declaration in time, you should include the candidate on the ballot. You do not judge thecandidate. Ifavoterorthelocalauthoritybelievesanindividual is ineligibletoserveonCouncil,thefinaldeterminationoftheeligibilityofacandidateismadeuponpetitiontotheSupremeCourt(s.89).

ANominationFormisfilledoutimproperly

ItisimportantthattheReturningOfficerexaminethenominationpaperscarefully,especiallyifthecandidatehasdifficultyinreading.Ifanerrorisrealizedbeforenominationsclose,theerrormaybecorrectedandnominationpapersresubmitted4.TheReturningOfficercannotpersonallychangeanythingonthenominationform.

TheCloseofNominations–OfficeHours

Setandmaintainthehoursyoustatedonthepublicnotice“CallingforNominations”(forexample10:00a.m.to3:00p.m.daily).Havesomeonecoverforyouifyouhavetoleavetheoffice,orpost

3WherethereismorethanoneDistrictEducationAuthority,thenominatorsandcandidatesmustbeeligiblevotersofthesameDistrictEducationAuthority.

4 It may be useful to provide an explanation of sections 18, 19 and 20 of the Local AuthoritiesElectionsActtothenominators;tobesurethenominatorsunderstandtheeligibilityofcandidates.


noticeofwhenyouwillreturn. Finishhelpinganypersonfilingtheirnominationpapers. Donotallowanyonetoentertheroomafterthedeadlineforthecloseofnominations.

Once thenominationperiod isended,gooverall thenominationpapersandmakesureboth thecandidatesandthenominatorshavecompletedthepapersproperly.

Ifyoubelievethatacandidate isnoteligible,youmayrequire,by letter, thecandidate tomakeadeclaration swearing their eligibility. If the candidate fails to swear the declaration before thenominations close or with your special permission, within forty eight hours of the close ofnomination,thenominationisnotaccepted.

Next,post thenamesof thenominatedcandidates, inat least fiveconspicuousplacesaround thecommunity.

WithdrawingaNomination

Acandidatemaywithdraw,bywrittennotice,theirnominationwithin48hoursafternominationsclose.Ifdoneintime,thecandidate’snamewillnotappearontheballot.Ifthewithdrawalisafterthedeadline,thecandidate’snamewillappearontheballot.

RemovalfromBallotforCandidate’sDeathorIneligibility

Intheeventthatacandidatediesorotherwisebecomeineligibleafterthewithdrawaldeadlineandat least 10 days before Election Day, the Returning Officermay seek permission from the ChiefMunicipalElectoralOfficertoremovethecandidate’snamefromtheballot.

FaxesandScannedDocuments

The Returning Officer may accept faxed or electronically scanned nomination forms, statutorydeclarations, and proxy application forms if they are confident in their authenticity. {ElectronicTransactionsAct,s.8}

3.5 ChallengePeriod

Post the notice of candidates nominated as soon as you have it prepared. Candidates and localauthoritiesareusuallyveryinterestedinwhetheranelectionistobeheldandthelistofcandidates.Oncethenoticeisposted,prepareforchallengestotheeligibilityofcandidatesornominators.

Avoterorthelocalauthoritymaychallengetheeligibilityofacandidateornominator. Oftenthelocalauthoritywillchallengeacandidateonthebasisofresidencyordebtinthemunicipality.Anyvoteror localauthoritymust,within72hoursafterpublicnoticeof thenamesof thecandidates,advisetheReturningOfficer,inwriting,ofthereasonsapersonmaybeineligibleasacandidate(s.41(1))oranominator.

AReturningOfficerwhoreceivesawrittenchallengetoacandidate'seligibilitymust,withoutdelay,givetothecandidatethegroundsforthechallengeinwriting,andrequireanadditionalDeclarationofEligibilitywithin48hours(ss.41(2)and(3))afterthecandidatereceivesthenotice. Hereisasampleofaletterthatyoumightsend:


SampleLettertoCandidateAdvisingofIneligibility


4. AnnouncingorCancellinganElection

Ifyouareoverseeingseveralelectionsforlocalauthorities,youwillhavedifferentresultsforeach.Herearethepossiblescenarios.

4.1 AnElectionwillbeHeld

Whentherearemorecandidatesthanthenumberofvacantpositions,anelectionmustbeheld.Youmust,assoonaspossibleafterthecloseofnominations,givepublicnoticeoftheelectionandpostthelistofcandidates.

Section40oftheLocalAuthoritiesElectionsActrequirestheReturningOfficertogivepublicnoticeof the names of all persons nominated as candidates by posting a notice in at least five widelyseparated and conspicuous places in the electoral district, immediately after the close ofnominations.Thereisnoprescribedformforthisnotice.

4.2 CandidatesareElectedby“Acclamation”

Whenthenumberofcandidatesisthesameasthenumberofvacancies,thecandidatesareelectedbyacclamation,andtheelectioniscancelled.Afteryouhavegivenpublicnoticeofthenamesofthecandidates, and resolved any disputes concerning a candidate’s eligibility, you have 72 hours todeclare the candidates duly elected. You do this by posting the Certificate of the Results of theElection.

Ifacandidatewithdrawsandtheremainingnumberofcandidatesisequaltothenumberofvacantpositionstobefilledbytheelection,youdeclaretheremainingcandidateselectedandcanceltheelection.

Inahamlet,acandidatemayhavebeennominatedforboththeofficeofmayorandcouncillor. Ifthe candidate is acclaimed as mayor, the Returning Officer shall publicly declare the candidateelectedasmayorandnotconsiderhisorhernominationasacouncillor.

4.3 ExtendingtheNominationPeriod

Where the number of candidates nominated for election is less than the number of personsrequiredtobeelected,theReturningOfficershallextendthenominationperiodbypostingpublicnoticeofaone‐weekextension.Attheendoftheextensionperiod,youwillposteithertheNoticeofElectionortheCertificateoftheResultsoftheElection. Ifaftertheextensionperiod,therearestillaninsufficientnumberofcandidatestofillthenumberofvacantpositions;theCouncilwillfillthevacanciesbyappointinginterestedpersonstoCouncil(s.43).

4.4 Appointments

Theremaystillbevacantpositionsonthelocalauthorityafterthecandidateshavebeendeclaredelectedbyacclamation.Ifso,thelocalauthoritycomposedofthecandidatesdeclaredelectedandanyothermembersofthelocalauthoritycanappointasufficientnumberofpeopleasmembersofthe localauthority to fill anyremainingvacantpositions (s.43);however, thepersonsappointedmustbeeligibletobecandidatesintheelection.Tåîchôcommunitygovernmentsdonotappointtofillvacanciesatthispointbutcallforby‐electionstofillvacancies.


Amemberofalocalauthority,whoisappointed,shallbedeemedtobedulyelectedandwillholdhis or her office for one year only (s. 43(3)). At that time, theremust be an election to fill thevacancyforthebalanceoftheterm,ifany.(Itshouldbenotedthatavacancythatoccursafterthecouncilisformedallowsforcallingaby‐electionortheappointmentofapersonfortheremainderoftheterm.(s.47))

4.5 ElectionisCancelledbutaPlebiscitewillbeHeld

Aplebisciteisaquestiontothevotersaskingfortheirviewonsomething,forexample,achangeofname fora community, approvalof abylaworwhether the termofelectedofficeshouldbe fouryears.Sometimestheelectionmaybecancelledduetoalackofcandidates;however,thequestionstillneedstobeputtothevoters.Therefore,thevoterswillcometovoteonthequestionandthevotingprocessremainsthesame.


5. PreparationbeforeElectionDay

5.1 HiringaRegistrarandEnumerators

The local authority decides if it will hire a person to serve as Registrar. Sometimes, the SeniorAdministrativeOfficerwilltakeonthedutiesoftheRegistrar. TheRegistrar’sresponsibilityistoensurethatalleligiblevotersareincludedonthelistofvotersbeforeanelection.InadditiontothepostingofthelistofvotersatleastthirtydaysbeforetheElectionDay,thelocalauthoritymayasktheRegistrartoupdatethelistofvotersoneitheraperiodicoracontinuousbasis,byaddingthenamesofnewresidents,newvoterswhowillturn18yearsofageandremovingpersonswhohavemovedoraredeceased.

ThelocalauthoritymaydirecttheRegistrartocompilethelistofvotersbyenumerating(counting)thevoters.Anenumerationisasurveytopreparealistofvotersforanelection.TheRegistrarisauthorized to hire people as enumerators to assist in compiling the master list of voters.Enumeratorscangatherinformationbyvisitingeachdwellingintheelectoraldistrictorfromothersourcesofinformation.

A list of voters is a compilation of the following information about the eligible voters in thecommunity:

1. thenameofeachvoterinalphabeticalorder.(Itdoesnotincludecontactorotherpersonalinformation such as addresses. The Voters’ Registry, which does include identifyinginformationisaconfidentialdocument.)

2. Ifthelocalauthorityrequiresit,thelistmustcontaintheclassofeachvoter,including

whetherthevoterhasdeclaredtobeavoterfor

apubliceducationdistrictorapublicdenominationaleducationdistrict.

Elections NWT has made arrangements with several community governments to share voterinformationobtainedduringtheenumerationfortheTerritorialElection. Thisavoidsduplicationofadoor‐to‐doorsurveywithinthesameperiod.TheRegistrarmustensurethateligiblevotersforlocalelectionshavelivedinthecommunityfortherequiredtime. ThisisdifferentfromtheNWTElections listofvoters residencyrequirement,which is12monthresidency in theNWT. Mutualagreementismadetoexchangevoterinformationforthepurposesofelectionsonly.

TåîchôCommunityGovernmentswillneedtocontactthe TåîchôGovernmenttogetalistofTåîchôcitizenstoassistincreatingthelistofvotersfortheChiefs’elections.

5.2 TheListofVoters

The Registrar delivers the completed list of voters to you. The Registrar must post the List ofVotersinat leastfiveconspicuousplacesintheelectoraldistrict,atleast30daysbeforeElectionDay. Ifthelist ispreparedonaperiodicorcontinuousbasis,theRegistrarcanre‐posttheListofVotersatotherappropriatetimes.

TheListofVoterswillbeincorporatedintotheVoters’RegisterforElectionDay.

AvotermayapplytotheRegistrarforarevisionatleast10dayspriortovotingday(s.25).VotersmayasktoaddanametotheVoters‘Register,todeletethenameofapersonnolongereligibletovote, tocorrect informationortochangeaschooldistrictpreference.TheRegistrarwillnotifyall


people affected by the decision in writing. After hearing anyone regarding the inclusion orexclusionofanametothelistofvoters,theRegistrarmay:

ChangethelistofVoters;or

MakenochangestothelistofVoters;and

Notifythepersonconcerned(s.25(2)).

PersonsmissingthedeadlinetobeaddedtotheListofVotersarepermittedtoattendthevotingstationattheadvancevoteoronElectionDaytoregistertovote.Aswell,personsobjectingtotheinclusionofanamemaymakeanobjectiontoavoterincludedontheListofVoters.

5.3 TheVoters’Register

YouwillprepareaVoters’RegisterfromtheListofVotersforElectionOfficersonElectionDay.Itmustinclude:

Namesofvotersinalphabeticalorderandnumbered;

Addressesofvoters;

Anareatocheckthatthevoterreceivedaballot;

Ifrequired,adesignationofchoiceofDistrictEducationAuthority;

Whethertherewasanobjectiontothepersonvoting;

Thenameofthepersonobjecting;and

Anyrelevantcomments.

TheVoters’Register isusedasareferenceforrecountsorpetitions. It is importantthatelectionofficersrecordobservations,suchas:

AnewnamewasaddedtotheRegister;

Avoterwasaproxyvoterforanotherresident;

Correctionsweremadetothenameoraddressofavoter;

Objectionsofothervotersontheeligibilityofanothervoter;

Whereavotermakesamistakemarkingtheirballotandrequestsanewballot,“cancelling”thefirstballot;

Avoter“declined”aballot;

Anelectionofficerassistedavoter;

Avoterrequiredinterpretationassistance;and

Othernotablecomments,wheretheReturningOfficerhasmadeajudgmentcall.


It should be noted that while the List of Voters is a public document, the Voters’ Register is aconfidentialdocumentfortheuseofElectionOfficers.

5.4 HiringOtherElectionOfficers

TheReturningOfficerandRegistrar,withapprovalof the localauthority,hirepeoplerequired toassistwiththeelection.DeputyReturningOfficerssupervisevotingstationsundertheauthorityoftheReturningOfficerorfulfillthedutiesoftheReturningOfficerinhis/herabsence.Enumeratorscompleteavotercount. ElectionClerksworkatvotingstationsassistingvoters,providingballotsandvotinginstructions.Otherelectionworkershiredfortheelectionmaybeinterpreters,securitypersonnel,drivers,andanyoneelserequiredfortheefficientconductoftheelection.

5.5 TrainingElectionsStaff

As Returning Officer, you should ensure that all elections staff understand their roles andresponsibilities. You might consider holding a training workshop for new staff and refreshexperiencedstaffwithelectionprocedures.

You can find all the information you will need to train your election staff at theMunicipal andCommunity Affairsweb page,www.maca.gov.nt.ca. Aswell additional information or support isavailablethroughtheOfficeoftheChiefMunicipalElectoralOfficerfortheNorthwestTerritories.

5.6 TakingOathsandAffirmationsfromVotersandCandidates

Section30of theLocalAuthoritiesElectionsAct provideselectionofficerswith theauthorityof aCommissioner ofOaths, so theymay take oaths and affirmations of voters and candidates. Thisauthority only applies to oaths and to affirmations required for the election and expires at theconclusionof theelection. AsReturningOfficer, it isyourresponsibilitytoshowelectionofficershowtotakeoathsandaffirmations.

No Ballotgiven

NameandAddressofVoter DEA ObjectionsName ofObjectorOtherComments

1 √ JackAkew 18RiverRd P Ballot provided Susan Scott –proxy

2 BillyBoss 44SlaveRiverRd. S

3 √ TimKitch CarpenterCr. P Residency questioned – oathtaken,ballotprovided

4 EllenPorter 345‐23rd St. P

5 √ SusanScott House#22 S ProxyforJackAkew


5.7 ElectoralDocuments

TheReturningOfficermustmakesureenoughofthefollowingforms5areavailable:

Voters’Register

OathorAffirmationofElectionOfficer

CertificateofElection

NoticeofElection

Ballot

DeclarationofProxyVoter

DeclarationofaVoteratAdvanceVote

DeclarationofEligibility

CertificateofResultsofElection

DeclarationofReturningOfficer

AllformsintheRegulationsarealsoavailableinFrench.

5.8 Ballots

Youmustmake sure there are enough ballots for all the voters of an election and that they areproperlyprintedanddeliveredtoeachvotingstation.Itcanbehardtoestimateexactlyhowmanyballots you will need. Voter turnout changes from election to election and community tocommunity. Find out from the Senior Administrative Officer if statistics are available on voterturnout for previous elections andmake a judgment. If your community usually has 50percentturnout,youshoulduseapercentagehigherthan50percentforcalculatingthenumberofballots.

Aballotmustcontainthefollowing:

Theposition(s)tobefilled,(e.g.,MayororCouncillors);

Thenamesofthecandidatesandasquareorcircleforvotingoppositeeachname;and

Names of candidates must be in full (e.g., BACH, JOHANN SEBASTIAN or as commonlyknown(e.g.,BACH,JOHNNY).

The Returning Officer should place the names of candidates on the ballot in alphabetical order,unless Council (or the local authority) provides otherwise. (If alphabetical order is not used,cautionshouldbetakenbecauserandomordermaybearguedasfavouringsomecandidatesoverothers.)

Thelocalauthoritycandecidewhetherornottohavephotographsofthecandidatesontheballots.Also,theycanestablishstandardsforthephotographsandfortheplacards.Thesamephotographsmustbeusedontheballotsthatareusedontheplacardsandthephotographsontheplacardsmustbeprintedinthesameorderasthephotographsontheballots.5AllofficialformsarelocatedintheLocalAuthoritiesElectionsFormsRegulationswhichisavailableat:http://www.justice.gov.nt.ca/PDF/REGS/LOCAL_AUTHOR_ELEC/Local_Author_Elect_Forms.pdf


The local authority can authorize the use of any of the NWT’s official languages, in addition toEnglish,on theelectionballotoronanyof theelection forms. Therefore,Aboriginal andFrenchlanguagesmaybeusedinadditiontoEnglish.

The local authority can ask voters to vote on any question relevant to the local authority at thesametimethatanelectionisbeingheldoratanyotherconvenienttime.

5.9 BallotBoxes

Oneballotboxisusedfortheadvancevote.UseasmanyballotboxesasrequiredonElectionDay.Eachballotboxrequiresa lockorseal. Sinceelectionsuppliesarenotcommonretailgoods,youmust allow enough time to order and purchase the supplies early to ensure delivery on time.(“MunicipalWorld”(www.municipalworld.com)sellsballotboxesandvotingbooths.)

Separate ballot boxes are encouraged for each election being held. However, if the same ballotboxes are used for all votes, coloured ballotsmay be used for the different ballots. The coloursmakethemeasiertoseparate forthecount. Useoneballot fortheelectionofMayor,anotherforCouncillors and another for each of the District Education Authority and each voter question(plebiscite).

Theballotsandballotboxesmustbe inyour careandcontrol at all times. Smaller communitiesusuallyphotocopyballots,butyoumustensuresecurityofthelookanddesignoftheballots.Youdon’twanttoriskanyoneproducingimitationballots.Theelectionstaffneedsclearinstructionsonthecareandcontroloftheballotsandballotboxes.

5.10 OtherSupplies

The Returning Officer should also make sure there are enough of the following at each votingstation:

Pencils,pensormarkerstomarkballots;

Pencilsharpeners;

Scotchtapeandsealingmaterials;

Bibles;

Rulers;

Fourlargeenvelopes;

Blanksheetsofwritingpaper;and

Photographsofcandidates,ifrequired.

5.11 ConservingthePeace

OnadvancevotingdayandonElectionDay,theDeputyReturningOfficer(s)andElectionClerk(s)willconservethepeace(s.33). Ifnecessary,aDeputyReturningOfficeroranElectionClerkmayremovefromthevotingstationanyonewhodisruptsorinterfereswiththeproperconductoftheelection(s.33(1)(a)).ADeputyReturningOfficerorElectionClerkmaytakeanyotheractionthatheorsheconsidersnecessarytoensuretheproperconductofanelection(s.33(1)(b)).


ADeputyReturningOfficerhas theauthority to requireanRCMPofficerorbylawofficer tohelpkeepthepeace(s.33(2)). AnElectionClerkcanasktheReturningOfficeroraDeputyReturningOfficertorequestthatanRCMPorbylawofficerhelpkeepthepeace.


6. OtherVotingOpportunities

TheLocalAuthoritiesElectionsActprovidesvoterswithanumberofvotingopportunities incasevoterscannotbepresentonElectionDayorcannotattendthevotingstation.

6.1 AdvanceVote

ThelocalauthoritycanchoosetohaveanadvancevoteintheelectoraldistrictforvoterswhowillbeabsentorunabletovoteonElectionDay.Thelocalauthoritycanholdoneadvancevoteonetotwoweeksbefore(notlessthan7daysbutnotmorethan14daysbeforeElectionDay).Thelocalauthoritycanalsosetthehoursduringwhichthevotingstationwillbeopen.Theadvancevotingstationmustbeopenforatleastfive(5)hoursbutnotmorethannine(9)hours.

As Returning Officer, youwill set up the voting station(s) for the advance vote and conduct theadvancevote in thesamemanneras thevoteonElectionDay. Youmustnotify thepublicof thelocationoftheadvancevotingstation(s)andthetimewhenthestation(s)willbeopen.Youmustalso post notices at each advance voting station,which state the date and time that the advancevotingstationwillbeopen.

Beforebeingentitled to vote at an advancevote, a votermustmake adeclarationon theproperform.The(Deputy)ReturningOfficermustkeepthedeclarationwiththeotherelectionmaterial.

Afterthenameofeachpersonwhovotesatanadvancevote,theElectionClerkmustrecordinthevoters’registerthatthevotermadetheappropriatedeclarationandvotedintheadvancevote.

Afterthecloseoftheadvancevote,youortheDeputyReturningOfficermustsealtheballotbox.Noone isallowed toaddor takeballots fromthebox. Youmustkeep theboxsealeduntil after theclosingofthevotingstation(s)onElectionDay.Whentheadvancevotecloses,youdonotcountthevotesyet.EitheryouortheDeputyReturningOfficermustplaceasealontheadvancevoteballotbox in such away that the box cannot be opened or any ballot deposited in it or taken from itwithoutbreakingtheseal.Anycandidateoragent(scrutineer)presentmayalsoplaceasealuponthebox,iftheywishtodoso.

After the close of the advance vote, the Deputy Returning Officer must, without delay, give theReturningOfficerthevoters’registerfromtheadvancevote.BeforeElectionDay,youmustnotifyeachDeputyReturningOfficerofthenamesofallthepeoplewhovotedintheadvancevote. Youthenrecordthenamesofthosewhohavevotedattheadvancevoteonthevotersregister(s)foruseonElectionDay.Itisanoffenceforapersontoattempttovotetwice.

6.2 MobileVotingStation

Intheelectoraldistrict,theremaybesomedisabledorincapacitatedvoterswhowillnotbeabletoleavetheirplaceofresidence(e.g.,hospital,nursinghome,seniorcitizenshome)tovoteonElectionDay or at an advance vote, andwho do notwish to vote by proxy. A voterwho is disabled orincapacitated can request that you or a Deputy Returning Officer come to his or her place ofresidence,inordertotakehisorhervote.

AsReturningOfficer,youmayestablishamobilevotingstationandchoosethedayandthehoursforconductingthevote. YoucanalsoappointasmanyDeputyReturningOfficersasyouneedtocarryoutthemobilevoting.


Ifyouaresatisfiedthatavoterisdisabledorphysicallyincapacitatedandunabletogotoavotingstationonelectiondayoratanadvancevoteandifyouagreetoholdamobilevote,youaddtheirname to a list of voters,whowill be voting at themobile voting station. Youmust advise eachapplicant,inwriting,whetherhisorherapplicationisacceptedorrejectedandgivethereasonsforarejection.Ifyouapproveavoter’sapplication,youmustinformthevoter,inwriting,ofthedateand approximate time when you or a Deputy Returning Officer will go to the voter's place ofresidencetotakehisorhervote.

You can set up a voting station in a hospital, nursing home, senior citizens home or other placewherepersonsareconfined.Ifvotersareunabletogototheroombeingusedasavotingstation,youortheDeputyReturningOfficercanstopthevotingintheroomservingasavotingstationandtaketheballotboxtothosevoters.YoumustrememberthateveryplaceofresidencewhereyouortheDeputyReturningOfficertakesavoteisconsideredtobealegalvotingstationandthevotingproceduresmust,totheextentpossible,followtheprovisionsoftheLocalAuthoritiesElectionsAct.This includesnotice to the candidates in case theywant toobserveanda separate, sealedballotbox.

Whenthevotingatthemobilevotingstationisfinished,noballotscanbeaddedtoortakenfromthebox(es).Thebox(es)mustremainsealedandinthecustodyoftheReturningOfficeruntils/heopensthemforthecountingofballotsatthecloseofvotingonElectionDay.

TheReturningOfficermustprovideacopyofthelistofthevoterswhovotedatthemobilevotingstationtoeachDeputyReturningOfficeratavotingstationfortheadvancevoteorforElectionDaytoensurethatnovotercastsmorethanonevote.

6.3 VotingintheOfficeoftheReturningOfficer

Municipalities have the ability to approve a bylaw that allows for theReturningOfficer to invitevoterswhocannotvoteonElectionDay, tovote intheiroffice. Ifyourmunicipalityhasapprovedsuchabylaw, theReturningOfficer shouldunderstand the termsandconditionsof theauthoritythathasbeengranted.Suchvotingshouldfollowthesameproceduresasanadvancevote.

6.4 ProxyVoting

IfapersoniseligibletovotebutisnotabletovoteontheadvancevotingdayorElectionDay,heorshemayvotebyproxy(ss.53‐58).Thismeansthatthevoterselectssomeonetomarkhisorherballot for the candidate(s) of their choice. The absent voter is called the applicant voter. Thepersonwhocaststheballotistheproxyvoter.AnapplicantvoterobtainsaproxycertificatefromtheReturningOfficer,andcompletes theapplication.Theproxyvotermust sign their consentonthesameform. Thedeadlineforsubmitting anapplicationtotheReturningOfficer is3:00p.m.onthe5thdaybeforeElectionDay.Proxyvotersmustbeeligibletovoteandmustvoteattheapplicant’s voting station.Wheremore than one education authority is present, the proxy votermustcomefromthesameeducationauthority(electoraldistrict)astheapplicantvoter.OncetheReturning Officer has received the completed application, the Returning Officer returns theacceptedapplicationtotheproxyvoterforpresentationtothevotingstation.

Atthevotingstation,whentheproxyvoterpresentsacompleteddeclarationofproxyvotertotheelectionofficer,theDeputyReturningOfficercompletesthedeclarationandgivestheProxyVoteraballotfortheapplicantvoter,inadditiontoproxyvoter’sownballot.TheDeputyReturningOfficermust give thedeclaration form to theReturningOfficerwhomust keep the forms. An applicant


votermayonlyhaveoneproxyvoter,butproxyvotersmayvoteonbehalfofuptothreeapplicantvoters.

The Election Clerk must enter the name of the proxy voter in the voters’ register opposite thevoter’sname,inadditiontoallotherinformationrequiredforthevoters’register.

Canadian elections are based on the right of a voter to cast a vote without fear and in private.Secretballotsaresecret.Ballotscannotbemarkedwithanymeansofidentificationortheywillberejected.Thereisnowaytoconfirmproxyvotersvotedasinstructed.Itistheresponsibilityoftheapplicantvotertochooseatrustedpersonwhowillvoteasdirected.

6.5 Mail‐inBallots

If themunicipal council has passed the required bylaw, the votersmay request amail‐in ballot.Suchballotsshouldbetreatedinthesamewayasballotsfromanadvancevote.


7. Campaigning

7.1 Accesstomultipledwellingsites

Landlords cannot prohibit candidates from campaigning or residents from displaying campaignmaterials.However,landlordscanrestrictthecandidates’timeofaccess(9a.m.to8p.m.minimumaccess),restricttheresidents’sizeandtypeofcampaignmaterials,andprohibitcampaignmaterialsincommonareas.

7.2 ElectionMaterialandSigns

Thereistobenocampaignmaterialsposted,erectedorplacedwithin25mofavotingstation.Allsigns and other campaign materials must be removed within 7 days of the election. Failure, toremovesuchmaterials,canresultinthemunicipalitycausingitsremovalandchargingtheexpenseto the candidate towhom they relate. It is an offence to take down, remove, cover up,mutilate,defaceoraltercampaignmaterialswithoutauthority.

7.3 CampaigningonAdvanceVoteandElectionDay

Thereistobenoactivitytopromoteoropposetheelectionofacandidatewithin25mofavotingstation.Thisincludesthewearingordisplayofanyobjectindictingapoliticalstatementormessagethatcouldbeconstruedaspromotingoropposingtheelectionofacandidate.Thisdoesnotrestrictacandidateorotherpersonfromtransportingavotertoandfromavotingstation,butifcampaignmaterialisdisplayedonthevehicle,thedrivermayonlystopatthevotingstationlongenoughforthevotertoexitorenterthevehicle.


8. PreparationonElectionDay

Youneedtoplanaheadandbeorganized.Thevotingstationsmustopenontimeandcloseontime.Youcannotclosethestationbecauseimportantnoticesorsuppliesaremissing.

8.1 VotingFacilities

Bookfacility(ies)early.Ifpossible,bookfortheeveningbeforeaswell.

Ensurefacilitystaffmembersareavailabletoopen/lockupvotingstation(s).

Facilitiesmustbeaccessibletotheelderlyanddisabled.

Makearrangementsforlunches/drinkstobebroughtinforelectionstaff.

SetupstationsonthedaybeforeElectionDay,orwellbeforevotingstationopens.

Hangelectionnoticesatboothsandinthestation(s).

Setupasectionforcandidatesandagentstoobserveproceedingsawayfromvoters.

Ensuretelephoneswork.Haveacell‐phoneonhandifserviceisavailable.

Ensurewashroomfacilitiesareworkingandbathroomsuppliesaresufficient.

Arrangetohavefacilitystaffcleanfloorsfromtimetotimetoensuresafety.

Advisebylawenforcementtocometothevotingstation(s)ifrequested.

8.2 Placards

TheLocalAuthoritiesElectionsActpermits the use of large photographs of candidates placed onboards. TheReturningOfficermustauthoriseandpostcandidates’placards. Placardsshouldbeplacedwherevoters inthevotingboothscaneasilyseethemandwheretheydonotobstructtheviewofElectionOfficers. Wherephotographsarealsousedon theballots, the samephotographmustbeusedontheplacards.

8.3 VotingStationNotices

Youmustmakesurethatnotices(examplesfollow)arepostedineachvotingboothregarding:

directionsforvoting;and

eligibilityofvoterswithadviceregardingthatitisanoffencetovoteifineligible.


SamplesoftheseNotices:

VOTERINFORMATION

Electionfor(nameoflocalauthorityanddate)_______

Tobeeligibletovoteatthiselectionyoumust:

a) beaCanadiancitizen;

b) haveattainedtheageof18years;

c) have,foratleast12consecutivemonthsimmediatelyprecedingelectionday,beena

residentof:

(i) (nameofelectoraldistrict)or

(ii) anareathathas,duringthe12monthsprecedingelectionday,becomeapartof

(nameofelectoraldistrict)asaresultofavarianceoftheboundariesoftheelectoraldistrict;

d) bearesidentofonthedayonwhichyouvote;

e) havenotvotedyetatthiselection;

f) havenotvotedbyproxy(whereapplicable);

g) havenotreceivedanyconsiderationforvotingatthiselection;and

h) (otherapplicablecriteria,ifany).


9. ElectionDay

9.1 HoursofVoting

TheusualhoursofvotingonElectionDayarefrom10:00a.m.to7:00p.m.Thelocalauthoritymaychangevotinghoursbutthevotingstationmustbeopenaminimumofninehoursandamaximumof12hours6.

You should designate a clock as the official election clock to eliminate any discrepancies at theopeningandclosingofthevotingstation.

Hoursofvotingareadvertisedbypublicnoticewhenanoticeofelectionispostedatleast24daysbefore Election Day or immediately after the close of nominations where the nominations havebeenextended.

9.2 BeforeOpeningtheVotingStation

Youmustopenthevotingstationontime.Beforeyoucanopenthestation,youmustpreparetheballotboxes.

Beforeavotingstationopens,theReturningOfficerwillgiveeachDeputyReturningOfficeratleastone ballot box, the ballots, materials for marking the ballot, and a sufficient number of printeddirectionsforvoting.

Immediatelybeforethevotingstationopensandpeoplestartvoting,theDeputyReturningOfficerwillopentheballotboxandcalleveryonepresenttolooktoseethatitisempty.

TheDeputyReturningOfficerwill lockandsealtheballotboxtopreventitbeingopenedwithoutbreakingtheseal.

TheDeputyReturningOfficerwillplacetheballotboxinplainviewofvoterssotheycanplacetheirballotintheofficialbox.

Nobodyisallowedtobreakthesealontheballotboxorunlocktheballotboxduringthetimethatthevotingstationisopen.

9.3 PersonsPresentinaVotingStation

Section72of theLocalAuthoritiesElectionsAct provides that the followingpersonsmaybe in avotingstationduringthevote:

ElectionOfficers;

Personsintendingtovote;

Acandidateorhis/heragent,butnotboth;

Scrutineersappointedforthevoteonplebiscitequestions;and

RCMPorBylawOfficers,whohavebeenrequestedbyElectionOfficerstoassistinkeepingthepeace,ifrequired.

6NOTE:thisvariesfromtheadvancevote,whichisaminimumoffivehours.


9.4 Candidate’sAgents(Scrutineers)

Candidatesmustgivewrittenauthoritytoperson(s)whowillactascandidate'sagent(s)andthatwrittenauthoritymustbeproducedtotheDeputyReturningOfficeratavotingstation.Candidate’sagentsaresometimescalledscrutineers.ThesearepersonsappointedbythecandidatetoassistintheirelectionandobserveprocedureduringElectionDay.Agentsmayattendatthevotingstationthroughouttheday. Onlythecandidateortheagent,butnotbotharepermittedtoremaininthevotingstationthroughouttheElectionDayorthevotecount.

Both candidates and agents are permitted to view the Voters’’ Register to see who has voted,provided they do not interfere with voters. Candidates’ agents do not have campaign financialreportingresponsibilities.

Whereplebiscitesareconducted,themayor/chiefcan,ifrequestedbyavoter,appointinwritingasufficientnumberofpeoplewhosupportandpeoplewhoopposetheplebiscitequestiontoactasscrutineersateachvotingstationandatthefinalcountoftheballots.

TheReturningOfficerwillpermitcandidatesorcandidate’sagentsto:

Witnesstheinspectionoftheballotboxandothervotingdocumentsattheopeningofthevotingstationandthecountingoftheballotsatthecloseofthevotingstation;

Permitcandidates/agentstorequireavotertoshowidentificationortakeanoath;

Examine the Voters Register during the election day provided the agent does notinconvenienceordelaythevoter,invoting;

Shareinformationwithotheragentsofthecandidate;

Asktheidentityofavoteroraskwhyavoterrequiresvotingassistance;

Examineballotmarksandobjecttoaballotbeingcountedduringthecount;

Signtheirnamesonthestatementoftheresultsandinitialtheenvelopecontainingballots;and

Receiveacopyofthestatementofthefinalballotcount.

Candidate’sagentsarenotpermittedto:

InterferewithvotersortheReturningOfficerduringElectionDay;or

RushorinterferewiththeReturningOfficerduringthevotecount.

Election staffmay request any person, including a candidate or a candidate’s agent, to leave thevotingstation if theperson is interferingwith theproperconductof theelection. TheReturningOfficerhastheauthoritytocallbylawofficersorRCMPforassistance,ifrequired.

9.5 TheMedia

Themediamayrequesttobepresent inthevotingstationduringthevote. This isnotpermittedundertheLocalAuthoritiesElectionsAct..


9.6 ElectionProceduresforWhenVotersArrive

Whenapersonarrives tovoteat thevotingstation, theDeputyReturningOfficerwill firstverifythattheperson’snameisontheVoters’Register.

ThentheDeputyReturningOfficerwillmakesure that thevoters’registercontains the followinginformation:

Thenameandaddressofeachpersonintendingtovote;and

Whereappropriate,whetherthepersonisapubliceducationdistrictsupporterorapublicdenominationaleducationdistrictsupporter.

IfthepersonisnotontheVoters’RegisterorListofVoters,thepersonmaystillvoteiftheyagreetomake a declaration of eligibility. If the person who has come to vote makes the declaration ofeligibility, the Deputy Returning Officer must write the word "declared" in the Voters’ Register,oppositethenameofthevoter.

Ifapersonrefusestotakethedeclarationofeligibility,theDeputyReturningOfficermustwritethewords "refused to take declaration" in the voters’ register, opposite the name of the voter. TheDeputyReturningOfficerdoesnotgivethepersonaballot.

If someoneobjects to apersonbeinggiven the right to castavote, theDeputyReturningOfficermustwrite thewords"objectedto" in thevoters’register,opposite thevotingname. TheOfficermustalsowritethenameofthepersonwhoobjected.TheDeputyReturningOfficerdoesgivethispersonaballot.

TheDeputyReturningOfficerwillinitialthebackofaballotbeforegivingittoapersonentitledtovote.TheDeputyReturningOfficermustwritehisorherinitialsinsuchaplacesothat,whentheballotisfolded,anyonecanseetheinitials,withoutopeningtheballot.

TheDeputyReturningOfficerwillmakeamarkonthevoters’registeroppositethenameofeveryvoterreceivingaballot.

9.7 TheRighttoVoteinSecret

With the exception of providing assistance to voterswho require help reading ormarking theirballot(s.74),theLocalAuthoritiesElectionsActpermitsonlyonevoterbehindthevotingscreenatatime.Shouldavoterrequireassistance,theDeputyReturningOfficerorapersonauthorizedbythe Deputy Returning Officer is permitted to assist the voter in casting his/her ballot (Schedule,s.16).

After receiving a ballot, the votermust proceed immediately to the voting screen tomark theirballot.IfapersonreceivesaballotandleavesthevotingstationwithoutreturningtheballottotheDeputyReturningOfficer,orifthepersonrefusestovote,thepersonloseshisorherrighttovoteatthatelection.Thismustbenotedinthevoters’register.

Aftermarkingtheballot,thevotermustfoldtheballotsoastoconcealthenamesofthecandidatesandthemarksontheballot.However,theymustfoldtheballotsothattheElectionOfficercanseetheinitialsoftheDeputyReturningOfficer.


Onleavingthevotingscreen,avoterwillimmediately,andwithoutexposingthefaceoftheballottoanyoneormakingknowntoanypersonforwhomheorshehasorhasnotvoted,delivertheballottotheDeputyReturningOfficer.

WhenavotergivesthemarkedballottotheDeputyReturningOfficer,theDeputyReturningOfficershall,withoutunfoldingtheballot,verifyhisorherinitialsandatonce,deposititintheballotboxinthepresenceofthepeopleentitledtobepresentinthevotingstation.

9.8 QuestionsofEligibilitytoVote

Ifacandidate,acandidate’sagent,electionofficeroranothervotersuspectsapersonwhointendsto vote may not be eligible, whether they are listed or not, they must inform a member of theelectionstaff. Undernocircumstancesshouldavoterbeapproacheddirectlybyacandidateoracandidate’sagent. Ifsomeoneobjectstoapersonbeinggiventherighttocastavote,theDeputyReturningOfficermustwrite thewords "objected to" in theVoters’Register,opposite thevotingname. TheOfficermustalsowrite thenameof thepersonwhoobjected. TheDeputyReturningOfficerdoesgivethispersonaballotifthevotersignsadeclarationofeligibility.Ifapersonrefusesto make the declaration, the Deputy Returning Officer must write the words "refused to takedeclaration"inthevoters’register,oppositethenameofthevoter. TheDeputyReturningOfficerdoesnotgivethepersonaballot.

9.9 MarkingaBallot

Upongiving the voter a ballot, theDeputyReturningOfficer orElectionClerkwill explain to thevoter the proper way to mark a ballot. The markmust be opposite one name only. The LocalAuthoritiesElectionsAct provides that a voter shallmark his or her ballotwith an "X" or “othermark”clearlyindicatingadistinctchoiceoppositethenameofthecandidate.TheLocalAuthoritiesElectionsActdoesnotstatethemarkhastobeinsideacircleorbox.Aslongasthemarkindicatesonly one candidate, the ballot shouldnotbe rejected. If you cannotdetermine the choiceof thevoter,theballotmustberejected.Ballotswithmarksthatlooklikeinitialsoridentificationarenotacceptableandmustbemarkedas“spoiledballots”.

Avotercannotvoteformorecandidatesthanthenumberofvacantpositionsonthelocalauthority.Ifthevotervotesformorecandidatesthanthenumberofvacantpositions,theballotisspoiled.Inahamlet,whenacandidate is running forbothmayorandcouncillor, thevotermayvote for thesamepersonineachcategory.

9.10 AssistancetoVoters

Ifavoterisblind,unabletoreadorunderstandtheballot,orisotherwisedisabledtosuchanextentthatitpreventsthepersonfromcastingaballot,orifavoterstatesthatheorsheisunabletomarkhisorherballot,thentheDeputyReturningOfficerorsomeoneauthorizedbytheDeputyReturningOfficercanhelpthepersoncasthisorherballot(s.74).TheDeputyReturningOfficerorsomeoneauthorizedbytheDeputyReturningOfficermay(Schedule,s.16):

Completethe“DeclarationofInabilitytoMarkBallot”form(ifacandidaterequiresit);

Markthevoter’sballotasthevoterdirects;

Placetheballotintheballotbox;and


Record in the Voters’ Register, opposite the name of the voter, the fact that the DeputyReturningOfficerorsomeoneauthorizedbytheDeputyReturningOfficermarkedtheballotatthevoter’srequest,andthereasonwhy.

9.11 CancelledBallots

Sometimes,avotermayaccidentallyspoilhisorherballot.Iftheyhaven’tplacedthespoiledballotin the ballot box, the voter can give the spoiled ballot to theDeputyReturningOfficer and get areplacementballot.TheDeputyReturningOfficermustmark“cancelled”onthefaceofthespoiledballotpaper.

TheDeputyReturningOfficermustkeepsafeallballotsmarked"cancelled."

9.12 DeclinedBallots

When a voter declines to vote, the Deputy Returning Officer will record that fact in the Voters’Register.TheOfficerwillthenwritetheword“declined”onthefaceoftheballotpaper.

TheDeputyReturningOfficermustkeepsafeallballotsmarked"declined."

TheDeputyReturningOfficerwillmakearecordintheVoters’Registerofanypersonwhoreceivesaballotandwholeavesthevotingstationwithoutvoting.

9.13 LeavingtheVotingStationbeforeVoting

Avoterwholeavesthevotingstationwithaballotlosestherighttovote.Thewords"Leftwithoutvoting"mustbewritten in the"othercomments"columnagainst thevoter'snameon theVoters’Register.Thevoterisnotallowedtocomebacklaterandvote(s.73(2)).


10. AftertheVote

10.1 ClosingtheVotingStationandEnsuringNoOneEnters

Persons inside the voting station, at the time the voting station is scheduled to close,may vote.However,theDeputyReturningOfficermustensurethatnootherpersonentersthevotingstationtovote.Eitherclosethedoorsorpostastaffmemberatthedoor,sothatpersonscannotcomeintothevoting station after the time tovotehaspassed. ElectionOfficers allowing voters in to vote,after the posted closing time of the voting station, have been the subject of an election petitionbeforetheSupremeCourtresultingintheelectionbeingoverturned.

10.2 PreparingtoCounttheBallots

Immediatelyafterthecloseofthevotingstationandthelastvoterhasleft,ballotcountingbegins.Theballotboxesarenottobemovedtoanotherlocation.TheDeputyReturningOfficerwillopenthe ballot box(es) and the ballot box from the advance vote. The Officer must do this in thepresenceof theElectionClerk(s)andanyof thecandidatesor agents,notexceedingone foranycandidate, who may be present (Schedule, s. 22). The Returning Officer must not allow anycandidateoragenttodisruptorrushthevotecount.Takeyourtimeandbethorough.

Oncethecounthasstarted,noone,otherthanelectionstaff,mayenterorleaveuntil thecountiscomplete.Personsatvotingstationsmaytakebreaksinbetweenthecompletionofoneballotboxcountandthenext,ifrequired.Ifacandidateortheiragentleavesduringthevotecount,theywillnotbeallowedtoreturn.

10.3 ExaminingtheBallots

Beforetheballotscanbecounted,theyareunfoldedandexamined. If thereareballotsthathavebeen marked in any unusual manner, separate and number them for the Returning Officer todeterminewhethertheywillberejected.TheReturningOfficerwillexaminetheballotsandrejectanyballot:(Schedule,s.23)

ThattheDeputyReturningOfficerdidnotpreviouslyinitial;

Thatisimproperlymarked;

Onwhichmorevotesaremarkedthanthevoterwasentitledtomake;or

Towhich anything has been done, or onwhich anything appears,which can identify thevoter.

Thebacksofallrejectedballotsaremarked“rejected”bytheReturningOfficer.


SAMPLESOFBALLOTSACCEPTEDANDCOUNTED

A. B.

1.Doe,Albert 1.Doe,Albert

2.Cart,Jack 2,Cart,Jack

C. D.


2.Cart,Jack 2.Cart,Jack

E. F.



Theballotmustbemarkedinsideaspecificspot. Aclearmarkingdistinctlyoppositeanamemaybeaccepted.Themarksshouldnotbemadethroughthename.


SAMPLESOFBALLOTSWHICHAREREJECTED

A. B.

1.Doe,Albert 12 1.Doe,Albert

2.Cart,Jack 2,Cart,Jack

C. D.



E. F.



BALLOTSAandD: Cannotdistinguishwhether thevotermeant tovoteandmadeamistakeorwishedtospoiltheballot.

BALLOTB:Votervotedfortwocandidateswhenonlyoneispermitted.

BALLOTSCandE:Markedthroughthecandidate’sname.BallotEappearsthatthevoterchangedthedirectionofthevote.

BALLOTF:Appearstoidentifyavoter.


10.4 Objections

TheDeputyReturningOfficerwillnoteanyobjectionmadebyanycandidate(orhisorheragent),toanyballotfoundintheballotboxanddecideonthevalidityoftheballot(Schedule,s.24).

TheDeputyReturningOfficerwillnumberallobjectionsandplaceacorrespondingnumberontheback of the ballot with the word "allowed" or "disallowed", as the case may be, and his or herinitials. TheDeputy ReturningOfficer completes a report on the objections and the reasons forhis/her decisions on counting or not counting ballots. This is required in case there is anadministrativeorjudicialrecountinthefuture. Remember,itonlytakesoneballottowinorloseanelection.

10.5 CountingtheBallots

The Deputy Returning Officer will count the valid ballots given for each candidate. The moreassistance the Deputy Returning Officer has, the better. Where there is more than one votingstation,theballotsmustbecountedatthevotingstationatwhichtheyarecastandnottransportedto a central location until after the ballots are counted. Proceed in this order, if each count isconsecutive:

1. AdvanceVote–All

2. Mayor/Chief

3. Councillors–IfacandidateranforMayorandwon,donotcountthevotesforthisperson,butcounttherestofthevotesontheballots

4. DistrictEducationAuthority

5. VoterQuestions

To make the count easier, election officers may use tally or counting sheets as shown, and theReturningOfficercanprovideblankonestothecandidatesoragentspresentfortheircount.

LocalAuthoritiesElectionDate:____________________________________

Position____________________________

Page________of________

CandidateBent

CandidateHarris

CandidateShirley

CandidateSweeney

CandidateTodd

5

10

15

20


10.6 VoteCountingMachines

AReturningOfficermay,ifauthorizedbymunicipalbylaw,usevotecountingmachines.

10.7 BreakingTieVotes

Afteryouhavecountedallthevotes,youmayfindthattwoormorecandidatesforanyofficehavereceivedthesamenumberofvotes.If it isnecessarytodeterminewhichcandidateiselected,theLocalAuthoritiesElectionsActofferstwooptions7.Thefirstisdrawinganame;thesecondisarun‐offby‐electionwherethemunicipalityhas,bybylaw,establishedthisrule.Thefirstisveryspecificas tohowtobreak the tievote (s.75). You,asReturningOfficer,mustwrite thenamesof thosecandidatesonseparateblanksheetsofpaper.Next,youfoldthesheetsofpapersothatthenamesareconcealed.YouthendeposittheminacontainerandaskanElectionOfficertowithdrawoneofthesheetsatrandom.Youdeclarethecandidate,whosenameappearsonthewithdrawnsheet,tohaveonemorevotethantheothercandidate.Thiscandidateisnowdulyelectedtooffice.

Where the council has established a run‐off by‐election, by bylaw, the run‐off must take placewithin14daysforthosecandidateswiththesamenumberofvotes.

10.8 TallyingtheResults

Afterwards,theDeputyReturningOfficerwillwriteastatementthatindicatesthenumberofvotesgiven to each candidate, and the number of ballots rejected and not counted by the DeputyReturningOfficer.

The Deputy Returning Officer signs the written statement. Any other persons authorized to bepresentmayalsosignit.TheDeputyReturningOfficerwillcertifyonthevoters’register,thetotalnumber of persons who voted at the voting station for which the Deputy Returning Officer isresponsible.TheDeputyReturningOfficerwillmakethreeseparatepackets(s.27):

1. Thefirstpacketwillcontainthestatementsofvotesandtheballotsthathavebeencounted,whetherobjectedtoornot;

2. Thesecondpacketwillcontaintherejectedballotsandthoseballotsdeclinedandcancelled;and

3. Thethirdpacketwillcontainthevoters’register,listofvotersandunusedballots.

10.9 AutomaticRecounts

Wherethecountofvotesthattwoormorecandidatesaredividedbyfourorfewervotesandwhereoneormoresuchcandidateshavingagreaternumberofvoteswillbeelectedandoneormoresuchcandidateshavingalessernumbervoteswillnotbeelected,theReturningOfficershallconductarecount.

10.10 SealingtheVoteResults

It is the responsibility of the Returning Officer and the Deputy Returning Officer to ensure theballotsareprotectedfromanymanipulationorchanges.EnvelopescontainingtheVoters’Register7 NOTE: Tie votes for Tåîchô community government positions must be decided by a run‐offelection.


andallballotsmustbesealed.TheDeputyReturningOfficerwillsealandinitialtheenvelopesandmarkthecontentsoftheenvelopeontheoutsideoftheenvelope.

10.11DeclarationofElectionResults

At the endof the vote count, youmustdeclare andpost the results of the election including thenumberofvoteseachcandidatereceived.(Thisisthesameformthatwouldhavebeencompletedifthecandidateswereacclaimedtooffice.)Onrequesttodosobyacandidate(ortheiragent),youneedtoprovideeachcandidate(ortheiragent)withacertificateshowingthetotalnumberofvotescastatavotingstationforeachcandidateandthenumberofrejectedballots.

Inahamlet,acandidatemayhaverunfortheofficeofMayorandfortheofficeofCouncillor.IfthecandidatehasreceivedagreaternumberofvotesfortheofficeofMayorthananyothercandidatefor that office, youpublicly declare the candidate elected asMayor and youdonot consider anyvotescastforhimorherasCouncillor.Iftheydonotwinthemayor’sseat,thevotestheyreceivedforcouncillorarecounted.

In Tåîchô community governments where one half of the Council must be Tåîchô citizens, thecandidateswhoareTåîchôcitizensandreceivedagreaternumberofvotesaredeclaredelectedfirstuntilonehalfof theCouncil isdecided.Thentheremainderof theseatsaredeterminedbythoseremaining candidates (whetherTåîchô citizensornot)with the greaternumberof votesuntil allseatsaredeclared.

10.12 CertificateofResults

Inadditiontotheofficialpostingoftheresults,theReturningOfficershouldsenda“CertificateofResults of the Election” to the Senior Administrative Officer and the Chief Municipal ElectoralOfficer.Note:itstatestheposition(s)elected,totalnumberofvoteseachcandidatereceived;whowasdeclaredelected; andwhatquestion(s) receivedapproval(s) immediately after thevotesarecounted.

10.13OfficiallyNotifyingCandidates

Inaccordancewiths.28oftheSchedule,acertificateshallbeprovidedtoeachelectedpersononrequest,asofficialnotificationofhavingbeenelected.Note:theformisnotprescribedbutshouldinclude the date the term starts and ends. Ensuring the proper date is placed on this formwillavoidanyconfusionastowhenoneperson’stermendsandanotherbegins.

10.14RemovalofCampaignMaterials

Candidatesmust remove all electionmaterials (e.g., signage) from public propertywithin sevendaysafterElectionDay(s.109(1)).After7days,themunicipalitymayremovethemandchargethecandidatecosts(s.109(2)).

10.15AdministrativeRecount

Acandidatemustapply,inwriting,totheReturningOfficerforanadministrativerecount(s.80(1))within72hoursafterthevotingstationsareclosed.Thereasonsforaskingforarecountmustbestated.Reasonablegroundsmightincludeacloseresult,apossiblemiscount,oralargenumberofrejectedballots.


IftheReturningOfficerfeelsthegroundsarereasonables/hemustscheduletherecount(s.80(2)).There must be at least 12 hours’ notice stating the time and place where the recount will beconducted. All persons involved in the initial count, such as the electionofficers and candidateswhomaybeaffectedbytherecountarepermittedtoattend.

Atthetimespecifiedfortherecount,theReturningOfficercountstheballotsinthesamewaythattheywereoriginallycounted.After therecount, theReturningOfficerwill correct theresultsandissuenewcertificates,ifnecessary.Thecontentsoftheballotbox(es)shouldthenbeputback,thebox(es) locked and sealed and the candidates and the public given notice of any changes in theresults.

10.16 ElectionReports

Aside from receiving the election results for all votes on ElectionDay, you are asked towrite areportfortheCouncilandtheChiefMunicipalElectoralOfficersettingout:

Votesforeachcandidateandwhoiselected;

Totalnumberofvotersonlistofvoters;

Numberofvotersswornin;

Percentagevoted;

Thegenderofcandidates;

Electionissues;

Dealingwithquestions;and

Issuesconcerningthismanual.

All jurisdictions inCanadacollect informationonelectionsrelatedtothe informationabove. It isusefultotheconductoffutureelections,thetrainingofElectionOfficersandprovidesinformationon potential legislative changes. Keep a diary of the issues you encountered and conclude yourtenureasReturningOfficerwithareport.

10.17 JudicialRecount

Anyvoterhas14daysaftertheresultsoftheelectionareinitiallydeclared,toapplybyoriginatingnotice, to a Judge of the Supreme Court, for a judicial recount, regardless of whether anadministrativerecounthasalreadybeenconductedornot(s.83).Often,thisrequestwilldealwithballots that have beenquestionedduring the count onElectionDay. The Judgewill be asked tofocus on the question ofwhether ballots shouldhave beenmarked as “spoiled” or not. In closeelections,ofcourse,eachvotecounts.

If the Judgedetermines there are reasonable grounds for conductinga recount, s/hewill set thetimeandplaceforit.Theapplicantwillberesponsibleforgivingatleastsevendays’noticeofthedate,timeandplaceoftherecounttothemunicipalityandallpersonstheJudgedirectsshouldbenotified.

TheSeniorAdministrativeOfficer,asa respondent to therecount, is responsible forbringing thesealedballotboxestowheretherecountwillbeconducted.Heorshemustalsobepresentduringtherecount.


Afterexaminingtheballotsandhearingotherevidence,theJudgewilldecideontheresultsoftheelection.

If there are changes to the results, the Returning Officer is then responsible for amending theCertificates of Election and Results and distributing them again as he or she would after anadministrativerecount.


11. ElectionProblemsandOffences

11.1 ApplicationforNewElection

IfaReturningOfficerexpressestotheChiefMunicipalElectoralOfficerjustifiableconcernsthatanelectionwould be invalid if itwere to continue, because of unintentional omissions or errors infollowing the Local Authorities Election Act, or has reasonable grounds to believe that civilemergency or other extraordinary circumstance have rendered it impractical to conduct theelection, the ChiefMunicipal ElectoralOfficermay cancel the election, inwhole or in part, anddirectthatanewelectionbeheldorthataportionoftheelectionbere‐conducted.Thedirectiontocanceltheelection,inwholeorinpart,mustbeissuedbeforethecloseofthevotingstation.Oncethevotingstationisclosed,onlyasuccessfulapplicationtotheSupremeCourtcanissueanordertovoidanelectionandcauseanewelectiontobeheld.

11.2 MajorElectionOffences

The LocalAuthoritiesElectionsAct listsmajor election offences inmunicipal elections (ss. 106 ‐110).Becomefamiliarwithlawfulandunlawfulelectionactivities.Notethespecificoffencesthatmaybecommittedbyelectionpersonnel.

Apersonisguiltyofamajorelectionoffenceifthey:

Attempttobribeavoter;

Impersonateanotherpersoninordertovote;

Votetwiceortrytovotetwice;

Knowinglyactorattempttoactasaproxyvoterformorethanthreevoters;

Agreetobeaproxyvoter,knowingtheyarenoteligibletovote;

Campaignorpostcampaignpostersinavotingstation;

Intentionallysupplyballotstoanypersonwithoutdueauthority;

Intentionallyputintotheballotboxanypaperotherthanaballotthattheyareauthorizedtoputin;

Intentionallyremoveballotsfromthevotingstation,exceptwhereauthorizedbytheLocalAuthoritiesElectionsAct;

Intentionallydestroy, take,openor interferewithaballot,packetofballots,ballotboxoranyelectionmaterials,exceptwhereauthorizedbytheLocalAuthoritiesElectionsAct;

Attempttointerferewithavoterwhoistryingtomarkhisorherballot,orcausetheballottobemarked so as todefeat the intentionof the voter,whetherornot thatperson is anElectionOfficer;

Attempttostopavoterfromvoting;

Make a voter vote for a certain candidate by the use of force, threats, violence orintimidation;and

Assistapersoninanywaytocommitamajorelectionoffence.


Charges under the Local Authorities Elections Actmay occur in the same manner as any otheroffence, beginning with the laying of a complaint with the RCMP, including swearing an“InformationConcerninganOffence”.

TheRCMPwillstartaninvestigationandmaylaycharges.IftheRCMPlayscharges,acourtdateisset,evidence isheardandadecisionmade. ATerritorialCourt Judgemayhearthesematters. Ifyouareuncertainwhattodo,contacttheChiefMunicipalElectoralOfficer.

These offences are punishable on summary conviction by a fine not more than $5,000, and indefault,ajailtermofnotmorethanoneyear.Anyoneconvictedofamajorelectionoffenceisnoteligibletobeacandidateforthenextthreeyears.

Ifamemberofalocalauthorityisguiltyofamajorelectionoffence.

IfaJudgefindsamemberofalocalauthoritytobeguiltyofcommittingamajorelectionoffenceorotheroffenceundertheLocalAuthoritiesElectionsAct,thepersonwillnolongerbeallowedtoholdofficeasamemberofthelocalauthority.

Itisnotamajorelectionoffenceforapersonto:

Pay for or offer to pay for the actual personal expenses of a candidate or a candidate'sexpensesforprofessionalservicesrendered;

Payforprintingandadvertisingcosts;

Providevolunteerstotransportvoterstovotingstationsatnocost;and

Displaycampaignsignsonvehiclestransportingvoters.

Anelectionofficerisguiltyofamajorelectionoffenceifthey:

Leakinformationastohowanyvotercasttheirballot;

Forceavotertoshowhisorherballot;and

Neglect,failorrefusetodoanyoftheirdutiesasoutlinedintheLocalAuthoritiesElectionsAct.

11.2.1LimitationPeriod

Anypersonwishing to beginproceedings against anyone formajor election offencesmust do sowithin two years after Election Day. To start these proceedings, an individual swears an“InformationConcerninganOffence”beforetheRCMP.

11.3 ElectionPetition

Anyvoterorlocalauthoritymayquestionthevalidityofanelectionortheeligibilityofacandidatetositon the localauthoritybypetitioning to theSupremeCourtof theNorthwestTerritories,onanyofthefollowinggrounds:

Theelectionisinvalidduetomajorelectionoffencescommittedattheelection;

Amemberofthelocalauthoritywasnoteligibletobeacandidateonthedayoftheelection;

AmemberwaselectedinviolationoftheLocalAuthoritiesElectionsAct;

Amemberhasbecomedisqualifiedfromservingonthecouncil;or


Apersonwasappointedwhennoteligibletobeacandidate.

Thepetitioner has twomonths fromElectionDay to petition the court, except if challenging thequalificationofamembertoremainonthelocalauthority,whichcanbedoneatanytimeduringthemember'stermofoffice.

Thepetitioner isresponsible forservingacopyof theelectionpetitiononall respondentswithintendaysof filingthepetition. AnyelectionofficermayberequiredtorespondtothepetitionbyappearingbeforetheJudge.

Attheconclusionofthetrial,theJudgewilldeclare:

Whowaselected;

Ifamemberisdisqualifiedfromoffice;

Iftheelectionisvalid;

Ifanewelectionisrequired;or

Ifmajorelectionoffenceswerecommitted,whatwasdone,whocommittedtheactionsand,didanycandidatesknowabouttheactionsandconsenttothem.


12. DestructionofElectionMaterials

Aftertheelection,youmustgivetheballotsandelectionmaterial, foramunicipalelection,totheSeniorAdministrativeOfficer.Inanyotherelection,youwillgivetheelectionmaterialtothepersondesignatedbythelocalauthority.

The person who receives the ballots and election material, on behalf of the local authority isresponsible for its safekeeping and for its destruction when required by the Local AuthoritiesElectionsAct.

Unless thematerialswillbeneeded fora judicial recountoranelectionpetition is filedwith theSupremeCourt,threemonthsafterElectionDay,theSeniorAdministrativeOfficermustdestroytheballots, completed forms, tally sheets thatwereused in theelectionor areunusable for thenextelection(electionmaterialcontainedinthethreesealedpackets),inthepresenceoftwowitnessesandmakeadeclarationthatthematerialsweredestroyed.

If there are proceedings pending for a recount, an election petition or other relevant legalproceedings,theSeniorAdministrativeOfficer(orthedesignatedofficialfortheDistrictEducationCouncil/Authorityoranother local authority),mustbring theballotboxesandelectionmaterialsbeforethejudgeattheappointeddate,timeandplace.


13. Glossary

AdvanceVote AvoteheldbeforeElectionday.TheusedballotsarekeptinasealedenvelopeuntilElectionDayandarecountedatthesametimeastheotherballots.

AppropriateMinister The Minister responsible for the enactment establishing the localauthority.

Ballot Apiece of paper onwhich are printed the names of the candidatesand a place for the voter to indicate the preferred candidate. In aplebiscite,whereCouncilisaskingtheopinionofthevoters,theballothas a printed question and spaces for the voter to answer "Yes" or"No".

BallotBox A box with a narrow slot on top, into which are placed all thecompleted ballots until the voting station closes and the votes arecounted.

By‐Election Anelectionheldatany timeother thanduringageneralelection tofillavacancyinalocalauthority.

Candidate Apersonwhoseekselection topublicofficeasmayor,councillororothermemberofanyotherlocalauthority.

Candidate’sAgent A person who represents the candidate at voting stations in thecommunity(sometimescalledascrutineer).

ChiefMunicipalElectoralOfficer

A statutory officer appointed by the Commissioner in ExecutiveCouncil(Cabinet)toexercisegeneraldirectionandsupervisionovertheadministrativeconductoflocalelections.

Councillor AnymemberofamunicipalcouncilotherthantheMayor.

CountingVotes Counting the votes received at a voting station. The (Deputy)ReturningOfficerforthevotingstationcarriesoutthecountaftertheclose of the voting station. Candidates or their representatives areentitled to be present while the ballots are being counted and toreceiveacopyofallstatements.

Declaration AstatutorydeclarationmadeinaccordancewiththeEvidenceAct.

DeputyReturningOfficer The Election Official, appointed by the Returning Officer, whosupervises a voting station. The Deputy Returning Officer's tasksinclude making decisions about a person's eligibility, counting theballots,andcertifyingtheresults.WhereaReturningOfficerisunabletoperformhis/herduties,theDeputyReturningOfficer,mayperformthedutiesoftheReturningOfficer.

DistrictEducationAuthority

ADistrictEducationAuthority,asdefinedintheEducationAct.


Election Anelectionofamemberofa localauthorityatageneralelectionorby‐election.

ElectionClerk Anofficialwhoassiststhedeputyreturningofficeratavotingstationbychecking tosee ifaperson'sname ison the listofvotersandbydealingwiththepaperwork.

ElectionDay Thedayfixedforanelection.Thisisthedaymostpeoplegotovote.Itisalsoknownasvotingday.

ElectionOfficers Returning officers, deputy returning officers, election clerks andinterpreters.

ElectionPetition A petition, filed with the Supreme Court, by a voter or the localauthority that questions the validity of an election or the right of apersontositasamemberofalocalauthority.

ElectoralDistrict Acertaingeographicalarearepresentedbyacandidateinanelection.AcandidaterunningforaMayorwouldrepresentthemunicipality.Acandidaterunningforcouncillorwouldrepresentthemunicipalityortheward.AcandidaterunningtobeamemberofaDistrictEducationAuthoritywouldrepresenttherelevanteducationdistrictasdefinedintheEducationAct.

Enumeration Tocounttheeligiblevoterswithinanelectoraldistrictbygoingdoor‐to‐doortogetthenecessaryinformationforthelistofvoters.

GeneralElection Anelectionheldtoreplacemembersofalocalauthoritywhosetermsofofficeexpireinthatyear.

Judge AjudgeoftheSupremeCourt.

JudicialRecount A second count of the votes conducted in front of a judge, uponapplication of a voterwithin 14 days of an election. The request isgranted if it includesanaffidavit that thevotingwasnotperformedcorrectly,thatballotswereimproperlyrejected,orthatthereturningofficeraddedthevotesincorrectly.

LocalAuthority AmunicipalcounciloraDistrictEducationAuthority/Council.

LocalAuthoritiesElectionsAct

The law governing the conduct of local elections in NWTcommunities.

MajorElectionsOffence Anoffenceconstitutedasamajorelectionoffenceinsubsection106(1)orsection107oftheLocalAuthoritiesElectionsAct.

Mayor Thepresidingmemberofamunicipalcouncil.

MemberofaLocalAuthority

Apersonwhoholdsofficeonalocalauthority.


NominationPapers A form that must be completed by candidates running for publicofficeinacommunity.Itmustincludethesignaturesanddeclarationsofatleasttwoeligiblevotersfromthecommunity.

OfficeoftheReturningOfficer

Anofficesetup inthecommunityatthestartofeachgeneralelection,by‐election or referendum. It's the place from which the returningofficerandhisorherstaffservethepublicduringanelectoralevent.

Plebiscite A vote of all eligible voters of a community on an important publicquestion.

PublicNotice Thegivingofofficialpublicnotice,concerninganelectionorvote,tothegeneralpublicandthegivingofanyrelevantdirectionstovotersandcandidates.

Question Anelectoraleventinwhichvotersareaskedtoanswer"Yes"or"No"to a written question, often called “referendums”. Local authoritiesusequestionstoconsultthepeopleonspecificissues.

Residency Determinedbythelocationofaperson’shomeordwelling– theplacetowhichthepersonreturnsorintendstoreturn,whenthepersonistemporarilyabsent.Ifapersonmaintainsahomeordwellinginmorethan one place, the person must choose one of the places as theirofficialplaceofresidency,inwhichtheywillcasttheirvote.

Registrar Theofficialwhoupdates the listof votersduring inpreparation forElection Day. This official receives applications from people whowanttohavetheirnamesaddedto,ordeletedfrom,thelistofvotersorwhoneedtoupdatepersonalinformationonthevoters’register.

ReturningOfficer The person responsible for organizing the electoral event in acommunity.

Scrutineer Aperson(s)appointedbytheMayortooverseeavoteonaquestionbeforethevoters.

SeniorAdministrativeOfficer

Thesenioradministrativeofficerofamunicipalcorporation.

Voter Apersoneligibletovoteatalocalelection,whois18yearsofageorolder,aCanadiancitizen,andaresidentofthecommunityforatleastayear.

Voters’Register Theofficialdocumentcreated,10daysbeforeelectionday,whenallthelistofvotersarecompileduptocreatethevoters’registerfortheuseoftheReturningOfficerandotherElectionOfficialduringelectionday.

VotingBooth Theplaceatthevotingstationwherevotersgotomarktheirballotinprivate,sonoonecanseewho(orwhat)theyarevotingfor.


VotingDivision A division of the electoral district, fixed by the local authority, forwhichalistofvotersisprepared.

VotingScreen Thecardboardbarrierbehindwhichavotergoestocasttheirvoteinsecret. It is to prevent other people from seeing what the voter ismarkingonhisorherballot.

VotingStation Theplacewhereavotercastshisorhervote.


14. SupportingResources

FormsintheLocalAuthoritiesElectionActRegulationscanbefoundat:

http://www.justice.gov.nt.ca/PDF/REGS/LOCAL_AUTHOR_ELEC/Local_Author_Elect_Forms.pdf

ThefollowingaresuggestedelectionformsnotintheLocalAuthoritiesElectionsActRegulations:

Notice‐ListofNominees

ApplicationtoAuthorizeProxyVoter

NoticeofExtensionofTimeforNominationofCandidates

Candidate’sAgentsForm

GuidelinesforCandidate’sAgents

BallotTallySheet

LocalAuthoritiesElection–DirectionsforVoting

NOTICE–LISTOFNOMINEES

Notice is hereby given that the following persons have been nominated for the election to the(municipality)of(insertnameofcommunity)tobeheldon(insertelectiondate).MAYOR(1)(Listnomineesinalphabeticalorder)1.2.3.4.COUNCILLORS(insertthenumberofpositionstobefilled–e.g.6)(Listnomineesinalphabeticalorder)1. 8.

2. 9.

3. 10.

4. 11.

5. 12.

6. 13.

7. 14.Notice is hereby given that the following persons have been nominated for the election to theDistrictEducationCouncil/Authority.MEMBERS(statenumberofpositionstobefilled–e.g.8)(Listnomineesinalphabeticalorder)1. 8.

2. 9.

3. 10.

4. 11.

5. 12.

6. 13.

7. 14.Anyvoterwhobelievesthatacandidateisnoteligibletobeacandidatemayadvise,by3:00p.m.(insertdatewhenthechallengeperiod finished)(72hours), theReturningOfficer inwritingof thegroundsforthatbelief.Anyone,wishingtowithdrawasacandidate,mustsubmitinwritingtheirintentiontowithdrawtotheReturningOfficerin48hoursortheirnamewillappearontheballot.

ReturningOfficer

APPLICATIONTOAUTHORIZEPROXYVOTER

I, of (nameofapplicant) (placeofresidence)beingeligibletovoteintheelectionin andhavingreasonto (placeofelection) believethatIwillbeunabletovoteateitheranadvancevoteheldon (dateofadvancevote)oronelectionday, ,herebyauthorize (electiondate) (nameofproxyvoter)tovoteonmybehalfasaProxyVoteratthiselection.IhavenotauthorizedanyotherpersontoactasmyProxyVoteratthiselection.

Datedthis dayof ,20 .

ApplicantVoter

ProxyVoter

AttachtoDeclarationofProxyVoter

NOTICEOFEXTENSIONOFTIMEFORNOMINATIONOFCANDIDATES

Noticeisherebygiventothevotersof thatthenumberof (community)candidatesnominatedforelectionas being (Mayor/Councillor/DistrictEducationAuthority)lessthanthenumberrequiredtobeelected,pursuanttosection39oftheLocalAuthoritiesElectionsAct,thetimefornominationsisextendeduntil3:00p.m.onthe dayof (date) ,20 .

(month) (year)

NominationpapersmustbedeliveredtotheReturningOfficerpersonallyortohis/herofficeatthe before3:00p.m.on ,20 .(officelocation) (dateandmonth)

Datedthis dayof ,20 .

ReturningOfficer

CANDIDATE’SAGENTSFORM

ThisformmustbedeliveredtoandretainedbytheReturningOfficer.

I, herebyappointtheperson(s)namedbelowas (nameofcandidate) Candidate’sAgentsinthelocalelectiontobeheldin (nameofcommunity) on ,20 . (date) (year)

Candidate’sSignature

(PleaseprintthenamesofAgents.Thereisamaximumofoneagentatatimepervotingstation.)

1. 6.

2. 7.

3. 8.

4. 9.

5. 10.

GUIDELINESFORCANDIDATE’SAGENTS

Candidatescompleteappointmentformsoftheiragents.Onceagentsareswornin,theymayreturnthroughouttheday. Onlythecandidateoranagent,butnotboth, ispermittedtoremaininthevotingstationthroughouttheElectionDayorthecount.TheReturningOfficerwillpermitcandidatesoragentsto:

Witness the inspectionof theballotboxandothervotingdocuments at theopeningof thevotingstationandthecountingoftheballotsatthecloseofthevotingstation.

Permitcandidates/agentstorequireavotertoshowidentificationortakeanoath.

Agents may examine the Voters’ Register during the Election Day provided no voter isinconveniencedordelayedinvoting.

Anagentmayasktheidentityofavoterorwhyavoterrequiresvotingassistance.

Examineballotmarksandobjecttoaballotbeingcountedduringthecount.

Signtheirnamesonthestatementofthevotingstation(s)andinitialtheenvelopecontainingballots.

ReceiveacopyofthestatementmadebytheDeputyReturningOfficerofthenumberofvotesgiventoeachcandidateandthenumberofballotsrejectedandnotcountedbytheDeputyReturningOfficer.

Candidates/agents are not to interfere with voters or the Returning Officer during Election Day.Agentsor candidatesmaynot rushnor interferewith theReturningOfficerduring thevote count.Electionstaffmayrequestanypersontoleavethevotingstation.BylaworRCMPassistancewillbecalledifrequired.

BALLOTTALLYSHEET

LocalAuthority:

Position:

Candidate:

Candidate: Candidate: Candidate: Candidate:

05 10 15 20 25 30 35 40 45 50 55 60 65 70 75 80 85 90 95 100 105 110 115 120 125 130 135 140 145 150 155 160 165 170 175 180 185 190 195 200

LOCALAUTHORITIESELECTION‐DIRECTIONSFORVOTING

1. IfyournameisontheListofvotersoryouhaveswornaDeclarationofEligibility,youwillbegivenballot(s).Note:AnElectionOfficialmayaskthatyousignanadditionalDeclarationofEligibility.Ifyourefusetoswear/affirmanotherDeclaration,youwillnotbeallowedtovote.

2. Each ballot is initialled and folded so you see the initials of the Returning Officer on theballot.

3. Takeyourballotstoavotingbooth.

4. Oneachballotmakean"X"orothermarkoppositethename(s)ofthecandidatesyouwishtovoteforinthespaceprovided.

5. Onaballot,youcannotvoteformorecandidatesthanthenumberofvacantpositions.Youmay vote for fewer candidates than thenumberof vacantpositions. If you vote formore candidates than allowed, yourballotwill bedeclared “spoiled” andno votes on thatballotwillbecounted.

6. Ifyoumakeamistakeinmarkingaballot,youmayreturntheballottotheReturningOfficer,whowill “cancel” theballotandgiveyouanewone. The“cancelled”ballot iskept for theballotcount.

7. A candidatemay appear onmore than one ballot. Youmay vote for the person on eachballot,ifyouwish.

8. Whenyouhavefinishedvoting,foldeachballottoshowtheinitialsoftheReturningOfficer.ReturntheballotstotheReturningOfficerandhe/shewillputyourballotsintheballotbox.

9. Ifyouneedassistance,asktheReturningOfficerorElectionClerkwhomay:

Explainthewaytomarkaballot;

ExplainanythingontheDirectionsforVoting;

Markyourballotforyouonyourinstructionsifyouareunableto;and

Allowapersontoassistyouifyouareblind,unabletoreadorunderstandaballot,ordisabledsothatyoucannotmarkyourballot.

10. Ifyoutakeaballotoutofthevotingstation,youloseyourrighttovoteatthiselection.

11. IfyouhaveauthorizedsomeonetobeyourProxyVoter,youcannotvoteyourself.

DirectionstoProxyVoters1. You must give the Returning Officer the completed “Application(s) to Authorize a Proxy

Voter.”Youmaynotvoteformorethanthreeotherpersonsinadditiontoyourownvote.

2. OncetheReturningOfficercompletestheProxyCertificateandyousigntheDeclarationofaProxyVoter,youwillbegivenballotsforthevoter(s)youareauthorizedtovotefor.

3. Ifyourapplicantvotersresideatdifferentvotingstations,youmustattendeachlocation.

AdditionalDirectionsforAdvanceVote1. Youmustcompletea“DeclarationatAdvanceVote”inordertovoteattheAdvanceVote.

2. IfyouvoteattheAdvanceVote,youmaynotvoteonElectionDay.Toattempttovotetwiceisanoffence.

ELIGIBILITYOFVOTERSNOTICE

MUNICIPALELECTIONS

Apersoniseligibletovoteifthey:


Havereachedtheageof18years;and

Have lived in the community at least12consecutivemonths immediatelybeforeElectionDay.

NOTE:ItisanoffenceundertheLocalAuthoritiesElectionsAct(s.68,106,110)forapersontovoteifapersonisnoteligibletodoso.

ELIGIBILITYOFVOTERSNOTICE

COMMUNITYGOVERNMENTS

TheTåîchôCommunityGovernmentsfollowtheLocalAuthoritiesElectionsActexceptasnotedintheTåîchô Community Government Act in regards to eligibility of voters and candidates, councilvacanciesandtievotes.

ApersoniseligibletovoteforCouncillorsifthey:

AreaCanadiancitizenorpermanentresidentonElectionDay;

Haveattained18yearsonelectionday;



ApersoniseligibletovoteforChiefif:

Inadditiontotheabovecriteria,thevotermustbeaTåîchôcitizen.

NOTE:ItisanoffenceundertheLocalAuthoritiesElectionAct(s.68,106,110)tovoteifapersonisnoteligibletodoso.


15. FrequentlyAskedQuestionsaboutMunicipalElections

1. RESIDENCY

“Someonetoldmethattheywerebornandraisedinthecommunity.Lastyear,becauseofthe lackofemploymentopportunities,theytooka job inanothercommunity.Ithasalwaysbeentheirintentiontoreturntothecommunity.Aretheyeligibletovote?”

Probably not. To be able to vote a person must be ordinarily resident in the community.Personswhoareattendingschool,whoareincarcerated,orwhoareinstitutionalizedarestillconsidered to be ordinarily resident. Personswho take employment outside the communitybutstillmaintainaresidenceinthecommunitymaybeordinarilyresidentdependingontheconditionsoftheemployment.Mineshiftworkersareclearlystillordinarilyresident,butiftheconditions of employment are not tied to a fixed period of work then a person’s ordinaryresidence would have changed. “Snow birds” or persons who take long absences are stillconsideredordinarilyresidentifthatabsenceislessthansixmonths.

2. RESIDENCY

“Apersonclaims that they left thecommunityonly threemonthsagoandsohavenotbeenresidentintheirnewcommunitylongenoughtovotethere.Cantheystillvoteinthiscommunity?”

No. Giving up residency is not determined by how long a person has been away. It isdeterminedbytheactoftakingupanewresidence.AnextremeexamplewouldbeavoterwholeavestheircommunitythedaybeforetheElectionDaywiththeexpectationofestablishinganewhome.Thispersonwouldnolongerbeordinarilyresident.

3. DISPUTEOVERRESIDENCYOROTHERELIGIBILITYCRITERIA:

“Ihavedoubtsaboutaperson’snomination/votereligibility;however,theybelievetheyareeligible.WhatdoIneedtodotoresolvethis?”

Theright tovoteorbeacandidate isabasicright. If thereturningofficerdoubtsaperson’seligibilityapersonmayberequiredtosignastatutorydeclarationconfirmingtheireligibility.Thisdocument,swornbeforetheReturningOfficeroraCommissionerforOaths,hasthesameweightasanoathswornbeforeaJudge.Accordingly,afalsedeclarationcanresultincriminalcharges.

4. CAMPAIGNING

“Ihaveheard that candidatesarenotallowed to campaignonElectionDayoron theAdvanceVoteDay.Whataretherestrictionsoncampaigningduringthesedays?”

Candidates can campaign at any time. This may be different from Federal and Territorialelections.Theonlyrulethatrestrictscampaigningonthesedayshastodowiththeplacementof campaignmaterials such as posters, signs, buttons, pamphlets, etc. None of these can bewithin 25metres of the voting station. Voters have to remember to take off their campaignbuttonswhentheygotovote.Whileavehiclemayhaveacampaignposteronitandwhileacandidatemayoffer rides to the voting station in that samevehicle, the vehicle is not tobeparkednearthevotingstation.


5. PROXYVOTES

“Iknowthatsomeofthecandidateshavebeensolicitingproxyvotes fromvoterswhowill not be able to vote at the Advance Vote, Election Day or by one of the otheralternativevotingmethods.Isthispermitted?”

Yes. Candidates and their supporters are allowed to contact people and offer them proxyapplication forms. It shouldbenoted that a voter can exercise amaximumof threeproxies.While this isoneway toprocessproxyvote applications, it is strongly suggested thatproxyapplicants contact the Returning Officer directly with their intention so that the ReturningOfficercanhelpguidethemthroughthecompletionoftheapplication.Itshouldbenotedthatonceaproxyisgiven,thereisnowayanyonecanguaranteethattheproxyvoterhasvotedthewishesoftheapplicantvoter.

6. ELIGIBILITY

“Iknowavoterwho is incarceratedandwants tovote.Whatare theoptionsand theprocess?”

Voters who are incarcerated and still ordinarily resident are eligible to vote in municipalelections.Therearetwopossiblewaystodothis:

a. byproxyor

b. wherethemunicipalityhasadoptedanelectionsbylaw,bymail‐inballot.

Officials in the Justice Department’s Corrections Division are routinely informed about up‐comingmunicipalelections,andthis information isrelayedtothe individual institutionsandthroughthemtotheinmates.

7. FAXEDANDSCANNEDFORMS

“Someonehasaformthatneedstogettome.Cantheysendittomeelectronically?”

Yes.However,you,theReturningOfficer,maydemandsomeprooftoconfirmwhoissendingthe formtoensure that the form is legitimateandnota forgery. It is theReturningOfficer’sdiscretion to decide what form of proof is acceptable so that the Returning Officer can beconfidentinacceptingtheform.Itisrecommendedthatthetransmittalofformselectronicallyonlybedoneifitisimpossibletodoitinperson.Inpersonsubmissionsensurethatanyerrorsintheformcanbecorrectedquicklyandreducetheriskthattheformwillberejected.

8. VOTER’SIDENTIFICATION

“Iheardthatavoterneedstoproducephotographicidentificationtovote.Isthistrue?”

Not necessarily. Election Officials have to be confident that persons receiving a ballot areeligiblevoters.Iftheyknowthatavoteristhepersontheyclaimtobe,thenElectionOfficialsdonotrequireanyfurtherproof.Iftheydonotknowthevoter,thevotermayproducesomeidentificationacceptabletotheElectionOfficialsorfailingthat,getsomeonewhoistrustedbythe Election Officials to vouch for the voter’s identity. Failing that, a voter can provide astatutorydeclaration.


9. ELECTIONOFFICIALS

“Someoftheelectionofficialsarerelatedtosomeofthecandidates.Ithoughtyoucan’tbeworkingonanelectionifyouarerelatedtoacandidate.”

The Returning Officer is appointed by the Council or failing the appointment, it is the SAO.OtherElectionOfficialsaresworninbytheReturningOfficer.ThereisnothingtoprohibittheCouncilfromappointingaReturningOfficerwhomayberelatedtoapotentialcandidate,norfor a Returning Officer to select other officials who may be related to candidates exceptcommonsense.Ofcourse, it isdifficult,particularlyinmostofourcommunities,tofindgoodofficialswhoarenotrelatedtooneormoreofthecandidates.

10. ELECTIONOFFICIALS

“Ithoughtelectionofficialscouldnotbeemployeesofthecommunitygovernment.”

Thereisnosuchprohibition.ManyoftheCouncilsdoappointstafftorunelectionsasbothacost‐savingmeasureandtoprovidecontinuityofelectionexpertise.Infact,intheabsenceofaCouncilappointedReturningOfficer,theSAOisexpectedtotakeonthisroleundertheelectionlaw.While somepeople are concerned about election officials having a bias for a particularcandidate, there are a number of safe guards including the presence of candidates or theiragents at the voting station and at the vote count to ensure that any tampering with theelectionwouldbeverydifficult.

11. BYLAWS

“I heard that the election procedures can bemodified by a Council approved bylaw.WhatarethekindsofthingsthatCouncilcanchange?”

CouncilcanauthorizetheReturningOfficertoallowforvotingintheReturningOfficer’soffice.ThiscanbewithintheperiodoftimeallowedforanAdvanceVote.ItcanbeusedeitherinadditiontotheAdvanceVoteorinplaceofanAdvanceVote.

Councilcanauthorizetheuseofballotcountingmachines.

Councilcanauthorizemail‐inballotsforabsentvoters.

Councilcandecidethattievotesbedecidedinarun‐offby‐electioninsteadofdrawinganame.

Council can demand that candidates provide information at the end of the electionregardingwhogavethemcampaigncontributions.

12. COUNTINGTHEVOTE

“Anumberofpeoplehaveaskedmewhocanbeatthevotingstationwhilethevote isbeingcounted.”

Allswornelectionofficials,thecandidatesorintheirplace,theiragent,arepermittedtobeatthe vote count. The Returning Officer may have peace officers present for the purpose ofmaintainingtheorderandsecurity.Ordinarycitizensandthemediaarenotpermittedtobeatthecount(ortherecount).


13. VOTINGFORLESSTHANTHENUMBEROFVACANCIES

“Canavotervoteforlessthanthenumberofvacancies?Issuchaballotspoiled?”

Avoterdoesnothavetovoteforalloftheseatsavailableandtheballotisnotspoiled.Votingformorethanthenumberofvacanciesdoesresultinaspoiledballot.

14. ADVANCEVOTE

“DoIhavetoconductanadvancevote?”

Thedecisionwhetherornot tohaveanadvancevoteandwhen tohaveone ismadeby theCouncil,anditisnotwithinthediscretionoftheReturningOfficer.

15. ELECTIONRESULTCHALLENGES

“Somepeoplearenotsatisfiedwith theresultsof theelection.Somehavecomplainedaboutthevotecountandothershavecomplaintsaboutpossibleerrors intheprocess.HowdoIadvisethem?”

If there are errors while the voting is still taking place, you, the Returning Officer, canrecommendtotheChiefMunicipalElectoralOfficerthattheelectionbestoppedinwholeorinpart.TheChiefMunicipalElectoralOfficerwilldirectyouhowtoproceed.

If the concerns happen after the voting ends, the options are recount or judicial review. Acandidate can request a recount within 72 hours, and if you feel it is appropriate, you canconductanewcount.Ifavoterisdissatisfiedwiththecount,theycanrequestwithin14daysajudgetoconductarecount.

Iftheconcernhastodowiththeelectionprocess(ruleswerenotfollowed),avoterorthelocalauthoritycanpetitionthecourttoreviewtheelectiontodetermineiftheresultsshouldstandorifanewelectioniswarranted.

16. TIEVOTES

“Aftertheautomaticrecount,therewasstillatievotebetweentwocandidates forthelastseatonthecouncil.Idrewanametodeterminethewinner.Alotofvotersthoughtthiswasabadwaytomakethisdecision.WhatotheroptioncouldIuse?”

Inmunicipalitiesthathaveadoptedanelectionsbylawstatingthattievotesmustgotoarun‐off election, you do not draw a name. Unfortunately, if there is no bylaw authorizing thisoption,thenyouronlyoptionistodrawaname.