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Information for Third Parties - 2020 Cumberland By-election

Candidate and third party information sessions

On Wednesday, September 2, 2020, and Thursday, September 3, 2020, the City of Ottawa’s Elections Office held information sessions for candidates and third party advertisers via Zoom.

The information session covered election information for candidates and third party advertisers, including:

  • What to expect on voting days;
  • COVID-19 safety measures;
  • Voting by special mail-in ballot;
  • Voting by proxy;
  • Accessibility features;
  • Election signs;
  • Campaign finances;
  • The Voters’ List;
  • Rules for scrutineers and more.

The PowerPoint presentation from the September 2 and September 3 session is available to the public.

Campaign Finances

An individual, corporation, or trade union cannot raise or spend any money on third party advertisements that will appear during an election in the City of Ottawa until they have registered as a third party and opened a bank account exclusively for the purposes of the election campaign.

Registered third parties are responsible for keeping records of the financial activities related to their campaign and are required to keep these records until November 15, 2022, when the next council or school board takes office.

Campaign period

The campaign period for a registered third party begins on the day their Notice of Registration is filed and ends on November 19, 2020. On this date, the registered third party's campaign is automatically closed. Registered third parties cannot accept any contributions or incur any expenses after the end of the campaign period.

If at the end of the campaign period a registered third party’s campaign expenses are greater than their campaign income, their campaign will be in deficit. The registered third party may take action to extend their campaign in order to do some additional fundraising.

If a registered third party’s campaign has a surplus, the registered third party must pay the surplus to the City Clerk when filing their financial statement.

Extending a campaign

If a registered third party has a deficit at the end of the campaign period, they can extend their campaign for an additional six months to attempt to erase the deficit.

To extend a campaign, a registered third party must:

A campaign period will continue until the earliest of the following:

  • the deficit is erased;
  • the registered third party notifies the City Clerk in writing they are no longer accepting any contributions; or
  • six months from the 45th day after voting day (May 19, 2021).

Registered third parties that extend their campaign must submit two financial statements by the statutory deadline dates:

  • Filing of Financial Statements - December 21, 2020, at 2 pm
  • Supplementary Financial Filing - June 18, 2021, at 2 pm

Financial statements

Registered third parties are responsible for filing a complete and accurate financial statement by December 21, 2020, at 2 pm. The statement covers the period from the day the registered third party filed their Notice of Registration until November 19, 2020.

All registered third parties must file their financial statements, in person at the Elections Office, during regular office hours. Financial statements may not be faxed, mailed, or emailed, as an original signature is required. If an agent is filing the financial statement, the forms must be fully completed by the individual or by a representative of the corporation or trade union, as the case may be, prior to filing.

The individual filing the financial statement will be required to present proof of identity.

A registered third party must notify the Clerk, in writing, of any Court extension by 2 pm on December 21, 2020. Penalties will commence at 2:01 pm on December 21, 2020.

Supplementary Financial Statements

The final date for registered third parties, who extended their campaign, to file their supplementary financial statement is June 18, 2021, at 2 pm. The statement covers the period from the day the registered third parties filed their Notice of Registration until May 19, 2021.

A registered third party must notify the Clerk, in writing, of any Court extension by 2 pm on June 18, 2021. Penalties will commence at 2:01 pm on June 18, 2021.

Contributions

Campaign contributions are any money, goods or services that are given to a registered third party for use in their campaign, including money and goods that a third party contributes to their own campaign. Registered third parties must issue a receipt for every contribution they receive. The receipt should show who made the contribution, the date, and the value of the contribution.

The following persons and entities may make a contribution to a registered third party:

  • Any person who is a resident of Ontario.
  • A corporation that carries on business in Ontario.
  • A trade union that holds bargaining rights for employees in Ontario.
  • The registered third party and, in the case of an individual, his or her spouse.

The following persons and entities shall not make a contribution to a registered third party:

  • A federal political party registered under the Canada Elections Act (Canada) or any federal constituency association or registered candidate at a federal election endorsed by that party.
  • A provincial political party, constituency association, registered candidate or leadership contestant registered under the Election Finances Act
  • The Crown in right of Canada or Ontario, a municipality or a local board. 

Contributors may contribute a total of $1,200 to a registered third party in relation to third party advertisements that appear during an election in the City of Ottawa. The maximum total amount that a contributor can give to third parties registered in the City of Ottawa is $5,000.

Contributions greater than $25 may not be made in cash. All contributions above $25 must be made by cheque, money order, or by a method that clearly shows where the funds come from.

Registered third parties are required to inform each of their contributors of these contribution limits.

Contribution Rebate Program

Registered third parties are not eligible to participate in the Contribution Rebate Program.

Resources

2020 Cumberland By-election results

Legislation

Declarations

Guides

Prescribed forms

2020 Cumberland By-election candidate updates

Presentations

Reports

Key dates - 2020 Cumberland By-election

July 15, 2020 - Nomination and Registration Period Begins

  • First day for candidates to file a nomination paper for the Office of Ward 19 Councillor. A candidate’s campaign period begins once their nomination paper has been filed, meaning they may begin accepting contributions and spending money on their campaign.
  • First day for an individual, corporation, or trade union to file a notice of registration as a third party advertiser. The campaign period for a registered third party begins once their registration paper has been filed, meaning they may begin accepting contributions and spending money on their campaign.

August 6, 2020

  • First day an election sign can be placed on private property.

August 21, 2020 - Nomination Day

  • Candidates have until 2 pm to file their nomination paper.
  • A candidate who wishes to withdraw their nomination has until 2 pm to notify the Clerk by filing a written withdrawal.
  • Nominations or withdrawals cannot be accepted after 2 pm.

September 5, 2020

  • First day an election sign can be placed on public property.
  • Am I on the Voters’ List? search tool available, allowing electors to check if they are registered to vote and see how their information is currently presented on the voters’ list. Electors may use this tool from September 5 to September 13 at 5 pm to submit an application requesting that their information be updated or that their name be added to the voters’ list.
    • Electors may also submit a paper application requesting that their information be updated or that their name be added or removed from the voters’ list.
    • Electors may also submit an application requesting to vote by special mail-in ballot.
    • The Revision Period and Application Period for Special Mail-in Ballot will close on September 13, 2020, at 5 p.m.
    • Electors may still submit applications to update or add their name to the voters’ list at their voting place.

September 8, 2020

  • Copies of the voters’ list available to certified candidates upon written request.

September 13, 2020

  • The online Revision Period ends at 5 pm.
  • The Application Period to receive a special mail-in ballot ends at 5 pm.

September 14, 2020

  • Interim list of changes to the voters’ list to be provided to each certified candidate by this date.
  • Final expense limits certificate to be provided to candidates and third parties by this date.
  • The Elections Office will begin mailing Special Mail-in Ballot Voter Kits to the electors who have registered to receive a special mail-in ballot. Electors will have until 4:30 p.m. on October 5, 2020, to mail or deliver their completed special mail-in ballots to the Elections Office.

September 28 and September 29, 2020 - Advance Vote Day

  • Electors can cast their ballot between 10 am and 8 pm.

October 2, 2020

  • Last day for an individual, corporation, or trade union to file a notice of registration as a third party advertiser.
  • Individuals, corporations, and trade unions have until 4:30 pm to file their notice of registration.

October 5, 2020 - Voting Day

  • With the exception of institutions and retirement homes that may have reduced opening hours, voting places will open at 10 am and close at 8 pm.
  • Completed special mail-in ballots must be received at the Elections Office or the Orleans Client Service Centre by 4:30 p.m. on October 5.

October 7, 2020 – Declaration of Results and Declaration of Office

  • The Clerk is expected to declare the results of the by-election official.
  • The new Councillor-elect is expected to take the declaration of office, which is required to take the seat, under section 232 of the Municipal Act, 2001.

November 19, 2020 - Campaign Period Ends

  • Campaign period ends for candidates and registered third parties, meaning they cannot accept any contributions or incur any expenses.
  • Candidates or registered third parties that wish to extend their campaign, due to a deficit, must file a Notice of Extension of Campaign Period, Form 6 by this date.

November 20, 2020

  • Last day for the Clerk to provide candidates and registered third parties with notice of the financial filing requirements and penalties.

December 18, 2020

  • Last day for a candidate or registered third party to apply to the Superior Court of Justice to extend the time to file the financial statement.

December 21, 2020 - Deadline for Filing Financial Statements

By 2 pm:

  • Last day for all candidates and registered third parties to file a financial statement and auditors' report for the reporting period ending on November 19, 2020.
  • Last day for a candidate or registered third party to notify the Clerk in writing of a filing extension received from the Superior Court of Justice.

January 21, 2021

By 2 pm:

  • Last day for a candidate or registered third party to file a primary financial statement and pay a $500 late filing fee.
  • Penalties take effect at 2:01 p.m.

March 22, 2021

  • Last day for an elector to apply for a compliance audit of a candidate or registered third party’s campaign finances.

May 19, 2021 - End of the Supplementary Campaign Period

  • Campaign period ends for candidates and registered third parties that extended their campaign, meaning they cannot accept any contributions or incur any expenses.
  • Last day for the Clerk to provide candidates and registered third parties with notice of the filing requirements and penalties for supplementary financial statements and auditor’s reports.

June 17, 2021

  • Last day for a candidate or a registered third party to apply to the Superior Court of Justice to extend the time to file the financial statement.

June 18, 2021 - Deadline for Filing Supplementary Financial Statements

By 2 pm:

  • Last day for those who filed a a Notice of Extension of Campaign Period, Form 6 to extend the campaign period to file a financial statement and auditors’ report for the reporting period ending May 19, 2021.
  • Last day for a candidate or registered third party to notify the Clerk of a filing extension received from the Superior Court of Justice.

July 19, 2021

By 2 pm:

  • Last day for a candidate or registered third party to file a supplementary financial statement and pay $500 late filing fee.
  • Penalties take effect at 2:01 pm.

September 17, 2021

  • Last day for an elector to apply for a compliance audit on a candidate or registered third party’s supplementary financial statement.