LS-POL-01 Use of Corporate Resources and Election Campaign Activities Policy

In order to preserve public trust and comply with the provisions of the Municipal Elections Act, 1996, as amended, it is essential that Members of Town Council, Candidates, Third Party Advertisers and Town employees maintain the highest standards of ethical conduct. This Policy reflects both provincial legislation and the conduct necessary to set a leading example in ensuring sound governance, accountable and transparent election practices, as it relates to the use of corporate resources.

The Municipal Elections Act, 1996, as amended, requires municipalities to establish rules and procedures with respect to the use of municipal resources during an election period. Municipalities are prohibited from making campaign contributions to municipal Candidates or Registered Third Parties. This Policy provides compliance with the MEA and a consistent approach and direction to Town Employees, Elected Officials, Candidates and Registered Third Parties on how Town resources can and cannot be used for election related purposes.

This Policy develops a framework for addressing any real or perceived advantages that incumbent Candidates may have over non-incumbent Candidates.
 

This Policy applies to all Members, Candidates, Registered Third Parties and Town employees during a campaign period of a municipal election, and a campaign related to a question on the ballot.

This Policy also applies to acclaimed Members or Candidates and Members not seeking re-election.

Limitations:

1. It is recognized that Members of Council are holders of their office until the end of the Council term. Nothing in this Policy shall preclude a Member of Council from performing their job as a Council Member, nor inhibit them from representing the interests of the constituents who elected them.
2. Nothing in this Policy shall prevent employees from conducting an election in accordance with the Municipal Elections Act or providing non-partisan election information material on behalf of the Town so as to inform the public about the election and the election process. 
3. The Clerk has the ability to include information on Candidates and Registered Third Parties on the Town’s website, on the “Election” page of the Town website during the Campaign Period. This may include their nomination papers, financial statements, biographies provided by each of the Candidates to help in informing the public on Candidates running in the election and their contact information.
    

1. Pursuant to the Municipal Elections Act (MEA), the Town of Collingwood cannot make a contribution, including money, goods and services, to any candidate, registered third party, or in support of or opposition of a question on the ballot during an election period. 
2. Nothing in this Policy shall preclude a Member from performing his/her duty as an elected official, nor inhibit them from representing the interests of the constituents who elected them. 
3. Subject to Section 6, Campaign Activities or election signs or any other election-related Campaign Material shall not be displayed in any Town-owned and/or operated facility. 
4. The municipality’s logo, crest, coat of arms, slogans, etc. shall not be printed or distributed on any election-related Campaign Materials or included on any election-related website, except in the case of a link to the Town’s website to obtain information about the municipal election. 
5. Photographs produced for and owned by the Town of Collinwood shall not be used for any election purposes by a candidate or Registered Third Parties. 
6. Town employees are not to engage in political activity during working hours or identify as Town employees when engaged in any kind of political activity. 
7. Members, Candidates and Registered Third Parties shall not use the services of Town employees for any Campaign Activity during regular business hours or while the Town employee is receiving compensation from the Town, unless the Town employee is on a pre-approved personal paid or unpaid leave of absence, including time off in lieu of overtime, flex time, vacation or parental leave.
8. Members shall not use Corporate Resources for Campaign Activities, to print or distribute Campaign Material, or for any election-related purpose. 
9. Members are responsible for ensuring that the content of any communication material, including printed materials such as newsletters, advertising, etc. funded by the Town for the operation of each Member’s Office, is not election/campaign related.
10. Member’s social media accounts, domain names or websites, that are funded by the Town, are not to include any election-related Campaign Material and not be re-designated for campaign purposes or provide a link to a campaign site or Campaign Activities. 
11. Supplementary to the Town’s Use of Social Media Policy, biographical information about a member of Council, links to personal websites and social media accounts including the following of any current Member by the Town’s Corporate Social Media sites used to promote municipal and community information, will be un-followed or removed from any website, domain or social media accounts controlled, operated or funded by the Town and no further material will be shared on Corporate Social Media sites as of the start of nomination period for any municipal elections or by-elections. This shall also apply to non-incumbent Candidates.
     

1. Candidates and Registered Third Parties may not display Campaign Materials or hold/host Campaign Activities at Town facilities except subject to the following:
   • Candidates and Registered Third Parties pay the full market rental fees and rates for use of such facilities.
   • Candidates and Registered Third Parties set up and remove all Campaign Materials, including, but not limited to, signs, posters, and other campaign-related paraphernalia within the allotted rental period.
   • Campaign Materials may only be displayed within the rented area designated within the rental agreement.
   • Candidates and Registered Third Parties are permitted up to a maximum of 3 directional signs within the facility. The directional signs must be temporarily affixed to the wall, using non-permanent tape that can easily be removed, without causing damage to the wall and/or paint. Directional signs cannot obstruct or interfere with any existing signage.
2. Despite subsection 5.1 of this Policy, Candidates and Registered Third Parties shall not use the Town Hall (97 Hurontario Street) or the Collingwood Library (55 Ste. Marie Street) to display Campaign Material or undertake Campaign Activities.
3. Candidates and Registered Third Parties shall not rent Town facilities for Campaign Activities on a date when there is a Help Centre, Polling Station or Voting Place established at that facility or property.

1. Candidates and Registered Third Parties may attend Town organized events during the election period, but shall not display or distribute Campaign Materials or undertake any Campaign Activities for themselves, a political party, registered third party, or in support of or opposition of a 
2. With the exception of the Town Hall (97 Hurontario Street) and the Collingwood Library (55 Ste. Marie Street), Candidates and Registered Third Parties may attend, campaign, and undertake Campaign Activities at non-Town organized events held at Town-owned facilities only with the permission of the event permit holder.

1. Members, Candidates and Registered Third Parties shall not use equipment, supplies, services, Town Staff, or other resources of the Town for any campaign or campaign-related activities.
2. The following services will be discontinued for Members as of the start of the election period:
   • all forms of advertising, including in Town publications (i.e. paper or web‐based);
   • all printing services, including printing, photocopying and distribution of publications, such as newsletters, with the exception of communications specifically related to an authorized or scheduled Town event (i.e. Public Meeting);
   • the ordering of office furniture and furnishings, except those of an emergency nature, as well as no movement of furniture and furnishings; and,
   • the ordering of stationary and business cards.
3. Corporate technology shall not be used for any Campaign Activity.

1. Members, Candidates or Registered Third Parties shall not:
   • convey, in any medium developed, distributed or paid by the Town, the registration of any individual as a candidate or any individual, corporation or trade union as a Registered Third Party;
   • utilize distribution lists, contact lists and ratepayer information acquired, developed and provided utilizing municipal resources or through contact in a member of Council’s role, with the exception of the use of the Voters’ List by Candidates;
   • use corporate Information Technology (IT) assets, infrastructure, or data (e.g. computers, wireless devices, portals, corporate email, web pages, blogs, telephone) to communicate election related messages;
   • use photographs and videos produced for and owned by the Town.
2. If a Member uses any social media accounts for campaigning, such account must not be created or supported by Town Resources. Social media accounts and websites used for campaign purposes must utilize personal cell phone numbers, tablets and/or computers.
3. Members who choose to create or use social media accounts for campaigning must include, for the duration of the election period, a clear statement on each campaign website or social media account’s homepage (or profile) indicating that the account is being used for election campaign purposes and is not related to their duties as a Member of Council. 
    

1. Staff shall not use corporate resources to support or oppose a candidate, political party, or registered third party.
2. Staff shall not canvass nor actively work in support of or in opposition to a candidate or party during normal working hours, unless they are on leave of absence without pay, lieu time, float day, or vacation leave.
3. Staff shall not canvass nor actively work in support of or in opposition to a candidate or party while wearing a Town uniform, badge, crest or other item identifying them as a Town of Collingwood employee, or while using a Town owned or leased vehicle.
4. Staff who are relatives of any Member of Council or Candidate for municipal election, shall not be assigned to work as an Election Officer in the municipal election.
5. Staff shall not use their official authority or influence for the purpose of interfering with or affecting the result of an election, nor use their official title while participating in otherwise permissible political activities.
6. Nothing in this Policy shall preclude a Town Employee from exercising their civic duty to participate in the municipal election process as a private citizen. However, Town Employees shall be mindful of their responsibilities under the Employee Code of Conduct. Employees must be aware of public perception while engaging in Campaign Activities and ensure that their involvement does not create a perceived or actual conflict of interest with their official position.
7. Before participating in Campaign Activities, Staff are strongly encouraged to discuss their proposed participation with their supervisor or manager to identify perceived or actual conflicts of interest that may arise. Senior management shall consult with the CAO prior to any engagement in Campaign Activities.

1. Members of Council shall not use town resources to host, promote, sponsor or otherwise organize or assist with any event that involves direct participation by candidates at other levels of government, given that there is potential for partisanship, real or perceived, to occur at, or in the organization of, any such event that directly involves candidate participation. 
2. Members of Council may communicate with constituents regarding federal/provincial matters relevant to the Town of Collingwood, as well as any issues that have a direct bearing on municipal business between the federal/provincial government and the Town, and such communication shall be non-partisan in nature. 
3. The following applies if a Member of Council becomes a candidate in a provincial or federal election/by-election: 
   • Corporate resources shall only be used for council related purposes and to serve their constituents and shall not be used to support an election campaign.
   • A Member, who is a candidate, shall seek guidance from the Clerk with respect to responsibilities and obligations required to comply with this Policy. While certain restrictions may apply in order to ensure compliance with this Policy and its purpose, it is recognized that the Member may continue to be the elected representative and may remain active in their capacity as the elected official. 

1. Requests for access to Town information by candidates, third party advertisers, or on their behalf, should be made in writing to the Director of the relevant department as further outlined in the Collingwood Municipal Election Procedures Manual. If the request is for sensitive information or information not generally available to the public, the request will be facilitated through Clerk Services following the request for records process as identified in the Municipal Freedom of Information and Protection of Privacy Act.
2. Information provided to one candidate or registered third party that is of general nature or that may provide valuable guidance to all others will be provided to all registered candidates and registered third parties through the Town’s website to ensure equal access to information. 
3. Current or former members of Council shall not use information that is not available to the public that they may still have available or access to that was provided as part of their role and duties on Council in their campaign.
    

Campaign Contribution means anything of value given to influence an election, and may take the form of money, goods, or services. 

Campaigning means any activity performed with the intention to solicit or influence votes in support or opposition of a candidate in a federal, provincial, or municipal election or by-election, or a question on the ballot.  

Campaign Activity means any activity, using Campaign Materials, by or on behalf of a candidate, political party, or registered third party meant to elicit support during the election period and includes “campaign”.

Campaign Materials means any materials used to solicit votes for a candidate(s) or question in an election including but not limited to literature, banners, posters, pictures, buttons, clothing, or other paraphernalia. Campaign Materials include, but are not limited to, materials in all media, for example, print, displays, electronic radio or television, online including websites or social media.

Campaign Period means the date on which the Nomination Form or Notice of Registration is filed by a Candidate or Registered Third Party until December 31 in the year of an election, and for Registered Third Party “Campaign Period” is the date on which the Notice of Registration as a Registered Third Party is filed until December 31 in the year of an election (unless a request for extension or campaign period has been filed).

Candidate means a person who has filed a nomination to run in a municipal (including school board trustee), provincial or federal election, and shall be deemed to include Registered Third Parties and any person seeking to influence other persons to vote for or against any Candidate or any question or by-law submitted to the electors under Section 8 of the Act; 

Clerk means the Clerk of the Town of Collingwood or their delegation specifically to a Legislative Services Employee that has been designated as a Deputy Returning Officer or Election Officer, for the purpose of this policy.

Corporate Resources means real property, goods and/or services owned, controlled, leased, acquired, or operated by the Town including but not limited to: facilities, parks, materials, equipment, monetary funds, technology, Town IT system and resources, databases, social media, intellectual property, and supplies.

Election means an election or by-election at the municipal, regional, school board, provincial and federal level of government, political party election or the submission of a question or by-law to the electors.

Election Period is defined for the purposes of this Policy as follows:

• Regular municipal election (includes regional and school board) means the period commences on the first day nominations may be filed and ending on Voting Day
• Municipal by-election (includes regional and school board) means the period commences on the first day nominations may be filed and ending on Voting Day 
• Provincial or federal election means the election period commences the day the writ for the election is issued and ends on Voting Day
• Provincial party leadership contests means the period commences with the date of registration as a candidate with the Chief Electoral Officer of Ontario and ends with the date fixed for the leadership vote as filed with the Chief Electoral Officer of Ontario 
• Federal party leadership and nomination contests means the period commences when a contestant receives contributions, incurs expenses or borrows money/is deemed to be a contestant as stated in sections 478.2 (2) and 476.2 of the Canada Elections Act and ends with the date of selection

Help Centre means a location designated by the Clerk supplied with a means of voting to accommodate alternate voting during the voting period of the municipal election. 

Members of Council means the Council of the Town of Collingwood.

Member means a Member of the Council of the Town of Collingwood, and may include Members of a Local Board or Other Committee of the municipality.

Nomination Day for a regular election is the fourth Friday in July in the year of the election, as prescribed by the Municipal Elections Act, 1996.

Policy means this Use of Corporate Resources and Campaign Activities Policy.

Polling Station means a designated place where an elector can cast a paper ballot, and can include a Help Centre.

Registered Third Party means an individual, corporation or trade union that has filed a Notice of Registration as a Third Party Advertiser in the municipal election.

Staff or Employee means all full‐time, part‐time, contract, student, co-operative education placement, persons hired by the Town.

Town means The Corporation of the Town of Collingwood.

Town Facility means any land, building or other structure owned, leased, operated or otherwise controlled by the Town, other than a Town road, and includes Town Hall, administrative offices, operations centres, libraries, museum, community and recreation centres, parks, trails, sports fields and open spaces.

Voting Day means, in a regular election, the fourth Monday in October in the year of the election or in the case of a by‐election, the 45th day after Nomination Day, in accordance with the Municipal Elections Act.

Voting Period means the period of time which an elector may vote in the municipal election, including advanced voting dates and extended voting in the use of alternate voting methods, and includes Election Day.

Voting Place means the entire property and all the boundaries associated with it, when such voting place is located within a public premise and shall mean all of the common elements when the voting place is located on private premises, including Help Centres and Polling Stations.
 

The Clerk is responsible for: 

• Communicating this Policy to Members of Council, Candidates and Registered Third Parties
• Ensuring this Policy is reviewed and updated as required, prior to Nomination Day of a regular municipal election or by-election
• Ensuring all Candidates and Registered Third Parties are treated equally
• Interpreting and administering this Policy

Department Heads, Managers and Supervisors are responsible for: 

• Communicating the Policy to their Staff
• Ensuring compliance with the Policy to the best of their ability
• Reporting any perceived contraventions to the Policy to the Clerk

Members of Council, Candidates and Registered Third Parties

• Without exception, all Members of Council, Candidates and Registered Third Parties shall comply with this Policy.
• A Member of Council is responsible for ensuring that any Staff who supports the Member in the performance of his/her duties, or any such Staff whose work is the directed by that Member, are complying with this Policy.

Integrity Commissioner

• Subject to limitations set out in the Municipal Act, 2001, regarding inquiries, the Integrity Commissioner may provide guidance or advice regarding conduct in relation to their elected official responsibilities as it relates to this Policy and the Council Code of Conduct.
• Limits provided in Section 223.4(9) of the Municipal Act include the following rules during the period of time starting on nomination day (August 21) for a regular election, as set out in section 31 of the Municipal Elections Act, 1996, and ending on voting day (October 26) in a regular election, as set out in section 223.4 (5) of that Act:
  • There shall be no requests for an inquiry about whether a member of council or of a local board has
  • The Commissioner shall not report to the municipality or local board about whether, in his or her opinion, a member of council or of a local board has contravened the code of conduct applicable to the member.
  • The municipality or local board shall not consider whether to impose the penalties referred to in subsection  223.4 (5) on a member of council or of a local board.

1. This Policy shall become effective immediately upon approval of Council and shall be administered by Legislative Services.
2. The Clerk, in consultation with the Chief Administrative Officer, has delegated authority to make minor administrative amendments to this Policy and any applicable appendices from time to time, with subsequent notice of changes to CAO and Department Heads and Council if applicable.
3. Upon approval of this Policy, any Rule Document shall be renamed accordingly to ensure consistency with the approved naming conventions identified herein, including content as long as the intent is not changed without proper authorization. Original rule document names shall be referenced in the document for historical / reference purposes.
    

The Clerk or designate shall have the delegated authority to receive and investigate any written complaint with respect to the alleged use of Town of Collingwood resources in contravention of this Policy. The written complaint must be submitted to the Clerk or designate and set out specific example(s) and corresponding details of how the alleged use of a particular Town resource may have contravened the Policy.

Upon completion of any investigation, the Clerk or designate may resolve any issues and, if necessary, determine appropriate corrective action based on the findings of the investigation, in consultation with the Town of Collingwood’s Integrity Commissioner as necessary in relation to the Code of Conduct for Members of Council as described below.

It is also recognized that matters related to election-related activity are included in the Code of Conduct for Members of Council, which are under the mandate of the Town of Collingwood’s Integrity Commissioner, and to which separate complaint protocols apply. A Member of Council should be aware that non-compliance with this Policy:

• may be contrary to the Act and subject to review by the compliance audit committee appointed pursuant to Section 88.37 of the Act; and/or
• may be considered a breach of the Council Code of Conduct and subject to review by the Integrity Commissioner.
  Staff

Staff are responsible for complying with this Policy and the Act and reporting potential breaches of the Policy to the Clerk, his/her Supervisor, Manager, Director or Chief Administrative Officer.

If the investigation by the Clerk or designate determines that a Town employee contravened this Policy, the failure on the part of an employee to comply with this Policy may result in corrective action as appropriate, including discipline up to and including dismissal, to be conducted in accordance with Human Resources’ processes and in alignment with collective agreements and terms and conditions of employment.

Section 88.18 of the Municipal Elections Act, 1996, S.O. 1996, c. 32, Sched.

Municipal Elections Act, 1996
Collingwood Municipal Election Procedures Manual 
Code of Conduct for Council, Local Boards and Committee Members
Code of Conduct for Employees
Use of Social Media Policy
County of Simcoe Federal & Provincial Election Protocols for Members of County Council
Council Expense Policy
Council-Staff Relations Policy
Acceptable Use of Information Technology Policy
Strategic Plan: Promote a healthy local democracy
 

This Policy will be reviewed and updated, if required, by the Clerk prior to May 1 for Council consideration in the year of a regular election Municipal Election and will be updated in accordance with legislative requirements.

Revision History 
FEB 18 2026 – Approved (Staff Report C2026-01) – Replaces Policy A09-A1802