HomeMy WebLinkAboutUse of Corporate Resources for Campaign Purposes during an Election Year - ADM-ELE-226Page 1 of 8
POLICY ADM-ELE-226
Use of Corporate Resources for Campaign
Purposes during an Election Year
Category
ADM -
Administration
Sub-category
ELE - Election
Approval Type
COUNCIL
Department/Division
Corporate Services /
Legislated Services
Author and Position
Director, Legislated Services
Date Approved
November 28, 2005
Last
Reviewed/Amended
April 13, 2026
Next Review Date
April 13, 2031
Related Policies or Procedures
• GOV-COU-005 Code of Conduct for Members of Council, Local Boards & Advisory
Committees
• GOV-COU-015 Corporate Accountability & Transparency
• GOV-COU-025 Council Expense Reimbursement & Reporting Policy
• HUM-WOR-046 Conflict of Interest
• Municipal Elections Act, 1990, S.O. 1996, c. 32, Sched
• Chapter 680 ‘Signs’ of the Municipal Code
1. Policy Purpose
As per the Municipal Elections Act, 1996 (the Act) section 88.18, before May 1 in the year of
a regular election, municipalities and local boards shall establish rules and procedures with
respect to the use of municipal or board resources, as the case may be, during the election
campaign period.
The purpose of this Policy is to provide guidance to City staff, election candidates, third party
advertisers, members of advisory committees and local boards, and the public regarding the
use of City facilities and resources for campaigning and campaign -related activities, with
respect to municipal, provincial and federal elections and by -elections.
The Policy ensures a balance between political expression, the right to unobstructed use,
operation and enjoyment of City facilities for recreational or non -political purpose, fair and
equal campaigning, and unbiased election administration.
2. Definitions
“Affiliated Groups” refers to voluntary, not-for-profit, non-partisan, non-denominational
groups based in Kitchener that are formed to initiate and maintain a range of community
based activities to improve the quality of life in the City, inclusive of and responsible to the
needs of the community, open to the public through public contact and accountability.
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“All-Candidates Debate(S)” refers to debate events organized and facilitated by sponsors
where every registered candidate for the respective race has been invited, though not all may
attend. An All-Candidate Debate does not include an organized group demonstration of
support or opposition of a candidate.
“Campaigning” refers to any and all forms of candidate and municipal question support or
opposition, including, but not limited to: distribution of promotional material; display of
placards; wearing of buttons or promotional clothing; posting of election or campaign si gns;
surveys by candidates or candidate representatives; an organized group demonstration of
support or opposition; and, any other related election campaign activity.
“Campaign Period” for purposes of this policy, is defined as the interval of time wherein
campaigning is permitted by law. In the case of federal and provincial elections, the period
following the issuing of an Election Writ; in the case of municipal elections, the period
between filing nomination for office and voting day, the latter being the fourth Monday in
October.
“Candidate” refers to a person who has filed a nomination to run in a municipal, provincial
or federal election including acclaimed candidates.
“Charitable Organization / Registered Charity” refers to an organization that has been
formally approved by the Canada Revenue Agency (CRA) under the Income Tax Act.
“City Of Kitchener” means The Corporation of the City of Kitchener.
“City Facility” means any City-owned building, enclosure, and any recreation or commercial
space.
“Corporate Resources” include but are not limited to the Corporation’s intellectual property
(crest, seal, logo, any photos or videos produced by City staff, including electronic
images/videos), employees, advisory committee and local board members or volunteers,
events, facilities, funds, non-disclosable information, equipment and technology systems,
office supplies and services, and assets.
“Election Sign” means a sign produced by a candidate or registered third party advertising
any person or political party participating in an election for public office or a sign advertising
a position on a plebiscite or municipal question.
“Employees” means a union or non union employee hired by the City of Kitchener to perform
work for a salary or wages, as outlined in their employment letter or Collective Agreement as
well as members of the public hired as election officials.
“Not For Profit” refers to an association or corporation committed to operating “exclusively
for social welfare, civic improvement, pleasure, recreation, or any other purpose except profit.
“Third Party Advertiser” means an individual, corporation or trade union that has filed a notice
of registration with the Clerk in relation to the municipal election pursuant to the Act.
“Volunteer” means a person who is approved by the City and acts on behalf of the City to
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perform tasks within the scope of duties as directed and supervised by City staff who are
responsible for all aspects of volunteer management (recruitment, screening, training,
coaching, recognition). Volunteers do not receive monetary or in -kind compensation, with
City budgets providing the necessary resources to conduct the role. Volunteers include
citizen members appointed to advisory committees of council.
“Voting Place” means any building used by the City of Kitchener as a location where voters
can cast a ballot in the election.
3. Policy Scope
This policy applies to campaigning in relation to school board, municipal (both upper and
lower tier offices), provincial and federal elections.
This policy is applicable to all candidates, registered third party advertisers, and all members
of Council, including acclaimed members of Council and members of Council who have not
yet filed nomination papers. This policy is also applicable to all staff of the City of Kitchener.
This policy should be read and interpreted in concert with GOV-COU-005 Code of Conduct
for Members of Council, Local Boards & Advisory Committees , as well as GOV-COU-025
Council Expense Reimbursement & Reporting Policy as it relates to the restriction period 60
days prior to and including Voting Day.
The Policy does not preclude members of Council from performing their roles as members of
Council or representing the interests of the constituents who elected them, including
attending city-organized events and acting as participants in their capacity as elected officials,
including speaking at the event and partaking in ceremonial activities, provided no
campaigning occurs.
Application
☒ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part-
time, Casual, Probationary, Student, Management, Non-union)
• All Employees
☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA)
• Click or tap here to enter text.
☒ Council
☒ Specified Positions: Election Candidates, Third Party Advertisers
☒ Other: Local Boards and Advisory Committees
4. Policy Content
4.1. Use of City Assets and Facilities
a) Candidates, registered third party advertisers and members of Council shall not use
Corporate Resources for any election campaign-related purposes including
endorsement of any candidate, registered third party or question on the ballot,
including city-issued devices (e.g. computers, cell/smart phones, cameras, tablets,
printers, scanners).
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b) The City’s computer network and voice-mail systems may not be used to record or
disseminate election campaign-related messages or correspondence.
c) Corporate Resources shall not be used to produce alternative formats or
communication supports for campaign information produced by a candidate,
registered third party advertiser, or a current member of Council.
d) No current member of Council shall benefit from the use of any corporate pricing
established under the City of Kitchener’s purchasing policy for election use.
e) Candidates, registered third party advertisers and members of council shall not use
any City facilities for any election campaign-related purposes, except as noted below
under “Exceptions for the Use of City Facilities”.
f) Campaign material may be distributed to patrons outside of City facilities (with the
exception of City Hall and Carl Zehr Square) provided this does not obstruct entry or
exit from the facility by patrons using the facility, or otherwise obstruct any emergency
exit. Such campaigning is not permitted anywhere within the confines of an enclosed
entryway to a building, but must be limited to outside or exterior doorways or on other
areas of the property where this does not pose a safety or other hazard.
g) Campaigning is not permitted at any voting place on days when voting is taking place.
h) Campaigning is not permitted when any function/event being hosted or sponsored, in
whole or in party by the municipality, and is being held outside a City facility.
i) Election signs, or other election campaign material including third party advertising
may not be displayed in, or on the property of, any City -owned or run facilities or
locations used as voting location when used for voting purposes in accordance with
the Sign By-law (Chapter 680).
4.2. City Resources to support Members of Council
a) Hosting of pre-existing (if its first occurrence was before the year in which the election
is scheduled to take place) and regularly occurring events for constituents that are
paid for using City funds are permitted to continue unless the event occurs in t he
restricted “Blackout” period, 60 days prior to and including voting day.
b) Members of Council may continue to use City resources to support promotional
activities such as social media, creation or distribution of newsletters, so long as they
existed prior to the year in which the election in scheduled to take place and they are
not used for campaigning.
4.3. Exceptions for the Use of City Facilities
a) Notwithstanding the ability to campaign outside of City facilities, campaigning outside
of, or within, City Hall, including Carl Zehr Square, is prohibited on the basis that City
Hall is the seat of government and its use for campaign purposes could direct ly or
indirectly suggest endorsement of a particular candidate or political party.
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b) Room(s) in City facilities and related resources at City facilities, save and except for
rooms and public space at City Hall, may be rented for election campaign-related use,
provided full rental charges apply to all room bookings where rental charges appl y,
excluding All-Candidate Debates organized as described in the Policy.
c) Facility room(s) being used for campaigning purposes will be offered on a first -come,
first-served basis, subject to availability. Campaign-related bookings are to be made
through Community Services Department staff.
d) Re-allocation of any space blocked out for Neighbourhood Associations is not
permitted, as this may favour some candidates over others.
e) This policy does not apply to City-owned facilities which are operated by arms-length
organizations, unless they are used as a voting places for Advance or Election Day
voting.
f) Any bookings by political organizations outside of a campaign period established by
law, are regulated by the normal booking policies of the City-owned facility.
4.4. All-Candidate Debates and Events
a) All-Candidate Debates are permitted at any rentable City facility, with the exception of
City Hall and Rotunda, provided that every registered candidate for the respective race
has been invited, though not all may attend. The sponsor of the debate shall be
required to sign the attached declaration (Schedule 36A) indicating they have sent
invitations to all registered candidates. The sponsor shall be responsible for any setup
or dismantling of the space such that Corporate Resources are not used.
b) Fees charged for renting a City facility for an all-candidate debate may be waived if
the host organization is an Affiliated Group with the City or a Registered Non -Profit or
Charitable Organization.
c) Candidates and registered third party advertisers may not campaign and/or distribute
campaign literature during any function/event being hosted or sponsored, in whole or
in part by the municipality, whether on municipal property or not.
4.5. Communication Channels
a) Websites or domain names that are funded by the City of Kitchener may not include
any election campaign-related material. The City of Kitchener website election pages
will advise the public of registered candidates and third party advertisers and provide
contact information for the purposes of providing election information, but shall in no
way endorse any candidate or registered third party advertiser.
b) As of May 1 in an election year, links to X (formerly Twitter), Facebook, LinkedIn,
Instagram, and other social media accounts, as well as links to personal external
website(s) will be removed from all City of Kitchener webpages for members of
Council. In addition, any web content for a member of Council that is maintained on
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the City website will be archived and removed from the public domain until a new term
of Council begins. City Council contact information for the purpose of performing duties
as a Councillor will be maintained on the City website.
c) “As of May 1 in an election year, City social media accounts shall no longer tag or
reshare content posted by members of Council.
d) Communication material created for, or by Members of Council, using City of Kitchener
resources must not contain election campaign -related messaging/content in
accordance with the Council Expense Reimbursement & Reporting Policy (GOV-
COU-025).
e) Candidates and registered third party advertisers may not print or distribute any
election campaign-related material using City of Kitchener funds, staff, or City of
Kitchener print equipment and/or related supplies.
4.6. Use of Corporate Identifiers
a) The City of Kitchener’s identifiers including the logo, crest, coat of arms, slogan, Chain
of Office, City Hall, Council Chambers and Clock Tower may not be represented in
photos, videos or images on any election materials or included on any election
campaign-related website as this may be perceived as city endorsement.
b) Photographs, videos, graphics or any other communications content captured or
produced and owned by the City of Kitchener may not be used for any election
purposes, save and except for publicly available photos (e.g. on the City of Kitchener’s
website or microsites, or on City of Kitchener social media accounts).
4.7. City Staff and Volunteer Conduct
In recognizing the right of individuals to participate in political activity, the provisions set out
below ensure the requirement for public service staff, volunteers and appointed member
positions to be politically impartial.
a) Employees may not canvass or actively work in support of a municipal candidate,
registered third party advertiser or political party during normal working hours unless
they are on an approved leave of absence without pay, lieu time, flex day, or vacation
leave, or during the hours when a Volunteer is contributing time on behalf of the City.
b) Staff shall not canvass or actively work in support of a municipal candidate, registered
third party advertiser or political party while wearing a uniform, badge, logo or any
other item identifying them as an employee of and/or affiliating them with, the C ity of
Kitchener, or using a vehicle owned or leased by the City of Kitchener.
c) Staff may not use Corporate Resources on behalf of candidates, registered third party
advertisers or political parties.
4.8. Complaints
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a) All complaints related to this policy should be submitted in writing to
election@kitchener.ca or by mail to the City of Kitchener at PO Box 1118, Kitchener,
ON, N2G 4G7 c/o City Clerk’s Office. Written complaints must set out specific
example(s) and corresponding details of how the alleged use of a particular corporate
resource may have contravened this policy.
5. Results of Review
☐ No Edits Required
☐ Housekeeping Edits
☒ Substantial Edits
☐ Repeal/Replace
6. Policy History
Administrative and Housekeeping Changes
Date Nature of Change
2016-06-01 I-226 policy template reformatted to new numbering system and given
number ADM-ELE-226
2017-11-14 Policy undated and policy type changed to Administrative approved by CLT
Substantial Changes
Date Council/CLT Directive
2026-04-13 As Per Council/CLT Directive - Report # COR-2026-133
DECLARATION OF A SPONSOR FOR AN ALL-CANDIDATE DEBATE
ADM-ELE-226: USE OF CORPORATE RESOURCES FOR POLITICAL CAMPAIGN PURPOSES
I, , the sponsor or representative of the
Name
sponsoring organization
Name of sponsoring organization (if applicable)
of the debate to be held on , at, ____________________________
Date Location of the debate
Do Solemnly Declare That:
1. (If applicable) I represent the sponsoring organization listed above.
2. Every registered candidate for the respective race(s) for which the debate is being held has
been invited.
3. The setup and takedown associated with this debate is not the responsibility of the City of
Kitchener or its staff.
4. The debate being sponsored complies with City of Kitchener’s policy ADM-ELE-226: Use of
Corporate Resources for Political Campaign Purposes.
5. The debate being sponsored complies with the Municipal Elections Act, 1996 or other applicable
legislation as appropriate.
And I, make this solemn
(print name of sponsor or representative of the sponsoring organization)
declaration conscientiously believing it to be true and knowing that it is of the same force and effect as if
made under oath.
Must be signed in front of a commissioner for taking affidavits.
Signature of Sponsor
X
OFFICE USE ONLY: NO FEE TO COMMISSION
Declared before me at
the
City of Kitchener
(municipality where declaration
made)
of the Region of Waterloo
(county, district or regional municipality where declaration made)
This day of . 20 .
day month year
Commissioner for taking Affidavits
Signature