Progressive Conservative Association of Alberta

Procedure Guide for the Election of Delegates

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Progressive Conservative Association of Alberta

Procedure Guide for the Election of Delegates

 

This is to establish the procedures referred to in subsection 5.1.4.2 of the PCAA Constitution, and was approved at the Annual General Meeting on May 7, 2016.  Revised by the Leadership Election Committee January 11, 2017.

 

APPLICATION AND INTERPRETATION

 

  • Unless otherwise determined by the Board of Directors, this Procedure guide applies to the election of delegates by the PCAA constituency associations to General meetings of the Association, specifically to leadership elections, and where applicable to policy conferences and annual general meetings.
  • This Procedure guide must be applied in a fair and equitable manner and must be interpreted in a manner which is fair and reasonable, having regard to all circumstances, and in the best interests of the Progressive Conservative Association of Alberta.
  • The Procedure guide may also be referred to as the “Rules of Procedure for the Election of Delegates”.

 

APPOINTMENT OF RETURNING OFFICERS

 

  • Leadership Election Committee (LEC) – the provincial Board of Directors will form a Leadership Election Committee to conduct, oversee and manage all aspects of the Leadership election. The LEC will be accountable to, and report directly to, the Board of Directors. The specific and detailed duties of the LEC are provided in Appendix A – Duties of the LEC.
  • Provincial Chief Returning Officer (CRO) – The LEC will appoint a Provincial Chief Returning Officer to work with the local Constituency Association Deputy Returning Officers and oversee the delegate selection for all associations, and to manage and oversee all aspects of the Leadership Election voting process. For all other General meetings, the PCAA Board of Directors will appoint a Provincial Chief Returning Officer who will fulfill these same duties.
  • Local Constituency Association Deputy Returning Officers (DRO) – Each local Constituency Board of Directors must appoint a Constituency Association Deputy Returning Officer for the purpose of electing Delegates to all General meetings of the PCAA. In the case of a Leadership election, they also be required to sign a declaration of neutrality before the delegate selection meeting (“DSM”) begins.
  • Authority of Returning Officers – In any disagreement between the local constituency association DRO and the provincial chief returning officer, the decision of the provincial chief returning officer will prevail. In the instance of an appeal by a Member or Delegate, first to the LEC or if referred to the Board of Direction, once a decision is made it will be considered final.
  • Declaration of neutrality – In the case of a Leadership election, before or immediately after their appointment, the Provincial Returning Officer and each local Constituency Association Deputy Returning Officer must sign a declaration of neutrality form.

 

ELECTION OF DELEGATES

 

  • Delegates from Constituency Associations. The fifteen (15) delegates from each constituency association provided for in Paragraph 5.1.4 in the PCAA Constitution must be elected at a local DSM called for the purpose of electing those delegates and held in accordance with this procedure guide. All Constituency delegates must be a current resident in the constituency they will represent, or be a non-resident member of the Constituency Association’s Board of Directors effective as ofstart of the Leadership nomination period. New non-resident board members added to Boards after start of the Leadership nomination period will not be eligible to stand as, nor be appointed as, non-resident delegates. From the fifteen (15) delegates elected, at least four (4) and one (1) youth must be members of the CA Board of Directors as of the official start of the Leadership race campaign. (In the case of any other General meeting of the PCAA they must be a Board member at least 60 days prior to the start of the meeting, the cut-off date may be revised by the CRO in the case of extraordinary circumstances)

 

  • Campus Clubs: Approved Campus Clubs are entitled to two delegates and one alternate, all of whom must be able to show proof of full time attendance at that campus. For purposes of delegate selection, campus clubs will follow the same procedures as outlined for Constituency Associations. Campus Clubs must be active effective at the beginning of the Leadership process.

 

  • In Section 5.1, the PCAA Constitution lists a number of ex-officio delegates who do not need to be elected as delegates so long as they are members in good standing and who have held a membership for not less than fourteen (14) days prior to the meeting, and register in accordance with the procedures and timing so designated for the convention:

 

  • The PCAA Board of Directors;
  • The Regional Directors;
  • The Constituency Association Presidents;
  • Twenty (20) youth Delegates appointed by the Progressive Conservative Youth of Alberta;
  • Two (2) youth Delegates who are full-time students from every Alberta provincial government accredited post-secondary education institution on which a PCAA Campus Association exists, to a maximum of twenty (20) such associations, unless otherwise approved by the PCAA Board of Directors. In the event of a dispute, the PCAA Board of Directors shall determine what a recognized association is for this purpose and the decision shall be final;
  • Progressive Conservative Members of the Legislative Assembly of Alberta;
  • PCAA candidates nominated to run in an upcoming Provincial General Election;
  • Former Progressive Conservative Members of the Legislative Assembly of Alberta;
  • Past Presidents of the Progressive Conservative Association of Alberta;
  • Up to a maximum of five (5) members of the PC Alberta Fund Standing committee, as determined by the Board of Directors
  • PCAA Senators and Senators-in-Waiting elected to represent Albertans.

 

  • Alternate Delegates:
    • Constituencies will also select up to five (5) people, including at least one (1) youth (explained: at least one youth among the five alternates), placed in order of priority, to be Alternate Delegates in the event that delegate(s) must drop out;
    • Campus associations shall select one (1) Alternate Delegate.
    • In the event that more than five delegates drop out; or in the case of the campus, more than one; then additional delegates shall be chosen by the current Board Members of that association who were members of that Board at the start of the Leadership Nomination period or 60 days before a General meeting, whichever is appropriate.
    • In the event a delegate who was appointed by an affiliated organization, such as the PC Alberta Fund or PCYA, is unable to attend the convention and there is no Alternate available, then a new delegate may be appointed by the Board of that organization.
    • There are no Alternate Delegates or Proxies for ex officio delegates whose vote is due to their position or former position. If they cannot attend, that vote is null and void. Note that each ex-officio delegate receives one vote, notwithstanding that he/she may hold more than one eligible office.

 

  • Leadership delegates may be replaced with an alternate up to the close of the first ballot vote at the Convention. For other PC meetings such as an Annual General Meeting, delegates may be replaced by noon, up to one week prior to the opening of registration at the Convention. After that date, no substitutions will be permitted.
  • All constituency and campus elections will be held under a consistent set of rules to ensure that all delegates are chosen in the same way.
  • Each constituency and campus club shall select a Deputy Returning Officer (DRO) who shall commit to remaining neutral and who shall conduct the selection in accordance with a manual provided by the LEC. In each case the DRO will be responsible for conducting the Delegate vote including, providing the ballot, providing voting direction to members at the DSM, ensuring a separate ballot box and a secure voting procedure, counting the ballots upon the completion of the voting, and reporting the results first to the CA and then to the CRO.
  • The LEC will also provide a neutral person to attend at each DSM who can assist the DRO in rule interpretation, and attest that the selection was conducted in accordance with those rules.
  • A member may only seek to be selected as a delegate or an alternate delegate in one constituency

 

NOTICE AND CALLING OF MEETINGS

Call of a Constituency Delegate Selection Meeting (DSM).

  • Each Meeting of a CA may be called by: the President of the Constituency Association or, if the President is unable or unwilling to call the DSM;

(b.) the executive of the CA; or

(c.) the voting members of the Board of Directors of the CA by resolution passed at a duly called and constituted meeting of the board of directors of the CA;

  • Approval of dates and locations. The dates, times and locations of Meetings called must be approved by the board of directors of the CA and registered with the CRO and DRO.
  • Dates of Meetings. Each DSM must, unless otherwise directed by or, in circumstances considered appropriate by, the CRO, be called on the notice required by the established rules so that the Meeting is held at least 30 days before the Annual, General or Special meeting.
  • Responsibility for notice of Delegate Selection Meetings. For Leadership elections and constituency Annual General Meetings, each CA, is responsible (at its expense) to ensure that notice of each Meeting is given in accordance with this procedure guide and in accordance to all rules that apply to notification for a Constituency Annual General Meeting.
  • Rules applicable to Delegate Selection Meetings. Each Meeting must be called and held in accordance with this procedure guide and with the established rules requiring all current PCAA members of the Constituency be notified of the time, location and purpose of such Meeting.
  • Each delegate selection meeting of a CA must also be called and held in accordance with the PCAA Constitution.

 

Subject to other procedures as may be proposed by LEC, Delegate Selection Meetings will include the following elements:

  • The DSM date and location must be provided to all current members of the association at least 20 days in advance of the date, using regular mail posted 30 days in advance, or e-mail (to a valid current address) or telephone (to a valid current telephone number) at least 20 days in advance of the DSM.
  • Associations are required to place paid advertising in a newspaper with local distribution at least 20 days prior to the date of the DSM.
  • The membership cut-off date, as of 11:59pm, 14 days prior to the DSM (the date of the DSM does not to count towards the 14 days) must be specified in the notice calling the meeting.
  • All voting members and delegate nominees must be members not less than fourteen (14) days prior to the meeting.
  • In order for the ballot to be prepared in advance, members who wish to stand as delegates must contact the Deputy Returning Officer (DRO) and apply to be a Delegate candidate bynoon seven (7) days in advance of the DSM, be members in good standing not less than fourteen (14) days prior to the DSM; and be residents of the constituency (full-time student on campus) or be a non-resident member of the Board in good standing as of the start of the Leadership Nomination period, or 60 days prior to a General meeting, whichever is appropriate. (At this time all delegate candidates will need to provide contact information to the DRO, including email and phone number and a birthdate if they qualify to be a youth delegate nominee)
  • For Leadership Delegate Selection Meetings, each eligible PCAA member who wants to be a Delegate must also attend the DSM in person or their name will be struck from the ballot on the day of the vote. (under extraordinary circumstances the DRO may exempt a delegate from being present at the DSM)
  • Only members who reside in the Constituency and who have purchased their membership not less than fourteen (14) days prior shall be permitted to vote. Members presenting a membership purchased in a different constituency at a previous address must provide proof of current residency.
  • The DRO or his/her designate shall ensure that all voters are eligible by checking the name on an official list, or viewing the member’s physical card or dated e-mail confirmation of online purchase.
  • In a Leadership nomination photo identification proving identity and residence will be required (list of acceptable ID will be provided // Ex: drivers license). The decision of the local DRO will be final, and leadership candidates must agree explicitly to this provision.
  • Each nominee for delegate will be given the opportunity to present written material to the DSM or to address brief remarks to the members before voting is conducted, within the discretion of the DRO having due regard to the number of delegate nominees and the need to conduct the meeting efficiently.
  • Voting shall be by secret ballot on ballots prepared in advance by the DRO.
  • If, at any time after the conclusion of a meeting called for the purpose of electing delegates and the promotion of all alternates, the number of delegates from a CA, who will attend the convention is less than the legal number of delegates to be selected from that CA, then the local Constituency Association Board may choose persons by lot from among those who have made application for delegate status and those persons are deemed to be persons selected as alternate delegates to the convention from that CA. Delegates chosen in this manner must be resident in the constituency, as well as meeting the other criteria outlined above (for clarity, non-resident Board Members are not eligible to be appointed in this manner).

 

ELIGIBILITY TO VOTE FOR DELEGATES

In order to vote at the delegate selection meeting (“DSM”) you must be:

  • A Canadian citizen or permanent resident.
  • Of the full age of 14 years
  • A resident of the constituency.
  • Resident in Alberta for at least six (6) months of the previous twelve (12) months prior to the Provincial Leadership Election voting date (March 18, 2017)

(Note: You can verify your residence eligibility at http://streetkey.elections.ab.ca

  • Members will be required to produce photo identification to prove identity and residence in the constituency at the DSM)
  • A member in good standing of the PCAA who has purchased a membership not less than fourteen (14) days prior to the meeting.
  • Note: Members wishing to vote should bring their PCAA membership card or dated e-mail confirmation of online membership purchase.

 

REQUIREMENTS TO BE ELECTED AS A DELEGATE

In order to be elected as a delegate to the Provincial Leadership election at the DSM and be otherwise eligible to vote at the Provincial Leadership Election, you must be:

  • A Canadian citizen or permanent resident.
  • Of the full age of 14 years as of March 18, 2017
  • Resident in Alberta for at least six (6) months of the previous twelve (12) months prior to the Provincial Leadership Election voting date (March 18, 2017)
  • A resident of the constituency or a member of the Board of the constituency association.
  • A member in good standing of the PCAA who has purchased their membership at not less than fourteen (14) days prior to the DSM.
  • To have given notice to the local DRO at minimum 7 days prior to the DSM.
  • Present at the DSM when voting is conducted.

 

CONDUCT OF DELEGATE SELECTION MEETING

 

  • Meeting chair. The meeting chair will be at the appointment of the local Constituency Association Board of Directors.  The local CA President will be eligible to act as the chair, as they are granted ex-officio delegate voting status, unless they are unwilling or unable to act, in which case the CRO, in consultation with the local CA, can assist in appointing another chair.
  • Duties of meeting chair. It is the duty of the meeting chair to ensure that meetings are conducted in a fair, orderly and democratic manner. The meeting chair may require the meeting to be delayed, adjourned, postponed or moved to another meeting location within the constituency boundary or may require any alteration of the physical arrangement of the meeting location as the chair may see fit to comply with the provisions of this procedure guide or to conduct an orderly and fair meeting.
  • Conduct of the Meeting. The conduct of each Meeting and the voting at the Meeting is under the sole control of the meeting chair and DRO. All members of the PCAA must follow the direction of the meeting chair and the DRO. The meeting chair and the DRO may, except to the extent that it is not inconsistent with the Provincial Constitution or this procedure guide and any directions issued by the CRO, rely on the current edition of Robert’s Rules of Order for guidance in the conduct of the meeting and as a source of authority for their directions.
  • Separate ballot box. Voters must be given an opportunity to mark their ballots in secret and must deposit their ballots in a separate sealed ballot box.
  • Delegate list. In total, twelve (12) delegates shall be selected along with an additional five (5) alternate delegates, including at least one (1) youth. An additional three (3) youth members shall also be selected including at least one (1) alternate youth delegate. However, of those elected fifteen (15) delegates, at least five (4 plus one youth) shall be members of the Constituency Association Board of Directors as of the opening date of the Leadership election. If there are not five members of the CA Board available to be delegates, those position can be reallocated to any eligible member as elected. Alternatively, more than 5 members of the CA Board can be selected as Delegates if they receive enough votes to be in the top 15 as voted.
  • Alternates – Constituencies will also select up to five (5) people, including at least one (1) youth to stand as alternate delegates should the elected delegates withdraw or are removed. All alternates must be members of PCAA in good standing.
  • Voting procedure. Each eligible voter will receive one ballot.The voter must clearly mark an ‘X’ to select their top fifteen (15) delegate candidates. Each PCAA member seeking to become a Delegate that is either a Youth or CA board of director will clearly be identified on the ballot. Of those selected, at least four (4) and 1 (youth) must be CA board of directors (resident or non-resident). The remaining ten (10) shall be CA members (or CA board of director members), with at least two (2) slots designated for youth. At the conclusion of voting the DRO is responsible for counting the ballots and determining the top 5 Board delegates, the next top 10 delegates, and the 5 Alternate delegates (as laid out above), as witnessed by at least two members of the CA Board of Directors. In the case of a Leadership race, one scrutineer from each Leadership candidate will be permitted to witness the count.
  • Proxies / Absentee Voting. There will be no voting by proxy or absentee voting.
  • Acclamation If there are fifteen (15) or less delegates (as prescribed) on the ballot, all of the declared delegate candidates will be acclaimed.
  • The DRO will report the results immediately to the CA Board of Directors. They must then report the results to the CRO within 24 hours of conclusion of voting.
  • Breaking a tie vote. In the case of a tie, a random draw will be held to decide the winner. The draw will be conducted by the DRO and witnessed by at least two members of the CA Board of Directors. In addition, one scrutineer from each Leadership candidate camp will be permitted to witness the draw.
  • Review of unofficial results. Each DRO must review the counts and calculations as soon as possible to confirm and determine the official results. In any case where doubt exists as to the correct determination of the official results, the DRO must advise and consult with the CRO and comply with any instructions received from the CRO.
  • Notification to Chief Returning Officer. Within seven (7) days after the local CA Deputy Returning Officer (DRO) determines the official results the DRO will notify the CRO of the results, and the CRO, after review, including if necessary consultation with the CA President, will register the selected Delegates with the PCAA Secretary.
  • Confirmation of election. The PCAA Secretary is responsible to send written confirmation of election and all necessary documentation to each elected delegate as soon as possible after receiving the required information from the Chief Returning Officer.
  • Custody of ballots. After the conclusion of each meeting, the Local Deputy Returning Officer must seal all ballots and all documents used in the tabulation of the result and retain them in a secure place.  The Local Deputy Returning Officer must keep them under seal for ten (10) days from the determination of the official result. A motion from the Constituency Board of Directors is required to destroy the ballots after the ten (10) day holding period.

APPEALS PROCEDURE

 

  • All appeals will be heard by the DRO in consultation with the CRO.
  • Appeals must be in writing and provide the reason for the appeal.
  • Appeals must be receivedwithin 48 hours of the completion of the DSM and all efforts will be taken to provide a ruling within 14 days.  In the event a ruling will take longer than 14 days, the CRO will advise accordingly.
  • All decisions of the CRO will be final.
  • If an appeal is upheld and a delegate removed from the CA delegate list, the CA President will have the ability and duty to appoint another delegate from the alternate delegate list (if one exists). If there is no alternate list, a replacement may be selected from the local Board of Directors. If the replacement delegate is a Youth delegate they can only be replaced by another Youth delegate.

ELIGIBLE DSM ATTENDEES

  • Accredited members of the media can attend and observe a DSM if approved by the DRO, in consultation with the local CA board of directors. However, no video or audio recordings may be made of the meeting or vote.
  • CA members with a PCAA membership purchased not less than fourteen (14) days prior to the DSM.
  • PCAA Board of Directors
  • Designated LEC Representatives
  • PCAA staff
  • For Leadership selection process meetings, one scrutineer for each nominated candidate can attend.

 

PARTISAN ACTIVITIES AT DSMs

  • At no time will campaigning be allowed before, during or after the DSMs at the DSM location
  • Candidates and/or campaign workers are not permitted in the building where the DSM is being hosted from 8 hours prior to the DSM start time until 8 hours after the DSM is adjourned. The only exemption is the allowance of one scrutineer per candidate allowed at the DSM location.
  • No campaign materials, including buttons or signs, be allowed to be posted or displayed in or near a room where a DSM will be held. At no time is a nominated candidate allowed to be in or near a DSM room unless that person is running for a Delegate spot.
  • No campaigning within visibility of the front door or designated primary or allowable access/entry points to the building where the DSM is held.
  • No campaigning within 100 meters of the front door or designated primary or secondary access point to the building where the DSM is being held.
  • When in doubt, the DROs decision is final.

 

SLATE LISTS

  • The LEC recognizes that information is valuable to voting PCAA members who wish to cast their votes for delegates who are supporting a particular candidate. Provided the following rules are followed, distribution of slate lists will not be regarded as inappropriate campaigning with the following parameters:
  1. Slate lists may NOT be distributed inside the building where the DSM is being held.
    1. It is permissible to distribute slate lists outside the door of the facility in which the DSM is being held. In particular, lists are not to be distributed in credentials line-ups.
    2. Campaign workers may offer the lists to members but should not pressure members to take a list.
    3. Campaign workers may not block access to the facility housing the DSM venue.
    4. No signs, buttons, hats or other identifying campaign materials are to be displayed by campaign workers distributing slate lists.
    5. Any dispute relative to compliance with the letter or spirit of these rules will be decided on-site by the DRO.

 

  1. Slate lists may identify candidates who are standing for election in the DSM who are committed to voting in a particular way at the Leadership Election. They must identify which campaign (or if not a campaign, the author/group) has compiled the list. The list should contain no other information. It must not be used to otherwise advertise or promote a candidate’s campaign, if it does, it is to be considered inappropriate campaigning.

 

  1. A campaign distributing a list must have a reasonable basis for identifying a potential delegate as a supporter of a particular candidate. Any privacy breach or misrepresentation of support will be regarded as campaign misconduct subject to sanction.

 

  1. It is acceptable for members who have received a list to take the list into the DSM venue and to refer to it when voting. However, slate sheets are not to be shared or passed between members or voters inside the DSM building.


 

DUTIES OF THE LEC (LEADERSHIP ELECTION COMMITTEE) – APPENDIX A
The Board of the PCAA shall appoint the chair(s) and a Leadership Election Committee (LEC) for the leadership selection process and, save and except for the provisions for election as set out in the Rules and Procedures for the Election of Delegates, the committee shall determine the rules and procedures, including a dispute resolution procedure, which rules and procedures are subject to review by the Board or its designated representatives.

 

Leadership Selection Process (LSP)

  • The PCAA Board shall have the authority to appoint to the Leadership Selection Committee (LEC) the following members:
  • the Chair(s);
  • the Chief Returning Officer (CRO);
  • the Caucus Liaison Representative (CLR);
  • the Candidate Liaison (CL); and
  • any other person(s), up to a maximum of five (5), whom the

LEC Chair(s), in consultation with the PCAA Board, may deem necessary to implement the Leadership Selection Process (LSP).

  • All members of the LEC shall undertake, in writing, to remain neutralthroughout the entire Leadership Selection Process (LSP).  Any LEC member who fails to remain neutral during the LSP may be removed from the LEC by a majority of votes of the other members of the LEC;
  • The PCAA Board has the authority to fill any vacancy that arises in the LEC during the LSP; and
  • The LEC shall operate in accordance with the Constitution of the Progressive Conservative Association of Alberta, Bylaws and with the Rules and Procedures established by the LEC.
  • The voting list, as certified by the Executive Director, listing all those persons who are Constituency Members not less than fourteen (14) days prior to the DSM, shall determine who is eligible to vote;

Leadership Candidates.

  • A Leadership Candidate shall undertake, in writing, to abide by all theRules and Procedures duly established by the LEC, as amended from time to time, including providing any prescribed deposit upon filing of papers.
  • Any decision taken by the LEC or by the Chief Returning Officer(CRO) of the LEC on any matter relating to the LSP is final and binding.
  • No Leadership Candidate shall pay for any Delegate fees or expenses related to attending a DSM or the Leadership Convention, with the exception of their Campaign staff who are also delegates. This equally applies to alternate delegates. Violation of this will result in severe sanctions against the offending campaign and the loss of voting privileges to the delegate.

 

The LEC is responsible to the PCAA Board and through it, to the Members of the PCAA to define, implement, and monitor the Rules and Procedures to be followed throughout the LSP.

 

The Leadership Election Committee (LEC) shall:

  • develop an open, fair and equitable Leadership Selection Process (LSP);
  • develop a dispute resolution procedure for the LSP including a procedure for recording any and all decisions arrived at from a dispute by the LEC or CRO;
  • develop uniformity in the leadership vote and delegate selection process for all Constituency Associations;
  • ensure that the election procedures are in accordance with the requirements of the Constitution of the Progressive Conservative Association of Alberta and democratic principles which apply to all;
  • develop a method to monitor and assess all aspects of the LSP and to authorize those individuals to whom functions have been assigned to take such actions as may be required;
  • establish the procedure for the conduct of the direct voting process, the selection of delegates, ballot counting and reporting, together with accountability of those participating in the process;
  • require candidates to file nomination papers and any prescribed fees or deposit;
  • make available appropriate opportunities for candidates to meet with the membership as is reasonable and appropriate;
  • provide terms and conditions and establish standards by which candidates are to conduct their campaigns;
  • modify these rules and procedures to the extent necessary to deal with circumstances which have not been foreseen and which may occur throughout the LSP;
  • appoint such persons, who shall commit to remain neutral, to perform such functions as appear to the LEC to be required and necessary;
  • provide for the publication of notice of the LSP, the names of candidates, and the roles of the various participants in the LSP;
  • prepare and make available to the CRO ballots for the leadership candidates and templates for ballots for delegate nominees;
  • promote consensus as to the election procedures with all candidates and provide them with such rules and procedures as are approved from time to time;
  • establish times, locations, rules and procedures for advance polls, if applicable;
  • establish rules and procedures on financial and other resources that may be used by a Leadership Candidate and to obtain, in a timely manner, full and complete financial disclosure using a common format; and,
  • recommend to the PCAA Board that any Leadership Candidate who fails to or neglects to provide the required financial disclosure in a timely manner, is banned from seeking the office of Leader in subsequent LSPs;
  • prepare and present a final report on the conduct of the election and the LSP to the PCAA Board including any recommendations. Upon completion and presentation of this report, the LEC is disbanded.

 

The Chair(s) of the LEC shall:

  • convene and preside over any and all meeting of the LEC;
  • preside over any LSP convention, and declare the election results.

 

The Treasurer of the Party shall:

  • be responsible for obtaining and monitoring full and complete financial disclosure for each Leadership Candidate;
  • administer and monitor the LSP budget as allocated by the PCAA Board and report same to the Board;
  • submit a report, in writing, to the PCAA Board which report shall include the written financial disclosure of each Leadership Candidate.

The Secretary of the Party or his/her designate(s) shall:

  • be responsible for providing the Certified membership List for each Constituency Association not less than fourteen (14) days prior to that Constituency Association’s leadership vote and delegate selection meeting;
  • at the times designated by the LEC, prepare and make available to Leadership Candidates, who have paid their deposit, access to a voting list as certified by the Executive Director of existing members;

The Chief Returning Officer (CRO) shall:

  • oversee the election process;
  • be responsible for the conduct of the election including election day(s) and for certifying the election results, whether the Leader is chosen by election or by acclamation;
  • preside over the election process of the LSP at the Constituency Association and affiliated bodies levels;
  • authorize the appointment of as many Deputy Returning Officers (DRO) as are reasonably required for the conduct of the election at the Constituency Association and affiliated bodies level; and,
  • ensure the results of all leadership and delegate selection votes held within Constituency Associations and affiliated bodies are properly recorded and filed with the LEC.

 

The Deputy Returning Officer (DRO) shall:

  • Be neutral through the local DSM process and sign a neutrality agreement
  • May not be a delegate nominee in the area of which they are the DRO.
  • Be responsible for running the Delegate vote.
  • Maintain the integrity of the vote.
  • Prepare the slate of delegate nominees and submit the document at least six days prior to the DSM.
  • Give final approval to the LEC prepared ballot.
  • Give directions to the members in attendance at the Delegate Selection Meeting.
  • Oversee the ballot box.
  • Count the vote.
  • Announce the result to the Constituency Association and the board of directors.
  • Report the results to the Chief Returning Officer within 24 hours of conclusion of voting.
  • The Local Deputy Returning Officer must keep ballots under seal for ten (10) days from the determination of the official result and be available to return them to the CRO if requested.

 

  • Breaking a tie vote. In the case of a tie, a random draw will be held to decide the winner. The draw will be conducted by the DRO and witnessed by at least two members of the CA Board of Directors. In addition, one scrutineer from each Leadership candidate camp will be permitted to witness the draw.
  • Review of unofficial results. Each DRO must review the counts and calculations as soon as possible to confirm and determine the official results. In any case where doubt exists as to the correct determination of the official results, the DRO must advise and consult with the CRO and comply with any instructions received from the CRO.
  • Notification to Chief Returning Officer. Within seven (7) days after the local CA Deputy Returning Officer (DRO) determines the official results the CRO, in consultation with the CA President, will register the selected Delegates with the PCAA Secretary.
  • Confirmation of election. The PCAA Secretary is responsible to send written confirmation of election and all necessary documentation to each elected delegate as soon as possible after receiving the required information from the Chief Returning Officer.
  • Custody of ballots. After the conclusion of each meeting, the Local Deputy Returning Officer must seal all ballots and all documents used in the tabulation of the result and retain them in a secure place.  The Local Deputy Returning Officer must keep them under seal for ten (10) days from the determination of the official result. A motion from the Constituency Board of Directors is required to destroy the ballots after the ten (10) day holding period.

APPEALS PROCEDURE

 

  • All appeals will be heard by the DRO in consultation with the CRO.
  • Appeals must be in writing and provide the reason for the appeal.
  • Appeals must be receivedwithin 48 hours of the completion of the DSM and all efforts will be taken to provide a ruling within 14 days.  In the event a ruling will take longer than 14 days, the CRO will advise accordingly.
  • All decisions of the CRO will be final.
  • If an appeal is upheld and a delegate removed from the CA delegate list, the CA President will have the ability and duty to appoint another delegate from the alternate delegate list (if one exists). If there is no alternate list, a replacement may be selected from the local Board of Directors. If the replacement delegate is a Youth delegate they can only be replaced by another Youth delegate.