Site MenuChapter 9 – Consultations with political parties (04/2023)
For more information on political parties and candidates, consult:
Volume II, Chapter 5 – Political parties and candidates
During pre-event assignments, EC mandates ROs to hold a consultation with the local representatives of registered political parties.
The goals of the consultation are to provide information, to answer any questions, and to solicit recommendations for improvement in anticipation of the next electoral event.
Elections Canada will contact the national organizations of all registered political parties and provide ROs with a list of their local representatives.
9.1 Planning
In order to streamline information sharing and to reduce associated costs, attempt to hold only one consultation with all representatives to discuss the topics below.
Selecting a location
Elections Canada will provide a budget to rent a suitable space and provide refreshments. Be sure to keep all receipts to reconcile consultation expenses.
To minimize costs, EC encourages the use of public places like a community centre or a classroom.
Invitations
When the time, date and location have been confirmed, send an invitation and detailed agenda to each representative on the list provided by ECHQ.
Use the following MSWord templates:
- Pre-writ Consultation Invitation (EC 22031)
- Pre-writ Consultation Agenda (EC 22030)
All communications with the local political party representatives must be recorded in writing. Use the Pre-writ Consultation Follow-up Report (EC 22032).
Retain the Priority service shipping receipt and use the EC Priority Service Customer Account Number to send the invitations.
9.2 Pre-writ consultation
Take notes during the consultation on the items discussed using the Pre-writ Consultation Summary (EC 22033).
A copy of the summary should be provided to each of the participants and to ECHQ following the meeting.
If a second consultation is required, provide the summary of the first consultation to all attendees in advance of the second consultation.
The following topics should be covered in pre-writ consultation with local political party representatives.
Pre-event work
- Electoral district boundaries
- Targeted revision
- Returning office location
New initiatives
- Overview of new legislation, if applicable
- Details of new initiatives, if applicable
Recruitment of election officers
- Who is entitled to recommend service agents, deputy returning officers (DRO), and registration officers
- How you intend to resolve any lack of resources for these positions (e.g. public advertising, online recruitment)
- How you intend to recruit central poll supervisors, information officers, etc.
When training will take place and which training method will be used
- Payment of election officers
- Number of officials needed
- Deadline to receive names of DROs, poll clerks and registration officers
Nomination paper
- Filing deadlines and options
- Making an appointment to file, review nomination process and requirements
Joint meeting of political parties and candidates
- Tentative date and location
Remote polling places
- Discussion of issues, if applicable