This Election Guide is an attempt to provide an accessible, plain-language resource for members engaged in the election process. Where there is a question of interpretation, complaint or disagreement, ACTRA’s Constitution, By-Laws and Policies prevail.

ACTRA Toronto Council Election Rules

ACTRA National Constitution & ACTRA National By-Laws

ACTRA Toronto By-Laws

ACTRA Toronto By-laws Article 10 – Elections to Council:

(10.1)   The election of the ACTRA Toronto Council shall be held every two (2) years. Results must be known no later than November 15^th of the election year. Terms of office commence on December 1^st following the election.

(10.2)   The Election Period, from the Call for Nominations until close of balloting, must be at least thirty-eight (38) calendar days. Electronic processes may be used for any part or all of an election. The Election Period is broken down as follows:

• The Nomination Period from the Call for Nominations until the Close of Nominations is minimum fourteen (14) calendar days.
• The Campaign Period from the Close of Nominations until voting commences is minimum fourteen (14) calendar days.
• The Voting Period from the opening of voting until the close of balloting is minimum ten (10) calendar days. 

(10.3)   At least 45 days prior to the start of the Election Period, the ACTRA Toronto Council shall create an Election Committee comprised of a minimum of three (3) Full Members in good standing and the ACTRA Toronto Executive Director. Full members may sit on the Election Committee provided they declare in writing that they will not nominate or second a nomination for a candidate or run for a position in that ACTRA Toronto Council election.

The Election Committee shall:

•   Establish processes and procedures for the election pursuant to the ACTRA Toronto By-Laws.
•   Notify the membership of the Election Period and rules.
•   Ensure election rules and ACTRA Toronto policies are observed.
•   Approve Nomination Forms, Election Statements and/or audio or video files from candidates, to be made available to members.
•   Approve all election documentation.
•   Report the election results to the membership including the number of ballots cast, number of spoiled ballots and the number of ballots cast for each candidate.
•   Provide a summary of the election activities and recommendations, if any, regarding future elections to the ACTRA Toronto Council.

(10.4)   The Election Rules, to be distributed by the Election Committee must include:

• •   Eligibility to run for office: Only Full members of ACTRA Toronto in good standing may run for ACTRA Toronto Council or may nominate or second their candidates.
  • Nomination procedure:
    • The Call for Nominations must be distributed to all eligible Members and must include:
      1.   An overview of the role and expectations of an ACTRA Toronto Councillor.
      2.   A copy of the Nomination Form.
      3.   The method for submitting the Nomination Form to the Election Committee.
      4.   The deadline for nominations. Nominations close fourteen (14) days after the Call for Nominations has been distributed.
    •   Nomination Forms will be signed by the proposer and seconder of the nomination and will contain a statement signed by the person nominated signifying their acceptance and affirming they will uphold ACTRA’s Constitution & By-laws and ACTRA Toronto’s By-laws and Policies. Verified electronic signatures will be permitted. The completed form shall be delivered to the Election Committee.
    •   Nominees may provide a photograph and Election Statement, not to exceed one hundred (100) words, and links to any personal audio or visual social media sites. Election Statements and photographs must be submitted to the Election Committee by the deadline for the close of nominations. Election Statements and content accessed through the links must be factual and not include any defamatory comments. If a candidate statement fails to comply with these guidelines, and if time permits, the candidates may be allowed to revise their Election Statements within a time set by the Election Committee. If an Election Statement is not revised to the satisfaction of the Election Committee, it will not be published. 
  • The Campaign Period from the Close of Nominations until voting commences is minimum fourteen (14) days. During this period:
    •   Except as in b (iii) above, candidates, their representatives and all individuals are prohibited from using any Union funds or Union logos for the purposes of campaigning. Candidates in breach of this provision are subject to disciplinary action. Posting in a public forum hosted by the Union (e.g. ACTRA Toronto private Facebook page) for the purposes of the campaign is permitted.
    •   No staff of the Union, or Member working as a contractor or OSLO for the union may work on any candidate’s behalf, express a bias for or against any candidate or provide confidential information to candidates for campaign purposes. A candidate who is also an OSLO may not campaign when engaged as an OSLO on set.
    •   After the close of nominations, the Election Committee will hold at least one Candidate Forum open to all duly nominated candidates.
    •   Campaigns and campaign tactics must be respectful and abide by the Union’s Constitution, By-laws and Policies.
  • The Voting Period:
    •   Following the Campaign Period, there will be a minimum period of ten (10) days from the distribution of the voting package to the close of voting.
    •   The voting package will be distributed to all members eligible to vote. The voting package will include a list of all candidates, their election statements, instructions concerning the number of candidates for whom the member is entitled to vote, the voting procedure, and the final date by which all votes must be cast.
    • Election results will be posted by the Election Committee on the Union’s website no later than November 15^th of the election year. Results will show the total number of eligible voters, candidate names, the numbers of ballots cast for each candidate, number of spoiled ballots and the overall voter turn-out percentage.
    • The 24 candidates receiving the most votes will be declared elected.
    • In the event of a tie between two or more candidates for the 24^th position, the Election Committee will schedule a ‘draw’ to take place within five (5) working days from the close of balloting. Candidates may attend in person or appoint a scrutineer to observe the draw. The results of the draw will be posted on the Union’s website.  
    • When paper ballots are used, ACTRA Toronto Council will appoint scrutineers who are full members of ACTRA Toronto not running for office, to witness the counting of ballots and ensure a fair and accurate count. Scrutineers will immediately report any issues with the count to Council. Similarly, when online voting systems are used, Council will ensure that all appropriate safeguards are in place to secure a fair and accurate count.

(10.5)   Newly elected Councillors take office on December 1st following their election.

(10.6)   Subject to the National Constitution, the National By-Laws, these By-Laws, and any other rules or procedures established by ACTRA Toronto Council, the Executive Director of ACTRA Toronto conducts and oversees elections among members and on ACTRA Toronto Council.