Approve the Use of Corporate Resources During an Election Policy attached as appendix A to office of the city clerk report CL-05-22 with the following amendments:
1. Delete section 2(a) and replace it with the following:
a. Municipally operated facilities/properties can only be used for any election related purpose if there is a rental fee established corporately and the rental is available to all candidates and third parties. No facility/property shall be rented or used for any municipal election related purpose during any day that voting is taking place on the property including set-up, hosting or take-down activities.
b. Use of rentals are subject to the following conditions:
i. all election campaign materials must only be displayed within the allotted rental period in the allotted rented area designated in the rental agreement; and
ii. rentals for campaign related activities are not permitted from the first date of advance voting to the day after voting day; and
iii. the City reserves the right to refuse or cancel a rental contract at any time, in accordance with the terms of the contract, should it conflict with the City’s corporate values or established policies or procedures, or presents a health and safety concern; and
iv. no rentals permitted under the Lobby rental category; and
2. Delete section 3(h) regarding cell phones and the city's Bring Your Own Device program; and
3. Delete section 4(a)(ii) and replace it with the following:
ii. City business cards and promotional materials prepared by Creative and Digital Services shall not be used for any campaign purposes or at any campaign events, and can only be distributed in the normal course of a candidate’s performance of their official duties (eg. distributed during an AMO or FCM conference a member is attending in their official capacity); and
4. Add the words "to City staff" after "Media requests" in section 4(b)(i)(i); and
5. Add the following clauses to Media Requests under section 4(b)(i):
ii. Sitting council members will continue to be available to media at all times to comment on matters related to the performance of their duties and decision-making, respecting their obligations under the Code of Good Governance Sec 11: “We will communicate information to the public in ways that are accurate, timely, and in the interest of the corporation. We will respect that the Mayor, as head of council, is the primary spokesperson for Council.
iii. Official city press releases will not feature quotes from any member of council during the election blackout period from midnight the day of the last council meeting of the term, until midnight of election day, except in an emergency situation or in exceptional circumstances as determined by Communications, Clerks, and the City Manager; and
6. Delete section 4(b)(iii)(ii) and replace it with the following:
ii. Printing and distribution of hard copy newsletters for members of Council will be discontinued from the day nominations open to midnight of Election Day unless utilizing the City of Burlington approved and adopted campaign period newsletter template; and
7. Add the following clause to City Talk Issues and Newsletter under section 4(b)(iii):
iii. Printed and electronic newsletters whose printing and distribution is paid for with city resources shall not contain campaign information, other than links to general election information (eg. voting locations, key election dates, links to registered candidates); and
8. Delete section 4(c)(i) and replace it with the following:
i. Council advertising of ward meetings will not include the council member’s name and photo, and will only include the generic ward contact information starting nomination day until midnight on election day; and
9. Add the following sentence to the end of clause 4(c)(i):
Any meetings hosted by members of Council and paid for by the city must be regarding City business only and may not include any campaigning or distribution of campaign materials; and
10. Replace the words "owned or leased" with the word "branded" in section 5(d); and
11. Delete section 4(b)(ii)(i) and replace it with the following:
i. Members of Council are required to remove the city logo, crest, official photo or title from their social media bio, but can say they are running for re-election; and
12. Add the words "or at Civic Square at City Hall" to end of clause 2(b)(iv); and
Direct the City Clerk to work with the Integrity Commissioner to review and report back by the end of Q2 on the feasibility of aligning the policies governing advisory committees or local boards with the Use of Corporate Resources during an Election Policy for city staff and council, so there is a single policy applicable to staff, council and volunteers. (SD-07-22); and
Repeal the Use of Corporate Resources During an Election Policy, adopted on October 30, 2017, attached as appendix B to office of the city clerk report CL-05-22.