Provincial and Municipal Elections Protocol

May 2, 2022

Good morning TRCA staff,

As you may already be aware, we are entering an election period with Ontario’s provincial elections scheduled for June 2, 2022 and the next municipal election scheduled for October 24, 2022. Leading up to the elections, we expect heightened interest in TRCA resources and partner initiatives involving the provincial government and for the municipalities we serve.

While we continue our important work for the communities we serve we must remain diligent in our interactions with the media, provincial government officials, candidates, and their supporters, and elected municipal officials. During this time, we ask that you continue to be accessible by email or phone during business hours. If you are out of the office, please have an alternate TRCA contact on your out of office notifications.

As a reminder during these election periods:

Correspondence

• We will continue to respond to MPP offices, Ministry, Councillor and Council office inquiries that are part of our day-to-day business (e.g., updates on TRCA projects, construction, and planned events).
• Responses to MPP offices, provincial ministries, Councillor or Council offices should be prioritized and responded to within 24 hours, whenever possible.
• When responding, make an effort to involve provincial staff or staff of the member municipality in coordinating the response.
• If inquiries are related to TRCA work funded by the provincial government or in partnership with provincial ministries, reach out to provincial staff responsible for the program, with a copy to your SLT member.
• If inquiries are related to a specific municipality, involve staff of the member municipality in drafting any responses. At a minimum a phone call or email notice should be provided to member municipality staff of their Member of Council’s interest if it involves a matter within both the TRCA and member municipality jurisdictions.
• Prior to responding, have your SMT and SLT member review your draft response.
• Copy the CEO’s Office, Government and Community Relations Specialists, your SMT and your SLT member on correspondence.

Events

• Any events during these election periods requires Corporate Events approval.
• Event proposals must be submitted to Corporate Events for formal approval using the Dignitary Protocol Request Form available on the Staff Hub.

Further information about TRCA and staff responsibilities during an election period is detailed in TRCA’s Administrative By-Law Use of Resources During an Election Policy (pg. 33-40), and the Political Activity Conflict Policy found in TRCA’s Code of Conduct (S. 31, pg. 21).

Please review these documents to ensure your compliance with TRCA expectations during these election periods.

If you have any questions about these matters, please speak with your SMT or SLT member or your immediate supervisor.

Regards,

John MacKenzie, M.Sc.(PI) MCIP, RPP
Chief Executive Officer