Election-Related Resources Policy

Policy Scope and Purpose

To provide direction to Cambridge Public Library Board members, employees and volunteers on conduct and the administration of organizational resources with respect to election-related matters. This policy applies to Cambridge Public Library Board members and all employees and volunteers of Cambridge Public Library in their dealings with candidates and political parties and the use of library and gallery resources for political and/or campaigning purposes. The rules and procedures in this policy apply for municipal (including school board), provincial and federal elections or by-elections.

The right to vote is one of the greatest rights of a free society and is vital to democracy. Thus, Cambridge Public Library will provide library resources within our capacity and legal limitations to support the democratic process. Cambridge Public Library will encourage and support discussion on civic and social issues in a manner that is non-partisan, fair and equitable to all those seeking elected office to increase voter awareness. Cambridge Public Library will maintain a neutral environment and will not make any contribution (including money, goods and services) or use library resources to promote a political party, platform, candidate or support a question on a ballot. Public funds are not to be used for any election-related purposes, including the promotion of or opposition to the candidacy of a person for elected office or question on the ballot.

As such, Cambridge Public Library Board Members, employees and volunteers must act and appear to act in a non-partisan way at all times, but especially during elections, while supporting the democratic process, intellectual freedom, freedom of expression and informed discussion on political issues. This policy requires Board Members, volunteers and employees to refrain from activities that could erode our position of trust and independence.

Nothing in this policy prohibits:

Board Members from performing their duties;
City Councillors from performing their duties, including representing the interests of their constituents in a manner consistent with their duties as Elected Officials; and/or,
CPL from advocating on issues that affect the Library, its services and/or the public library sector in general.

Promoting Elections

Nothing in this policy prohibits Cambridge Public Library from promoting awareness of or providing information on elections as long as no particular candidate, registered third-party advertiser or political party is promoted, supported or opposed at the event. This includes promoting awareness of activities or events in which all candidates in an election are invited to attend.

Compliance- General

Cambridge Public Library must comply with legislation related to elections. These regulations are included in the Municipal Elections Act, 1996. Specifically, Clause 88.18 Use of municipal, board resources states:

Before May 1 in the year of a regular election, municipalities and local boards shall establish rules and procedures with respect to the use of municipal or board resources, as the case may be, during the election campaign period.

Compliance- Campaign Contributions

The library will comply with legislation on campaign contributions at all levels.

Municipal Elections
Cambridge Public Library may not contribute to the campaign of any candidate or political party in the form of money, goods or services. This is in accordance with the Municipal Elections Act, Section 88.8.
Provincial Elections
Cambridge Public Library may not contribute to the campaign of any candidate of a provincial election, constituency association, nomination contestant, candidates, and leadership contestant of provincial political parties in the form of money, goods or services in accordance with the Ontario Elections Finances Act, Section 16(1) 1990.
Federal Elections
Cambridge Public Library may not contribute to the campaign of any candidate of a federal election, a registered party, a registered association, nomination contestant, and leadership contestant of federal political parties in the form of money, goods or services in accordance with the Canada Elections Act, Section 363(1) 2000.

Use of Cambridge Public Library Resources

All candidates and political parties have equal access to publicly available information resources of Cambridge Public Library. No candidate, registered third-party advertiser or political party will be provided an unfair advantage in the use of library resources at any time.
Candidates and political parties cannot use equipment, supplies, employees or other operational resources of the library and gallery, nor may they use the Cambridge Public Library name and/or logo in any campaign material.
Candidates may not post photographs of themselves with Library employees.
During a campaign, a candidate will not be featured or promoted in association with any regular Cambridge Public Library program or event.
Candidates, registered third-party advertisers or political parties are permitted to attend library events, or events held at library facilities, in either their capacity as elected representatives or as private citizens, but may not campaign while in attendance.
Beginning August 1 of a municipal election year or when a provincial or federal election writ is issued, the library will discontinue any form of advertising or communication(s) that mention elected officials by name. Instead, the library will make reference to the generic term ‘Councillor – Ward #’ , ‘Mayor of Cambridge’ , ‘MPP – riding designation’ or ‘MP – riding designation’.

Use of and Access to Library Property

Cambridge Public Library will not rent or allow use of meeting rooms, study rooms or other spaces to a candidate, political party, registrant or supporter of a question on a ballot. Partisan political events are not allowed.
All-candidates meetings can be held at Cambridge Public Library, either as a CPL-led event or as an approved CPL-partnership event that may be sponsored by another group, provided that all candidates are invited to attend such meetings.
Election candidates or their representatives are not allowed to campaign in Cambridge Public Library facilities or on CPL premises. As a public place, it is deemed to be incompatible with the function and purpose of the library.
A candidate, political party, registrant or supporter of a question on a ballot during an election is permitted to distribute campaign materials on public right-of-way sidewalks and thoroughfares adjacent public libraries only as permitted by City of Cambridge policies and by-laws. They cannot distribute such materials on Cambridge Public Library property or in Cambridge Public Library facilities, and they cannot request distribution by or through the Library or its employees or volunteers.
No election sign or poster specific to a candidate or political party can be posted in the facilities or on the premises of Cambridge Public Library. Signs or posters providing information about upcoming election dates, availability of polling stations, or general information about the election process are permitted upon review and approval by Cambridge Public Library. Such requests can be made in writing to the CEO.

Employee and Volunteer Participation in Election Campaigns

As an employee of a local board, any Cambridge Public Library employee running as a candidate in the municipal election (City of Cambridge or Region of Waterloo) will comply with the entirety of Section 30 of the Municipal Elections Act which reads in part:
“30 (1) An employee of a municipality or local board is eligible to be a candidate for and to be elected as a member of the council or local board that is the employer if he or she takes an unpaid leave of absence beginning as of the day the employee is nominated and ending on voting day. 1996, c. 32, Sched., s. 30 (1); 2002, c. 17, Sched. D, s. 9 (1).”
As an employee of a local board, any Cambridge Public Library employee that is elected to office for the City of Cambridge or Region of Waterloo will be required to resign from their position to comply with the Municipal Elections Act which reads in part:
“30 (4)(5) If the employee is elected to the office, he or she shall be deemed to have resigned from the employment immediately before making the declaration of office referred to in subsection 232 (1) of the Municipal Act, 2001, section 186 of the City of Toronto Act, 2006 or section 209 of the Education Act, as the case may be. 2002, c. 17, Sched. F, Table; 2006, c. 32, Sched. C, s. 34 (3).”
Any Cambridge Public Library employee nominated to run as a candidate in a provincial or federal election, or as a candidate in a municipal election of which they are not employed, may elect to take an unpaid leave of absence to perform campaign activities. And if elected, may also take an unpaid leave of absence to perform their duties as an elected official.
All Cambridge Public Library employees and volunteers must be politically neutral in carrying out their duties during working hours and must not participate in campaign or election activities, including wearing articles of clothing, buttons, or displaying items in a workplace that support an individual candidate, question on a ballot, platform or political party, or voting advocacy during his or her working hours. This applies at any given time, including outside of election cycles.

Board Members as Candidates

Board members may continue their board responsibilities when they are running for office. When performing the duties of a library trustee, they must remain politically neutral and not carry out political activities.

Board members must inform the CEO immediately if they register to run for office.

Requests for information about Cambridge Public Library

The CEO will coordinate requests for information about the library and gallery received from candidates or political parties.
Information that is provided by Cambridge Public Library to one candidate or political party will be provided to all other candidates and political parties upon request during an election.
Any candidate or political party may request a meeting with the CEO or a tour of Cambridge Public Library. During an election campaign, acceptance of such tours does not constitute an endorsement of the candidate or party. If a tour is organized, the library will organize a similar meeting or tour for any other candidate or political party, upon request.