Organizational Operating Policies
For all participants of the People’s Party of Canada
Introduction The People’s Party of Canada (“PPC”) is committed to fostering a positive, collaborative, and ethical environment for all involved in its activities. This commitment extends to all volunteers and staff (“Participants”) who contribute their time and talents to the party’s success. This Professional Code of Conduct (“Code”) outlines the ethical and professional standards expected of all Participants, serving as a foundation for responsible and respectful interactions within the party and with the public.
Core Values and Principles The PPC is guided by a set of core values that inform all aspects of its work. These values individual freedom, personal responsibility, fairness, and respect — serve as guiding principles for Participants and are reflected in the expectations outlined in this Code.
Rights and Responsibilities Participants have the right to:
● Dignified and Respectful Treatment: Be treated with dignity and respect, free from any form of harassment, discrimination, or coercion.
● Accepting Environment: Contribute their talents and perspectives freely, on the basis of the merit of ideas without censorship, where opinions and deliberation is valued.
● Fair Treatment and Recognition: Receive fair treatment and recognition for their contributions to the party’s success.
● Access to Resources: Access resources and information necessary to fulfill their responsibilities effectively without interference.
● Grievance Redress: Voice concerns and grievances through established channels and expect them to be addressed fairly and promptly.
Participants have the responsibility to:
● Maintain Professionalism: Conduct themselves with professionalism at all times, both online and offline, demonstrating courtesy, respect, and mindfulness in their words and actions.
● Promote Teamwork: Collaborate effectively with colleagues, share information and resources openly, and support each other in achieving common goals.
● Uphold Ethical Conduct: Adhere to ethical principles in all interactions, including honesty, transparency, accountability, and avoidance of conflicts of interest, personal gain at the expense of the PPC or any of its entities.
● Protect Sensitive Information: Handle confidential information with utmost care and discretion, following established protocols for its secure storage and usage.
● Encourage Positive Representation: Represent the PPC positively through their conduct, reflecting the party’s values and reputation in all interactions, both within the organization and with the public.
Branding and Representation Guidelines The PPC brand is a valuable asset, and its consistent and appropriate use is essential for maintaining a unified image across all platforms, materials and regions of the country. Participants are expected to:
● Comply with the Branding Guide: The official PPC Branding Guide provides detailed instructions and regulations regarding the proper use of the logo, colours, fonts, and other brand elements.
● Avoid Unauthorized Alterations or Misuse: Do not alter or misuse the PPC brand in any way without express permission from authorized personnel.
● Maintain Brand Consistency: Utilize the PPC brand accurately and consistently across all platforms, materials, and communications.
● Avoid Personal Gain: Do not exploit the PPC brand, position or function within the party for personal or commercial purposes without prior approval.
Confidentiality and Non-Disclosure In the course of their roles, Participants may be exposed to confidential information related to the PPC’s operations, strategies, or internal matters.
They are expected to:
● Treat Confidential Information with Discretion: Hold confidential information in strict confidence and avoid disclosing it to unauthorized individuals.
● Adhere to Established Protocols: Follow established procedures for handling and storing confidential information, ensuring its security and safeguarding against unauthorized access.
● Report Breaches: Promptly report any suspected breaches of confidentiality to the appropriate authorities within the party.
Consequences of Breaches Failure to comply with this Code may result in corrective action, up to and including termination of participation, revoked PPC membership and legal review. The severity of the consequences will depend on the nature and extent of the breach.
Dispute Resolution Any disputes arising from the interpretation or application of this Code will be handled through internal dispute resolution mechanisms established by the PPC. This process aims
to resolve issues fairly and effectively while upholding the principles outlined in the Code. The PPC National Office provides assurance that any complaints and reports of violations will remain confidential and addressed accordingly when corresponding with the National Office.
Commitment to Continuous Improvement This Code is a living document and is subject to periodic review and updates to reflect changes in the PPC’s organizational structure, policies, and priorities.
Statement of Agreement By participating with the PPC or any of its endorsed entities, you acknowledge and agree to abide by this Professional Code of Conduct. You understand that your conduct reflects on the party’s reputation and that you are responsible for upholding the highest standards of ethical behavior. In consideration of the disclosure of Proprietary Information by the PPC, you agree to:
● Hold the Proprietary Information in strict confidence and to take all reasonable precautions to protect the Proprietary Information;
● Not disclose such Proprietary Information or any Information derived from the Proprietary Information to any third party without the written consent of the leader of the PPC, its Executive Director or its legal counsel.
● Not copy such Proprietary Information;
● Immediately upon written request by the PPC, you shall return to the PPC all Proprietary Information and all documents containing such Information, save where such Information cannot be returned and then shall be destroyed or erased as appropriate.
Operational Governance for Registered PPC Associations
Preamble
This document outlines the procedures and guidelines for Board Members within the People’s Party of Canada (PPC) Associations. It aims to provide clarity, consistency, and transparency in matters relating to Board member eligibility, application, meetings, voting, appointments, resignations, dismissals, and reporting violations.
Key Terms
● Association: A local branch of the People’s Party of Canada, representing a specific riding or region.
● Board of Directors: The governing body of an Association, comprising elected and appointed individuals responsible for its leadership and operations.
● Executive Officer: A Board member holding a specific leadership role within the Association and Elections Canada liability, such as the CEO, Financial Agent, or Secretary
● PPC Representative: A regional or national representative of the National Office responsible for supporting and overseeing Associations within their designated area, such as a Regional Coordinator or national office executive.
● AGM: Annual General Meeting, where PPC members elect new Association Board members and receive reports on the Association’s activities.
● Member: An individual who has signed up and paid the required membership fees to become a registered member of the PPC.
The Board of Directors A PPC Association’s Board of Directors is composed of two categories of directors, with specific officers holding liability with Elections Canada and the Canada Revenue Agency.
PPC association board member categories are:
● Executive (elected)
○ CEO
○ Financial Agent
○ Secretary
○ Vice President (optional)
● General (elected)
Riding Director
● General (appointed) ○ Task, function or objective based
Elections Canada officers of liability are:
● Chief Executive Officer
● Financial Agent
● Auditor (Optional)
Board director roles and their duties should be referenced in the Roles and Responsibilities and Association Structure and Delineation of Duties addendums to this operational governance.
Target Audience This document is intended for all Board members within PPC Associations, as well as active members who are eligible to vote in Association elections.
Purpose:
These procedures establish a framework for effective and accountable governance within PPC Associations. They aim to:
● Ensure the Association’s compliance with PPC policies and legal requirements.
● Promote transparency and communication between the Board and its Members.
● Facilitate smooth transitions in leadership and ensure continuity in operations.
● Address issues of misconduct and non-compliance promptly and fairly.
Additional Notes Where no explicit points to specific circumstances and positions exist:
● The PPC Representative and National Office are available to provide guidance and support in interpreting and applying these procedures.
● Associations and Board members are encouraged to regularly review these procedures and seek clarification when necessary.
Section 1: Eligibility and Application Process
1.1 Executive Officer Eligibility
a. Criminal Background Check: A satisfactory criminal background check completed within the six months preceding the application or every two years for existing Executive Officers.
b. Signed Code of Conduct and Waiver: Signed documentation affirming commitment to ethical conduct and release of liability.
c. Current Resume and Business History: A detailed resume and business history demonstrating relevant skills and experience.
d. Volunteer Experience: Documented evidence of at least 10 validated volunteer hours with the PPC or affiliated entities.
e. Active PPC Membership: Active PPC membership in good standing for at least 12 consecutive weeks prior to the application deadline.
f. Character References: Three character references attesting to the applicant’s character, integrity, and work ethic other than family members or friends.
g. Commitment: A personal, written commitment to serve a minimum term of 12 months or until the next Annual General Meeting.
h. Candidate Eligibility: Not actively campaigning or assuming the role of candidate at the time of application.
1.2 General Director Eligibility
a. Signed Code of Conduct and Waiver: Signed documentation affirming commitment to ethical conduct and release of liability.
b. Current Resume and Business History: A detailed resume and business history demonstrating relevant skills and experience.
c. Active PPC Membership: Active PPC membership in good standing for at least 8 consecutive weeks prior to the application deadline.
d. Commitment: A written commitment to serve a 12-month term, with potential for interim appointments.
1.3 Waivers and Exceptions
a. The National Office may waive specific requirements in exceptional circumstances, demonstrated through a formal request and supporting documentation.
b. Due diligence must be exemplified to fill any vacant roles prior to considering waivers for Executive Officer roles.
c. Requests for waivers must be submitted in writing to the regional PPC representative for review and approval.
1.4 Application Submission and Validation
a. All required documentation and application materials must be submitted to the designated Association representative.
b. The CEO oversees the validation process for all applications.
c. In the absence of a CEO, the Vice President (optional), Financial Agent or Secretary assumes responsibility for validation.
d. If no Executive Officers are present, the regional PPC representative handles validation.
e. The National Office manages validation in areas lacking Association officers or regional representatives.
1.5 Interim Appointments
a. Interim Board members may be appointed by the existing Executive Board of Directors to fill vacant positions between Annual General Meetings.
b. Interim appointments are subject to all eligibility requirements and application procedures.
c. The Executive Board of Directors must formally vote to appoint an interim member.
d. Such appointments require immediate communication to both the regional membership of the Association’s region and the National Office.
e. If consensus cannot be reached on an Executive Officer appointment, the vacant position must be opened for election or acclamation by the members at the next Quarterly Member Meeting.
Section 2: Association Meeting Procedures
2.1 Meeting Leadership and Quorum
a. The Chief Executive Officer (CEO) of the Board of Directors shall preside over all member business meetings, serving as a non-voting member.
b. In the CEO’s absence, the CFO, Vice President or Secretary shall preside, respectively, also serving in a non-voting capacity.
c. In the absence of any Executive Officers, the regional People’s Party of Canada (PPC) representative shall assume the role of chair, with no voting privileges.
d. A quorum shall consist of a minimum of ten (10) active PPC members from the riding or region overseen by the association, excluding the presiding officer.
2.2 Annual General Meetings (AGMs)
a. AGMs shall trigger the dissolution of the current Board of Directors’ roles upon the official Call to Order. Outgoing Board members shall then conduct the meeting proceedings, presenting their annual reports.
b. AGMs shall be scheduled once per twelve (12) month period, with a possible extension of up to three (3) months, subject to approval by the regional or national PPC representative.
c. AGMs shall be advertised no less than four (4) weeks in advance to all active PPC members within the overseen ridings, including the venue, date, and time.
d. AGMs shall include full nominations and elections for all executive positions, with roles advertised no less than four (4) weeks in advance to all active members within the overseen ridings.
e. AGMs may be held in person, virtually, or in a hybrid format, utilizing a platform that supports secure online voting.
f. During the AGM, the association shall provide PPC members with the following:
○ A Financial Agent’s Report summarizing all financial activity for the past twelve (12) months or period since the last AGM, including details of donations, financial statements, assets, inventory, debts, transfers, and all applicable items as required by Elections Canada political financing regulations and Canada Revenue Agency requirements.
○ A CEO’s Report outlining all initiatives undertaken by the association to fulfill its core functions, any interim changes in Board roles and assignments, targets and goals for the next year, and any official updates from the National Office.
○ A Candidate Status Report presented by the CEO of the Board, Riding Director (if present), or a full activity report for each approved candidate per riding.
○ Candidate nomination contest planning, if applicable.
g. Associations shall capture meeting minutes and provide copies to all active PPC members within ten (10) days of the AGM, as well as to the regional PPC representative.
2.3 Quarterly Meetings
a. Quarterly meetings shall be held every three (3) months between Annual General Meetings.
b. Quarterly meetings shall be open to and advertised to all active PPC members within the overseen ridings.
c. The date, time, and venue for quarterly meetings shall be communicated to PPC members at least three (3) weeks in advance.
d. Quarterly meetings may be held in person, virtually, or in a hybrid format, utilizing a platform that supports secure online voting.
e. During quarterly meetings, associations will provide members with the following:
○ A Quarterly Financial Report summarizing financial activity for the previous quarter or period since the last AGM (three-month period), detailing account balances, donations, and noteworthy activity.
○ A CEO’s Report highlighting key achievements, action items, fundraising initiatives, and noteworthy developments undertaken during the past quarter.
○ A Candidate Report by the association on a candidate search status or a full activity report for each approved candidate present.
○ Candidate nomination contest planning, if applicable.
Associations shall capture meeting minutes and provide copies to all PPC members within ten (10) days of the quarterly meeting, as well as to the regional PPC representative.
2.4 Member Voting and Board Appointments
a. Associations shall hold member voting for all executive roles at Annual General Meetings.
b. The CEO shall serve as a non-voting member during both Annual General Meetings and quarterly meetings.
c. If only one nominee presents themselves for a vacant position, that nominee shall be acclaimed.
d. In the event of multiple nominees for a position, an election shall be conducted via secret ballot. The nominee receiving the highest number of votes shall be appointed to the position.
e. In the event of a tie vote, the executive officer serving as the non-voting chair shall cast the deciding vote.
2.5 Nominations from the Floor
a. Associations may open nominations “from the floor” for General roles only during Annual General Meetings.
b. At the time of the AGM, a PPC member in good standing may nominate themselves or another member for an advertised role or function.
c. Nominations from the floor shall be contingent upon member status validation by the association during the nomination process.
d. If multiple nominees present themselves for the same position, an election shall take place.
e. If a nominee from the floor is elected or appointed, the association must validate the prerequisites required for a General Director after the meeting is concluded and perform their due diligence to ensure confidence in the nominee for such a role.
f. If prerequisites are not met for an appointed or elected role, the vacancy will remain or the role appointment given to the highest ranking nominee during the
Section 3: Resignation, Dismissal, and Formal Action
3.1 Board Member Resignation
a. Elections Canada Registered Officers: Resignations for positions registered with Elections Canada must be submitted in writing to the PPC Representative within 14 days. The association’s board of directors will convene a meeting within 14 days to consider replacement candidates, inform the active members, and publicly advertise the vacancy, following Section 1.
b. Regular Resignations: Board members wishing to resign must provide written notice to the CEO of the Board, including the effective date, at least 30 days prior to their intended departure.
c. CEO Resignation: The CEO must provide written notice to the executive board and PPC Representative, including the agreed-upon effective date, at least 30 days prior to their intended departure.
d. Knowledge Transfer: Resigning board members are expected to remain available for a period of 45 days after their effective resignation date to ensure a smooth transition and knowledge transfer.
e. Vacancy Filling: Executive Officer vacancies must be filled within 30 days of the effective resignation date and registered with Elections Canada promptly.
f. Immediate Resignations: In the event of an unexpected or immediate resignation without the required notice, the CEO or available Executive Officer must immediately notify the PPC Representative and follow Section 1 procedures with their assistance to maintain the association’s registration.
g. Unforeseen Issues: Any unforeseen issues arising from the resignation process not explicitly addressed in this document or its supplements will be handled by the regional PPC Representative.
3.2 Board Member Absences
a. Communication: Board members are required to maintain clear and consistent communication with executive officers. Executive officers, in turn, are responsible for communicating regularly with the board, active members, and the PPC Representative.
b. Executive Officer Absences:
i. 30 consecutive days: The regional PPC Representative will be notified.
ii. 60 consecutive days: The matter will be referred to the National Office.
iii. 90 consecutive days: The National Office will initiate formal dismissal proceedings and notify the affected association’s board of directors. The
board will then:
■ Hold a meeting to appoint an acting interim officer and establish a timeline for replacement.
■ Update the regional PPC Representative accordingly, adhering to Section 1..
Absentee Response: If, during the 90-day period, the absentee director responds and offers a reasonable explanation for their absence or provides assurances of their imminent return to duties, the board will resolve the status. If the absentee director fails to address the issue or provide satisfactory assurances, formal dismissal proceedings will continue uninterrupted. General Director Absences:
i. 30 consecutive days: The absence will be noted at the next scheduled board meeting, and a 60-day period will be granted for resolution.
ii. 30-60 days: The executive board will attempt to contact the absentee director and seek a resolution. A formal update will be presented at the next executive board meeting.
iii. 60-90 days: Continued efforts will be made to contact and resolve the absentee situation. If no resolution is reached after 90 days, the executive board will formally dismiss the absentee director from their role.
iv. Reasonable Efforts: Formal dismissal cannot be enacted unless reasonable efforts have been made to contact the absentee director and address the situation.
3.3 Causes for Dismissal
a. Formal Action: The National Office will only take formal action against an individual or group after a comprehensive investigation reveals sufficient evidence to support such action. A pattern of detrimental behavior must also be established. However, the People’s Party of Canada will always attempt corrective action and resolution with the individual, group, or association as a whole before resorting to formal measures.
b. Grounds for Dismissal: The following are grounds for formal action and/or dismissal, but are not exhaustive:
○ Violation of the Code of Conduct.
○ Failure to comply with Elections Canada and Canada Revenue Agency requirements and reporting deadlines.
○ Failure to comply with the People’s Party of Canada’s requirements or individual agreements and directives.
○ Legal threats, disputes, or charges levied against the association, the National Office, the party leader, or any of its representatives.
○ Legal violations affecting the party leader, National Office, representatives, candidates, associations, boards, or members.
Willful interference with the core functions of the association and its core mandates as defined in the governing documents.
Demonstrated and ongoing patterns of behavior that negatively impact:
■ Party growth and efforts to do so locally, regionally, or nationally.
■ The party brand and PPC leadership.
■ The morale of an association, an approved PPC candidate, or PPC members at large.
■ Supporter and member disengagement, where an individual or entity within the organization is the consistent cause.
3.4 Reporting Violations and Dismissals
a. Complaints: Complaints regarding potential violations must be submitted to the regional PPC Representative with full details and reasoning.
b. Investigation: Upon receiving a report of a potential violation, a PPC Representative or the National Office will investigate the claim as applicable. Timelines for investigations will depend on the specific details and staff availability.
c. Action upon Validation: If a violation is confirmed, the National Office and regional PPC Representative will:
○ Work with the involved party to resolve the situation and provide guidance for a period of up to 6 months.
○ If corrective action proves ineffective, the National Office, regional PPC Representative, or the affected association’s board of directors will proceed with formal dismissal.
d. Executive Officer Dismissal: In the event of an executive officer dismissal at the association level, the following steps will be taken:
○ The regional PPC Representative will be notified immediately.
○ A meeting of the association’s board of directors will be held within 14 days to consider applicants, inform the active members, and publicize the vacancy.
The Role of a PPC Association
Within the structure of the People’s Party of Canada (PPC), PPC Associations occupy a critical position, serving as the foundation of grassroots support at the local level. Operating within their specific ridings or regions, these associations play a vital role in promoting and sustaining the PPC’s mission through their dedicated efforts in administrative, financial, and business support.
Key Functions
● Member Engagement and Support: Associations foster a thriving and engaged membership base by facilitating regular communication, providing informative updates, and organizing engaging events. This ensures members are well-informed about the party’s policies, activities, and local developments.
● Candidate Development and Support: Associations actively identify and cultivate potential candidates. They offer support to new and existing candidates by assisting with campaign planning, logistical arrangements, and ensuring compliance with Elections Canada regulations. This ensures well-prepared candidates effectively represent the PPC in elections.
● Financial Management and Compliance: Associations meticulously manage finances, including collecting donations, allocating resources, and maintaining accurate financial records. They also ensure strict adherence to Elections Canada and Canada Revenue Agency regulations, fostering transparency and responsible financial practices.
● Community Outreach and Advocacy: By actively promoting the PPC’s principles and policies within their local communities, associations raise awareness and connect with potential supporters. This grassroots engagement strengthens the party’s presence and influence in the community.
Core Mandates
● Promoting PPC Principles: Associations are dedicated to upholding and disseminating the party’s vision, values, and policies through various initiatives, including public events, community engagement, and advocacy. This ensures consistent messaging and effective communication of the PPC’s core values.
● Maintaining Election Readiness: Associations remain proactive in preparing for electoral campaigns. They ensure efficient candidate selection, assisting in the development of a candidate’s campaign organization, and strategic resource allocation. This proactive approach promotes the party’s preparedness for upcoming elections.
● Providing Member Care: Associations prioritize the well-being of their members by fostering a supportive and inclusive environment. This involves facilitating open communication, addressing concerns promptly, and providing ongoing assistance to members, fostering loyalty and engagement.
● Ensuring Legal Compliance: Associations adhere rigorously to all Elections Canada and PPC regulations. They maintain accurate records, file reports on time, and ensure transparency in all financial and organizational matters. This commitment to compliance fosters trust and accountability.
Governance Structure
A Board of Directors — composed of dedicated members with diverse expertise and perspectives — governs the association’s operations. This board provides leadership, strategic direction, and decision-making for the association.
● Executive Board: Elected officials hold primary responsibility for overall leadership, strategic direction, and decision-making. This includes positions such as CEO, CFO, Secretary and a Vice President if required.
● General Board: Appointed members specialize in specific tasks or objectives, such as fundraising, communications, or membership engagement. They provide valuable expertise and support to the association’s operations.
● Riding Directors: Elected members that liaise and coordinate with individual riding and candidate campaign teams, to ensure the support needs of a candidate and campaign team are observed, but they also ensure that existing operational and administrative requirements are fulfilled at the local level. They serve as the local representatives of the executive board of directors.
Officers with Legal Responsibility
● Chief Executive Officer (CEO): Bears primary responsibility for the association’s overall operations and leadership.
● Chief Financial Officer (CFO) Oversees financial management and ensures compliance with all financial regulations.
● Auditor (Optional): Provides independent verification of the association’s financial records.
Additional Documentation Support resources outlining delineation of duties, organizational structure, association roles and scope of responsibilities can be found in the Roles and Responsibilities and Association Structure and Delineation of Duties reference documents.
The Association’s Board of Directors
Preamble
The strength and success of the Association’s Board of Directors lies in its commitment to collaboration, transparency, and a shared vision of advancing the PPC organization’s core mandates. This document outlines the roles and responsibilities of each board member, emphasizing the importance of teamwork and adherence to governance frameworks. As a unified body, the board ensures that all actions are in alignment with the directives of the head office and in compliance with legal and organizational standards. By working together, the board fosters an environment where strategic decisions, community engagement, and election readiness are executed with professionalism, fairness, and accountability. The following sections define how each role contributes to this collective mission, promoting the integrity and operational excellence of the association.
Collaborative Roles and Responsibilities
The Board of Directors adheres to Robert’s Rules of Order as a general guideline for all formal proceedings, ensuring structure, fairness, and transparency in decision-making. While the President (CEO) serves as the chairperson, they act primarily as a facilitator, delegating tasks and fostering a collaborative decision-making process across the executive team. Riding Directors, although not executive officers, are still elected general representatives for their riding(s). Any roles outside of these elected positions are by executive or collective board appointments and should be considered task or objective based, following the Operational Policy Governing PPC Associations.
Elected Board of Directors: Defined Roles and Responsibilities
Primary Role: Facilitator, Team Leader and Coordinator
● Officer of Liability: holds legal and fiduciary responsibilities for the actions and decisions of the registered association. Ensures the association complies with its legal obligations, financial accountability, and PPC party governance. Promotes the PPC mandates and protects the association’s assets. Liable in cases of negligence, fraud, or failure to act in the organization’s best interest.
● Chairing Meetings: Leads board meetings, including Quarterly, Annual General Meetings (AGMs) and special sessions, ensuring they are conducted in line with Robert’s Rules of Order.
● Delegation and Oversight: Assigns responsibilities to other board members, ensuring alignment with the association’s strategic objectives and the mandates from the head office.
● Elections Canada Compliance: Ensures all reporting and documentation required by Elections Canada and the Canada Revenue Agency is completed on time, working closely with the Financial Agent (CFO).
● Communication: Acts as the primary contact for Party leadership at regional and national levels, ensuring that all relevant information is shared with the board and Riding Directors.
● Tie-Breaker: Casts a deciding vote in the case of a tie, but otherwise abstains from voting to remain an impartial facilitator.
● Event Coordination: Supports the planning and execution of regional events where needed, coordinating with riding teams and ensuring resources and permissions are secured.
● Enacting Decisions and Mandates: Expediting any decisions made by the elected board of directors, PPC National Headquarters or the Party Leader in line with the core mandate and internal policies of the party.
● Member Care Facilitator: Ensuring any member meetings, communications, outreach are performed directly or by delegation on a regular basis, according to guidelines and facilitating an open forum for all PPC members and team members, for transparency of information and activity.
Primary Role: Deputy and Operational Support
● Deputizing for the CEO: Assumes the responsibilities of the President in their absence, including chairing meetings and acting as the board’s primary contact.
● Operational Support: Works closely with the President to oversee the execution of key, board initiatives, ensuring all tasks are completed on schedule.
● Coordination with Riding Teams: Assists the Riding Directors in organizing and mobilizing local efforts, including campaign preparations and volunteer management.
● Committee Leadership: Leads specific committees or initiatives as delegated by the board, ensuring efficient execution of strategic priorities.
● Stakeholder Engagement: Serves as an additional point of contact for regional and national Party leadership, facilitating communication and collaboration between the board and Party representatives.
Primary Role: Financial Manager and Compliance Officer
● Officer of Liability: holds legal and fiduciary responsibilities for the actions and decisions of the finances of the registered association. Ensures the association complies with its financial and reporting obligations and PPC party governance where applicable.
● Financial Reporting: Prepares and submits detailed financial reports, including annual reports for Elections Canada and the Canada Revenue Agency (CRA), ensuring strict adherence to political financing rules.
● Donation Management: Receives and manages all donations, ensuring they comply with Elections Canada regulations, and issues tax receipts as necessary.
● Budget Oversight: Works closely with the CEO and Riding Directors to allocate funds for operational needs, election readiness of ridings/approved candidates (commensurate with funds raised by the riding) , and special initiatives, providing regular updates to the board.
● Expense Management: Reimburses authorized expenses incurred by board members, ensuring all expenditures are properly documented.
● Audit Preparation: Organizes audits if the association surpasses the Elections Canada financial thresholds, ensuring all financial practices are transparent and compliant.
Primary Role: Administrative Coordinator and Record Keeper
● Agenda and Meeting Management: Prepares meeting agendas in collaboration wi12th the CEO, and ensures they are distributed to all relevant parties ahead of time.
● Meeting Minutes: Takes detailed minutes during all meetings, capturing key decisions, actions, and financial updates, and shares them with the board for approval.
● Official Correspondence: Drafts and sends official communications on behalf of the board, ensuring timely notifications and follow-ups are handled efficiently.
● Record Keeping: Maintains up-to-date contact information for all board members, along with comprehensive membership lists for all ridings represented by the association.
● Membership Coordination: Collaborates with Riding Directors to share membership information and updates, ensuring accurate data is used for local engagement efforts.
Primary Role: Ground-Level Organizer and Community Representative
● Riding Representation: Serves as the voice of the riding’s members within the elected board, ensuring their interests, concerns, and election readiness are prioritized in decision-making.
● Candidate Recruitment and Support: Leads efforts to identify and support prospective candidates, ensuring they have the resources and guidance needed to run effective campaigns.
● Volunteer Mobilization: Organizes local teams of volunteers for canvassing, events, and community outreach, fostering strong engagement with constituents.
● Community Relations: Absent a candidate, acts as the point of contact for local media, influencers, and community leaders, ensuring the Party’s messaging is consistent and effective at the riding level.
● Fundraising and Membership Growth: leads local fundraising efforts (in the absence of a candidate) and membership drives, working with the CFO to ensure financial contributions comply with legal standards.
● Campaign Material Management: Maintains an inventory of campaign materials, including signage and promotional items, ensuring they are available for immediate and future use.
● Team Building: Works with the Executive Team to ensure that riding teams are fully staffed and prepared for elections, focusing on building strong, effective local networks.
Collaborative Structure
The Board of Directors emphasizes teamwork, where each role contributes to the collective success of the association. Although responsibilities are clearly delineated, all board members work together to meet the organization’s objectives.
Key Collaborative Duties:
● Quarterly Member Meetings: The board holds quarterly meetings to present and assess business operations, financial performance, and progress towards election readiness. This ensures that all decisions are informed by PPC membership and that the board operates cohesively.
● Election Readiness Coordination: Riding Directors collaborate with the Executive Team to ensure their ridings are prepared for elections, including volunteer recruitment, community outreach, and campaign management in preparation for a candidate’s campaign team.
● Budget Allocation: The CFO and Riding Directors work together to allocate funds raised from local efforts, ensuring that both operational and electoral needs are met and candidate support is
● Reporting and Communication: All board members share responsibility for ensuring clear RegionalRegionalcommunication with Party leadership at the national and regional levels, as well as with local members and volunteers.
Commitment to Shared Success
A PPC Association’s Board of Directors functions as a cohesive team, with each member contributing their expertise to the broader goals of the association. This collaborative model ensures transparency, accountability, and a unified effort towards advancing the organization’s principles, values and core mandates, while adhering to the highest standards of governance and compliance with both Party and legal frameworks.
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