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Via Virtual Meeting room
Report Number 104 Of The Elections Committee
Thursday, November 27, 2025
To the Executive Committee,
University of Toronto,
Your Committee reports that it held a virtual meeting on November 27, 2025, at 5:00 p.m. with the following members present:
PRESENT: Vikram Chadalawada (Chair), Mathangi (Indi) Gopinathan, Maureen Harquail, Ron Levi, Susan Froom
SECRETARIAT: Samantha Frost, Secretary, Timothy Harlick, Assistant Secretary of the Governing Council and Chief Returning Officer (CRO), Miranda Edwards, Assistant Secretary of the Governing Council and Deputy Returning Officer (DRO), UTSC, Cindy Ferencz Hammond, Assistant Secretary of the Governing Council and Deputy Returning Officer (DRO), UTM.
OPEN SESSION
- Chair’s Remarks
The Chair welcomed members and guests to the meeting. - Election Guidelines 2026
The Chair noted that the Elections Committee was responsible for reviewing and approving any minor amendments to the Election Guidelines annually, while major amendments would require approval by the Executive Committee, to which the Elections Committee reports. The Chair noted that, due to the nature of the proposed amendments to the 2026 Guidelines, this Committee would be asked to recommend them to the Executive Committee for approval.
The Chair invited Mr. Timothy Harlick, CRO, to outline the proposed revisions to the Election Guidelines 2026.
Mr. Harlick began by thanking the DROs, Cindy Ferencz Hammond and Miranda Edwards, for their input and hard work on the 2026 Guidelines. He noted that there were several significant proposed revisions, in addition to some minor changes.
Starting with major changes, Mr. Harlick noted that the Guidelines had been structurally reorganized by process rather than by estate. This reduced repetition throughout the document and enhanced the user experience for both candidates and administrators. He also noted a move to web-based voting exclusively to improve security and eliminate outdated, unused processes (i.e. paper ballots). The 2026 Guidelines have introduced a standardized campaign spending limit of $400 applicable to all candidates regardless of constituency size. This standardized approach replaced the previous formula that varied by constituency and carried financial implications for the University.
Turning to minor changes, Mr. Harlick advised the Committee that the campaign rules and enforcement protocols, previously located in attached appendices, were moved to the main body of the 2026 Guidelines, poster approval responsibilities were decentralized to building-specific rules, and authority was delegated to the CRO to resolve minor or inadvertent campaign violations (eliminating unnecessary escalation to the Election Overseers). He went on to note that calendar dates have been consolidated into a single appendix to eliminate conflicting or incorrect timelines. He also advised that by-election procedures have been standardized and discretion of the CRO with respect to procedural aspects codified, with the provision that decisions made by the CRO be reported back to the Elections Committee.
The Chair thanked Mr. Harlick for his report on the proposed revisions.
A member noted there were two typographic errors in the 2026 Guidelines. Mr. Harlick thanked the member and ensured the corrections would be made.
In response to a member’s question, Mr. Harlick clarified that by-elections were typically held to fill vacancies arising from a member’s departure between regular elections rather than long-term vacant seats. He explained that if a seat remained vacant following a call for nominations, it would typically be reopened up to two additional times. However, depending on the seat, and the interest among the constituency, a by-election could be held to fill the remaining seats. Mr. Harlick further emphasized that the Guidelines did not prevent a by-election for a long-term vacancy and the intention is to fill vacancies whenever possible.
On motion duly made, seconded and carried
It was Recommended
THAT the proposed Election Guidelines 2026 be approved, effective January 1, 2026.
- Report of the Previous Meeting – Report No. 103, October 20, 2025
The Report of the Previous Meeting – Report Number 103, was approved. - Business Arising from the Report of the Previous Meeting
There was no business arising from the report of the previous meeting. - Date of the Next Meeting: May 20, 2026
The Chair confirmed that the date of the next meeting would be held on May 20, 2026. -
Other Business
There was no other business.
The meeting adjourned at 5:22 p.m.
November 28, 2025