Candidate glossary

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• Above the line (ATL)

  Councillor ballot papers with groups and group voting squares have a thick black line dividing the ballot paper. Group voting squares appear above the line on the ballot paper. An ATL vote is a vote where the elector has placed their preference(s) in one or more group voting squares above the line.

• Absolute majority

  A candidate for Mayor must have an absolute majority of formal votes in order to be elected. An absolute majority is 50 per cent + 1 of formal votes.

• Applicable cap on electoral expenditure

  Electoral expenditure incurred by candidates, groups and third-party campaigners is capped during the capped expenditure period of a local government election. There are different caps applicable to candidates, groups and third-party campaigners. The applicable cap for each local government area or ward is based on the number of enrolled electors in the area or ward. 

• Applicable cap on political donations

  Political donations made to registered political parties, unregistered parties, elected members, groups, candidates, associated entities and third-party campaigners are subject to caps. There are different caps applicable to registered political parties, unregistered parties, elected members, groups, candidates, associated entities and third-party campaigners. The caps are adjusted for inflation each financial year.

• Associated entity

  A corporation or other entity that operates solely for the benefit of a party that is registered for state elections, a member of the NSW Parliament, or a Councillor or Mayor of a local council. Associated entities must be registered with the NSW Electoral Commission and their political donations and electoral expenditure are regulated under the Electoral Funding Act.
  

• Australian Electoral Commission

  The Australian Electoral Commission conducts federal elections and, in partnership with the NSW Electoral Commission, maintains the electoral roll for state and local government elections (residential roll).

• Authorised roll

  A printed or electronic roll of electors for a council area or ward as at 6pm on the closing date of the election. The closing date is the fortieth day preceding election day. A person must be on the authorised roll to be eligible to nominate as a candidate. Copies of the authorised rolls are used in all polling venues.

• Ballot paper draw

  The process of randomly determining which order the candidates (and groups, if applicable) will appear on the ballot paper.

• Below the line (BTL)

  Councillor ballot papers with groups and group voting squares have a thick black line dividing the ballot paper. Candidates in those groups appear below the line on the ballot paper. A BTL vote is a vote where the elector has placed their preferences against candidates below the line.

• Campaign account

  The account that is kept by a political party, candidate, group of candidates or third-party campaigner for political donations and electoral expenditure.

• Candidate

  A candidate is a person who is nominated for election as Mayor and/or Councillor, i.e. by the Returning Officer after the nomination day.  

  Under NSW electoral funding laws, a candidate also refers to:  

  • a person registered as a candidate under the Electoral Funding Act for the purpose of accepting political donations or making payments for electoral expenditure.  

  • An unregistered candidate. The rules that apply to the management and disclosure of political donations and electoral expenditure apply to a person who is not yet registered or nominated as a candidate for the election. 

  It is important to note that being nominated as a candidate for the purposes of being included on a ballot paper is a separate process to being registered as a candidate for electoral funding purposes. 

• Candidate information sheet

  The candidate information sheet is part of the nomination form and must be completed by all candidates. It is made publicly available on elections.nsw.gov.au and in polling places. 

• Candidate worker

  See Party/candidate worker.

• Capped expenditure period

  The period prior to the election in which the electoral expenditure of parties, groups, candidates and third-party campaigners is capped. The period starts on 1 July and ends on election day. 

• Centralised count centre

  Councillor ballot papers in some councils will be sent to a centralised count centre where they will be check counted (data entered) using computer software.

• Centralised declaration vote count centre (CDVCC)

  Declaration votes for selected areas will be processed at the CDVCC, including scrutiny of envelopes, extraction of ballot papers, Initial Count and Check Count.

• Centralised postal vote count centre (CPVCC)

  All postal vote applications will be processed at the CPVCC.  

  All returned postal votes will be processed at the CPVCC, including scrutiny of postal envelopes, extraction of ballot papers, Initial Count and Check Count. 

• Check Count

  A ‘check’ or ‘second’ count of all first preference votes conducted after election day. The results of the Check Count are considered to be the final count of first preference votes. 

• Closing date and close of roll

  The date for the closing of the roll of electors for the election, which is the fortieth day preceding election day. Also referred to as the close of the roll, i.e. the date on which the rolls for the election are closed to allow for printing of authorised rolls. 

• Constitutional referendum

  Constitutional referendums are held to: 

  • increase or decrease the number of Councillors 

  • create or abolish wards 

  • change the way in which the Mayor is elected (that is a popularly or Councillor elected Mayor) 

  • change the method of electing Councillors in a council with wards.  

  The result of a constitutional referendum is binding on the council. If the constitutional referendum is passed the result comes into effect at the next ordinary election. 
  

• Council area

  See Local government area. Local government areas are also referred to as council areas.

• Council poll

  Council polls are run to provide information and guidance to a council on a particular issue such as in relation to proposed public works. The result of a council poll is not binding on the council. Voting is optional for council polls. 

• Councillor

  Every council area has a number of elected Councillors. A successful candidate in a Councillor election will become a Councillor for that council area.

• Continuing candidate

  A candidate who has not been ‘excluded’ during a distribution of preferences.

• Culturally and linguistically diverse (CALD)

  A NSW local council area is identified as being culturally and linguistically diverse if it has a significant population of electors who speak a language other than English at home.

• Declaration of the poll

  An official declaration made by the Returning Officer in writing that sets out the result of each election held for that council area.

• Declaration vote

  Any vote that requires the voter to sign a declaration instead of being marked off the authorised roll. Ballot papers are enclosed in an envelope bearing the printed declaration signed by the voter. Includes postal, enrolment and other special vote categories.

• Declared institution

  A hospital, aged care facility, retirement village or similar facility appointed by the Electoral Commissioner and visited by election officials prior to election day to take votes from residents who are unable to attend a polling place on election day.

• Discarded ballot paper

  A ballot paper found loose in a polling place or pre-poll voting office, which must be placed in a discarded ballot paper envelope and not placed in the ballot box under any circumstances.

• Disclosure

  The reporting of political donations and electoral expenditure by a party, elected member, candidate, group, third-party campaigner, associated entity or major political donor to the NSW Electoral Commission.

• Distribution of preferences

  The process of distributing ballot papers, either of an elected or excluded candidate (as applicable), to the remaining candidates according to the subsequent preferences indicated on the ballot paper.

• Divided council area

  A local government area, also known as a council area, which is divided into wards.
  

• Donor

  A person or entity who makes a political donation to a party, elected member, candidate, group or other person or entity such as a third-party campaigner or associated entity.

• Elected member

  A member of the NSW Parliament or a Councillor or Mayor of a local council.

• Election

  An election for the civic office of Councillor or for the office of Mayor when popularly elected by the electors in a council area.
  

• Election day

  The day when electors go to a polling place to vote. Sometimes referred to as polling day.

• Election Manager

  When the NSW Electoral Commission is administering an election for a council, the Election Manager is the Electoral Commissioner. 

  If an election is being administered by an electoral services provider, the Election Manager is a person appointed by the electoral services provider.

• Election night

  After 6pm on election day, when the polling places are closed.

• Election Official

  A general term to refer to people appointed to assist with the functions of voting and counting at an election. It includes polling place managers, pre-poll managers, and staff working at polling places, the Returning Officer’s office or centralised count centres.

• Electoral Commission staff agency

  The staff agency, headed by the Electoral Commissioner, that assists the Electoral Commission and Electoral Commissioner to exercise their functions.

• Electoral Commissioner

  The Electoral Commissioner is appointed under the Electoral Act 2017 (the Electoral Act) and is a member of the NSW Electoral Commission, the independent statutory authority consisting of three members. The Commissioner is also the head of the staff agency referred to as the NSW Electoral Commission. 

  Councils can enter into an arrangement with the Electoral Commissioner to administer their local government elections in accordance with the Local Government Act and Local Government (General) Regulation. Returning Officers and other election officials conduct local government elections on behalf of, and under the direction of, the Commissioner.

• Electoral expenditure

  Expenditure for or in connection with promoting or opposing, directly or indirectly, a party or the election of a candidate or candidates or for the purpose of influencing, directly or indirectly, the voting at an election.

  For a third-party campaigner, electoral expenditure is expenditure that has the dominant purpose of promoting or opposing, directly or indirectly, a party or the election of a candidate or candidates or for the purpose of influencing, directly or indirectly, the voting at an election.

• Electoral Funding Act and Electoral Funding Regulation

  The Electoral Funding Act 2018 and the Electoral Funding Regulation 2018 regulate the political donations and electoral expenditure of parties, elected members, candidates, groups, third-party campaigners and associated entities. The Electoral Funding Act and the Electoral Funding Regulation deal with: 

  • the registration of electoral participants for the election 
  • the disclosure of political donations and electoral expenditure, and  
  • the rules for accepting donations and making payments for expenditure.

• Electoral funding offence

  An offence under the Electoral Funding Act or the Electoral Funding Regulation.

• Electoral material

  Any ‘how-to-vote’ card, poster, advertisement or anything else containing electoral matter (whether in tangible or electronic form).

• Electoral matter

  Generally, any matter capable of affecting the result of an election or capable of influencing an elector in casting a vote. Includes the name of a candidate or political party, or photograph, drawing or image of a candidate.

• Electoral offence

  An offence under the electoral provisions of the Local Government Act or the Local Government (General) Regulation.

• Electoral participant

  A party, elected member, candidate, group, third-party campaigner or associated entity.

• Endorsed

  A candidate or elected member who has been selected to stand as a representative of a party.

• Enrolled address

  The address of the elector as appearing on the authorised or supplementary rolls.

• Enrolment vote

  An enrolment vote allows a person who is eligible to enrol, or who has moved from another area, to vote by providing proof of identity of their address (a NSW driver licence or NSW photo card only) and by completing a declaration at the polling venue.

• Exhausted ballot papers

  In a Distribution of Preferences, a formal ballot paper that is to be distributed but has no further formal preferences for a continuing candidate is considered ‘exhausted’.

• Formal vote

  A ballot paper which has been marked in accordance with the voting directions on the ballot paper and counts towards the result of an election.

• Funding and Disclosure Online

  The portal on the NSW Electoral Commission website that allows candidates and other electoral participants to register for electoral funding purposes and prepare and lodge disclosures of political donations and electoral expenditure online. 

• General Manager

  The General Manager of the council.

• General Postal Voters (GPV)

  Electors who have registered with the AEC to receive a postal vote automatically for each election.

• Groups

  Where there is more than one vacancy to be filled in a council area or ward, candidates for Councillor may request to form a group with other candidates on the ballot paper. To do this they must complete the appropriate forms at the time of nomination. 

  Under NSW electoral funding laws a group also refers to: 

  • two or more registered candidates who are registered as a group for the purposes of the group accepting political donations and making payments for electoral expenditure
  • an unregistered group. The rules that apply to the management and disclosure of political donations and electoral expenditure apply to individuals not yet registered as a candidate or group. Unregistered candidates must not accept political donations or pay for electoral expenditure.  

  It is important to note that the nomination process that includes nominated candidates requesting to form a group on the ballot paper is a separate process to the registration of a group for electoral funding purposes. 

• Group voting square

  Under certain circumstances, Councillor candidates who have formed groups may request a group voting square on the ballot paper. The group voting square appears above the line on the ballot paper and electors may choose to vote for the whole group by placing a preference in the group voting square.

• How-to-vote card

  A card, pamphlet, leaflet or notice that encourages an elector to vote for a particular candidate, party or group, often including a representation of a ballot paper. How-to-vote cards are often handed out by party and candidate workers outside polling venues.

• Independent

  A candidate or elected member who is not endorsed by a registered political party.

• Informal

  A ballot paper that has not been completed according to the voting directions on the ballot paper and cannot be saved as a formal vote by the formality provisions in the legislation.

• Initial Count

  This is the first count of all first preference votes commences at 6pm on election night. This count is indicative only and is not part of the formal count process. 

• Local Government Act and Local Government (General) Regulation

  The Local Government Act 1993 and the Local Government (General) Regulation 2021.

• Local government area (LGA)

  Also referred to as a council area. New South Wales is divided into local government areas. Every local government area has a council. Elected representatives, known as Councillors, form the governing body of a council.

• Major political donor

  A person who, or entity that, makes a reportable political donation (a political donation of $1,000 or more, either as a single donation or multiple donations made by the same donor to the same recipient in one financial year that in aggregate are valued at $1,000 or more).

• Mayor

  Every council has a Mayor, who is the leader of the Council. Some Mayors are elected from and by the elected Councillors. Some Mayors are elected by the electors in that council area – this is known as a popularly elected Mayor.

• Multi-council polling place

  In some instances, polling places that are located on or near the boundary between two or more council areas may issue votes for more than one council area. These are known as multi-council polling places.

• Multi-ward polling place

  In some instances, polling places that are located on or near the boundary between two or more wards in a council area may issue votes for all those wards. These are known as multi-ward polling places.

• Nomination

  The process by which a person applies to become a candidate for election, to have their name appear on the ballot paper.

• Nomination day

  The date of the nomination day for an ordinary election is the date of the fifth Wednesday before the day of the election.

• Nomination Online Management System

  A web based application on the NSW Electoral Commission website that allows candidates to complete their nomination forms, form groups, pay the nomination deposit and lodge online.

• Non-residential roll

  The non-residential roll is prepared in advance of each election by the general manager of the council and is made up of two parts: the roll of non-residential owners and the roll of occupiers and ratepaying lessees who have applied to be on the roll for the election. Voting for electors on the non-residential roll is not compulsory.

• NSW Civil and Administrative Tribunal (NCAT)

  Any person may apply to NCAT for an order that a person be dismissed from civic office on the basis that there has been an irregularity in the manner in which the person has been elected or appointed to that office, or if the person is disqualified from holding civic office.

• NSW Electoral Commission

  The independent statutory authority constituted under the Electoral Act consisting of three members, including the Electoral Commissioner, which regulates and enforces electoral laws, including the political donation and electoral expenditure disclosure and public funding schemes under the electoral funding laws.

  NSW Electoral Commission also refers to the staff agency, headed by the Electoral Commissioner, that assists the Electoral Commission and Electoral Commissioner to exercise their functions

• Official agent

  A person who is responsible for the management and disclosure of the political donations and electoral expenditure of a third-party campaigner or associated entity.

• Optional preferential

  A voting system in which an elector does not have to number a preference for every candidate on the ballot paper. A ballot paper requires only a first preference to be formal. All further preferences shown by the elector are optional. 

  The optional preferential voting system is used for the election of a mayor by the electors of the area and for the election of a Councillor, if only one Councillor is to be elected.  If two or more Councillors are to be elected, the proportional voting system is used.

• Ordinary election

  An ordinary election is a state-wide election for all councils held at the expiry at the incumbents’ term of office.

• Ordinary vote

  When a ballot paper is issued to an elector after marking their name off the authorised roll at a polling place and the elector places the completed ballot paper directly into a ballot box, this is known as an ordinary vote, as distinct from a declaration vote.

• Party

  A body or organisation, incorporated or unincorporated, having one of its objects or activities the promotion of the election to the NSW Parliament or a local council of a candidate or candidates endorsed by it. A party includes a registered political party and an unregistered political party.

• Party agent

  A person who is responsible for the disclosure of political donations and electoral expenditure of a party. A party includes a registered political party and an unregistered political party.

• Party/candidate worker

  A person who assists political parties or candidates by handing out how-to-vote cards. Unlike scrutineers, a party/candidate worker has no official status.

• Political donation

  1. a gift made to or for the benefit of a party or a group of candidates, or
  2. a gift made to or for the benefit of an elected member, the whole or part of which was used or is intended to be used by the elected member:
     1. solely or substantially for a purpose related to an election or to the elected member’s duties as an elected member, or
     2. to enable the elected member to make, directly or indirectly, a political donation or to incur electoral expenditure, or
     3. to reimburse the elected member for making, directly or indirectly, a political donation or incurring electoral expenditure, or
  3. a gift made to or for the benefit of a candidate, the whole or part of which was used or is intended to be used by the candidate:
     1. solely or substantially for a purpose related to an election, or
     2. to enable the candidate to make, directly or indirectly, a political donation or to incur electoral expenditure, or
     3. to reimburse the candidate for making, directly or indirectly, a political donation or incurring electoral expenditure, or
  4. a gift made to or for the benefit of an entity or other person (not being a party, elected member, group or candidate), the whole or part of which was used or is intended to be used by the entity or person:
     1. to enable the entity or person to make, directly or indirectly, a political donation or to incur electoral expenditure, or
     2. to reimburse the entity or person for making, directly or indirectly, a political donation or incurring electoral expenditure

  This includes payments at fundraising events, annual or other subscriptions paid to a party, dispositions of property between parties or branches of a party, and uncharged loan interest.

• Polling place

  A building such as a school or community hall that has been appointed as a place to which electors go on election day to cast their votes.

• Polling Place Manager

  An election official appointed by the Returning Officer to setup and manage a polling place on election day.

• Postal vote

  Electors who are unable to attend polling places during polling hours on election day may vote by post. Electors must apply for a postal vote and they must be eligible to vote as a postal voter.

• Postal vote application

  Electors wishing to postal vote must complete a postal vote application, unless they are a registered general postal voter in which case they will automatically receive a postal ballot paper.

• Postal vote certificate envelope

  Electors who have successfully applied for a postal vote are sent ballot papers and a postal vote certificate which they must complete and sign.

• Preferences

  Preferences are the numbers (and a tick or a cross in certain situations) written by the elector in the squares next to candidates and groups on the ballot paper. The number ‘1’ is the first preference; number ‘2’ is the second preference, and so on.

• Pre-poll vote

  A vote issued at a venue during the pre-poll period.

• Pre-poll voting

  Eligible electors can vote before election day at a pre-poll voting centre within their enrolled council area.

• Pre-poll voting centre

  A location appointed where electors may cast a pre-poll vote prior to election day.

• Proportional voting system

  A system of voting designed to elect representatives in proportion to the number of votes they receive.

• Quota

  In a proportional representation count (that is, two or more Councillors to be elected), candidates are elected when they have received a ‘quota’ of formal votes. A quota is calculated by dividing the number of formal votes by one more than the number of candidates to be elected, disregarding the fraction, and then adding 1.

• Ratepaying lessee

  A person is a ratepaying lessee of rateable land if the person is jointly or severally liable, under a lease in writing or other document of title relating to the land, to pay to any person the whole or any part of any rates that may, during the three years from the close of rolls, be made or levied in respect of the land.

• Recount

  If requested by a candidate and approved by the Electoral Commissioner, a recount of votes may be conducted to confirm the original result. Recounts can also be ordered by the Electoral Commissioner.

• Registered electoral material

  Electoral material including how-to-vote cards registered by the NSW Electoral Commission for distribution on election day. Only registered electoral material can be distributed on election day.

• Registered political party

  A political party registered under the Local Government Act for local government elections or the Electoral Act for State elections.

• Registration

  The process by which an individual applies to the NSW Electoral Commission to be registered under the Electoral Funding Act as a candidate for an election. 

  The process by which registered candidates apply to be registered under the Electoral Funding Act as a group of candidates for an election. 

  Prior to being nominated as a candidate or group, a candidate or group must be registered before accepting political donations or paying for electoral expenditure for the election.

• Regulated election period

  The period from the 40th day prior to election day and ending 6pm election day in which electoral material and campaigning activities are regulated.

• Residential roll

  Roll of all electors enrolled for a council area as at the close of rolls (40 days prior to election day).

• Returning Officer

  An official appointed by the Electoral Commissioner to conduct an election for one or more council areas, on behalf of, and under the direction of the Electoral Commissioner.

• Scrutineer

  A person appointed by a candidate in writing to witness electoral procedures on behalf of the candidate.

• Scrutiny

  The check of declaration envelopes to ensure compliance before the vote is admitted to the count. Also the process of checking ballot papers for formality.

• Security seals

  Numbered security seals are applied to secure used and unused ballot papers at all election locations. A record of each used security seal number is kept by election officials.

• Silent elector

  An elector whose address does not appear on the authorised roll for reasons of personal safety.

• Spoilt ballot papers

  Electors who make a mistake when completing a ballot paper may return the ‘spoilt’ ballot paper and receive a replacement.

• Statistical information sheet

  Every nomination form includes a statistical information sheet that must be completed by each candidate.

• Third-party campaigner

  A third-party campaigner is a person who, or entity that, incurs more than $2,000 in electoral expenditure for a local government election, during the capped expenditure period for the election. 

  A third-party campaigner does not include an associated entity, party, elected member, group or candidate.

• Uncontested election

  An election is uncontested if after the nomination of the candidates by the Returning Officer, the number of nominations for a position is equal to or less than the number to be elected.

• Undivided council area

  A local government council area that is not divided into wards.

• Ward

  Some council areas are divided into smaller areas that are called wards. Each ward elects a number of Councillors to represent that ward.