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HomeMy WebLinkAboutCLD-021-09Staff Report # 1 Clar~gton Leading the Way REPORT CLERK'S DEPARTMENT Meeting: COUNCIL Date: October 13, 2009 Report #: CLD-021-09 File #: R~so~~-~~~, -~ ~-~s9a-~ C -5q3 -0~ By-law #: p~OD9'/.Y~ Subject: Methods of Conducting the 2010 Municipal Elections RECOMMENDATIONS: It is respectfully recommended: 1. THAT Report CLD-021-09 be received; 2. THAT the method of conducting municipal elections in the Municipality of Clarington be changed from Mail-in Voting to a combination of Internet voting and traditional paper ballot at voting locations; THAT the method of tabulating the results in municipal elections in the Municipality of Clarington be changed from a centralized vote tabulator to voting location vote tabulators for the cast paper ballots combined with the results of the ballots cast through Internet; 4. THAT staff be authorized to issue a Request for Proposal for the use of Internet Voting, Optical Scan poll count Tabulation equipment, and real-time Voters' List Management System for the 2010 Municipal Elections in the Municipality of Clarington; 5. THAT the by-law attached to Report CLD-021-09, as Appendix 4 authorizing the use of Internet and poll count tabulation equipment for Clarington municipal elections be approved; 6. THAT the interested parties listed in Report CLD-021-09 be advised of Council's decision. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOW MANVILLE, ONTARIO L1C 3A6 T 905-623-3379 F 905-623-6506 REPORT NO.:CLD-021-09 Page 2 l /' /, i /,' / /JJ17/- ;',/ /? / )f.; v ~.., ' Submitted WPatti-{. Barrie, CMO /) Municipal Clerk PLB*AG : / ) .------- -- , '...... . r " / ( ""-{,;", ,,--,' -.~ :--' TI tLj~{ Reviewed by: Franklin Wu, Chief Administrative Officer REPORT NO.:CLD-021-09 Page 3 1.0 BACKGROUND AND COMMENT 1.1 At the regular Council meeting held on June 1,2009, the Municipal Clerk was directed to arrange for a special Council meeting to educate Members of Council on the methods of elections and that this education session also speak to election sign issues as they pertain to the election methods. Resolution #C-339-09 Moved by Councillor Trim, seconded by Councillor Robinson THAT Report PSD-051-09 be received; THAT the draft Sign By-law contained in Attachment 6 to Report PSD-051-09 continue to be reviewed to address any concerns raised at the public meeting; THAT all interested parties listed in Report PSD-051-09 and any delegations be advised of Council's decision; THAT the Municipal Clerk be directed to arrange for and schedule a Special Meeting of Council for the purpose of educating Members of Council on the methods of conducting the 2010 Municipal Elections under consideration, including signage; and THAT this Special Meeting be open to the public. 1.2 Section 11 (1) of the' Municipal Elections Act, 1996, as amended, establishes the Clerk's responsibility for conducting the municipal election and includes responsibility for: a) Preparing for the election; b) Preparing for and conducting a recount in the election; and c) Maintaining peace and order in connection with the election. 1.3 Section 42 of the Municipal Elections Act 1996, as amended, provides for Council to pass a by-law to: a) authorize the use of voting and vote-counting equipment, and b) authorize electors to use an alternative voting method. REPORT NO.:CLD-021-09 Page 4 By-law 2006-107 was enacted by Council on May 15, 2006 and authorized the use of vote by mail and automated vote counting equipment at the Municipal Elections. This by-law remains in effect until such time as it is repealed. 1.4 The procedures and forms established under the Act for traditional voting were designed to ensure that the principles of the Act are maintained. Thus, it is the Clerk's duty to ensure that when using alternative voting methods, that the procedures and forms established by the Clerk are also consistent with the principles of the Act. The principles are as follows: · The election should be fair and non-biased. · The integrity of the process should be maintained throughout the election. · Voters and candidates should be treated fairly and consistently within a municipality. · The election should be accessible to the voters. · The secrecy and confidentiality of the individual votes is paramount. · There is certainty that the results of the election reflect the votes cast. 1.5 Demographics of Clarington Electors Electoral Population 61,098 Ward 1 19,555 Ward 2 17,570 Ward 3 12,442 Ward 4 11,531 Voting Subdivisions None - eliminated with introduction of vote by mail in 2000 Internet Access/Usage Out of all those surveyed, - 100% use the internet from home - 0% are not familiar with using the internet - 34% are somewhat familiar with using the internet - 66% are very familiar with using the internet Voter Turnout See Appendix 1 People with Disabilities 12,000 (based on Provincial statistic estimates provided by Accessibility Experts) REPORT NO.:CLD-021-09 Page 5 1.6 2010 Municipal Election Goals The goals for our 2010 municipal election include: · Providing a voting process which meets the principles of the Act; · Meeting or exceeding our obligations under the Accessibility Customer Service Standards; · Providing a viable solution which is easy, convenient and trustworthy for electors; · Streamlining administrative processes; and · Maintaining quality, integrity and accuracy. 2.0 METHODS OF CONDUCTING AN ELECTION AND COUNTING VOTES 2.1 There are a variety of methods available for conducting municipal elections and which are commonly used around the world. The most common in Ontario include: traditional paper ballot, vote by mail, telephone, internet, touch-screen, and audio. 2.2 There are several technologies also used in the conduct of elections, some of which have been well received by electors, while others have not. The use of technology allows for improved administration, streamlined processes, improved vote count accuracy and improved accessibility for electors. In some cases, technology can also have an effect on voter turnout. Technologies include, but are not limited to: web- based voters' list management, centralized and decentralized vote counting equipment, audio balloting, electronic balloting as well as conversion of electronic balloting to generate paper ballots. Appendix 2 to this Report details the summary of the pros and cons of the most common methods of conducting an election and vote counting equipment. 2.3 Staff undertook a review of the various methods of conducting elections in consideration of Clarington's needs and a summary of the findings are included in Appendix 3 to this Report. 2.4 Vote by Mail 2.4.1 The Municipality of Clarington has successfully conducted the past three municipal elections using the vote-by-mail method. In 2006 we also introduced the use of central count tabulators to improve our vote counting. 2.4.2 Since 2000 Canada Post was the successful proponent contracted to provide voters' list management, design, supply and assembly of voting kits, and mailing of outgoing voting REPORT NO.:CLD-021-09 Page 6 kits and incoming ballots. Canada Post has confirmed they expect to be offering the same services for the 2010 elections as were offered in 2006. 2.4.3 Vote by mail met the principles of the Act, but staff believe, however, that the vote by mail process alone no longer meets the new accessibility standards. 2.5 Internet Voting 2.5.1 Internet voting provides a vote anytime anywhere solution. It may be used by all elector groups including seniors, visually impaired, deaf or hard of hearing, homeless, those away from home, and mobility impaired. Electors are provided an opportunity to vote at their convenience, in the comfort of their home or anywhere they can connect to the Internet. 2.5.2 To properly consider internet voting, staff researched the use of internet voting for municipal elections within Ontario and the use of internet voting in Ontario provincial elections and in federal elections. Staff also undertook a survey of our residents throughout Clarington to gather internet usage data. 2.5.3 While internet voting has been used globally since 2000, internet voting in Ontario was introduced at the municipal level in 2003 by several municipalities (in conjunction with traditional paper ballots at voting locations or telephone voting) including the Town of Markham, six municipalities in Stormont, Dundas and Glengarry and five municipalities in Prescott-Russell. While there was no doubt a learning curve for the electors and the Clerk's administration, the voter participation ranged between 39% and 65% for the smaller municipalities and 37% for the Town of Markham. In 2006 all but one of these municipalities used internet voting again and many more municipalities introduced internet voting as an option for their electors, including Peterborough and Cobourg. The 2006 voter participation in those same smaller municipalities generally ranged between 53% and 62%, while the Town of Markham remained consistent with 2003. The Town of Markham reports that a total of 17.2% of votes cast were cast using the internet. For the 2010 elections, again, these municipalities are continuing with internet voting and many intend on building on their internet solution. As well, other municipalities east of Clarington are contemplating the introduction of internet voting for their 2010 elections. 2.5.4 Internet voting has also been implemented for municipal elections outside of Ontario. Specifically, the Regional Municipality of Halifax offered internet and telephone voting for advance polls (3 days) in their regular municipal elections in 2008. Their overall REPORT NO.:CLD-021-09 Page 7 voter turnout consists of 36.2% with approximately 28% voting by internet, 12% voting by telephone and 71 % voting by traditional paper ballot at the voting location. Recently, in their September 2009 Special Election, they expanded their internet/telephone options to run for 7 days (up to close of voting on voting day). Voter turnout was 35% with 3% voting by telephone, 75% voting by internet, and 22% voting by paper. Internet and telephone voting were also successfully used in three other municipalities near Halifax. 2.5.5 Elections Ontario has not yet implemented internet voting, however the Chief Electoral Officer's Report on the preparation and delivery of the 38th Provincial General Election, Access, Integrity and Participation: Towards Responsive Electoral Processes for Ontario which advocates the exploration of alternative (non-paper) voting channels, as well as other automated processes.i 2.5.6 In 2008 Elections Canada held the 40th General Election, following which Elections Canada undertook several surveys of electors, candidates, and polling staff. The following details key findings: . There is a marked decrease in voter turnout since 1962. · Elector responses indicated that 57% of those who did not vote were out of town, too busy, were at work or at school or had family obligations. · 48% of the Candidate suggestions for improvements dealt with voting or registration changes, and of those, 8% suggested introducing on-line voting. · Election Canada's Strategic Plan 2008-2013ii includes a commitment to increase the accessibility of the electoral process by testing innovative ways to vote and offere electors additional ways to register. 54% of the elector responses stated they would likely use the internet to vote. 46% of the candidate's responded that electors should be able to vote online, while 48% felt they should not. "Elections Canada reports they will continue their consultations and remains committed, with prior approval of Parliament, to conduct a secure electronic voting pilot in a by-election by 2013."iii 2.5.7 A telephone survey of the residents within Clarington indicates that a large majority of residents, including those in rural areas, have some type of sufficient internet access from within their homes. Out of those surveyed, the majority indicated that they are very familiar with using the internet. REPORT NO.:CLD-021-09 Page 8 2.5.8 There are several service providers of secure internet voting in Canada and abroad. The service levels offered vary among the suppliers. 3.0 ACCESSIBILITY 3.1 Effective January 1,2010, in accordance with the Accessibility Standards for Customer Service, Regulation 429/07, we must provide accessible customer service. These requirements not only affect our day-to-day Municipal operations, but also our election activities as well. The principles of policies, practices and procedures required under this Regulation must include respect and dignity of our electors, the election procedures should be integrated into the regular election process unless an alternate is necessary, and our electors should all be provided an equal opportunity. As well, our election process should allow for assistive devices and any communications shall be in a manner that takes into account the person's disability. In considering our optimum method of conducting an election for the electors in the Municipality of Clarington we must consider our electors' needs. 3.2 Clarington's 2006 Solutions 3.2.1 In 2006 Clarington's Vote-by-mail method of conducting the municipal election enabled our electors who may have been mobility impaired, or visually impaired an opportunity to vote within the comfort of their own home using their own tools in which to cast their ballot. Additionally, any elector could have had a trusted friend or family member to assist them in completing their ballot. They would have been required to then mail their ballot using the same means by which they would send any other piece of mail. 3.2.2 Electors were also provided the opportunity to attend the Municipal Administrative Centre where staff assistance was provided and magnifying sheets were available to enlarge the print. 3.2.3 Electors with hearing impairments could seek assistance using the Municipality's TTY or e-mail. 3.3 Elections Ontario 3.3.1 Elections Ontario has an ongoing mandate to ensure electors with special needs are able to participate in the electoral process and their program addresses the variety of needs that may arise as a result of a disability, culture or residential issues. REPORT NO.:CLD-021-09 Page 9 3.3.2 Elections Ontario conducts their elections using the traditional paper ballot at voting locations. However, in recent by-elections, they have piloted several technologies to meet the needs of their electors including: audio ballots, sip In puff, handheld controllers, Braille templates and magnifying sheets. 3.3.3 Elections Ontario does not offer any method of unsupervised voting. 3.4 Elections Canada 3.4.1 Elections Canada offers information, education and accessibility services to persons with special needs, seniors and those electors with limited reading and writing skills. 3.4.2 Elections Canada conducts their elections using the traditional paper ballot at voting locations. They do provide assistance at the polls as well, they offer documents written specifically for persons with disabilities, Braille templates and magnifying sheets, a sign- language DVD with open- and closed-captioning for people who are deaf or hard of hearing, voting templates, large-print list of candidates, a toll free TTY line, transfer certificates to vote at a designated location other than their designated location; language or sign-language interpreter services, and in hospital voting. 3.4.3 Elections Canada does not offer internet voting, but they do offer "special ballot voting" to any eligible elector who will not be able to attend the voting location on voting day or advance polling day. The special ballot may be mailed to the elector, or in some circumstances, the ballot may be delivered by an election official to the elector's home and the official may assist the elector in casting his/her ballot. 4.0 RECOMMENDED SOLUTION 4.1 The Municipality of Clarington has successfully proven that alternative voting methods provide improved accessibility for our electors. Staff believe that the accessibility provision can and should be improved by replacing the vote-by-mail method with internet voting combined with traditional paper ballots at voting locations throughout the municipality and with paper ballot votes tabulated with poll count tabulators. 4.2 The combined approach has been proven to better meet the needs of electors. Electors who have specialized equipment for reading may use this equipment to cast their ballot, and they are then not required to rely on any other assistance to actually cast their ballot. Electors who are not comfortable with technology will be provided the REPORT NO.:CLD-021-09 Page 10 opportunity to attend a voting location to cast their ballot. The use of poll count tabulators provides for accurate and efficient tabulation of votes at the voting location. 4.3 Although a new approach for Clarington, staff are confident that they will be able to work with staff from municipalities such as Markham, Peterborough, Cobourg and Port Hope to develop policies, procedures and forms based on their proven methods and experience. 4.4 Clarington's electors embraced the vote by mail system which was introduced in 2000. As well, our telephone survey results indicate that there is a rather high degree of trust in the internet. It can be concluded, therefore, that Clarington's electors would be receptive to change and technology. 4.5 The recommended solution will meet the goals for the 2010 municipal elections as detailed above. 5.0 PROPOSED PROCESS DETAILS 5.1 Voters' List Management - A Voters' List Management software system would be used to maintain the list of voters, enable electors to verify if they are on the voters' list via the internet, enable electors to register for internet voting, enable staff to approve registration for internet voting, as well as track who has voted and by which method. 5.2 Every elector on the Voters' List will be mailed a Voter Notification Card which will include: . notice of election, · voter instructions, · contact information for assistance, . voting option details, · elector eligibility, and · unique elector ID/PIN. Approximately 8-10 voting locations will be used on Voting Day to accommodate those electors who choose to cast a traditional paper ballot (Based on 50% voter turnout and 20% internet usage). A minimum of 2 voting locations will be offered per ward to ensure easy access for electors. 5.3 Each voting location will be selected to accommodate the anticipated volume of electors for: parking, ease of access to the facility, and ease of navigating within the facility. REPORT NO.:CLD-021-09 Page 11 5.4 Election Officials will use laptops to access the real-time Voters' List Management System to ensure compliance with the vote-once-only requirement. 5.5 Electors who wish to vote by traditional paper ballot will be required to attend the designated voting location and present the appropriate identification to receive a ballot. The Election Official would verify the elector's identity, scan the barcode on the Voter Notification Card to locate the elector's name on the Voters' List, strike the elector's name from the list, and issue the appropriate ballot. The elector would proceed to complete their ballot in a private voting area. The paper ballot would then be immediately returned to the Election Official. The Election Official would insert the ballot through the vote tabulator into the ballot box. The elector would then immediately leave the voting location. 5.6 To ensure the integrity of the internet vote, the service levels and security measures of the successful service provider will ensure the following: . "mission critical" protocol for servers, . Standard encryption protocols, · Firewalls and routers to address flood attacks, phishing, spyware and website defacing, · Password protection for system access and system rights, · Tabulation of votes restricted to close of voting on voting day, . System audit trails, ,and · A two-step registration/voting process for the electors. 5.7 Electors who wish to vote by internet will register and vote in a two-step internet process. The elector would log onto the designated site, as stated in the Voter Notification Card, and register to vote by internet. During the registration process they would be prompted to enter specific information such as their birthdate and a secret question with an answer. Select staff would review the registrations daily to monitor any anomalies. Registrations are only approved by select staff. Once approved, the elector would receive their unique password via an encrypted password protected e-mail. Upon receipt of the password, the elector then logs onto the election site and proceeds to cast their ballot. The real-time Voters' List is automatically updated upon completion of the casting of the ballot. REPORT NO.:CLD-021-09 Page 12 5.8 Ninety-five public access computers are currently available in each of Clarington's Library Branches. These computers will be available for those electors who may not have ready access to a computer at home or at work and who wish to vote using the internet. 5.9 Both the Internet and the vote tabulators would be set to reject over-voted races and to flag under-voted races to enable the elector to correct if desired. 5.10 The contracted service providers shall provide systems and hardware that is proven reliable and secure. At no time is anyone able to see how an elector has voted. 6.0 VOTING OPPORTUNITIES 6.1 On-line - 10 days of voting beginning October 30th through to 8:00 pm on Voting Day. 6.2 Traditional Paper Ballot - 10:00 am - 8:00 pm on Voting Day, November 8,2010. 7.0 FINANCIAL IMPLICATIONS 7.1 The total estimated costs for the recommended solution of conducting the 2010 Municipal elections using Internet Voting combined with traditional paper ballots cast at voting locations and tabulated using poll count tabulators is estimated at a total cost of $225,000. These costs are based on estimates from potential service providers and real costs from municipalities who deployed a similar solution in 2006. 7.2 Since the 2006 Municipal Elections, $175,000 has been transferred into the 2010 municipal election reserve. Including the 2010 transfer of $125,000 the total budget will be $300,000. APPENDICES 1. Voter Turnout 2. Summary: Method of Conduct of Election and Vote Counting 3. Methods of Elections for Clarin9ton 4. Draft By-law INTERESTED PARTIES i Elections Ontario, Access, Integrity and Participation, Towards Responsive Electoral Processes for Ontario ii Elections Canada, Report on the Evaluations of the 40th General Election of October 14, 2008 iii Elections Canada, Report on the Evaluations of the 40th General Election of October 14,2008 Appendix 1 Report CLD-021-09 Voter Turnout Summary Year Method Eligible Voted TllrlluuL Electors 1991 Traditional Paper 36,032 13,983 38.8% 1994 Traditional Paper 40,193 13,543 33.69% 1997 Traditional Paper 44,980 12,595 28% 2000 Vote by Mail 49,483 20,513 41.5% 2003 Vote by Mail 53,497 18,766 35.07% 2006 Vote by Mail 57,067 22,839 40.02% Appendix 2 Report CLD-021-09 Summary: Method of Conduct of Election and Vote Counting Paper Ballot with Manual Count Pros Cons Comments Traditional voting - ballot marked in the space to the right of Electors must go to the voting location to cast votes A manual count may not provide an accurate count - the name and placed into a ballot box Labour intensive - additional election day workers - subjective All ballots counted at one location additional volume of voting locations, therefore more Late election night results Audit trail support staff election night Both voting and counting process may be scrutinized Ballots cannot be counted until 8 p.m. election day Is becoming more difficult to hire and train qualified therefore final results may be late - slow returns election day staff Votes counted by hand, therefore accuracy may be questioned Specific training of election workers on counting of ballots Optical Scan. Central Count Tabulators Pros Cons Comments Accurate results- eliminates manual counting Electors must go to the voting location to cast votes Election process to elector is similar to paper ballot with Election process at the voting locations may be scrutinized - Uncounted ballots are transported to a central manual count system not the counting except for the duplication process (re-mark counting location Available for either purchase or lease of ballots) Secrecy folders are provided to the elector for privacy of Fewer voting locations and election workers More labour intensive than voting count system but the vote less than a paper ballot system Earlier election night results as compared to manual Results are not available at the voting for the tabulation candidate/scrutineer Audit trail- paper ballot Require space to store machines Similar to traditional voting - ballot marked in the space to Election day - a large secure space is required to the right of the name and placed into a ballot box tabulate ballots and to accommodate election staff, All ballots counted at one location ballots and scrutineers Appendix 2 Report CLD-021-09 Summary: Method of Conduct of Election and Vote Counting Optical Scan - Voting Location Tabulators Pros Accurate results- eliminates manual counting Election process at the voting locations may be scrutinized - not the counting Voting location results can be printed for scrutineers Fewer voting locations and election workers Early election night results System can be programmed to tell the elector that he/she has over voted, under voted, or cast a blank ballot and they have the opportunity to re-mark a new ballot, therefore, no spoiled ballots Audit trail - paper ballot Similar to traditional votino Cons Comments Electors must go to the voting location to cast votes Require space to store and prepare the equipment for election day Purchasing and Leasing options available Secrecy folders are provided to the elector for privacy of the vote If Tabulator becomes inoperable (votes cast are stored in memory)... voters will deposit ballot in secondary ballot box until tabulator is up and running, or replaced Vote Tabulator audio ballot canavailable on all tabulators Mail-in Balloting with Manual Count Pros Cons Comments Easier access Unsupervised voting An accurate voters' list and revision process must be in Convenient Questions have been raised about the possibility of place Voting kit being stolen and getting into another person's Anytime, anywhere voting during the voting period hands - mail fraud Disruption in mail service could jeopardize the election Eliminates traditional advance voting It was questioned that there is no way to scrutinize voting Potential to increase turnout No proxies process to ensure that there was only one vote per Manual count/labour intensive and may question accuracy Manual paper ballot counting with mark to the right of the elector Late results name, therefore audit trail and recount process in place Ballots cannot be counted until 8 p.m. election day Includes... ballot, instructions, return envelopes and No voting locations, therefore reduced staffing needs therefore final results are late envelope for mail out Elector may drop off ballot to central location Votes counted by hand, therefore accuracy may be 1st class postage for kits and business reply for ballots questioned returned Longer voting period Vendor must ensure mail out, with ballot, was accurate Require program to remove names from the list as return Audit trail- provision for recount and that the return ballots are received through system envelopes are received on time (election day) Advised to communicate with Canada Post to discuss Labour intensive for opening, sorting and counting timely delivery of envelopes Role of candidates/scrutineers change More involvement from scrutineers Kits produced by election svstem orovider. Appendix 2 Report CLD-021-09 Summary: Method of Conduct of Election and Vote Counting Mail-in Balloting with Optical Scan Tabulating Pros Cons Comments Accurate count Unsupervised voting An accurate voters' list and revision process must be in No voting locations. therefore reduced staffing needs Questions have been raised about the possibility of place Elector may drop off ballot to central Voting kit being stolen and getting into another person's Disruption in mail service could jeopardize the election location hand - mail fraud Potential to increase voter tumout Anytime, anywhere voting during the voting period Role of candidates/scrutineers change Kits sent by 1st class mail and business reply for ballots Eliminates traditional advance voting The vendor must ensure mail out, with ballot. was returned accurate and that the return ballots are received through Advised to communicate with Canada Post to discuss timely No proxies system on time (election day) delivery of envelopes Audit trail/provision for recount The ballot must be marked with a pen/pencil that the Require program to remove names from the list as return Feed ballots into machines as they are received during the tabulator will read envelopes are received election period - tabulation in central location. but no totals Accurate early election night results Results within 10 to 20 minutes on election day after 8p.m. Consider receiving locations on election day Kits produced by election system provider More involvement from scrutineers Internet Voting Pros Cons Comments Accurate count System may be perceived as vulnerable to hackers and Access to computers must be considered No voting locations. therefore reduced staffing needs additional due diligence related to the technology may be If voters' list is networked at the voting subdivisions, internet Easier access required could be used right up to and including election day Convenient - vote at home, business or out of country Unsupervised voting List must be accurate Anytime, anywhere voting during the voting period Voter card may be stolen and get into another person's Make sure system is safe from hackers May eliminate traditional advance voting hands - two step process reduces risk (mail fraud) Provide alternate locations for electors to vote (i.e. libraries. Review process required to ensure that there was only community centres) No proxies one vote per elector Potential to increase Voter turnout Immediate results on election day after 8p.m. Roles of the candidates/scrutineers changes No over votes Not everybody will be able to vote over the Internet When voting on internet an elector can see the names of the because of speed and computer security - some may candidates have to upload current versions of software (usually Audit trail (images of ballots can be produced) offered via link on vendor website) to use internet voting Provision for recount No subiectivity relatinq to count/recount Appendix 2 Report CLD-021-09 Summary: Method of Conduct of Election and Vote Counting Telephone Voting Pros Cons Comments Accurate count System may be perceived as vulnerable to hackers and An accurate voters' list and revision process must be in No voting stations and therefore reduced staffing needs additional due diligence related to the technology may be place Anytime, anywhere voting during the voting period required Must be safe from hackers Eliminates traditional advance voting Unsupervised voting No proxies Voter card maybe stolen and get into another person's hand (mail fraud) Results within 10 to 20 minutes on election day after Bp.m. Long distance charges- (1-BOO) number No subjectivity related to count/recount No way to scrutinize voting process to ensure that there was only one vote per elector Average time to vote approx 8 to 10 min based on size of ballot Last minute voting may jam lines Roles of the candidates/scrutineers chanQes Combined Internet and Telephone Voting Pros Cons Comments Accurate count System may be perceived as vulnerable to hackers Access to computers must be considered No voting stations and therefore reduced staffing needs and additional due diligence related to the technology Present provider does not know if this system can be Easier access may be required supported in a large municipality Convenient - vote at home, business or out of country Unsupervised voting An accurate voters' list and revision process must be in Anytime, anywhere voting during the voting period Voter card may be stolen and get into another place person's hands Must use a long distance provider Eliminates traditional advance voting Long distance charges (1-BOO) number If voters' list is networked at the voting subdivisions, internet No proxies No way to scrutinize voting process to ensure that could be used right up to and including election day Results within 10 to 20 minutes on election day after Bp.m. there was only one vote per elector Provide alternate locations for electors to vote (i.e. libraries, When voting on internet an elector can see the names of the Average time to vote by phone is approx B to 10 min community centres) candidates based on size of ballot No over votes Last minute voting may jam lines No subjectivity related to count/recount Roles of the candidate/scrutineers change Appendix 2 Report CLD-021-09 Method of Conduct of Election and Vote Counting Summary: Pros Touch Screen Provide an accurate count System does not allow for over votes (rejected ballots) Provides for an audio ballot for visually impaired electors to vote without assistance Early election night results More involvement from scrutineers during the day No ballots required Election results are available to the scrutineers at the voting locations Reduce the number of election staff May increase convenience for electors if it is combined with an ability to vote at any location, any time Cons Very costly to provide enough screens to eliminate voting line-ups No recount process/no audit-no paper trail (a paper trail is available but could be onerous - although not really different from any other recount process) ~eed to ha~e backup mac~ine or other voting options If the machine becomes inoperable Electors may leave the voting screen before casting the vote (system dependent) Requires additional pre-voting day preparations May generate negative media attention, potentially discouraging voters Comments Costly require enough machines to eliminate potential line ups Set up of the voting location must be considered to reduce glare on screen and also the potential for others to view the screen through mirrors, windows etc Be sure to. conduct a voter awareness campaign as well as pre-voting demonstrations on how to use the equipment Appendix 3 Report CLD-021-09 Method of Elections For Clarington Traditional Paper Ballot with Vote Tabulators Summar of a roach: Very similar to traditional paper and manual count system in that: . The ballots are paper · Voting locations are arranged throughout the Municipality . Voting location staff are hired and trained · A voter's list is maintained at the voting location (paper or electronic) · Electors attend voting location to cast vote · Electors vote in a private voting compartment · Completed ballots are deposited into the ballot box · Votes tabulated at the voting location and then combined for cumulative results Staffin re Poll staff Office staff Can be done manually with paper lists, pen and ruler or electronically via the web. Some systems are designed to allow for electronically communicating back to MPAC followin the elections to streamline our Ie islated obli ations. Accessibilit Accommodations: This solution offers the opportunity to use audio ballots, magnifying sheets, and several assistive tools such as sip 'n puff for mobility impaired electors. It does however, require the elector to attend a voting location. Ward I Poll im Iications We currentl do not have votin subdivisions. The would have to be created. Appendix 3 Report CLD-021-09 Method of Elections For Clarington Traditional Paper Ballot with Vote Tabulators on Voter turnout. $35,000 $8,000 $35,000 $10,000 $22,000 $6,000 $63,000 $17,000 $4,000 $1 ,000 $192,000 Appendix 3 Report CLD-021-09 Method of Elections For Clarington Mail-in Ballot with Central Count Tabulators Summar of a roach: An unsupervised voting process where electors are mailed a voting kit which includes instructions, declaration form, ballot and ballot return envelope. Electors are voting on a ballot similar to traditional voting processes. Municipality of Clarington has voted in the past three municipal elections using the Vote b Mail rocess. Staffin re uirements: Poll staff None Office staff During ballot return period prior to election day: Between 1 and 12 Election da 25 Ius Clerk's De t. staff E ui ment re uirements: Number of tabulators 2 units count seed from 4000-5000/hr er machine List Mana ement Re uirements: System is necessary to manage list of electors to add, remove, edit the entries on the list. This system would also be used to manage the names of those electors who voted. Some systems are designed to enable us to electronically communicate back to MPAC followin the elections to streamline our Ie islated obli ations. Accessibili Accommodations: Provides for electors to cast their ballot from the comfort of their home. Electors with visual impairments may use existing tools they may already use or may seek assistance from a trusted friend or family member. Mobility impaired electors may require assistance to mail their ballot. Ward I Poll im Iications No chan es re uired. Elector Impact e . Familiarit , learnin curve, trustworth , etc. Clarington electors have been using vote by mail for the past three municipal elections, however there have been provincial and federal elections conducted in between those. Some electors are confused with the change in process, while others question why they are not all conducted b vote b mail. Historical Voter Turnout with Votin Method 2000 - 41.5% 2003 - 35.07% 2006 - 40.02% Appendix 3 Report CLD-021-09 Method of Elections For Clarington Mail-in Ballot with Central Count Tabulators Recount method Central count tabulator Trainin re uirements · 1 hour for scanning operators · % hour on the job for election day · 4 hours for staff assigned to work on election day at the on-site voting location Public Relations I marketin Same, more or less, as 2006 No increase in costs ex ected Votin Dates VBM kits mailed Oct 18 Voting October 18 - November 8th N/A $8,000 $2,000 $65,000 $45,000 $6,000 $64,000 $12,000 N/A N/A $202,000 Appendix 3 Report CLD-021-09 Method of Elections For Clarington Internet & Telephone Ballot Combined Summar of a roach: An unsupervised voting process where electors vote from anywhere at any time during the voting period through either the telephone or the internet. A secure system, supplied by an external service provider to conduct the vote. A mail-out is sent to every elector providing notification of the election, explaining their voting options and dates, and providing them with a secret PIN number. Using the PIN number the elector casts their ballot either through the internet or telephone. The systems provide for a transparent audit trail of voting activities while maintaining secrecy of how each elector voter. Results are tabulated through the system. There are no paper ballots with this method of election. Electors who do not have easy access to the internet at home could take advantage of the internet access at each of our Libra branches. Staffin re uirements: Poll staff none Office staff 2-3 hel desk staff E ui ment re uirements: Service contract for the vote b internet and vote b List Mana ement Re uirements: Some suppliers include a voters' list management software component in their service solution while others have proven experience in combining their Internet/Telephone solution with the List Mana ement solution. Accessibilit Accommodations: Electors can vote in the comfort of their own home using familiar and in some cases specialized tools that meet their unique needs. Public access computers and/or telephones may be used by electors who would not otherwise have access. Electors who are out of area can convenientl vote. Ward I Poll im Iications No chan es re uired. Elector Impact e . Familiarit , learnin curve, trustworth , etc. While voting by the internet and telephone would be new for our Clarington electors, unsupervised voting is not. For the past three municipal elections, our voters have received a mailing in order to cast their ballot. Some electors may have a lack of trust in castin a ballot on-line or over the hone. Historical Voter Turnout with Votin Method None available for Clarington Munici alities re ort from 2006 elections voter turnout ran in between 53% - 62% Recount method re-calculation of electronic results Appendix 3 Report CLD-021-09 Method of Elections For Clarington Internet & Telephone Ballot Combined Trainin re uirements · Training of Clerk's staff by service provider · 3 hour trainin of hel desk staff Public Relations I marketin A very significant public relations campaign would have to be launched. This would include newspapers, unaddressed ad mail, "in community" demonstrations and on-line demonstrations. Staff would arrange to set up demos at service club meetings, open houses, Iibra branches, and communit centres. VotinOates Voting begins November 1 S and continues through to 8:00 pm on November 8 . Budget Estimates -$2.00 per eligible voter $1.00 per eligible voter for mail-out costs Election Officials votin locations Temporary support staff (Clerk's office) Clerk I start rate x 3 staff x 16 da s Dedicated Tele hone line and sets 3 x $500 Election Supplies (pens, boxes, tape, etc) N/A $7,000 $3,000 $2,000 Printing & Reproduction (ballots, voters' lists, forms) Forms Postage (voter notification cards) estimate $1 / eli ible electors +10% Advertisin Vote tabulatin e ui ment hardware/software Contracted Service Costs a rox. $2/elector List management software (may not be required de endin on vendor Voter Notification production included in contracted service costs above Votin Location rentals Total $1,000 $66,000 $6,000 N/A $125,000 $9,600 $5,000 N/A $221,600 Appendix 3 Report CLD-021-09 Method of Elections For Clarington Traditional Paper Ballot with Poll Count Tabulators Combined with Re uested Mail-in Ballots Summar of a roach: This approach provides for a traditional paper ballot. Electors are provided a choice to either attend a voting location to cast their ballot or upon written request they may receive their ballot by mail and cast their ballot by mail. This approach is commonly used throughout the United States (referred to as absentee voting) and has recently been used by Elections Canada (referred to as Special Ballots - National Electors). This approach reduces the volume of "unsupervised voting", provides for signature verification, and allows for identification verification. Staffin re uirements: Poll staff Approximately 135 (on average 6 per voting locations plus roving su ervisors Office staff 1 Election day - approximately 25 municipal staff starting at 6:00 pm. For 1 hour on the job training. Includes Clerk's Dept. staff and other munici al staff E ui ment re uirements: Number of tabulators 20-24 units A roximatel 1 vote tabulator er eve 3500 eli ible electors List Mana ement Re uirements: System is necessary to manage list of electors to add, remove, edit the entries on the list. This system would also be used to manage the names of those electors who voted. Some systems are designed to enable us to electronically communicate back to MPAC followin the elections to streamline our Ie islated obli ations. Accessibilit Accommodations: This solution offers the opportunity to use audio ballots, magnifying sheets, and several assistive tools such as sip 'n puff for mobility impaired electors at the voting locations. As well, electors who will be unable to attend a poll on voting day could, upon written request, receive their ballot b mail and cast their ballot b mail. Ward I Poll im Iications We currentl do not have votin subdivisions. The would have to be created. Elector Impact (e . Familiarit , learnin curve, trustworth , etc. New to our electors as the process is not similar to any other election methods used by the Municipality, Province. or Federal. The use of vote counting equipment will only create a visual change at the voting locations. Availabilit of equi ment for accessibilit accommodations will onl create a ositive Appendix 3 Report CLD-021-09 Method of Elections For Clarington Traditional Paper BaHot with Poll Count Tabulators Combined with Re uested Mail-in Ballots im act for our electors with s ecial needs. Historical Voter Turnout with Votin Method No statistics available. However, the opportunity to request a mail-in ballot would parallel the traditional Proxy voting process and as such it is anticipated that the provision for a requested mail-in ballot would have minimal impact, if any, on the voter turnout. Recount method Technicall the results re ort would sim I be re-run Traininre uirements · The help desk staff would have to be trained on the steps of the process · 4 hour session for voting location staff · 6 hour session for roving supervisors · 5 hours for voting location staff responsible for specialized equipment for electors with special needs · 1 hour election night for receivers, transporters, auditors/balancing assistants · 1 hour for scanning operators · 1'2 hour on the job for election day · 4 hours for staff assi ned to work on election da at the on-site votin location Public Relations J marketin Different ads than in 2006. No increase in costs anticipated in fact there may be an opportunity for cost sharing with neighbouring municipalities because of consistent dates for voting. An increase in public awareness would definitely be required. Advertising for the method of election would be key to the success of the process. Which could include: print media, radio, as well as demos in the community such as clubs, COM, communit centers and 0 en houses. Votin Dates Advance Voting at the Voting Locations: October 30 and November 3r Voting Day at the Voting Locations: November 8, 2010 Mail-in Ballots: mail-out Oct 18th and returned ballots acce ted to 8:00 m. Bud et Estimates Election Officials votin locations Tem ora su ort staff Clerk's office Election Su lies ens, boxes, ta e, etc Printin & Re roduction ballots, voters' lists, forms Posta e voter notification cards + Mail out and In Advertisin Vote tabulatin e ui ment hardware/software List mana ement software Voter Notification roduction Votin Location rentals $35,000 $8,000 $35,000 $10,000 $28,000 $6,000 $63,000 $12,000 $4,000 $1 ,000 Appendix 3 Report CLD-021-09 Method of Elections For Clarington Traditional Paper Ballot with Poll Count Tabulators Combined with Requested Mail-in Ballots Total 1 $193,000 Appendix 3 Report CLD-021-09 Method of Elections For Clarington Traditional Paper Ballot with Poll Count Tabulators combined with Internet Summa of a roach: This approach provides for a traditional paper ballot. Electors are provided a choice to either attend a voting location to cast their ballot or cast their ballot by internet. This approach was commonly used throughout Ontario in the 2006 municipal elections. This approach provides a solution which has proven to be well received by electors of all ages and background. Those electors who do not have a comfort level with the internet may still vote in a traditional manner, while electors who prefer to vote from home or work may do so through the internet. Based on feedback from other municipalities it is antici ated that u to 40% of the electors take advanta e of the internet votin 0 tion. Staffin re uirements: Poll staff A rox 75 on avera e - 6 er location + rovin Office staff 1 15 on election da + 3 hel lines E ui ment re uirements: Number of tabulators 12 units (Approximately 1 vote tabulator per every 3500 eligible electors) PCs / Laptops to be used to access the real-time voters list (approximately 4 per location but will de end on the fadlities established as votin locations List Mana ement Re uirements.: System is necessary to manage list of electors to add, remove, and edit the entries on the list. This system would also be used to manage the names of those electors who voted. Some systems are designed to allow for electronically communicating back to MPAC following the elections to streamline our legislated obligations. Some suppliers include a voters' list management software component in their service solution while others have proven experience in combining their Internet/Telephone solution with the List Mana ement solution. Accessibili Accommodations: Electors can vote in the comfort of their own home using familiar and in some cases specialized tools that meet their unique needs. Public access computers and/or telephones may be used by electors who would not otherwise have access. Electors who are out of area can conveniently vote. Electors who are not comfortable with the technology have the option to cast a traditional paper ballot at the voting location. Ward I Poll im lications Not required. With the integration of the traditional paper ballot process with the internet process the real-time voters' list management is critical. This therefore enables electors to vote at an votin location within the ward. Appendix 3 Report CLD-021-09 Method of Elections For Clarington Traditional Paper Ballot with Poll Count Tabulators combined with Internet Elector Impact e . Familiarit , learnin curve, trustworth , etc. While voting by the internet would be new for our Clarington electors, unsupervised voting is not. For the past three municipal elections, our voters have received a mailing in order to cast their ballot. Some electors may have a lack of trust in casting a ballot over the internet and therefore they could still attend the voting location to cast a traditional a er ballot. Historical Voter Turnout with Votin Method No statistics for Clarington. However City of Peterborough voter turnout in 2006 using this combined method was 49.5%. Town of Cobourg voter turnout in 2006 using this combined method was 45% u from 39%. Recount method Poll count tabulator Trainin re uirements · Training of Clerk's staff by service provider · 3 hour training of helpdesk staff · 4 hour session for voting location staff · 6 hour session for roving supervisors · 5 hours for voting location staff responsible for specialized equipment for electors with special needs · 1 hour election ni ht for receivers, trans orters, auditors/balancin assistants Public Relations I marketin A very significant public relations campaign would have to be launched. This would include newspapers, unaddressed ad mail, "in community" demonstrations and on-line demonstrations. Staff would arrange to set up demos at service club meetings, open houses, libra branches, and communit centres Votin Dates Advance Voting: voting begins October 30th and continues through to 8:00 pm on November 8th. Bud et Estimates Election Officials votin locations Tem ora su ort staff Clerk's office Election Su lies ens, boxes, ta e, etc Printin & Re roduction ballots, voters' lists, forms Posta e voter notification cards Advertisin Vote tabulating equipment hardware/software/Internet services $16,875 $7,000 $22,000 $7,000 $35,000 $6,000 $86,000 Appendix 3 Report CLD-021-09 Method of Elections For Clarington Traditional Paper Ballot with Poll Count Tabulators combined with Internet List management software $12,000 VotinQ Location rentals $1,000 PC/Laptop Rentals $5,000 Domain $1000 Total $198,875 Appendix 4 Report CLD-021-09 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY -LAW 2009. Being a By-law to repeal By-law 2006-107 and to authorize the use of internet voting combined with traditional paper ballot voting at designated voting places and the use of automated vote counting equipment for the tabulation of ballots WHEREAS Section 42 of the Municipal Elections Act, 1996, as amended, provides that a municipal council may pass a by-law authorizing an alternative voting method including internet voting; AND WHEREAS Section 42 of the Municipal Elections Act, 1996, as amended provides that the council of a municipality may, by by-law, authorize the use of automated vote counting equipment for the purpose of counting votes at the municipal elections; AND WHEREAS Accessibility Standards for Customer Service, Regulation 429/07 requires the municipality to ensure that our election services include respect and dignity to our electors and our processes should provide all electors equal opportunity and allow for assistive devices which take into account the electors' disabilities; AND WHEREAS council deems it appropriate and in the public interest to conduct the municipal elections using a combined internet and traditional paper ballot method and to use automated vote counting equipment for the purpose of counting votes; NOW THEREFORE THE COUNCil OF THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON ENACTS AS FOLLOWS: 1. THAT the municipal elections be conducted using a combined voting method of Internet voting and traditional paper ballot; and 2. THAT automated vote counting equipment be used for the purpose of counting votes. By-law read a first, second, and third time this 13th day of October, 2009. Jim Abernethy, Mayor Patti L. Barrie, Municipal Clerk