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HomeMy WebLinkAboutCLD-002-11i Fxrrgizirrg (intar~to REPORT CLERK'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 10, 2011 Report #: CLD-002-11 File Resolution #: ~'F~A'DI$-If By-law #: Subject: Accessibility Initiatives Undertaken for 2010 Municipal Elections Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-002-11 be received; and 2. THAT a copy of Report CLD-002-11 be forwarded to Elections Ontario, Elections Canada, and the Ministry of Municipal Affairs and Housing. Submitted Reviewed by`-'~ h" -` ~ C"~k- Franklin Wu, Chief Administrative Officer. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOW MANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-4169 REPORT NO.: CLD-002-11 BACKGROUND AND COMMENT: PAGE 2 This Report is being submitted to Council in accordance with s.12.1(2) of the Municipal Elections Act, 1996 which requires the Municipal Clerk to report to Council within 90 days of the election detailing the identification, removal and prevention of barriers that affected electors and candidates with disabilities during the 2010 Municipal Election. On October 25, 2010 there were 57,547 eligible electors in the Municipality of Clarington. Of those eligible, 19,868 exercised their right to vote (34.52%). According to statistics quoted by Accessibility Experts Ltd., 15.5% of our population has some sort of disability. In Clarington, therefore we can estimate that 8900 electors are limited in their abilities, whether it be vision, hearing, mobility, speech, mental health, or learning. Our 2010 Municipal Election was conducted via traditional voting location, paper ballot, manual count process. The Municipality was divided into approximately 222 Voting Subdivisions stationed at 44 voting locations on Voting Day, with 11 Advance Voting opportunities held throughout the Municipality over 5 days. In excess of 550 people were hired as Election Officials to assist in executing this event. To ensure dignity, fairness, integration and equal opportunity for all of our Clarington electors, the Municipal Clerk's Office undertook several initiatives. In developing our initiatives to ensure we were maximizing our efforts and meeting our goals, staff contemplated the recent Canadian Human Rights Tribunal Decision regarding a Human Rights Complaint against Elections Canada, consulted with The Canadian Hearing Society, the AMCTO Election Team, Elections Ontario, Elections Canada, and the Clarington Accessibility Advisory Committee for input and feedback. We are proud to report that all 44 voting locations were deemed accessible, we provided audio /tactile voting assistive devices at all of our Advance voting locations, our Municipal Election website was enhanced to provide more comprehensive information regarding our election activities, and all of our Election Officials were trained on Accessible Customer Service standards. Attachment 1 to this Report details those initiatives. The total estimated cost for implementing these initiatives is $11,000. REPORT NO.: CLD-002-11 PAGE 3 CONCLUSION We are confident that the accessibility initiatives undertaken by the Municipal Clerk's Office for Clarington's 2010 Municipal Elections met and exceeded the needs within our community. Staff will continue to monitor the technologies and processes of conducting elections, and will continue to receive feedback from our electors, to ensure that our 2014 Municipal Election process will ensure dignity, fairness, integration and equal opportunity for all of our Clarington electors. Attachments: Accessibility Initiatives Details Attachment 1 CLD-002-11 Identification of Barriers Staff took the following actions to identify barriers that affect electors and candidates with disabilities: Actions Qetaiis / Key Learnings /Vision for 2014 1. Reviewed with and received While the Committee appreciated the input from our Accessibility opportunity to review our "accessibility Advisory Committee our election measures plan", staff, in tum appreciated the accessibility initiatives constructive feedback from the Committee. Would consider taking similar action in 2014. 2. Created an accessibility checklist Checklist proved useful as a guide to ensure for election personnel to use all features of the location were inspected. when conducting site visits of each voting location Would consider taking similar action in 2014 (See Attachment 2) with some modifications to the form. 3. Assessed voting processes and Very challenging to envision needs of ALL procedures to ensure it met the electors. needs of the electorate. Would consider taking similar action in 2014. 4. Communicated with staff from Sharing of knowledge and experiences is various municipalities throughout always valuable. Ontario and other parts of Canada to seek input on barriers Would consider taking similar action in 2014. they have identified 5. Assessed the risk of not There were electors who were disappointed providing amail-out ballot that they could not receive their ballot at home. Generally these electors were "housebound" and felt they were being disenfranchised. Would consider incorporating mail-out ballots as an o tion in 2014. Attachment 1 CLD-002-11 Removal and Prevention of Barriers Staff took the following actions to remove and prevent barriers that affect electors and candidates with disabilities: Actions Details /Key !earnings /Vision#or 2014 Commwni~cations and Information' 1. Ensured communication Each candidate was provided initiatives and information for correspondence, updates and forms in candidates and electors were hardcopy. Additionally, these materials were available in alternate formats also posted on the website or offered directly in electronic form. Interestingly enough, though, most candidates did not take advantage of the electronic option. Consideration will be given to move towards more electronic communications in 2014 to minimize costs and expedite delivery. 2. Posted all information to The 2010 Municipal Elections website was Municipality's website very comprehensive (especially compared to the 2006 site). Statistics indicate that during the period j j between September 1St and October 31St, our election site was viewed approximately 19,000 times. We are confident therefore that the site was well used by candidates and members of the public, and consideration will be given to further expand the site for 2014. 3. Provided a copy of and links to: a Given the number of questions we received Candidates Guide to Accessible from Candidates regarding their campaign Elections, produced jointly by the activities as it related to accessibility issues, Association of Municipal we have concluded that the Guide and other Managers, Clerks and Treasurers links were well-received by the candidates. of Ontario and the Province; the provincial accessibility website; Would consider taking similar action in 2014. the municipality's website; and any other related material Attachment 1 CLD-002-11 Actions Details /Key Learnings / 1/ision for'2014 4. Solicited feedback on We received feedback from two electors and accessibility initiatives through both of these comments addressed parking our Election web page and by concerns at the Municipal Administrative way of manual form at each of Centre on the Saturday Advance Vote due to the voting locations the "Applefest" traffic in the downtown core. Although feedback was minimal, we believe it is critical that we continue to promote feedback from our electors, and therefore would consider taking similar action in 2014. 5. Provided all election officials with In accordance with Ontario Regulation accessible customer service 429/07, Accessibility Standards for Customer training Service made under the Accessibility for Ontarians with Disabilities Act, 2005 all election officials received training regarding ~ interaction with all of our electors regardless ', of their abilities or disabilities. Training also included the proper use of accessibility tools available for electors to use to assist with the voting process. Would consider taking similar action in 2014. 6. Provided information to Tfie 2010 Candidate's Information Package Candidates re Campaign included the Ministry of Municipal Affairs Expenses and in particular rules Candidate Guide. This Guide explained the affecting candidates with rules respecting expenses incurred by disabilities candidates specific to accessibility accommodations. Additionally, staff attended two Candidate Information Sessions, hosted by the Ministry of Municipal Affairs and Housing during which campaign finances were discussed. Would consider taking similar action in 2014. Votin :Locations 7. Conducted site visits of all In response to findings of our initial site potential voting locations to inspections, a list of special instructions was ensure full accessibility as created for each location requiring any special measured against our standards. set-up. This list was supplied to the Election (See attached Checklist) Official to ensure the needs were addressed on Voting Day. Attachment 1 CLD-002-11 Actions Details f Key Learnngs f Vision far 2014.. While built accessible features are important, location and proximity to the electors is also important. That said, however, financial constraints of school boards and local hall boards create challenges when trying to address built deficiencies such as ramps, auto door openers, etc. In some cases, alternate facilities were selected. Would consider taking similar action in 2014. 8. Continuous Accessibility One election official for each voting location Inspection was assigned the responsibility of ensuring the initial set-up of the voting location met our customer service standards. This same individual was required to conduct hourly inspections throughout the Location to ensure that the Location remained accessible and barrier free. These inspections were documented along with any deficiencies and actions taken. ~ This task was easily executed and we did not i receive any complaints regarding barriers at the voting locations. Would consider taking similar action in 2014. 9. Utilized table lifts at each voting To accommodate the needs of any elector in location a scooter, wooden table lifts were constructed (designed in house and constructed by students at Courtice Secondary School) and deployed in each voting location to provide an alternative higher work table. This accommodation was easy, relatively inexpensive and well used by many electors. Would consider taking similar action in 2014. 10. Provided appropriate signage at Each voting location was supplied with a voting locations variety of signs (varying colours, fonts and sizes, etc.). Signs were posted at the roadside, front entrance, along hallways and inside the Voting Place. Where required, additional si ns were rovided. Attachment 1 CLD-002-11 Actions Details /Key Learnings /'Vision for 2014 ", Feedback from election officials confirmed the appropriateness and usefulness of the signs. Would consider taking similar action in 2014. 11. Ensured designated or reserved Each voting location had a minimum of one parking for persons with designated Accessible parking space. disabilities at each voting location Additional signage was provided where there were any deficiencies. There was some feedback received through the Election Officials at the voting locations that the accessible parking was too far from the entrances. In these cases it was determined that the planned, designated door was not the door that was being used. Would consider taking similar action in 2014. 12. Provided a significant number of To minimize the distance travelled by electors voting locations throughout the to attend their respective voting location, 44 Municipality on Voting Day and voting locations were designated throughout during the Advance Voting the Municipality. Despite these period. accommodations, there were a few electors who expressed concerns that they were not voting at their "usual" voting location. The number of voting locations was significantly higher than other municipalities of similar size. This volume of locations increased costs, staff time and resources necessary to manage the voting location process. During the Advance Voting period (being 5 days), voting locations were designated centrally throughout the four wards. Would consider maintaining the number of voting locations for the advance voting in 2014. The number of voting locations on Voting Day will be reviewed for the 2014 election. Attachment 1 CLD-002-11 Actions Details! Key Learnings /Vision for 2014' 13. Public Transportation Access Where possible, voting locations were selected to ensure easy access public transit stops. Given the geographic landscape of Clarington, public transportation is not a viable option in many of the more rural areas. No feedback was received regarding use of public transportation to travel to the voting location. Would consider taking similar action in 2014. 14. Provided fully. accessible voting Each Advance voting location was supplied assistive device at all Advance with a Voting Assistive Device which, through voting locations. an audio interface, enabled electors with visual and mobility impairments to independently cast their ballot. Election Officials were thoroughly trained on the Accessible voting assistive device (hands- on) and were prepared to provide all the necessary instructions to the elector on using the equipment. While the availability of the equipment was advertised through our election website, the local newspapers and notices mailed to every household, we did not have any electors who took advantage of the voting assistive equipment. This was a rather disappointing outcome as the rental of the equipment was costly and it required significant staff time and resources to set-up and coordinate. Would consider only offering this equipment at one centralized location during Advance Voting and on Voting Day in 2014. Attachment 1 CLD-002-11 Actions Details /Key Leamings /.:Vision for 2014 ', 15. ,Provided vote anywhere in the Electors were offered a total of 11 voting Municipality at an advance poll opportunities. To accommodate the needs and schedules of our electors, a "vote anywhere" option was available in that our electors were eligible to vote at ANY advance vote location throughout the Municipality. Would consider taking similar action in 2014. 16. Provided voting opportunities on In accordance with the requirements of the the premises of: Act, we provided on-site voting for the a) an institution in which 20 or residents of: more beds are occupied by • White Cliffe Terrace Retirement persons who are disabled, Residence chronically ill or infirmed; b) a retirement home in which 50 Strathaven Lifecare Centre or more beds are occupied Marnwood Lifecare Centre • Lakeridge Health Bowmanville • Kingsway Arms • Fosterbrooke Long-Term Care Facility Would consider taking similar action in 2014. 17. Provided magnifying sheets at all Small, portable magnifying sheets were voting locations available at all voting locations. These sheets were very well received by the electors and were frequently used. Would consider taking similar action in 2014. 18. Provided a variety of marking To accommodate electors with varying tools at all voting locations on mobility impairments, a variety of marking Voting Day tools was available for use by the electors (eg. fat pens, skinny pens, markers, etc.). No feedback was provided regarding this initiative. Would consider taking similar action in 2014. Attachment 1 CLD-002.11 Actions Details /Key Learnings /Vision for 2014 Staff Train in & Assistance 19. Staff training incorporated The Accessible Customer Service training provisions to meet accessible component was delivered lecture-style inviting customer service standards audience participation. As well, the concepts were reinforced through role-play and scenario discussions. The principles of the Municipal Elections Act and the requirements of the Ontarians with Disabilities Act were clearly communicated to the Election Officials to help them apply critical thinking to successfully take action when encountering a unique situation at the voting location (eg. offering curb-side voting to an elector). Feedback from Election Officials confirmed that the training was appropriate and relevant. Would consider taking similar action in 2D14. 20. Provided reference materials In support of the 3 hour Election Official training session, each Official also received an assignment-specific training manual which underscored the need to treat all electors equally with dignity while maintaining their right to secrecy. Feedback from Election Officials confirmed that the training and supporting materials were appropriate and relevant. Would consider taking similar action in 2014. 21. Election Officials available to Election Officials were trained to ready assist as required themselves to assist electors where and when necessary, but not to make assumptions and/or interfere. Would consider taking similar action in 2014. Attachment 1 CLD-002-11 Actions Details /Key Leanings! Vision for 2014 22. ' Checked the access doors ~ An Election Official (Traffic Clerk) was frequently to offer assistance and assigned to work at each voting location to watch for electors unable to greet electors and provide any assistance to easily enter the building them upon entering the voting place. Voting locations where there were no automatic door opener or where the entrance to the voting location was not within the immediate vicinity of the voting place had additional Election Officials assigned to them. These additional Officials opened the doors for the electors and provided assistance (verbal orotherwise)to electors to ensure easy access to and within the voting place. Feedback from Election Officials confirmed that the additional Officials were appropriate and worthwhile. Would consider taking similar action in 2014. ,t~~ ~al'1ii~01I ~wr~ Leadingtbr Way ~~~` Voting Site Inspection Form ~~. Facility Facility or Site Name Phone Number Date of Inspection Street Address Suite/Unit Postal Code Facility Booking Contact Position Phone Number On-Site Contact Person on Voting Day Phone # Cell Phone # SECT~N ~ -•FA~uN Describe who and how facility will be opened and set up Fire Drill Discussion Construction Plans? on Voting Day (where necessary) ^ Yes ^ No EtfuiptineFlt: # of Required Chairs Supplied # of Required Tables Supplied Heat Timer Lights ^ Yes ^ No ^ Yes ^ No Accessible Washrooms First Aid Equipment Telephone Available Location of telephone access Male ^ Yes ^ No Fwnale ^ Yes ^ No ^ Yes ^ No ^ Yes ^ No Power supply All plugs tested ^ Yes ^ No Plug distance from location to Vote Tabulator (in feet) Facility Accessibility Is the facility accessible via public transit? ^ Yes ^ No Is the facility name and address clearly visible from the street and sidewalk? ^ Yes ^ No Is the enVance accessible? (ramp) ^ Yes ^ No Is the ramp well designed and safe? ^ Yes ^ No Is the door hardware accessible? (Can the door be operated using a closed fist?) ^ Yes ^ Nc Is the doorway wide enough for a person using a wheelchair or scooter to pass through? ^ Yes ^ No Is the door easy to open? (Can you prop them open in a safe manner?) ^ Yes ^ No Is the entrance easy to see? ^ Yes ^ No Is the entrance well lit? ^ Yes ^ No Is there level access from the entrance to the voting area? ^ Yes ^ No Is the flooring non-slip, even and level? ^ Yes ^ No Is the voting location well lit? (Inside the voting area) ^ Yes ^ No Are there seats available for people to rest if needed? How many? ^ Yes ^ No Are corridors spacious enough for a wheelchair or scooter to pass through comfortably? ^ Yes ^ No Does the voting area have sufficient space for a wheelchair or scooter to move about easily? ^ Yes ^ No I:1C07 Electians12010 ElectionslElection FormslVOting Site Inspection Report Ver02-02-10.doc Clarington y Leading Hie Way ~~~~~ '~' Voting. Site Inspection Form lue ! F~-cturY ©ta~t )IAGRAM OF VOTING AREA INCLUDING ENTRANCE, EXIT (INCLUDE ACCESSIBLE ENTRANCES AND EXITSI 1. Indicate length and width of voting room. 2. Indicate entrance and exits to be used by voters, including accessible entrances and exits. 3. Indicate all washrooms available to the public and election personnel. 4. Indicate location of telephone to be used by election personnel. 5. Indicate location of Directions and Instruction Sign, Revision Clerk tables, Deputy Returning Officer tables; secrecy booths, vote tabulator and direction of voter flow using typical poll set up as provided (this can be changed depending on individual circumstances at certain polling locations). 6. Indicate tabulator electrical supply, Indicate location of security personnel (SP) and greeters (GR) I:\C07 Elections\2010 ElectionslElecticn FortnslVoling Site Inspection Report Vert)2-02-10.doc C~al'1-I1~0I~ y~ ~ Leading the Way Voting Site Inspection Form ~~. SECTION II -PARKING Y Number of staff spaces Number of spaces available to public Number of on-street parking spaces ,tr Personnlal # of security personnel required # of greeters recuired ,_o.. .,. -. _. Distance from parking to voting area External Lighting If on timer, when do they go out? (approx.) ^ Yes ^ No Arrangements made to correct? ^ Yes ^ No Is accessible parking available? ^ Yes ^ No Is the accessible parking space clearly marked w/ the International symbol of Accessibility? ^ Yes ^ No Is the parking space firm and level? ^ Yes ^ No Are curb cuts provided? ^ Yes ^ No Is the space large enough to meet the needs of an elector who uses a van equipped w/ a wheelchair lift? ^ Yes ^ No Is the route to the entrance unobstructed and have continuous, smooth, hard surfaces w/ no abrupt changes in level? ^ Yes ^ No Is the route wide enough so someone using a wheelchair, scooter or service animal can travel safely? ^ yes ^ No 1:1C07 Elections12010 ElectionslElection FormslVoting Site Inspection Report Ver02-02-10.doc ~aC1I1~011 ,~ Leaaag the way ~ ~~~ Voting Site Inspection Form Iu~ ~ PARt4~MG>QL4CaRAM DIAGRAM OF PARKING LOT, ON STREET PARKING AND ELECTION SIGNAGE 1. Indicate area of parking lot and entrance to voting room. 2. Indicate area of staff parking and area of parking available to the public. 3. Indicate on street parking available to the public. 4. Indicate parking entrance and exits to be used by voters and flow of traffic. 5. Indicate location of parking attendant(s) (PA) if required. 6. Indicate location of large mobile directional signs (if required) and stake directional signs (if 1:1C07 Elections12010 ElectionslElection FormslVoting Site Inspection Report Ver02-02-10.doc Clairington r~ Leading tke Way Voting Site Inspection Form i~. ~, Reringrks name) 1:1C07 Elections12010 ElectionslElection FormslVOting Site Inspection Report Ver02-02-10.doc Clar~ngto~ ~.,~ Leading me way '~~ ~~ Voting Site Inspection Form IY~a ~ SECTION HI -SPECIAL VOTING LOCATION How many beds? What is best for list management? Comment: Do you have a lockdown procedure? ^ Yes ^ No Comment: ^ Roving Poll ^ Stationary Comment: Proposed Hours of Voting for Voting Day Hours of {/ Marnwood Lifecare Centre 10:00 a.m. - 12:00 noon Kin swa Arms 10:00 a.m. -12:00 noon White Cliffe Terrace Retirement Residence 2:00 .m. -4:00 .m. Strathaven Lifecare Centre 2:00 .m. - 4:00 .m. Fosterbrooke Lon -Term Care Facilit 2:00 p.m. - 4:00 p.m. Lakerid a Health Bowmanville 10:OD a.m. -12:00 noon Other Topics for Discussion: - Special Dates o Voter's List o Review Period o Voting Times - How to deal with revisions? - Poster for "Family Meetings" I:\C07 Elections~2010 ElectionslElection FormslVOting Site Inspection Report Ver02-02-10.doc Claringto~ ~ ceae~g the way "~ Voting Site Inspection Form lue roe ~w.caan+..tay-alCt7Vla~48rQ The foNowing section provides a grade based on the above noted accessibility requirements as defined in the , Municipal Clerk's Policy G07-010 that take into consideration core principles of independence, dignity, irkagration and-ecluaFtyof opportunity. Scale 1-5-(1=Mot accessible. 2 =Poor 3 = Accep! 4 =Exceeds Expectation) Parking Main Voting Entrance (~, Building Identification ~~ Ramps Pathway to Voting Place Elevator/Lift Accessible Washrooms Llghting „. Q Pass ; ¢]"Fail-' Comments: I:IC07 Elections12010 ElectionslElectian FormslVoGng Site Inspection Report Ver02-02-10.doc