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HomeMy WebLinkAboutCD-15-00 ~ -- .,] ,. ~~, {..., , ,...' '; -")11'.... , , THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON ~. "" REPORT Date: General Purpose and Administration Committee Monday, March 20, 2000 File #('yy 7 r; F Res. #gf!- / 10 -{) 0 Meeting: Report #: CD-15-00 VOTE BY MAIL By-law # Subject: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CD-15-00 be received; 2. THAT the Municipality of Clarington utilize the "Vote by Mail" method of voting for the 2000 Municipal election; and 3. THAT, in accordance with Section 42 of Municipal Elections Act, the appropriate by-law be forwarded to Council for passage. REPORT Section 42 of the Municipal Elections Act provides for a municipality to pass a by-law authorizing electors to use an alternative voting method that does not require electors to attend at a voting place in order to vote. One of these alternative methods is "Vote By Mail", offered by Canada Post Corporation. Vote By Mail works in the following way: . Revisions to the Voters List are conducted at the Clerk's Department in the Municipal Office. . Electors included on the Voters List by the end of September 2000 receive their Vote By Mail kit from Canada Post. Electors added to the list between October 1 and November 13, 2000 pick up their Vote By Mail kit at the Municipal Administrative Centre. " . ..... '. " Report CD-IS-OO - 2 - March 20, 2000 . The Vote By Mail kit consists of the following: . Voting instruction sheet (See Attachment No.1) . A composite ballot (See Attachment No.2) . Inner ballot envelope coded with the Ward number (See Attachment No.3) . Voter declaration form (See Attachment No.4) . Outer return envelope (yellow) with prepaid postage (See Attachment No.3) . Such other necessary material as the Clerk determines . Upon receipt of the Vote By Mail kit, the voter: i) completes the ballot, places it in the inner ballot envelope and seals the envelope. ii) completes the voter declaration form and places it, along with the sealed ballot envelope, in the yellow prepaid business reply envelope. iii) returns the prepared voting envelope by mail or by delivering it to the ballot Return Station. . If a voter does not receive a Vote By Mail kit or if the kit is destroyed or if the ballot has been incorrectly marked, a replacement kit is provided. . Each day as return voting envelopes are received at the Municipal Administrative Centre, the Clerk removes the sealed inner ballot envelope and vote identification slip and updates the Voters List to reflect the fact that a particular voter has cast his ballot. . The sealed inner ballot envelope is placed in the appropriate ballot box. . On voting day, the ballots are transferred to a ballot counting centre where the counting will take place. 706 ." '.,' -\ " Report CD-15-00 - 3 - March 20, 2000 On February 4, 2000, a meeting was held in the Township of Brock where Richard Bates, CAO / Clerk, Township of Ramara made a presentation on the Vote By Mail method which the Township used for the 1997 municipal election. Mr. Bates indicated the following benefits with this method of voting over the traditional method: . Township voter turnout was increased by 53% over the 1994 election. . Many compliments were received from seniors who were pleased with not having to worry about weather conditions and transportation on voting day. . Elimination of advance polls. . Elimination of proxy voting. Mr. Bates indicated that the Township has many seasonal residents and they experienced no difficulty with ballots being mailed to these residents and returned by voting day. Even ballots sent as far away as Florida and were returned in time. . No need to worry about handicap accessible voting stations. Residents are able to complete their ballot in the comfort of their own home. . Businesses were not impacted by the election by having to provide their employees with three consecutive hours in which to vote on voting day as required by Section 50( 1) of the Municipal Elections Act. . Election staff (Deputy Returning Officers and Poll Clerks) only begin their election work at approximately 6:00 p.m. on voting day, thereby alleviating the fatigue factor when the ballot counting begins. . Reduction of the number of election workers and related remuneration. . Municipal Clerk maintains better control over the entire election process. The counting of the ballots takes place in one centre so it is possible for the Returning Officer (Municipal Clerk) to oversee the entire count. Mr. Bates discovered, once the ballots were being opened, that each ballot contained a serial number which Canada Post had printed in order to correctly match the proper ballot to each elector. This brought into question the confidentiality of the vote. Canada Post has assured us that this has been corrected for the 2000 municipal election and there will be no code or serial number whatsoever on the ballot. 707 , "f Report CD-15-00 - 4 - March 20,2000 Also, it was determined that many electors wanted to place their ballots in the ballot box to ensure that their vote was cast properly. In order to accommodate this, a ballot box was made available at the Municipal Office. It would be our intention to provide the same opportunity at the Municipal Administrative Centre for our electors. One area of concern that was raised at the meeting was whether or not Canada Post could ensure delivery of the ballots to the Municipality Administrative Centre to meet the voting deadline. The return envelopes are yellow in colour so that they stand out and postal workers are made aware that they must be delivered promptly. During the 1994 election process, the threat of a mail strike loomed. Mr. Bates was assured by Canada Post that even if a strike occurred, post office would deliver the ballots. With this method of voting, all ballots are separated according to ward but not according to poll. Therefore, when the final result is calculated, the numbers would not be broken down poll by poll within each ward. Election Costs Canada Post provides the Vote By Mail Program based on the following pricing information: Volume Over Price Per Piece 1,000 $2.95 5,000 $1.75 10,000 $1.60 15,000 $1.55 25,000 $1.50 Based on Clarington's latest elector count of 62,069, the Vote By Mail cost to Canada Post would be $93,100. Taking into account all other expenses related to the elections, it has been determined that running the election using the Vote By Mail method would save the municipality approximately $25,000. The majority of this saving is in the area of staffing costs. To conduct the election as has been done traditionally, it is expected that approximately 325 Deputy Returning Officers, Poll Clerks and Elections Assistants will need to be hired. With the Vote By Mail method, this number would be decreased to approximately 150. 'l'f '" -', '. Report CD-IS-00 - S - March 20, 2000 Recommendations Given the above mentioned benefits of the Vote By Mail method of conducting an election and Canada Post's assurance that the glitch of serial numbers has been resolved, it is staffs recommendation that this method of voting be implemented for the upcoming 2000 municipal election. As this is a complete change in methods for the municipality and its electors, a comprehensive advertising campaign will be undertaken to ensure our electors are aware of the Vote By Mail election and the related procedures. Respectfully submitted, Reviewed by, Of~~ Franklin Wu, M.C.I.P., R.P.P., Chief Administrative Officer Attachments 709 ~. , '; Attachment No. 1 , .. " I Ontario Municipal Elections - Vote By Mail REQUIRED TO BE MAILED BY NOVEMBER 3RD, 2000 VOTING INSTRUCTIONS FOR VOTE BY MAil TOWNSHIP OF ANYTOWN 2701 RIVERSIDE DRIVE OTTAWA ON K1AOBl SAMPLE ONLY John or Jane Voter 123 Any Street Any town On X 1 X OXO IMPORTANT PLEASE READ REVERSE SIGN, AND RETURN WITH YOU BALLOT IMPORTANT PLEASE READ REVERSE SIGN, AND RETURN WITH YOUR BALLOT First, check the contents of thiS voting kit Your voting kit should contain four items in addition to this instruction letter: 1. A Ballot 2. A White Secrecy Inner Envelope for your completed ballot (marked' inner envelope") 3. A Voter Declaration Form (on reverse side of this instruction sheet) 4. A Yellow Return Envelope If any of these contents are missing. please call your municipal office at (xxx-xxx-xxxx) during regular business hours. Casting your ballot Please follow these voting instructions precisely. They are designed to keep your vote secret and to ensure that your ballot is not spoiled. By Iowa spoiled ballot cannot be counted. ] . On the Ballot using a ballpoint pen. mark and X inside the circle beside the name of the candidate of your choice. DO NOT WRITE ANYTHING ELSE ON THE BALLOT 2. Fold the ballot and place In the White Secrecy Inner Envelope (only one ballot per envelope) marked Inner Envelope and seal it. DO NOT WRITE ANYTHING ELSE ON THE ENVELOPE. 3. Place the White Secrecy Inner Envelope in the Yellow Return Envelope (only one White Secrecy Inner Envelope per Yellow Return Envelope) 4. Complete the Voter Declaration form by printing and signing your name. 5. Fold the Voter Declaration Form along the dotted line and insert it in the Yellow Return Envelope (only one Voter Declaration Form per Yellow Return Envelope), The address of the Municipality MUST appear in the window of the Yellow Return Envelope. The Yellow Return Envelope should now contain the White Secrecy Inner Envelope with your ballot inside it and your Voter Declaration Form. 6. Seal the Yellow Return Envelope and deposit it with Canada Post by November 3rd 2000. NO POSTAGE IS REQUIRED IF MAILED IN CANADA 7. NOTE: You will be issued only one voting kit. Should you receive more than one voting kit (due to the fact that you own more than one piece of property in the same municipality) please note, it is against the law to vote more than once for any elected office within the same municipality (Municipal Elections Act 96 Section 51, Sub 2,) 7. Should you choose not to mail your vote. complete you're voting kit as described above and deliver it to your municipal office. Sorting and counting the votes Your ballot will be counted only if arrives at your municipal office before 8:00 p.m. eastern standard time. November 10. 2000. Under the supeNision of the municipal clerk the Yellow Return Envelopes are opened and the White secrecy Inner Envelopes are removed, Each Voter declaration form will be verified to ensure that the ballot is from a registered voter and that the registered voter has not previously voted. 710 . "'I' d" Attachment No. 2 BALLOT The Municipal Elections Act (Section 41 (1)) Election: November 10, 2000 SAMPLE ONLY MUnicipality of XXXXXXXXXXXXXX Ward XXXXXXXX Please complete this ballot by marking an n X' in the circle beside the name of the candidate (s) of your choice. DO NOT WRITE ANYTHING ELSE ON THE BALLOT. MAYOR COUNCILLOR DISTRICT COUNCILLOR You are intiled to vote for one (1) candidate You are intiled to vote for one (1) candidate You are inti led to vote for one (1) candidate John All - John All - John All - George Big _ Paul Little _ George Big _ Paul Little _ George Big _ Paul Little _ PUBLIC SCHOOL TRUSTEE You are intiled to vote for one (1) candidate John All - George Big _ Paul Little _ Fold this Ballot and place inside the White Secrecy Inner Envelope (only one ballot per envelope) market n Inner Envelope" and seal it, Then insert inside the Yellow Return Envelope with your Voter Declaration, making sure that the Municipalities address shows through the window. 711 , ".S" ~-.. . - . , Attachment No. 3 > . Outbound Delivery Envelope (#10 window) VOLUME ELECTRONIC MAIL 2701 RIVERSIDE DRIVE N0181 Canada Post Ottawa On K1 A 081 Corporation Permit 123456 Lettermail I I Return Envelope (#9 window) (YELLOW) Canada Post Corporation Busi ness Reply 123456 I I INNER ENVELOPE (Secrecy Envelope for Ballot) IINNER ENVELOPE I - 712 ~....),I ~. Attachment No. 4 '.... I VOTER DECLARATION FORM SIGN AND RETURN THIS FORM AS PER THE INSTRUCTIONS ON REVERSE SAMPLE ONLY Please clearly print your name I the undersigned, swear or affirm that I am named on the voters list for the voting place and have not already voted in this election. Municipal Address 1 23 Any Street Any town On X1X OXO Signature of Elector Signators address 345 AnyStreet AnyTown On X1X OXO FOLD ALONG DOTED LINE. INSERT IN YELLOW RETURN ENVELOPE WITH THE MUNICIPAL ADDRESS SECTION SHOWING IN THROUGH THE WINDOW PLEASE NOTE: THE ABOVE DECLARATION FORM MUST BE SIGNED AND RETURNED IN ORDER FOR YOUR BALLOT TO BE COUNTED It's up to you! It is your responsibility to ensure that your ballot is received by your municipality no later than 8:00 p.m. Eastern Standard Time, November 10th, 2000, To ensure your ballot is received prior to the voting deadline, your completed ballot and declaration form must be mailed by November 3rd. 2000 at the latest. Remember that, by law, late ballots cannot be counted. 713