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HomeMy WebLinkAboutCLD-028-14 Clarhigton Clerk's Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: December 8, 2014 Report Number: CLD-028-14 Resolution Number: ' File Number: C07.AC By-law Number: Report Subject: Accessibility Initiatives Undertaken for 2014 Municipal Elections Recommendations: 1. That Report CLD-028-14 be received; and 2. That a copy of Report CLD-028-14 be forwarded to Elections Ontario, Elections Canada, and the Ministry of Municipal Affairs and Housing. Municipality of Clarington Report CLD-028-14 Page 2 Report Overview This report is provided in accordance with the requirements of the Municipal Elections Act, 1996, and details the accessibility measures incorporated into the Clarington 2014 Municipal Elections. 1 . Background 1.1. General 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 2014 Municipal Election. On October 27, 2014 there were 62,329 eligible electors in the Municipality of Clarington. Of those eligible, 19,032 exercised their right to vote (30.53%). According to Statistics Canada's "Disability in Canada: Initial findings from the Canadian Survey on Disability" fact sheet, 13.7% of Canadians and 15.4% of Ontarians have some sort of disability. Therefore we can estimate that 9599 eligible electors are limited in their abilities, whether it be vision, hearing, mobility, speech, mental health, or learning. Our 2014 Municipal Elections were conducted via traditional voting location, paper ballot, with vote tabulator vote count process. The Municipality was divided into 33 Voting Subdivisions stationed at 33 voting locations on Voting Day, with 11 Advance Voting opportunities held throughout the Municipality over 5 days. Approximately 306 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 Clerk's Department 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, 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 33 voting locations were deemed accessible, we provided audio/tactile voting assistive devices on all five of our Advance voting days, 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 $3,000. Additionally, we introduced "Special Mail-in Ballots", which was a process available to all those that are physically incapacitated, away from the area on Voting Day, or who are working as an Election Worker on Voting Day. This allowed those eligible to mark their ballot at home and mail or deliver the ballot to the Clerk's Department. Municipality of Clarington Report CLD-028-14 Page 3 2. Concurrence Not Applicable 3. Conclusion We are confident that the accessibility initiatives undertaken by the Clerk's Department for Clarington's 2014 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 2018 Municipal Election process will ensure dignity, fairness, integration and equal opportunity for all of our Clarington electors. 4. Strategic Plan Application Not applicable. O , E Submitted by: Reviewed by: !F C. An��L reen ree Franklin Wu, Municipal Clerk Chief Administrative Officer Staff Contact: Anne Greentree, Municipal Clerk, 905-623-3379 ext. 2102 or agreentree @clarington.net Attachments: Attachment 1 —Accessibility Initiatives Details Attachment 2 —Voting Location Site Inspection Information Attachment 3 —Accessibility Feedback Form Attachment 4 — Customer Service Feedback Form Attachment 5 — Continuous Accessibility Audit Form The following is a list of the interested parties to be notified of Council's decision: Marc Mayrand, Chief Electoral Officer, Elections Canada Greg Essensa, Chief Electoral Officer, Elections Ontario Diane Ploss, Municipal Advisor, Ministry of Municipal Affairs and Housing CAG/jeg Attachment 1 CLD-028-14 Identification of Barriers Staff took the following actions to identify barriers that affect electors and candidates with disabilities: Actions Details/Key Learnings/Vision for 2018 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 turn appreciated the accessibility initiatives constructive feedback from the Committee. Would consider taking similar action in 2018. 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 Information was entered into election (See Attachment 2, Voting management software, for ease of use. Location Site Inspection Information) Would consider taking similar action in 2014 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 2018. 4. Special Mail-in Ballot —where the In light of the recommendations arising out of elector can request a mail-in the 2010 accessible election review, we ballot package incorporated a "Special Mail-In Ballot" process to be used in the following three specific circumstances: ® Physical incapacity. ® Absence from the Municipality of Clarington for the Advance Voting period and on Voting Day. ® I have been appointed as an Election Official for Clarington's 2014 Municipal Elections and I am unable to vote at the Advance Vote or at my designated voting place on Voting Day. Of the 39 electors took advantage of this option, only one used this method due to physical incapacity. Will review this option in 2018. Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2018 5. Proxy Voting Proxy voting was available to all eligible electors. This method involves the voter appointing another eligible voter to "vote by proxy" at the voting location. Twenty-three eligible voters applied to use this method. Would consider taking similar action in 2018. 6. 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 2018. they have identified 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 Learnings/Vision for 2018 Communications and Information 1. Ensured communication Each candidate was provided with a hardcopy initiatives and information for of the candidate information package. candidates and electors were Additionally, these materials were also posted available in alternate formats on the website or offered directly in electronic form. Interestingly enough, though, most candidates did not take advantage of the electronic option. Correspondence containing voters' lists and advanced voting participation lists were provided to candidates in an electronic format. Consideration will be given to move towards more electronic communications in 2018 to minimize costs and expedite delivery. 2. Posted all information to The 2014 Municipal Elections website was Municipality's website very comprehensive. We created a new "user friendly" URL: votes matter.clarington.net Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2098 Accessible elections information, which was posted on the website, included: • Voting process • Voting locations • Transit information • Parking • Entrances • Interior Voting Areas • Special Voting Locations • Voting Tools • Proxy Voting • Special Mail-in Ballots • Personal Assistance • Distribution of election information in alternative formats • Disruption of services • Feedback • Accessible Elections Policies and Procedures Statistics indicate that during the period between September 1 st and October 31 st, our election site had 45,000 page views. We are confident, therefore, that the site was well used by candidates and members of the public, and consideration will be given to make the website a focus for 2018. 3. Provided a copy of and links to: a Several candidates indicated that they Candidates Guide to Accessible appreciated all the information provided to Elections, produced jointly by the them. Association of Municipal Managers, Clerks and Treasurers Would consider taking similar action in 2018. of Ontario and the Province. 4. Solicited feedback on Although feedback was minimal (9 responses) accessibility initiatives through and mostly positive, we believe it is critical our Election web page and by that we continue to promote feedback from way of manual form, Accessibility our electors, and therefore would consider Feedback Form, at each of the taking similar action in 2018. voting locations (See Attachment 3) Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2098 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. Training was also provided to the Voting Place Supervisors working at the Advanced Voting Opportunities offering audio/tactile ballot marking devices — although no elector took advantage of this opportunity. Would consider taking similar action in 2018. 6. Provided "Customer Service Customer Service Feedback forms were Feedback Forms" provided at all voting locations, which were designed to allow the elector to evaluate all (See Attachment 4) aspects of the Election Officials' customer service, including accessibility. Although we received minimal response (10 responses), it is still felt that this is a valuable communication tool. None of the feedback forms referenced an accessibility issue. Would consider taking similar action in 2018. 7. Provided information to The 2014 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 2018. Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2018 Voting Locations 8. Provided Voting Place In response to findings of our initial site Supervisors with list of location- inspections, a list of special instructions was specific instructions to improve created for each location requiring any special accessibility of the location. set-up. This list was supplied to the Election Official to ensure the needs were addressed on Voting Day. 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 2018. 9. 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 (See Attachment 5) 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 received only a couple of complaints regarding barriers at the voting locations, which were remedied on site. Would consider taking similar action in 2018. 10. Utilized table lifts at each voting To accommodate the needs of any elector in location a scooter, wooden/ABS table lifts were provided 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 2018. Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2098 11. 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 signs were provided. Feedback from election officials confirmed the appropriateness and usefulness of the signs. Would consider taking similar action in 2018. 12. Ensured designated or reserved Each voting location had a minimum of two parking for persons with . designated Accessible parking space. disabilities at each voting location Additional signage was provided where there were any deficiencies. Would consider taking similar action in 2018. 13. Provided a significant number of To minimize the distance travelled by electors voting locations throughout the to attend their respective voting location, 33 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. During the Advance Voting period (being 5 days), voting locations were designated centrally throughout the four wards. However only 79 electors, over 2 days, took advantage of the Haydon voting location. 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 2018 election. Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2018 14. 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 2018. 15. Provided fully accessible voting One Advance voting location, on each of the assistive device at all five five Advance Voting days, was supplied with a Advance Voting Days. Voting Assistive Device which, through an audio/tactile 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. Would consider taking similar action in 2018. 16. 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 2018. Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2018 17. 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; 0 Glen Hill Strathaven b) a retirement home in which 50 or more beds are occupied Glen Hill Marnwood ® Lakeridge Health Bowmanville ® Seasons Clarington Fosterbrooke Long-Term Care Facility In response to electors' concerns about the shared facilities at Seasons Clarington Long Term Care facility and Seasons Clarington Condominium development, we allowed electors from both facilities to vote at the Special Voting Location. No elector voted at the Lakeridge Health Bowmanville long term care special voting location. Would consider taking similar action in 2018. 18. Provided magnifying sheets and Small, portable magnifying sheets were large print images of ballots at all available at all voting locations. These sheets voting locations were very well received by the electors and were frequently used. Large print images of ballots were provided at all voting locations. Would consider taking similar action in 2018. 19. 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 (e.g. thick pens, skinny pens, markers, etc.). No feedback was provided regarding this initiative. Would consider taking similar action in 2018. Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2018 20. Checked the access doors An Election Official (Greeter) was assigned to frequently to offer assistance and work at each voting location to greet electors watch for electors unable to and provide any assistance to them upon easily enter the building 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 or otherwise) to electors to ensure easy access to and within the voting place. Would consider taking similar action in 2018. Staff Training & Assistance 21. Staff training incorporated The Accessible Customer Service training provisions to meet accessible component was delivered lecture-style, and customer service standards with a video, inviting audience participation. As well, the concepts were reinforced through discussions. The principles of the Municipal Elections Act, 1996 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 (e.g. 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 2018. 22. Provided reference materials In support of the three 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. Attachment 1 CLD-028-14 Actions Details/Key Learnings/Vision for 2018 Feedback from Election Officials confirmed that the training and supporting materials were appropriate and relevant. Would consider taking similar action in 2018. 23. 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 2018. 24. Training videos for Election Recognizing that everyone learns differently, Workers who learn visually we incorporated six training videos in our training sessions for all of our election workers. Attachment 2 CLD-028-14 Voting Location Site Inspection Information The following are printscreens of the fields completed regarding each location, including accessibility information: .............. ............................. .............................................. ............------------------------------------------ ................. .......................... .. ............. ............ .......... ....... Facility, Notes Opening 1 Closing contact name Fire DHII Discussion Yes Construction Plans? Heat timer? (`�Yes (-` o yes -'No Light timer? Access[hle Washrooms - Men? ��Yes ,` -�No 7Yes ( .,No Accessible',.Allashroorns-Women? Telephone Available? -Yes ,"iNo }Yes 1`-�No Pov.�er Supply Test Election Day Contact elephone 4 'let iyout cliaci ram Gullet fr(.,m Vote Tabulator(in feel) location la Browse--- Attachment 2 CLD-028-14 Facilit,Accessibility; Notes Facillt�, accessible via pUblic transit? Narne and address visible from street? Yes o Entrance accessible? (rarrip) Ramp well clesixied and safe? �Yes No es No Door Hardware accessible? Can dour accomnroclate vMeelc haiO :""Yes "_,�No Door easy to open? Entrance easy to see? Yes t,..'No Entrance %�,�ell lit? Flooring non-slip, even and level? es Inside voting lacationv�?ell lit? Corridors able to accommodate wheelchair (-',-,Yes C-4,4o _'Yes Attachment 2 CLD-028-14 1 Equipment Notes #of Chairs Required i Chairs Supplied? ;Yes .;No #oftabtes required? Tables supplied? .:-Yes C',No First Aid Equipment Yes ,')No Parking Notes Nurnber of staff spaces of spaces available for public? of on-street parking spaces? Distance parking to voting area?(ft) Eternal lighting? External lighting on a timer? Yes r No ;Yes s;;tJo Confirmed lights stay on? #of accessible parhnq spaces? Accessible parking clearly marked? #of accessible signs we need to supply Yes 'No Parking lot firm and level'? ;Yes i M Curb cuts provided? Space large enough?or van with lift? )Yes iNo ``Yes- ;No Attachment 2 CLD-028-14 Route smooth and unobstructed? Route wide enough for wheelchaire'scooter (:-��Yes- ............ Beds-Comments Best option for list management? Do you have a lockdown procedure? LocRdown procedure -comments 1 ,,Yes jNo Roving i Stationary Poll -comments Hours of Voting Discuss'Voters List Dates £Yes -,No DISC LISS Voters' List Review Period Discuss Voting Times 'Yes M :Yes 'No Revisions to List 0 p port Lin ity Tc)r family pester'? hove,many beds Level access -entrance to voting area? Yes ; �N o Attachment 2 CLD-028-14 i' Parking kilain Voting Entrance Building identification Ramps °P T I Pathway to Voting Place Elevator i Lift AccessibleWashrooms Lighting i Overall Grade Cornments i Attachment 3 CLD-028-14 141,1) oil 2014 Municipal Elections V Accessibility Feedback Form Your feedback is important to help serve you better as we strive to Ineet everyone-'s needs, We would like to receive your comments, questions and suggestions about the provisions of our 2014 Municipal Elections services to people with different needs. Voting Place- Voting Subdivision.: Date and time of visit.- Did we meet your expectations towards accessibility today? C] Yes C) Somewhat 0 No explapn befoLv,," Did you have any problems accessing the Voting Area, 0 Yes C] Somewhat 0 No (please ex-ph5rn befct�,,) Please add any other comments you may haven Would you like to be contacted? 0 No, I do not need to be -.o ntacted (jYes, my preferred method of contact is: [) Mail Cj Phone C1 E-t0ail Contact information (option RI) Name: Te[epbone number: Address: Email Address: Personal information on this form is collected under the authority of Section "31-57{1) of the MunfcipalAc( F.S.O. 1990., c, R45. The purpose of the collection of your personal contact information is so that we may respond to your feedbarl;'.. Questions about this collection may be directed by mail to: The Municipal Clerk's Department 4D Temperance Street Bowmanville, ON L-TC 3A6 Attachment 4 CLD-028-14 C149 Fill), W11 2014 Municipal Elections CUSTOMER SERVICE FEEDBACK FORM Customer Details D ate Form First Name Address Telephone Feedback Details Is concern accessibility related? ❑ Yes ❑ No Location of Concern Details Action Taken (intemal use only) Date Received DepartmentIlDivision Action TaRen Customer FoHow-up D,ate Metbod ❑ More ❑ email ❑ in person ❑ Resohred/Completed Signature Date Attachment 5 CLD-028-14 ( I T- "Itall"I'll o oil WARD vs Continuous Accessibility I tl� Vow MAW Audit Form Facility Name: Detail 10:00 1 11:00 1 12:00 1:00 2:00 3:00 4M 5:00 6:00 7:OD SECTION I - FACILITY EXTERIOR Is the facility name and address dearly visible from the street and sidewalk? Is the entrance noc-essible? Is ac—nessible parking available? Is tie accessible parking space clearly marked with the international symbol of Accessibility? Is the space large enough to meet the needs of an elector who uses a van equipped with a wh eelchair lift? Is the parking spece firm and level? Is the route to the entrance unobstructed, continuous, smooth,hard surfaces with n o abrupt changes in level? Is the route wide enough so someane using a wheelchair. scooter or serAce animal can Travel safely? SECTION 11- FACILITY ENTRANCE Is the ramp well designed and safe? Is fhe entrance unobstructed? If no auto-opener,is TC opening door for all electors? 15 the enirsnoe easy to see? Is the entrance well [it? Attachment 5 CLD-028-14 Cla I"in 411 oil V Continuous Accessibility Audit Form SECTION III - PATHWAY FROM ENTRANCE TO VOTING PLACE Is the pathway from the friain entrsnce to the voting area smooth and easily travelled? Is the flooring non-slip, avan and level? Are the aisle'uses at least 3' wide? Is the voting area well lit? Aje there seats evailable for people to rest ff needed? Does the V atj n g P la oa have sufficient spaoE for a wheelchair or scooter to move about easily? (min- 3')and (min 5'radius) SECTION IV- EQUIPMENT Is there a vs befy of marking tools available at each voting plac=e? Is Pie magnifying sheet available at es--h CoRC table? Is at least one voting compartment table raised for accessibility's SECTION V - CAMPAIGN UTERATURE Voting comparirrient check Paff-vjay from, main entrance to voting area o -heok Voting Place exterior ohec,V Attachment 5 CLD-028-14 (Itf I I"in 0 1 vot" Mihltar-,� Continuous Accessibility Audit Form SECTION V - REMEDIATION MEASURES TAKEN Time Details lnspc---Ied by I'pr,-ef nanie; Signatu,,-.