ELECTION PLAN TOWN OF GODERICH MUNICIPAL ELECTIONS. January 2014

Transcription

1 ELECTION PLAN TOWN OF GODERICH 2014 MUNICIPAL ELECTIONS January 2014

2 ELECTION PLAN INDEX PREAMBLE: 4 GENERAL: FORM OF BALLOT 5 COST OF ELECTION 5 CERTIFICATION OF NOMINATION PAPERS 6 NOTICES 6 OFFICE HOURS 7 VOTING DAY - POLL HOURS 7 ADVANCE VOTE 7 CERTIFICATION OF VOTING PROXIES 7 TOWN CREST 7 VOTER'S LIST REVISIONS 8 STAFF: ELECTION STAFF 9 RETURNING OFFICER - CLERK 10 ASSISTANT RETURNING OFFICER 10 AT THE POLLS: APPOINTMENT OF SCRUTINEERS 11 PROCEDURE AT THE VOTING PLACE 13 VOTING PROCESS 14 AT THE CLOSE OF POLLS: VOTING PLACE 15 AFTER VOTING DAY OFFICIAL RESULT OF VOTE 15 VOTE TABULATORS PROCEDURE FOR THE USE OF TABULATORS 16 APPLICATION 17 VOTE TABULATORS 17 PROGRAMMING OF THE VOTE TABULATOR 18 TESTING OF VOTE TABULATORS 19 USE OF SPARE VOTE TABULATOR 21 2

3 AT THE VOTING PLACE (PRIOR TO OPENING) 22 DURING VOTING DAY 24 POTENTIAL ERROR MESSAGES 26 EMERGENCY SITUATIONS 30 CLOSING THE VOTING PLACE - ADVANCE VOTING 31 CLOSING THE VOTING PLACE - VOTING DAY 32 NO VOTE TABULATOR PROVIDED 35 GENERAL 36 ADVANCE VOTING-EARLY CLOSING OF VOTING 37 RECOUNTS 37 3

4 ELECTION PLAN MUNICIPAL ELECTIONS PREAMBLE This Election Plan has been prepared to clearly define the administrative process to be used in the Town of Goderich for the 2014 municipal election. The Election Plan has been prepared by the Clerk of the Town who has the legislated responsibility for conducting elections within the Town. The Clerk is responsible for preparing for the election, preparing for and conducting recounts and maintaining peace and order in connection with the election. The Municipal Elections Act, R.S.O., 1996, c.32 as amended provides for considerable discretionary authority on behalf of the Clerk. The purpose of this Election Plan is to clearly define the nature of the discretionary power being exercised, the manner in which the power will be exercised, and the person or persons responsible for the exercise of the discretionary power. Should any section of this Election Plan conflict with the Municipal Elections Act, R.S.O., 1996, c.32 as amended, the relevant section of the Municipal Elections Act, R.S.O., 1996, c.32 as amended will prevail. Please note that these procedures were created based on anticipated requirements for the vote tabulator system and potential amendments (addition/deletion) may occur if required. 4

5 FORM OF BALLOT For the 2014 election, ballots will take the following form; Composite Ballot for the offices of Council and School Board Trustees. There shall appear on the ballot to the right of each candidate's name a designated space suitable for the marking of the ballot. Modifications would occur if a by-law and/or question was required. COST OF ELECTION The cost of holding the election will be borne by the Corporation of the Town of Goderich. 5

6 CERTIFICATION OF NOMINATION PAPERS Nomination papers will be reviewed by the Returning Officer, Assistant Returning Officer or Election Clerks as soon as possible after being submitted. This review shall be considered a preliminary review of the nomination paper. The certification process for qualifying nomination papers submitted will be completed by 4:00 P.M. on Monday, September 15th, Certification of nomination papers will be conducted by the Clerk, Returning Officer and/or Assistant Returning Officer. NOTICES There will be notices given to residents with respect to various dates and requirements respecting the election. The method of notice for nominations, ads for election staff, revisions to the voters list, proxy voting, date of advance vote, and voting day will be in the form of ads in the local paper: - the Goderich Signal Star. 6

7 OFFICE HOURS Office hours for election purposes (forms, inquiries, etc.) remain the same as normal office hours for the Municipal Office, those being; 8:00 A.M. to 4:00 P.M. Monday to Friday VOTING DAY OCTOBER 27, POLL HOURS The hours for polls on voting day will be 10:00 A.M. to 8:00 P.M. ADVANCE VOTE The first Advance Vote will be held on Saturday, October 18, 2014, at the Municipal Office, Town of Goderich, 57 West St., Goderich between the hours of 10:00 A.M. and 5:00 P.M. Another Advance Vote will be held on Wednesday, October 22nd, 2014 at the Municipal Office, Town of Goderich, 57 West St., Goderich between the hours of 8:30 A.M. and 4:30 P.M. CERTIFICATION OF VOTING PROXIES In addition to the Clerk, the Assistant Returning Officer and Election Clerks are hereby authorized to certify the prescribed proxy form. TOWN CREST Use of the Town Crest by candidates or their representatives on any election material is prohibited. 7

8 VOTER'S LIST REVISIONS Revisions to the Voter's List will be carried out pursuant to the Municipal Elections Act, R.S.O., 1996, c.32 as amended. The required revision form may be filed at the Town Office during normal office hours. In addition to the Clerk, the Assistant Returning Officer and Election Clerks are hereby authorized to process revisions to the list. In addition, applications for revisions to the list may be processed at the polling places during the polling hours, including the days of the Advance Vote. The Election Assistants are hereby authorized to process revisions to the list at the polling places during polling hours on voting day. 8

9 ELECTION STAFF The following represent the titles of positions for the Town of Goderich Municipal Election: Clerk (Returning Officer) (1) Assistant Returning Officer (1) Election Clerk (2) Election Assistant (2) Deputy Returning Officer (15) Poll Clerk (15) Tabulation Officer (3) All election staff will be required to take an oath. Election Assistants, Deputy Returning Officers, Poll Clerks and Tabulation Officers must be at least 16 years of age and not be a candidate, spouse of a candidate or connected to the campaign of any candidate running for an office for which the election is being held. 9

10 RETURNING OFFICER - CLERK For the purposes of the election process the Returning Officer and the Clerk are considered to be the same person and the titles are interchangeable having no impact on rights, responsibilities and authority. ASSISTANT RETURNING OFFICER The Assistant Returning Officer is hereby granted all of the implied and discretionary authority of the Clerk as provided for in the Municipal Elections Act, R.S.O., 1996, c.32 as amended. 10

11 APPOINTMENT OF SCRUTINEERS (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) Scrutineers must be at least 18 years of age. Candidates must appoint their Scrutineers in writing using prescribed (Form EL12). The Candidate s signature must appear on the prescribed form. Scrutineers must produce the appointment form at the polling place. Failure to show proof of appointment may result in a direction to the alleged Scrutineer to leave the polling place. The Clerk (Returning Officer) is responsible for the conduct of the voting location and no candidate or scrutineer has any right to interfere with the Election Staff in their discharge of duties. During the fifteen minutes before the opening of the voting location, the scrutineers are entitled to inspect the ballots and all other papers, forms and documents relating to the vote (but not so to delay the timely opening of the voting location.) Only one scrutineer representing a certified candidate for each ballot issuing table may be present within the polling location at any time. Once the polls have closed this number is reduced to one scrutineer for the entire polling place. If their candidate enters the polling location at any time, their total number of scrutineers present must be reduced by one. Scrutineers may place their own seal on the ballot box immediately before the opening of the voting location, so that ballots can be deposited in the box and cannot be withdrawn without breaking the seal. The seal may be identifiable to the candidate/scrutineer but must not contain the candidate s name or imply campaign literature. Scrutineers shall supply themselves with a clipboard for their use, as sitting at the tables provided for election officials is not permitted. Scrutineers must not attempt to directly or indirectly influence how an elector votes. Scrutineers are not allowed to enter a voting compartment while occupied by an elector, or to be in a position to see how the elector marks their ballot. Scrutineers shall not display any campaign material or literature in a voting location or on themselves. If an elector is objected to by a scrutineer, the Deputy Returning Officer shall note the objection on the Voters List beside the name 11

12 (m) (n) (o) (p) and require the elector to take a prescribed oath prior to the issuance of a ballot. To protect the secrecy of the vote, scrutineers will not be able to examine the ballots or to object to ballots or to the counting of votes in a ballot as provided for in clauses 47(5)(e) and 47(5)(f) and Subsection 54(3) of the Act as the ballots are being fed into the vote tabulator by the Tabulation Officer. The total of votes cast for each candidate as counted by the vote tabulating equipment and as accepted by the Tabulation Officer is final. Scrutineers may place their seal on the ballot box after counting of the votes, when the Tabulation Officer seals the box, so that ballots cannot be deposited or withdrawn without breaking the seal. A candidate or their scrutineer is entitled to be present when the ballot box and documents are delivered to the Returning Officer. 12

13 PROCEDURE AT THE VOTING PLACE Proof of Identity will be required. If the persons name is on the Voter s List they will be asked for proof that they are that person e.g. driver s licence, health card, library card or any other form of identification. If the name is not on the Voter s List they will be asked for proof of identity (as stated above), proof of citizenship, e.g. birth certificate, passport, Canadian citizenship card and proof of residency, e.g. driver s licence or utility bill. Subject to Paragraph 2, the Deputy Returning Officer (DRO) will give the person a ballot only if satisfied that the person is entitled to vote at the voting place; check the Voter's List or Clerk's certificate submitted by the person to determine if the person is on or is entitled to be on the list; place his or her initials on the back of the ballot. If the DRO, a scrutineer or a candidate objects to a person voting, the DRO shall have the fact of the objection and by whom it was made recorded on the Voter s List next to the person s name. When an objection has been made as described in Paragraph 2, the DRO shall give the person a ballot if the person takes an oath or affirmation stating that he or she is named on the Voter s List for the voting place and has not already voted in the election. If the person refuses to take the oath the DRO shall refuse to issue a ballot. The Poll Clerk will cross the name of the person off the Voter s List and place a number opposite the name to indicate the numerical order of the elector. THE PROCEDURES RELATED TO THE USE OF THE VOTE TABULATORS ARE INCLUDED ON PAGE 25 After voting, the elector will place their ballot face down inside the secrecy envelope to expose the initials of the DRO. The voter will take the secrecy folder containing their ballot to the Tabulation Officer who will verify the DRO s initials without removing the ballot from the folder and immediately insert the ballot into the tabulator. 13

14 VOTING PROCESS A voter whose ballot has been inserted and counted by the tabulator is deemed to have voted and is not, under any circumstances, entitled to another ballot. A voter who spoils the ballot initially received may return it to the DRO and receive another. The DRO will place the spoiled ballot in an envelope marked for that purpose. A voter who is illiterate, blind or is handicapped by other physical cause and who is prevented from voting in accordance with the provisions of the Act may apply to the DRO for assistance. The DRO shall require the voter making the application to take an oath of "inability to vote without assistance" and then mark the voter's ballot as directed by the voter. Any other person present must withdraw until the voter finishes instructing the DRO. Upon completion, the DRO must place the ballot face down inside the secrecy folder and forward same to the Tabulation Officer for insertion into the tabulator. In lieu of the DRO marking a ballot for such a voter, the voter may request that a friend accompany the voter into the voting compartment and mark the ballot for the voter. The friend of the voter will be required to take a prescribed oath. Where the DRO does not understand the language of a voter, an interpreter, provided by the voter, may be sworn and, after taking the prescribed oath, may translate the necessary oaths, as well as any lawful questions necessarily put to the voter. In the event no interpreter is provided, the voter shall be refused a ballot. For all of the above the Election Assistants shall have the same authority and rights of the DRO. 14

15 VOTING PLACE The following persons are permitted to remain in the polling place after the close of the poll; Election staff Candidates or Approved Scrutineers* * If the appointing candidate is present in the voting place their scrutineer must leave. OFFICIAL RESULT OF VOTE The Clerk shall officially declare the result of the vote and candidates elected as soon as possible after Voting Day. 15

16 PROCEDURE FOR THE USE OF POLL COUNT TABULATORS DEFINITIONS: Act - the Municipal Elections Act, 1996, S.O., 1996, c. 32, as amended; Ballot-Marking Pen - the designated black ballot-marking pen provided by an election official for the use by a voter to mark the ballot; Memory Pack - a cartridge that is a removable, battery-sustained memory where all tabulated totals are stored; Secrecy Folder - an apparatus in which a ballot can be placed so as to conceal the names of the candidates and the marks upon the face of the ballot; Valid Mark - a mark made in the designated space to the right of the candidate's name using the black ballot-marking pen provided by the Deputy Returning Officer. The voter is required to fill in the square immediately to the right of the candidate s name; Vote Tabulator - an apparatus that optically scans a specified area on the ballots to read the votes and tabulate the results; Tabulation Officers Town staff members appointed by the Returning Officer to perform related duties. 16

17 APPLICATION (a) This procedure applies to an election conducted by The Town of Goderich pursuant to By-law No. 117 of 2009 under Section 42 of the Municipal Elections Act, R.S.O. 1996, c.32 as amended authorizing the use of vote tabulators at the voting places. (b) Where this procedure does not provide for any matter, an election to which this procedure applies shall be conducted in accordance with the Municipal Elections Act, R.S.O. 1996, c.32 as amended. VOTE TABULATORS (a) (b) The Returning Officer shall designate voting places where the vote tabulator(s) will be located. Where the Returning Officer has not provided a vote tabulator at a voting place, the Returning Officer shall designate a place to which the ballots shall be taken after the close of the voting to be tabulated by a vote tabulator. (i) There will not be a vote tabulator at Goderich Place or Maitland Manor. All ballots at these locations will be placed in ballot boxes and brought to the Municipal Offices of the Town of Goderich at the close of polls, to be inserted into the vote tabulator that was used for the advance vote. 17

18 (a) PROGRAMMING OF THE VOTE TABULATOR The vote tabulator shall be programmed so that a printed record will display the number of votes cast for each candidate, by-law and question. NOTE: The Returning Officer will be required to determine which, if any, ballots are returned by the tabulator for inspection, for reasons such as: (b) (i) blank, (ii) over voted, (iii) defective, (iv) ambiguous. The vote tabulator shall be programmed so the operator screen on the tabulator will send a message prior to accepting the following ballots: (i) A ballot without votes in any of the specified voting spaces, as determined by a vote tabulator - "Blank Ballot Detected 1 Return Ballot 2- Accept Ballot (ii) A ballot with more designated voting spaces marked for an office than the voter is entitled to vote for, as determined by a vote tabulator - You Have Overvoted for an Office 1 Return Ballot 2- Accept Ballot. (iii) A ballot that is damaged or defective so it cannot be properly processed by a vote tabulator - "Defective Ballot Please Correct and Refeed Ballot (iv) A ballot that is not marked in such a way that it can be processed by the vote tabulator Ambiguous Mark Detected. Please Correct and Refeed Ballot. 18

19 TESTING OF VOTE TABULATORS Prior to Voting Day, the Returning Officer shall test all vote tabulators to ensure that they will accurately count the votes cast for all candidates, by-laws and questions. There are several logic & accuracy test procedures that must be run before the voting equipment is ready for use at the Advance Polls or for Voting Day. (a) (b) Ballot Level A test deck will be created for each ballot face. For each ballot face all voting spaces on the ballot must be tested this includes creating a blank ballot, a ballot with the maximum number of votes per contest, a ballot with overvotes for all contests, and a ballot with one vote for each individual candidate; Once all test decks have been completed a manual count of results will be recorded on the Ballot Level Test Deck Sheet. Tabulator Level All Ballot Level test decks must be run through each tabulator Record the manual totals from the Ballot Level Test Deck Sheet to column 1 (Number of Votes Manual Count) on the Tabulator Level Test Deck Sheet; Download the appropriate software to each tabulator; Turn on the tabulator and run the zero totals report; Verify all the details on the report are correct, including: Header information Proper spelling of candidates names All candidates are listed All candidates are listed for the correct office All totals are zero; Feed the correct Ballot Level test deck through the tabulator; Close the poll on the tabulator and verify that no ballots can be inserted into the tabulator; 19

20 Review the results report for each tabulator and verify that the totals are correct by comparing with column 1 on the Tabulator Level Test Deck Sheet. Do not remove printout from the machine; Using the Results Tally Software system verify that the system is correctly combining the results from each of the tabulators and complete the Results Tally Combined Totals; Upload the results from each tabulator into the results tally software system; Using the software interface review the individual results for each tabulator to verify that they are correct (match the results for that Ballot Level test deck); View a complete set of watermarked images in order to further verify that the system is interpreting the ballots correctly and complete the Watermarked Image Review; Once testing is complete, you must re-zero the entire system (individual tabulator and purge the results tally software database); Produce a final set of zero totals reports in order to confirm that the system has been successfully re-zeroed. Save these files as part of the permanent audit record; Place all documents used during the testing process in envelopes and/or boxes. Seal, initial and date the envelope and/or boxes; Once the testing is complete the equipment will be securely stored and a seal will be placed on the memory card which is located in the slot on the back of the machine. Complete the Tabulator Sealing Procedure Checklist. Note the serial number of the tabulator and the tamper-proof sticker on the Voting Tabulator Report. 20

21 USE OF THE SPARE VOTE TABULATOR In the event that a tabulator malfunctions during the voting process, it may be necessary to substitute the faulty equipment with a spare vote tabulator. Prior to Voting Day, any spare vote tabulators should have been tested per Page 19. The following steps are to be performed in order to smoothly, and quickly replace the faulty equipment and resume regular voting activities. NOTE: AT NO TIME SHOULD AN ELECTOR BE PREVENTED FROM CASTING THEIR BALLOT. (a) The Tabulation Officer shall pack up the faulty equipment and set up the substitute vote tabulator. In an effort to expedite the replacement, the election official who delivered the replacement tabulator may assist in packing up the faulty equipment. (b) The Tabulation Officer shall turn on the replacement vote tabulator and proceed to print, verify and sign the zero totals report, as was done prior to the opening of the poll (see Page 22). (c) Once verified that the replacement vote tabulator is operational, the auxiliary compartment of the ballot box containing any ballots which were manually inserted during the equipment swap, are left until the closing of the polls. At that time all the ballots will be fed into the tabulator. 21

22 AT THE VOTING PLACE (PRIOR TO OPENING) (a) (b) (c) (d) (e) (f) The Tabulation Officer shall check the serial number on the back of the tabulator and on the memory pack seal and compare against the number on the Voting Tabulator Report. If the numbers do not match call the Returning Officer immediately. Immediately before opening the voting place show the ballot box to such persons who are present in the voting place so that they may see that it is empty. Ensure that both the main compartment and the auxiliary compartment are checked. Fold the top cover and lock tabs in place. Connect the power cord to the wall outlet. Insert the round end of the cord into the power port on the back of the tabulator. Within seconds, the operator screen will display a message indicating the machine is starting. Route the power cord underneath the tabulator and off the right side of the ballot box as shown on the box. Arrange the cord so that ballots exiting the tabulator are not obstructed. Seal the ballot box in such a manner as to prevent it from being opened without breaking the seal. Permit any certified candidate or scrutineer to affix their seal to the ballot box if they so request. Position the vote tabulator on top of the ballot box by placing it on the platform. Ensure that the electrical cords do not present a tripping hazard. Tape down if necessary. The vote tabulator will automatically print out two zero tapes. Verify that the tape shows zero totals and lists your correct voting station name and/or number and that the listing of candidates is in the exact order as they appear on the official ballot. If either of these is not correct contact the Returning Officer immediately. If the total information is correct the Assistant Returning Officer and the Tabulation Officer shall sign the zero tapes. The first tape can be removed and attached to a wall for public examination. The second tape must remain attached to the tabulator for the entire day. 22

23 (g) (h) Check that the public counter on the top of the machine is at zero. The vote tabulator is now ready to accept ballots when the voting station opens. If the total is not at zero the Tabulation Officer shall immediately notify the Returning Officer and shall conduct the vote using the auxiliary compartment of the ballot box until the vote tabulator is made operational or the Returning Officer provides a back-up vote tabulator to the voting location. Place the security key in a safe place at this time so it does not get misplaced. 23

24 DURING VOTING DAY (a) (b) (c) (d) (e) (f) The DRO will ensure the person is on the voter s list and shall request identification or that they have an approved application to be added to the list to vote. When a voter has an approved form to be added to the voters list the DRO and Poll Clerk shall add their name to the blank list attached to the Voter s list. It is necessary to keep track of the number of voters who present themselves at your poll. A numerical record sheet is provided in your kit for this purpose. The Poll Clerk will cross off a number from the numerical record sheet and the name of the voter from the voter s list and place the number opposite the name to indicate the numerical order of the elector. This indicates the voter has voted and is not entitled to do so again. Once the Poll Clerk has numbered and crossed off the elector, the DRO will explain that the completed ballot must be inserted face down into the secrecy folder with the DRO s initials exposed and forward same to the Tabulation Officer. When the elector presents their ballot face down in the secrecy folder to the Tabulation Officer, the Officer will ensure the ballot is valid by verifying the DRO s initials and then insert the ballot face down into the entry slot on the front of the tabulator. If the ballot is not placed correctly into the sleeve, carefully re-orient the ballot without disclosing the Voter s mark(s) or ask the Voter to return to the voting booth and adjust the ballot within the envelope. The Tabulation Officer shall ensure that the ballot counter on the tabulator has increased by one indicating that the ballot has been accepted (if the ballot is returned the ballot counter will not increase); If you receive an error message on the operator screen refer to page 26. If a vote tabulator is not available in the voting place, insert the ballot directly into the ballot box from the secrecy folder in full view of the voter. 24

25 (g) (h) (i) If a vote tabulator is available in the voting place but fails to operate, the Tabulation Officer shall, (i) insert the ballot into the auxiliary compartment of the ballot box; and, (ii) insert the ballots into the feed area of the vote tabulator after the close of the voting. The Tabulation Officer thanks the elector, and the elector promptly leaves the voting location. A person whose ballot has been placed in the ballot box is deemed to have voted. Throughout the day the Poll Clerks shall monitor the number of secrecy folders at their table and retrieve same from the Tabulation Officer if more are required. 25

26 (a) POTENTIAL ERROR MESSAGES Blank Ballot rejected by Vote Tabulator The vote tabulator will not accept blank ballots and a message will appear on the operator screen "Blank Ballot Detected 1 Return Ballot 2- Accept Ballot. The Tabulation Officer shall advise the voter that the tabulator does not detect any votes in the designated voting spaces. (b) i) If the elector chooses not to complete the ballot, the Tabulation Officer will confirm the elector s intentions and press 2 to accept the ballot. ii) If the elector chooses to complete the ballot the Tabulation Officer shall press 1 to return the ballot into the secrecy folder and ask the voter to proceed to the originating DRO s table to complete the ballot. iii) If the voter who delivered the ballot is not present, the Tabulation Officer shall press 2 to accept the ballot. Ballot Overvoted The Vote Tabulator will display a message on the operator screen You Have Overvoted for an Office 1 Return Ballot 2- Accept Ballot. (i.e. the elector filled in too many squares.) The Tabulation Officer shall advise the voter that the tabulator detects an over vote and ask the voter if they wish to have a new ballot to revote. IF OVERVOTING IS THEIR INTENTION THE TABULATOR WILL NOT RECORD VOTES IN OVERVOTED CATEGORIES BUT WILL ACCEPT VOTES IN CATEGORIES CORRECTLY MARKED. i) If the voter chooses a new ballot the Tabulation Officer would press 1 to return the ballot into the secrecy folder and ask the voter to proceed to the originating DRO s table to receive a new ballot. The DRO shall mark cancelled, on the back of the ballot and place the ballot in the cancelled ballot envelope (A), keep track on the numerical record sheet and mark a C over the number of the elector, deliver another ballot to the voter and instruct the voter how to properly mark the ballot (ie: how many people for each position) 26

27 ii) iii) If the elector chooses not to complete a new ballot the Tabulation Officer would press 2 to accept the ballot. If the voter who delivered the ballot is not present, the Tabulation Officer shall press 2 to accept the ballot. (c) Defective Ballot The vote tabulator will display a message on the operator screen "Defective Ballot Scan Please Correct and Refeed Ballot. The Tabulation Officer shall advise the voter that the ballot was not counted as the tabulator considers it to be defective. (d) i) The Tabulation Officer shall Press 1 to return the ballot into the secrecy folder face down and insert into the tabulator. If the ballot is not accepted on the second try Press 1 again to return the ballot into the secrecy folder face down and ask the voter to proceed to the originating DRO s table to receive a new ballot. The DRO shall mark cancelled, on the back of the ballot and place the ballot in the cancelled ballot envelope (A), keep track on the numerical record sheet and mark a C over the number of the elector, deliver another ballot to the voter and instruct the voter how to properly mark the ballot (ie: how many people for each position). ii) iii) If the elector chooses not to complete the ballot, the Tabulation Officer will confirm the elector s intentions and press 2 to accept the ballot. If the voter who delivered the ballot is not present, the Tabulation Officer shall press 2 to accept the ballot. Ballot Blockage The ballot is long enough that part of it will be visible either in the front ballot entry slot or the rear ballot exit slot. If there is a ballot blockage, the vote tabulator will display a message on the operator screen "Clear Paper Jam and Press any Key. The Tabulation Officer shall advise the voter that a blockage has occurred. i) If the ballot is visible from the front ballot entry slot, pull the ballot out and return to the voter in the secrecy folder face 27

28 ii) iii) iv) (v) down. If the ballot is not visible from the front, lift the tabulator off the ballot box to expose the back exit slot. Pull the stuck ballot from the exit slot and return to the voter in the secrecy folder face down. Replace the tabulator on top of the ballot box. Press any key on the keypad in order to resume normal operation. If the ballot is not damaged, reinsert the previously blocked ballot. If the ballot is damaged, return the ballot in the secrecy folder and ask the voter to proceed to the originating DRO s table to receive a new ballot. The DRO shall mark cancelled, on the back of the ballot and place the ballot in the cancelled ballot envelope (A), keep track on the numerical record sheet and mark a C over the number of the elector, deliver another ballot to the voter. If anything is preventing the entry of more ballots, call the Returning Officer. Open the auxiliary ballot slot and place voted ballots in that compartment until the tabulator has been cleared. The ballots in the auxiliary compartment are not to be inserted into the tabulator until the polls have closed on voting day. PLEASE NOTE THAT JAMMED BALLOTS WILL NEVER BE COUNTED AS THE BALLOT MUST CLEAR THE TABULATOR BEFORE THE VOTES ARE RECORDED. (e) Ambiguous Mark If the tabulator detects an ambiguous mark the following message will appear on the operator screen Ambiguous Mark Detected Please Correct and Refeed Ballot. The Tabulation Officer shall advise the voter that their ballot was not counted because an ambiguous mark was detected and the machine cannot be certain of the voter s intent. i) The Tabulation Officer shall return the ballot face down in the secrecy folder and ask the voter to review their ballot to 28

29 ii) iii) iv) ensure that it is clearly marked in the spaces provided. There are two types of ambiguous marks: The mark made is too light and needs to be darkened in order to be clearly counted as a vote, or A small mark is located in a box where they had not intended, in which case they would request a fresh ballot in order to ensure that all voting boxes are blank except the ones that they clearly marked as votes. If necessary direct the voter back to the originating DRO s table to review and update their ballot. If they require a new ballot the DRO shall mark cancelled, on the back of the ballot and place the ballot in the cancelled ballot envelope (A), keep track on the numerical record sheet and mark a C over the number of the elector, deliver another ballot to the voter and instruct the voter how to properly mark the ballot (ie: how many people for each position). Once the ballot has been reviewed and corrected reinsert the ballot from the secrecy envelope into the tabulator. If the voter who delivered the ballot is not present, the Tabulation Officer will manually forward the ballot into the ballot box. 29

30 (a) Hydro Outage EMERGENCY SITUATIONS In the event of a hydro outage, the Tabulation Officer shall: (i) Request that the Election Assistant contact the Returning Officer to make them aware of the outage. (ii) Continue processing ballots through the tabulator by using the back up power supply. (iii) If the back up power supply no longer works (ie: after 1 hour) insert the ballots into the auxiliary slot in the front of the ballot box. The Vote Tabulator has a back up power supply which will last approximately 1 hour. (b) Fire In the event of a fire: (i) The Election Assistant should call 911 immediately (ii) The Tabulation Officer should order everyone to leave the building immediately, including voting staff, Voters and candidate/scrutineers (iii) The Tabulation Officer must take the vote tabulator and ballot box (iv) The DRO/Poll Clerk must take the Voter s List and ballots with them (v) The Assistant Returning Officer shall contact the Returning Officer If the voting is delayed for a prolonged period of time, the Returning Officer may extend the voting hours at this location and delay the issuance of any results until the closing of the vote. 30

31 CLOSING THE VOTING PLACE ON ADVANCE VOTING DAYS (a) (b) (c) (d) (e) (f) (g) (h) The DRO or Returning Officer shall, after the close of the advance voting, check the auxiliary compartment of the ballot box for ballots to ensure all ballots have been processed. This section would only be used if the tabulator was not working. If any ballots are present the DRO will insert these ballots into the tabulator. The DRO will look at the operator screen on the Vote Tabulator and write down the number of ballots processed through the unit. The number will later be recorded on the statement form. The DRO shall seal the ballot box to ensure the box cannot be reopened without breaking the seal(s) and to cover the ballot slot. The Deputy Returning Officer shall make out a statement in duplicate of the number of: (i) ballots received from the Returning Officer; (ii) used ballots; (iii) cancelled ballots; (iv) declined ballots; and (v) unused ballots. The DRO shall sign and forward the Composite Ballot Statement form to the Returning Officer for tabulation and consolidation of figures onto one report. The Returning Officer will add up the numbers from the DRO s and include the number of ballots processed by the tabulator (Section D Used ballots that have not been objected to and have been counted in whole or in part). When the number of voters issued ballots matches the number of ballots counted by the tabulator (including cancelled ballots, declined ballots), turn the vote tabulator off and place it in the carrying case provided; Place all other used forms, unused forms and supplies into the extra ballot box provided by the Returning Officer. Seal the ballot box in such a way so that it cannot be reopened without breaking the seal. The Returning Officer shall deliver both ballot boxes and the Vote Tabulator to the vault in Town Hall. 31

32 CLOSING THE VOTING PLACE ON VOTING DAY (a) (b) (c) (d) (e) (f) (g) (h) The Tabulation Officer shall, after the close of the voting, check the auxiliary compartment of the ballot box for ballots to ensure all ballots have been processed. This section would only be used if the tabulator was not working. If any ballots are present the Tabulation Officer will insert these ballots into the tabulator. Look at the display on the Vote Tabulator and write down the number of ballots processed through the unit. The number will later be recorded on the statement form; Secure the vote tabulator against receiving any more ballots; Each Deputy Returning Officer shall fill out the bottom right portion of the Composite Ballot Statement with the number of: (i) ballots received from the Returning Officer, (ii) ballots used, (iii) cancelled ballots, (iv) declined ballots, and (v) ballots unused, The DRO and Poll Clerk will sign the statement and forward to the Assistant Returning Officer. The Assistant Returning Officer will consolidate the statements onto one form by adding all of the numbers supplied by the DRO s. The total of used ballots that have not been objected to and have been counted in whole or in part (D) should equal the total number of ballots processed by the tabulator (see (b)) The Assistant Returning Officer will ensure that the total ballots received from the clerk equals the totals of columns A through G on the Composite Ballot Statement. If the numbers don t balance review the transcribed figures to ensure that they are correct. If necessary have the DRO s review their figures to ensure that they are correct. If the numbers balance the Assistant Returning Officer will then contact the blue security key with the sensor on the top of the tabulator. Select the close option and follow the instructions. Two copies of the result tapes will print; 32

33 (i) (j) (k) (l) (m) (n) (o) (p) (q) (r) The Tabulation Officer and Assistant Returning Officer must sign the Certificate of Election Officials as indicated on the bottom of the tapes. Any candidates or scrutineers may also sign the tape if they wish; Remove the results tapes and transcribe the figures for each office onto the Composite Ballot Statement. The Tabulation Officer and Assistant Returning Officer must sign the completed statement. The candidates/scrutineers may also sign; Turn off the Vote Tabulator. At this point the Assistant Returning Officer will contact the Clerk with the results. The original statement and one copy of the results tape from the tabulator will be placed in the Original Statements of Results by Deputy Returning Officer Envelope, to be delivered to the Returning Officer. The duplicate copy of the statement of all ballots and the other copy of the results tape from the tabulator will be attached to the voter s list and placed in the ballot box; The Assistant Returning Officer will ensure that the Original Statements of Results by Deputy Returning Officer Envelope, the security envelope (containing the Zero Totals Report and the Memory Pack), and the Application to Amend Voter s List Duplicates Envelope are all placed in the return envelope. Seal the return envelope and set aside. Place all other used forms, unused forms and supplies into the ballot box. Seal the ballot box to ensure the box cannot be re-opened without breaking the seal and to cover the ballot slot. The Assistant Returning Officer shall deliver the ballot box, the Vote Tabulator and the return envelope to the Returning Officer at the Municipal Office. If a vote tabulator has been used to tabulate votes cast in a voting place but the tabulation of the votes cannot be completed because the vote tabulator is not operating or cannot be made to operate within a reasonable time following the close of the voting, the Assistant Returning Officer and Tabulation Officer shall, after the close of the voting and after determining the tabulation cannot be completed, 33

34 (i) seal the ballot box in such a manner that it cannot be opened or any ballots be deposited in it without breaking the seal; (ii) secure the vote tabulator against receiving any more ballots; (iii) place all supplies and all cancelled, declined, and unused ballots in the additional ballot box supplied by the Election Assistant and seal it; (iv) personally deliver the ballot box and vote tabulator to a place designated by the Returning Officer where a backup vote tabulator is located; (v) follow the procedures set out on page 32 to ensure that the totals of the back-up vote tabulators are zero for all candidates, by-laws and questions; (vi) insert all the ballots from the ballot box into the back-up vote tabulator, and; (vii) follow the procedures on Page

35 NO VOTE TABULATOR PROVIDED (a) If a vote tabulator has not been provided to tabulate votes cast in a voting place, the Deputy Returning Officer shall immediately after the close of voting: (b) Seal the ballot box to ensure the box cannot be re-opened without breaking the seal and to cover the ballot slot; (c) Place all other paperwork into the extra ballot box supplied for this purpose. (d) The DRO and Poll Clerk shall proceed to the Town of Goderich Municipal Office. (e) Once a tabulator has been prepared to accept the ballots from these polls the Election Assistant shall open the ballot box and feed the ballots into the tabulator. (f) Continue with the procedures as noted on page

36 GENERAL (a) (b) (c) (d) If, at the close of the voting, the Returning Officer is of the opinion that it is impracticable to count the votes with the vote tabulators, he or she may direct that all the votes cast in the election shall be counted manually following as far as practicable the provisions of the Act governing the counting of votes. The Returning Officer shall, at the completion of the count, retain the programs, memory packs, test materials and ballots in the same manner as is provided for in the Act for the keeping of election records. The Returning Officer shall retain and may have access to the preaudited group of ballots referred to on page 19 and other materials used in the programming of the vote tabulators. The Returning Officer shall not alter or make changes to the materials referred to in (b). 36

37 ADVANCE VOTING AND EARLY CLOSING OF VOTING PLACES VOTING DAY The total of the votes at an advance voting location or at a voting location that closes early under Subsection 46(3) of the Act shall not be printed and the procedures under Closing the Voting Place on Voting Day shall not be followed until after 8:00 p.m. on the Voting Day. RECOUNTS (a) (b) (c) (d) (e) Subject to the order of a judge under Subsection 60(3) of the Act, if a recount of votes is held, the votes shall be counted in the same manner as the votes were counted on Voting Day. A vote tabulator shall be tested before the recount in the manner described in Testing of Vote Tabulators. The Returning Officer shall attend the recount and bring the supply carriers, ballot boxes, vote tabulators, statement envelopes and all documents that, in the opinion of the Returning Officer, are relevant to the recount. If a vote tabulator is used for a recount, the recount is limited to the ballots tabulated by a vote tabulator during the advance voting and on Voting Day. Subject to an order of a judge under Subsection 60(3) of the Act, if a vote tabulator is used for a recount, those persons referred to in paragraph 2, 3 or 4 of Subsections 61(1) or 61(2) will be unable to examine the ballots or to dispute the validity of a ballot or the counting of votes in a ballot as provided for in Subsection 61(5) of the Act, as the ballots are being fed into the vote tabulators by the election officials. 37