Burlington. Clerks Department. Report Date: March 17, 2010 Ward(s) Affected: 1 q 2 q 3 q 4 q 5 q 6 q All X

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1 Page 1 of Report CL-6-10 CITY OF Burlington Clerks Department TO: Budget & Corporate Services Committee SUBJECT: Municipal Election 2010: Voting Dates, Times and Locations Report Number: CL-6-10 File Number(s): 165 Report Date: March 17, 2010 Ward(s) Affected: 1 q 2 q 3 q 4 q 5 q 6 q All X Date to Committee: March 30, 2010 Date to Council: April 12, 2010 Recommendation: Approve the 2010 Advance Voting dates, times and locations included in Clerks Report CL-6-10, dated March 15, 2010; and Approve the Regular and Special Voting locations, including hours of voting at Nursing, Rest and Retirement Homes, for the October 25, 2010 Municipal Election; and Authorize the City Clerk to present the necessary by-law to council; and Approve internet voting as an option for electors voting in advance of Burlington's 2010 municipal election day; and Authorize the City Clerk to present the appropriate by-law(s) to Council in order to approve internet voting as an alternative voting method that does not require electors to attend at a voting place in order to vote in advance of Burlington's 2010 municipal election day. Purpose: X Address goal, action or initiative in strategic plan q Establish new or revised policy or service standard X Respond to legislation q Respond to staff direction q Address other area of responsibility Reference to Excellence in Strategic Plan: Government Responsive Community 70

2 Page 2 of Report CL-6-10 Background: Technology: Discussion: Polling Locations and Accessibility Report CORPSERV-4-09 dealing with internet advance voting for the 2010 Municipal Election was considered by council on December 14, Use of electronic vote tabulators has been in effect since 1995 and will continue to be used in the October 25, 2010 Municipal Election. While the City of Burlington has a history of being proactive and keeping accessibility top of mind when selecting voting locations, recent changes to the Municipal Elections Act promote greater accessibility to the election process for both voters and candidates with disabilities. The Burlington Accessibility Advisory Committee (BAAC), in conjunction with the city's Accessibility Co-ordinator, was engaged early in the selection of voting locations for the 2010 election. The BAAC reviewed proposed voting locations with the Election Officer and conducted comprehensive accessibility audits on five specific locations. As a result of staff and BAAC review, some voting locations used in the past are not recommended for Understanding that not all voting locations can achieve 100% accessibility, the BAAC has recommended the following minor enhancements to increase accessibility at facilities where appropriate: o Additional temporary accessible parking o Use of additional greeters where automatic doors are not available o Additional signage to indicate where accessible entrances/ramps are located o Drawing blinds/curtains in voting areas where glare could be a concern o Moving portable items such as seating, coat racks, etc. that may impede a path of travel o Using alternate rooms in a proposed site, for greater accessibility. Staff will implement these enhancements as recommended by the BAAC. As in previous years, staff will continue to: provide magnifying sheets use additional greeters at schools during school hours use parking attendants where necessary facilitate voting with assistance where necessary/requested offer disability awareness and sensitivity training to election officials working at the polling locations. 71

3 Page 3 of Report CL-6-10 Voting locations have the potential to influence those who vote at that location. For example, schools, churches and community facilities may be seen to encourage and/or discourage specific age groups, ethnic participation, income levels, etc. The voting locations chosen, the combination of advance, special and regular voting opportunities, visibility of the polling locations, and the customer service provided at the polls are intended to provide all voters with a variety of ways to cast their vote in a welcoming, comfortable, and inclusive environment. Advance Voting Hours and Locations The hours of voting on election day are legislated, while hours of voting at both advance polls and special voting locations are at the discretion of the City Clerk. Staff recommend two specific dates for advance voting at polling locations and hours of advance voting that begin at 11:00 a.m. and end at 8:00 p.m. This is an hour earlier than the advance polls opened in 2006 (an hour later than the advance polls opened in 2003), and a consistent closing time with the 2006 advance polls and 2010 election day closing time. The change in start time allows each poll to be smoothly operating before the lunch period that voters often choose for voting and does not overly lengthen the day of work for staff at the polling locations. Staff did consider 10:00 a.m. to 8:00 p.m. advance polls, the same hours as election day. Staff are proposing four locations for city-wide advance voting, as outlined in "Schedule A" to the draft by-law attached. These are located in the north, south, east and west quadrants of the city, and three of the four locations are city-owned facilities. City-wide voting locations mean that any eligible voter can choose to cast their ballot at any one of the advance polls. They are not limited to casting their ballot at a ward-specific location. All of the advance voting locations meet accessibility standards, are on bus routes, have ample parking and are well-known to residents. In 2006, the city provided two city-wide voting locations and one day of advance voting within each ward. The city-wide locations, particularly Mapleview Mall, were well utilized while the ward-specific locations were not as popular. 1,977 electors cast their ballot at the city wide advance voting locations, while a total of 1,425 electors used the six ward-specific advance locations. Internet voting during the advance internet voting period will provide another convenient voting method. Please note that city staff will provide an overview of this report and internet voting, and staff from Dominion will demonstrate the proposed internet voting technology, at the committee meeting in order to assure committee and council of the benefits of internet voting and the security of the voting technology. As noted in the previous report, the benefits of internet voting include: Convenience Accessibility Improves Readiness 72

4 Page 4 of Report CL-6-10 Potential Increase in Votes Cast Potential Cost Avoidance. Special Voting Locations Special voting locations are those that meet the following legislative requirements outlined in the Municipal Elections Act: An institution which, on nomination day, has 20 or more beds occupied by persons who are disabled, chronically ill or infirm A retirement home in which, on nomination day, 50 or more beds are occupied. In addition, the election officer has recommended special voting locations where: property managers have indicated that residents require that convenience and level of support in order to vote and where the special voting location is a significant distance from the voting day poll location. Special voting locations have reduced hours based on the number of residents and based on a workable election staff schedule. The proposed locations for 2010 are noted in "Schedule B" of the draft by-law attached to this report. Voting Locations on Election Day Staff spent significant time reviewing potential voting locations: previous election reports, voter turnout data, staff's feedback, voter input received in 2006, information about potential voting locations (parking, signage, lighting, accessibility, technology, set up, security, cost, other uses, etc.), polling subdivision boundaries. As a result of this information and input provided by planning staff, population changes and new development areas were identified and polling subdivisions were revised. Staff will bring large format maps to the committee meeting to show the 2010 polling subdivisions and respective voting locations. Staff are proposing 29 voting day locations for the 2010 municipal election, as shown in "Schedule C" of the draft by-law attached. Some wards have fewer voting locations than in 2006, while others have more based on growth or intensification in a ward. In wards with fewer voting day locations than in 2006, staff are confident that the recommended boundaries are understandable to voters and provide convenient access to ward-specific polls. Overall, there are four fewer voting locations proposed in 2010 compared with Voting technology As noted earlier in this report, a demonstration of Internet voting technology will be presented at the Budget and Corporate Services Committee meeting on March 30,

5 Page 5 of Report CL-6-10 As in previous elections, ballots cast at the special voting locations (Nursing, Rest and Retirement Homes) will be taken to an assigned polling location within the ward and processed through that location's electronic vote tabulator. This cumulative reporting of ballots cast helps protect the secrecy of the vote at special voting locations where the number of votes cast is generally low. Financial Matters: All costs associated with facilitating the municipal election are reflected in the 2010 municipal election budget, to be approved by council on March 22, The honorarium paid to citizens working at the polling locations will be consistent with the previous election. Other Resource Impacts Municipal staff and members of the public will be work at the advance polls, special voting locations and at the polls on election day. Communication Matters: The election team has prepared a communication strategy for the 2010 municipal election. It focuses on tactics to increase voter turnout, increase engagement and participation of those aged 18-35, and raising awareness of alternate and accessible voting methods. The communication strategy includes use of the city's web site, print media, social media and in-person customer service. The website will continue to be available as a "self serve" information source that is conveniently available 24 hours a day, 7 days a week. Part of the communication plan addresses information for registered and potential candidates for office. As of January 4, 2010, candidate information kits have been available and at the time of writing this report, candidate information sessions are planned for March 23 and May 26. A voting information session is scheduled for June 22, following council's approval of Burlington's voting methods and consideration of this report about voting locations, dates and times. Staff expect to bring a report to Committee in April with recommendations about the required Compliance Audit Committee. Conclusion: The election team is committed to facilitating the October 25 municipal election in a professional and impartial manner, from the perspective of candidates for office, voters and staff. 74

6 APPROVAL OF THE ELECTION ADVANCE, REGULAR AND SPECIAL VOTING DATES/TIMES/LOCATIONS AND APPROVAL OF INTERNET VOTING FOR ADVANCE VOTERS Approve the 2010 Advance Voting dates, times and locations included in Clerks Department Report CL-06-10, dated March 15, 2010; and Approve the Regular and Special Voting locations, including hours of voting at Nursing, Rest and Retirement Homes, for the October 25, 2010 Municipal Election; and Establish a separate polling location in the area known as the West Beach Maple community, previously known as Area #106; and Authorize the City Clerk to present the necessary by-law to council; and Approve internet voting as an option for electors voting in advance of Burlington's 2010 municipal election day; and Authorize the City Clerk to present the appropriate by-law(s) to Council in order to approve internet voting as an alternative voting method that does not require electors to attend at a voting place in order to vote in advance of Burlington's 2010 municipal election day. (CL )

7 Page 6 of Report CL-6-10 Respectfully submitted, Michelle Dwyer Election Officer Ext 7862 Appendices: Appendix A: schedules: Schedule A Schedule B Schedule C Draft by-law including the following Advance Voting Locations Special Voting Locations Voting Locations on Election Day Notifications: (after Council decision) Name All registered candidates for Burlington's 2010 municipal election Mailing or Address Available from the City Clerk Approvals: *required rtment City Treasurer General anager ity Manager Committee Disposition & Comments Council Disposition & Comments To be completed by the Clerks Department 01-Approved 02-Not Approved 03-Amended 04-Referred 06-Received & Filed 07-Withdrawn 01-Approved 02-Not Approved 03-Amended 04-Referred 06-Received & Filed 07-Withdrawn 75

8 Page 7 of Report CL-6-10 Appendix A to Clerks Report CL-6-10: Draft by-law THE CORPORATION OF THE CITY OF BURLINGTON BY-LAW NUMBER xx-2010 A By-law to provide for: 1) Advance voting dates, times, and locations for the October 2010 Municipal Election; and 2) Special voting locations identified as nursing/retirement/rest homes File: 165 WHEREAS Section 43(1) of the Municipal Elections Act, S.O. 1996, provides that a municipal council shall pass a by-law establishing one or more dates for an advance vote, and the hours during which voting places shall be open on the date or dates; and WHEREAS Section 46(3) of the Municipal Elections Act, S.O provides that a municipal council may pass a by-law with respect to reduced opening hours in voting places in retirement homes and institutions as defined in Section 45(7) of the Act, where the voting place is only for the use of the residents; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF BURLINGTON ENACTS AS FOLLOWS: 1. Advance voting in Burlington shall be held on the dates, times and at the locations as shown in Schedule "A" attached to and forming part of this by-law. 2. Special voting places shall be provided on October 25, 2010 at the locations and times shown in Schedule "B" attached to and faulting part of this by-law. 3. Voting day locations shall be at the locations shown in Schedule "C" attached to and forming part of this by-law. 4. The Clerk is hereby authorized to adjust voting locations and the hours of advance and special voting locations as the clerk determines is appropriate and having regard to the needs of electors with disabilities. 5. By-laws , , and , be and are hereby repealed. 76

9 Page 8 of Report CL-6-10 ENACTED AND PASSED THIS day of March, Cam Jackson MAYOR Suzanne Whitehead DEPUTY CITY CLERK 77

10 Page 9 of Report CL-6-10 CITY WIDE ADVANCE VOTING IN 2010 SCHEDULE "A" TO BY-LAW xx-2010 VOTING LOCATION DATE TIME Tansley Woods Tuesday, October 5 and 11:00 a.m. to 8:00 p.m Itabashi Way Wednesday, October 13 Burlington Seniors' Centre 2285 New Street Tuesday, October 5 and Wednesday, October 13 11:00 a.m. to 8:00 p.m. Appleby Ice Centre 1201 Appleby Line Mapleview Shopping Centre 900 Maple Avenue Tuesday, October 5 and Wednesday, October 13 Tuesday, October 5 and Wednesday, October 13 11:00 a.m. to 8:00 p.m. 11:00 a.m. to 8:00 p.m.

11 Page 10 of Report CL-6-10 SCHEDULE "B" TO BY-LAW xx-2010 SPECIAL VOTING LOCATIONS ON OCTOBER 25, 2010 NURSING HOMES Ward/Poll Facility Address Beds Time 1/191 Cama Woodlands 159 Panin Road 64 9:30 11:00 am. 1/193 Hampton Terrace Care 75 Plains Road :00 1:30 p.m. Centre West 1/194 Joseph Brant Memorial 1230 North Shore 25 2:00-3:00 p.m. Hospital Complex Care Blvd. East 1/195 The Brant Centre 1182 Northshore 171 3:30-5:30 p.m. Blvd. East 1/196 School Sisters of Notre 1921 Snake Road 10:00 11:00 a.m. Dame Retirement and Health Care Centre * 2/291 Brantwood Lifecare Centre 802 Hager Avenue 138 9:30 11:30 a.m. 2/292 Maple Villa Long Term 441 Maple Avenue 93 2:30 4:30 p.m. Care Centre 3/392 Mount Nemo Christian 4486 Guelph Line 60 10:00 11:30 a.m. Nursing Home 4/491 Village of Tansley Woods 4100 Upper Middle 144 1:00 3:00 p.m. Road 4/492 Billings Court Manor 3700 Billings Court 160 9:30 11:30 a.m. 5/591 Creekway Village Long 5200 Corporate 144 9:30 11:30 am. Term Care Centre Drive 5/592 Burloak Long Term Care Centre 5959 New Street 144 1:30 3:30 p.m. REST HOMES Ward/Poll Facility Address Beds Time 3/391 Bethany Residence 2387 Industrial Drive 125 1:30 3:30 p.m. 1/192 Park Avenue Manor 924 Park Avenue West 77 2:00 3:30 p.m. RETIREMENT HOMES Ward/Poll Facility Address Beds Time 1/196 School Sisters of Notre 1921 Snake Road 25 10:00 11:00 a.m. Dame Retirement and Health Care Centre* 1/197 Burlington Gardens 300 Plains Road :30 a.m. 1:30 79

12 Page 11 of Report CL-6-10 West 2/291 Brantwood Lifecare Centre 802 Hager Avenue 40 9:30 11:30 a.m. 2/293 Martha's Landing 2109 Lakeshore 65 5:00 6:30 p.m. Road 4/493 Christopher Terrace 3131 New Street 81 1:00 2:30 p.m. Retirement Home 4/494 Heritage Place 4151 Kilmer Drive :30 11:30 a.m. 4/495 Appleby Place Retirement 500 Appleby Line 91 4:00 5:30 p.m. Residence 5/593 Lakeshore Place 5314 Lakeshore 161 3:00 5:00 p.m. Retirement Residence Road 5/594 Sunrise Assisted Living 5401 Lakeshore Road 82 1:00 2:30 p.m. p.m. SENIORS APTS. Ward/Poll Facility Address Beds Time 2/294 Wellington Terrace 410 John Street :00 1:30 p.m. 4/496 Bonnie Place 500 Claridge Road 107 3:00 5:00 p.m. 5/595 Hearthstone By The Lake 100 Burloak Drive 174 9:30 11:30 a.m. * These locations have both nursing home and/or retirement home/seniors' apartment components. The components are combined for election purposes. 80

13 Page 12 of Report CL-6-10 WARD 'I SCHEDULE "C" TO BY-LAW XX-2010 Regular Voting Locations for 2010 Municipal Election October 25 10:00 a.m. to 8:00 p.m. Poll 101 Holy Rosary Catholic School 261 Plains Road East Poll 102 Tyandaga Golf Clubhouse 1265 Tyandaga Park Drive Poll 103 Ecole St. Phillipe 901 Francis Road Poll 104 LaSalle Park Pavilion 50 North Shore Blvd. West Poll 105 Royal Botanical Gardens 690 Plains Road West WARD 2 Poll 201 The Salvation Army Community Church 2090 Prospect Street Poll 202 St. John Catholic School 653 Brant Street Poll 203 Burlington Art Centre 1333 Lakeshore Road Poll 204 Burlington Seniors' Centre 2285 New Street WARD 3 Poll 301 Conservation Halton Administration 2596 Britannia Road Building Poll 302 Brant Hills Community Centre 2255 Brant Street Poll 303 M.M. Robinson High School 2425 Upper Middle Road Poll 304 St. Gabriel's Catholic Church 2261 Parkway Drive WARD 4 Poll 401 Glad Tidings Pentecostal Church 1401 Guelph Line Poll 402 Mainway Recreation Centre 4015 Mainway Poll 403 Nelson Recreation Centre 4235 New Street Poll 404 Assumption Secondary School 3320 Woodward Avenue Poll 405 Port Nelson United Church 3132 South Drive Poll 406 Appleby United Church 4407 Spruce Avenue WARD 5 Poll 501 St. Elizabeth Seton Catholic School 5070 Dryden Avenue Poll 502 Appleby Ice Centre 1201 Appleby Line Poll 503 Frontenac Public School 5140 Pinedale Avenue Poll 504 Robert Bateman High School 5151 New Street Poll 505 St. Patrick Catholic School 200 Kenwood Avenue 81

14 Page 13 of Report CL-6-10 WARD 6 Poll 601 Trinity Baptist Church 4372 Appleby Line Poll 602 Tansley United Church 2111 Walker's Line Poll 603 Notre Dame Secondary School 2333 Headon Forest Drive Poll 604 St. Paul the Apostle Church 2265 Headon Road Poll 605 Sacred Heart of Jesus Catholic School 2222 Country Club Drive 82

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16 2010 Municipal Election Budget and Corporate Services Committee March 30, Burlingta Overview Voting Dates and Times Internet Voting: advance voting only Voting Locations Post Election Questions? 1

17 Voting Dates and Times Friday, September 10 Nomination Day (2:00 p.m.) leads to certification of nomination forms Tuesday, October 5 & Wednesday, October 13 Advance Voting 11 a.m.-8 p.m. Monday, October 25 Election Day 10 a.m. 8 p.m. Information provided To candidates To voters Candidate handbook Certified candidates Info. sessions: next May 26 How to make sure you're E-updates on Burlington's voters list Voters lists Sept. 1 Voter Information Notice (VIN) before advance (123,952 eligible electors in 2006) Voting opportunities Maps Accessibility Voting procedures: June 1 Election results Voting info. session: June 22 Burlington 2

18 Information for all Web information Ads in Burlington Post Update (usually Thursdays) Response to questions and follow-up on issues Each individual is responsible for complying with Municipal Elections Act (MEA): 1 vote per eligible elector Voters Lists Preliminary List of Electors (PLE) PLE from MPAC: 'normal' means 15-20% of the PLE will be incorrect School support assumptions Will include only those with confirmed Canadian citizenship Amendments to PLE Add, amend, remove self or family member (EL 15) Remove other (EL 16) Buthngty 3

19 Managing Expectations and Making Changes In advance is best : up to date voters list and VIN Post VIN: doable At the poll: doable "Voters List"... for Advance Voting eligible elector, manual and e strikeoff...for Election Day removes those who voted in advance on Internet Voting "Approve internet voting as a possible option for electors voting in advance of Burlington's 2010 municipal election day..." Council December 14, 2009 (CORPSERV-04-09) Jim McKinstry, Dominion Voting Systems Corporation Agreement between the City of Burlington and Dominion Burlington 4

20 Internet Voting "voting methods that will engage all members of the community, enhance the accessibility of voting in the City of Burlington, comply with the Municipal Elections Act, R.S.O. 1990, and efficiently and effectively provide reliable customer service." (Request For Proposals) Similar to electronic voting, where test ballots are run through machines, Internet voting will be tested beforehand, generally and for Burlington Valid ballot: internet vs. judgement of DRO, clerk in case of tears, reissuing ballot, clear intent CITY or Burlington Internet Voting: convenience Extension of daily experience Easy for voters to cast and verify their vote before it is tabulated 55% of Burlington's employed residents work outside the city Ipsos Reid poll: Canadians spend more time in front of computer screens (18.1 hours per week) than tv sets (16.9 hours per week) 5

21 Internet Voting: accessibility Vote on line over an extended period of time: Peterborough 2006: November 6 to 11 Markham 2010 plan: October 16 to 21 Vote on line from home, avoid transportation challenges Easy to read, one screen at a time, own accessibility tools at home Community Development Halton: remove "the barriers that prevent people from participating fully in elections" Burungrton Internet Voting and Tabulators Improve Readiness The future Valid votes are counted Invalid votes are rejected Improve comfort for broader future use Internet "recount": same manner that was used for the original count (MEA) Programmed to count "marked" ballots Potential for human error with tabulators: discrepancy rate about.5% (2004 Harvard paper used in judicial decision) Manual count: discrepancy rate about 1% 11"4:riin on 6

22 Internet Voting: votes cast Data doesn't suggest that Internet voting increases votes cast Every opportunity to meet current customer service expectations has potential for increased participation Burlington's turnout is on par with other municipalities Separation of advance voting from voting day Internet Voting: cost avoidance If Burlington voters internet vote, there will be opportunities to decrease staff costs at voting locations In Markham: % of eligible voters voted online % Burlington: "the riskiest online city in Canada"? well-educated: 68% of Burlington's adult population has post-secondary education. Of those, 30% have a university degree. high-tech: "More than a quarter of Burlington's population is employed in professional services, which includes information technology as a." affluent Burlington 7

23 Internet Voting: security Overall comfort with on line services: Banking, shopping, municipal services Confidence in election results ITS review, on site visits, quality assurance Protection of voter identity: Peterborough and Markham as examples Burlington: sealed VIN with random EID, voter expresses interest in voting online, PIN, response to sample questions results in 'password', etc. VIN may include bar code Burlington 12:00 Noon Election Zero Totals Report posted to 8:00 p.m. Polls Close Early voting results uploaded and results transmission begins Static Election Results Report posted to website every 15 minutes 9:30 p.m. (approximately) All Polls Reported 10:00 p.m. Unofficial Election Results 8

24 Accessibility of Voting Locations Reviewed previous election information from candidates and voters Site visits with Burlington Accessibility Advisory CoMmittee (BAAC) Lighting, public transit, parking, 'walking' distance, etc. Special voting locations on October 25 Proxy voting and voters requiring assistance Post Election Clerk certifies election results All candidates: post election survey Staff debrief: continue, stop, start, change Usual post election work continues throughout 2011 on 9