2014 Municipal Elections Procedures for the City of Thorold Chapter 12 VOTING Page 1 VOTING PROCEDURES

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1 Page 1 VOTING PROCEDURES VOTING PROCEDURE FOR A PERSON ON THE VOTERS LIST: 1. The elector (voter) attends at the correct polling location and presents his/her Voter Notification Letter, if available. 2. An Election Official directs the voter to the appropriate polling subdivision station and the voter hands over his/her Voter Notification Letter, if available, to the Deputy Returning Officer (DRO). 3. The DRO reviews the Voter Notification Letter, if available, and locates the voter s name on the Voters List. 4. The voter shall provide proof of identification and residence in the prescribed form to the DRO. 5. The DRO verifies the information on the Voters List with the voter. 6. If the DRO is satisfied that the person is entitled to vote at the polling location, the DRO may issue a Ballot based on the 7. Before the Ballot is issued, the DRO shall initial at the top, on the reverse side of the Ballot. 8. The DRO shall keep a record of the number of Ballots issued using a Ballot Tally Sheet. 9. The DRO shall keep a record of the type of Ballots issued using a Ballot Type Tally Sheet. 10. The DRO shall record on the Voters List that the voter has been issued a ballot by drawing a line, in ink, through the middle of the voter s name across the entire page of the Voters List or, if available, using the bar code scanner. Next to the voter s name on the Voters List, the DRO shall record the next available number listed on the Ballot Tally Sheet. 11. The DRO or other Election Official shall explain to the voter how to vote and how to use the secrecy folder. The DRO or other Election Official will direct the voter to mark their Ballot in a voting booth. 12. The voter then delivers his/her completed (or marked) Ballot in the secrecy folder to the Tabulator Operator, who is stationed by the AccuVote Tabulator machine, for processing.

2 Page 2 VOTING PROCEDURE FOR A PERSON NOT ON THE VOTERS LIST: 1. The elector (voter) attends at the polling location and an Election Official will verify with the voter if he/she is at the correct polling station. 2. If the voter presents an Application to Amend the Voters List, from the City Clerk or her designate, in order to be entered on the Voters List, the voter is directed to the correct polling station. 3. If the voter does NOT have an Application to Amend the Voters List from the City Clerk or her designate and does not appear on the Voters List, the voter is directed to the Affidavits Clerk to complete the necessary Application to Amend the Voters List (Form EL15) in order to have the Voters List amended. Once the voter has provided his/her proof of identification and residency in an acceptable form, and completed the prescribed Application, he/she will be directed to the appropriate polling station. 4. At the polling station the DRO reviews the approved Application to Amend the Voters List. 5. The voter shall provide proof of identification and residence, in the prescribed form, to the DRO. 6. If the DRO is satisfied the person is entitled to vote at that polling location, the DRO shall add the voter s name, address, and school support information to the Voters List in the order in which it should appear. 7. The DRO may then issue a Ballot based on the The Ballot will be issued in a secrecy folder. 8. The DRO shall not give a Ballot to a person unless the person s name is on the Voters List or unless that person has an approved Application to Amend the Voters List (Form EL15) from the City Clerk, her designate, or Affidavits Clerk. 9. Before the Ballot is issued, the DRO shall initial at the top on the reverse side of the Ballot. 10. The DRO shall keep a record of the number of Ballots issued using a Ballot Tally Sheet. 11. The DRO shall keep a record of the type of Ballots issued using a Ballot Type Tally Sheet. 12. The DRO shall record on the Voters List that the voter has been issued a ballot by drawing a line, in ink, through the middle of the voter s name across the entire page of the Voters List or, if available, using the bar code scanner. Next to the

3 Page 3 voter s name on the Voters List, the DRO shall record the next available number listed on the Ballot Tally Sheet. 13. The DRO shall explain to the voter how to vote and how to use the secrecy folder. The DRO shall direct the voter to mark their Ballot in a voting booth. 14. The voter then delivers his/her completed (or marked) Ballot in the secrecy folder to the Tabulator Operator, who is stationed by the AccuVote Tabulator machine, for processing. INSTRUCTIONS FOR FILLING OUT BALLOTS: 1. The Ballot contains the races of Mayor, Regional Councillor, City Councillor, School Board Trustee(s) and, if required, a question to be answered. 2. The marking pen provided in the voting booths must be used to mark the Ballot by shading in the oval next to the name of the candidate(s) of his/her choice, for each office to which the voter is entitled to vote and, if there is a question on the Ballot, in the oval to the right of the voter s response to the question. 3. Do not fold the Ballot. 4. Once the voter marks the Ballot, he/she inserts it into the secrecy folder with the DRO initials showing on the top portion of the Ballot. 5. The voter then delivers the completed Ballot in the secrecy folder to the Tabulator Operator. VOTING PROCEDURE IF THE VOTER RECEIVED THE WRONG BALLOT: 1. If, BEFORE their Ballot is tabulated, the voter believes he/she was inadvertently issued the wrong Ballot, the voter shall return to the DRO who issued the Ballot to request clarification. 2. If, AFTER their Ballot is tabulated, the voter believes he/she was inadvertently issued the wrong ballot, the voter will not be issued any further Ballot(s). VOTING PROCEDURE FOR INCORRECT SCHOOL SUPPORT OR RESIDENT/NON- RESIDENT STATUS OF VOTER ON THE VOTERS LIST: 1. If the voter s name appears on the Voters List but the school support information or resident and/or non-resident status is incorrect and the voter wishes to correct the

4 Page 4 information in order to receive the appropriate Ballot, the DRO will direct the voter to the Affidavits Clerk. 2. When the voter returns from the Affidavits Clerk with the completed and approved Application to Amend the Voters List (Form EL15), the DRO shall amend the Voters List accordingly. 3. The DRO shall then proceed with the usual routine to issue a Ballot based on the 4. If the voter refuses to complete an Application to Amend the Voters List, the only Ballot he/she is entitled to is the one the Voters List indicates (unless the voter is challenged by a scrutineer and the voter refuses to swear, then that voter would not be entitled to any Ballot). VOTING PROCEDURE FOR INCORRECT NAME OR ADDRESS ON THE VOTERS LIST: 1. If the name or address of the voter has been listed incorrectly on the Voters List due to a minor typing error, the DRO may amend the Voters List to reflect the correct information. The DRO may then proceed with the usual routine for issuing the appropriate ballot to the elector. 2. If, however, the DRO determines that the error in the name or address of the voter is significant (eg. wrong street) and may affect voter eligibility, then the voter will be directed to the Affidavits Clerk to complete the necessary Application to Amend the Voters List (Form EL15) in order to have the Voters List amended. When the voter returns from the Affidavits Clerk with the completed and approved Application, the DRO will amend the Voters List accordingly. 3. The DRO may then proceed with the usual routine to issue a ballot based on the VOTING PROCEDURE FOR SPOILED OR DEFECTIVE BALLOT: 1. If the voter realizes that he/she has made an error in marking the Ballot before it is tabulated OR if the Ballot is returned by the AccuVote Tabulator because it is defective or the Ballot is over voted, the voter may request a replacement Ballot. 2. The DRO will receive the spoiled or defective ballot from the voter, mark the reverse side of the Ballot CANCELLED and record the word CANCELLED in the Voters List next to the voter s name. The DRO will also record, next to the voter s name on the Voters List, the next available number from the Ballot Tally Sheet for the replacement ballot. The DRO will then place the cancelled Ballot in the Cancelled Ballot Envelope and issue a new Ballot to the voter.

5 Page 5 3. Ballots rejected by the AccuVote Tabulator and returned to the DRO should be marked according to the following criteria: a) CANCELLED Voter is present and wishes to mark a replacement Ballot because of voter error or defective Ballot. Place the Ballot in the Cancelled Ballot Envelope and deliver another Ballot to the voter. (See Procedure described in numbers 1 and 2 above.) b) DECLINED Voter is present and, after being registered, declines to accept a Ballot or declines to accept a replacement Ballot. Place the Ballot in the Declined Ballot Envelope. When a voter declines to vote, he/she is recorded DECLINED on the Voters List and cannot be issued a ballot later even if they wish to vote after the fact. VOTING PROCEDURE FOR PERSONS WHO DO NOT SPEAK ENGLISH 1. If the DRO does not understand the language of the voter, an interpreter may be used. 2. The voter is responsible for providing his/her own interpreter. There is no age limit for an interpreter. However, the interpreter must understand the nature of the Oath and be capable of communicating the information to be translated. 3. The DRO shall administer the Oral Oath or Affirmation of Interpreter. 4. If the voter is unable to provide an interpreter, the voter shall be refused a ballot. 5. The interpreter may NOT accompany the voter into the voting booth unless the appropriate Oaths are taken by the voter and the interpreter. VOTING PROCEDURE IF ELECTOR S RIGHT TO VOTE IS CHALLENGED 1. A person's right to vote may be challenged up until the time the person receives the ballot. 2. If the DRO, a scrutineer or a certified candidate objects to the elector voting, the DRO will record the fact of the objection and by whom it was made on the Voters List next to the voter s name. 3. The DRO will require the voter to sign and perform a verbal Oath or Affirmation of Qualifications. 4. After the voter signs and performs the verbal Oath or Affirmation of Qualifications, the DRO will write on the Voters List next to the voter s name that the voter was SWORN.

6 Page 6 5. A list of all individuals who have taken the Oath or Affirmation of Qualifications (Form EL26) must be maintained by the DRO. 6. If the voter refuses to sign and perform the Oath, the DRO will NOT issue a Ballot to the voter and will write REFUSED TO SWEAR next to the voter s name on the Voters List. That voter will not be permitted to vote even if the voter returns later and agrees to take an Oath at that time. 7. The DRO will ask the voter for proof of identity and residence in the prescribed form or if the voter does not present the prescribed proof of identity and residence, the DRO shall require the voter to complete a Declaration of Identity (see Form 9 attached). 8. If the DRO is satisfied that the voter is entitled to vote, the DRO may then proceed with the usual routine to issue a Ballot based on the VOTING PROCEDURE FOR PERSONS NEEDING ASSISTANCE DUE TO A DISABILITY OR ILLITERACY 1. If an elector is unable to vote without assistance due to a disability or illiteracy, the DRO shall require the elector to perform an Oral Oath of Incapacity to Vote Without Assistance. 2. Then, the Poll Supervisor, and no others, shall accompany the voter to the voting booth and assist the voter with marking the Ballot as directed by the voter. The Poll Supervisor shall then return the Ballot to the secrecy folder and the voter and the Poll Supervisor will then deliver the Ballot to the Tabulator Operator. 3. If a friend accompanies the voter into the polling location to assist the voter, before permitting such a friend to enter the voting booth, the DRO shall require the friend to take the Oral Oath of Friend of Elector. The Oral Oath of Friend of Elector may only be taken for one friend. 4. The DRO shall enter the appropriate reason, such as UNABLE TO READ or BLIND or FRIEND ASSISTING opposite the voter s name on the Voters List. 5. The DRO may then proceed with the usual routine to issue a Ballot based on the NOTE: A MAGNIFIER SHEET FOR THE VISUALLY IMPAIRED MUST BE DISPLAYED AT EACH DRO WORKSTATION. IF AN ELECTOR USES THE MAGNIFIER, ELECTION STAFF ARE TO MAKE SURE IT IS RETURNED TO THE DRO SO IT IS AVAILABLE FOR ANY OTHER ELECTOR.

7 Page 7 VOTING PROCEDURE FOR PERSONS WHO ARE VOTING BY PROXY: 1. A qualified elector may act on behalf of one other qualified elector in the same municipality who is not a relative and may act for one or more qualified electors who are relatives, using separate proxy forms for each. A relative means parent, grandparent, child, grandchild, brother, sister, or spouse of the elector appointed. Any qualified elector may appoint another person who is a qualified elector to vote on his/her behalf. 2. Appointment proxy forms can only be issued by the City Clerk or her designate at Thorold City Hall. 3. The appointed proxy must attend at the polling location assigned to the elector making the appointment and is directed to the appropriate polling subdivision. 4. The appointed proxy must present an Appointment of Voting Proxy (Form 3) that has been approved by the City Clerk or her designate. 5. The DRO shall keep the Appointment of Proxy form in the Proxy Form Envelope and shall require the proxy voter to take a verbal Oath. The wording for this Oath is contained on the appointment form itself. 6. The DRO shall enter the name of the appointed proxy voter opposite the name of the elector on the Voters List who appointed the proxy voter. 7. The DRO may then proceed with the usual routine to issue a Ballot based on the VOTING PROCEDURE IF PERSON S NAME IS ALREADY STRUCK FROM THE VOTERS LIST 1. If an elector applies for a Ballot and it appears from the Voters List that he/she has already voted (ie. his/her name has been crossed out), the person applying for the Ballot is entitled to vote provided he/she establishes to the DRO s satisfaction that he/she is the person whose name is on the Voters List and that his/her name has been incorrectly crossed out. 2. Prescribed proof of identification and residency is required and the prescribed Oath of Identification is to be completed by the voter. The DRO may then issue a Ballot, based on the school support designation, to the voter. 3. The DRO shall enter the next voter number beside the name of the voter on the Voters List and note that the voter was SWORN and that the FIRST BALLOT WAS ISSUED BY REASON OF IMPERSONATION. 4. The DRO may then proceed with the usual routine to issue a ballot based on the