Procedures and Rules as Established by the Municipal Clerk 2014 Municipal Election Township of Centre Wellington
2014 Municipal Election Procedures and Rules Updated May, 2014 Declaration In accordance with Sections 12(1) and 42(3) of the Municipal Elections Act, 1996, as amended, I hereby certify the following procedures shall be followed in conducting the 2014 Municipal Election in the Township of Centre Wellington. DATED at the Township of Centre Wellington, in the County of Wellington this 30 th day of May, 2014. Kerri O Kane, Manager of Legislative Services/Municipal Clerk Township of Centre Wellington
2014 Municipal Election Procedures and Rules Table of Contents Overview and Definitions... i 1. Nominations... 1 2. Appointment of Election Personnel... 1 3. Advertisements and Notices... 1 4. Voters List... 2 5. Prescribed Forms... 3 Other Election Forms... 4 6. Proxy Voting... 5 7. Security of Election Records... 5 Security of Ballots Prior to Voting... 5 Security of Records During/After the Vote... 5 Disposition of Election Records... 6 8. Vote by Mail Procedure... 7 9. Rejection of Ballots... 10 10. Ballot Count Centre - General... 10 11. Operational Procedures... 12 Scanning... 13 12. Tabulation Procedures... 14 13. Announcement of Results... 14
2014 Municipal Election Procedures and Rules 14. Vote Tabulation... 15 General... 15 Programming of the Hardware & Software... 15 Testing of Hardware & Software... 16 Re-Testing of Hardware & Software (On Voting Day)... 16 15. Form of Ballot... 17 16. Scrutineers... 17 17. Emergencies... 17 18. Amendments to this Document... 17 19. Specified Dates... 18
Overview The Municipal Elections Act, 1996, as amended, grants the Municipal Clerk authority to establish procedures and forms for voting and vote-counting equipment within their municipality (Section 42(3)). The Act further grants the Municipal Clerk authority to provide for any matter or procedure that is not provided for in the Act (Section 12). On April 22, 2014, Council enacted By-law 2014-018, a by-law to authorize the Municipal Clerk to conduct the municipal elections using the Vote By Mail process, contract data base services provided by DataFix, and to authorize the use of automated vote tabulators. The following procedures detail the process to be followed as directed by the Municipal Clerk for the 2014 Municipal Election in the Township of Centre Wellington. Definitions Ballot Return Station is the place where ballots may be delivered. The Ballot Return Station will be located in the Corporate Services Department at the Municipal Office also known as the Civic Centre. A Ballot Return Station will also be set up at the Victoria Park Senior s Centre on Tuesday, October 21, 2014 from 1:00-4:00 p.m. and Friday, October 24, 2014 from 9:00 a.m. to 12:00 p.m. (noon). Ballot Count Centre is where the secrecy envelopes are opened, ballots processed and where the tabulating of votes will occur on Voting Day. This station is located at the Elora Community Centre, 29 David Street, Elora, Ontario. This location is only open to authorized staff, designated election officials, certified candidates and appointed scrutineers. Civic Centre/Municipal Office is the Municipal Office for the Corporation of the Township of Centre Wellington, located at 1 MacDonald Square, Elora, Ontario Corporate Services Department includes Legislative Services, Financial Services and Information Technology. The former Clerk s Department of the Corporation of the Township of Centre Wellington is part of the Corporate Services Department Municipal Clerk is the Municipal Clerk, or designate, for the Corporation of the Township of Centre Wellington Repair Station is where ballots that are unable to be scanned because of a technical defect or are torn during opening and can be duplicated in accordance with these rules and procedures. This station is located within the Ballot Count Centre at the Elora Community Centre, 29 David Street, Elora, Ontario. This location is only open to authorized staff, designated election officials, certified candidates and appointed scrutineers. - i -
Return Envelope Processing Station is to be located in the Council Chamber of the Municipal Office and is where the yellow outer return envelopes will be opened and the voter declaration forms will be processed, the electronic voter s list will be updated and the secrecy envelopes placed in ballot boxes for secure storage. Tabulator Station is where the ballots are scanned and tabulated electronically. This station is located within the Ballot Count Centre at the Elora Community Centre, 29 David Street, Elora, Ontario. This location is only open to authorized staff, designated election officials, certified candidates and appointed scrutineers. Voting Place is located at the Corporate Services Department at the Municipal Office also known as the Civic Centre, 1 MacDonald Square, Elora, Ontario. - i -
1. NOMINATIONS 1.1 Nomination Papers can be filed within Legislative Services at the Municipal Office/Civic Centre at the Township of Centre Wellington from January 2 to September 11, 2014 from 8:30 a.m. to 4:30 p.m., excluding weekends, and on Friday, September 12, 2014 (Nomination Day) from 9:00 a.m. to 2:00 p.m. Documentation required: Nomination Paper (Form 1); Declaration of Qualification (Form 7 Council) (Form 8 School); and authorization to release personal information. Nominations will be accepted in the following manner only: in person; through an agent, and with the prescribed filing fee. No faxed or other electronically transmitted nomination paper will be accepted. If the nomination paper is filed by an agent of the nominee, an original or certified true copy of photo identification of the nominee and the agent is required. 2. APPOINTMENT OF ELECTION PERSONNEL 2.1 The Municipal Clerk may appoint, in writing, Deputy Returning Officers (DROs) and such other election officials as required to assist in the administration, management, security and control of the Vote By Mail and computerized vote tabulating election system. 2.2 Written appointments and delegation of duties of DROs and election officials shall include the authority to require any person to furnish proof of identity or qualifications pursuant to the Municipal Elections Act, 1996, as amended. 3. ADVERTISEMENTS AND NOTICES 3.1 All advertisements and notices shall be published in the Wellington Advertiser and on the municipality s website, www.centrewellington.ca. 3.2 The following essential advertisements and notices shall be issued: a) Notice to electors advising method of voting, at least one notice must be provided prior to Nomination Day (September 12, 2014). b) Notice of Revision of Voters' List is to be published and posted before September 2, 2014. The revision period runs from September 2, 2014 to the close of voting at 8:00 p.m. on October 27, 2014. Change, add, drop own name from September 2, 2014 to October 27, 2014. Remove another elector s name from September 2, 2014 to September 12, 2014 (Nomination Day). c) Notice of Nomination is to be published and posted before Nomination Day. Nomination period runs from January 2, 2014 until 2:00 p.m. on Friday, September 12, 2014. - 1 -
d) Second Notice of Vote by Mail will be published and posted after October 1, 2014. e) The Certified Election Results shall be published as soon as possible after October 27, 2014 on the municipal website only. 3.3 The Municipal Clerk reserves the right to publish additional advertisements and notices as deemed appropriate. 4. VOTERS LIST 4.1 The Municipal Property Assessment Corporation (MPAC) is responsible for supplying the Township of Centre Wellington with the Voters List for municipal elections. The Township of Centre Wellington has contracted with DataFix to provide data base services in development of the Voters List. 4.2 A paper copy of the Voters List will be available in the Municipal Clerk s Office. All deletions, amendments and additions to the Voters' List shall be maintained electronically. Additionally, electors names will be struck from the Voters List as the ballots are received and processed at the Return Envelope Processing Station. 4.3 The Voters List, showing the names of all persons entitled to vote in the October 27, 2014 Municipal Election in the Township of Centre Wellington, will be available for public inspection commencing Tuesday, September 2, 2014 at the following location: Location Township of Centre Wellington Municipal Office, Corporate Services, Legislative Services Department 1 MacDonald Square, Elora, ON Hours Monday - Friday - 8:30 a.m. - 4:30 p.m. 4.4 If an individual qualifies and their name has been omitted from the Voters List or the information is incorrectly shown, they must file an Application to Amend the Voters List during the period commencing Tuesday, September 2, 2014 to October 17, 2014, Monday through Friday, 8:30 a.m. to 4:30 p.m., from Monday, October 20, 2014 through Friday, October 24, 2014 8:30 a.m. to 8:00 p.m., on Saturday, October 25, 2014 from 10:00 a.m. to 2:00 p.m., and on October 27, 2014 (Voting Day) from 8:30 a.m., until the close of voting at 8:00 p.m. 4.5 Applications to remove another person s name from the Voters' List must be made in writing on the Application to Amend the Voters List form to the - 2 -
Municipal Clerk, or designate, during the period from September 2, 2014 until September 12, 2014, Monday through Friday, 8:30 a.m. to 4:30 p.m. 4.6 Electors added to the Voters' List on or before September 17, 2014, will receive their Vote by Mail Kit from DataFix. 4.7 Electors added to the Voters' List from September 18, 2014 until September 30, 2014 will be mailed a Vote by Mail Kit by the Municipal Clerk, or designate, on or before October 3, 2014. Electors added to the Voters List on or after October 6, 2014, and up to 8:00 p.m. on October 27, 2014 may pick up their Vote By Mail Kit during regular office hours or from Monday, October 20, 2014 through Friday, October 24, 2014 8:30 a.m. to 8:00 p.m., and on Saturday, October 25, 2014 from 10:00 a.m. to 2:00 p.m., at the Township of Centre Wellington Civic Centre, 1 MacDonald Square, Elora, Ontario, 4.8 Electors added to the Voters' List after October 6, 2014 to the close of voting on October 27, 2014 will be provided with a Vote by Mail Kit at the time of filing their Application to Amend the Voters List form. These electors will have the option of returning the ballot at a later time prior to the close of voting day (October 27, 2014 8:00 p.m.) or conducting their vote at a secure location in the Township of Centre Wellington Civic Centre in Elora, Ontario and leaving the return envelope with the Municipal Clerk, or designate in a ballot box. 4.9 The Voters List containing deletions, amendments and additions, along with those persons who have voted to date and those persons who have been issued with Vote By Mail Kits by the municipality will be maintained electronically by the Municipal Clerk, or designate. 5. Prescribed Forms 5.1 The following list includes prescribed forms used in the conduct of the 2014 Municipal Election: Form # Title Description Form 1 Nomination Form Filed by all candidates seeking office. (Included in Candidate s Information Package and available on the Township s Municipal Website.) Form 2 Ballot Composite Ballot to be provided to every eligible voter as included on the Voters List. There shall appear on the ballot to the right of each candidate s name a space suitable for the marking of the ballot. Form 4 Financial Statement Auditor s Report All candidates must file Form 4. Candidates who receive contributions or incur expenses in excess of $10,000 must also attach an Auditor s - 3 -
Form 5 Form 6 Form 9 Financial Statement Subsequent Expenses Notice of Extension of Campaign Period Declaration of Identity Report. All surplus funds shall be paid to the Municipal Clerk. (Included in Candidate s Information Package and available on the Township s Municipal Website.) To be filed if a candidate has incurred costs related to a recount, compliance audit, or supplementary filing period has passed and who has applied for the return of their surplus funds to defray those costs. To be completed and filed by candidates or registrants requesting an extension of the campaign period due to a deficit. To be completed by persons who do not present the prescribed proof of identity and residence. This form must be completed at the voting place. Other Election Forms 5.2 In addition to the aforementioned prescribed forms, the forms listed below will be used in the conduct of the 2014 Municipal Election as required: Application to Amend Voters' List (EL15) Application for Removal of Another s Name from Voters List (EL16) Appointment and Oath of an Election Official (EL11) Appointment and Oath of Deputy Returning Officer (EL10) Appointment of Scrutineer by Candidate (EL12A) Ballot ReMark Log Candidate's Declaration - Proper Use of Voters' List (EL14) Certificate of Election Results (EL08) Certificate of Estimated Campaign Expenses Certificate of Maximum Campaign Expenses (EL37) Daily Batch Reconciliation Form Declaration of a Qualified Candidate Municipal (EL18A) Declaration of a Qualified Candidate - School Trustee (EL18B) Declaration of Acclamation to Office (EL20) Declaration of Recount Results (EL41) Final Summary of Election Results (EL09) List of Certified Candidates (EL07) Notice of Death of Candidate (EL21) Notice of Default (EL43) Notice of Recount (EL39) Notice to Candidate of Filing Requirements (EL42) Oral Oath of Friend or Interpreter (EL27) Oral Oath of Secrecy (EL12B) - 4 -
Personal Information Release Form Recount Results (EL40) Scan Batch Control Sheet Scanner Batch Control Tally Sheet Statement By Qualified Elector/Agent To Obtain a Vote By Mail Kit from the Municipal Clerk Statement of Election Results (EL08) Withdrawal of Nomination (EL19) Witness Statements as to Destruction of Ballots (EL38) 5.3 The Municipal Clerk reserves the right to use additional forms as may be necessary for the conduct of the election. 6. PROXY VOTING 6.1 As the Township of Centre Wellington is conducting the 2014 Municipal Election using the Vote By Mail process, in accordance with Section 42(5), of the Municipal Elections Act, 1996, as amended, there is no requirement for and no opportunity to vote by proxy. 7. SECURITY OF ELECTION RECORDS Security of the Ballot PRIOR to Voting 7.1 Ballots will be printed to Dominion Voting Systems specifications and under the supervision of Dominion Voting Systems and DataFix, and the number of ballots printed will be forwarded to the Municipal Clerk, or designate. 7.2 DataFix will mail a ballot to each person identified on the revised Voters' List as of September 17, 2014. Additional ballots (blank kits) will be forwarded to the Municipal Clerk, or designate to be used for the period between September 18, 2014 and October 27, 2014 for eligible voters. 7.3 The Municipal Clerk, or designate, will receive additional ballots for each ballot face which will be issued to qualified electors and used for the logic and accuracy (L&A) testing of the scanners and voting system. 7.4 In the event there are insufficient ballots provided by DataFix, upon the authorization of the Municipal Clerk, or designate, and with the assistance of Dominion Voting Systems and Data Fix, additional ballots may be printed. Security of the Ballot DURING/AFTER the Vote 7.5 Upon receipt by mail or from the Ballot Return Stations, the yellow Outer Return Envelopes will be opened and, upon being verified, the sealed Ballot Secrecy - 5 -
Envelopes will be placed and stored in sealed ballot boxes. The number of yellow Outer Envelopes processed shall be reconciled with the: Number of electors marked as having voted on the Voters List Number of rejected ballots Number of secrecy envelopes deposited into the ballot box Number of Voter Declaration Forms The reconciliation shall be recorded on the Daily Batch Reconciliation Form. 7.6 As each ballot box is filled, and at the end of each day, the Municipal Clerk, or designate, shall affix a seal to the ballot boxes, initial the seal and place the sealed ballot boxes in the secured storage vault designated by the Municipal Clerk. Each morning the Municipal Clerk, or designate, shall retrieve any sealed, but not full ballot boxes, inspect the seals to ensure they are intact, and, in the presence of another election staff member, break the seals to access the slots for use during the Return Envelope Processing Station. 7.7 At 1:00 p.m. on October 27, 2014 (Voting Day), the sealed ballot boxes will be transported by the Municipal Clerk, or designate, from the secure storage location to the Ballot Count Centre, at the Elora Community Centre, 29 David Street West, Elora, Ontario. Ballot box(es) shall be maintained at the Voting Place (Civic Centre, 1 Macdonald Square, Elora) during the specified hours. At various intervals, and at the close of voting at 8:00 p.m., ballot box(es) maintained at the Voting Place shall be sealed and transported to the Return Envelope Processing Station and then transported to the Ballot Count Centre by the Municipal Clerk, or designate for processing. 7.8.1 When the count is complete, the ballot boxes will be sealed and initialed by the Municipal Clerk, or designate, prior to transfer to a secure place under the control of the Municipal Clerk, or designate, for the statutory retention period. Disposition of Election Records 7.9 As soon as possible after February 24, 2015, the Municipal Clerk, or designate, shall effect the destruction of the ballots and may also destroy any other eligible documents and records related to the 2014 Municipal Election. 7.10 Notwithstanding section 7.9 above, If a recount has been initiated, the records must be retained until the disposition of the recount. Records shall not be destroyed if a court orders that they are to be retained. Nomination Papers and Financial Statements filed by any candidate shall be retained until the members of the Council or local board elected in the next regular election take office (ie. after December 1, 2018). - 6 -
8. VOTE BY MAIL PROCEDURE Ballot Kit START RESULTS 8.1 The Township of Centre Wellington, in conjunction with DataFix, will provide the Vote By Mail Kit to every person who qualifies to be an elector up to the close of voting on October 27, 2014 at 8:00 p.m. 8.2 The Vote By Mail Kit shall consist of: - 7 -
Voting Instruction Sheet Composite Ballot Ballot Secrecy Envelope Voter Declaration Form Outer Return Envelope (yellow) with prepaid postage Such other material as the Municipal Clerk, or designate, determines 8.3 The Voters List shall be provided to Data Fix on September 17, 2014. 8.4 The Municipal Clerk, or designate, on or before October 3, 2014, shall cause to be mailed to every elector, who had qualified to be on the Voters List by September 17, 2014, a Vote by Mail Kit. The Vote by Mail Kit shall be mailed to the elector s address as shown on the Voters List. 8.5 The Municipal Clerk, or designate, shall mail a Vote By Mail Kit to every person qualified to be on the Voters List who has been added from September 18, 2014 to October 3, 2014. Electors added to the Voters List between October 6, 2014 and October 27, 2014 at 8:00 p.m., will be provided a Vote by Mail Kit at the time they are added to the Voters List. 8.6 If a qualified elector does not receive his/her Vote By Mail Kit or if the Vote by Mail Kit is lost or destroyed, a new Vote By Mail Kit may be issued by attending at the Township of Centre Wellington Civic Centre, 1 MacDonald Square, Elora, Ontario on or before October 27, 2014. The Municipal Clerk, or designate, will confirm that the elector is qualified and have the elector or agent complete the Statement By Qualified Elector/Agent To Obtain a Voters Kit and a new Vote By Mail Kit will be issued. These forms shall be retained for the statutory retention period. 8.7 Upon receipt of the Vote by Mail Kit, the voter shall complete the ballot, place it in the inner Ballot Secrecy Envelope and seal the envelope. The voter shall complete the Voter Declaration Form and place it, along with the sealed Ballot Secrecy Envelope, in the yellow prepaid envelope. If an elector requires assistance in voting, he/she shall make his/her mark (ie, an X ) on the signature line and have a witness sign in the signature area of the Voter Declaration Form. In the alternative, a qualified elector may attend at the Voting Place (Civic Centre) and request assistance from an election official. The yellow prepaid Return Envelope may be mailed or delivered to the Ballot Return Station. Return Envelopes mailed in Canada are postage prepaid. - 8 -
8.8 In addition to using Canada Post, a Ballot Return Station will be established for those electors wishing to deposit or have deposited their Return Envelope directly to the Municipal Clerk, or designate, at the Township of Centre Wellington Civic Centre, 1 MacDonald Square, Elora, Ontario, during regular office hours (8:30 a.m. to 4:30 p.m.), and until 8:00 p.m. on October 27, 2014. Return Envelopes may also be deposited in the after-hours drop box located at the front entrance to the Civic Centre or the Corporate Services Department, 1 MacDonald Square, Elora, Ontario. A Ballot Return Station will also be set up at the Victoria Park Senior s Centre on Tuesday, October 21, 2014 from 1:00-4:00 p.m. and Friday, October 24, 2014 from 9:00 a.m. to 12:00 p.m. (noon). 8.9 The final day to deposit the Return Envelope in the mail to ensure delivery by Canada Post to the Municipal Clerk, or designate, is October 17, 2014. Following this date, voters are encouraged to deposit their Return Envelope at the designated Ballot Return Station in the Township of Centre Wellington Civic Centre. 8.10 Return Envelopes deposited in the after-hours drop box located at the front entrance to the Township of Centre Wellington Civic Centre, 1 MacDonald Square, Elora, Ontario until October 27, 2014 at 8:00 p.m. will be considered as having been mailed. 8.11 A separate Return Envelope will be provided to each individual elector. Each day as Return Envelopes are received at the Township of Centre Wellington Civic Centre, either by mail or from the Ballot Return Stations, the Municipal Clerk, or designate, will remove the sealed Ballot Secrecy Envelope and Voter Declaration Form and update the Voters List. The process will begin each day starting Friday, October 17, 2014 at 11:00 a.m. in the Council Chamber at the Civic Centre. Candidates/Scrutineers are invited to attend during this process. 8.12 Any Return Envelope which contains more than one Voter Declaration Form or more than one Ballot Secrecy Envelope shall be treated in the following manner: a) Envelopes containing equal numbers of Ballot Secrecy Envelopes to Voter Declarations WILL BE ACCEPTED. b) Envelopes containing more Ballot Secrecy Envelopes than Voter Declaration Forms or more Voter Declaration Forms than Ballot Secrecy Envelopes WILL BE REJECTED. 8.13 If, upon opening the Return Envelope, the Ballot Secrecy Envelope has not been sealed or in the event the Ballot Secrecy Envelope has been sliced open as a - 9 -
result of opening the Return Envelope, the Municipal Clerk, or designate, shall seal or tape the envelope without examining the ballot. 8.14 Sealed Ballot Secrecy Envelopes will be placed into ballot boxes and placed in a secure location under the control of the Municipal Clerk, or designate. On October 27, 2014 these ballot boxes, at approximately 1:00 p.m., will be transported to the Ballot Count Centre located in the Elora Community Centre, 29 David Street West, Elora, Ontario as designated by the Municipal Clerk, or designate. 8.15 Ballots received by the Municipal Clerk, or designate, after 8:00 p.m. on Voting Day shall not be processed, but shall be date stamped and retained for the statutory document retention period. 9. REJECTION OF BALLOTS 9.1 In addition to rejecting cast ballots for violations of the Municipal Elections Act, 1996, as amended, the REJECTED following conditions will also cause a ballot to be considered rejected at the Return Envelope Processing Station: a) upon opening the Return Envelope there is no Voter Declaration Form; b) upon opening the Return Envelope the Declaration Form is not signed and an election official cannot get the voter to come to the Municipal Office to sign the Declaration Form before the closing time on election day; reasonable efforts will be made to contact electors. c) upon opening the Return Envelope there is a different number of Ballot Secrecy Envelopes than Voter Declaration Forms; d) upon opening the Return Envelope the ballot is not contained within the Ballot Secrecy Envelope; and e) upon opening the sealed Ballot Secrecy Envelope at the Ballot Count Centre, the envelope contains more than one ballot; and (f) has identifiable marks on the sealed ballot secrecy envelope or the ballot. 9.2 Ballots rejected at the Return Envelope Processing Station shall be securely stored and shall not be forwarded to the Ballot Count Centre on Voting Day. Rejected ballots from the Ballot Count Centre will be delivered to the Civic Centre and securely stored. 10. BALLOT COUNT CENTRE GENERAL 10.1 The Ballot Count Centre will be established at the Elora Community Centre located at 29 David Street West, Elora, Ontario. Only the Municipal Clerk, designated election officials, certified candidates and appointed scrutineers will be permitted to remain in the Ballot Count Centre. - 10 -
10.2 The Ballot Return Centre and Voting Place at the Municipal Office, also known as the Civic Centre, will be closed at 8:00 p.m. on October 27, 2014 and only designated election officials will be allowed to enter thereafter. 10.3 Candidates and scrutineers will be permitted in designated areas only. Cell phones and/or other electronic equipment will not be permitted other than for designated election officials. Candidates and scrutineers shall not interfere with the vote count in any manner. Should they do so, they shall be required to leave the facility when so requested by a designated election official. 10.4 No campaign material will be allowed within or upon the property occupied by the Municipal Office, also known as the Civic Centre (Voting Place) and Ballot Return Centre. 10.5 Proper handling of ballot procedures shall be enforced to ensure that each ballot is tracked, stored, and subjected to quality control to ensure that: each ballot is scanned once; each scan can be successfully processed for intent; no ballot is double scanned; and, spoiled ballots are removed or managed before entering the database. 10.6 With regard to the Ballot Count Centre, the election process shall have the following stations: Station Open Secrecy Envelope/Ballot Extraction Station Details a) A letter opener is used to open the Secrecy Envelopes. The envelopes are bundled and delivered by the runner to the Ballot Extraction Station for removal of the ballot. b) Election Officials manually extract the ballot from the Secrecy Envelope, unfold the ballot, and place in a pile for delivery to the Tabulator Station. c) Ballots that are ripped, torn, or otherwise unable to be scanned shall be delivered to the Repair Station at the Ballot Count Centre. - 11 -
Station Repair Station Tabulator Station Details a) Ballots that are unable to be scanned because of a physical or technical defect are duplicated at the Repair Station. The duplicated ballot is then scanned as per normal procedures. a) The ballots are scanned in batches and the image processor reads each image to determine voter intent. b) Batches of scanned ballots are electronically transferred to the results tally and reporting software to generate totals reports. c) Scanned ballots are placed in ballot boxes. d) As each ballot box is filled, it is sealed and will be transferred to a secure storage facility in accordance with the Municipal Elections Act, 1996, as amended. 11. OPERATIONAL PROCEDURES 11.1 Shortly before 1:00 p.m., on October 27, 2014 (Voting Day), the sealed ballot boxes stored at the Municipal Office which were received and processed from October 17, 2014 through October 24, 2014 shall be delivered by the Municipal Clerk, or designate, to the Ballot Count Centre, 29 David Street West, Elora, Ontario for processing and counting. 11.2 At various intervals throughout the day on October 27, 2014, (9:00 a.m., 11:00 a.m., 2:00 p.m., 4:00 p.m., 6:00 p.m., 7:00 p.m.) or at the discretion of the Municipal Clerk or designate, and at the close of voting at 8:00 p.m., ballots processed at the Ballot Return Station shall also be delivered by the Municipal Clerk, or designate, to the Ballot Count Centre for processing and counting. 11.3 The following steps 11.4 to 11.8 inclusively are repeated until all ballots cast have been processed. 11.4 At the Ballot Count Centre, Election Officials shall open the sealed ballot box(es) and the secrecy envelopes shall be opened through the use of a letter opener. - 12 -
The opened envelopes are set aside in bundles to be picked up by the Runner for delivery to the Ballot Extraction Station. 11.5 The Runner shall deliver the opened secrecy envelopes, in bundles of approximately 50, to each election official at the Ballot Extraction Station. 11.6 The Election Official, upon receipt of the opened ballot secrecy envelopes, will manually extract the ballot from the secrecy envelope, unfold and flatten the ballot, and place the ballot in a pile for pick-up by the Runner. The envelope is set aside in a separate pile. 11.7 In the event a ballot is accidentally slit by the envelope opener or in the event that a ballot extracted from an envelope is damaged in such a manner that it obviously cannot be scanned (eg. torn, ripped, crumpled) the Election Official shall re-insert the ballot back into the envelope and set it aside for the Runner to deliver to the Repair Station. 11.8 The Runner shall regularly attend each Election Official at the Ballot Extraction Station to collect the flattened ballots and deliver them to the Tabulator Station, and shall collect any damaged ballots and deliver them to the Repair Station. Scanning 11.9 Upon receiving a batch of ballots to be scanned, the designate at the Tabulator Station shall, using a new Scan Batch Control Sheet, record the batch number as automatically generated by the software system. Batches will contain 50 ballots. 11.10 The Election Official scans the batch of ballots and the image processor reads each image to determine voter intent. If there are no misreads, the tabulator counter is compared to the processor counter to ensure that each scanned image has been read correctly. As well, the processor will report the count of the first and last ballot scanned and this information is verified against the first and last ballot in that batch to ensure accurate operation of the processor. The details of the scan for the batch are recorded by the Election Official on the Scan Batch Control Sheet. 11.11 In the case of a technically damaged or defective ballot, the image processor will report a misread, cease scanning, and report the location of the ballot for removal. The damaged/defective ballot shall be isolated for action by the Municipal Clerk, or designate (either a second attempt at scanning, or delivered to the Repair Station by the Runner). The batch will be rejected and completely rescanned without the offending ballot. 11.12 Once the batch is successfully scanned and the Election Official has completed the Scan Batch Control Sheet, the designate shall deliver the batch to a storage - 13 -
box. The Batch will be stored without paperclips or elastics. The boxes will be labelled, ie Batch number 1-56, etc. 11.13 A ballot that is reported as a misread by the image processor, and it is determined by the designate that the ballot was rejected due to a technical defect, shall be delivered to the Repair Station by the Runner. 11.14 Upon receipt of the technically defective ballot, the designate shall, using a new unused ballot, prepare a replacement ballot by marking the new ballot with the same marks contained in the designated voting spaces on the technically defective ballot, and the replacement ballot shall be clearly labeled replacement and given a serial number which shall also be recorded on the defective ballot (ie, Replacement #1, Defective #1, Replacement #2, Defective #2, etc.). The annotations on the Replacement ballot must be recorded only on the bottom edge of the back of the ballot. 11.15 The replacement ballot shall be delivered by the Runner to the Ballot Extraction Station to be included in a batch for scanning. 11.16 The defective ballot is placed in a Defective Ballots envelope. 11.17 If a ballot is rejected by the vote tabulator because it is not a Township of Centre Wellington ballot, the ballot shall not be tabulated and shall be placed in the envelope marked Rejected ballots. 11.18 The Runner shall regularly collect the empty secrecy envelopes and place them into the designated receptacles. 12. TABULATION PROCEDURES 12.1 Each scanned ballot electronically tabulated at the batch level will be uploaded to the results tally module, and validated by the Municipal Clerk or designate. As soon as possible after 8:00 p.m., on October 27, 2014 the batch level results are then added to the cumulative results and released, and displayed in the Council Chamber at the Civic Centre. The unofficial results will be posted to the Township s website. 12.2 Once the cumulative results have been certified by the Municipal Clerk, or designate, they will become the official results. 13. ANNOUNCEMENT OF RESULTS 13.1 Unofficial results of the counting will be posted in the Council Chamber at the Civic Centre in Elora, Ontario, on the Township s website and reported to the appropriate Municipal Officials. RESULTS - 14 -
13.2 The official results will be posted at the Civic Centre, on the Township s website and reported to the appropriate Municipal Officials as soon as possible after Voting Day. 14. VOTE TABULATION General 14.1 Dominion Voting Systems will supply the vote tabulating hardware required to tabulate the ballots for the 2014 Municipal Election. Two (2) centralized optical scan tabulators will be used to scan the ballots and the laptops attached to the scanner shall accumulate the data. 14.2 Dominion Voting Systems will supply the Democracy Suite software package required to design ballots, tabulate results, audit ballot tabulation, display results and produce Election Results reports. This software system shall reside on a laptop under the control of the Municipal Clerk or designate. Programming of the Hardware & Software 14.3 The vote tabulator hardware and software shall be programmed so that: a printed record of the number of votes cast for each candidate is provided; a ballot that is damaged or defective or has been marked in such a way that it cannot be properly processed by the scanner shall be rejected and returned to the Election Official; the tabulator will stop when it hits a damaged or defective ballot; an over-voted race (ie, where more votes are marked than are allowed) shall not be counted. The remaining races that have been properly voted on that same composite ballot shall be counted; an under-voted race (ie, where fewer votes are marked than are allowed) shall be counted; a blank ballot (ie, no votes indicated in any race on the composite ballot) shall be counted; - 15 -
Testing of Hardware & Software 14.4 Prior to Voting Day, the Municipal Clerk, in the presence of a designate, shall have the scanners and the software system (including backups) tested to ensure they will accurately count the votes for all candidates that are marked with a marker/pen/pencil and with a valid mark in the designated area. 14.5 Adequate safeguards shall be taken to ensure that the system, or any part of it, that is used for scanning, processing, and tabulating votes is isolated from all other applications or programs and that no remote devices are capable of gaining access to the system. 14.6 After programming the software, the test shall be conducted as follows: tabulate a pre-audited group of ballots marked with a variety of marking tools, including ballots that fall into each of the following categories: ballots on which are recorded a pre-determined number of votes for each candidate; ballots that have over-voted races for each office; ballots that have under-voted races for each office; ballots that have no votes recorded. compare the output of the tabulation with the pre-audited results. 14.7 If the Municipal Clerk, or designate, detects any error in the test, the cause of the error shall be ascertained and corrected and the test shall be repeated until an errorless count is made and certified by the Municipal Clerk, or designate. 14.8 The Municipal Clerk shall, at the completion of the test, retain the programs, test materials and ballots in a sealed envelope called, test deck ballots with the remaining election materials and records in accordance with the Municipal Elections Act, 1996. All tabulators shall be reset to zero (0). Re-Testing of Hardware & Software (On Voting Day) 14.9 If the scanner fails, the batch that was currently being scanned shall be set aside until such time as the scanner is operational. In the event that a scanner malfunctions during the counting process, it may be necessary for an adjustment on the scanner. If this occurs, the back-up tabulator shall be put into production. Paper jams, multi-feeds, and other minor interruptions shall not be considered malfunctions and will not require the system be re-tested. 14.10 While the process continues on the backup scanner, the following procedure is to be followed to verify that the problem has been rectified on the repaired scanner and that the equipment is scanning and reading correctly: - 16 -
a) The test deck of ballots used in Section 14.6 above shall be fed through the scanner. b) The Municipal Clerk, or designate, shall review the digital image of each ballot and verify that the scanner is reading the ballots properly. c) The test batch is then tabulated as a test to verify that the system is tabulating correctly. This tabulation will be done using a replica of the database that will reside on a separate computer which is not connected to the actual election database, so that the results of the testing are not in any way combined with the actual election results. d) If the results indicate that the scanner is now performing correctly, the test results are removed from the replica database and the test ballots are sealed in an envelope and labelled as test deck ballots and the time of the test. e) This scanner is now ready to be put back into operation. 15. FORM OF BALLOT 15.1 The form of ballot will be a Composite Ballot. 16. SCRUTINEERS 16.1 Candidates may appoint scrutineers in writing, on the designated form, to represent them. 16.2 All scrutineers must comply with the procedures set out on their Appointment Form. 17. EMERGENCIES 17.1 In the event of any condition of an emergency or any circumstance that will undermine the integrity of the election, the Municipal Clerk, or designate, has the discretion to declare an emergency and make any arrangements deemed necessary for the conduct of the election. 18. AMENDMENTS TO THIS DOCUMENT 18.1 The Municipal Clerk, or designate, at any time has the right to amend this document to facilitate the vote, count, tabulation of the votes and security. 18.2 The Municipal Clerk s ruling on any interpretation of this document is final. - 17 -
19. SPECIFIED DATES 19.1 Dates specified in this Procedure respecting the issuance of Vote by Mail Kits may vary slightly depending on Canada Post schedules. - 18 -