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HomeMy WebLinkAboutCLK 02-18DICKERING c4 Report to Council Report Number: CLK 02-18 Date: June 25, 2018 From:. Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2018 Municipal Election - Update Recommendation: 1. That Report CLK 02-18 from the Director, Corporate Services & City Solicitor regarding the 2018 Municipal Election be received for information. Executive Summary: This report gives an update of the processes that have been completed to date in regards to the 2018 Municipal Elections. Financial Implications: Not Applicable Discussion: Further to the approval of By-law 7549/17, the City of Pickering shall be conducting the 2018 Municipal Election by internet and telephone voting. Internet and telephone voting is a vote anywhere anytime solution which allows an eligible elector on the Voters' List to cast an electronic ballot from their computer, tablet or smartphone from any location provided they have an Internet connection. Eligible electors are also able to cast an audio vote from a touch tone telephone. In accordance with Council direction, the purpose of this report is to provide Council with an update on the planning for the 2018 Municipal Election. The following is a summary of the processes completed to date. Internet/Telephone Voting Internet/Telephone Voting is being conducted by Dominion Voting Systems for the City of Pickering's 2018 Municipal Elections. Dominion Voting Systems has been the election provider for the City of Pickering since 2006. A representative from Dominion Voting Systems attended the May 14th Council Meeting to answer questions about the system and, through the aid of a power point presentation, explained how the voting process works. With InternetlTelephone Voting, an eight-day voting period is put in place within which the elector can cast a vote at any time. This contrasts with the traditional process of setting specified dates and times for advance voting days and Election Day. The City of Pickering will have a voting period that begins at 10:00 am on Monday, October 15, 2018 through to 8:00 pm on Monday, October 22, 2018. Internet/Telephone Voting allows the eligible voter to vote CLK 02-18 June 25, 2018 Subject: 2018 Municipal Election — Communications Update Page 2 anywhere and at anytime during the voting period, provided the Elector has received a Voter Information Letter with a confidential PIN number, and has access to an internet connection or to a touch tone telephone. The City of Pickering has a one step process for internet/telephone voting which is called "voting without registration". Each Elector receives an individual Voter Information Letter before the Voting Period starts with information on how and when to vote. The Voter Information Letter is sent to the Elector in a secure envelope and the letter also includes confidential PIN numbers. The Elector uses the PIN numbers and also a third piece of personal information of the elector in order to sign in to cast their vote. The Dominion Voting System also has a Language Management option where the Elector can choose French or English in their voting process. The Dominion Voting System supports a minimum of WCAG 2.0 Level A accessibility standards, and also uses standardized HTML and JavaScript to ensure compatibility with all market leading screen readers and web accessible devices. Communication Plan Internet/telephone voting is a new way of voting for the City of Pickering. With any new process comes added pressure to ensure the integrity of the electoral process. Communication is a key ingredient in promoting the new system and educating the Electors before, during and after the Voting Period. Did you know that: If you have an internet connection or landline and have your PIN number, you can vote from the comfort of your home, cottage, or office; If you have an internet connection or landline and have your PIN number, you can vote from anywhere in the world; If you have an internet connection or landline and have your PIN number, you can vote at any College or University; If you do not have an internet connection or landline, or need assistance with the voting process, or need to be added to the Voters' List, you can attend a Voter Assistance Centre for help. A Communications Plan has been developed to promote the advantages of internet/telephone voting through the City's website and social media, noting the ease, convenience and security of the new system. The Communications Plan will show that voters have the ability to vote from the comfort of their home, at work, on vacation, at school for students away from home and with no line-ups. It is also important for electors to take advantage of the eight-day voting period and to vote early, in the event they have any questions or require any assistance. Also, communications have been developed to encourage residents to make sure that they are on the Voters' List and that their information is correct. Recent legislative changes allow the Chief Electoral Officer to share information from the permanent register of electors with the Municipal Property Assessment Corporation (MPAC) for use in preparing the Preliminary List of Electors for municipalities. Given that the 2018 Provincial Election occurred on June 7, CLK 02-18 June 25, 2018 Subject: 2018 Municipal Election — Communications Update Page 3 2018, it is expected that a more accurate and complete Preliminary List of Electors may be available for the October municipal election. Once information is confirmed regarding the Voter Assistance Centres, all dates and times will be posted on the City's website and communications be issued to the electors as the information becomes available. Additional information regarding the internet/telephone voting process will be given to Candidates if they wish to hand it out with their Campaign literature or when conducting door to door campaigning. Election staff will be at the Pickering Farmers Market on various days to promote and educate electors on internet/telephone voting. Staff will be able to check to see if residents are on the voters list and to provide general election information. The City Clerk will be taking every available opportunity to promote and educate electors on internet/telephone voting. Voter Help Line A Voter Help Line will be activated in September to address any Election related questions. Operation of the voter Help Line will be Monday to Friday from 8:30 am to 4:30 pm, with extended hours during the Voting Period. Voter Information Letters A Voter Information Letter will be delivered to each eligible elector in a household who is on the voters list. The letters will be mailed at the end of September 2018, and will arrive in mailboxes the first week of October. Eligible electors who do not receive a Voter Information Letter should contact the 2018 Municipal Election Help Desk to find out if they are on the Voters' List or to be added to the list, if needed. The Voter Information Letters Procedure is attached to this report as Attachment No. 1. Voter Assistance Centres Even though the City of Pickering is conducting an Internet/Telephone Voting process, Voter Assistance Centres will be available to eligible electors who need assistance with the voting process, who do not have either Internet access or a touch tone phone or who need to be added to the Voters' List. The following locations have been confirmed as Voter Assistance Centres for the 2018 Municipal Elections. The Voter Assistance Centres will be open various days and times and information regarding Voter Assistance Centres will be confirmed and relayed on the City website and in community ads in mid-September 2018. CLK 02-18 June 25, 2018 Subject: 2018 Municipal Election — Communications Update Page 4 Pickering Recreation Complex 1867 Valley Farm Road Pickering, ON George Ashe Library & Community Centre 470 Kingston Road West Pickering, ON Dr. Nelson F. Tomlinson Community Centre 4941 Old Brock Road Claremont, ON East Shore Community Centre 910 Liverpool Road South Pickering, ON Whitevale Community Centre 475 Whitevale Road Pickering, ON Agape Temple 1999 Fairport Road Pickering, ON L1V 4M2 Staff will monitor all Voter Assistance Centres on a daily basis and will re -allocate election staff if necessary to provide assistance/relief at the busiest voting places and times. Special Voting Locations Staff have been working with retirement homes and a Co -Operative Housing Unit in Pickering to offer assistance with the voting processes for the 2018 Municipal Elections. Staff will visit the following locations to provide training and equipment on the voting process and to assist any eligible voters that need it. VIVA Pickering Chartwell 1880 Glengrove Road Pickering, ON L1V 1X2 Chartwell Pickering City Centre 1801 Valley Farm Road Pickering, ON L1V 0A5 Orchard Villa Retirement Residence 1955 Valley Farm Road Pickering, ON L1V 3R6 Rougemount Co -Operative Homes Inc. 400 Kingston Road Pickering, ON L1V 6S1 Testing and Auditing of the Voting System Parkway Retirement Residence 1645 Pickering Parkway Pickering, ON L1V 7E9 Abbeylawn Manor 534 Rodd Avenue Pickering, ON L1W 2B2 Bay Ridges LTCC 900 Sandy Beach Road Pickering, ON L1 W 1Z4 The Clerk's Office conducts testing and auditing of the Voting System throughout the various implementation phases of the process. Election staff also conduct a logic and accuracy test, which is essentially a mock election, before the Election period begins to ensure that the system is fully functional. During the logic and accuracy test, any candidate or scrutineer is welcome to attend, in order to build confidence in the voting system. CLK 02-18 June 25, 2018 Subject: 2018 Municipal Election — Communications Update Page 5 Internet voting platforms utilize the same stringent access methodologies and encryption principals which protect internet banking sites and electronic medical records. In addition to the extensive security measures that Dominion Voting Systems carries out, the Clerk's Office has also collaborated with other municipalities who will be using Dominion Voting Systems to conduct a Third Party Security Penetration Test which will test the integrity of the Voting System by an independent third party. Notice of Results The unofficial results for each candidate by office, shall be made available by the Clerk after 8:00 pm on Monday, October 22, 2018, at the City Clerk's Office and the Clerk shall post the same Unofficial Results on the municipality's website. As soon as possible after Monday, October 22, 2018, the Clerk shall declare the Official Results by completing the "Certificate of Election Results" and posting the Official Results on the City's website. Attachments: 1. Voter Information Letters Procedure Prepared By: Debbie Shields City Clerk Solicitor Pa Dir prov-dlEndorsed By: orate Services & City Recommended for the consideration of Pickering City Council Tony Preve•el, P.Eng. Chief Administrative Officer elly 6(1 DICKERING I Voter Information Letters Procedure 2018 Municipal Election pickering.ca Purpose To describe the process used to generate and distribute Voter Information Letters to eligible electors in an election. Responsibilities It is the responsibility of the City Clerk to ensure that a Voter Information Letter be sent to each eligible elector on the Voters' List in time for those electors to vote. Design & Content of Voter Information Letters Voter Information Letters shall be designed in a manner that is accessible and easy to read. Each eligible elector on the Voters' List shall receive an individual Voter Information Letter, regardless of the number of Electors at a given address or household. Voter Information Letters shall contain at minimum: - The date(s), time(s), and location(s) at which an elector may cast their ballot during the Voting Period; - The race(s) and question(s) on the ballot for which an Elector is eligible to cast a ballot; - How an elector may cast their ballot, including the use of any Alternative Voting Method; - The elector's unique identifier information (e.g. PIN) necessary to cast their ballot, if any; - A description of electors' qualifications and warnings against voting illegally; and - Contact information for elections help desk. The design and production of Voter Information Letters for any election shall be coordinated with any Voting System Provider, or subcontractor thereof, to ensure integration with the Voting System and the Voters' List. Distribution of Voter Information Letters Following production of the Voters' List, Voter Information Letters, shall be populated with Electors' information from the Voters' List. During a regular election, Voter Information Letters shall be distributed to Electors no later than the first week of October by standard addressed letter mail. Where Voter Information Letters shall be distributed by mail, all unique identifier information pertaining to the Elector shall be hidden from view and not visible through the mailing envelope. 2 In the event of a postal strike during an election, Voter Information Letters may be distributed by other means, as the City Clerk deems necessary. Where an elector qualifies at more than one location as a result of owning or renting more than one property, the elector shall vote only once and the qualifying address to determine eligibility for voting shall be at the place of residence of the elector, as defined under the Act. All electors that vote more than once in an Election or who improperly uses the Voter Information Letter shall be reported to the appropriate authorities for further investigation as to possible corrupt practices under the Act. An elector cannot give his/her Voter Information Letter to another person for the purpose of voting. Acceptance of another elector's Voter Information Letter including the actual voting thereof will be considered an illegal and corrupt practice and shall be reported to the appropriate authorities and therefore subject to the penalty provision under the Municipal Elections Act. The Criminal Code of Canada states that tampering with the mail of an individual is a criminal offence. Since Pickering's election relies on delivery of Voter Information Letters to eligible electors in order to allow those electors to exercise their right to vote, any instance or substantiated account of mail tampering will be taken very seriously and reported to the authorities. Voter Information Letter Returns, Corrections & Re -Issuance Voter Information Letters returned, re -issued or corrected either by an individual or by mail, will be opened and the PIN status will be disabled so that the PIN cannot be used to vote. The City Clerk and the Election Official(s) in partnership with Dominion Voting Systems shall ensure a complete audit trail is maintained of all Voter Information Letters: a) that were sent or issued to eligible voters; b) that were returned by mail; c) that were personally returned by an elector or other individual(s) either opened or unopened but unused for voting purposes; d) where the PIN was set to a status that prevented it from being used; e) that were re -issued to an eligible elector. Where a Voter Information Letter is returned to the municipality as a result of undeliverable mail, Election Staff shall open the letter, disable the PIN status and shall note on the Voters' List that the Voter Information Letter was returned for undeliverable mail. 3 If an Elector did not receive their Voter Information Letter in the mail, it is their responsibility to contact the Clerk's Office to have a new Voter Information Letter issued, including any associated Unique Identifier Information necessary to cast a ballot. Where a Voter Information Letter is reported lost, Election Staff shall disable any PIN or other Unique Identifier Information necessary to cast a ballot using the missing Voter Information Letter. When an Elector requests a Voter Information Letter during the Voting Period of the election, Election Staff shall ensure that the Elector has not already received a replacement Voter Information letter or cast a ballot before issuing another Voter Information Letter to the Elector. Where a new Voter Information Letter is to be issued to an Elector, the new Voter Information Letter may be distributed to the Elector by mail or in-person. At the discretion of an Election Official, a Voter Information Letter may be issued by e- mail in a rare set of circumstances, and subject to certain rules and limitations, if timing does not allow for traditional mail delivery. It is the responsibility of Electors to maintain the secrecy of information provided to them on their Voter Information Letter (e.g. PIN's). Where an eligible elector has tried his or her PIN and they have determined that it has already been used, the elector can attend a Voter Assistance Centre with satisfactory identification to have the PIN reviewed by Election Officials. Once reviewed the elector shall complete an "Application for Re -Issue of a Voter's Information Letter (Lost and Unused)" form and receive a new Voter Information Letter. All Voter Information Letters returned by an elector shall be stored in a secure manner and destroyed at the same time as all other Election material in accordance with the Act. Declaration In accordance with Section 12(1) of the Municipal Elections Act, 1996, I hereby certify that the attached procedures shall be followed in conducting the 2018 Municipal Elections in the City of Pickering. Debbie Shields Date City Clerk/Returning Officer 4