HomeMy WebLinkAboutCLK 01-23
Report to
Executive Committee
Report Number: CLK 01-23
Date: January 9, 2023
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: 2022 City of Pickering Municipal Election Review
-File: A-1440
Recommendation:
That Report CLK 01-23 regarding a review of the 2022 Municipal Election, be received for
information.
Executive Summary: The 2022 City of Pickering Municipal Election was held on October
24, 2022. This Report is provided in accordance with Section 12.1(3) of the Municipal Elections
Act, which states:
Within 90 days after Voting Day in a regular election, the Clerk shall prepare a report
about the identification, removal and prevention of barriers that affect electors and
candidates with disabilities and shall make the report available to the public.
In addition to meeting the legislated requirement to report on the accessible components of the
election, this Report will also speak to other important facets of the election which will be used
to inform the administration of future municipal elections.
Financial Implications: There are no financial implications associated with this Report. Any
expenses related to the Election were included and approved in the 2022 Budget.
Discussion:
City of Pickering Accessible Elections Plan
Under the Municipal Elections Act (the “Act”), the City Clerk is responsible for conducting the
municipal election and preparing a plan to ensure a fair and accessible election for all electors
and candidates with disabilities.
Section 12.1 of the Act states:
(1) A Clerk who is responsible for conducting an election shall have regard to the needs of
electors and candidates with disabilities; and,
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(2) The Clerk shall prepare a Plan regarding the identification, removal and prevention of
barriers that affect electors and candidates with disabilities and shall make the plan
available to the public before Voting Day in a regular election.
On April 28, 2022, the 2022 City of Pickering Accessible Elections Plan (Attachment #1) was
published. The purpose of the Plan was to address specific accessibility provisions mandated
under the Act and to ensure that an implementation plan was in place ahead of the 2022 City
of Pickering Municipal Election.
Prior to finalizing the Plan, the Municipal Election Team provided the draft 2022 City of
Pickering Accessible Elections Plan to the City’s Accessibility Advisory Committee. All
comments and feedback from the Committee were incorporated into the final Plan prior to its
publication.
The Plan was published on the City’s Municipal Election webpages and provided to all
Candidates and Third Party Advertisers during the filing of their nomination/registration papers.
All Candidates and Third Party Advertisers who filed with the City, also received a copy of the
AMCTO’s Candidate’s Guide to Accessible Elections as part of their Information Package.
In addition to the Accessible Elections Plan, throughout the administration of the entire
election, careful thought and consideration was given to ensuring that candidates, registered
third parties, and electors were provided with accessible and easy to read election information.
The following provides an overview of how that information was communicated and promoted.
Election Information for Candidates
Prior to the opening of nominations on May 1, 2022, a dedicated webpage was created on the
City’s website to provide important election related information for potential candidates. The
webpage provided the list of offices to be elected, information on the prescribed process to file
a nomination, and the eligibility criteria to be a Candidate for the City of Pickering Municipal
Election. A comprehensive Information Package was compiled for individuals interested in
becoming a candidate, and published on the City’s Election webpages. The information
package included information on all aspects of the election campaign including but not limited
to significant key dates, election sign information, campaign financial information, City of
Pickering Ward maps, City of Pickering and provincially prescribed forms, Provincial
Candidates’ and Voters’ Guides, the City’s Accessible Elections Plan, prescribed notice of
penalties under the Act, and the prescribed 2022 Municipal Election Procedures created by the
City Clerk. The information binder also contained contact information for the Municipal
Elections Team.
Each candidate who filed a nomination paper with the Clerk’s Office in accordance with
Section 33(4) of the Act, received a hard copy of the information binder and a one on one
review of the contents in the Candidate Information Package. Approximately 30 to 45 minutes
was spent with each candidate to highlight important information contained in the Information
Package and to answer any questions the candidate may have.
Throughout the Campaign period, regular election communications were provided to all
registered candidates through the use of email blasts to ensure that candidates were kept
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apprised of significant dates, processes, and their responsibilities as a candidate running in the
municipal election.
In addition to the direct communication with candidates, access to an electronic Candidate
Portal was provided to each candidate with unique login credentials to provide access to the
electronic Voters’ List. In accordance with section 23(4) of the Act, all candidates who had
completed a Voter’s List Request Form received access to the Portal, along with a
comprehensive user guide, which provided the ability to view and download extracts of the
Voters’ List that each candidate was entitled to receive under the Act. When the Voting Period
began, in accordance with the Act, candidates were able to see real time strike-offs of electors
who had voted. Portal access was granted from September 1, 2022 to October 25, 2022 at
1:00 a.m.
Election Information for Electors
A comprehensive communication plan was developed well ahead of the Municipal Election to
ensure that important election messaging was accessible and available to all Pickering
electors. Throughout the election, the City’s Communication Team was engaged to create
communication material in line with the Communication Plan.
The City’s Twitter, Instagram, and Facebook accounts were all utilized to broadcast Election
related information as well as digital banners, the City’s library computers, Curbex signs,
Pickering News Advertiser, Media releases, City’s website, and targeted Digital Ads on the
Weather Network Application, CTV News, Rogers, and Yahoo mail to ensure that information
was timely and readily available to Pickering electors. A buck slip with voting methods and key
dates, was included in the interim tax bills, and mailed out to Pickering Residents. In late
August, 2022, an Election Information brochure was mailed to 33,890 households which
included key questions and answers relating to the election process, as well as a step by step
“How Do I Vote” infographic.
In late September, a Voter Information Package was mailed directly to each eligible elector
and contained important election information and steps on each available voting method, as
well as the elector’s internet voting credentials.
The following provides an overview of the Communication Plan, the messaging and tools used
to deliver the information, as well as statistics on the number of views and posts across the
various platforms used.
Communication Plan
Between January 1st and November 30th, 2022, there were 78,203 unique views of the 2022
Municipal Election webpages. The City’s social media presence, which began in March 2022,
was also used to advertise important dates and key election messaging. There were
approximately 42 Twitter posts between March and October 2022 reaching more than 25,000
people, 63 Facebook posts reaching more than 25,000 people, as well as, 53 Instagram posts,
reaching over 50,000 people.
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For the month of October, 100,000 targeted digital ads were promoted on various sites, such
as the Weather Network Application, CTV News, Rogers, and Yahoo mail with general election
information to encourage electors to find out more information by visiting the City’s election
website.
In addition to website and social media messaging, the use of Curbex and digital signs,
newspaper and print ads, and in-person engagement opportunities were also used to promote
and provide key election information as demonstrated in Table 1 below. A visual summary of
some of the communication assets is included for reference as Attachment #2 to this Report:
Table 1: Key Communication Initiatives
Key Messaging Dates Communication Tools and Platforms
Call for Nominations April to
August 2022
Call for Nomination Ad posted on the City’s
main webpage, election webpages, the
Pickering News Advertiser, and the City’s
Social Media channels.
General information
promoting the election,
voting methods, and key
dates
March to
October 2022
March -City of Pickering Election website
launched with detailed information for electors
and candidates.
May -A buck slip with voting methods and
key dates mailed out to City of Pickering
Residents in the interim tax bills.
June to September -A dedicated Election
information booth at the Farmer’s Market with
information pamphlets on various aspects of
the election as well as election branded
giveaways (tote bags, bookmarks, and pens)
to promote the upcoming election.
March to October – Social media platforms
were used to promote the municipal election
webpages.
August – An Election Information brochure
with key questions and answers and a How
Do I Vote infographic, were mailed to 33,890
households.
September -Ad promoting the Election was
placed in the 2022 Fall issue of Aging Well
Together 55+.
September – Targeted Digital Ads were
placed on various websites such as the
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Weather Network Application, CTV News,
Rogers, and Yahoo mail, directing electors to
the Election website for key election
information.
October – News Release was published on
the Voting Methods for the 2022 City of
Pickering Municipal Election.
MPAC’s Voter Lookup Tool June to
August 30
2022
Election Staff were available at the Farmer’s
Market to allow electors to search or add their
information using the MPAC Voter Lookup
tool.
Library computers displayed screensavers
with a direct link to MPAC’s Voter Lookup
tool.
Social Media posts were added to encourage
electors to access MPAC’s Voter Lookup tool.
Digital Signage banners and Curbex signs
were posted throughout Pickering.
A banner was placed on the City’s website
directing users to MPAC’s Voter Lookup.
Promotion of Revisions to
the Voters’ List
September 1
to October
24, 2022
Ads were posted in the Pickering News
Advertiser advertising Revision Centres and
the Online Voter Registration Application.
Ads were placed on the City’s social media
accounts advertising Revision Centres and
the Online Voter Registration Application.
A dedicated webpage on revisions to the
Voters’ List was published.
The Online Voter Registration Application was
launched on the City’s election webpage.
Digital banners and Curbex signs were placed
throughout Pickering advertising Revision
Centres and the Online Voter Registration
Application.
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How Do I Vote? September to
October 2022
A detailed infographic was posted on the
City’s election webpage with information on
casting a ballot using either paper ballot on
Election Day or through the Internet Voting
System.
Election Results October 24,
2022
A digital banner was published on the City’s
Website directing electors to the Results
webpage.
Social Media posts published promoting the
release of the 2022 City of Pickering Election
Results.
Election Webmail and Helpline
Aside from the various methods of communication under the Communication Plan, a dedicated
email address and phone line were created to provide electors and candidates with a direct
communication method to the City’s Municipal Election Team. The webmail and the helpline
were operational during regular business hours and were extended during the Voting Period to
coincide with the hours of the Voter Assistance Centres and Voting Locations. On Election
Day, the email and phone line were monitored from 8:30 a.m. to after the close of polls.
The extended hours of the Election webmail and helpline were advertised using the City’s
website and social media accounts. During the Voting Period, the City’s afterhours voice
message greeting for the City’s main phone line was also updated to state the extended hours
of the Election Helpline.
The following sections provide an overview of several other components of the 2022 Municipal
Election, include voting methods, the Voters’ List, and the Voter Assistance Centres and
Voting Locations available to assist electors.
Voting Methods
Through By-law #7846/21, enacted on May 25, 2021, Pickering City Council approved the use
of internet voting and paper ballots using vote tabulators as the voting methods for the 2022
Municipal Election. After the completion of a competitive Request for Proposal (RFP) process
under the City’s Purchasing Policy, and through Resolution #678/21, Dominion Voting Systems
was selected to provide both election voting methods. The following provides an overview of
each voting method:
i. Internet Voting
Internet Voting was available throughout the entire Voting Period, beginning at 10:00 am on
October 17th and ending at 8:00 pm on October 24th (Election Day). The Internet Voting system
provided electors with the capability to vote from the comfort of their own home, or anywhere
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they had access to an internet connection. Internet voting also provided an accessible voting
method for electors with disabilities, mobility restrictions, or transportation difficulties. The
internet voting system met WCAG 2.0 Level AA accessibility standards through the use of
standard HTML and JavaScript, to ensure that persons with disabilities could easily navigate
and interact with the system. The system also allowed for the use of WCAG compliant screen
readers, and ballot navigation via browser-based personal assistive devices. The voting page
was compatible with Microsoft Explorer, Edge, Firefox, Safari, and Google Chrome and
allowed electors to use a multitude of devices to access the system, including, but not limited
to personal computers, tablets, and smartphones.
The URL to access the Internet Voting Website was included in the Voter Information
Packages along with the unique elector credentials to access the Internet Voting System. For
ease of navigation, a ‘Vote Now’ button was also added to the City’s Election Webpages to
provide an efficient way for electors to access the Internet Voting website and alleviate the
need to type in the full and distinct internet voting URL in a web browser.
On Election Night, at approximately 7:15 pm, the City’s website provider, eSolutions (GHG
Digital), experienced a software defect resulting in an error message being displayed, and
removed the ability for residents to access the City’s website. It is important to note that during
the time that the website could not be accessed, Internet Voting was not impacted, and
electors could still access the Internet Voting site by typing the full URL, provided in the Voter
Information Packages, in the address bar of their web browser. During the time that the
website was down, the internet voting activity was monitored to ensure that electors were still
able to access the system and cast their ballot. The website was restored by eSolutions at
approximately 7:50 pm on Election Night.
ii. Paper Ballot Voting
In addition to internet voting, on Election Day, paper ballots and vote tabulators were available
at all Voting Locations. Through the use of a live, electronic Voters’ List, electors were able to
attend any designated Voting Location to cast a paper ballot regardless of where they resided
in the City, as all Voting Locations were equipped to issue all 15 different ballot types based on
the ward and school support for each elector.
To provide electors with disabilities an independent paper voting experience, all Voting
Locations were equipped with Assistive Voting Technology (AVT). The AVT provided electors
with an audio ballot and the ability to mark their paper ballot through the use of one of the
following options:
a. Audio Tactile Interface: voting selections could be made using a handheld controller
with large, raised buttons, bright colours, and braille inscriptions.
b. Paddle Buttons: voting selections could be made by pressing a Left or Right paddles
using hands, feet, or elbows.
c. Sip ‘n’ Puff: voting selections could be made by “sipping” (inhaling) or “puffing”
(exhaling) into a straw.
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Each Voting Location had designated Election Officials that were trained on the use of the
above listed assistive voting technology. Despite having this equipment available at each
Voting Location, it was not utilized by any electors.
Other accessible measures were in place for paper ballot voting including the use of
magnifying sheets to assist electors with vision impairment, and notepads and slip-grip pens to
facilitate communication between Election Officials and electors with a hearing impairment.
The Voters’ List
In accordance with the Act, Voter’s List data is provided to the City from the Municipal Property
Assessment Corporation (MPAC). This is known as the Preliminary List of Electors (PLE). In
accordance with the Act, the PLE becomes the Voters’ List on September 1st and at that time,
electors have the ability to add, correct, or remove their name from the List using an
Application to Amend the Voters’ List Form (EL15).
Starting on September 1st, designated Revision Centres, and an online Voter Registration
Application, were available to provide convenient opportunities for eligible electors to add,
update, or remove their information on the Voters’ List. The Online Voter Registration
Application was available on the City’s election webpages 24 hours a day, 7 days a week, with
detailed instructions on how to submit an online application to amend the Voters’ List. The
City’s three library branches, Central, George Ashe, and Claremont, were designated as
Revision Centres and provided services where eligible electors could visit during regular
business hours to add, update, or remove their information on the Voter’s List. Designated
Library staff were trained and provided with a comprehensive manual on making amendments
to the Voters’ List. The Clerk’s Office was also designated as a Revision Centre and available
during regular business hours.
The Online Voter Registration Application and the Revision Centres were available from
September 1, 2022 to October 14, 2022. The Clerk’s Office was available to Pickering Electors
to make amendments to the Voters’ List from September 1, 2022 up to the close of polls on
Election Day, October 24, 2022.
After October 14th , amendments to the Voters’ List could also be made at any designated
Voter Assistance Centre or Voting Location across the City.
Election Officials
In July, 2022, a call was put out to City Staff with the support of the Chief Administrative Officer
and the Senior Management Team, for anyone interested in working as an election official for
the 2022 Municipal Election. Forty-five City staff applied and were deployed to the six Voter
Assistance Centres during the Voting Period. Having municipal employees stationed at each
Location provided sound management at all Voting Locations and provided a unique insight to
the administration of the election to all those who volunteered to help.
To fill the remaining election official positions required to administer the addition of paper ballot
voting on Election Day, on July 13, 2022, the City launched a call for recruitment to the general
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public to work for the 2022 City of Pickering Municipal Election. The recruitment of Election
Officials was advertised in the Pickering News Advertiser, on the City’s social media channels,
Election webpages, and through the digital banners on the main City of Pickering home
webpage. The online and in-person application period was open from July 13th to August 5th,
and a total of 338 applications were received. During the recruitment process for external staff,
preference was given to Pickering residents with previous election experience. The short listed
candidates were individually interviewed and selected based on their knowledge and
experience.
All City staff and successful external applicants attended a mandatory training session and
were provided with a comprehensive training manual that provided step by step instructions on
how to carry out their specific roles and responsibilities. At the training sessions, all election
officials received hands on training on the tasks that they would be performing during their
work assignment to ensure a seamless voting experience was provided to electors attending a
Voter Assistance Centre or a Voting Location. As part of the training exercises, all election
officials also received training on providing accessible customer service.
Voter Assistance Centres and Voting Locations
During the Voting Period, from October 17th to 23rd, five Voter Assistance Centres were
available across the City to assist electors with making amendments to the Voters’ List,
provide new or replacement Voter Information Packages, and to provide access to devices to
cast an internet voting ballot. All Centres were equipped with several laptops and iPads where
electors could cast their internet ballot either independently or with assistance from a
designated Election Official.
On Election Day, October 24th, the Voter Assistance Centres were expanded to Voting
Locations to provide electors with an opportunity to cast their vote using either a paper ballot
and vote tabulator, or the Internet Voting System. A sixth Voting Location, St. Mary Catholic
Secondary School, was also opened on Election Day.
Below is the list of Voter Assistance Centres and Voting Locations that were available during
the Voting Period followed by the dates and times each Centre was open:
1. Chestnut Hill Developments Recreation Complex
2. Dr. Nelson F. Tomlinson Community Centre
3. East Shore Community Centre
4. George Ashe Library & Community Centre
5. Whitevale Community Centre (Open on Oct. 17-18 and Oct. 23-24)
6. St. Mary Catholic Secondary School (Election Day Only)
Voter Assistance Centres were open from October 17th to October 21st from 1:30pm to 7:30pm,
and on October 22nd and 23rd from 10:30 am to 5:30 pm On Election Day, in accordance with
the Act, all Voting Locations were open from 10:00 a.m. until the close of polls at 8:00 pm.
Prior to finalizing the list of Voter Assistance Centres and Voting Locations, Clerk’s staff
conducted an on-site visit of each location and utilized an accessibility checklist to ensure that
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all locations were accessible. Each location was assessed and had to provide the following
criteria:
i. Accessible entrances with functioning buttons to open doors
ii. Accessible parking spaces near the voting location entrance
iii. Curb cuts and level pathways for individuals utilizing mobility devices
iv. Accessible and clearly identifiable signage
v. Barrier-free voting area, clear of obstructions
vi. Working elevators or level access from entrance to voting location
vii. Interior of voting locations are level, slip-resistant, and well-lit, with access to a
seating area.
During the site inspections, Whitevale Community Centre was identified as not having an
accessible entrance. To comply with accessibility standards and the Act, two new ramps
featuring slip grips, were added at the entrance of the Whitevale Community Centre to provide
access to electors with disabilities and those using assisted mobility devices.
Support Persons and Service Animals were also permitted inside all Voter Assistance Centres
and Voting Locations. Support persons were required to take an oath of secrecy with an
Election Official, to assist electors with communication, mobility, personal care for medical
goods, or accessing goods, services or facilities during an election.
In addition to ensuring all accessibly criteria was met, each location was outfitted with
directional signage which was posted inside and outside the Voter Assistance Centres and
Voting Locations to provide ease of navigation within the facilities. Greeters were also present
at the entrances of each Voter Assistance Centre and Voting Location to welcome and assist
electors as needed.
Special Voting Locations
In accordance with the Act, special voting locations were established for the 2022 City of
Pickering Municipal Election. Section 45(7) of the Act requires that a voting place be held on
Election Day at an institution where 20 or more beds are occupied by persons who are
disabled, chronically ill or infirm, and a retirement home where more than 50 beds are
occupied.
The identification of the special voting locations was derived from the MPAC assessment
codes for long term care and retirement facilities in the City, and in conjunction with the
definitions of these facilities under the Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, and
the Retirement Homes Act, 2010, S.O. 2010, c. 11.
Site visits were conducted at all designated Special Voting Locations to ensure that an
accessible space was available to provide an opportunity for the residents of the facility to cast
their vote on Election Day. Clerk’s Staff worked with the administrators of each Special Voting
Location to receive an up to date list of residents for each facility to allow for Clerk’s staff to
add the residents to the Preliminary List of Electors (PLE) prior to September 1st. This ensured
that the residents at each Special Voting Location received their Voter Information Packages
Looking Ahead to 2026
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prior to the start of the Voting Period and provided for a more efficient voting experience on
Election Day. Both paper ballots and internet voting options were provided at all Special Voting
Locations.
Leading up to Election Day, the Facility Administrators were provided with detailed
correspondence of the date and time that election staff would be attending their specific
location on Election Day. Posters and communication materials were also provided to each
facility for distribution and posting to notify residents of the designated time and location within
the facility that Election Staff would be attending on Election Day.
In summary, the Clerk’s Office took all steps necessary to comply with all legislative
requirements under the Municipal Elections Act for the administration of the 2022 City of
Pickering Municipal Election. Overall, the 2022 Municipal Election was a success and the
Clerk’s Office has received several positive comments and feedback from candidates, electors,
and election officials.
As with every municipal election, municipal Clerks strive to ensure that the election process,
and the engagement of electors and candidates, through various means of communicating
important election information, is paramount. Through the use of an extensive
Communications Plan, we also strive to encourage as much voter turnout as possible. The
voter turnout for the City of Pickering 2022 Municipal Election was 27.24% compared to
28.87% in 2018. While voter turnout varies for many different reasons, several municipalities
saw a decline in their voter turnout numbers in 2022.
From our election results reporting, we know that of the 27.24% voter turnout that 21.52%
used internet voting, while only 5.72% used the paper ballot voting method.
As we look forward to 2026, there are several key considerations that we have taken away
from the 2022 Municipal Election which will be used to inform election administration planning
in the future. Some of those key considerations include:
If internet voting is utilized again, consider effective ways for electors to have easier
access to the internet voting site. This could be through the use of a QR code in the
Voter Information Packages and/or direct links from the City’s website as opposed to
the need for electors to enter in a lengthy URL into a web browser.
Consider whether Assistive Voting Technologies (AVT) are needed if paper ballots are
utilized again. None of these devices were utilized by electors in 2022 and the
resources used to purchase the devices as well as the training required for election
officials to operate them may be utilized in more effective ways going forward. If internet
voting is utilized again, the accessibility features of the internet voting system are much
more modern, effective, and efficient to voters with disabilities compared to the AVT
equipment associated with vote tabulators.
Consider whether an 8 day voting period too long or not long enough.
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Consider whether more than one voting method should be offered in 2026, and when
should those voting methods be offered during the voting period.
Consider whether the locations, hours of operation and available dates for Voter
Assistance Centres should be reduced as they were underutilized in the early part of the
Voting Period. This would alleviate the need to secure as many City facilities and would
reduce the amount of training and hiring of election officials.
Consider introducing enhancements of the Election Help Line and other visual tools to
provide electors with a better understanding of the voting opportunities available.
Look for emerging communication channels and investigate new ways to
engage voters and encourage voter turnout.
Continue to collaborate with other City Departments in promoting election
communication materials through various City mediums to ensure that the information is
being conveyed to a vast audience.
Consider more effective and efficient ways to educate electors on the importance of
verifying their information on the Voters’ List.
The above list is a high level example of some of the considerations that will factor into the
administration of the 2026 Municipal Election. The Clerk’s Office continues to welcome
feedback from both electors and candidates on their experience with the 2022 City of Pickering
Municipal Election so that it can also be taken into consideration for future election planning.
Feedback can be submitted by email to elections@pickering.ca.
Attachments:
Attachment #1 – 2022 City of Pickering Accessible Elections Plan
Attachment #2 – 2022 City of Pickering Municipal Election Branding Assets
Prepared By:
Original Signed By
Prepared By:
Original Signed By
Rumali Perera
Deputy Clerk
Susan Cassel
City Clerk
Approved/Endorsed By:
Original Signed By
Paul Bigioni
Director, Corporate Services & City Solicitor
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Subject: 2022 City of Pickering Municipal Election Review Page 13
SC:rp
Recommended for the consideration
of Pickering City Council
Original Signed By
Marisa Carpino, M.A.
Chief Administrative Officer
Attachment #1 to Report CLK 01-23
City of Pickering’s Accessible Elections Plan
Table of Contents
Purpose.......................................................................................................................... 3
City’s Commitment........................................................................................................ 3
Legislative Requirements.............................................................................................3
Key Definitions .............................................................................................................. 3
Key Priorities ................................................................................................................. 4
1. Accessible Customer Service .................................................................................. 4
2. Accessible Information and Communications ......................................................... 5
3. Voter Assistance Centres (VACs) and Voting Locations......................................... 6
4. Accessible Voting Methods.....................................................................................7
Post-Election Reporting Requirement......................................................................... 8
Contact Information ...................................................................................................... 9
Declaration..................................................................................................................... 9
References..................................................................................................................... 9
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City of Pickering’s Accessible Elections Plan
Purpose
This Plan will address specific accessibility provisions mandated under Section 12.1 of
the Municipal Elections Act, 1996 (the “Act”). The City Clerk’s Office is taking the
necessary steps to ensure that statutory requirements under the A ct are met and an
implementation plan is in place ahead of the 2022 City of Pickering Municipal Election.
The purpose of the Plan is to outline how the Clerk’s Office aims to meet the objectives
of this plan, organized into the following four key principles:
1. Accessible Customer Service
2. Accessible Information and Communications
3. Voter Assistance Centres and Voting Locations
4. Accessible Voting Methods
City’s Commitment
The City of Pickering’s 2022 Accessible Elections Plan is an acknowledgement of the
City’s commitment to creating an accessible and inclusive environment for electors and
candidates with disabilities. The City is committed to continuously identifying and
eliminating barriers experienced by persons with disabilities.
Legislative Requirements
Under the Act, the City Clerk is responsible for conducting the municipal elections and
preparing a plan to ensure a fair and accessible election for electors and candidates
with disabilities.
Section 12.1 of the Act states:
(1) A Clerk who is responsible for conducting an election shall have regard to the
needs of electors and candidates with disabilities.
(2) The Clerk shall prepare a Plan regarding the identification, removal and
prevention of barriers that affect electors and candidates with disabilities and
shall make the plan available to the public before Voting Day in a regular
election.
Key Definitions
Disability
The Accessibility for Ontarians with Disabilities Act (AODA), 2005, defines “disability”
as:
1. Any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes mellitus, epilepsy, a brain injury,
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City of Pickering’s Accessible Elections Plan
any degree of paralysis, amputation, lack of physical co-ordination, blindness or visual impediment, deafness or hearing impediment, muteness or speech
impediment, or physical reliance on a guide dog or other animal or on a
wheelchair or other remedial appliance or device;
2. A condition of mental impairment or a developmental disability;
3. A learning disability, or a dysfunction in one or more of the processes involved in
understanding or using symbols or spoken language;
4. A mental disorder; or
5. An injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act,
1997(“handicap”).
Barrier
The AODA defines “barrier” as:
Anything that prevents a person with a disability from fully participating
in all aspects of society because of his or her disability, including a
physical barrier, an architectural barrier, an information or
communications barrier, an attitudinal barrier, a technological barrier, a
policy or a practice (“obstacle”).
Key Priorities
1. Accessible Customer Service
The City of Pickering is committed to providing accessible customer service to persons
with disabilities. The Clerk’s Office will follow and apply the four core principles of
accessibility outlined in the AODA: independence, dignity, integration, and equality of
opportunity in all areas of the election. The following section outlines how the City
intends to provide accessible customer service to electors and candidates.
Electors
i. Accessibility Training for Election Staff: All Election Officials and Voting
Location workers will receive accessibility service training to better serve
electors with disabilities. Training content includes, but is not limited to:
• Reviewing the accessibility requirements under the AODA.
• Reviewing the City of Pickering’s 2022 Accessible Elections Plan and
Accessibility Policy and Procedure established by the City (ADM 090 – Accessibility Policy and ADM 090-001 – Accessibility Standards for Customer Service).
ii. Dedicated Accessibility Support: Staff from the Clerk’s Office will be
available to respond to inquiries related to accommodation requests and
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accessibility related feedback, comments or complaints leading up to and on Election Day. Electors and candidates can direct their inquiries and feedback
through regular mail, email, or by telephone.
Email: elections@pickering.ca Phone: 905.420.4600 ext. 8683 (VOTE)
Address: Office of the City Clerk, Pickering Civic Complex,
One the Esplanade, Pickering, ON L1V 6K7 8:30 a.m. to 4:30 p.m.
iii. Support Persons and Service Animals: Persons with disabilities may be
accompanied by a support person or service animal in Voter Assistance
Centres and Voting Locations. Support persons may assist with
communication, mobility, personal care for medical goods or accessing
goods, services or facilities during an election. Support persons assisting
electors with a disability to cast their vote at a Voter Assistance Centre or
Voting Location, will be required to administer an oath of secrecy with an
Election Official. Service animals must always be under the care and control
of the individual responsible for them.
Candidates
i. Accessibility Resources for Candidates: The Clerk’s Office will provide all
candidates with accessibility resources such as the City of Pickering’s 2022
Accessible Elections Plan, the AMCTO’s Candidate’s Guide to Accessible
Elections and the Accessible Campaign Information and Communication
Quick Reference Guide, published by the Province of Ontario.
ii. Campaign Expenses for Candidates with Disabilities: Expenses that are
incurred by a candidate with a disability or a registered third party who is an
individual with a disability, and are directly related to the disability, and would
not have been incurred but for the election to which the expenses relate, will
be excluded from the permitted spending limits.
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2. Accessible Information and Communications
The Clerk’s Office works diligently to ensure the information we provide to the public is
accessible and easy to navigate. The Clerk’s Office will continue to ensure that electors
have access to information they need to vote.
a. Ensure Election Information is Available Online in Clear and Simple
Language: The content on the City of Pickering’s 2022 Municipal Election
website will be available in plain language wherever possible to make information
easier to understand. The election website will clearly communicate information
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about any legislative changes, key election dates, and provide users with
accessible links to important resources.
b. Update Election Information on the City’s Website to Reflect Most Recent
Developments: Staff will monitor and update the City’s Election webpages with
timely election information as required. In the event of disruptions to service or
unforeseen circumstances that affect the accessibility of voting places during the
Voting Period or on Election Day, notices of disruption will be posted in real time
on:
i. The City’s Website (main election page) and homepage
ii. Facebook: City of Pickering
iii. Twitter: @CityofPickering
iv. At the affected Voting Location or Voter Assistance Centre
Website and Posted Documents are Accessible: The City’s website is
compliant with legislative requirements of the Web Content Accessibility Guidelines (WCAG). The website is W3C Consortium and WCAG 2.0 Level AA compliant. The City’s website font can also be adjusted within the browser’s
functionality to aid users when reading information. All files on the website are
available for download as an accessible PDF.
Information Available in Alternative Formats upon Request: Persons with
disabilities can request information and copies of election documents in a format
that takes into account their disability. Alternate formats can include, but are not
limited to web access, large print documents, or a text only electronic file that can
be read by a computer or printed in Braille. Staff will consult with the requestor to
determine the most appropriate format, and will make every effort to provide the
documentation in the preferred format as soon as possible.
3. Voter Assistance Centres (VACs) and Voting Locations
For the 2022 Municipal Election, electors can visit VACs during the Voting Period to
access a computer or tablet for Internet Voting, obtain their Internet Voting credentials,
or be added to or amend their information on the Voters’ List. Additionally, electors can
visit a Voting Location to vote by paper ballot on Election Day only. In both instances,
Election Officials and Voting Location workers will be on-site to provide assistance
where requested.
a. Selection of Accessible VACs and Voting Locations: City staff prepared and
utilized an accessibility checklist to conduct voting location inspections to ensure
that all locations were accessible. Where modifications to locations are needed,
City staff will ensure the necessary equipment is installed prior to the start of the
Voting Period. The checklist examines all aspects of accessibility and includes
but is not limited to:
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i. Accessible entrances with functioning buttons to open doors
ii. Accessible parking spaces near the voting location entrance
iii. Curb cuts and level pathways for individuals utilizing mobility devices
iv. Accessible and clearly identifiable signage
v. Barrier-free voting area, clear of obstructions
vi. Working elevators or level access from entrance to voting location
vii. Interior of voting locations are level, slip-resistant, and well-lit, with access
to a seating area.
Clear and understandable signage will be posted around the VACs and Voting
Locations for easy navigation. Greeters will also be present to welcome and assist
electors as needed.
b. COVID-19 Considerations: For the upcoming 2022 Municipal Election, the
Clerk’s Office will ensure all Voting Locations and VACs have increased
sanitization of any equipment, assistive voting technology, and high frequency
touch areas.
4. Accessible Voting Methods
The Clerk’s Office will continue to support electors and the removal of barriers for an
accessible election. For the 2022 Municipal Election, electors will be able to cast their
vote by means of Internet Voting during the entire Voting Period (Monday, October 17 to
Monday, October 24, 2022), and by paper ballot on Election Day only (Monday,
October 24, 2022), from 10:00 a.m. to 8:00 p.m. EST.
a. Internet Voting: The Internet Voting system provides electors with the capability
to vote from the comfort of their own home, especially if they have mobility restrictions or transportation scheduling difficulties. The system meets WCAG 2.0 Level AA accessibility standards through the use of standard HTML and JavaScript, to ensure that persons with disabilities can easily navigate and
interact with the system. Electors can use WCAG compliant screen readers, and
ballot navigation via browser-based personal assistive devices. The voting page is compatible with Microsoft Explorer, Edge, Firefox, Safari, and Google Chrome. Electors can use a multitude of devices to access the system, including, but not limited to personal computers, tablets, and smartphones.
b. Voting by Paper Ballot on Voting Day: The Clerk’s Office will continue to
provide Assistive Voting Technology to electors with disabilities so they can cast
their vote independently, with ease and confidence.
i. Voting Assistance Tools: The Clerk’s Office will make the following tools
available at all Voting Locations to assist electors with disabilities:
a. Magnifying sheets (4x) at all voting places to assist voters with vision
impairment.
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b. Notepads and slip-grip pens at all VACs and Voting Locations to
facilitate communication between Election Officials and electors with
a hearing impairment.
ii. Assistive Voting Technology: Assistive Voting Technology allows electors
to utilize an audio ballot while making their voting selections by choosing
between three options:
a. Audio Tactile Interface: the handheld controller has audio directions
and features large, raised buttons, bright colours, and braille
inscriptions.
b. Paddle Buttons: the paddles can be pressed using hands, feet, or
elbows.
c. Sip ‘n’ Puff: the device allows voters to mark their ballot by “sipping”
(inhaling) or “puffing” (exhaling) into a straw.
c. Special Voting in Long-Term Care and Retirement Homes: The Clerk’s Office
will establish special voting places at long-term care facilities and retirement
homes to allow eligible residents of the facility with an opportunity to vote on
Election Day as per the requirements of the Act. Prior to Voting Day, Election
staff will work with the facility administrators to provide opportunities for the
residents of these facilities to ensure they are included on the Voter’s list. On
Voting Day, if requested, Election staff may administer bedside voting for electors
who may not be able to physically attend the voting place.
d. Curbside Voting: In accordance with Section 45(9) of the Act, Election Officials
may attend to the elector anywhere within the area designated as the voting place, to allow an elector with a disability to vote.
Post-Election Reporting Requirement
In accordance with the Act, the City Clerk shall submit a post-election accessibility
report to Council within 90 days after Voting Day. This report will be posted on the City’s
website and available to the public.
Section 12.1(3) of the Act states:
Within 90 days after Voting Day in a regular election, the Clerk shall prepare a
report about the identification, removal and prevention of barriers that affect
electors and candidates with disabilities and shall make the report available to
the public.
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Contact Information
Staff in the City Clerk’s Office are available to assist with any issues that may arise with
respect to providing a barrier-free accessible election.
Contacts
Susan Cassel, City Clerk/Returning Officer
Rumali Perera, Deputy Clerk/Deputy Returning Officer
Withya Ganeshalingam, Records and Elections Coordinator
Alyssa Jarvis, Assistant Records and Elections Coordinator
Email: elections@pickering.ca Phone: 905.420.4660 ext. 8683 (VOTE) Address: Office of the City Clerk, Pickering Civic Complex, One the Esplanade, Pickering, ON L1V 6K7 8:30 am to 4:30 pm
Declaration
In accordance with Section 12.1 the Municipal Elections Act, 1996, as amended, I
hereby certify that this Plan shall be followed in conducting the 2022 Municipal Elections
in the City of Pickering.
Signed and dated at the City of Pickering, in the Regional Municipality of Durham, this
28th day of April, 2022.
Susan Cassel, City Clerk
The Corporation of the City of Pickering
References
Municipal Elections Act, 1996
Accessibility for Ontarians with Disabilities Act, 2005
AMCTO Candidate’s Guide to Accessible Elections
City of Pickering’s Accessible Policy
City of Pickering’s Accessible Customer Service Standard Policy
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Attachment #2 to Report CLK 01-23
Facebook Post – Call for
Nominations Twitter Post – List of Certified
Candidates
Instagram Story – Promotion of
Election HelpLine Instagram Story – General
Election Information
Adult 55+ Ad – General
Election Information
Main Pickering Website Banner
– Promotion of Voting Period
Curbex Sign– Voter’s List
Digital Banners – General
Election Information
Swag Material – General
Election Information
Targeted Digital Ads -Weather
Network Application, CTV News,
Rogers, and Yahoo mail
Pickering News Advertiser
Post – Voter’s List