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Home My WebLink AboutCAO 02-10 Report To Council PICKERING Report Number: CAO 02-10 Date: February 16, 2010 56 From: Andrew Allison City Solicitor Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2010 Municipal Elections Recommendation: 1. That the report CAO 02-10 regarding the 2010 Municipal Elections be received; 2. That the draft by-laws to provide for reduced hours of voting in institutions and retirement homes and advance voting days be enacted; 3. a) That, notwithstanding the provisions of the Purchasing Policy, Dominion Voting Systems be selected as the election services provider for the 2010 Municipal Elections at the estimated cost of $76,900 plus applicable taxes; b) That the City enter into a five year contract with Dominion Voting Systems for the 2010 election and the 2014 election, subject to 2014 budget approval by the next Council, at the same price of $76,900 plus applicable taxes; 4. That the 2010 schedule for Council meetings be revised to delete the October 2010 meetings in accordance with the new October 25, 2010 date for the Municipal Elections and Section 232(1) of the Municipal Act, 2001; and, 5. That the appropriate officials of the City of Pickering be given authority to take any necessary activities to give effect thereto. Executive Summary: Reduced Times and Alternate Voting Days for Institutions and Retirement Homes: In accordance with the Municipal Elections Act, 1996, Section 46(3), a by-law is being recommended to provide for early voting and reduced hours of voting in institutions and retirement homes on advance voting days. Report CAO 02-10 February 16, 2010 Subject: 2010 Municipal Elections Page, 2 57 Dates and Times for Advance Voting Days: In accordance with the Municipal Elections Act, 1996, Section 43(1), a by-law is being recommended to provide for advance voting to be held on Friday, October 15, 2010 between the hours of 3:00 pm and 8:00 pm, on Saturday, October 16, 2010 between the hours of 10:00 am and 6:00 pm, on Monday, October 18, 2010 between the hours of 3:00 pm and 8:00 pm, and on Tuesday, October 19, 2010 between the hours of 10:00 am and 8:00 pm. Electronic Vote Tabulators The City of Pickering will be using the same method of voting as was used in the 2006 Municipal Elections and the 2004 By-Election; being paper ballots and poll-count tabulators. Recommendation 3 provides for continuing to use the service provider from the 2006 election. Council & Committee Meeting Schedule: In accordance with changes made to the date of the 2010 Municipal Elections the City .Clerk is suggesting that the October 2010 meetings set out in the schedule be deleted. The last Council meeting to be conducted before the 2010 Municipal Elections will be September 20, 2010 and the first meeting on the 2010-2014 Council will be on December 6, 2010. Financial Implications: Each year, (2007 to 2010) the General Government Section of the current budget includes funding or a provision of $70,000 that is transferred to the Election Reserve. In the election year (2010), $280,000 is then transferred to the Election cost centre to help offset the budgeted election costs. By employing this strategy, the cost of the election is allocated over four years and eliminates a large increase in costs in the year. of the election. Sustainability Implications: There are no sustainability implications. Background: Election Tabulating Equipment: As in previous years, the City of Pickering will once again be using a paper ballot with electronic vote tabulators as the voting method. In preparation for the upcoming election, the City Clerk's Office has completed their investigation into the leasing or buying of vote tabulating equipment. Due to the limited number of election service providers available with extensive experience regarding elections, only two companies CORP0227-07/01 revised Report CAO 02-10 February 16, 2010 Subject: 2010 Municipal Elections Page 3 were investigated that the Clerk's Office felt had the experience, Dominion Voting Systems and ES&S. In preparation for the 2006 Municipal Election, the Manager, Supply & Services obtained informal quotes from three different companies to supply vote tabulators and provide other related election services. After a review that included the Manager, the former Clerk, the Deputy Clerk and the Director, Corporate Services & Treasurer, Dominion Voting systems was selected, which was the same company selected for the 2004 By-Election. Staff are confident in their products and support team. There are anticipated cost savings with Dominion as supplies from the 2006 Municipal Election may be reused and training materials geared towards Dominions Systems have already been produced and will simply require revision. Cost savings incurred from not having to purchase all new supplies are expected to be substantial. Dominion Voting Systems also provides a complete accessible vote tabulator component, which complies with all accessibility requirements under the Municipal Elections Act, 1996. Dominion Voting Systems also provides ballot creation and printing, which ensures that the ballots are compatible with their machines. Dominion Voting Systems is recognized as a leader in the election industry and for the 2006 elections, Dominion held contracts with 70 clients. Dominion has conducted over 400 elections in Canada and the U.S and with headquarters based in Toronto, technical support is always in close proximity. Of seven municipalities surveyed, five are continuing with their usage of Dominion for the 2010 election. The other two are continuing to use equipment purchased in prior years from the other service provider. The Purchasing Policy provides that a contract of this dollar value be put out for formal quotation. This was done in 2004 when there were three service providers. One of the three bought the other so that there are now only two. Given the City's previous experience and the opportunity to avoid certain costs it is recommended that the City continue with the service provider from the 2006 election being Dominion Voting Systems. Given the previous selection process and the successful working experience the City has had with Dominion Voting, this company is being recommended as the service provider for 2010 Municipal Election at an estimated cost of $76,900 plus applicable taxes which has been provided for in the 2010 Current Budget. Dominion Voting has offered Pickering a five year contract with the price fixed at the 2010 level, to extend to the 2014 election. This is being recommended for business purposes as it not only fixes the price but provides flexibility for changes in voting methods while remaining within the 2010 pricing schedule, and it also provides tabulators for any by election at no additional cost. There is also an option to cancel the 2014 portion of the contract. Payment would occur in two equal amounts in 2010 and 2014. CORP0227-07/01 revised i Report CAO 02-10 February 16, 2010 Subject: 2010 Municipal Elections Page 4 5s Special Voting Locations The Municipal Elections Act, 1996, provides that voting must be provided on the premises for institutions for the reception, treatment or vocational training of members or former members of the Canadian Forces, institutions in which 20 or more beds are occupied by persons who are disabled, chronically ill or infirm and retirement homes in which 50 or more beds are occupied. We refer to these locations as special voting locations. Council may pass a by-law providing for reduced hours of voting for these special voting locations. Voting hours per location are based on the analysis of time required to process electors at each location, and have been established in co- operation with the administrative staff of each facility. Advance Voting Section 43(1) of the Municipal Elections Act, 1996, requires the City to pass a by-law at least 30 days before voting day, establishing one or more dates for advance voting and the hours during which voting places shall be open on the advance voting date(s). At the last City of Pickering election, four days were provided for advance voting. Due to the success of those advance voting days, the City recommends maintaining the four advance voting days to provide numerous opportunities to vote. The Pickering Civic Complex has traditionally been used as the location for advance voting because of its immediate proximity to the Pickering Town Centre, the Pickering Recreation Complex and the Pickering Public Library. As well, the Pickering Civic Complex has sufficient parking and is on the public transit route. The City is required to enact a by-law to provide for advance voting. Attachments: 1. Draft by-law for Special Voting Locations 2. Draft by-law for Advance Voting Dates and Times Prepared By: Approved/En orsed By: • A .91 Debbie Shields Andrew Allison City Clerk City Solicitor CORP0227-07/01 revised Report CAO 02-10 February 16, 2010 Subject: 2010 Municipal Elections Page 5 amt, Approved/Endorsed By: 6 Gillis A. Paterson Direct6r, Corporate Services & Treasurer DS:Ih Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Co it t ~U T mas J. Quinn D , CMM III Chief Administrative Officer CORP0227-07/01 revised 61 THE CORPORATION OF THE CITY OF PICKERING . . . BY-LAW NO. 7024/10 Being a by-law to provide for early voting and reduced hours of voting in institutions and retirement homes on advance voting days. Whereas Section 46(3) of the Municipal Elections Act, 1996, S. 0., provides that a municipal council may pass a by-law providing that specified voting places shall be open for reduced voting hours in voting places in retirement homes or those institutions as defined in Section 45(7) of the said Act, where the voting place is only for the use of its residents; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: That the voting places listed below shall be open during the dates and times specified: Voting Place Dates and times of Voting Village Retirement Centre Friday, October 15, 2010 1955 Valley Farm Road 10:00 am to 12:00 pm Pickering, ON L1V 3R6 Bay Ridges LTCC Monday, October 18, 2010 900 Sandy Beach Road 10:00 am to 12:00 pm Pickering, ON L1W 1Z4 Abbeylawn Manor Tuesday, October 19, 2010 534 Rodd Avenue, 9:00 am to 12:00 pm Pickering, ON L1W 2132 By-law read a first, second and third time and finally passed this 16th day of February, 2010. David Ryan, Mayor Debbie Shields, City Clerk CORP0223-07/01 62 THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. 7025/10 'V~ Being a by-law to provide for advance votes to be held prior to the 2010 Voting Day. Whereas Section 43(1) of the Municipal Elections Act, 1996, S. 0., provides,that a municipal Council shall pass a by-law establishing one or more dates for an advance vote, and the hours during which voting places shall be open on that date or dates; Now.therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. An advance vote shall be held on Friday, October 15, 2010 between the hours of 3:00 pm and 8:00 pm at the Pickering Civic Complex, One The Esplanade. 2. A second advance vote shall be held on Saturday, October 16, 2010 between the hours of 10:00 am and 6:00 pm at the Pickering Civic Complex, One The Esplanade. 3. A third advance vote shall be held on Monday, October 18, 2010 between the hours of 3:00 pm and 8:00 pm at the Pickering Civic Complex, One The Esplanade. 4. A fourth advance vote shall be held on Tuesday, October 19, 2010 between the hours of 10:00 am and 8:00 pm at the Pickering Civic Complex, One The Esplanade, BY-LAW read a first, second and third time and finally passed this 16th day of February, 2010. David Ryan, Mayor Debbie Shields, City Clerk CORP0223-07/01