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HomeMy WebLinkAboutFCS-11-003 - 2010 Municipal Election Accessibility MeasuresREPORT TO: Finance & Corporate Services Committee DATE OF MEETING: January 17, 2011 SUBMITTED BY: Randy Gosse, Director of Legislated Services & City Clerk PREPARED BY: Colin Goodeve, Committee Administrator (519) 741-2278 WARD(S) INVOLVED: All DATE OF REPORT: December 13, 2010 REPORT NO.: FCS-11-003 SUBJECT: 2010 Municipal Election Accessibility Measures RECOMMENDATION: For information. BACKGROUND: On December 17, 2009, Bill 212 was proclaimed, amending various sections of the Municipal Elections Act, 1996 (MEA). Among those amendments was the inclusion of Section 12.1(1), which states that within 90 days after voting day in a regular election, the Clerk shall submit a report to Council about the identification, removal, and prevention of barriers that affect electors and candidates with disabilities. Accordingly, the following report provides a synopsis of the accessibility measures undertaken for the 2010 Municipal Election. REPORT: Inspections With the passage of Bill 212, several new requirements were established for the 2010 Municipal Election including Section 45(2) of the MEA prescribing that the Clerk is to ensure that each voting place is accessible to electors with disabilities. Accordingly, a comprehensive inspection evaluation form was created to document the specific features of each potential Voting Place. The form contained such things as photographs of the location with commentary as to where election staff should be located within the facility. A detailed floor plan of the location was included, outlining the most effective means of setting up the Voting Place to ensure ease of access and flow. It also indicated where election staff should post directional signage to ensure maximum visibility for voters. Once finalized, the inspection evaluation forms were distributed to election workers for use on Election Day. Forming part of the inspection evaluation form was an accessibility checklist created with input and assistance from the City’s Inclusion Coordinator. The use of this checklist aided in identifying problematic voting locations and possible solutions to these problems. The checklist documented whether a location had designated parking spaces, an accessible drop-off area, barrier free path (no stairs / curbs), automatic door opener, building entrance and interior doors over 85 centimetres wide. If a location had these features, it was deemed acceptable for use as a Voting Place. Attached hereto as Appendix ‘A’ is a copy of an inspection evaluation form. í ó ï With the first taking place on April 1, 2010 and the last being conducted on August 18, 2010, staff undertook 109 inspections of potential voting locations to ensure compliance with Section 45(2). On average, each inspection took two staff 20 minutes to complete, resulting in approximately 36.3 hours of staff time and over 400 kilometres travelled. In addition to the time st it took to do the inspections, it is estimated that since April 1 three staff utilized a cumulative of 105 hours to complete and finalize the inspection evaluation forms. This equates to a total of 20.2 days dedicated to this aspect of ensuring that the 2010 Municipal Election was accessible to all voters. Resultant to the inspections, five traditionally used Voting Places were changed to new locations, being: 1. Bethany Evangelical Missionary Church Regional Headquarters; 2. St. Patrick’s Catholic School Emmanuel Bible College; 3. Southridge Public School Queensmount Arena; 4. Margaret Avenue Public School Grace Lutheran Church; and, 5. St. Mark’s Lutheran Church University of Waterloo School of Pharmacy. Further, 18 locations were identified as not having automatic door openers and were therefore considered to not be fully accessible. For 16 of those locations, the Election Assistant (EA) was assigned to be stationed next to the designated building entrance, as opposed to inside the Voting Place (gymnasium / multi-purpose room). With respect to the other two locations (Prueter Public School and Howard Robertson Public School), due to the distance between the accessible entrance (door with a ramp or at grade) and the gymnasium, an additional EA was hired to be stationed next to that entrance. At the aforementioned 18 locations, the EA was responsible for providing help to those voters who may have needed assistance entering the Voting Place. Various supply issues were also identified as a result of the facility inspections. Nine of the 109 locations were provided with A-frame signs to ensure that voters were directed toward the accessible entrance. Seven locations were provided with additional directional signs to indicate that the accessible entrance, and not the buildings main entrance, would need to be used to access the Voting Place. Additional door props were issued to 12 locations to enhance the accessibility of those facilities. Site Inspections will again be undertaken for the 2014 Municipal Election, and it is anticipated that many locations will be retrofitted by that time to accommodate persons with disabilities. Additionally, accessibility and other concerns will be addressed with the area School Boards prior to the next election. It should be noted that future inspections are not anticipated to require as much staff time to complete, given that a file has already been created for a majority of the Voting Places that will be used for in 2014. Tabulators For the 2010 Municipal Election, the City moved to a decentralized tabulating system, placing tabulator units at each Voting Place. Three advance polling days were held at Breithaupt, Stanley Park, Doon Pioneer Park, Forest Heights and Country Hills community centres. On those three days, an elector could vote at any of the advance polling locations, regardless of the Ward they lived in, through the use of an online digital voters’ list. Implementing this kind of í ó î “vote anywhere system” increased the accessibility and opportunity for electors to cast their ballots at a location that was convenient for them. A special accessible tabulator was also used at the community centre advance polls, allowing an elector who is blind or has a physical disability that makes it difficult or impossible for them to mark a ballot, to use an Audio Tactile Interface (ATI) and headphones to listen to an audio ballot. While listening they would make their selection of candidates and when completed a ballot was printed on a printer attached to the tabulator. The Managing Deputy Returning Officer (MDRO) would then take the printed ballot, in a secrecy folder, and enter it into the tabulator for scanning same as any other ballot. In addition to the ATI, a Paddle Button Input Interface device was also available for use at the advanced polls. The Paddle Button Input Interface was connected to the ATI, and allowed an elector with a physical disability easier control while listening to the audio ballot. The paddles were colour coded, marked blue L (left) and red R (right), and different in shape. To navigate the ballot, a voter just needed to press on the L or R paddle to control all movements, with audio instructions being given to the elector. By employing these accessible tabulators, electors with a physical disability were afforded the opportunity to independently participate in the 2010 Municipal Election. For the 2014 Municipal Election, staff intends to contact Elections Ontario and Elections Canada as well as the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) to inquire into other ballot marking devices used to assist persons with disabilities. Election Staff Over 450 people were hired to work on October 25, 2010, Election Day. With the assistance of the City’s Inclusion Coordinator, accessible customer service training was provided to all election workers, as required by the Accessibility for Ontarians with Disabilities Act (AODA). Each election worker manual contained information on how to assist people with disabilities in a way that is respectful and helpful. This included tips related to using people-first language, speaking directly to the person, asking before they offered help, as well as reminders not to touch service animals, move wheelchairs or other assistive devices without permission, and to keep obstacles out of the way of all voters. In accordance with Section 45 of the MEA, voting opportunities were provided on the premises of institutions with 20 or more beds occupied by persons who are disabled, chronically ill or infirmed as well as retirement homes in which 50 or more beds were occupied. Voting was provided on a reduced hours basis, which allowed for a more effective and efficient use of election staff while affording eligible residents of these facilities the opportunity to vote. Further, election staff working at these polls were given instructions on how to attend to the bedside of an elector thereby enabling them to vote. Assisting Voters at the Polls If a voter indicated that, they required assistance to vote, the election worker would administer the “Oral Oath of Incapacity to Vote without Assistance.” A voter could have a friend accompany them into the voting compartment to mark the ballot, provided that friend took the “Oral Oath of Friend of Elector.” Alternatively, if a voter did not bring a friend or family member with them, the Revision Clerk in the presence of the Ballot Clerk and no other person, was permitted to assist the voter by marking his/her ballot in the manner directed by the voter. Proxy í ó í Voting was also available to any voter who was unable to make it to the polls on Election Day. In addition, to assist all electors with "visual impairments" to vote unassisted on Election Day, each location was supplied with one or more magnifiers, which could be used to read the ballot. For 2014, staff intends to follow up with Elections Ontario and Elections Canada and other similarly sized municipalities with respect to the template they used to offer assistance to voters. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Providing a barrier-free municipal election aligns with the Strategic Plan through ensuring that, all residents were given equitable access to and meaningful inclusion in civic life. Further, it supports the corporate-wide implementation of the requirements identified in the AODA and the City of Kitchener Accessibility Plan. FINANCIAL IMPLICATIONS: There were incidental costs associated with facility inspections, additional staffing, signage, and supplies of approximately $790. It should be noted that this does not take into consideration the amount of staff time expended to carryout the inspection. The hard cost for the accessible tabulators was $11,600. COMMUNITY ENGAGEMENT: A communication strategy was developed for the 2010 Municipal Election, ensuring that accessible services were advertised on the City’s website as well as through the local media. The advance voting opportunities for electors with disabilities was actively promoted and all information regarding the various accessibility measures was made available on the City’s Election website. Also, available on the website was the “Am I on the Voters List / Where to Vote” look-up, which permitted all electors to determine whether they were on the voters list prior to Election Day. In addition, area municipalities partnered with the Ministry of Municipal Affairs and Housing to provide Candidate Information Sessions relating to the Municipal Election. The Candidate Information Sessions were offered to potential candidates and candidates running in the Cities of Kitchener, Cambridge, and Waterloo. The sessions included a general overview of the Municipal Elections Act, Election Finances, and Accessible Elections. A total of four sessions were offered, all of which were all held at accessible facilities. At the September 23, 2010 Grand River Accessibility Advisory Committee (GRAAC) meeting, Legislated Services’ staff presented an overview of the various accessibility measures being implemented for the election; and received positive feedback from GRAAC. In addition, staff regularly consulted with the City’s Inclusion Coordinator to ensure the election process was in compliance with the AODA. All of the Inspection Evaluation Forms were consolidated in to a comprehensive binder, with an index outlining the features of each facility used as a Voting Place. Various staff from across the Corporation have been made aware of this binder, which can be used as a resource for future public meetings held at those locations. í ó ì For 2014, staff intend to enlist assistance of additional assistive groups, such as Canadian National Institute of the Blind (CNIB), Canadian Hearing Society, as well as the Mayors Advisory Council for Kitchener Seniors (MACKS), and GRAAC for input into the election process as it pertains to persons with accessibility needs. CONCLUSION: Significant improvements were implemented over the past year in regard to making the elections more accessible. The process for this and future elections is to ensure that all policies, practices, and procedures are consistent with the core principles of independence, dignity, integration, and equality of opportunity. Assuring that electors and candidates with disabilities are able to participate in the election is essential, with particular regards to accessible voting systems and site access requirements. Staff will be vigilant in continuing their efforts to review, address and improve the process for the 2014 Municipal Election. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance & Corporate Services í ó ë ME2010 UNICIPALLECTION VPI OTINGLACENSPECTION Facility Name: Victoria Park Pavilion Facility Address: 80 Schneider Ave Ward: 9 Poll: 10 II: NSPECTION NFORMATION Date called for inspection: July 14, 2010 Spoke to: Marianne Shilling Inspection Times: July 20, 2010 - 9:00 a.m. FI: ACILITY NFORMATION Contact Person Marianne Shilling Election Day Contact FM Staff Phone:519-741-2488Phone: 519-741-2762 Cell:Cell: VDI: OTING AYNFORMATION N.DRO’4N.RC2 OSO N.EA’1N.V3,539 OSOOTERS RI: OOMNFORMATION Estimate Room Size: Approximately 74’ x 47’ FA: ACILITY CCESSIBILITY YNYN X Designated Parking Spaces XAccessible Drop off Area X Barrier Free Path (stairs/curbs) XAutomatic Door Opener X Accessible Ramp XEntrance Door Over 85 cm wide X Voting room on Main Floor XVoting Door Over 85 cm wide XX Elevator if Required Door Prop Required Accessibility Notes for Voting Day: No automatic door opener. Election Assistant will need to be positioned by the front entrance to assist voters who may need help entering the building. Interior doors need to be propped open. Weather permitting, exterior doors should also be propped open. í ó ê FI: ACILITY NFORMATION YNYN XX Building Heat Three Prong Outlets XX Exterior Lights Extension Cord Required XX Adequate Parking Bathroom Chairs - 8 XX Access to Facility Phone Tables - 10* X *3 tables for voting screens – 2 screens per table Notes for Voting Day: Tables (6’ x 2’) are located under the stage, chairs located in room to the right of the stage. Staff MDRO preferred so key can be requested to open / close facility; otherwise alternative arrangements will need to be made. V: ISUALS E:(P) NTRANCEHOTO Election Assistant to be stationed here by the maindoors VR:(P) OTING OOMHOTO Place the Tabulator Here í ó é FI: ACILITY NFORMATION Facility Name: Victoria Park Pavilion Facility Address: 80 Schneider Ave Ward: 9 Poll: 10 Election Day Contact:Facilities Management Staff Phone: 519-741-2762 RD:MH OOM IAGRAMAIN ALL Stage Storage Storage 6 Voting Screens DRO-DRO-DRO-DRO- BCBCBCBC Tabulator/ Doors Outlet Kitchen Election Assistant Notes for Voting Day: Election Assistant needs to be positioned at front entrance to assistance voters entering the building. Interior & exterior doors (weather permitting) need to be propped open. Tables located under the stage; chairs in storage room to right of stage. MDRO to lock up at night and return key. PELS: LACEMENT OF LECTION OCATIONIGNS 1.MD2.H3.ID AINOORALLWAYNTERIOROOR í ó è