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HomeMy WebLinkAboutFCS-14-056 - 2014 Election - Advance Vote Hours & Dates - Election Day Voting for Institutes & Retirement HomesStaff Report rTC.�r R finance and Corporate Services Department www.kitchener.ca REPORT TO: Finance and Corporate Services Committee DATE OF MEETING: May 12, 2014 SUBMITTED BY: C. Tarling, Director of Legislated Services & City Clerk, 519 -741- 2200, ext. 7809 PREPARED BY: C. Tarling, Director of Legislated Services & City Clerk, 519 -741- 2200, ext. 7809 WARD(S) INVOLVED: All DATE OF REPORT: April 28, 2014 REPORT NO.: FCS -14 -056 SUBJECT: 2014 ELECTION — ADVANCE VOTE HOURS /DATES AND ELECTION DAY VOTING FOR INSTITUTIONS — RETIREMENT HOMES RECOMMENDATION: That pursuant to Section 43 (1) of the Municipal Elections Act, advance voting be held on the following dates and times: Wednesday, October 15, 2014 2:00 p.m. — 8:00 p.m. Thursday, October 16, 2014 2:00 p.m. — 8:00 p.m. Friday, October 17, 2014 2:00 p.m. — 8:00 p.m. Saturday, October 18, 2014 9:00 a.m. — 3:00 p.m.; and further, That pursuant to Section 46 (3) of the Municipal Elections Act, the hours for voting on Election Day at Institutions — Retirement Homes (shown in Appendix "A ") be set at a minimum of four hours. BACKGROUND: Advance Vote Section 43 (1) of the Municipal Elections Act, (the Act) states: At least 30 days before Voting Day, the Council of a local municipality shall pass a by -law establishing, (a) one or more dates for an advance vote; and (b) the hours during which voting places shall be open on that date or dates. Originally, advance voting was instituted only for those electors who would not be available to vote on voting day. Over time municipalities have offered advance voting as additional voting days for all voters. Generally, advance voting is less busy but when adequately advertised and conducted in key locations, has proven to be very convenient for many electors and has helped to increase voter turnout. 1 -1 Institutions — Retirement Homes Section 45 (7) of the Act states: On voting day, a voting place shall be provided on the premises of the following: 2. An institution in which, on nomination day, 20 or more beds are occupied by persons who are disabled, chronically ill or inform. 3. A retirement home in which, on nomination day, 50 or more beds are occupied. The definition of an institution is fairly straight forward but the Act does not define a retirement home. In reviewing other legislation staff previously determined a retirement home is one where occupants have their own suite but use a common dining room for their meals which are prepared by the retirement home staff. Section 46 (3) of the Act goes on to state: The council of a local municipality may pass a by -law with respect to a voting place described in Section 45 (7) that is only for the use of residents of the institution or retirement home, providing for reduced hours. REPORT: For the 2014 election, the City will once again use a decentralised tabulation system whereby ballots are marked then fed through a tabulator where they are counted. At the close of voting, the tabulators will be transported to City Hall, the count uploaded into a computer and the results posted on -line. This system is used by most municipalities that utilise an electronic tabulation system and offers the following advantages: • Is less labour intensive to process and count ballots; • Typically produces results within 1 -2 hours after the voting places close; • Requires fewer staff resources to operate and thus, is less costly on Election Day; • Easy to use by voters and notifies of an over -vote so they can re -vote if they choose; • Accurately tabulates votes; • Has successfully withstood court scrutiny; and, • Uses accessible tabulators which allow a voter with a disability to vote independently or with minimal assistance using audio ballots and voting mechanisms such as paddles and puff & sip. The last feature enables the City to meet its obligations under the Human Rights Code (HRC) and the Accessibility for Ontarians with Disabilities Act (AODA). ADVANCE VOTE Prior to 2006, 4 advance voting days were held at City Hall resulting in less than 1% of votes cast. In 2006, 3 advance voting days were held in each of the 6 wards and 1 at the Kitchener Market for all 6 wards. This resulted in approximately 1.7% of all votes cast and a more equitable distribution of voters. In 2010, the concept of "vote anywhere, anytime" was introduced which allowed voters to go to any advance poll location regardless of the ward in which they lived. This accounted for 2.4% of all votes cast. Advance poll locations were held in 5 community centres over 3 days and in 32 apartment buildings for 1 day. Splitting the advance poll days created issues with set -up and tear -down of the polls. In addition, when comparing the average number of votes cast per community centre (488) versus the apartment buildings (30) and the cost ($8.10 /voter and $204.15 /voter respectively), it was more cost - effective to offer advance polls at community centres. As well, the apartment buildings would not permit non - building residents to vote at those locations; whereas, the community centres were open and accessible to all eligible voters. 1 -2 In reviewing past election results and looking towards the 2014 advance vote, the Election Steering Committee, in consultation with other City staff, considered the following factors with respect to the advance polls: • Increasing voter turnout at the advance vote poll locations; • Convenience and consistency of hours and dates for voters; • Voter availability; • Availability of locations with the following: • Suitably -sized rooms with the ability to secure election equipment, • Proximity to population concentrations and ward boundaries, • Access to transit and main traffic routes, and availability of parking, • AODA compliance, • Availability of Wi -Fi or internet access; • Minimizing disruption to programming at advance poll locations; • Cost for the advance vote including cost of the location; and • The timing of Oktoberfest and Thanksgiving. Taking these factors into account, it was decided to once again have "vote anywhere, anytime" over 4 consecutive days from October 15 -18, 2014. The dates are late enough to give candidates ample time to reach out to constituents but far enough in advance of Election Day to give those who might be away on that day the opportunity to vote. The dates enable the ballots to be prepared and properly tested, and allows for the preparation of a Voter's List that is as up- to -date as possible. Holding the advance vote on consecutive days is the most efficient for our elections workers because set -up and tear -down takes place only once since equipment can be secured on -site. It is also easier to advertise and is less confusing for voters. Having the advance polls open from 2:OOpm to 8:OOpm on the weekdays and from 9:OOam to 3:OOpm on the Saturday achieves the best balance between cost and accessibility. Advance polls do not attract the same number of voters as Election Day and being open longer than what is recommended has not been shown to increase voter turn -out. Convenience of hours, good advertising and location play a greater role in voter turn -out. INSTITUTIONS AND RETIREMENT HOMES There are currently 5 long term care institutions, 8 retirement residences and 3 combined long term care /retirement residences in the City (attached as Appendix "A "). In 2010, Council approved the reduction of hours for Institutions — Retirement homes to 4 hours on Election Day. This proved to be very successful as each election worker team was able to comfortably attend at two facilities. The reduced hours decreased the cost of voting at these locations by half and more importantly, did not prevent any eligible elector from voting in these facilities. Having a traditional voting place in each of these 16 facilities would require 16 teams of 2 workers stationed at the facility for 10 hours and 16 tabulators at a cost of $1,272 per location or $20,352 total for Election Day. Past experience has shown voting is usually completed within 2- 3 hours in these facilities, mainly around mealtimes. By taking advantage of Section 46 (3) of the Act as in 2010, which allows for reduced voting hours at these types of facilities, tabulators can be used more than once for multiple locations resulting in the need for only 8 teams with 8 tabulators which will reduce the cost by half to $10,176. The number of residents voting in any particular facility supports the reduction in hours and does not disadvantage the residents of these facilities to exercise their right to vote. Provision will be made to remain at a facility beyond the 4 hours should voter turnout warrant it so that every eligible elector has the opportunity to cast his /her vote. 1 -3 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Voting is considered to be a basic right in a democratic society. Ensuring every eligible elector has the opportunity to vote is integral to facilitating their democratic right enshrined within the Charter of Rights and protected within the Municipal Election Act. Providing multiple, convenient dates, times and locations for all eligible electors to vote does the following: Supports Quality of Life by demonstrating all voices matter and everyone has a place. Enables Community Engagement by facilitating active participation and engagement in decision making about local issues. Provides for Diversity by offering Kitchener citizens the opportunity to be meaningfully included. Conducting the election in a fiscally - responsible manner contributes to good stewardship of public funds and using information technology to the best of our ability enables us to capitalize on existing investments to enhance customer service and to be as efficient and effective as possible. FINANCIAL IMPLICATIONS: The cost of holding the advance vote in 6 locations for 4 days will cost approximately $335 /location /day for election workers plus $2000 /location for the accessible vote tabulator. The total cost for the 4 days of advance voting will be $20,040. The cost to have a voting place on Election Day in each of the 16 identified Institutions — Retirement homes as required under the Act with reduced hours is estimated at $10,176. COMMUNITY ENGAGEMENT: In addition to the required notices of the advance vote under the Act, there will be promotion of the advance vote dates, hours and locations through the City's website, social media, radio and hardcopy media. As well, should council adopt the recommendation to reduce the hours for Institutions — Retirement homes, a notice will be sent directly to each facility to be posted for their residents and caregivers. ACKNOWLEDGED BY: D. Chapman, Deputy CAO, Finance & Corporate Services i�AI APPENDIX "A" INSTITUTIONS — RETIREMENT HOMES FOR REDUCED HOURS OF VOTING Institution Name Address Type # of Residents 2010 Turnout A. R. Goudie Eventide Home 369 Frederick Street Long Term Care 80 7 Forest Heights Long Term Care 60 Westheights Drive Long Term Care 240 13 Freeport Health Centre 3570 King Street East Long Term Care 34 4 Sunnyside Home 247 Franklin Street North Long Term Care 263 24 The Westmount 200 David Bergey Drive Long Term Care 100 13 Bankside Terrace 71 Bankside Drive Retirement Residence 88 37 Conestoga Lodge 55 Hugo Crescent Retirement Residence 81 35 Doon Village Retirement Residence 868 Doon Village Road Retirement Residence 97 23 Emmanuel Village 1250 Weber Street East Retirement Residence 138 90 Fergus Place Retirement Centre 164 Fergus Avenue Retirement Residence 60 27 Highland Place Retirement Residence 20 Fieldgate Street Retirement Residence 92 22 Millwood Manor 409 Mill Street Retirement Residence 70 25 Victoria Place 290 Queen Street South Retirement Residence 86 17 Lanark Heights / Lanark Place Retirement Residence 44 / 46 Lanark Crescent Long Term Care / Retirement Residence 255 30 Trinity Village 2727 Kingsway Drive Long Term Care / Retirement Residence 219 80 Village of Winston Park 1000 Westmount Road Long Term Care / Retirement Residence 345 75 1 -5