AGENDA - Accessibility Advisory Committee - 20170607Accessibility
Advisory Committee
Meeting Agenda
Wednesday, June 7, 2017
4 p.m.
Holland Room
Aurora Town Hall
Public Release
June 2, 2017
Town of Aurora
Accessibility Advisory Committee
Meeting Agenda
Date: Wednesday, June 7, 2017
Time and Location: 4 p.m., Holland Room, Aurora Town Hall
1.Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
2. Declarations of Pecuniary Interest and General Nature Thereof
3.Receipt of the Minutes
Accessibility Advisory Committee Meeting Minutes of April 5, 2017, and No
Quorum Report of May 10, 2017
Recommended:
That the Accessibility Advisory Committee meeting minutes of April 5, 2017, and the
No Quorum Report of May 10, 2017, be received for information.
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017 Page 2 of 3
4. Delegations
5. Matters for Consideration
1. Memorandum from Senior Policy Planner
Re: Site Plan Application
MBH Aurora Lodging GP Limited
Northeast Corner of Goulding Avenue and Eric T. Smith Way
Part of Lot 1, Registered Plan 65M-4324
Part 1, Plan 65R-35666
File Number: SP-2017-04
(Full-size drawings will be available at the meeting.)
Recommended:
1. That the memorandum regarding Site Plan Application, MBH Aurora
Lodging GP Limited, Northeast Corner of Goulding Avenue and Eric T.
Smith Way, Part of Lot 1, Registered Plan 65M-4324, Part 1, Plan 65R-
35666, File Number: SP-2017-04, be received; and
2. That the Accessibility Advisory Committee provide comment regarding the
Site Plan Application.
2. Memorandum from Senior Policy Planner
Re: Site Plan Application (Submission #3)
458201 Ontario Inc.
21 and 33 Eric T. Smith Way
Lots 8 and 9, Registered Plan 65M-4324
File Number: SP-2016-08
(Full-size drawings will be available at the meeting.)
Recommended:
1. That the memorandum regarding Site Plan Application (Submission #3),
458201 Ontario Inc., 21 and 33 Eric T. Smith Way, Lots 8 and 9,
Registered Plan 65M-4324, File Number: SP-2016-08, be received; and
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017 Page 3 of 3
2. That the Accessibility Advisory Committee provide comment regarding the
Site Plan Application (Submission #3).
3. Extract from Council Meeting of April 25, 2017
Re: General Committee Report No. CS17-011 – 2018 Municipal Election
– Adoption of Voting Method, and Council Report No. CS17-015 –
Alternative Methods of Voting – Next Steps
Recommended:
1. That Extract from Council Meeting of April 25, 2017 regarding General
Committee Report No. CS17-011 – 2018 Municipal Election – Adoption of
Voting Method, and Council Report No. CS17-015 – Alternative Methods
of Voting – Next Steps and attached reports be received; and
2. That the Accessibility Advisory Committee provide comment.
6. Informational Items
4. Extract from Council Meeting of March 28, 2017
Re: Accessibility Advisory Committee Meeting Minutes of February 1,
2017
Recommended:
1. That the Extract from Council Meeting of March 28, 2017, regarding the
Accessibility Advisory Committee meeting minutes of February 1, 2017, be
received for information.
7. New Business
8. Adjournment
Town of Aurora
Accessibility Advisory Committee
Meeting Minutes
Date: Wednesday, April 5, 2017
Time and Location: 4 p.m., Leksand Room, Aurora Town Hall
Committee Members: Tyler Barker (Chair), Gordon Barnes, James Hoyes, Jo-anne
Spitzer, and Councillor Sandra Humfryes (arrived 4:47 p.m.)
Member(s) Absent: John Lenchak (Vice Chair)
Other Attendees: Chris Catania, Accessibility Advisor, and Nicole Trudeau,
Council/Committee Secretary
The Chair called the meeting to order at 4:05 p.m.
1.Approval of the Agenda
Moved by Jo-anne Spitzer
Seconded by Gordon Barnes
That the agenda as circulated by Legislative Services be approved.
Carried
2. Declarations of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
3.Receipt of the Minutes
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Minutes
Page 1 of 6
Accessibility Advisory Committee Meeting Minutes
Wednesday, April 5, 2017 Page 2 of 5
Accessibility Advisory Committee Meeting Minutes of March 1, 2017
Moved by James Hoyes
Seconded by Gordon Barnes
That the Accessibility Advisory Committee meeting minutes of March 1, 2017, be
received for information.
Carried
4.Delegations
(a)Laurie Mueller, Sport Aurora
Re: Sport Plan – Support for Persons with a Disability
Ms. Mueller presented an overview of the Sport Plan, highlighting the vision,
goals and key recommendations of the Sport Plan, along with the barriers
and needs to sport and physical activity participation.
The Committee endorsed the Sport Plan and expressed support and
commitment in continuing the discussion and dialogue with Sport Aurora.
Moved by Gordon Barnes
Seconded by James Hoyes
That the comments of the delegation be received for information.
Carried
5.Matters for Consideration
1.Memorandum from Senior Policy Planner
Re: Site Plan Application, RCG Aurora North GP Inc., 800 St. John’s
Sideroad, WHITCHURCH CON 2 PT LOT 26 RP 65R32530 PART 1
Related File Numbers: ZBA-2012-09, By-law No. 5890-16, File
Number: SP-2017-01
Staff provided an overview of the site plan application, and the Committee
reviewed the site plan and drawings and discussed accessibility standards to be
considered as part of the site plan application.
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Minutes
Page 2 of 6
Accessibility Advisory Committee Meeting Minutes
Wednesday, April 5, 2017 Page 3 of 5
Moved by Gordon Barnes
Seconded by Jo-anne Spitzer
1.That the memorandum regarding Site Plan Application, RCG Aurora
North GP Inc., 800 St. John’s Sideroad, WHITCHURCH CON 2 PT LOT
26 RP 65R32530 PART 1, Related File Numbers: ZBA-2012-09, By-law
No. 5890-16, File Number: SP-2017-01, be received; and
2.That the following Accessibility Advisory Committee comments regarding
the Site Plan Application be considered by staff:
(a)Request for the applicant to confirm the location and total number
of parking spaces, including accessible parking spots, through a
second submission of the application, to be circulated for further
comment.
Carried
2.Memorandum from Planner
Re: Site Plan Application (Submission 3), P.A.R.C.E.L. Inc., S/W Corner
of Yonge Street and Elderberry Trail, Pt of Lot 72, Concession 1,
File Number: SP-2014-07, Related Files: OPA-2008-04, ZBA-2008-14
Staff provided an overview of the site plan application, and the Committee
reviewed the site plan and drawings and discussed accessibility standards to be
considered as part of the site plan application.
Moved by Councillor Humfryes
Seconded by Jo-anne Spitzer
1.That the memorandum regarding Site Plan Application (Submission 3),
P.A.R.C.E.L. Inc., S/W Corner of Yonge Street and Elderberry Trail, Pt of
Lot 72, Concession 1, File No. SP-2014-07, Related Files: OPA-2008-
03, ZBA-2008-14, be received; and
2.That the following Accessibility Advisory Committee comments regarding
the Site Plan Application (Submission 3) be considered by staff:
(a)Request for accessible parking spots, curb cuts and entrance
ramps on all levels of underground parking (P1 and P2); and
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Minutes
Page 3 of 6
Accessibility Advisory Committee Meeting Minutes
Wednesday, April 5, 2017 Page 4 of 5
(b)Request barrier-free path of travel for common access areas
related to the ground floor plan including accessible turning spaces,
and minimum doorway and corridor widths; and
(c)Request power door operators to be provided at the entrance door
and throughout the common access areas, including all levels of
underground parking (P1 and P2).
Carried
6.Informational Items
3.Memorandum from Accessibility Advisor
Re: 2017 Community Recognition Awards
Staff provided an overview of the memorandum and encouraged Committee
members to participate and nominate an individual, group or business for an
award, including the Inclusivity Award, as winners will be recognized at the
2017 Community Recognition Awards on Monday, May 29, 2017.
Moved by Gordon Barnes
Seconded by Councillor Humfryes
1.That the memorandum regarding 2017 Community Recognition Awards
be received for information
Carried
7.New Business
Staff agreed to investigate developing and sharing information on best practices or
options meant to assist the planning, design and development process to ensure
new developments are accessible and meet or exceed the requirements under the
Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11, as
amended, and the Building Code Act, 1992, S.O. 1992, c. 23, as amended.
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Minutes
Page 4 of 6
Accessibility Advisory Committee Meeting Minutes
Wednesday, April 5, 2017 Page 5 of 5
8.Adjournment
Moved by James Hoyes
Seconded by Councillor Humfryes
That the meeting be adjourned at 5:50 p.m.
Carried
Committee recommendations are not binding on the Town unless adopted by Council at a
later meeting.
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Minutes
Page 5 of 6
Town Of Aurora
Accessibility Advisory Committee
No Quorum Report
Date: Wednesday, May 10, 2017
Time and Location: 7 p.m., Holland Room, Aurora Town Hall
Committee Members: Tyler Barker (Chair), James Hoyes, and Jo-anne Spitzer
Member(s) Absent: John Lenchak (Vice Chair), Gordon Barnes, and Councillor
Sandra Humfryes
Other Attendees: Michael de Rond, Town Clerk, Chris Catania, Accessibility
Advisor, and Nicole Trudeau, Council/Committee Secretary
The Accessibility Advisory Committee meeting of Wednesday, May 10, 2017, was
not convened due to lack of quorum.
Next Meeting
The next meeting of the Accessibility Advisory Committee is scheduled on Wednesday,
June 7, 2017, at 4 p.m. in the Holland Room.
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Minutes
Page 6 of 6
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6.Consideration of Items Requiring Discussion (Regular Agenda)
R8. General Committee Meeting Report of April 18, 2017
(R3) CS17-011 – 2018 Municipal Election – Adoption of Voting Method
Council consented to consider Item R8(R3) together with and under Item R6.
R6. CS17-015 – Alternative Methods of Voting – Next Steps
Moved by Councillor Thompson
Seconded by Councillor Mrakas
1.That Report No. CS17-015 and Report No. CS17-011 be received; and
2.That in accordance with Section 42 (a) and (b) of the Municipal Elections Act,
1996, a by-law be brought forward to the April 25, 2017 Council meeting
authorizing the use of alternative voting equipment and an alternative voting
method in the 2018 Municipal Election; and
3.That staff be directed to bring forward further information regarding alternative
methods of voting for the 2018 Municipal Election.
Carried
Extract from
Council Meeting of
Tuesday, April 25, 2017
Attachment 1 - General Committee Report No. CS17-011 and Council Report No. CS17-015
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
Page 1 of 16
Town of Aurora
General Committee Report No. CS17-011
Subject: 2018 Municipal Election – Adoption of Voting Method
Prepared by: Samantha Yew, Deputy Clerk
Department: Corporate Services
Date: April 18, 2017
Recommendations
1.That Report No. CS17-011 be received; and
2.That an internet only voting model for the 2018 Municipal Election be
approved; and
3.That in accordance with Section 42 (a) and (b) of the Municipal Elections Act,
1996, a by-law be brought forward to the April 25, 2017 Council meeting
authorizing the use of alternative voting equipment and an alternative voting
method in the 2018 Municipal Election.
Executive Summary
The purpose of this report is to provide information regarding voting method options for
the 2018 municipal election. This report will discuss the potential adoption of a tabulator
only voting model (status quo), an internet only voting model, and a hybrid voting model.
Staff recommends the adoption of an internet only voting model as it would allow for
many enhancements to the voting process, including:
•Modernization of the voting process
•Enhanced convenience and accessibility for voters
•Fewer staffing requirements
•Fast, accurate election results on Voting Day
•Fewer lines at voting locations
•Fewer resources required, such as paper ballots and other supplies
Attachment 1
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
Page 2 of 16
April 18, 2017 Page 2 of 9 Report No. CS17-011
Background
The 2018 municipal election will be held on Monday, October 22, 2018. In accordance
with the Municipal Elections Act, 1996, S.O. (“MEA”), a by-law must be passed by
municipalities on or before May 1 of the year before the year of the election if the
municipality is to provide electors the option of alternative voting methods that do not
require attendance at a voting place in order to cast a vote. Additionally, the same
deadline applies to a by-law that must also be passed to authorize the use of voting and
vote-counting equipment. The last Council meeting before this deadline will be held on
Tuesday, April 25, 2017.
Since the 2003 municipal election, the Town of Aurora (“Town”) has used optical scan
vote tabulators (“tabulators”) and touch screen voting units for Advance Voting and
Voting Day. When properly programmed and tested, tabulators have been shown to
efficiently provide accurate election results. Tabulators reduce the amount of spoiled
ballots and limit the chance of human error or misinterpretation of ballots. This method
is used by numerous municipalities in Ontario.
Touch screen voting units allow voters with disabilities to vote in an independent
fashion, and generally include assistive devices. The use of this equipment supports the
Town’s accessibility policies and the Accessibility for Ontarians with Disabilities Act.
All approved voting methods must be in compliance with the MEA and related
legislation. Voting methods are often informed by election principles that have been
developed over time, and referred to when evaluating matters related to the MEA. The
following principles can be used when evaluating methods of voting:
•Secrecy and confidentiality of individual votes cast;
•Fairness and non-bias;
•Accessibility for all voters;
•Maintain the integrity of voters, candidates and election officials;
•Certainty that the results of the election reflect the votes cast;
•Fair and consistent treatment of voters and candidates; and
•Ensuring valid votes are counted and invalid votes are rejected.
The implementation of online election tools, such as voters lists, is not new and has
been in use by many municipalities including Aurora. Municipalities are further
leveraging the use of technology in elections in the form of internet voting. This report
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
Page 3 of 16
April 18, 2017 Page 3 of 9 Report No. CS17-011
will focus on three (3) voting options: tabulator only voting (status quo), internet only
voting, and a hybrid voting model consisting of tabulator and internet voting.
Analysis
Tabulator only voting (status quo)
Tabulator voting is the status quo for the Town. Tabulators are known to provide
accurate and reliable vote counting, are familiar to most voters, and provide a
“traditional” voting experience. For these reasons, tabulator voting is widely used in
Ontario.
Tabulator voting requires the voter to indicate their selections on a paper ballot by a
user-generated mark, such as filling in a bubble. The ballot is fed into the tabulator,
which reads the ballot and generates a tally of votes based on the marks on all
accepted ballots. Tabulators can be programmed to identify and reject ballots that
contain errors, giving voters the option to correct the ballot if necessary.
Touch screen tabulators have also been used by the Town in past elections, including
the 2014 municipal election, during the advanced vote and at alternative voting
locations. These tabulators allow voters to vote by selecting candidates on a touch
screen. Once the voter has finished voting, an electronic ballot is cast which is later
tabulated.
As far back as the 2003 municipal election, the Town has used tabulator voting. In the
2014 municipal election, the Town utilized 21 optical scan vote tabulators and four (4)
touch screen tabulators. Currently, the Town owns all 21 optical scan vote tabulators,
most of which were purchased in 2003, and two (2) touch screen tabulators, purchased
in 2006. The optical scan vote tabulators owned by the Town are considered old
technology and the software is no longer supported by the manufacturer. Therefore,
they will require replacement prior to the 2018 election. Increased contributions to the
Election Reserve have been made to account for the rental of tabulators for the 2018
municipal election.
Internet Voting
Internet voting is the process of casting a ballot on an electronic device that is
connected to the internet. It has been used by Ontario municipalities since 2003. There
are many different types of internet voting, including:
Accessibility Advisory Committee Meeting Agenda
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Item 3
Page 4 of 16
April 18, 2017 Page 4 of 9 Report No. CS17-011
•Remote Internet Voting – Voting using a device with internet access such as a
computer, laptop, tablet or smartphone from anywhere
•Kiosk Internet Voting – Unsupervised voting at a kiosk set up at a convenient
location in the Town, such as a Town Hall, a community centre, or shopping mall
•Internet Voting at Voting Location – Voting using an electronic device at a
designated polling station
Increased adoption of internet voting has been the trend amongst Ontario
municipalities. Only twelve municipalities utilized internet voting in 2003, and this
number has increased to 97 in 2014, representing nearly 22 percent of all Ontario
municipalities. It is anticipated that this number will increase significantly for the 2018
municipal election.
The increasing popularity of internet voting can be largely attributed to the convenience
it provides to voters. The ability to vote from anywhere, at any time, provides access to
many parts of the electorate, including persons with disabilities, students, seasonal
residents, retirees, shift workers. Another benefit of internet voting is that internet
browsers can adjust text font size, translate pages to different languages, and convert
text to speech for voters who require these services. Typically, telephone voting is
bundled with internet voting systems at no additional cost to provide an option for voters
who do not have access to the internet but wish to vote. Voters would dial a secure
number and cast their vote using the keypad on their phone. Once the vote is complete,
the data is transferred to a secure server and tabulated on voting day.
Advantages of internet voting include:
•The opportunity for voters with internet access to vote at any time of day, from
nearly any location;
•Accessibility and independence for persons with disabilities;
•The reduction in the amount of paper and other stationary required; and
•The reduction of the need for voter proxies.
Internet voting challenges include:
•The perceived reduction in voting process oversight;
•Availability of internet access for voters;
•Quality of internet at voting locations; and
•Security concerns around internet voting.
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
Page 5 of 16
April 18, 2017 Page 5 of 9 Report No. CS17-011
One of the greatest concerns with adopting internet voting is security. Typically, there
are two (2) processes by which internet voting is administered:
“One Step” Authentication
• A package is sent to the voter that includes instructions and a personal
identification number (“PIN”)
• The voter logs on to the voting website and verifies their identity by entering the
provided PIN and other credentials
• Once verified, the voter is given access to vote via the internet
Typically “one step” authentication is used when internet voting is used as a primary
voting method.
“Two Step” Authentication
• A package is sent to the voter that includes instructions and PIN
• The voter registers for internet voting by logging onto the voting website with the
PIN and other credential in order to create unique credential
• The voter is sent a package by mail or secure email with a second PIN
• The registered voter enters their second PIN and unique credential to access
voting website
• The registered voter is given access to vote online
Typically “two step” authentication is used when internet voting is used as a
supplemental voting method.
If internet voting is approved, a limited number of voting locations equipped with tablets
or laptops would be available for voters without a device or internet access the ability to
vote. These locations would also allow electors to be added to the voters list, and
provide assistance to voters who are unfamiliar with the internet. These locations would
be available during advance voting and on voting day, and elections staff will be present
to provide appropriate support for voters.
Alternative voting locations, such as seniors’ facilities, would be identified and available
for voters who may not be able to attend a location or require assistance to vote. Staff
would be available at these locations to provide appropriate support as required.
Further support for voters would also be provided through the Town in the form of
telephone assistance. Regular hours would be identified throughout the voting period
during which staff would be available to answer phone calls regarding internet voting
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
Page 6 of 16
April 18, 2017 Page 6 of 9 Report No. CS17-011
procedures. Email support would be provided by staff through a dedicated email
address.
As with all internet transactions, such as online shopping and banking, there are
potential benefits and risks when applying the use of technology to a process. Election
Officials are unable to control the devices used by voters or the system they are
connected to while voting, and internet security threats such as hacking and viruses are
concerns. To mitigate risks, many municipalities undertake a third-party security audit
as part of the internet voting implementation process to identify any system
vulnerabilities.
Additional concerns include voter authentication and fraud as internet voting is
unsupervised. If adopted, the Town would need to develop processes with the software
vendor to ensure the development of a robust voter identification and authentication
system.
There is no evidence suggesting that internet voting increases voter turnout. However
some municipalities who have implemented internet voting have seen an increase in
voter turnout during the advance voting period.
Hybrid voting method - tabulators and internet
A hybrid approach that includes tabulator and internet voting would allow voters to cast
their ballot in person or by using the internet. This option is convenient as it allows the
voter to vote remotely during the advance voting period and on voting day. Voters who
prefer casting a paper ballot would also have the opportunity to participate in advance
voting on identified days, and on voting day. A hybrid voting model could also enhance
the voting experience for persons with disabilities by providing more options to vote in
an independent fashion.
Advisory Committee Review
The Governance Review Ad Hoc Committee has reviewed a draft of this report and
provided the following recommendation for Council consideration:
1.That internet only voting be implemented for the 2018 municipal election; and
2.That a report be brought forward to Council outlining internet voting options,
including the comments and suggestions from the Committee.
Accessibility Advisory Committee Meeting Agenda
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Item 3
Page 7 of 16
April 18, 2017 Page 7 of 9 Report No. CS17-011
The Committee spoke in support of the internet only voting model, and requested that
more information be provided to Council regarding a communications plan,
standardized and alternative voting locations, the possibility of an online “help desk” for
voter support, the use of telephone voting, best practices of other municipalities, long-
term internet voting strategies, and a cost breakdown.
Financial Implications
Since 2015, the Town has made an annual contribution of $82,500 to the Election
Reserve Fund. It is projected that the budget for the Town of Aurora 2018 municipal
election will be $330,000. The budget for the 2014 municipal election was $180,000.
As tabulator voting has been the status quo for many years, there are few additional
budget implications if the Town were to continue to use tabulators only. However, due to
the age of the equipment, tabulators will need to be rented for the 2018 municipal
election. The estimated cost of tabulator rental in the amount of $85,000 has been
included in the projected election budget.
The cost of an internet voting platform has been estimated at approximately $2.50 to $3
per voter. In 2014, there were 36,529 eligible voters. Growth trends indicate that the
number of eligible voters will increase for the 2018 municipal election. It is difficult to
provide an accurate estimated total cost based on costs reported by other municipalities
as not all budgets and costs are calculated in the same manner; however it is estimated
that an internet voting platform would cost approximately $120,000 for a municipality
with 40,000 eligible voters. Additional funding will be required for an enhanced
communication plan, staffing, and the potential rental or purchase of voting devices
such as tablets or laptops, depending on the approved type of internet voting.
The cost of implementing a hybrid approach would be approximately the combined cost
of a tabulator election and internet election. Although this method is more expensive, it
provides the opportunity for voter to choose which method they are more comfortable
with and could be used to measure the potential for internet only voting in future
elections.
Communications Considerations
If Council adopts internet voting either wholly or through a hybrid model, a
comprehensive communications plan would be required to inform and educate voters
on internet voting. This would include, but is not limited to:
Accessibility Advisory Committee Meeting Agenda
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Item 3
Page 8 of 16
April 18, 2017 Page 8 of 9 Report No. CS17-011
• Enhanced social media presence
• Town Noticeboard
• Digital signage
• Promotion at Town and community events
• Infographics and handouts
• Workshops and open houses with demonstrations
• Multi-lingual educational materials
• Radio exposure
• Media coverage
• Extensive voter support through social media, telephone, and email prior to and during
the Advance Voting period and on voting day.
If approved, the implementation of a communications plan would begin as soon as
details around the Town’s internet voting processes have been confirmed. Any
communications plan will requires resources from the Town Clerk’s department,
Communications department, and IT Services department.
Alternative(s) to the Recommendation
1. Council could choose to endorse a tabulator only voting model for the 2018
municipal election.
2. Council could choose to endorse a hybrid (tabulator and internet) voting model for
the 2018 municipal election. If Council chooses this option, a funding source for the
additional costs incurred outside of the budgeted amount must be identified.
If a by-law authorizing the use of alternative voting methods and alternative voting
equipment is not passed by May 1, 2017, the 2018 municipal election will default to a
paper ballot election.
Conclusions
The adoption of technology in elections continues to grow in popularity amongst Ontario
municipalities. Although there are risks with implementing internet voting, staff support
this option as enhancements such as improved convenience and accessibility, fewer
required resources, and voting modernization would be beneficial to a range of voters
and the Town.
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
Page 9 of 16
Accessibility Advisory Committee Meeting Agenda Wednesday, June 7, 2017Item 3 Page 10 of 16
Attachment 1 – Projected Election Scenario Budgets Report No. CS17-011
Status
Quo
Internet Only Hybrid Comments/
Explanation
Number of voting
locations
18 6 At least 6 Far fewer locations
required with internet only
or hybrid. Expect that vast
majority of residents would
choose to vote from
home/work.
Staffing and
overtime
$145,000 $110,000 $145,000 Additional staff required if
voting locations have
choice of computer terminal
or paper ballot. Fewer staff
would be required with
internet only as fewer
voting locations would be
used. This cost includes
the salary for a full-time
Elections Coordinator.
Printing, ballots
and signage
$15,000 $2,500 $15,000 Only signage required for
internet only.
Consumable
supplies
$14,000 $7,500 $14,000
Advertising/comm
unications
$12,000 $20,000 $20,000 Slightly higher than 2014
due to new voting
method/option.
Voting system
rental/purchase,
including hardware
rental
$85,000 $120,000 $205,000 The Town would be
required to rent vote
tabulators for both the
status quo and hybrid
options.
Network Security
Audit
$0 $12,000 $12,000 An independent security
audit would be undertaken
as part of the voting
process.
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
Page 11 of 16
Attachment 1 – Projected Election Scenario Budgets Report No. CS17-011
Other costs/
contingency
$30,000 $35,000 $35,000 Website, apps, voter
notification, postage,
Voterview (live voters list)
Recount
contingency, to
reserve for by-
election
$25,000 $5,000 $30,000 A recount with an internet
voting only election would
be much less expensive
and less time consuming
due to the lack of paper.
Total estimated
cost for 2019
Election
$326,000 $312,000 $476,000
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
Page 12 of 16
Town of Aurora
Council Report No. CS17-015
Subject: Alternative Methods of Voting – Next Steps
Prepared by: Michael de Rond, Town Clerk
Department: Corporate Services
Date: April 25, 2017
Recommendation
1. That Report No. CS17-015 be received; and
2. That Council provide direction regarding the use of alternative methods of
voting for the 2018 Municipal Election.
Executive Summary
This purpose of this report is to seek Council direction regarding the approval of
alternative methods of voting for the 2018 municipal election.
• As per the Municipal Elections Act S.O. 1996, a by-law must be enacted by May
1 of the year preceding the election to allow for alternative methods of voting.
• A by-law has been included on this agenda to provide Council with voting options
for the 2018 municipal election.
• Options include;
o The adoption of tabulator-only voting model
o Asking staff for more information regarding internet only voting
o Asking staff for more information regarding a hybrid voting model
• An alternative voting model must be confirmed no later than May 23, 2017
Background
At the April 18, 2017 General Committee meeting, Staff’s recommendation regarding
the use of internet voting for the 2018 Municipal Election was defeated. As no
alternative method of voting has been approved, the Town’s current model would
default to a traditional paper ballot which would be manually counted. Should an
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
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April 25, 2017 Page 2 of 4 Report No. CS17-015
alternative method of voting be preferred, a by-law indicating this must be passed by
May 1, 2017.
Analysis
Staff do not believe it is Council’s intention for the votes to be counted manually in the
2018 municipal election. As per the Municipal Elections Act, 1996, the Town is required
to approve all alternative methods of voting for the 2018 Municipal Election prior to May
1, 2017. For this reason, we have included a by-law on tonight’s agenda authorizing an
alternative method of voting, being a paper ballot counted by optical scan voting
tabulators and touch screen tabulators or internet voting. By approving this by-law,
further information could be brought forward regarding internet voting so that model
could still be pursued by Council. The following options exist for Council;
Council could approve a tabulator-only model
Council could confirm their selection of a traditional paper ballot counted using optical
scan vote tabulators. This has been the method of choice for the Town since 2003.
The Town does own tabulators, however the technology is old and the manufacturer
has confirmed that they no longer support the model, meaning the Town would have to
rent tabulators.
Council could request staff to provide further information regarding internet
voting security
Council could ask staff to come back to the May 16, 2017 General Committee Meeting
with further information regarding internet voting, and specifically an update on security
enhancements since previous elections.
Council could request further information on a hybrid voting model
Council could ask staff to come back to the May 16, 2017 General Committee Meeting
with further information about internet voting, and how it could be used in conjunction
with a traditional paper ballot in a hybrid model. This model would be significantly more
costly than the previous two options.
An alternative voting model must be confirmed no later than May 23, 2017
If Council approves the proposed by-law authorizing alternative methods of voting it is
staff’s strong preference that a final decision regarding method of voting be confirmed
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
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April 25, 2017 Page 3 of 4 Report No. CS17-015
by the May 23, 2017 Council Meeting. Although the election is about 18 months away,
staff will need to move forward with the RFP process for either internet voting, or
tabulator rental, in the coming months to ensure we secure a well-referenced vendor.
Advisory Committee Review
None
Financial Implications
Financial implications are dependent upon the Option selected. Report CS17-011 -
2018 Municipal Election – Adoption of Voting Method noted the Election budget is
projected to be $330,000 and the estimated costs are as follows;
Tabulator only voting model - $326,000
Internet only voting model - $312,000
Hybrid voting model - $476,000
Communications Considerations
Any approved model that includes internet voting will require a comprehensive
communications plan to make residents aware of the change in voting method. Option
one requires a communications plan, however it is not as extensive as this option is the
status quo.
Conclusions
The Municipal Elections Act, 1996, requires the Town to pass a by-law authorizing
alternative voting methods prior to May 1, 2017. As no recommendation was brought
forward from the April 18, 2017 General Committee meeting, staff require direction from
Council on proceeding with an alternative method of voting.
Attachments
None
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 3
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Accessibility Advisory Committee Meeting Agenda Wednesday, June 7, 2017Item 3 Page 16 of 16
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5. Consent Agenda
Moved by Councillor Pirri
Seconded by Councillor Kim
That the following Consent Agenda item be approved:
C1. General Committee Meeting Report of March 21, 2017
1. That the General Committee meeting report of March 21, 2017, be received and
the following recommendations carried by the Committee approved.
(C6) Accessibility Advisory Committee Meeting Minutes of February 1, 2017
1. That the Accessibility Advisory Committee meeting minutes of February 1,
2017, be received for information.
Carried
Extract from
Council Meeting of
Tuesday, March 28, 2017
Accessibility Advisory Committee Meeting Agenda
Wednesday, June 7, 2017
Item 4
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