Report to: General Committee                                                           Report
Date: 2006-12-22

SUBJECT:                          Post
2006 Election Report

PREPARED BY:               Sheila
Birrell, Town Clerk, Extension 4729

RECOMMENDATION:

That the report
entitled “Post 2006 Election Report” dated January 15, 2007,  be received;

And that By-Law
No. 2002-94, “A By-Law to Prohibit and Regulate Signs and Other
Advertising Devices and Posting Notices” be amended to prohibit lawn
signs on municipal boulevards, other than on regional roads and designated
boulevards;

And that the
Region of York be requested to ensure the Region’s Sign By-Law is
consistent with the Town of Markham
Sign By-Law regarding the provision that election
signs be installed only four weeks in advance of Election Day.

1. Purpose                     2. Background                      3. Discussion                        4.
Financial

5. Others
(Environmental, Accessibility, Engage 21st, Affected Units)             6. Attachment(s)

EXECUTIVE SUMMARY:

This report
provides information and statistics on the 2006 election, as well as comparisons
and improvements over the 2003 election.

PURPOSE:

To provide Members
of Council with a post 2006 Municipal Election report.

BACKGROUND:

Observations made
during the 2003 inline voting identified a number of areas for improvement in
the 2006 election:

Identification

Eligibility

Inappropriate behaviour at polls

Illegal election signs

Long line-ups for inline voting

As well, in 2003
staff undertook a post election survey of candidates.  The overall satisfaction rate was 67.8
per cent.  The items identified
through this process for improvements in 2006 were:

Two step internet voting process

Improved handouts for candidates, including maps

OPTIONS/ DISCUSSION:

The 2006 Markham election process
was very successful.  What follows
is an overview of some of the Clerk’s Department’s most significant
election-related accomplishments and a brief explanation of some of the
improvements implemented for the 2006 election based on feedback received
subsequent to the 2003 Municipal Election.

OPTIONS/DISCUSSION:  (cont’d.)

Voter Turnout

A total of
61,948 ballots were cast in Markham
in 2006 which represents a 37.6% voter turnout as compared to 26.7% in
2003.  Online voter participation
for the early voting period climbed from 7,210 to 10,639 in 2006 which
represents 18.25% of the overall vote (up from 17% in 2003).  The success of the online voting program
contributed to a 43 per cent increase of early voters (inline and online) over
2003.

Attached as Schedule
“A” is a chart comparing various components of voter turnout by
ward in 2003 versus 2006.   Taking into account the ward boundary
changes and the fluctuation in the number of eligible voters—particularly
the removal of some 16,500 names from the preliminary list due to lack of
information on citizenship—the chart shows a considerable increase in
turnout and ballots cast for Voting Day, and the early voting period (which
includes internet voting).

Communications Plan

A comprehensive
and multifaceted Communications Plan did, among other things, contribute to the
positive impact on voter turnout.
The Plan consisted of the following components:

Interactive website

Print, voicemail and text message ads

Posters and flyers

Mall displays

Pens, bookmarks, magnets

Delvinia Inc. was
the Town’s Communications Consultant.  Their interactive election website which
featured voice prompted animations and illustrations was a huge success.  The Town’s text based website also
contained all pertinent election information, including maps to and photos of
all voting places.  In total over
the election period, the Delvinia site had 47,833
hits and the Town’s election webpage had 61,245 hits.

Election Officials Recruitment/Training

A written
examination and oral interview prerequisite was implemented for all individuals
who applied to work as an election official in 2006.  Successful applicants were trained using
a new and comprehensive training plan based on adult learning principles and
comprised of a power point presentation, group exercises, technical
demonstrations, and a detailed training manual—complete with checklists
and evaluation forms.

Election Results Display

The election
night display component of the 2006 Municipal Election was a major success,
primarily due to the commitment of the Town’s Information Technology
staff.  The election results display
system captured and presented all races in a logical and easy-to-read
manner.  The first unofficial
results were posted at 8:03 p.m. and concluded at 8:50 p.m., less than one hour
from the final ballot cast.

OPTIONS/DISCUSSION:  (cont’d.)

Improvements Over the 2003 Municipal Election

As part of the
post-election analysis conducted after the 2003 Municipal Election, staff and
candidates identified the following areas of improvement for the 2006 election:

Stricter identification requirements to ensure voter
eligibility

Tighter controls on the conduct of voting places to prevent
inappropriate behaviour

Increased enforcement of illegal election signs

Avoidance of long line-ups at voting places

In addition, a
post election survey of candidates conducted in 2003 identified the need for improved
handouts for candidates (including maps) for 2006.  The overall satisfaction rate was 67.8
per cent.

Attached as  Schedule “B” is a summary of
each of the concerns raised in 2003, along with a corresponding explanation of
the measures staff implemented in 2006 to address these concerns.

Identification Requirements

The most
significant of problems observed during the 2003 election was with respect to
inadequate proof of both citizenship and residency.  To address these concerns, the following
identification requirements were introduced for the 2006 Municipal Election:

IF YOU ARE

THEN YOU MUST BRING…

ON the Voters’
List

ü
Photo Identification

ü
In the absence of photo
identification you will be required to take a sworn declaration at the voting
place.

NOT on the Voters’
List

ü
Proof of Canadian
Citizenship; and

ü
Proof of Age; and

ü
Proof of Markham Residency or Proof of

Non Resident Eligibility

Failure to
provide the above-noted document will result in the denial of a ballot.

There was,
however, some accommodation for seniors who did not have picture identification
whereby if they had proof of residency and citizenship they were able to swear
an affidavit and were issued a ballot.

OPTIONS/DISCUSSION:  (cont’d.)

Failure to
produce proper identification resulted in the denial of a ballot.  Based on observations and feedback
received from election staff working at voting places throughout Markham,
voters were prepared for the new identification rules.  Consequently, very few people were
turned away due to lack of suitable identification.  Candidates greatly assisted in this
regard by distributing small pocket cards depicting the new requirements.

Inappropriate Behaviour at Voting Places

The issues at the
polls identified in 2003 were minimized in 2006 by the presence of
strategically placed Enforcement Officers and Security Guards.  In addition, Town Staff toured from poll
to poll ensuring compliance with the legislation.

Election Sign Regulations

Despite last
minute amendments to the Region’s Sign By-Law, Enforcement staff did an
exemplary job in maintaining adherence to the Town’s by-law.  Because of the amendment and the ability
for signs to be placed on regional roads two weeks in advance of the permitted
timeframe contained in the Town of Markham By-Law, a decision was made not to
consider any signs placed during the subject two-week period illegal and not to
charge for them.  Staff also sought
a legal opinion as to whether the cost for illegal signs over and above the
deposited amount was considered an election expense and it is not.

The majority of
sign complaints during the recent election were as a result of lawn signs
placed on municipal boulevards in front of homes where the residents had not
granted permission.  Staff are
recommending that the Sign By-Law be amended to prohibit lawn signs on municipal
boulevards, other than on Regional roads and designated boulevards.  As well, staff are recommending that the
Town request the Region to amend their by-law to be consistent with the
Town’s installation period of four weeks prior to election day.

Clerk’s
staff are currently undertaking a post-election survey of 2006 municipal
candidates.  Staff has also provided
temporary election officials an opportunity to provide input regarding the 2006
electoral process via an “Election Comment Sheet”.  In addition, the results from the inline
and online Delvinia survey will be available in February.

FINANCIAL TEMPLATE:

N/A

ENVIRONMENTAL CONSIDERATIONS:

N/A

ACCESSIBILITY CONSIDERATIONS:

N/A

ENGAGE 21ST CONSIDERATIONS:

N/A

BUSINESS UNITS CONSULTED AND AFFECTED:

N/A

RECOMMENDED

BY:    ________________________          ________________________

Sheila Birrell                                       Andy
Taylor

Town
Clerk                                        Commissioner
of Corporate

Services

ATTACHMENTS:

Schedule
“A” – 2003-2006 election comparison

Schedule
“B” – 2003 Areas for Improvement

Schedule “B”

2003 Concerns and 2006
Improvements

2003 Concerns

2006 Improvements

Status

Voters’ List

Town Clerk appointed
to the AMCTO Elections Team to meet with other municipalities across Ontario, MPAC and the
Province to discuss ways to improve the Voters’ List.

Town purchased
Datafix software program to manage the Voters’ List

The Town Clerk
participated in discussions for an improved list.

Clerk’s
Department is investigating the feasibility of maintaining the system in off
election years, continually cleansing the list to produce an improved list in
2010.  A Working Group is to be
established to work with Datafix to improve their product for Markham.

Identification and
Eligibility – numerous individuals being added to the list with minimal
identification and a sworn affidavit.

As a result of
concerns expressed respecting the voters’ list, specifically as it
relates to citizenship, MPAC’s list no longer defaults to
Canadian.

Strict rules
established to ensure eligibility and ballots denied in the absence of
adequate proof.

17,000 residents of Markham were sent
letters advising them of the process to verify their citizenship in order to
be eligible to vote.  Notice included
verification that in the absence of proof of identification, residency and
citizenship, a ballot would be denied.
The names of residents who did not respond were removed from the list.

The rules respecting
identification and eligibility were readily accepted by residents.

2003 Concerns

2006 Improvements

Status

Line-ups for inline
voting

Increased staff
numbers at the polls.

Improved polling
location layout

The inline polling
locations were much improved over 2003.

Large number of
illegal signs and disregard for the By-Law

Implemented a
process for charging for all illegal signs beyond the $200.00 deposit.

Dedicated staff to
the monitoring and removal of illegal signs.

Due to the last
minute amendment to the Region’s by-law, illegal signs posted during
the first two weeks will not be considered illegal or charged for.

Significant
improvement over 2003.

Recommend a separate
training session for 2010 candidates on the Sign By-Law.

Two Step internet
voting process too onerous for the voter – too many deadlines

Two step process
implemented for security purposes.
Engaged the services of a consultant to undertake a risk analysis of
the various methods of alternative voting.  The report demonstrated that the two
step internet voting represents less risk than a one step process.

For a second time,
internet voting in Markham
was a huge success.  There was a
48% increase in the internet voting turnout.  Internet voting represented 18.25% of
the total ballots cast, which is significant because of the 38% voter
turnout.

The survey results
suggested improvements needed to be made in the materials and maps
distributed to candidates.

The look and feel of
the material distributed was much improved.  The maps are far more legible and
clear.

Successful.