Committee of the Whole
	TO:	Mayor and Members of Council
	FROM:	Sheila Birrell, Town Clerk
	PREPARED BY:	same as above
	DATE OF MEETING:	2004-05-25
	SUBJECT:	Municipal Elections

RECOMMENDATION:

That the Council of the Town of Markham petition the Province of Ontario for:

· An improved municipal election voters’ list;

· Amendments to The Municipal Elections Act that would require residents to provide proof of identification and qualification;

And that the Town Clerk participate on the Association of Municipal Managers, Clerks and Treasurers of Ontario Election Team and the subcommittee established to review the issues surrounding the problems with the voters’ list;

That, in the event of an improved voters’ list, staff investigate internet voting and vote by mail as alternative methods of voting;

And that staff be directed to proceed with a public meeting to receive input on the Election Sign By-Law and the proposed revisions outlined in Schedule “C”.

PURPOSE:

To report on election issues as requested by the Finance & Administrative Committee on February 16, 2004.

BACKGROUND:

At the Finance & Administrative Committee meeting on February 16, 2004, the following resolution was passed:

“That the report dated February 16, 2004 from the Town Clerk be referred back to staff for consideration of issues raised this date;

And that a Council Work Session be scheduled to review these issues in greater detail.”

BACKGROUND: (cont’d.)

In deferring the matter, the Committee requested that staff provide information on the following issues:

· Voters’ list

· Proof of identification; security measures

· Internet voting and other alternative methods of voting

· Election cost comparisons with other municipalities

· Campaign rebate program

· Sign placement and removal; deposit, infractions and enforcement;

· Materials provided to candidates

· Performance of staff at polling stations; training

· Performance of scrutineers

OPTIONS/DISCUSSION:

The 2003 Municipal Election Staff in Markham took the Town of Markham from a manual count system of ballot processing to a three-way integrated electronic process that included internet voting, touch screen, and poll counting equipment. 17% of the more than 42,000 votes cast were cast over the internet. There were no requests for recounts or applications to the court for controverted elections. The timely presentation of the results was well received by the public.

Voters’ List

Participation by the Town Clerk on the Association of Municipal Managers, Clerks and Treasurers Association Elections Team and the Sub-committee on the issues surrounding the voters’ list is recommended. Confirmation of the appointment to the Municipal Election Act Project Team for the 2004-2007 term has been received. The appointment to the Team was confirmed by the A.M.C.T.O. Legislative Committee at their meeting held on Thursday, May 13th, 2004. The team will commence meeting the second week in June.

Proof of identification; security measures

In the absence of revisions to The Municipal Elections Act, staff are recommending proof of identification from voters who are on the list and who are not on the list. They will be required to provide two pieces of identity, i.e. a photo ID/Health card/Driver’s licence with an address and a utility or credit card bill or one other piece of identification showing residence. The Communications Plan will include prior notification of same to all residents.

OPTIONS/DISCUSSION: (cont’d.)

Alternative Methods of Voting

Staff are recommending that, in the absence of an improved voters’ list, the use of alternative methods of voting—with the exception of optic scan equipment—not be undertaken. Schedule “A” comprises information on various alternative methods of voting.

Election cost comparisons with other municipalities

The cost per resident for the election process varies from municipality to municipality. Those municipalities owning their own optic scan equipment experience lower costs after the first three elections. Leasing equipment represents significant costs. However, some municipalities have leased equipment from municipalities in other provinces for less. Outright purchase usually has a three election payback. Schedule “B” is a compilation of comparables.

Campaign Rebate Program

The costs to date for the 2003 Election Campaign Contribution Rebate Program are $123,150., versus Ajax at $17,500 in 2003, Oakville at $19,000 in 2003 and Toronto at $1,250,000. in 2000.

Election Signs

Staff are recommending that a public meeting be held to gather input on the proposed revisions to the Election Sign By-Law outlined in Schedule “C”. Some comparables have been gathered and tabulated in Schedule “D”.

Materials

Schedule “E” lists most of the materials provided to candidates. (See Schedule “E”) Staff have taken previous comments respecting the maps into account and will endeavour to improve them for the 2006 election.

Polling Staff

Each election it becomes increasingly difficult to secure sufficient polling staff. That fact is instrumental in recommendations for alternative methods of voting. Alternative methods of voting results in less polling staff. Staff have taken into account previous comments and are currently working on improved methods for training.

Scrutineers

Candidates are provided with information on the role and responsibility of scrutineers. It is solely the responsibility of the candidate to instruct and oversee scrutineers.

FINANCIAL CONSIDERATIONS:

None

ENVIRONMENTAL CONSIDERATIONS:

None

ACCESSIBILITY CONSIDERATIONS:

Accessibility considerations will be considered in determining the method of alternative voting and in the establishment of poll locations.

ENGAGE 21ST CONSIDERATIONS:

None

BUSINESS UNITS CONSULTED AND AFFECTED:

None

ATTACHMENTS:

Schedule “A” Information on Alternative Methods of Voting

Schedule “B” - Election Cost Comparisons

Schedule “C” – Proposed Election Sign By-Law Revisions

Schedule “D” - Comparable Election Sign Regulations

Schedule “D” - List of Election Materials

Sheila Birrell, Town Clerk.

Andy Taylor, Commissioner of Corporate Services