City of Port Colborne

Accessibility

City of Port Colborne

Municipal Election 2010 - Procedure Manual

Subject: Election Accessibility Plan

Section:           Clerk's Division
Contact:           City Clerk                                                                                                     Primary Backup: Election Coordinator
Created:           August 31, 2010                                                                                        Secondary Backup: Licensing Clerk
Revised:          September 2, 2010
Filed:                 September 2, 2010

Accessible Elections Mandate:

It is the goal of the City of Port Colborne to ensure the electors in the City of Port Colborne who have a disability or an issue with accessibility is provided with the best opportunity to vote as independently as possible in the 2010 Municipal Election.

Municipal Elections Act Requirements:

In addition to the pre-existing accessibility requirements and the City's current Accessible Customer Service Handbook (Appendix "A"), Section 12 of the Municipal Elections Act, 1996, states that clerk who is responsible for conducting an election shall have regard to the needs of electors and candidates with disabilities.

Introduction:

The City Clerk is responsible for the proper legislative and administrative conduct of municipal elections in the City of Port Colborne. In accordance with the Municipal Elections Act, 1996, the Ontarians with Disabilities Act, 2001 and the Accessibility for Ontarians with Disabilities Act, 2005, the City Clerk is authorized to establish procedures and provide appropriate measures to ensure that persons with disabilities have the opportunity to participate fully in the municipal elections. Accordingly, municipal elections will be conducted in such a manner to ensure that:

Candidates and electors with disabilities have full and equal access to all election information and services.
Persons with disabilities have full access to Voting Places.
Persons with disabilities will have access to alternative methods of voting assistance that will permit them to vote independently and privately mark their ballot.

In accordance with the Municipal Elections Act, 1996 (the Act), following the election, the City Clerk will submit a report to Council concerning the identification, removal and prevention of barriers that affect electors and candidates with disabilities.

Development of Plan:

This is a 'living document' which will be improved and updated as best practices are identified and new opportunities of improvement arise. During the development process of the Election Accessibility Plan, the following areas will be addressed and the described procedures will be implemented:

Regard for the Needs of Electors with Disabilities:

The procedures within this plan must respect the dignity and independence of the Electors. The election process should ensure that the policies, practices and procedures are consistent with the core principles of independence, dignity, integration and equality of opportunity.

Disabilities can take many forms and can range from temporary to permanent. Often disabilities are non-visible and no one should ever make assumptions. Disabilities include developmental, cognitive and physical challenges/conditions of persons of any age.

Staff Training:

All staff carrying out election duties will be trained to recognize and ensure that persons with disabilities are served in a way that accommodates their needs. Training will include:

How to interact and communicate with persons with various types of disabilities;
How to interact with persons with disabilities who use assistive devices or require the assistance of a service animal or support person;
How to use voting equipment and assistive devices to deliver election services;
What to do if a person is having difficulty accessing election information or services.

Provision of Election Information:

Candidates and electors with disabilities will be able to receive information and copies of election documents in a format that takes into account their disability. The format may be agreed upon between the requester and the City Clerk.

Notice of this provision is located on the City's Election Website at www.portcolborne.ca and is included in election notices placed in the local media.

In addition, candidates with disabilities may access the election information on the City's election website using technologies such as screen readers.

Notice of Temporary Service Disruption:

If there is a temporary disruption in the delivery of election information or services, the City Clerk shall provide public notice on the City's election website, at the physical site of the disruption and when possible in the local media. The notice shall include the reason for the disruption, anticipated duration and a description of alternative methods of delivering the information or service. Every effort shall be made to provide alternative methods of providing the information or service to persons with disabilities.

Assistance to Candidates:

• Campaign Expenses:

Expenses that are incurred by a candidate with a disability that are directly related to the disability, and would not have been incurred but for the election to which the expenses relate are excluded from the permitted spending limit for the candidate.

• Service Animals:

Candidates requiring service animals are permitted to be accompanied by a service animal at all voting locations.

Assistance to Electors:

•· Voting by Proxy:

A person with a disability that is homebound or otherwise unable to go to a Voting Place may appoint another person to act as a voting proxy to cast a ballot on his or her behalf. The appointment must be made on the prescribed form available at the Municipal Offices and on the City's election website. The person being appointed as a proxy will be required to take a statutory declaration before a Commissioner of Oaths. City Clerk staff can administer this oath (Municipal Offices, 66 Charlotte Street, Port Colborne). Once completed, the voting proxy may be exercised at any advance voting location or on Voting Day. On Voting Day the proxy must be exercised at the poll of the person for whom the proxy is voting. The appointment of a proxy may only be made after 2:00 p.m. on Nomination Day, September 10, 2010 and does not remain in force after Voting Day.

•· Voting Locations:

A map, photo and voting room layout of all advance voting and voting day locations will be available on the City's election website. Using the map, persons with disabilities can familiarize themselves with the site and determine if the voting day location or advance poll location is preferable. The website will also include information such as the accessible features of each location.

•· Parking:

Designated or reserved parking for people with disabilities is to be provided close to the entrance of the Voting Place where possible. Accessible parking spaces will be clearly posted and easy to see from the road or driveway and marked with the international Symbol of Accessibility. An increase in the usual parking limits for people with disabilities will be requested where possible. Routine checks of routes to the entrance of the Voting Place will be made throughout the day.

•· Service Animals:

Electors requiring service animals are permitted to be accompanied by a service animal at all voting locations.

•· Entrance to the Voting Place:

Where the Voting Place has steps up to the entrance, ramps will be provided to assist people using mobility aids or who have mobility impairments. Every effort will be made to ensure that the slope of the ramp will conform to the barrier-free design requirements of the Ontario Building Code or the Canadian Standards Association Barrier-Free Guidelines. If the ramp is temporary, it will be securely attached to the steps so it cannot slip or wobble. The accessible entrance is to be used as the main entrance for everyone. The entrance will be clearly indicated by a highly visible sign. Every effort shall be made to ensure that the door into the Voting Place is wide enough for a wheelchair or scooter to pass through easily. The door hardware is to be accessible and operated by a person using a closed fist. If the doors are heavy, awkward to open or have handles that are out of reach, where possible they will be propped open in a safe manner or the entrance will be manned.

•· Interior Voting Area:

Access to the interior voting area and voting booth shall be level and easily traversed. Any doormats or carpeting shall be level with the floor to prevent potential tripping hazards. All voting areas are to be well lit and seating made available.

•· Accessible Voting Booths:

Accessible voting booths will be available at each Voting Place. Voting booths will be low in height and have a wide area to allow for individuals who use a wheelchair or scooter to vote independently and secretively. A large print Notice of Ballot shall be displayed in close proximity to the voting booth. Magnifying sheets will be made available to assist any individual with low vision.

•· Voting Assistance:

Persons with disabilities may be accompanied by a support person within the Voting Place. In addition, the Deputy Returning Officer in each Voting Place can assist the voter in casting their vote. Prior to entering the voting booth, the Deputy Returning Officer shall, in conjunction with the person with the disability, determine the extent to which they need assistance and the best way in which this assistance can be provided. This may include actually marking the ballot as directed by the person with the disability.

Where a Voting Place is located in an institution or retirement home, the Deputy Returning Officer can attend on voters in their specific living areas or at their bedside to assist them to vote. All Deputy Returning Officers are sworn to an oath of secrecy.

•· Ballot Template:

Persons with visual disabilities will have the option of using a template designed to assist with marking the ballot independently. Instruction and a demonstration of the aspects of the voting process using the template will be provided by an election official. The templates will be available for review at the Municipal Offices before voting day and advance voting days.

•· Large Print Ballot Sample:

Persons with visual disabilities or low vision will have the opportunity to refer to a sample ballot duplicated in large print. This large print ballot sample will be available at all voting locations including advance polls. The voter can bring this ballot sample into the voting booth for reference while marking their ballot independently or with assistance.

Feedback Process:

Feedback about the manner in which election services are provided to persons with disabilities may be submitted to the City Clerk through a variety of methods including:

Mail or deliver to: 66 Charlotte Street, Port Colborne, On L3K 3C8

Deliver in person: to any Voting Place on Election Day

Fax to: 905-834-5746

Email to: cityclerk@portcolborne.ca

The Port Colborne Elections Feedback Form located on the Port Colborne website at www.portcolborne.ca. This form will be forwarded to City Clerk for follow-up. In addition, staff working in City facilities can complete the feedback form and submit the feedback on behalf of the person. Manually completed forms are date stamped and forwarded to City Clerk via inter-office mail. Each completed form is reviewed by City staff who will respond to the candidate or elector directly if requested, providing an anticipated action and timeframe for a full response, where appropriate. Notification of this process will be printed and displayed at the Municipal Offices and on the City's election website (www.portcolborne.ca). The feedback process provides election staff with an opportunity to take corrective measures to prevent similar recurrences, address training needs, enhance service delivery and provide alternative methods of providing election services

Reporting:

As per Section 8 (8) of the Municipal Elections Act, 1996:

"Within 90 days of voting day, the Clerk shall submit a report to council about the identification, removal and prevention of barriers that affect electors and candidates with disabilities." This report will be available to the public in various formats.

Additional information:

•· Contacts:

City Clerk/Returning Officer Election Coordinator

Ashley Grigg Kathy Quiquero

Phone: (905) 835-2900 ext. 106 Phone: (905) 835-2900 ext. 118

Fax: (905) 834-5746 Fax: (905) 834-5746

Email: ashleygrigg@portcolborne.ca Email: kathyquiquero@portcolborne.ca

•· City of Port Colborne Election Website:

http://www.portcolborne.ca/page/municipal_elections

•· Ministry of Municipal Affairs and Housing - Election Website:

This website contains information about municipal elections, the Province of Ontario 2010 Municipal Elections Candidates Guide and the Ministry's commitment to promote greater accessibility for voters and candidates with disabilities www.mah.gov.on.ca/Page219.aspx.

•· Ministry of Community and Social Services:

The Ministry of Community and Social Services has developed several quick reference guides with respect to the overall management of an accessible election campaign. For more information candidates can visit: http://www.mcss.gov.on.ca/en/mcss/programs/accessibility.

•· Service Ontario - E-laws:

This website contains all current statutes including the Municipal Elections Act, 1996, the Ontarians with Disabilities Act, 2001 and the Accessibility for Ontarians with Disabilities Act, 2005, www.e-laws.gov.on.ca.

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