May 6, 1999

To:Corporate Services Committee

Budget Committee

FromCity Clerk

Subject:Municipal Elections

Purpose:

This report responds to a request from the Budget Committee and Council to report on the process for Election 2000.

Financial Implications:

A preliminary estimate has been identified in the attached background report for the conduct of the 2000 municipal election for information purposes at this time. A full budget submission will be presented later as part of the Year 2000 Operating Budget review.

Recommendations:

It is recommended that:

(1)The attached background report, " Election 2000", be received for information at this time.

(2)A copy of this report be circulated to all Members of Council.

(3)The City Clerk be authorized to undertake consultations with Members of Council, and through focus groups consisting of candidates, voters and other stakeholders, on the issues and draft proposals contained in the report and report on any necessary legislative amendments, policies and procedures to Council in July and December, 1999.

Council Reference:

On March 2, 1999, City Council had before it for consideration Report No. 3 of the Strategic Policies and Priorities Committee. That Report provided, in part:

"(3)The Clerk's Program be directed to prepare a comprehensive report by April 1999 on the process for Election 2000"

Comments:

In preparation for this report, election staff have:

1.reviewed numerous records from election day 1997;

2.reviewed various policies used in the former municipalities;

3.reviewed municipal election legislation;

4.conducted surveys with election day personnel;

5.conducted surveys with voters during the East York by-election;

6.consulted both in person and by telephone with candidates;

7.attended sessions with ratepayers groups and community organizations;

8.monitored elections in Chicago and Edmonton;

9.attended sessions with members of the Association of Municipal Managers, Clerks and Treasurers of Ontario, Election Project Team sub-committee;

10.attended a post-mortem of the 1997 election experience with staff of the Ministry of Municipal Affairs and Housing; and

11.conducted brainstorming sessions with elections staff over a six month period.

The attached background report outlines issues which have been identified by Council, elected officials, candidates, voters and staff as a result of the 1997 municipal elections. This report also outlines new initiatives currently underway, including possible amendments to the Municipal Elections Act, 1996 that are being considered and preliminary policies and procedures for the conduct of the 2000 municipal election. It is intended that this report form the basis of further consultations with elected officials, candidates, voters, staff and other stakeholders.

A final report on legislative amendments will be submitted to Council in July 1999 and a further report covering all other policy and procedural issues will be submitted by December, 1999.

A separate report on the voting and vote tabulation systems is before your committee for consideration and a further report on the election information management system will be submitted to Council in July, 1999.

Conclusions:

The 2000 municipal election is starting to take shape. Staff are challenging practices and procedures that have been tried in the past and are developing processes to positively impact all facets of the election. Every process being developed is parallelled with an alternative. Exciting new initiatives are being pursued, such as youth voting, a new customer service model in voting places, a multi-residential unit advance voting strategy and sponsorship possibilities. Election policies will be finalized by the end of 1999 so that 2000 can be spent on operational concerns. To date, everything is on track.

Novina Wong,

City Clerk

Contact Name:

John Hollins, Director of Elections, City Clerk's Division

Telephone: (416) 392-8019E-mail: jhollins@city.north-york.on.ca

Executive Summary

This report presents the preliminary findings of the elections staff on how the municipal election process can be enhanced to meet the challenge of conducting Election 2000 in the City of Toronto.

In developing policies and procedures, elections staff need to consider the different needs of our three primary customers - eligible electors, candidates and the Corporation of the City of Toronto. At times, these needs may be in conflict with each other. For example, providing additional voting places makes voting more accessible to electors, but creates problems for candidates in obtaining sufficient scrutineers and impacts on the budget of the Corporation.

Staff also need to ensure our policies and procedures are measured against the principles of democratic elections, universally accepted as the integrity of the election process, the secrecy of the vote, the proper majority vote decides the election and voter accessibility. The principles that were considered during the development of the Municipal Elections Act, 1996 were:

(1)the secrecy and confidentiality of individual votes is paramount;

(2)the election should be fair and non-biassed;

(3)the election should be accessible to the voters;

(4)the integrity of the process should be maintained throughout the election;

(5)there be certainty that the results of the election reflect the votes cast; and

(6)voters and candidates should be treated fairly and consistently within a municipality.

It is the belief of elections staff that the preliminary processes contained within this report will provide an election structure that meets the needs of our clients and conforms to the principles of democratic elections. For example, the suggestion that candidates and electors provide identification in order to be nominated or to receive a ballot ensures the integrity of the process is upheld. Our proposed advance voting strategy and communications plan will safeguard the accessibility of the vote.

Customer service is paramount in our proposed voting place staffing model and election management structure. Services to electors will be decentralized to provide greater opportunity for them to exercise their right to participate in the election process. For example, we are proposing a system of Ward Managers' offices where eligible electors may be added to the voters' list, obtain a voting proxy or receive election information.

Customer service to candidates will be enhanced through such measures as the proposed consolidation of the election sign by-laws and our suggested election day response management strategy to resolve issues. Services for candidates will be consolidated at Toronto City Hall to ensure consistent service delivery and to reduce any potential confusion over where candidates need to go to file documents and obtain information.

A number of by-laws will need to be considered by Council, such as setting advance voting days and whether or not a contribution rebate program should be established.

The 1997 municipal election was the first one conducted under the Municipal Elections Act, 1996. While the Act generally worked very well, some shortcomings have been identified by elections staff. This report summarizes the 1997 election experience and outlines the areas where legislative amendments are needed.

The background report contains proposals and suggestions from staff, candidates, voters and other stakeholders.

Many of the suggested legislative amendments will address concerns identified by candidates such as the timing of the end of the campaign period and the financial filing date and the need to file supplementary financial filings if the campaign is continuing to erase a deficit.

The preparation work on the administrative policies and procedures for Election 2000 is ongoing. While some consultations have occurred to date, staff intend to conduct further discussions with interested stakeholders prior to finalization.

A complete listing of necessary amendments to the Municipal Elections Act, 1996 and Ontario Regulation 101/97 will be included in the Clerk's report to Council on July 27, 1999. The Clerk's report to Council in December, 1999 will include the final policies and procedures for the election administration and any necessary draft by-laws for Council's consideration.

ELECTION 2000

Background Report

May, 1999

City Clerk's

Table of Contents

 1.0CANDIDATES

1.1 1997 Experience

1.2 Consultations

1.3 Issues and Draft Proposals

1.3.1 Nominations

1.3.2 Withdrawals

1.4 Rights

1.4.1 Materials

1.4.2 Scrutineers

1.4.3 Results

1.4.4 Voting Places

1.5 Financial Filing

1.5.1 Campaign Period

1.5.2 Limitations

1.5.3 Contribution Rebate Program

1.5.4 Filing Requirements

 2.0 BY-LAWS

2.1 1997 Experience

2.2 Consultations

2.3 By-laws and Resolutions

2.4 Discretionary By-laws

2.4.1 Contribution Rebates

2.4.2 Voting/Vote-Counting Equipment

2.4.3 Languages

2.4.4 Voting Hours In Institutions

2.4.5 Voting Hours

2.4.6 Questions

2.4.7 Signs

2.5 Mandatory By-laws

2.5.1 Advance Voting

2.6 Resolutions

2.6.1 Scrutineers - Question(s) - By-law(s)

2.6.2 Recounts

2.6.3 Compliance Audits

 3.0 TORONTO ELECTION INFORMATION SYSTEM

 4.0 VOTERS' LIST

4.1 1997 Experience

4.2 Consultations

4.3 Source - Ontario Property Assessment Corporation

4.3.1 National Register of Voters (NRE)

4.4 Amendments

4.4.1 Revisions to the Voters' List

4.4.2 Voting Day

4.5 List of Electors Who Voted

4.5.1 Advance Voting

 5.0 ELECTION MANAGEMENT

5.1 1997 Experience

5.2 Consultations

5.3 Election Team

5.3.1 Roles and Responsibilities

5.3.2 Election Warehouse

5.4 Ward Management

5.4.1 Roles and Responsibilities

5.4.2 Process

5.5 Supervisors - Voting Day

5.5.1 Roles and Responsibilities

5.5.2 Process

 6.0 VOTING PLACE MANAGEMENT

6.1 1997 Experience

6.2 Consultations

6.3 Small Voting Places (<400 Voters)

6.4 Large Voting Places (>400 Voters)

6.5 Processing Electors

6.5.1 General

6.5.2 Small Voting Places

6.5.3 Large Voting Places

6.5.4 Institutions

 7.0 ADVANCE VOTING

7.1 1997 Experience

7.2 Consultations

7.3 Strategy

7.3.1 Accessibility

7.3.2 Dates/Hours

7.3.3 Locations

7.3.4 Continuous Advance Voting

7.3.5 Multi-Residential Buildings

7.3.5.1 Advance Vote Strategy

7.3.5.2 Dates/Hours

7.4 Reporting of Advance Voting Results

 8.0 VOTING PLACES

8.1 1997 Experience

8.2 Consultations

8.3 Voting Subdivisions

8.4 Voting Place Locations

8.4.1 Standardization

8.4.2 Criteria

8.4.3 Institutions

 9.0 HUMAN RESOURCES

9.1 1997 Experience

9.2 Consultations

9.3 Qualifications

9.3.1 General

9.3.2 Positions/Responsibilities

9.3.2.1 General

9.3.2.2 Managing Deputy Returning Officer (MDRO)

9.3.2.3 Assistant Deputy Returning Officer (ADRO)

9.3.2.4 Tabulator Deputy Returning Officer (TDRO)

9.3.2.5 Customer Service Clerk (CSC)

9.3.2.6 Deputy Returning Officer (DRO)

9.3.2.7 Poll Clerk

9.3.2.8 Election Night Return Teams

9.4 Recruit

9.4.1 General

9.4.2 Open Houses

9.4.3 Mail Out

9.5 Screen

9.5.1 Test/Interview

9.5.2 Evaluate

9.6 Appoint

9.6.1 Closeness to residence

9.6.2 Languages

9.7 Training

9.7.1 General

9.7.2 Manuals/Information Brochures

9.7.3 Lecture Format

9.7.4 Video

9.8 Evaluatio8

9.8.1 Voting Day

9.8.2 Post Voting Day

9.9 Employee Database for Future Elections

 10.0 COMMUNICATIONS

10.1 1997 Experience

10.2 Consultations

10.3 Goals/Objectives

10.3.1 Goal

10.3.2 Objectives

10.4 Mandatory Notices

10.5 Discretionary

10.5.1 Vote-at-Cards

10.5.2 Tabloid

10.5.3 Posters

10.5.4 Media Releases

10.5.5 Media Advertising

10.5.6 Transit Posters

10.5.7 Billboards

10.5.8 Hydro/Water/Tax Bill Inserts

10.5.9 Universities/Colleges

10.6 Languages

10.6.1 Languages in the Voting Places

10.7 Intranet/Internet

10.7.1 Job Opportunities

10.7.2 Candidates

10.7.3 "Where to Vote"

10.7.4 Results

10.7.5 Election Information

10.8 Election Information Call Centre

10.9 Results

10.9.1 Internet

10.9.2 Press

10.9.3 Candidates

10.9.4 Public

 11.0 YOUTH VOTING

11.1 Background Information

11.2 Purpose

11.3 Partnerships

11.4 City of Toronto

 12.0 Budget

12.1 1994 and 1997 Budget and Actual Comparisons

12.2 Impact Statement - Costs over and above 1997 Actuals

12.3 Total Costs

1.0CANDIDATES

1.11997 Experience

The 1997 municipal election process was impacted by the enactment of the City of Toronto Act, 1997 (Bill 103) on April 21, 1997 and Ontario Regulation 172/97 on May 12, 1997. Bill 103 established the new City of Toronto effective January 1, 1998 and provided that the 1997 election was to be conducted as if the new city had already been incorporated. Ontario Regulation 172/97 provided for such items as access to a surplus from a previous election campaign, the ability to carry forward a deficit from a previous campaign and the establishment of a contribution rebate program.

In addition, prospective candidates were unable to file a nomination paper until March 31, 1997 (due to a transitional provision in the Municipal Elections Act, 1996) and once Bill 103 and Ontario Regulation 172/97 were passed, candidates had to revise any previously filed nomination paper to reflect the correct ward they wished to run in.

Warren Bailie, Ontario's Chief Election Officer, was appointed by the Minister of Municipal Affairs and Housing to conduct the 1997 election. The election staff of the former municipalities assisted Mr. Bailie in this task.

Services affecting candidates were standardized so that candidates would be treated equitably across the new City. Candidates were able to obtain information or file documents at any of the six civic centres of the former local municipalities. While this was convenient for the candidates, it was difficult for staff to properly manage the nomination process as candidates would file in one location and then either withdraw or amend in another location.

1.2Consultations

The feedback received from candidates on their 1997 experience centred on the financial reporting requirements of the Municipal Elections Act, 1996 and the contribution rebate program. Identified issues include:

a) the campaign expense limit formula of $0.50 per elector is too low, particularly if the voters' list becomes more accurate and the city moves to 57 wards. This would significantly reduce the number of names on the list for each ward;

b) the time lines between voting day (November 10, 1997), the end of the campaign period (December 1, 1997) and the financial statement filing date (January 31, 1998) were too tight for candidates to properly close out their campaign accounts;

c) the requirement for candidates in deficit positions to file supplementary audited financial statements every three months is very cumbersome and expensive. It is suggested that candidates only be required to file one supplementary financial statement at the end of their campaign period when the deficit is erased. The deficit period should be limited to one additional year or the filing of a subsequent nomination whichever occurs first;

d) the fact that contributors cannot receive their rebates until candidates close off their campaigns creates an incredible amount of pressure on the candidates and jeopardizes the participation of these contributors in future elections. This was a requirement imposed by Ontario Regulation 172/97. For future elections Council has total flexibility in the design and administration of a rebate program;

e) the Clerk should develop a brochure for candidates to send to contributors that explains the contribution rebate application process;

f) the Chief Financial Officer and Treasurer and the City Auditor should review all audited financial statements prior to any rebate applications being approved for payment; and

g) City Council should carefully consider whether or not to adopt a contribution rebate program for future elections.

1.3Issues and Draft Proposals

1.3.1Nominations

The following nominations were processed for the 1997 municipal election:

The nomination paper must be completed in full and filed in person with the Clerk by the candidate or an agent of the candidate. The nomination paper may not be faxed to the Clerk's office. A candidate must be nominated in order to raise or spend money on his/her campaign.

 The Clerk must be satisfied that a person is qualified to be nominated and that the nomination complies with the Municipal Elections Act, 1996 prior to certifying the nomination paper. All candidates will be requested to provide election officials with suitable proof of identity and qualifying address when filing a nomination paper. Acceptable proof would be any official documentation, or combination of documentation, that contains the name, signature and qualifying address of the candidate, such as a driver's licence or a tax bill indicating name and address together with another document which bears their name and signature.

 If a proposed candidate has no permanent address, the Municipal Elections Act, 1996 provides the opportunity for them to take an affidavit to swear their place of residence as being the location to which they return most often to sleep. This affidavit would suffice as proof of their qualifying address.

 A candidate must be a qualified elector. The qualification period for municipal elections is the Tuesday following Labour Day to voting day. This leaves the Clerk in a dilemma as candidates can file nomination papers commencing January 1, 2000.

 It is proposed that all candidates attend at the Clerk's Office, City Hall, between the dates of September 5 and October 13, 2000 to take a declaration confirming the status of their qualifications. Failure to take the declaration of qualification will result in a rejected nomination.

 Nominations were received at the six civic centres for the 1997 municipal election. This created an unusual amount of confusion, particularly when candidates chose to be nominated for one office in one civic centre, then withdraw the nomination in another, and yet be nominated again for another office at a third civic centre.

 It is proposed that nominations be accepted only at the Clerk's Office, City Hall in order to properly manage the nomination and withdrawal processes.

 The Clerk will certify the nomination papers of all persons qualified to be nominated, whose nomination papers and declaration comply with the Municipal Elections Act, 1996, on or before 4 p.m., October 16, 2000.

 1.3.2Withdrawals

 A candidate may withdraw his/her nomination by filing a written withdrawal in the Clerk's Office, City Hall by 5:00 p.m. on October 16, 2000.

 It is proposed that the candidate must file the withdrawal letter in person and produce acceptable identification in order for the withdrawal to be accepted. Acceptable proof to include any official documentation, or combination of documentation, that contains the name, signature and address of the candidate, such as a driver's licence or a tax bill indicating name and address together with another document which bears their name and signature.

1.4Rights

 1.4.1Materials

Confusion regarding the entitlement of candidates and the availability of certain election supplies in 1997 has led to the following proposals.

Candidates are entitled to receive the following materials free of charge:

a) upon written request, one copy of the voters' list containing the names of those electors entitled to vote for them; available in the Clerk's Office starting September 1, 2000;

b) copies of the Nomination Form; available in the Clerk's Office starting December 1, 1999;

 c) one copy of the ward map with subdivision splits for the ward in which they are nominated; available in the Clerk's Office, starting January 4, 2000;

 d) one list of the voting places for the ward in which they are nominated; available in the Clerk's Office on or after September 1, 2000;

 e) a candidate's guide; available in the Clerk's Office starting January 4, 2000;

 f) upon written request and if a by-law has been passed, numbered receipts for the purposes of a contribution rebate program; available in the Clerk's Office starting January 4, 2000;

 g)on or before Nomination Day, a copy of the procedures established by the Clerk for the use of voting/vote-counting equipment;

 h) on or before October 23, 2000, a certificate indicating the maximum allowed expenses for the office the candidate has been nominated for;

 i) upon request, a list of voters who voted at the advance voting;

 j) financial forms; available in the Clerk's Office after September 1, 2000; and

 k) one copy of the Clerk's official declaration of the results; available in the Clerk's Office after 12:30 p.m., November 16, 2000.

If candidates wish to obtain additional copies of materials, the following charges will apply:

 a) copies of the voters' list at $50.00 per ward for each printed copy and $250.00 for a computer disk;

 b) copies of the ward maps at $50.00 per map for each printed copy;

 c) copies of the 1997 poll by poll results at $0.50 per page;

 d) copies of the list of voting places at $0.50 per page; and

 e) copies of the Clerk's official declaration of the results at $0.50 per page.

1.4.2Scrutineers

Subsection 16(1) of the Municipal Elections Act, 1996 permits candidates to appoint scrutineers to represent them during the conduct of the vote. The appointment must be in writing using the form provided by the Clerk. A candidate is entitled to appoint one scrutineer for each ballot issuing station in the voting place, as well as one scrutineer at the vote tabulator. The number of scrutineers permitted in a voting place is reduced by one when the candidate who appointed them is present.

Section 49 of the Act requires that all persons present in a voting place must maintain the secrecy of the vote. Candidates or their scrutineers will be required to take an oath of secrecy.

Candidates or their scrutineers have a number of rights in voting places, including the following:

a) to enter the voting place 15 minutes before it opens and to inspect the ballot boxes, the ballots and all other election documents, but not so as to delay the opening of the voting place;

b) to sign the statement of the results of the election; and

c) to object to a person voting (objections to be determined by an election official).

It is proposed that voting place staff be directed to assist scrutineers by allowing them to review the voters' list during slow periods.

Candidates and scrutineers are prohibited from the following:

 a) attempting, directly or indirectly to interfere with how an elector votes;

 b) displaying a candidate's election material in a voting place (including buttons, pins, etc.);

 c) compromising the secrecy of voting;

 d) obtaining or attempting to obtain in a voting place any information about how an elector intends to vote or has voted; and

 e) communicating any information obtained at a voting place about how an elector intends to vote or has voted.

It is proposed that voting place staff be instructed to prohibit scrutineers from talking to voters directly.

It is anticipated that the City of Toronto will be using vote-counting tabulators and touch screen voting equipment in the 2000 election. The Clerk is required to establish procedures for the use of the equipment and provide candidates with a copy. These procedures may supersede the provisions of the Act provided they are consistent with the principles of the Act. To protect the secrecy of the vote, candidates or scrutineers will be unable to view the ballots or to object to ballots or the counting of votes in a ballot as provided by clauses 47(5)(e) and 47(5)(f) of the Municipal Elections Act, 1996 as the ballots are being fed into the vote tabulator by the election official, or as the elector votes using the touch screen voting unit.

1.4.3Results

The results provided by the Elections Office on election night are unofficial results.

It is proposed that these unofficial results be placed on the City's web site, projecting them on monitors located on the second floor, City Hall, posting printed copies in each of the voting places and providing access to a results database to the members of the media.

The official results will be announced by the City Clerk, in the Council Chambers, City Hall, at 12:30 p.m. on November 16, 2000, following which copies will be available for interested parties.

1.4.4Voting Places

Candidates, or their scrutineers, are entitled to be present in the voting places during the conduct of the vote. The Municipal Elections Act, 1996 places certain restrictions on the activities of candidates and scrutineers in the voting place, as outlined in Section 1.4.2. The voting place is deemed by the Clerk to include the entire building and the property on which it is located.

It is proposed that the following definitions be established for voting places:

a) multi-residential buildings, where the voting place is in the lobby: the lobby, main entranceway, main floor halls, elevators, and the outside property including fences;

b) multi-residential buildings, where the voting place is in a room other than the lobby: the lobby, main entranceway, main floor halls leading to the elevators, elevators, the hallways on the floor that the voting place is located on and outside property including fences;

c) Community Centres: anywhere on the property owned by the Community Centre, including fences;

d) schools: anywhere on the property owned by the School Board, including fences; and

e) churches: anywhere on the property owned by the Church, including fences.

1.5Financial Filing

1.5.1Campaign Period

A candidate's campaign period commences on the day he/she files a nomination and ends on December 1, 2000. If the candidate withdraws, or the Clerk rejects the nomination, the campaign period ends on the date of the withdrawal or the rejection as the case may be.

It is suggested that January 15, 2001 is a more reasonable date.

A candidate is entitled to extend his/her campaign period in order to erase a deficit. The campaign period currently continues until the deficit is eliminated, the candidate advises the Clerk he/she no longer wishes to accept contributions, or files a nomination paper in a subsequent election for an office on Toronto City Council.

It is suggested that the right to continue fund-raising be limited to one additional year period, after which the campaign period would end.

1.5.2 Limitations

The Municipal Elections Act, 1996 places the following restrictions on campaign contributions and expenses:

 a) contributions may not be accepted nor expenses incurred outside the candidate's campaign period;

 b) the maximum contribution from any one individual contributor to a candidate for mayor is $2,500.00; and

 c) the maximum contribution from any one individual contributor to a candidate for councillor is $750.00.

The Municipal Elections Act, 1996 provides the following formulas for the Clerk to determine campaign expense limits:

 a) the limit on campaign expenses for the mayor's office is $5,500.00, plus $0.50 per elector entitled to vote for the office; and

 b) the limit on campaign expenses for the councillor's office is $3,500.00, plus $0.50 per elector eligible to vote for the office (on a ward basis).

It is suggested that the $0.50 per voter be increased to offset the anticipated reduction in names on the voters' list associated with a more accurate list and the potential change in the number of City Wards from 28 to 57.

1.5.3Contribution Rebate Program

If City Council wants to have a contribution rebate program for the 2000 municipal election, it must enact a by-law to authorize such a program. Subsection 82(1) of the Municipal Elections Act, 1996 provides total flexibility to Council in establishing the program, including the conditions under which a person is entitled to a rebate, the rebate amounts payable and the administration of the program.

To date, 33,862 contribution rebate receipts have been issued for the 1997 election. As of April 30, 1999, 18,971 cheques have been mailed, totalling a rebate of $1,640,000.00. If every receipt had been submitted, the total rebate would have been $2,927,000.00. (Recommendation and a draft by-law will be included in the Clerk's report to Council in December, 1999 on election administration.)

It is proposed that the rebate application form be amended to track donations by associated companies to provide much needed administrative ease when determining rebate qualifications.

1.5.4Filing Requirements

The candidate's financial statements are required to be filed by 5:00 p.m. on January 31, 2001. If the campaign period is continuing to erase a deficit, the candidate must file supplementary financial statements covering each three month period that his/her campaign continues. This supplementary statement must be filed within one month of the end of each three month period.

It is suggested that the initial campaign period end on January 15, 2001 with a filing date of March 31, 2001.

It is suggested that candidates in a deficit position be limited to only one additional supplementary filing requirement, to take place when the deficit is erased, when the candidate files a nomination paper in a subsequent election for an office on Toronto City Council or after a one year additional campaign period, whichever occurs first.

2.0BY-LAWS

2.1 1997 Experience

Section 23 of the City of Toronto Act, 1997 provided that the 1997 election was to be conducted as if the new City had already been created. This meant, among other things, there was no council in place that could enact the by-laws or resolutions required under the Municipal Elections Act, 1996.

To address this issue, the Province, through a series of regulations, dealt with all those matters that normally would be handled by a council by-law or resolution. (The former City of Toronto did enact its own by-laws based upon legal advice it received. These by-laws mirrored the regulatory provisions set out by the Province.)

The regulations provided for the following matters:

a) the establishment of a contribution rebate program;

 b) the establishment of dates and times for advance voting;

 c) to authorize the use of vote-counting equipment;

 d) to provide election information in a number of selected languages;

 e) to permit reduced voting hours in certain institutions;

 f) to enable the placement of municipal questions on the ballot; and

 g) to permit council to order a recount.

The former seven municipalities all had different sign by-law requirements. This was very confusing for candidates, particularly the mayoralty candidates who were campaigning across the entire new City.

2.2Consultations

Feedback received focussed on the lack of one comprehensive sign by-law for the City.

Identified issues include:

a) there should be one sign by-law governing signs which is consistently enforced;

 b) the by-law should not permit election signs to go up until three weeks before voting day, the size of signs should be specified and it should be clear as to what happens with illegally placed signs that are removed by City staff;

 c) language issues should be addressed in the voting places;

 d) institutional voting should ensure that voters are not disenfranchised on voting day if they are unable to attend during imposed reduced hours; and

 e) advance voting should be designed as more of an outreach program.

 2.3 By-laws and Resolutions

The Municipal Elections Act, 1996 significantly altered the manner in which elections were to be administered, from a process strictly mandated by the legislation to one where the municipality has the ability to tailor certain elements of the election to suit the particular needs of the municipality.

The Act assigns the decision making role to Council for those areas/activities that necessitate political accountability (e.g., the number of advance voting days) or that involve the spending of public funds (e.g., the adoption of a contribution rebate program).

2.4 Discretionary By-laws

 2.4.1 Contribution Rebates

Authority to pass a by-law instituting a contribution rebate program is found in subsection 82(1) of the Municipal Elections Act, 1996. In 1997, authority was granted by Ontario Regulation 172/97.

It is proposed that Council consider this matter prior to December, 1999 to ensure candidates nominated on January 4, 2000 are aware whether or not a rebate program exists.

2.4.2 Voting/Vote-Counting Equipment

Authority to pass a by-law authorizing the use of voting and vote-counting equipment is provided in subsection 42(1) of the Municipal Elections Act, 1996. In 1997, authority was granted by Ontario Regulation 338/97.

This matter is the subject of a separate report from the City Clerk. A by-law must be passed at least 60 days before voting day.

2.4.3 Languages

Authority to pass a by-law authorizing the use of French in prescribed forms (e.g. the ballot) or French and other languages for notices, non-prescribed forms and any other information provided under the Act, is found in subsection 9(2) of the Municipal Elections Act, 1996. In 1997, authority was granted by Ontario Regulation 338/97.

In 1997, the formula applied for determining languages was "all those languages that made up more than 2% of the population". Notices, non-prescribed forms and any other information provided under the Act were available in Chinese, French, Greek, Italian, Polish, Portuguese, Somali, Spanish, Tagalog, Tamil and Vietnamese.

It is proposed that the language issue be explored further as part of the consultation process.

2.4.4 Voting Hours In Institutions

Authority to pass a by-law authorizing reduced hours of voting for voting places in institutions is provided in subsection 46(3) of the Municipal Elections Act, 1996. In 1997 authority was granted by Ontario Regulation 338/97 as amended by Ontario Regulation 402/97.

In 1997, four of the six former municipalities chose to proceed with reduced hours in institutions. This met with mixed results.

It is proposed that institutions be open for the full voting day based on the 1997 experience.

2.4.5 Voting Hours

Authority to pass a by-law to provide that specified voting locations will be open earlier than 10 a.m. on voting day is provided in subsection 46(2) of the Municipal Elections Act, 1996. This practice was not adopted for the 1997 municipal election.

It is proposed that the advantages and disadvantages of this option be explored further as part of the consultation process.

2.4.6 Questions

Subsection 8(1) of the Municipal Elections Act, 1996 provides authority for Council to place proposed by-laws requiring the assent of the electors or questions on the ballot. In addition, a school board or the Minister of Municipal Affairs and Housing may place a question on the ballot. In 1997, authority was granted by Ontario Regulation 355/97. Six of the former municipalities participated in 1997.

It is suggested that a deadline date for the submission of by-laws or questions be established to permit staff to properly manage the election process.

2.4.7 Signs

The enactment of a by-law to regulate the placement of election signs is at the discretion of Council. Subsection 2(7) of the City of Toronto Act, 1997 states that all existing by-laws of former municipalities remain in force until amended or repealed by Council.

It is proposed that a consolidated sign by-law be developed in consultation with staff from the Urban Planning and Development Services Department and Works and Emergency Services Department.

2.5 Mandatory By-laws

2.5.1 Advance Voting

Authority to pass a by-law establishing the times and dates for advance voting is found in subsection 43(1) of the Municipal Elections Act, 1996. This by-law must be passed at least 30 days before voting day. In 1997, authority was granted by Ontario Regulation 338/97.

It is proposed that an advance voting strategy over a three week period be established. This strategy will introduce a multi-residential unit voting place strategy, provide continuous voting at the six district offices and two fixed days with a location in each ward.

2.6 Resolutions

2.6.1 Scrutineers - Question(s) - By-law(s)

Authority to pass a resolution to appoint scrutineers to oversee the voting on a by-law or question submitted to the electors is found in subsection 16(5) of the Municipal Elections Act, 1996.

2.6.2 Recounts

Authority to pass a resolution to require the Clerk to conduct a recount is found in subsection 57(1) of the Municipal Elections Act, 1996. A resolution must be passed within 30 days of the Clerk's declaration of the official results of the election.

2.6.3 Compliance Audits

Authority to pass a resolution to appoint an auditor to conduct a compliance audit of a candidate's election campaign finances is found in subsection 81(4) of the Municipal Elections Act, 1996.

3.0 TORONTO ELECTION INFORMATION SYSTEM

Transitional funds were requested and approved as part of the 1999 Capital Works Program for the development of a comprehensive election information system. The six former local municipalities each had their own election information systems. In reviewing these systems it was concluded that they all had some interesting concepts incorporated in their design, however, none was capable of expansion to the required level to deal with the volume presented by the City of Toronto.

The new system is required to perform the following functions:

a) voters' list management (revisions to the list, production of the supplementary voters' list, tracking of proxy voting, production of the street index, production of the list of electors voting at the advance voting);

b) candidate management (tracking nominations and withdrawals, producing campaign expense limits);

 c)human resource management (recruitment, appointment, evaluation and remuneration);

 d) electoral district management (voting place locations, voting subdivisions boundaries);

 e) general information system ("where do I go to vote?"); and

 f) contribution rebate system management (tracking rebate applications).

A Request For Information was released in November, 1998. Three companies showed interest. A Request For Quotation was then distributed to proponents in February, 1999. A separate report on the Toronto Election Information System will be presented to Council in July, 1999.

4.0 VOTERS' LIST

Staff maintain representation on the Elections Project Team of the Association of Municipal Managers, Clerks and Treasurers of Ontario and represent the Association on a working committee reviewing the permanent voters' list with the Provincial and Federal Government.

4.1 1997 Experience

The 1997 voters' list was of extremely poor quality. The list was inaccurate and out of date, containing names of individuals who were not qualified electors, who no longer resided at the address or who were deceased. This was probably due, in part, to electoral confusion arising from the Federal door-to-door enumeration conducted two weeks prior to the Provincial mail-out enumeration.

Regular updating of the voters' list was usually not undertaken by the assessment offices. For example, revisions to the voters' lists from previous elections were not entered into the database, necessitating electors to repeatedly add their names to the list each election.

The voters' list was delivered in six parts based on the six former municipalities. Six parts meant the duplicate name removal process was applied on each of the six parts, not on the complete list.

In addition to increasing the potential for electoral fraud, an inaccurate list makes effective election management a challenge. The addition of 103,687 electors to the list on voting day presented challenges in keeping voting places supplied with ballots and revision forms.

Voters' list statistics for 1994 and 1997:

 *Population figures are approximated

**Total vote is taken from the total ballots cast for Mayor

City of Toronto totals for 1997:

Population2,262,100

No. of Electors1,562,514 (does not include revisions)

No. revisions at voting place 103,687

Total No. of Electors1,666,201 (amended list plus election day revisions)

No. that voted 760,589

Actual percent turnout45.65%

4.2 Consultations

The inaccuracy of the voters' list was reflected in the following comments:

a) names on the list were out of order, some names appeared more than once and the list contained the names of deceased electors;

b) it is too easy to get on the list and very difficult to have a name removed;

c) the voters' lists for multi-residential properties were extremely poor;

d) to increase accuracy, voters' lists should be compiled closer to voting day;

e) voters should be requested to provide identification prior to receiving a ballot to ensure only eligible electors are entitled to vote.

f) 84.2 percent of the voters in the East York by-election indicated they did not mind being requested to provide identification prior to receiving a ballot;

g) it is difficult for scrutineers to monitor who has voted; and

h) the list of electors who voted should be made available to candidates and electors following the election to ensure the electoral process was not abused.

4.3 Source - Ontario Property Assessment Corporation

The Ontario Property Assessment Corporation (OPAC), through its regional assessment offices, is responsible for the provision of voters' lists for municipal elections. The list is generated from OPAC's assessment roll database which serves a variety of other functions in addition to voters' list production.

While data on owner occupied property is generally of good quality, tenants in multi-residential properties are not adequately captured. A recent amendment to section 16.1 of the Assessment Act, which requires landlords of multi-residential properties to annually forward a listing of tenants to OPAC by July 30, may result in a more accurate record of these electors. In an election year, OPAC is required to provide the Clerk with the preliminary list of electors on July 31, so the tenant information on the list will be 1½ years out of date.

It is suggested that the Assessment Act be amended to change July 30 to March 31 to ensure updated tenant names are included on the voters' list.

Election staff have met with officials from the four regional assessment offices in the City of Toronto to discuss the quality of the voters' list for the 2000 municipal election. OPAC staff appear to be committed to providing a more accurate voters' list and have expended resources to update their database from the 1997 revision forms and the landlord supplied information on tenants.

4.3.1 National Register of Voters (NRE)

On December 18, 1996, Parliament amended the Canada Elections Act to create an automated database of qualified electors. The NRE was based upon the last Federal door-to-door enumeration conducted in April, 1997. Elections Canada updates the register quarterly, using data (name, address, date of birth) from Federal and Provincial sources - Revenue Canada income tax returns; Provincial driver's licence and health card records for those who change addresses or reach the age of eighteen; provincial vital statistics for deaths and Citizenship and Immigration for new Canadians. In 1998, approximately 80 percent of income tax filers gave permission for Revenue Canada to provide their name, address and date of birth to Elections Canada.

In addition, any information an elector may provide during an election revision period is used to update the register. Any potential information is subject to careful scrutiny and data quality verification prior to the register being updated.

Talks have been ongoing since June, 1998 between Elections Canada, Elections Ontario, OPAC and the Ministry of Municipal Affairs and Housing on sharing the data from the federal register of electors for provincial and municipal election purposes. It is expected the use of this database will significantly improve the quality of the municipal voters' list. It is not known whether this data sharing will be implemented in time for the 2000 municipal elections. The Province will be using the national register of electors for its June 3, 1999 election.

The only municipal obstacles to using the register appear to be the school board qualification for each voter and the collection of names of non-resident voters. A solution is being sought. (Final process will be included in the Clerk's report to Council in December, 1999 on election administration.)

4.4 Amendments

4.4.1 Revisions to the Voters' List

During the period beginning on September 5, 2000 through to the close of voting on voting day, an elector may apply to the Clerk to have his/her name added to the list, deleted from the list or to amend the information on the list (e.g. school support). The application may be made by mail or in person if filed by the applicant. If the application is being made by an agent for the applicant, the application must be filed in person.

During the period beginning on September 5, 2000 through to nomination day, an individual may make an application to the Clerk to have the name of an elector removed from the voters' list. The application may be made by mail or in person if filed by the applicant. If the application is being made by an agent of the applicant, the application must be filed in person. The Clerk is required to hold a hearing to determine whether or not the elector's name should be removed from the list. A hearing is not required to remove the name of a deceased person.

It is proposed that applications be accepted at all six district offices during the period September 5, 2000 to October 13, 2000 and at all Ward Centres from October 17, 2000 to voting day, November 13, 2000.

4.4.2Voting Day

On voting day an eligible elector may have his/her name added to the voters' list or have the information on the list amended (e.g. school support) directly at the voting place.

4.5 List of Electors Who Voted

4.5.1 Advance Voting

Certified candidates are entitled to a list of those who have voted at each day of the advance vote. These lists will be made available to candidates at the Clerk's Office the day following the close of each advance voting place.

4.5.2 Voting Day

Subsection 88(6) of the Municipal Elections Act, 1996 provides that the list of those electors who voted on voting day is to be secured in the ballot box and can only be accessed by a judge's order. Scrutineers present at the voting places may maintain their own lists of electors who have voted.

Candidates have argued that the audit trail at the voting place is fine for the numbers, however, they want to know who voted. This argument is continually presented by candidates seeking recounts, arguing that some voters' names were voted when in fact the voter did not vote.

It is suggested that an amendment be made to the Municipal Elections Act, 1996 to permit this post election day scrutiny.

5.0 ELECTION MANAGEMENT

5.1 1997 Experience

Warren Bailie, Ontario's Chief Election Officer, was appointed by the Minister of Municipal Affairs and Housing to oversee the 1997 municipal election. Mr. Bailie was assisted in this task by the former municipal clerks and their staff, together with staff of the Ministry.

While Mr. Bailie was responsible for ensuring standardization in election practices so that candidates and electors across the entire new City would be treated equitably, the day-to-day election management was generally left to the discretion of the former municipal clerks.

Staff from the former municipalities worked together to develop materials, such as the candidate's guide and a communication plan, that were common across the entire City.

Staff from North York worked closely with the election staff in East York and York who were using poll level optical scan tabulator units for the first time. Similarly, staff from Etobicoke and Scarborough collaborated on common processes and procedures related to their optical scan central count tabulator units.

For the most part, the traditional election management practices of the former municipalities were continued, with each Clerk developing their own election day response system.

5.2 Consultations

Comments received from the stakeholders generally centred around the difficulties that were experienced in 1997:

a) to reduce the potential for electoral fraud, electors should be requested to produce appropriate identification prior to receiving a ballot;

b) the role and responsibilities of scrutineers should be clearly defined in advance and their activity should be monitored in the voting place;

c) the revision process at the voting place to add a name to the voters' list was too slow;

d) there were insufficient numbers of election officials at the voting places;

e) the election officials at the voting places were inadequately trained;

f) candidates should be approached to recommend potential staff for the voting places, similar to the federal and provincial practice;

g) there were insufficient ballots and revision forms at some voting places and the process to deliver additional supplies was too slow;

h) there was an inadequate response time to voting place difficulties;

i) some of the voting places were too large, resulting in inconveniences for the electors;

j) candidates should have ready access to election administration staff on voting day to resolve issues; and

k) the person in charge at the voting place had too many specific job responsibilities to adequately manage the voting place activities.

5.3 Election Team

5.3.1 Roles and Responsibilities

The election team, under the direction of the City Clerk, is comprised of a director, three senior election consultants, five election co-ordinators and an administrative assistant. Team members collectively possess over 100 years of experience in managing municipal elections.

The election team is charged with the responsibility of managing the 2000 election process in accordance with legislative requirements and democratic principles to ensure all eligible electors have the opportunity to exercise their right to vote.

Staff are currently researching, planning and organizing the 2000 municipal election. Specific projects are detailed throughout this report. It is staff's goal to have all the policies, procedures, set-up functions, documents, training materials and other necessary information ready by the end of 1999 so that staff can concentrate solely on implementation issues in the year 2000.

Given the size and scope of the City of Toronto's election, it is imperative that certain functions be delegated to temporary/casual personnel. Proper training and performance monitoring will consume a great deal of staff's time in the year 2000.

5.3.2Election Warehouse

Election staff need to secure adequate warehouse space in order to prepare for the 2000 municipal election. Approximately 30,000 square feet is required - 10,000 for storage and 20,000 for equipment testing and supply distribution.

The existing sites of the former six municipalities are inadequate both in terms of size and the fact they are scattered throughout the City. In response to other departments' space demands and the rationalization of the continued ownership of certain City-owned properties, election staff have been requested to vacate the election warehouses used by the former municipalities of North York and Toronto.

Ideally, the new facility would be centrally located on a major highway to ensure ease of access for election officials and distribution of supplies. It is critical this site be obtained late in 1999 so that proper preparation for the election can commence. Negotiations have been ongoing with Facilities and Real Estate Division in an effort to secure a location as soon as possible.

5.4 Ward Management

It is proposed that a decentralized model be established to enhance service delivery to voters.

5.4.1 Roles and Responsibilities

In order to properly manage the 2000 election, a system of Ward Centres under the supervision of Ward Managers will be established, similar in nature to the Returning Officer concept of federal and provincial elections. Each Ward Manager will be responsible for certain election functions in one of the existing 28 City wards.

Reporting to the election team, the Ward Managers will be responsible for the following functions within their ward:

a) directing and managing voting places in accordance with the requirements of the Municipal Elections Act, 1996;

b) managing a staff of approximately 30 supervisors and in excess of 150 election officials on voting day;

c) inspecting voting places prior to election day;

d) managing revisions to the voters' lists and certifying proxy voting forms;

e) training election day personnel and distributing necessary supplies to staff;

f) assigning and monitoring election officials to conduct voting in the multi-residential unit advance vote strategy;

g) resolving problems and handling difficult situations on voting day;

h) supervising and evaluating assigned support staff;

i) completing performance appraisals on assigned supervisors;

j) maintaining various databases;

k) ensuring election night results are transmitted to election central headquarters; and

l) ensuring supplies are returned to the election warehouse.

5.4.2 Process

The Ward Managers will be hired for the period October 10, 2000 through to November 14, 2000 (36 days). The first week of their employment will be taken up with in-depth training by the election staff. Election staff will continue to monitor their performance and assist where necessary during the work term. They will be assigned one support staff to assist them with their duties.

Ward Centres will be located in the six district offices or at City owned community or recreation centres and will be connected to the City's election database system.

The Ward Managers' offices will be open 7 days a week, 10 hours per day. These offices will establish a presence in each of the 28 wards to provide accessible service to electors.

5.5 Supervisors - Voting Day

It is proposed that a decentralized election day response model be established. It is staff's goal to respond to any inquiries at the voting places within ten minutes and support and encourage voting place staff throughout the day.

5.5.1 Roles and Responsibilities

Approximately 400 supervisors will be hired for election day to be responsible for four or five assigned voting places.

Duties include:

a) delivering and setting up vote tabulators, tabulator stands and ballot boxes to the voting places prior to voting commencing;

b) ensuring election officials open the voting places promptly at 10:00 a.m.;

c) ensuring voting places are managed in accordance with the requirements of the Municipal Elections Act, 1996;

d) distributing additional supplies to voting places as required;

e) conducting on-going training of election officials in voting places;

f) resolving problems and handling difficult situations on voting day;

g) monitoring and supervising the activities of election officials;

h) solving tabulator problems;

i) conducting performance appraisals on Managing Deputy Returning Officers and Deputy Returning Officers;

j) ensuring voting places are closed at 8:00 p.m. and election results are transmitted to election headquarters; and

k) ensuring supplies are returned to a designated location.

5.5.2 Process

The Supervisors will work under the direction of the Ward Managers but will receive their initial training from election staff.

6.0 VOTING PLACE MANAGEMENT

6.1 1997 Experience

While the election management practices of the former municipal clerks were used for the most part, there was agreement amongst the clerks to adopt the MDRO set-up for the larger voting places. This was also identified as a way of cutting costs.

The higher than normal voter turnout in 1997 did present some difficulties in adequately managing voting places and providing sufficient supplies.

1997 voting place turnout statistics include the following anomalies:

6.2 Consultations

Comments received from stakeholders generally centred around the difficulties that were experienced in 1997, including:

a) to reduce the potential for electoral fraud, electors should be requested to produce appropriate identification prior to receiving a ballot;

b) 84.2 percent of the voters in the East York by-election indicated they did not mind being requested to provide identification prior to receiving a ballot;

c) the role and responsibilities of scrutineers should be clearly defined in advance and their activity should be monitored in the voting place;

d) the designated boundaries of voting places need to be communicated to candidates so they are aware of where they may and may not campaign;

e) the revision process at the voting place to add a name to the voters' list was too slow;

f) there were insufficient numbers of election officials at the voting places;

g) the election officials at voting places were inadequately trained;

h) candidates should be approached to recommend potential staff for voting places, similar to the federal and provincial practice;

i) there were insufficient ballots and revision forms at some voting places and the process to deliver additional supplies was too slow;

j) there was an inadequate response time to voting place difficulties; and

k) the Managing Deputy Returning Officer had too many specific job responsibilities to adequately manage voting place activities.

6.3 Small Voting Places (<400 Voters)

Smaller voting places are those with less than 400 eligible electors. Voting places in apartment buildings, condominiums and institutions that are only intended for the electors living in the building would fall into this category. As these voting places have a fewer number of eligible electors to process during the course of voting day, it is not necessary to staff these locations to the same degree as larger voting places.

It is proposed that smaller voting places will be staffed with one Deputy Returning Officer (DRO) and one Poll Clerk. See Section 9.3.2.6 and 9.3.2.7 for a listing of their job responsibilities.

6.4 Large Voting Places (>400 Voters)

These voting places are intended to handle a large number of electors and are typically located in schools and community centres, drawing electors from the surrounding neighbourhood. The size of the voting subdivision being serviced at one of these voting places is dependent upon factors such as the distance to travel to the voting place and the availability of parking or public transit.

It is proposed that large voting places will be staffed with one Managing Deputy Returning Officer (MDRO), a number of Assistant Deputy Returning Officers (ADRO), one Tabulator Deputy Returning Officer (TDRO) and one Customer Service Clerk (CSC). See Section 9.3.2.2 to 9.3.2.5 for a listing of the job responsibilities for these positions.

The number of ADROs available at each voting place will depend upon the number of electors to be serviced and recognizes that approximately 70% of electors will come to vote in the last 2½ to 3 hours. The staffing model is predicated upon one ADRO processing 200 electors based upon a 50% voter turnout.

6.5 Processing Electors

6.5.1 General

It is proposed that all electors will be asked to provide identification prior to receiving a ballot and will be asked the question "have you voted yet in this election?"

6.5.2 Small Voting Places

The name of the elector will be crossed off the voters' list by the Poll Clerk. The DRO will instruct the elector how to properly mark the ballot and issue a ballot to the elector. Once an elector has voted, he/she will return the ballot to the DRO who will insert the ballot into the tabulator. If the ballot is rejected by the tabulator, the DRO will assist the elector in making the necessary correction to the ballot. In addition, the DRO will handle all requests for revisions to the voters' list, manage electors voting with a voting proxy and aid electors requiring assistance to vote.

6.5.3Large Voting Places

The elector will be greeted by a Customer Service Clerk who will instruct the elector how to properly mark the ballot and direct the elector to an available Assistant Deputy Returning Officer (ADRO). The ADRO will cross the name of the elector off the voters' list and issue a ballot to the elector. In addition, the ADRO will handle requests for revisions to the voters' lists. Once an elector has voted, he/she will deliver the ballot to the Tabulator Deputy Returning Officer (TDRO) who will insert the ballot into the tabulator. If the ballot is rejected by the tabulator, the TDRO will assist the elector in making the necessary correction to the ballot.

The Managing Deputy Returning Officer (MDRO) will manage the voting place activity and handle electors voting with a voting proxy and aid electors requiring assistance to vote.

6.5.4 Institutions

Institutional voting place activity is similar to that of small voting places as detailed in section 6.5.2. Subsection 45(8) of the Municipal Elections Act, 1996 permits the DRO to attend on an elector anywhere within an institution to allow him/her to vote.

7.0 ADVANCE VOTING

7.1 1997 Experience

In 1997 there were two advance voting days held on the Saturday and Wednesday prior to voting day, with the voting places open from 12 noon to 8:00 p.m. The Municipal Elections Act, 1996 had removed the requirement for these two previously mandated advance voting days and left the number of days and hours of voting to a council's discretion, providing there was at least one advance voting day. However, to adequately serve the electors, a decision was made by Warren Bailie and the former municipal clerks to continue this traditional practice and the Province was requested to establish these days as advance voting days in a regulation.

In addition, continuous voting was available at the six civic centres between the hours of 9:00 a.m. and 6:00 p.m. during the period October 27, 1997 to October 31, 1997.

7.2 Consultations

Comments were received on the following matters:

a) advance voting staff should be able to deal with the various languages spoken in the ward;

b) advance voting place locations should be accessible to the physically challenged; and

c) the list of electors who voted at the advance votes should be made available sooner to candidates.

7.3 Strategy

7.3.1 Accessibility

Subsection 45(2) of the Municipal Elections Act, 1996 requires the Clerk to consider the needs of the physically challenged in selecting voting place locations. Where ever possible, advance voting places will be accessible to the physically challenged. Unfortunately, there are some areas of the City where it is not possible to find an adequate voting place location which is accessible. In these situations, subsection 45(9) of the Act permits election officials to go to the elector anywhere within the area designated as the voting place to allow the elector to vote.

Physically challenged electors will also have the ability to vote during the continuous advance voting at the six district offices which are accessible.

7.3.2 Dates/Hours

It is proposed that advance voting be conducted on November 4, 2000 and November 8, 2000 between the hours of 10:00 a.m. to 8:00 p.m.

7.3.3 Locations

It is proposed that 57 advance voting locations be provided, one per ward. Where possible the advance voting places will be located in City-owned community and recreation centres.

7.3.4 Continuous Advance Voting

It is proposed that continuous advance voting be available at the six district offices, weekdays for the period October 17, 2000 through to November 8, 2000.

7.3.5 Multi-Residential Buildings

7.3.5.1 Advance Vote Strategy

It is proposed that an advance voting strategy be developed for those smaller multi-residential buildings (less than 250 units) that will not have a voting place on site on voting day. The intent of this strategy is to make voting accessible to voters in these buildings while maximizing the use of the limited number of tabulator units on voting day.

Electors will be given prior notification of the date of the advance voting opportunity in their building. If electors choose not to avail themselves of this on-site opportunity, they will be directed to vote at the continuous voting places, the regular advance voting place in their ward or at the voting place within their neighbourhood on voting day.

7.3.5.2 Dates/Hours

It is proposed that the multi-residential advance voting strategy be conducted over the period of October 23, 2000 through to November 8, 2000. These voting places will be open from 5:00 p.m. to 8:00 p.m., a time when the majority of electors might be expected to be at home.

7.4 Reporting of Advance Voting Results

Advance voting results are not available until after 8:00 p.m. on voting day.

8.0 VOTING PLACES

 8.1 1997 Experience

For the most part, there were few changes to the voting places utilized in 1997 from those used in 1994. Etobicoke, Scarborough and York did reduce some of the voting places while attempting to maintain a reasonable service level.

Statistics on voting places in 1991, 1994 and 1997:

The higher than normal voter turnout in 1997 did present some difficulties in adequately managing the voting places and providing sufficient supplies in a timely fashion.

8.2 Consultations

Comments received from the stakeholders generally centred around the difficulties that were experienced in 1997, including:

a) there were too many voters for some of the locations, resulting in parking congestion, line-ups and frustrated voters;

b) some voters had to travel over a mile in order to vote; consideration should be given to establishing a maximum distance so all electors are treated equitably;

c) 64.4 percent of the voters in the East York by-election indicated they would not be willing to travel further to vote even if we increased the number of voting days;

d) only schools and community centres should be utilized as voting places; churches and libraries are too small and it is confusing to find the voting place within the building;

e) there was no standardization in determining which apartment buildings would have their own voting place. A consistent policy should be developed based upon either the number of units or the number of eligible electors;

f) a strategy must be developed to address disabled accessibility to voting places; and

g) the designated boundaries of voting places need to be communicated to candidates so they are aware of where they may or may not campaign.

8.3 Voting Subdivisions

Election staff are currently redesigning all the voting subdivisions in the City to bring them to a common standard so that electors will be treated equitably for the 2000 election. This labour intensive exercise is expected to be completed by September of 1999.

Statistics on voting subdivisions in 1991, 1994 and 1997:

8.4 Voting Place Locations

8.4.1 Standardization

In addition to the revamping of the voting subdivisions, staff are identifying appropriate voting place locations in the new subdivisions that will standardize voting place accessibility across the City.

8.4.2 Criteria

It is proposed that the following criteria be considered in identifying appropriate voting place locations:

a) electors will generally not have to travel more than 800 metres to a voting place;

b) adequate parking;

c) access to public transit;

d) accessibility for physically challenged electors;

e) building code requirements;

f) where possible, electors will not have to cross a major arterial road; and

g) equipped with adequate heat, lights, telephone and washrooms.

8.4.3 Institutions

Subsection 45(7) of the Municipal Elections Act, 1996 requires that a voting place be located in the following institutions on voting day:

a) a treatment or training institution for the Canadian Armed Forces personnel;

b) an institution of at least twenty beds for disabled, chronically ill or infirm persons; and

c) a retirement home of at least fifty beds.

The Act does authorize reduced voting hours in these institutions.

It is proposed that these voting places will be open from 10:00 a.m. to 8:00 p.m., given the difficulties experienced in the 1997 election with reduced hours.

Staff are currently identifying these institutions and, where possible, will attempt to utilize these as voting places for voters in the surrounding neighbourhood.

9.0 HUMAN RESOURCES

9.1 1997 Experience

Voting place management and staffing practices varied among the former municipalities due, in part, to the three different methods of vote-counting employed in the 1997 election. A degree of standardization occurred with all former municipalities adopting the MDRO model for larger voting places that had been used successfully in North York. These voting places were managed by a MDRO with a number of Assistant Deputy Returning Officers (ADRO) to issue ballots. Traditionally, the other municipalities had used smaller sized voting subdivisions with one Deputy Returning Officer and one Poll Clerk for each voting subdivision. Multiple small voting subdivisions would vote in one voting place.

In 1997 each municipal clerk utilized their historic listing of former election officials for staffing voting places within the former municipalities.

While each of the former municipalities had a database (electronic or manual) of former election officials, not all had a system for effectively evaluating their performance. This lack of performance appraisals presents challenges to the election staff in properly screening and testing election officials for the 2000 election.

9.2 Consultations

Stakeholder comments include the following:

a) voting place staff need to be more adequately screened and trained;

b) not enough supervisors to troubleshoot on voting day;

c) more customer service clerks (greeters) should be hired;

d) more election officials need to be hired to avoid line-ups at voting places;

e) city staff should not be hired for voting places;

f) candidates should be approached to recommend staff for voting places;

g) the role of the Managing Deputy Returning Officer needs to be reviewed; and

h) efforts should be made to appoint staff with a second language to the appropriate areas.

9.3 Qualifications

9.3.1 General

All election day staff must be at least 18 years of age, with the exception of the Customer Service Clerk (CSC) and the election night return teams, who must be at least 16 years of age. No candidates or spouses of candidates will be considered for employment to avoid potential conflicts of interest.

All personnel must possess excellent customer service skills, and previous election experience and a second language are assets.

9.3.2 Positions/Responsibilities

9.3.2.1 General

Subsection 15(1) of the Municipal Elections Act, 1996 requires the Clerk to appoint a deputy returning officer for each voting place, but provides the Clerk with total discretion as to what other election officials are appointed for the voting place.

The ultimate goals of any election staffing model are the protection of the integrity and secrecy of the vote and efficient customer service. Activity at the voting places must be conducted in accordance with the requirements of the Municipal Elections Act, 1996 and democratic principles. Electors must be processed in an efficient and pleasant manner and line-ups during the peak voting hours of 5 p.m. to 8 p.m. must be avoided.

The electors' perception of their voting experience is greatly influenced by the caliber of the staff in the voting place. Having knowledgeable staff in the voting place means that electors, candidates and scrutineers are dealt with professionally and issues are resolved in a timely manner before they escalate into major problems.

The recruitment and training of approximately 10,000 election day workers is a very labour intensive task for the election staff. It is a difficult challenge to recruit a large number of qualified, knowledgeable staff for a one day event. The staffing model must recognize this and be structured to divide the job responsibilities in such a manner as to best utilize a limited number of knowledgeable staff. By breaking down the job tasks, not all election day staff need to be trained in all aspects of the voting place activity. For example, the Customer Service Clerks and the Tabulator Deputy Returning Officers have narrowly defined functions and only have to be trained to perform those functions.

It is proposed that the various job descriptions be forwarded to the City's Human Resources Division for review and the establishment of a pay scale reflective of the hours to be worked and the job responsibilities.

9.3.2.2 Managing Deputy Returning Officer (MDRO)

MDRO staff will be the most knowledgeable personnel in the voting place, they will be in charge of voting place activity and will be trained in all job responsibilities. The MDRO model is used in those voting places intended to serve a large number of electors, typically located in schools or community centres, drawing electors from the surrounding neighbourhood.

MDROs are responsible for maintaining peace and order, managing the voting place in accordance with the requirements of the Municipal Elections Act, 1996 and democratic principles and managing a staff of four or more election officials. The MDRO ensures that all voters who are entitled to vote may do so, that no one votes more than once and handles all situations that may arise.

Key duties include:

a) inspecting voting places in advance to confirm acceptability;

b) receiving and verifying the number of ballots;

c) arriving at the voting place one hour before opening to post directional signs and set up the voting place;

d) administering all oaths;

e) monitoring activities of candidates or scrutineers;

f) overseeing revisions to the voters' list, managing proxy voting and aiding those electors requiring assistance to vote;

g) opening and closing the voting place in accordance with the Act and the Clerk's procedures;

h) being responsible for all paper work including accounting for all ballots;

i) evaluating the performance of all voting place staff; and

j) returning all documents, supplies and equipment to the Clerk.

9.3.2.3 Assistant Deputy Returning Officer (ADRO)

In the MDRO model, a number of ADROs are assigned to each voting place and are responsible for processing electors (validating elector eligibility, handling revisions to the voters' list and issuing ballots to qualified electors).

The number of ADROs available at each voting place will depend upon the number of electors to be serviced and recognizes that approximately 70% of electors will come to vote in the last 2½ to 3 hours. The staffing model is predicated upon one ADRO processing 200 electors based upon a 50% voter turnout.

Key duties include:

a) assisting the MDRO with his/her duties as listed in 9.3.2.2;

b) requesting identification from all electors to determine eligibility or administering an oral oath if elector does not have identification with them;

c) initialling and issuing ballots to eligible electors;

d) maintaining the official record of those electors who have voted;

e) managing revisions to the voters' list; and

f) telephoning in the vote results immediately at the conclusion of voting.

9.3.2.4 Tabulator Deputy Returning Officer (TDRO)

In the MDRO model, the TDRO is in charge of the vote tabulator, inserts the ballots from the electors into the tabulator and performs basic service to the tabulator.

This is a new position being introduced for the 2000 election. In the past, the MDRO was responsible for these duties, leaving little time to effectively manage the overall activities of the voting place.

Key duties include:

a) assisting the supervisor in setting up the tabulator and producing the zero tape;

b) receiving the ballot from the elector, checking for initials and inserting the ballot into the tabulator;

c) returning a rejected ballot to the elector for review and advising as to the reason the ballot was rejected (i.e. overvote, blank ballot, misread ballot);

d) performing basic service to the tabulator unit or determining if a technician is required to repair the unit;

e) handing out "I Voted" sticker and thanking the elector for voting;

f) printing out the vote totals after the voting place has closed; and

g) packing up the tabulator at the end of the night.

9.3.2.5 Customer Service Clerk (CSC)

In the MDRO model, the Customer Service Clerk will greet the elector, verify they are in the correct voting place and provide instructions to the elector.

Key duties include:

a) instructing electors to get their identification and vote-at-cards ready for examination by an ADRO;

b) demonstrating to electors how to mark the ballot;

c) directing electors to an available ADRO;

d) alerting the MDRO if a physically challenged elector requires assistance in voting;

e) closing off the line of electors waiting to vote at 8:00 p.m.; and

f) assisting the MDRO as required.

Customer Service Clerks will be used all day for advance voting and from 4:00 p.m. to 8:00 p.m. on voting day. The MDRO will be expected to rotate the ADRO's through this position from 10:00 a.m. to 4:00 p.m. on voting day.

9.3.2.6 Deputy Returning Officer (DRO)

The DRO model is used in those voting places in apartment buildings, condominiums and institutions that are intended only for the use of the electors living in the building. This restricted use is usually related to the owner's reluctance to permit outside electors onto the premises for voting purposes. These voting places have a fewer number of eligible electors to process during the course of election day and therefore do not require the same level of staffing as the larger voting places.

 The DRO is responsible for maintaining peace and order, managing the voting place in accordance with the requirements of the Municipal Elections Act, 1996 and democratic principles and managing a staff of one, the Poll Clerk. The DRO ensures that all voters who are entitled to vote may do so, that no one votes more than once and handles all situations that may arise.

 Key duties include:

a) inspecting voting place in advance to confirm acceptability;

b) receiving and verifying the number of ballots;

c) arriving at the voting place one hour before opening to post directional signs and set up the voting place;

d) administering all oaths;

e) monitoring activities of candidates and scrutineers;

f) managing revisions to the voters' list and proxy voting and aiding electors requiring assistance to vote;

g) opening and closing the voting place in accordance with the Act and the Clerk's procedures;

h) handling all paper work including accounting for all ballots;

i) evaluating performance of voting place staff; and

j) returning all documents, supplies and equipment to the Clerk.

9.3.2.7 Poll Clerk

The poll clerk assists the DRO with his/her duties as listed in 9.3.2.6.

Key duties include:

a) maintaining a list of electors who have voted at the voting place; and

b) telephoning in the vote results immediately at the conclusion of voting.

9.3.2.8 Election Night Return Teams

Staff are responsible for receiving, and verifying the return of, all election equipment and supplies from the MDROs and DROs at the return locations.

Key duties include:

a) removing equipment and supplies from the cars of the MDROs and DROs;

b) tracking equipment and supplies returned to ensure nothing is missing; and

c) loading the equipment and supplies into a truck for delivery to the election warehouse and unloading the truck at the warehouse.

9.4 Recruit

9.4.1 General

An active recruitment strategy is being developed to recruit approximately 10,000 election day staff. Potential vehicles include the existing databases of the former municipalities, the City's Intranet and Internet Sites as well as media advertising.

The extent of the corporate support for the 2000 municipal election needs to be assessed to determine the participation level of City staff on election day. The details of this support need to be discussed with the Chief Administrative Officer and the Executive Director of Human Resources Division.

9.4.2 Open Houses

It is proposed that election staff conduct open houses in April of 2000 at each of the district offices during a lunch hour for City staff and the general public. Election staff will explain the election process and available job opportunities/responsibilities.

These sessions will be advertised on the City's Intranet and Internet Web Site and press releases for the local media will be prepared. If there is sufficient interest, additional evening sessions for the general public will be held.

9.4.3 Mail Out

The City is fortunate in having a supply of individuals who have worked in previous elections from which to draw. Many have worked a number of elections and are very knowledgeable and committed to the task. Former workers will be evaluated in terms of their past performance level prior to being recruited for the 2000 election.

In early May of 2000, election staff will conduct a mail-out to these former election day officials. Each kit will include an application form, a copy of the job description for the position they had previously held and contact names and telephone numbers for additional information. They will be encouraged to recruit additional potential staff from amongst their friends and family.

9.5 Screen

9.5.1 Test/Interview

All applicants will be required to complete an application form for review by election staff. MDROs, DROs, TDROs and ADROs will be required to complete a written test (7-8 questions) and be interviewed by election staff. (Poll Clerks, CSCs and Election Night Return Teams are not required to be tested or interviewed.) A physical test is administered to ensure they are able to lift and carry a tabulator (weight approximately 25 to 30 pounds).

9.5.2 Evaluate

All test and interview results will be reviewed to ensure that only capable individuals are appointed as election officials.

9.6 Appoint

9.6.1 Closeness to residence

Every effort will be made to appoint staff to a voting place in their neighbourhood. In addition to reducing travelling time, this practice increases the likelihood that election officials may recognize the eligible electors.

 9.6.2Languages

 Every effort will be made to appoint staff fluent in a second language to a voting place in a neighbourhood where that language is spoken. This will be of assistance to electors whose first language is not English.

9.7 Training

9.7.1 General

Attendance at a training session is mandatory for all election day staff except for the CSCs and the Election Night Return Teams. To enhance the retention of information, training will occur as close to voting day as possible, i.e. during the week preceding voting day.

9.7.2 Manuals/Information Brochures

Comprehensive manuals will be produced for all election day personnel covering all job responsibilities and potential situations that may arise. The manuals will be distributed at the lectures for the election officials to take away with them to review and to have on hand at the voting place.

9.7.3 Lecture Format

Training will consist of the showing of a video, a lecture, hands-on practice with certain activities and a question and answer session. Training groups will be kept small, approximately 25 per session, to allow for maximum hands-on experience and questions and answers. Where possible, staff that will be working in the same voting place will be scheduled for the same training session.

9.7.4 Video

A video highlighting voting place activities will be produced and given to each MDRO and DRO for them to take home and review. This is the same video that will be shown at the training sessions.

9.8 Evaluation

9.8.1 Voting Day

Performance appraisals are conducted on all election officials by their immediate supervisor, e.g. the Ward Managers evaluate the Supervisors, the Supervisors evaluate the MDROs, etc. This system ensures the appraisal is completed by the person in the best position to critically monitor and assess the worker's performance.

9.8.2 Post Voting Day

After voting day, a detailed questionnaire is sent to all election day personnel requesting their comments and feedback on a variety of topics including an assessment of the training format and materials and an evaluation of the suitability of the voting place they worked in. Individuals are encouraged to suggest ways the process could be improved for future elections.

9.9 Employee Database for Future Elections

The performance appraisals of election day officials will be maintained in the database as a reference for future employment opportunities.

10.0 COMMUNICATIONS

10.1 1997 Experience

The former six municipalities had variations in their communication plans for municipal elections dependent upon the needs of the particular municipality. For the 1997 election a standardized communication plan was developed so that electors and candidates would be treated equitably across the entire City.

Election information was made available in those languages spoken in at least 2% of the households in the City (Chinese, Greek, Italian, Polish, Portuguese, Somali, Spanish, Tagalog, Tamil and Vietnamese), in addition to English and French.

Communications staff produced a tabloid containing election information for voters which was delivered to all households. The tabloid was a valuable information vehicle and received positive feedback.

An elections web site was developed to provide information to electors on the electoral process, including dates and times for voting and a listing of candidates by ward. An elector could type in their address and the system would tell them where to go to vote. It should be noted this web site won a national award.

Vote-at-cards were mailed to 1.1 million households informing the 1.6 million electors on the voters' list where to go for advance voting and on election day.

10.2 Consultations

Comments received reflect the desire to broaden the City's outreach program:

a) the need to place more emphasis on a voter education program; in particular more direction is needed on how to properly mark the ballot;

b) voters residing in nursing homes and senior's residences may require additional voting instructions;

c) a language strategy needs to be developed to incorporate such items as use of the ethnic media, elector information being available in a variety of languages and voting places being staffed with election officials conversant in the language spoken in the area;

d) the Clerk should develop a brochure to explain the contribution rebate application process; and

e) ratepayers' groups and community groups should be utilized for distributing information on the electoral process to their members.

In addition, candidates commented that election night results were slow from Scarborough, Etobicoke and Toronto. They reiterated the problems that were experienced in 1997 with the web site results reporting (causing some media to report inaccurate numbers), a matter that will be addressed in 2000. Candidates were of the opinion a central location should be available for candidates to receive the vote results.

10.3 Goals/Objectives

It is critical that the election communication plan provide a clear, consistent message with a distinct and identifiable look. A communication strategy will be formulated throughout the consultation process and a report brought back in December, 1999 on this matter.

It is proposed that the plan be approved by the Clerk and Council and should serve as the overall direction for all communications programs for the election. It is anticipated the communication plan will enable voters to better understand the role of local government and encourage citizens to participate more in their local government.

Toronto is fortunate in the level of media attention given to the municipal election by the major daily papers. Staff intend to investigate methods to increase media coverage of the 2000 municipal election in the community and ethnic media.

10.3.1 Goal

To achieve a significant voter turnout in the 2000 election.

10.3.2 Objectives

a) to raise awareness of voting;

b) to encourage participation; and

c) to educate voters.

10.4 Mandatory Notices

The Clerk is required under the Municipal Elections Act, 1996 to give notice of nominations (offices and procedures), any by-law or question on the ballot and to provide notice to electors on voting dates and hours, voting place locations and how to vote using a voting proxy. The manner and format of the notices is left to the discretion of the Clerk.

It is proposed that quarter page advertisements be placed in the Toronto Star, Globe and Mail, Toronto Sun and National Post for the notice of nominations and any by-law or question and a full page advertisement for the elector voting information in these four major daily newspapers together with ethnic, community and university/college papers.

10.5 Discretionary

10.5.1 Vote-at-Cards

In 1997, 1.1M vote-at-cards were mailed out to voters. In some municipalities, cards were mailed to each voter while in others cards were mailed to an address with all the voters names on the one card. Canada Post charged third class bulk rates for the distribution of vote-at-cards, however, by directive received January 1998, Canada Post will now charge first class rates for all election materials that are addressed to an individual.

It is proposed that a vote-at-card be mailed to each voter on the voters' list. This will increase our distribution to 1.6M for the 2000 municipal election. The card will serve to advise the voter of the dates, hours and locations for advance voting opportunities and voting day. The cards will be mailed out two weeks prior to voting day.

While this mailed notification is no longer a mandatory requirement of the Act, it assists in directing electors as to where they go to vote and serves as a reminder that voting day is approaching. Staff are investigating the potential of obtaining a corporate sponsor to off set the cost of production and mailing of the cards.

10.5.2 Tabloid

The tabloid would include voting information (e.g. voting day, hours of voting, how to get additional information), a map of the ward boundaries and Toronto City Council's structure. The back page would include a paragraph in a variety of languages, suggesting that readers call the Election Information Call Centre for additional information which will have AT&T multilingual interpretation capabilities.

It is proposed that a 4-page tabloid format be developed, on newsprint, in two or three colours. It will be delivered door-to-door to houses, multi-residential buildings and businesses using a private distributor. The tabloid would also be available in libraries, community and recreation centres, municipal buildings and Ward Managers' offices. The pages will also be provided to ethnic, community and university/college newspapers for possible inclusion in their regular layout.

10.5.3 Posters

It is proposed that information posters be posted in libraries, community and recreation centres, municipal buildings and Ward Managers' offices. The objective of the posters is to raise the awareness of the 2000 election.

10.5.4 Media Releases

It is proposed that media releases and public service announcements be used as an effective and inexpensive way to announce key dates, events or significant information during the 2000 election period.

A media launch will be held early in September, 2000 at Toronto City Hall to kick-off the information campaign. A media kit, containing pertinent information on the election process, will be available for distribution.

10.5.5 Media Advertising

It is proposed that two insertions of half page advertisements be placed in the Toronto Star, Globe and Mail, Toronto Sun and National Post together with ethnic, community and university/college newspapers to raise awareness of the 2000 election and to encourage eligible voters to vote. These advertisements will advise electors how to check to see if their name is on the voters' list and the procedures for revising the list.

It is proposed that small advertisements be placed in the four major daily papers at least three times a week for the two weeks prior to voting day to promote voting day itself.

10.5.6 Transit Posters

It is proposed that transit posters be utilized to reach public transit users. Posters will be displayed in transit shelters and subway stations and on buses, streetcars and subway cars to reinforce public awareness of the 2000 election. This has been very popular in previous municipal elections.

10.5.7 Billboards

It is proposed that billboards be employed to reach motorists and cyclists. Billboards would be erected and banners hung from bridge overpasses on municipal roads to increase public awareness of the 2000 election.

10.5.8 Hydro/Water/Tax Bill Inserts

It is proposed that inserts in the City's billing services be utilized as an inexpensive vehicle for reaching the people of Toronto and reminding them of the upcoming municipal elections.

10.5.9 Universities/Colleges

It is proposed that staff explore the possibility of public service announcements on the university and college radio stations and an information link on their web sites.

10.6 Languages

10.6.1 Languages in the Voting Places

Subsection 9(2) of the Municipal Elections Act, 1996 requires a Council by-law if notices and election information are to be provided in any language other than English.

Having elector information available in voting places in a variety of different languages is desirable to assist non-English speaking electors with voting place procedures and how to properly mark the ballot in the absence of election officials who can speak the language.

Staff are currently investigating the following three options for providing this information:

1) Posters in a number of different languages would be posted in voting places to give directions to electors. This may not be as effective as the other two options and some voting places may not be well suited to posters.

2) Small handheld tape recorders, containing a number of pre-recorded messages in a variety of different languages, could be made available in voting places. An elector needing translation would be given the unit, they would select the appropriate language and the message would walk them through the voting place procedure.

3) Pamphlets in a number of different languages explaining the voting procedure would be available in voting places for electors to use while they are voting.

10.7 Intranet/Internet

It is proposed that the web site be modelled on the successful 1997 version and be operational in early 2000. This is an effective and inexpensive way to provide election information to voters. With the increase in home computers with Internet access, individuals are relying more and more on this vehicle as an information source.

10.7.1 Job Opportunities

The site will include information on how to apply for employment on voting day including available positions, duties, job qualifications, time commitments and election staff contact names and telephone numbers.

10.7.2 Candidates

The web site will include a listing of candidates running in each ward together with their address and telephone number.

10.7.3 "Where to Vote"

Electors and City staff will be able to type in a municipal property address and obtain information as to the voting locations (both advance and on voting day) for that address. This system will be used by staff in the Call Centre.

10.7.4 Results

The unofficial election night results will be available on the web site as the results are reported to election central headquarters. The official election results will be posted on the web site as soon as possible after voting day.

10.7.5 Election Information

The web site will include general election information to assist electors, e.g. dates and times of both advance and regular voting days, the revision period process, how to get added to the list and how to vote by proxy. The candidate's guide, which contains information helpful to candidates in understanding the legislative requirements, will be available to be downloaded to a personal computer.

10.8 Election Information Call Centre

It is proposed that a central information call centre, where the general public can obtain election information, be in operation from September 5, 2000 to voting day. It will be staffed from 8:00 a.m. to 8:00 p.m. on weekdays and initially from 8:00 a.m. to 2:00 p.m. on Saturdays. Starting two weeks prior to the election, the Saturday coverage will increase from 8:00 a.m. to 8:00 p.m. The call centre will have both voice mail capabilities and AT&T multilingual language capabilities to take incoming calls from non-English speaking voters.

The call centre will be advertised in all election promotional materials including advertisements, media releases, tabloid, posters, etc.

The call centre staff will serve as the first line of response to public enquiries, receive requests for printed materials, mail out materials and answer basic election questions. Staff will have access to the voters' list and be able to advise callers if they are on the list, how to be added to the list and where they would go to vote.

10.9 Results

10.9.1 Internet

It is proposed that election night results be made available on the web site as they are being reported to election headquarters.

10.9.2 Press

Toronto media will be provided an opportunity to purchase a service level for the reporting of results. Consideration is being given to offering the media a menu of service levels ranging from faxed results to a computer link. In addition to being a revenue source for the City, this ensures the media receive timely and accurate results.

10.9.3 Candidates

Candidates are entitled to results in the voting places. Voting place staff will be instructed to print and post a copy of the results after the close of the voting place.

Monitors with up to the minute unofficial results will be available for candidates and the public on election night from 8:00 p.m. to 2:00 a.m. on the second floor, City Hall.

Candidates are also entitled to receive a copy of the Clerk's official declaration of the results of the election which will be available after 12:30 p.m. on November 16, 2000.

10.9.4 Public

The majority of the public will obtain the unofficial election night results from media reports.

11.0 YOUTH VOTING

11.1 Background Information

In the United States, "Kids Voting USA" has been in existence since 1988. The three Arizona businessmen who founded this program were amazed to discover that Costa Rica experiences a 90% voter turnout in elections. This is attributed to the tradition of youth accompanying their parents to the voting places. Over the past ten years "Kids Voting USA" has grown to reach 40 states plus the District of Columbia, 5 million students, 200,000 teachers, 80,000 volunteers and 6,000 schools.

An increase in voter turnout of between 5% and 10% is attributed to the kids voting program in the United States. "Kids Voting USA" states "Kids voting was an influence in the decision of at least 600,000 adults to vote in the 1996 Presidential election."

In the United States, this program is delivered effectively with a combined effort, resources and support provided by the business community, educators, election officials and families. Prior to election day, students from kindergarten through to grade twelve are involved in an innovative curriculum with action-oriented activities that involve family, schools and the community. On election day, students either accompany their parents to the voting places or go on their own to cast their ballots. The student ballot is made up of the official candidates and questions, divided into sections. Depending on the student's grade level, they are directed to fill in the entire ballot or certain sections only.

11.2 Purpose

The youth voting program would give students the opportunity to learn:

a) decision making skills;

b) individual responsibility;

c) self-discipline;

d) civic-mindedness;

e) open-mindedness;

f) willingness to compromise;

g) respect for diversity; and

h) co-operation.

These skills are essential for good citizenship in our democratic society. A youth voting program can help to establish an informed electorate, increase voter turnout, increase awareness of democracy in our youth, empower our youth through increased decision making skills and cultivate lifelong voting tendencies in youth.

11.3 Partnerships

Partnerships with the following agencies are essential in order to effectively implement a youth voting program:

a) the four school boards in the City of Toronto;

b) the Ministry of Education and Training;

c) the Ontario Teachers' Federation;

d) the Ontario Conference of Independent Schools; and

e) the Learning Partnership (a non-profit organization of business people, educators, labour and community leaders).

It is proposed that staff further pursue this initiative and report back.

11.4 City of Toronto

The role of the City of Toronto would be limited to providing the opportunity for youth to attend at voting places, receive ballots and deposit ballots in a designated ballot box. Staff would provide ballots and assist in the coordination of the counting of the ballots.

12.0 Budget

12.1 1994 and 1997 Budget and Actual Comparisons

 *includes $318,184.00 identified as transition costs, actuals do not reflect charge backs for services from other municipal departments, (e.g. staffing, facilities, information technology, parks and recreation, works).

12.2 Impact Statement - Costs over and above 1997 Actuals

12.3 Total Costs

Estimated operating costs of the 2000 municipal election $5,870,400. This does not cover any charge backs for services or resources seconded from other Divisions or Departments.

The foregoing estimates are presented here for information only. A full budget statement will be presented as part of the Clerk's Division 2000 Operating Budget process.