Telephone (905) 468-3266
Facsimile (905) 468-2959
1593 Four Mile Creek Road
P.O. Box 100
Virgil, Ontario
L0S 1T0
Submitted on:
December 02, 2013
Report:
CS-14-001
Report To:
Corporate Services Advisory Committee
Subject:
Municipal Election 2014
1. RECOMMENDATION
It is respectfully recommended
1.1 That pursuant to Section 42 of the Municipal Elections Act, 1996 as amended, the alternative voting method to be used in Niagara-on-the-Lake's 2014 Municipal Election be internet voting; and,
1.2 That electors be given the option of internet voting or paper ballot on election day, October 27th, 2014; and,
1.3 That the necessary by-law be forwarded to Council for approval, recommending internet voting; and,
1.4 That a Request for Proposal be prepared and advertised for interested parties to provide internet voting.
2. PURPOSE / PROPOSAL
The purpose of this report is to request approval from Council for an alternative voting method for the upcoming Municipal Election to be held on Monday, October 27th, 2014.
3. BACKGROUND
In 1996, the Municipal Elections Act (the "Act") was amended to allow municipalities to use alternative forms of voting other than paper ballots at polling stations. By-law 3072-96 was approved December 16th, 1996 being "A by-law to provide for the use of voting machines, voting recorders, optical scanning vote tabulators or other voting devices at elections".
The Clerk of the day prepared a report to Council recommending approval of the purchase of Accu-Vote Tabulators from a company, at that time known as "Global Elections". The tabulators have been used in every election since 1997 (five elections in total). The company Global Elections has changed ownership many times during these five elections. Staff feels technology has advanced since 1997 and it is time to update the election process.
The Act provides that the municipal council determines the method of voting to be used. Internet voting is now used in many countries around the world and it is the most convenient form of voting for the majority of electors. It is also the least expensive. In 2010, approximately forty-four (44) Ontario Municipalities used internet voting in combination with some other form of voting.
It is felt that a large majority of Niagara-on-the-Lake electors use the internet. People of all ages are involved with social media to communicate with friends and family. Many buy and sell on the internet, and do their banking and plan vacations. People are connected through their computers and lap tops but more are connected through phones, tablets and even game consoles. A large majority of electors will find internet voting easy and convenient.
Municipal Clerks who used internet voting in the 2010 municipal election reported there was a high level of satisfaction with internet voting among electors, candidates and election staff.
Some municipalities that used internet voting reported a voter turn-out to be around sixty percent (60%). Internet voting allows electors to vote twenty-four (24) hours a day for eight (8) to ten (10) days and up to 8 p.m. on Voting Day. Electors can use any device that connects to the internet to vote, including their computer, lap top, tablet or phone.
Internet voting also addresses most accessibility issues since people can vote from anywhere. Many people with accessibility issues have, where necessary, already made accommodation to be able to use the internet. For example, people who have challenges with their sight may already have the use of an internet reader.
Traditionally, the lowest turnout rate for elections at all levels of government is the eighteen (18) to twenty-five (25) age bracket. Using internet voting is one way for the municipality to encourage involvement in the election process among this age group. The more the municipality uses internet technology to communicate and connect with its residents then the more the municipality becomes relevant to this age group and the more that interest is promoted in community involvement.
4. DISCUSSION / ANALYSIS
Internet Voting seems to be the way a lot of municipalities across Canada are moving toward. Town staff recommends internet voting for the 2014 Municipal Election to improve voter turn out, reduce Proxy Voting and to allow all electors to vote from any location as long as the elector is authenticated.
Over the years as legislation has changed, staff has been challenged with locating facilities that meet the accessibility legislation. As well, it gets more difficult to find enough staff to work in the elections. Should internet voting be supported for the 2014 election, all election workers would be municipal staff.
Some electors will not have access to the internet or may require assistance from Town staff to vote. For those electors, a Voter Information Centre will be set up at the Municipal Offices in the Council Chambers. Electors will be able to attend this centre where computers and election staff will be available to answer questions and to also provide electors with all necessary instruction and assistance so that they can conveniently cast their ballot.
The plan would be to have the Voter Information Centre open on Saturday, October 18th (10:00 a.m. - 8 p.m.) and Monday, October 20th through to Friday October 24th, during normal office hours, with a couple of these days having extended hours. It should be noted, electors would not need to vote at the Voter Information Centre as they would be able to vote from any location in the world, using any device that connects to the internet. This Centre is for those who do not have access to the internet or those who may require assistance.
On election day October 27, 2014, staff would relocate the Voter Information Centre from the Municipal Offices to the Community Centre. We would also offer the paper ballot option, for those who do not wish to use Internet Voting, similar to past elections. Staff's preference would be to offer only internet voting for 2014, but feels this might not be acceptable at this time. It is hopeful for the 2018 election, internet voting be solely used.
The two companies that have provided estimated costs for internet voting advise their systems are secure.
One company states ".... Online Voting implements a set of cryptographic protocols and mechanism which jointly guarantee reliable and secure elections, ensuring voter privacy and providing end-to-end security by creating a virtual secure channel between voters and Election Officials.... In addition, Online Voting uses digital certificates to strongly authenticate voters before allowing them to access the voting process and cryptographic means to ensure the integrity of election results, preventing and detecting the addition of bogus votes and the manipulation or removal of valid ones. Online Voting implements a unique and patented mechanism called "ballot receipt" (also named as "voting receipt") which allows voters to anonymously verify that their vote was recorded by the system as cast. Additionally, Online Voting stores all the important actions performed by the system, including voters' and administration users' activities, in logs protected by means of cryptographic mechanisms (called immutable logs), ensuring that nobody can manipulate the entries stored in the log."
The other company states "..... Internet Voting System utilizes a protocol to provide a secure channel between voter’s web browser and vote processing servers. The complete communication is digitally signed and encrypted. Internet Voting System provides a layered and comprehensive set of security controls for the end-to-end online voting process. Security controls include physical security mechanisms, access control, data confidentiality as well as data integrity. Access to the online voting web application is protected by the initial voter authentication web application, which interfaces with Voter Management Portal data (Datafix). In that way, the only publicly visible web page within the system is actual voter login page. Only after successful voter authentication, will the system allow access to the voting pages. All electronic records are Digitally Signed but maintain voter privacy. Once the voter casts their online ballot, the system does not allow the same voter to login again. In addition, as soon as the voter casts their online ballot, the system updates the election database, creates audit records and an electronic ballot image with timestamp, and therefore provides multiple ways to verify that votes have not been modified."
5. FINANCIAL IMPLICATIONS
The municipality budgets $15,300 per year toward election expenses. Over the four years between elections, approximately $6,000 has been spent on licenses and maintenance costs on programs for the next election. For example, staff work with Datafix, a company that provides a database that works with MPAC's data which creates the voter's list. This leaves a balance of approximately $55,000 for the 2014 election.
Two companies have provided estimates to the Town for Internet Voting as well as Internet Voting with paper ballots for October 27th, being election day.
Once Council has made a decision on Internet Voting, staff will create an RFP with specific details and move towards the best and most secure company.
6. COMMUNICATIONS
A communication plan will be created to advise the residents of internet voting. Notices will be placed in both newspapers as well as information being posted to the Town's website on the election page.
7. CONCLUSION
Once internet voting is approved by Council and implemented, staff looks forward to moving forward with today's technology.
Prepared by Respectfully submitted,
Holly Dowd Sheldon Randall
Town Clerk Director of Corporate Services
Mike Galloway, MBA, CMO
Chief Administrative Officer
ATTACHMENTS
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