PROCEDURE
    MUNICIPALITY OF THE TOWNSHIP OF TINY
    TELEPHONE VOTE FOR THE 2000 MUNICIPAL ELECTION
    TO BE HELD
    SATURDAY, NOVEMBER 4, 2000 TO MONDAY, NOVEMBER 13, 2000
    (procedure made under the Municipal Elections Act, 1996)

    INDEX

    1. Preamble
    2. Definitions
    3. Application
    4. Voters’ List
    5. Notices
    6. Telephone Voting
    7. Voter Qualifications
    8. Voting Process by Telephone
    9. Scrutineers
    10. System
    11. Results
    12. Recount
    13. After Voting Day
       
  1. PREAMBLE

      The attached election plan has been prepared to outline the administrative process to be used in the Township of Tiny for the 2000 Municipal Election.

      This election plan has been approved by the Clerk of the Township of Tiny who has the legislated responsibility of conducting the election. The Municipal Elections Act, 1996 provides considerable discretionary authority to the Clerk.

      If any section of this election plan conflicts with the Municipal Elections Act, 1996, the relevant section of the Municipal Elections Act, 1996 will prevail.

  2. DEFINITIONS

    1. Advance Voting

      Voting may occur from Saturday, November 4th, 2000 at 9:00 a.m. until Monday, November 13th, 2000 at 9:59 a.m.

    2. Voting Day

      10:00 a.m. to 8:00 p.m. on Monday, November 13th, 2000.

    3. Voter Information Package

      A sealed package marked "Personal and Confidential" will contain a Voter Identification Number and Confirmation Number for each person on the voters’ list, a telephone access number for voting, a Help Centre number for assistance and a list of candidates. These packages will be mailed to each person on the voters’ list.

    4. Voter Identification Number

      An eight digit number is assigned by Bell Canada to each voter to provide secure access to the voting system.

    5. Confirmation Number

    A unique two digit number is assigned by Bell Canada to each voter to provide additional security.

        f.     Preliminary List of Voters

    A list of Voters for the Township of Tiny is compiled by the Provincial Ministry of Revenue and provided to the Township of Tiny.

        g.     Clerk

    The Clerk of the Municipality is responsible for conducting this election. The Municipal Elections Act states that the Clerk may provide for any matter that is not otherwise provided for in an Act or regulation and is, in the Clerk’s opinion, necessary or desirable.

        h.     Election Official

    Officials appointed by the Clerk (in writing) will carry out election duties under the Municipal Elections Act.

        i.     Revision Centre

    The Township Office, 130 Balm Beach Road West, has been designated by the Clerk to make additions, deletions and corrections to the voters’ list. This centre will also supply a telephone to accommodate voting. The entire property has been designated a revision centre.

        j.     Help Centre

    Two locations (Woodland Beach Fire Hall and Northwest Basin Fire Hall) will be staffed by the municipality to assist electors with telephone voting.

        k.     Satisfactory Identification

      One or more pieces of photo identification will verify the identity of the individual to the satisfaction of the Election Official.

        l.     Reference Number

    A number is assigned to each voter on the voters’ list to accommodate a tracking system of electors who have voted.

    3.    APPLICATION

      (a) This procedure has been developed pursuant to Section 42(3)(a)(ii) of the Municipal Elections Act, 1996 and applies to the telephone vote being conducted by the Township of Tiny between Saturday November 4 and Monday, November 13, 2000.

      (b) The procedures and forms established by this procedure prevail over the Act and its regulations, as per section 42(4) of the Municipal Elections Act, 1996.

      (c) Where these procedures do not provide for any matter, the election will be conducted according to the Municipal Elections Act.

      (d) These procedures may be amended as necessary.

    4.    VOTERS’ LIST 

(a) The preliminary list of voters was requested from the Assessment Commissioner in both paper and CD format. The list was reviewed by the Clerk, corrected for obvious errors, and approved for use. It was reproduced in paper format and distributed to those who are entitled to copies.

(b) In accordance with Sections 12(1) and 42(4) of the Municipal Elections Act, the following procedures are established with respect to changes to the Voters’ List;

  • The Voters’ List may be revised by removing duplicate names of electors; and
  • By making additions, corrections and deletions in accordance with Sections 24 and 25 of the Municipal Elections Act, 1996.

  • The revised Voters’ List was reproduced and provided to Bell Canada in order that Bell Canada may print and forward the Voter Information Packages by first class mail to all eligible voters.

  • The list will be reproduced in a format to accommodate the Revision Centre and the Help Centre.

  • Revisions to the Voters’ List will be produced in paper format and distributed to those who are entitled to copies.

(c) The Revision Centre, at the Municipal Office, 130 Balm Beach Road West, Perkinsfield, is responsible for the following:

  • Eligible voters who are not on the Voters’ List may complete a declaration form, provide satisfactory identification, and be added to the Voters’ List.

  • They will be assigned a Reference Number and a Voter Information Package containing the Voter Identification Number; and

  • They may vote at the Revision Centre if they wish.

Checking and issuing Reference Numbers to qualified voters:

  • if a person on the Voters’ List has lost or did not receive his or her Reference Number, he or she may visit the Revision Centre to receive a new one. The unused Reference Number and the Voter Identification Number will be deleted from the system. After showing satisfactory identification and taking an oath, the voter will receive a new Voter Information Package, Reference Number, Voter Identification Number and Confirmation Number.
  • If an eligible voter has tried his or her Voter Identification Number for the first time and it has already been used, the voter may visit the Revision Centre with satisfactory identification. Election Officials will confirm that the Voter’s Identification Number has been used. An oath will be taken by the voter indicating he or she has not voted and then a new Voter Information Package will be issued.
  • Where an eligible voter has tried his/her Voter Identification Number and it is not valid, the Election Official will ensure that it has been activated.
  • Where an eligible voter has received a Voter Information Package with incorrect school support, the voter may visit the Revision Centre. The unused Reference Number will be deleted. Upon receiving satisfactory identification and completing an application for correction on the Voters’ List, a new Voter Information Package will be issued.
  • Voter Information Packages will be given only to those that visit the Revision Centre. Reference Numbers will not be given over the telephone or by mail Satisfactory identification is required.

5.    NOTICES

(a) The Clerk of the Municipality will notify voters of the following through the use of newspaper advertisements:

      • that a Municipal Election is being held in the Township of Tiny;
      • the times and dates to vote including advance voting and the method of voting;
      • who is eligible to vote in the Municipal Election;
      • how eligible voters may check if their name is on the voters’ list and how their name may be added to the list; and
      • the location and hours of the Revision Centre.

(b) Each person on the Voters’ List will be mailed a sealed Voter Information Package marked "Personal and Confidential" containing the necessary information for voting.

(c) A voter may vote only once, even if he/she qualifies at more than one location in the Township. An eligible voter who receives more than one Voter Information Package should return the other package to the Municipal Office.

(d) Voter Information Packages returned to the Municipal Office will remain unopened, be maintained in a secure fashion and be destroyed at the same time as all other election material.

    6.    TELEPHONE VOTING

    • Eligible voters are required to telephone a designated number and cast their vote;
    • Each eligible voter is limited to one vote through the use of Voter Identification Numbers;
    • Once the Voter Identification Number has been used, it cannot be used again and access will not be granted to the telephone voting system.
    • Following each selection, the interactive voice response system will identify the voter’s choice and provide the voter with the option of changing or confirming the vote;
    • The interactive voice response system allows the voter to abstain from voting for an office;
    • Bell Canada will provide a list of reference numbers of those who have voted each day. The Township will then generate a list of the names of those who have voted. This list will be available to all candidates and/or appointed scrutineers.

    7.    VOTER QUALIFICATIONS

            A person is entitled to vote in this Municipal Election if he/she:

      a.    at any time during the qualification period (Tuesday, September 5, 2000 to Monday, November 13, 2000) is:
  • a resident in the Township of Tiny, or 
  • the owner or tenant of land in the Township of Tiny, or the spouse or same sex partner of such an owner or tenant; and

                b.    on Voting Day (November 13, 2000) is:

  • a Canadian citizen,
  • at least 18 years old, and
  • not prohibited from voting under Section 17, Subsection 3 of the Municipal Elections Act, 1996 or otherwise by law.
         

    8.    VOTING PROCESS BY TELEPHONE

(a) Eligible voters may vote by:

  • accessing the telephone number provided by using either a touch tone telephone or rotary dial telephone;
  • visiting the Revision Centre during hours of operation (between November 4th and November 13th) and using the touch tone telephone provided;
  • visiting the Revision Centre with an "agent", taking the appropriate oaths and having the agent vote using the touch tone telephone provided. In the absence of an agent, the voter may request the assistance of an Election Official.
  • visiting the Revision Centre with an interpreter, taking the appropriate oaths and voting using the touch tone telephone provided;
  • requesting assistance by telephone of a Help Centre official during hours of operation (between November 4th and November 13th), taking the appropriate oaths and voting with the assistance of the official.

9.    SCRUTINEERS

(a) Scrutineers may be appointed as stated under Section 16 of the Municipal Elections Act, 1996. Scrutineers will be entitled to:

      • receive the list of voters who have voted. It is available upon request and after producing the properly signed appointment of scrutineer form. Scrutineers may pick up their list after 12:00 p.m. during the advance voting period. On voting day, lists will be provided after 12:00 p.m. and 3:00 p.m.
      • visit the Revision Centre and observe the process during its hours of operaton, This may occur upon request and after producing the properly signed appointment of scrutineer form.
      • be present at the time and place where results are announced by the municipality.

    10.    SYSTEM

(a) Integrity of the voting process is the responsibility of the Clerk of the Municipality and is preserved by:

    • ensuring that every eligible voter on the voters’ list is mailed a sealed Voter Information Package;
    • ensuring that no one, including the Clerk, maintains a list of Voter Identification Numbers that matches each voter’s name and address; and
    • providing an opportunity for eligible voters who are not on the Voters’ List to be added to the list or to make amendments to the list, up to and including Monday, November 13, 2000 at 8:00 p.m.

(b) The voting system will be tested within seven (7) days of the telephone vote. The test will include:

    • wording of the script;
    • Help Centre and Revision Centre telephones;
    • deliberately overloading the voting system with incoming calls;
    • attempting to use a Voter Identification Number more than once;
    • activation of Voter Identification Numbers through the revision process; and
    • rotary telephone voting.

    11.    RESULTS

(a) The Clerk of the Municipality will report the results when received from Bell Canada after 8:00 p.m. on Monday, November 13th, 2000.

(b) Bell Canada will keep open its public voting lines until 8:00 p.m. on Monday, November 13th, 2000 and its Revision Centre lines open until the Clerk confirms that all eligible voters in the Revision Centre at 8:00 p.m. have completed voting.

(c) The Clerk will officially declare the result of the vote and candidates elected at 11:00 a.m. on Tuesday, November 14th, 2000.

    12.    RECOUNT

In the case of a tie vote, the Clerk will request from Bell Canada a re-tabulation of the votes cast.

    13.    AFTER VOTING DAY

(a) The Reference Numbers and Voter Identification Numbers will, at no time after voting day, be cross-referenced to indicate how an elector voted.

(b) All election materials will be destroyed in accordance with the Municipal Elections Act.