Mail-in ballots will be an option for the upcoming municipal election.
A report presented by city staff at a Nov. 22 general meeting recommended that council approve the use of special voting opportunities in the 2022 local election and also authorize the preparation of the appropriate bylaw and bylaw amendments for that purpose.
The report specifically mentioned care homes as well as assisted living facilities with the city saying a care home staff survey in late 2020/early 2021 showed there was a preference for mail ballot voting by administrators for the facilities.
Mayor Mike Hurley and council sent the report back to city staff, asking them to present another report detailing options available, cost and the most reasonable processes that would be feasible.
A new report was detailed at a Dec. 13, 2021, council meeting, which ultimately led to council directing staff to proceed with mail ballot voting at large.
Leading up to the 2021 Burnaby byelection, a letter dated June 11, 2021, from the Disability Alliance of B.C. was sent to Mayor Mike Hurley and council. The organization said it opposed the choice by the city.
"The exclusion of a mail-in voting option will most certainly create barriers for many Burnaby residents, including people with disabilities, who may not be able to travel to a polling station to cast their vote," the letter reads.
"The City’s failure to offer mail-in ballots actively discriminates against people with disabilities by reducing access to their right to vote. Accommodations must be made for people with disabilities, especially by any level of government, to ensure full access and participation in the voting process."
The city said they would be offering curbside voting, which allowed people to cast a ballot in their car within the parking lot of a policing station, with the presence of election officials.
"However, this does not fully accommodate all people with disabilities as some may not have access to a vehicle. As a result, some Burnaby residents will have no means to vote in the upcoming By-Election," the Disability Alliance of BC said.
Disability Alliance BC also said more efforts should be made for voters to cast a ballot, especially during COVID-19, which could hinder someone's effort to vote.
In the report presented yesterday (Dec. 13), the cost was broken down by "reasonable estimates" for 25,000 mail-in ballots, details that were requested by council. They are not included in the 2022 election budget.
- Envelopes (not including freight) - $14,000
- DataFix Mail Ballot Module - $18,000
- Mail Ballot election workers - $29,000
- Additional laptops and tabulators - $8,000
- IDRS preparation of mail ballot application package - $19,117.02
- IDRS preparation of mail ballot packages - $38,718.43
- Mail (outgoing) - $89,000 (based on 2022 postal rates)
- Mail ballots (separate order scored for folding) - $7,000
- Total estimated cost: $222,895.45
The 25,000 mail-in ballot example equates to 15.5% of the current voter list.
Since the funding for mail-in ballots wasn't identified in the overall general elections budget within the 2022 to 2026 financial plan, money from the city's operating surplus reserve will be used to manage the above additional costs.
"Research has found that other municipalities considering mail ballot voting at large are using estimates ranging from 10% of their total voters list to 30% of their total voters list and other percentages in-between," the report states.
"If Burnaby were to use 20% of the total voters list, the volume would be in the area of 32,000 packages.
Staff added the cost estimates don't provide return mail postage as part of the package. If council wants to provide return mail postage, the cost is estimated at an additional $24,150.
"Additional internal costs not reflected in this report include creation of the mail ballot application form, both online and in print form, staff time for developing and coordinating mail ballot materials, answer inquires, providing assistance to voters to complete application and send out more packages as required," the reported states.
"Given this process was not considered in planning for the 2022 election, it will also result in overtime costs and election results may be delayed depending upon volume received."
The process of mail-in voting is available in the report from pages three to six.
The official recommendations passed directed staff to proceed with mail-in voting at large for the 2022 municipal election and that council authorize amendment and/or preparation of the appropriate bylaw(s) to facilitate mail-in voting at large in accordance with the process outlined in the report.
