Okay. Um, welcome to the June 11th meeting of the Accessibility Advisory Committee. Uh, just so you know, members of the public may watch the meeting live on oakville.ca or the town's YouTube channel. The agenda and materials for this meeting are available on oakville.ca under town hall agendas and meetings. So for today's meeting, we have two discussion items and five information items. So I will start. Uh madame clerk, are there any regrets? >> Yes, councelor Giddings and Dean are regrets. >> Thank you. Okay. Now the next item on the agenda are are the declarations of pecunary interest. Do any committee members have any declarations of pecunary interest for today's meeting? Okay. As there don't seem to be any we will proceed. So the next item on the agenda is the confirmation of the minutes of the March 12th 2026 meeting. So, is there any discussion? >> Yes, Karen. >> Just one note that the March meeting was held virtually and in the minutes it's indicating in chamber. So, just a >> clarification. >> Clarification. >> Okay. Thank you. So, clarification on that. Okay. So with that clarification, um is there a motion that the minutes of the accessibility advisory committee meeting of March 12th, 2026 be approved with the clarification? Karen moves approved. >> Moved. Okay. All in favor? Thank you. That motion is carried. So moving on, as I said, we have two discussion items. Uh the first one is the 2026 municipal election accessibility initiatives. The second one is the accessibility policy and related procedures. So at this point I will turn it over to Andrea um to walk us through the items. Thank you uh through the chair. We are happy to be here today uh to speak to the accessibility initiatives that we have planned for the 2026 Oakville Municipal and School Board elections that will happen on October 26. With me is Angela Johnston, election coordinator. Uh and also in the preparation of this report was uh Antonia Manusa, who couldn't be with us today, uh the legislative projects adviser. So, the election team really is committed to removing barriers for all voters for the 2026 election, whether they're voting in person or using one of our alternative options, which is reflected in the town's 2026 accessibility plan. For in-person voting, uh, voting locations will be inspected to ensure that there are no physical barriers in accordance with the municipal elections act. And in larger voting locations, site supervisor supervisors will ensure physical accessibility and that includes uh including rest stops from uh from entrances to the voting area. If a voting location does not have sufficient accessible parking signage, we will provide additional signage as required. And signage really does play an important uh role in ensuring safety and accessibility. Voting day, as I mentioned, is Monday, October 26th. Voting locations will be open from 10:00 a.m. until 8:00 p.m. And there will be several options uh available to voters to cast their ballots um as easily as possible, particularly for those who are unable to attend or access a voting location. And we do look forward to getting into those options uh later in the presentation. And also to note that accessible voting equipment will be available during advanced voting and um and on voting day at town hall. And this will include a hand and foot paddle, a sip and puff device, and other assisted tools. So, lots of information on this slide, but um we do also have this information available online. Uh these are the listings of the advanced voting dates. Um and as mentioned, all physical all locations will be physically accessible. Uh so while on voting day locations will be open from 10 until 8:00 p.m. uh we have different times open uh during advanced voting. And so again all this information is available online and we are we have a a a number of engagement opportunities over the next few months to advise voters and let them know how they can get out and cast their ballot. So I now I'll turn it over to Angela to speak to proxy voting. Thank you. Thank you. Uh proxy voting. One of the services we will provide is vote by proxy. This option will be available for voters who are unable to vote during advanced voting opportunities or on voting day, allowing them to assign someone to vote on their behalf. This option will support voters who are traveling or unable to attend in-person voting and who do not use the um home vote program. In the 2022 election, approximately 25 proxies were used and we anticipate a similar level of use in 2026. Okay. So now we're just going to give you some information on the home vote program. Uh so this team came to the accessibility adise committee accessibility advisory committee last year uh to give some um information as to what we're doing to prepare for the election. And so we did speak to the home vote program and this was first piloted in 2018 um and then we brought it back in 2022 as an alternative voting method and it is intended for individuals who can't leave their home um or who are who are maybe temporarily unable to leave their home. We actually um we have two staff attend the uh the voters's home and we are uh we allow them to cast their ballot in the comfort of their own home. Uh we got a lot of really great feedback from this uh from this program in in both the past two elections. Um and we do we do ensure voters they're screened over the phone to confirm eligibility and ensure accuracy of the voters's list. Uh they do follow the same process uh that other voters would have to do if they do enter a location. Um and we do extend the service to caregivers as well um I if the need is there. Um, and so just to give you an idea of numbers, in in 2022, we had about 20 uh voters who registered for the home vote program. Um, and if I'm not mistaken, I think a member uh when we spoke here last last year, they really did uh they were grateful for the feedback. So that's generally the feedback that we hear is that voters are really appreciative that this program exists. Um, and uh and then of course in in any need staff will be equipped with uh PPE if if the case is needed. Uh we also wanted to speak to the drive-through voting opportunity that we first piloted in 2022. This was the first ever drive-through voting location and this was held at the Oakville Trafaloger Community Center. Um, a total of 358 voters uh used the drive-thru voting option and again based on positive feedback that we heard in 2022 uh we are offering it again in 2026 um in the same manner so that voters do have the option of voting either inside the community center or they could use the drive-through option. So, the other uh really great program that we do offer is it's called curbside voting. And this is where uh a voter who maybe is unable to enter the voting location or it's not easy for them to get out of the vehicle, uh they could cast their ballot um once brought to their vehicle. So, we uh we have processes established online where people can actually call ahead um if they're able to and they can arrange we can arrange for a supervisor to meet them outside of the established voting location. And this could be either advanced voting or on voting day. Um, and we we of course offer the the option as well if uh let's say a friend or a family member or caregiver is driving the voter to the location. The need to call ahead isn't there. Um, but they could come in and just request a service right then and there. Um, and during the 2022 election, we had six curbside voting appointments made. Um, and again, the feedback from the participants indicated that the service was convenient and easy to use. Sorry. Um, assistance at voting locations. Voters who require language assistance will be able to access the 311 language line to have voting information interpreted. In addition, employee language skills will be identified during recruitment, allowing for on-site assistance where possible. We are working to expand this program by adding visible identifiers to name tags for staff that are comfortable assisting in other languages. Voters have um voters may also receive assistance from family members or a friend who will be required to take the oral oath of interpretation. Candidates and scrutiners will not be permitted to act as interpreters. Um retirement and retirement residences and long-term care facilities. The town will provide voting services at all um several retirement residences and long-term care facilities as required. Voting locations will also include um the hospital, ensuring that eligible voters are able to vote within their ward where possible. Facilities may be given the option to provide their own staff for voting day with municipal staff supporting where needed and voting hours will be uh vary by location depending on operational needs. During the 2022 election, voting services were provided at 22 retirement residences and long-term care facilities, as well as the hospital, and approximately 450 voters um cast their ballots for at these special voting locations. So, so this is definitely our favorite uh favorite slide to speak to, and I know if Antonio was here, she uh she loves speaking about this. Back in 2024, we did make a commitment to council that we were really going to go above and beyond when it comes to voter outreach and education. Um, and we actually have members of the election team here, um, in addition to Angela who are making that happen. Uh, so we are engaging all groups through a variety of initiatives uh, throughout the summer. We are attending um, several town events. So that includes um, the Canada Day event. Uh, we just attended, which one was it? Which one? the 16 milei creek opening which we were speaking of. Uh the fire department has what they call dog days of summer. So these are all wonderful events that we go to uh to engage with voters and and the children to get people interested um and and aware that an election is happening. Uh we also have the town of future voters um mock election that we offer to children again in an effort to get people excited about the election and at the same time we can then engage uh their parents or caregivers. So, I don't know if anyone's had an opportunity to uh to see that in in in uh in progress, but it's a lot of fun to watch and the kids really do get excited about it. Um our team really does continue to prioritize accessibility and inclusion in every election cycle. Uh so this year we are really proud to uh continue and build and enhance uh our current processes and uh as an Angela mentioned we we offer election information in multiple languages ensuring that every eligible voter can participate. Uh we do work closely with town departments uh to ensure consistent messaging and to ensure that we can reach all community groups. And uh one uh one area that we are again building on and enhancing is uh this targeted social media. Uh so we have these campaigns that's really going to help us connect with diverse uh audiences. And then after every election, what we do is we collect feedback from voters um to identify new ways that we can improve engagement uh and and accessibility. So really at the heart of all of these efforts is our commitment to accessible voting for all. We want to remove those barriers and make sure that every eligible voter has the ability to cast their ballot. So, at this time, uh we welcome questions from the committee if any. Thank you. Any questions online? Okay. I I have a couple questions, please. >> Um so, you mentioned about the language interpretation. Uh, does that include ASL, American Sign Language? >> Uh, not at this time. No. >> Okay. >> No. >> Um, it might be something just uh to consider. The other thing is I think you mentioned at the beginning um about the um uh the different things like the um uh paddle the foot the it's called I think it's called VAT like the voter assist terminal. So, do we have the full uh VAT like the full voter assist terminal available at each site or is it will it be advertised for certain sites? >> So, we are um thank you for the question. We will be having um we'll making the we're making the accessible voting equipment accessible only at the town hall location but at every advanced voting and on voting day. Um, and if I can just add to the first question uh that that uh you had asked, if if there's a request for ASL interpretation, uh we are going to make every effort to uh to meet the needs of any requests that come through. Um for example, if a candidate if there's a need for um ASL interpretation uh from a candidate, then we would obviously do make every effort we could to make that happen. We're having a candidate information session in August. And so if such a request came through then we would absolutely uh meet that need. >> Yeah because I know you don't necessarily have to have an on-site interpreter. There are online services in which you can just um you know log in and they will provide that. So it's been very helpful. Um I know they use it at the hospital and it's been very helpful for uh for patients in that regard. Um so just to clarify the VAT is going to be at the town hall but people will know where the the VAT is. >> Yes. Absolutely. Yeah. >> Okay. because I found just talking with people about it that what um uh voters especially um uh voters that are um blind, low vision, um deaf, heart of hearing, what they're looking for is the ability to vote um independently. Um you know, you talk to me, it's like I don't want somebody I want to be able to vote independently, not somebody sitting with me to do it for me. So I think all these um uh assistance now will help um in that regard. >> Yeah. Yeah. Absolutely. >> I think we've come a long way. Thank you very much. >> Thank you. >> Oh, Anora. >> Hi. Sorry. I'm having problems with my computer. So if I go away, you'll know what's happened. Um I just wanted to mention that you know my husband's quadriplegic and it is fine. He's bad rearing. We have used several of the different accessible the drive-thru. Uh we have not used but we've actually been able to pull up and someone come out. He was able to vote that way. We um the one thing that unfortunately that we have been doing lately is actually having to vote from home. So I'm the one who had to find out. So, I thought it was a bit odd that I continue every time I want to vote, I phone the elections place to have somebody come out. So, is there something that we're going to do to let us know ahead of time and where we can call to register to have that done because I can't leave, my husband can't leave. I do it for him and I never have any problems. You know, when they come out, they're wonderful. Uh we've had it done in the hospital. We've, you know, we voted for Duffren County at Sunnybrook in Toronto. So things have been working out through all these years. Um but how do we do it so that I'm not stressed out trying to get everything done all the time? >> Uh are we to get a notice? >> Yeah, through you to the chair. It's it's a really great question. Um, one of the difficulties is the different layers of government who are offering the elections. So, at the municipal level, it's it's the town of Oakville who's administering the election and then of course you have provincial elections and federal and those are all different bodies and those are all different agencies. Um, so I I unfortunately there's not one way at this point that that we could uh we could have one list to sign up to be notified of such. Um but I do think that um the majority of the body the agencies our website included does have all that information available. We are trying to make the website as user friendly as possible and as quick as as easy as possible to figure out how can I cast my ballot and what options are available for me to cast my ballot. Um, I know there's a lot of municipalities who are um who are offering online voting and I know that would be an option that uh that really is that a lot of a lot of residents are interested in. Uh, that's something that it requires council approval. So, we don't have council approval to uh to offer internet voting in this election. Um, but the next election could be a different story of course. >> Thank you. >> Okay. Thank you. >> Any other questions? Sorry, I have one additional one. Do we offer phone voting? I know some municipalities offer the phone voting. >> We don't and we've actually never offered phone voting. Uh we we have seen that decrease quite a bit with the introduction of online. A lot of uh a lot of people did find that it was actually difficult to vote on by phone uh just because of the various names and the options and all the races. That's actually a challenge that we do have at the municipal level where we do have um multiple races that voters do have to cast their ballot for because of schoolboard trustees um and and council positions as well. >> Okay. Thank you. Thanks. >> Okay. Thank you very much. It was very good and I really appreciate all the initiatives when I read the report, all the initiatives um that the town is doing um to increase accessibility. It's amazing. Thank you. >> Thank you. and a next discussion item. So, the next discussion item, >> sorry, um chair, can we have a vote for >> Oh, for this. Okay. I was going to do them both together, but okay. So, that's fine. Okay. So, um can I have a motion that the um 2026 municipal election accessibility plan be endorsed? Uh Julie. Okay. And all in favor? Thank you. Okay. Now we'll move on. Okay. Uh thank you. Uh thank you, chair. Um at this point, I'd like to introduce Sarah Dar. Sarah is the accessibility specialist uh in the clerk's department. And uh Sarah will be presenting on the accessibility policy and procedures review. Thank you. Uh the accessibility policy reviewed last year and its corresponding procedures are legislated by the AODDA. They are reviewed every five years. Staff completed a review of these procedures in early 2026. I will cover the key updates. Too far. Uh there are six uh procedures that were re reviewed and updated by staff across the town. They include customer service, meetings, employment, information, communications, transportation, and public spaces. The policy and all procedures are available on oakville.ca. There are four key updates to highlight. Uh we clarified the departmental roles and responsibilities for information and communication. We updated the design of public spaces guideline to better align with the Oakville universal design standards which exceeds provincial accessibility standards. We strengthened service disruption notification procedures for accessible features. Uh added specific training for customer service deliveries. Specifically, we are going to be using access forward which is the same module offered by and recommended by the Ontario government. Uh remaining changes are editorial and grammatical with no additional changes to scope and intent. That concludes the presentation. Thank you Sarah. Are there any questions from the committee? Okay, having no questions, then I would like to somebody to move that the report entitled accessibility policy and related procedures from the clerk's department dated June 2nd, 2026 be received. Could I have a motion, please? Oh, Nora. Thank you, Nora. Okay. All in favor? Thank you. Okay. So, um for purposes of the m the above uh recommendations that have been approved by this committee will be presented to council through receipt of the meeting minutes. In accordance with the committee's terms of reference, any advice or recommendation that requires action or implementation by town staff must be approved by town council, separated from the minutes by a motion from a council member. The recommendations are acknowledged as advice to council but not deemed as a formal directive to staff. Okay. So we have five information items um on the agenda today. Uh so I know that the committee has received information uh via email on all of these um uh information items and uh for with respect to the uh 5.2 which is the uh tour of the uh 16 mile uh sports complex. I was in attendance for that and I do want to acknowledge and thank the uh staff who participated and set that up. It was a very informative and amazing tour. Um and it is a wonderful building. I do want to point out uh uh just draw attention to 5.5 um which is a notice that we received that the December uh the meeting that was scheduled for December 10th, 2026 is being rescheduled to January 21st, 2027. And my understanding that this is uh due to the um elections. We're waiting for the municipal elections to be uh completed. Okay. Um, does the committee have any questions on the information that they've received from uh via the emails on these items? Okay. Then I'll have asking for a motion that these information items be received. Karen. Thank you. All in favor? Thank you. So unless there's anything else, that concludes our agenda for today. Um again, uh the date and time our next meeting will take place um September 10th, 2026 at 4 p.m. uh in the council chambers here. Okay. So can I have a motion for German of the meeting? Nora. Thank you. Okay, that concludes our meeting. Thank you everyone uh for participating and we will see you in September. Thank you very much. You're doing a great job. Thank you everybody. >> Thank you.