Accessibility Committee for Persons with Disabilities - February 10, 2026

High-level Summary

The meeting focused on advancing voting accessibility for the 2026 municipal election, expanding community polling, staff training, and digital/document accessibility initiatives. Key decisions included approving several election-related motions (new polling opportunities, accessible voting options, and staff training), while other items remain pending or slated for further implementation and public input.

Five Most Important Topics Discussed

1) Election Accessibility Plan for 2026 and Voting Options - The discussion centered on making the 2026 election inclusive for all voters, including those with disabilities, with changes such as “vote anywhere in your ward” and a shift to general information cards instead of personalized voter cards. - Direct quotes: - “The purpose of the plan is to ensure that all eligible voters, including those with disabilities, can fully participate in the 2026 municipal election.” - “For 2026, any of the poll locations within your ward will be available for voting.” - “Voter cards will not be personalized as they have been in past years. We are working towards an information card.” - Bylaws/File Numbers: References include Municipal Elections Act and Accessibility for Ontarians with Disabilities Act (AODA); discussion aligns with WCAG 2.2 standards for digital accessibility.

2) Increase in Community Polls for 2026 - The plan calls for dramatically expanding polling locations to improve accessibility and participation, from 17 polls in 2022 to 60 in 2026. - Direct quotes: - “We want to introduce innovative, inclusive, and measurable strategies and ensure full participation of all City of Hamilton residents when it comes to the election process.” - Impact: More locations aims to reduce barriers and expand voter access, including for those with disabilities or transportation challenges.

3) Training for Polling Station Staff - A three-tier training program (online core training, in-person practicals, and quick-reference materials) is designed to ensure staff can assist voters, including those needing accessibility accommodations. - Direct quotes: - “We want to make sure that the election staff...are trained to be able to address how to take their ballot.” - “It’s built right into our policies and procedures... exactly what is to happen if someone has requested assistance at a poll.” - Impact: Enhanced staff readiness to support accessible voting, including curbside and assisted voting options.

4) Accessibility of Voting Information and Materials - Efforts to improve how accessibility information is presented, including advertising accessible voting locations and improving maps and formats (text-based, braille, audio options). - Direct quotes: - “We will be advertising which locations within each ward will have these machines... to ensure voters know where they can access these resources.” - “The map isn't always accessible to every... Can we also have it listed in a clear format that people can read as well?” - Impact: Clearer, multi-format information to help voters find accessible polling locations and understand how to vote.

5) Public Input and Engagement - The city emphasized ongoing opportunities for resident feedback through public forms and surveys, including Engage Hamilton and other outreach efforts. - Direct quotes: - “Your feedback is valuable. We look forward to working together to ensure a fully accessible 2026 election.” - “Surveys planned for Engage Hamilton provide an opportunity for residents to share their feedback on improving communication platforms.” - Impact: Structured channels for residents to contribute input on accessibility and election processes.

Bylaws, Legislation, and File Numbers Discussed

• Municipal Elections Act (referenced regarding compliance for elections)
• Accessibility for Ontarians with Disabilities Act (AODA)
• Web Content Accessibility Guidelines (WCAG) 2.2 mentioned as a standard to strive toward for digital accessibility
• No specific file numbers were cited in the sections summarized; several items reference statutes and accessibility standards instead.

Opportunities for Public Input

• Residents can provide feedback on the My.Hamilton portal and accessibility initiatives via portal feedback mechanisms and public consultations.
• Public input opportunities also include submitting questions or suggestions about the 2026 Municipal Election Accessibility Plan through the Elections Team and City Clerk’s office; details were shared during the meeting (e.g., forms on the election website, Engage Hamilton surveys, QR codes or short links).

Motions and Outcomes

• Motion to Receive the Presentation on Customer Relationship Management
  • Outcome: Not formally received; the meeting moved directly to the next presentation.
• Motion to Receive the Presentation on the 2026 Election Accessibility Plan
  • Outcome: Not explicitly stated in the transcript for this section.
• Motion to Approve Paper Ballots and Assisted Voting Technology
  • Outcome: Passed.
• Motion to Expand Special Advance Polling Program
  • Outcome: Passed.
• Motion to Implement Ballot-on-Demand Program at City Hall
  • Outcome: Passed.
• Motion to Remove Inaccessible Documents from the Website
  • Outcome: Pending removal date; archival/remediation steps to follow.
• Motion to Improve Accessibility of Frequently Requested Bylaws
  • Outcome: Approved.
• Motion to Increase Community Polls for 2026 Election
  • Outcome: Passed.
• Motion to Enhance Training for Polling Station Staff
  • Outcome: Passed.
• Motion to Advertise Accessible Voting Locations
  • Outcome: Passed.
• Motion to Remove Inaccessible Polling Sites (e.g., Glendale High School)
  • Outcome: Passed.
• Motion to Approve Digital Accessibility Policies and Procedures
  • Outcome: Pending (pending senior leadership approval).

Follow-up actions associated with motions include implementing new polling options, conducting training, posting accessible locations, archiving/remediating documents, and continuing public engagement as part of the 2026 planning.

Follow-Up Actions and Next Steps

• Publicize and implement My.Hamilton portal accessibility enhancements; solicit ongoing resident feedback.
• Finalize and implement the 2026 Election Accessibility Plan details (e.g., vote anywhere in ward, information cards) and continue stakeholder questions.
• Roll out the expanded 60 community polls and associated accessibility improvements; continue refining communications and services for accessibility.
• Implement the three-tier staff training program and deploy specialists to assist with accessible voting machines.
• Publish and advertise accessible voting locations; ensure communications are available in multiple formats.
• Complete the archival/remediation process for inaccessible documents, and proceed with converting key bylaws to HTML where feasible; implement the plain language policy and content-style guide updates.

Councillors Present

• Cara (Chair)
• James
• Jake
• Paula (listed as a council member in one section)

Note: The transcripts include several staff roles and non-councillor participants (e.g., City Clerk Matthew Trenham, Shauna, Dave, Claire, Michelle Martin). The names above are the participants identified as councillors or chairs in the provided sections.