Absentee Voting Project

Absentee Voting Project

Royal Canadian Mounted Police Veterans’ Association

National CouncilJune 6, 2014

RCMP Veterans Absentee Voting Project 2

Report Agenda

• Introduction & Purpose• Background Review– Key Components of Work Plan– Major Milestones

• Progress Update– Discussion – Clarification

• Strategies for Implementation• Discussion - Feedback

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Introduction & Purpose

• On behalf of the Absentee Voting Project (AVP) Working Group (WG), we are pleased to present a Project Report to the National Council:– Basics: Absentee Voting with eVote– An update on work undertaken, completed and

next milestones; and– Strategies for implementation.

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Absentee Voting

• What it is:– A voting mechanism for

franchised members who do (can) not attend in person to vote on matters for which they have a say, such as:• Electing Board Directors,• Amending Bylaws, or• Adopting major strategies

and/or policies.

• What it is Not:– A surveying of members;– A complex voting

mechanism needed for a provincial or municipal election; or

– A debating or blog event.

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Absentee Voting Options

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Paper Proxy Mail-Out/In Ballot eVote

Notice to Every Member(By post and/or email)

Notice to Every Member(By post)

Notice to Every Member(By email)

Direct or via Divisions to Member (requires witnessed

signature)

Direct to Member Direct to Member

Response status unknown until Proxy Count

Response status unknown until Proxy Count

Response status monitored, email reminders

Manual eligibility process Manual eligibility process Automated eligibility process

Error Rate higher (proper proxy form, eligibility)

Error Rate moderate (verification)

Error Rate low (automated matching & tally)

Cost: Postage (to & back)Time: High Scrutineer

Cost: Postage (to & back)Time: Medium Scrutineer

Cost: Low ($0.40)Time: Low Scrutineer


eVote Demo

• https://demo.simplyvoting.com/index.php

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https://demo.simplyvoting.com/index.php


Key Components of Work Plan1. Analyze the Division surveys on membership registries (all 30

Divisions responded); Completed2. Research, Analyze & Develop Preferred Options for:

1. A membership registry that meets the National Office obligations and Divisional operating priorities, e.g. is there a Divisional or Force database that can meet all requirements? Completed

2. An e-voting service/system that is cost effective and meets all requirements; Completed

3. Secure Board Approval for the preferred options (through competitive acquisition or modification of existing options); Completed

4. Implement the Membership Registry and E-voting process, including trial e-votes in 2-3 Divisions’ Annual Executive elections (~November 2014) and updating Manuals; Not Started

5. Supervise the 2015 AGM Absentee Voting Process; Not Started and6. Prepare a final report on lessons learned with updates to Manuals.

Not Started06/06/2014


Major Milestones(2014)

• January 3rd: - WG membership & work plan confirmed;• January 15th: - 1st Report to Board;• January 31st – WG’s shortlist (3) of membership registry/database e-voting

service options;• March 5th/May 14th:- Recommendation to Board to proceed to “acquire/use”

the membership registry and e-vote “services”;• June 6-9th: - Seek Board approval to enter into any “contract(s)” for the selected

“services”;• July – Commence implementation Phase;• December 31st: - Absentee Voting Mechanism ready for Association – Divisions’

Use.

• Regular WG reports the Board (May, July, October)

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Decision(s)• The Board approved the following decisions, on May 14th:

1. The adoption of an Association membership database under the administration of the National Webmaster, effective January 1, 2015 and based on the following operating principles:

a) Maximum Data Fields to be kept on the database to equal minimum legislative and eVote requirements (see attached list),

b) Every member is responsible for keeping their record up-to-date, c) Access and use of each member’s record will be in accordance with

an authorities-based policy which limits access for specific purposes, and

d) Protection and privacy of members’ information will be policy-based and monitored/audited on a periodical basis;

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Decision(s), p.22. The adoption of Absentee Voting based on electronic voting

with paper mail-in ballots, in limited cases, with such services being provided to the Association under contract with a proven firm, following a Request for Quotation process; and

3. The RFQ be released and Quotations be evaluated prior to the 2014 AGM, with pricing for:

1. An annual subscription; and2. Single Events.

Carried.

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Progress Update, p.1.

• Divisions’ Survey & Follow-up:– Foundation for database strategy– Communiqué to Divisions, March 10th • Contact Person List for AVP established• Data Fields’ Inputs • Vision-Project Charter Feedback

– Analysis and Summary of Divisions’ principal issues to manage to guide implementation.

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• Database Solution:– National Webmaster (Bryan Neville) has designed

and developed a “no cost” database solution using “freeware” on National Hosting site;

– Data Field requirements from all Divisions integrated into the design;

– Sample Divisions’ data files uploaded for review and testing;

• No material issues to use of this solution.

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• eVote Services Analyses:– WG researched market and shortlisted to four (4);– Request for Information (RFI) issued to 4

providers;– Analyses and reference checks were conducted on

three (3) – one (1) unable to respond at that time;– Anyone of the three (3) are capable, qualified and

proven to provide services to the Association; and– Request for Quotation drafted and released.

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Progress Update, p.4.• AVP Vision & Principles: Divisions’ Feedback

– eVote approach well supported;– Some concern for attaining 100% email addresses from members;– Mixed positions for “member updates own record” – some wish to retain

that activity and others support each member updating their own;– Minimal additional data fields for individual Divisions’ requirements, e.g.

spouse name;– Flat file transfer to eVote provider will assure minimum risk to loss/misuse of

personal information; contract will address residual risk.– Policy review and/or development required to deal with Privacy and

Freedom of Information legislation and rules as they may apply to the Association.

– Some “concerns for vision”, – Five (5) Divisions – no response

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• Request for Quotation: eVote Services– Providers’ Standard Agreements are appropriate– Two (2) service options:

• Pay per Event; or• Annual subscription (unlimited events)

– RFI provided sufficient information and service requirements for RFQ, draft RFQ ready to go;

– Preferred implementation approach:• Test eVotes in 2-3 Divisions, Fall 2014• Live eVote for AGM 2015

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• AVP Annual Budget – “B” Class Level (+/- 15%)– Database: (Contingency s/w) $ 500.00– AVP

• eVote (Subscription) $3,750.00• eVote (Per Event) $1,800.00• Mail-in Ballots (10%=500) $1,500.00 $5,000.00

– Manuals, Training, Communications $1,000.00– Sundry (Contingency) $ 500.00

• Total Not to Exceed: $7,000.00• Probable Range: $4,000.00

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Discussion – Clarification, P1• Some “perspectives”

– AVP (eVote) (Use & Costs) will be contingent on the level of “elections & resolutions”, i.e. if continued limited interest in “running for office”, single event fee is optimal; if Divisions foster “elections”, subscription fee has merit, e.g. OPPA runs 25+ events/year.

– Use of phase-in strategies for getting “members to keep their record” and “attaining 100% email addresses” can be accommodated.

– Volunteer services of many across the Association are significant and will continue to be required for a successful project; e.g. DataBase Administrator (DBA) will be comparable to National Website Administrator efforts, Division Secretaries, etc.

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Discussion – Clarification, P2

• Some “perspectives”, continued:– Some Divisions appear to be pursuing “database”

development or upgrades …duplication of AVP?;– Perception or misunderstanding of the AVP

purpose and direction, i.e. “we’ll upload or download from the Association database, when required” …will create database version confusion/management;

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Database Data Field Requirements• Association (CCnfpAct)• Name (First, Initial, Last)• Physical Address (Street, City, P/T)• Postal Code• Email Address• Regimental # (ID# for Associate)• Division• Phone Number• Date Joined Vets• Date Left Vets• Dues Status (Paid/OS/Arrears)• Category (Active/Life/Associate)• +Spouse Name

• eVote– Electronic:

• Name (First, Initial, Last)• Email Address• Regimental #• Division• Category (Active/Life)

– Postal:• Name (First, Initial, Last)• Physical Address• Postal Code• Regimental #• Division• Category (Active/Life)

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Data Fields – To Be Confirmed

• Optional Data Fields (requires consensus, policy approval):– Date of Birth (High Risk Personal ID data)– Date of Death (Low Risk Personal ID data)– Spouse (Name) (Key Divisional Requirement)

• Association Membership Application Form to be aligned with final Data Fields Profile.

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Implementation Comments

• We have the WG and Divisions’ consultation group in place and following the AGM (with the passage of the new Governance instruments and the approval for an eVote contractor), an implementation plan will be finalized with the Divisions and work should begin during the summer to create an Association Membership Database for January 1, 2015 and the Absentee Voting Mechanism for the 2015 Business year.

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Implementation Strategy, p.1

• Association Members’ Database:– Four (4) month upload of Divisions’ membership records by

Database Administrator• Common upload template to be provided Divisions; (matches data

fields from Division to Database, e.g. first name fields are same…);• Division schedule of uploading, e.g. smallest to largest;

– Test period for Uploaded Divisions, e.g. updating the records, downloads for Divisions’ use, etc.;

– Divisions’ Access Authorities agreement with Database Administrator, e.g. to modify, delete, add, etc.; and

– Divisions’ Test, Acceptance and Sign-off for Jan 1/15.

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• eVote Service Contract & Workplan:– Finalize evaluation of RFQs from vendors;– Negotiate contract;– Develop 2-3 test eVotes for the Fall with selected

Divisions;– Integrate information materials into the Manuals;– Monitor and assess each voting event; and– Finalize 2015 Association AGM voting event.

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• Test Absentee Voting, select Divisions:– Select 2-3 Divisions for November elections and

Division “policy” decisions, e.g. adoption of Division Manual;

– With eVote Service Provider, plan and conduct voting event (October-November 2014); and

– Assist each event and Assess results and recommend changes, as required for Association’s 2015 year.

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• Develop “policies, rules and procedures” for the Association & Division Manuals:– Assemble materials and lessons learned from

database development, trial record maintenance, test Absentee Voting events, and best practices;

– Draft respective Sections for the Manuals;– Secure Divisions’ review and sign-off; and– Finalize (layout & translation) and distribute

Manuals’ input.

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• Security & Privacy of Information review:– Members’ Consent (notice by electronic means);– Arrange for independent review of the Absentee

Voting mechanism (e.g. RCMP IT Security?);– Conduct review and assess feedback;– Modify any activities and processes, where

required; and– Submit report to the Board and Divisions.

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• Membership Communications for 2015 roll-out:– Provide regular updates to Divisions, individual

members & the Board on the implementation progress, e.g. bi-monthly (Aug., Oct., & Dec.);

– Prepare 2015 Absentee Voting Communiqué for Board’s call for nominations and resolutions; and

– Prepare a post 2015 AGM report on the use of Absentee Voting mechanism.

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Time for Discussion & Feedback

• What have we missed?• What barriers are in our way?• Which Divisions will volunteer for a November

trial eVote?• What communications – promotions for

members’ support is needed?• Are you ready?

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Challenges – Issues & Opportunities

• Issues:– Clarity of membership registry responsibilities and operating protocols between

National & Divisions;• Maintaining congruency with CNFP Articles & Bylaws;• Respecting/achieving the optimum balance between a National Office and Local Divisions, in

the administration of the Association;– Consent (Part 17, NFP Act), security and use of personal information within the

Association including any authorized agents;– Implementing a cost effective absentee members’ voting mechanism, i.e. achieves

the requirements within the budget/business case.• Opportunities:

– Foster greater interest by the large proportion of members that do not attend Divisional or National meetings, in the governance of the Association through their right to vote without incurring attendance costs;

– Foster a renewal in membership communications by Divisions and National leveraging the electronic media, e.g. emails, websites, blogs, etc.

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Previous Reference Documents

• Attached are:– Project Working Group Members– Division Contact List for AVP– Overview of AVP Objectives and Goals– Challenges & Opportunities

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Project’s Working Group• Members of the Working Group (WG) are:

1. Bob McKee, (Director)2. Jack Briscoe, (Executive Director)3. Bryan Neville, (Kingston Div., VP)4. Sheldon Boles, (Vancouver Div., Webmaster) &5. Peter Sorensen, Chair (PEI Div., Past Pres.)

• Advisory Members are:1. Ian Atkins, CNFP Committee2. Alex Geddes, Secretary

• Reserves (for implementation phase):1. Millie Norry, (London Div.)2. A Representative from Quebec Div., and3. A Representative from Alberta/Ontario (Edmonton/Ottawa?).

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Divisions’ AVP Contacts, rev(Updates to this List will be provided as an Addendum at the Board Meeting)

• Victoria (Rick Saville)• Vancouver (Sheldon Boles)• Okanagan (Bob Fairhurst)• BC North (Ewen Freethy)• Kamloops (Reid Tait)• Central Vancouver (?)• Shuswap (?)• South Okanagan (Finn Nielsen)• Yukon (Helmer Hermanson)• Edmonton (Ian Lande)• Red Deer (George (Joe) Smith)• Lethbridge (?)• Calgary (LS-?)• Cypress Hills (Cathy Crozier)• Saskatoon (Virgina Dowler)

• Regina (?)• Prince Albert (Bob Hemsworth)• Manitoba (Len Morgan)• Thunder Bay (?)• Toronto (James Forrest)• Golden Horseshoe (Sef Ginther)• London (Bill Helland)• Kingston (Bryan Neville)• Georgian Bay (Ted Lafontaine)• Ottawa (Gary Walkling)• Quebec (Jean Martin)• New Brunswick (Jim Payne)• Prince Edward Island (Ernie MacAulay)• Nova Scotia (Phil Young)• Newfoundland & Labrador (Terry Gallant)

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Overview of Project Objective & Goals

• Objective:– To develop, recommend for Board approval & implement, an absentee voting

mechanism that will be in compliance with the approved Articles and Bylaws of the Association for use in 2015.

• Goals:1. To research & recommend for “acquisition/use” a membership registry system

(includes database & operating protocols), by May 2014;2. To research & recommend for “acquisition/use” an electronic voting

service/system, by May 2014;3. To plan & implement the integrated membership registry and e-voting process

for use in 2015 (AGM in Quebec);4. To document in the Association and Division Manuals the operating protocols

for absentee member voting; &5. To communicate, on a periodical basis, with the National & Divisional Offices

on the progress of the project.

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Thank You!

• Questions?

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Absentee Voting Project

Documents

Transcript of Absentee Voting Project