Introduction  

The City Clerk is responsible for the proper legislative and administrative conduct of municipal and school board elections in the City of Cambridge. In accordance with the Municipal Elections Act, 1996, the Accessibility for Ontarians with Disabilities Act, 2005, and the Human Rights Code,1990, the City Clerk is authorized to establish procedures and provide appropriate measures to ensure that persons with disabilities have the opportunity to participate fully in the 2026 Municipal & School Board Election.

The City of Cambridge is committed to providing an accessible, inclusive, and equitable voting experience. The 2026 Municipal and School Board Election will ensure that:

1.     Candidates and Electors with disabilities have full and equal access to all election information and services;

2.     Voting places are fully accessible; 

3.     Persons with disabilities can independently and privately mark their ballot and have access to alternative methods of voting assistance.

This plan sets out the principles and actions to accommodate electors with disabilities and will guide the City of Cambridge in delivering an accessible election.

1.1 Municipal Elections Act, 1996, as amended – Legislative Requirements

The City Clerk is responsible for conducting municipal elections and establishing policies and procedures to ensure that all electors and candidates have the opportunity to fully participate in the election. In fulfilling this role, the City Clerk adheres to legislative requirements and accessibility standards designed to remove barriers and promote equal opportunity.

Under the Municipal Elections Act, 1996, as amended, the following provisions apply:

12.1 (1)         A clerk who is responsible for conducting an election shall have regard to the needs of electors and candidates with disabilities.

12.1 (2)         A clerk shall prepare a plan regarding the identification, removal and prevention of barriers that affect electors and candidates with disabilities and shall make the plan available to the public before voting day in a regular election

12.1 (3)         Within 90 days after voting day in a regular election, the clerk shall prepare a report about the identification, removal and prevention of barriers that affect electors and candidates with disabilities and shall make the report available to the public.  

41(3)            The clerk shall make such changes to some or all of the ballots as he or she considers necessary or desirable to allow electors with visual impairments to vote without the assistance referred to in paragraph 4 of subsection 52(1).

45 (2)           In establishing the locations of voting places, the clerk shall ensure that each voting place is accessible to electors with disabilities

52 (1)(4)       The deputy returning officer may permit an elector who needs assistance in voting to have such assistance as the deputy returning officer considers necessary.

2. Purpose and Scope 

The purpose of this Accessibility Plan is to outline the City of Cambridge’s commitment to delivering a municipal election that is accessible, inclusive, and equitable for all electors and candidates. This plan ensures compliance with the Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and the Municipal Elections Act, 1996.

Accessibility considerations are integrated into every stage of the election process, including:

• Facilities and Voting Locations: ensuring barrier-free access at all voting places, advance voting sites, and special voting arrangements.
• Voting Methods and Accommodations: offering assistive technologies and alternative voting options to enable independent and private voting.
• Communication and Information: delivering election materials in accessible formats and plain language, both online and in print.
• Candidates and Candidate Information: ensuring candidate services and information are fully accessible.
• Accessible Customer Service: integrating accessibility principles into all interactions with electors and candidates.

This plan also includes practical tools, such as accessibility checklists, to guide election staff in providing accommodations, assistive devices, and communication supports as required. By embedding accessibility into every stage of the election process, the City of Cambridge affirms its commitment to respect, dignity, and equal opportunity for all.

3. Definition of Disability

Under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), “disability” is broadly defined to include: 

• Physical disabilities – any degree of physical impairment caused by injury, birth defect, or illness. Examples include conditions such as diabetes, epilepsy, brain injury, paralysis, amputation, limited coordination, blindness or low vision, deafness or hearing loss, speech difficulties, or reliance on assistive devices such as wheelchairs, walkers, or service animals.
• Mental or developmental conditions – including cognitive or intellectual disabilities that affect learning, reasoning, or decision-making.
• Learning disabilities – such as difficulties with reading, writing, or processing language and symbols.
• Mental health conditions – including recognized mental disorders that may impact daily functioning.
• Workplace-related injuries or disabilities – for which benefits were claimed or received under the Workplace Safety and Insurance Act, 1997.

Disabilities affect individuals in different ways, and each person’s experience is unique. Therefore, this plan is designed to remove barriers and provide accommodations that respect dignity, independence, and equal opportunity for all electors throughout the election process.

In developing this plan, the following principles were considered:

• Policies and procedures must align with the Municipal Elections Act, 1996 and uphold the dignity and independence of persons with disabilities.
• Access to electoral services must be integrated and equitable.
• Initiatives should address and accommodate a wide range of abilities.
• The City of Cambridge’s accessibility policy for providing services to people with disabilities must be followed throughout the election process.

4.     Facilities and Voting Locations

The City of Cambridge is committed to ensuring that all voting locations are fully accessible and barrier-free, in compliance with the Accessibility for Ontarians with Disabilities Act, 2005, the Human Rights Code, and Section 45(2) of the Municipal Elections Act, 1996. This section outlines the City’s approach to achieving accessibility in voting facilities.

Accessibility Commitments:

• Strive for barrier-free access to all voting locations, including entrances, interior spaces, and amenities. 
• Ensure that accessibility features are integrated into site selection and setup, not treated as add-ons. 
• Provide a safe and dignified voting experience for electors with disabilities.

4.1 Site Selection and Assessment

Voting Places will be selected based on their ability to meet or exceed established accessibility standards. Each site will undergo a comprehensive pre-election accessibility audit using a standardized checklist to ensure compliance with legislative and policy requirements.

In addition to physical accessibility, considerations will include proximity to public transit, availability of accessible parking spaces, and the presence of clear visible signage to assist electors in navigating the location.

All procedures related to voting location selection and setup will reference the City’s established guidelines and accessibility protocols to maintain consistency and uphold principles of equity and inclusion.

4.2 Accessibility Features

Voting locations will be reviewed to ensure they meet accessibility requirements under the Accessibility for Ontarians with Disabilities Act (AODA) and the Municipal Elections Act, 1996.

Core features such as ramps, automatic doors, wide aisles, and accessible washrooms will be verified during site assessments. While many features depend on the facility’s existing infrastructure, the city will provide practical enhancements, including portable signage for clear navigation, desk lamps to improve lighting, and additional seating for individuals requiring rest.

Pathways will remain unobstructed, and clear directional signage will be used to support safe, independent movement for electors using mobility aids or service animals.    

4.3 Supportive Measures

To enhance accessibility at voting locations, the city will implement supportive measures that go beyond physical infrastructure.

Assistive technology will be available at City Hall to accommodate electors who require additional support. Where electors are unable to enter a voting facility, curbside voting will be offered as an alternative to ensure equitable participation.

To further enhance accessibility at voting locations, the city will provide clear, high-contrast signage with large print and pictograms to assist electors in navigating the facility. Magnifiers will be available for individuals with low vision, and communication boards or pictogram cards will support electors with speech or language barriers.

5. Voting Methods and Accommodations

The City of Cambridge is committed to ensuring that all electors can vote independently, privately, and with dignity. This section outlines the City’s approach to providing accessible voting methods and accommodations during the 2026 Municipal & School Board Election.

Accessibility Commitments:

• Offer voting options that remove barriers and support independence for electors with disabilities. 
• Ensure that assistive technologies or accommodations are available at all voting locations. 
• Provide clear information about accessible voting methods in advance of Election Day.

5.1 Voting Options

Electors will have multiple voting options to ensure accessibility and convenience during the 2026 Municipal and School Board Election.

1. In-Person

Electors may vote in person at any designated voting location within their ward. To ensure accessibility, in-person voting sites will also offer curbside voting for individuals who are unable to leave their vehicle or enter the facility, providing a convenient and equitable option for participation. Election workers may also assist a voter, or a voter may bring a support person to assist with voting.

In-person voting will be available on Election Day, October 26, 2026, as well as during designated advance voting days.

2. Online

Electors will also have the option to vote online using their own devices, including assistive technologies, at a time that is convenient for them. Online voting will be available on Election Day as well as during the designated advance voting period. To ensure accessibility, the city will work closely with the internet voting provider to confirm that the online voting platform meets WCAG 2.0 Level AA standards, providing a barrier-free experience for all electors.

Details of the advance voting period will be communicated clearly to electors and candidates through official election channels to ensure broad awareness and accessibility.

3. By Proxy 

An elector who is unable to attend a voting place may appoint another person to act as a voting proxy and cast a ballot on their behalf. The appointment must be completed using the prescribed form, available from the Clerk’s Division or on the City’s website. 

The individual appointed as a proxy is required to take a statutory declaration before the City Clerk or designate. Clerk’s Services staff can administer this oath by appointment only at Cambridge City Hall (2nd Floor, 50 Dickson Street). 

Once the process is complete, the proxy vote may be exercised during advance voting or on Voting Day. Proxy appointments can only be made after August 24, 2026, and expire at the close of Voting Day.

4. At-Home Voting Program

The At-Home Voting Program provides election officials to visit an elector’s residence and assist with the facilitation of voting for individuals who cannot leave their home due to accessibility needs.

This service will only be available during the designated advance voting period, and electors must apply directly with the city to participate.

Full details, including eligibility requirements and application instructions, will be communicated through official election channels and posted on the City’s election website.

5.2 Assistive Technology

Accessible voting devices will be available on Election Day at Cambridge City Hall to assist electors who require support or an alternative method of casting their ballot. These devices are designed to promote independence and privacy for voters with disabilities. Examples include:

• Thumb-Switch/Joystick Method: This system uses electronic ballot cards inserted into a tabulator. Candidates’ names are read aloud through an audio device, making it easier for voters with visual impairments to navigate and select their choice.
• Sip-and-Puff: Voters use a tube device to sip or puff, indicating their selection on an electronic ballot displayed on a screen. This option is ideal for individuals with limited mobility or dexterity.
• Paddles: Voters press paddles to make their selection on an electronic ballot displayed on a screen, providing an accessible solution for those who cannot use traditional input methods.

5.3 Special Voting Locations

As required by the Municipal Elections Act, Section 45(7), voting places shall be provided on the premises of the following institutions:

1. “An institution for the reception, treatment, or vocational training of members or former members of the Canadian Forces.

2. An institution in which, on September 1, 20 or more beds are occupied by persons who are disabled, chronically ill, or infirm.

3. A retirement home in which, on September 1, 50 or more beds are occupied.”

The City will confirm eligibility and schedule voting at these institutions on designated days, which will be communicated to residents in advance of Voting Day to ensure awareness and accessibility.

6. Communication and Information

Election-related communication will be clear, accessible, and available in formats that meet the needs of electors and candidates. This section outlines the approach to providing inclusive and barrier-free information throughout the election process.

Accessibility Commitments:

• Ensure election information is clear, easy to understand, and available in multiple accessible formats so all electors and candidates can stay informed. 
• Promote timely and consistent communication across all channels to reduce barriers to participation. 
• Provide inclusive outreach strategies that reach diverse communities and individuals with varying accessibility needs.

6.1 Accessible Formats

Election materials will be designed and delivered in formats that are accessible to all electors, ensuring barrier-free access to information throughout the election process. To achieve this, election information will be provided in multiple formats to accommodate diverse needs, and all online content will meet recognized accessibility standards.

Election materials will be available in:

• Large print for individuals with low vision
• Digital formats compatible with screen readers to support assistive technology users
• And alternative formats upon request.

Additionally, all online content will comply with WCAG 2.0 Level AA accessibility standards, ensuring barrier-free access to election information across digital platforms.

6.2 Plain Language and Clarity

Clear and accessible communication is essential to an inclusive election process. All voter instructions, notices, and candidate materials will be written in plain language to ensure they are easy to understand. Jargon, technical terms, and complex phrasing will be avoided so that information is accessible to all audiences, including individuals with varying literacy levels or cognitive disabilities.

Content will be organized logically, use short sentences, and include clear headings and visuals where appropriate. By prioritizing clarity, the city ensures that every elector and candidate can confidently navigate the voting process and their responsibilities.

6.3 Website and Digital Accessibility

To ensure a barrier-free voting experience, clear, accessible, and up-to-date election information will be delivered through the City’s official webpages.

• All content will be presented in plain language and continuously updated to reflect the latest information
• The webpages meet WCAG 2.0 Level AA compliance standards and all attached content (PDFs, word documents, etc.) will be remediated to ensure accessible machine-readability 
• Any video tutorials will include closed captioning and audio descriptions for visual content.

6.4 Outreach and Public Education

Accessible voting options will be promoted through a variety of communication channels to ensure all electors are aware of the choices available to them. Information about accessibility will be included in public notices and advertisements to reinforce awareness and remove barriers to participation. Outreach will use multiple platforms to reach diverse audiences and accommodate different accessibility needs.

Key actions include:

• Print materials: Distribute accessible flyers, brochures, and notices in large print and plain language.
• Digital platforms: Post detailed information on the City’s election website, ensuring WCAG 2.0 Level AA compliance and compatibility with assistive technologies.
• Social media: Share regular updates highlighting accessible voting options, including curbside voting, online voting, and assistive devices available at voting locations.
• Community outreach: Partner with local organizations and accessibility networks to share information through newsletters, community boards, and events.
• Public notices and advertisements: Ensure all ads include clear accessibility details, such as alternative voting methods and accommodations available upon request.

By using multiple channels and embedding accessibility information in communications, the City ensures that every elector has the knowledge and resources to vote independently and confidently.

6.5 Notice of Temporary Service Disruption

The Deputy Returning Officer will provide notice of any planned or unplanned service disruption that may affect accessibility, such as the unavailability of an assistive device, service, or feature normally available to support access. Each notice will include:

• A description of the service disruption
• The reason for the disruption
• The anticipated duration
• Details of alternate routes, facilities, or services available
• Contact information for assistance

Notices will be posted in a visible location on the premises (e.g., doors, service counters, bulletin boards), published on the City’s website, and communicated through any other reasonable method based on the circumstances.

7. Candidates and Campaigning

Candidates will be supported through information and resources that help them understand accessibility requirements and best practices. This section outlines the City’s approach to informing candidates about how to make their campaigns equitable and accessible for all electors, while respecting that campaign decisions remain solely the responsibility of each candidate.

Accessibility Commitments:

• Provide candidates with guidance and resources to help them understand accessibility requirements and best practices for inclusive campaigns. 
• Ensure that all candidate services, information sessions, and election-related resources offered by the city are fully accessible and barrier-free.
• Promote awareness of accessibility standards and encourage candidates to consider equitable approaches in their campaign activities, while respecting that campaign decisions remain solely their responsibility.

7.1 Accessible Candidate information

Candidates with disabilities will have full and equitable access to all election-related services and information. To achieve this, election staff will:

• Provide election information in accessible and alternative formats upon request, including large print, screen-reader-friendly documents, and other formats that meet individual needs.
• Ensure candidate meetings, information sessions, and official events are held in accessible locations, with barrier-free entrances, accessible washrooms, and clear signage.
• Provide accommodations promptly and confidentially, respecting the dignity and independence of candidates throughout the election process.

7.2 Accessibility in the Voting Location for Candidates and Scrutineers

Candidates and scrutineers with disabilities can observe the voting process in an accessible and equitable manner. Individuals who rely on assistive technology, such as screen readers, voice-to-text software, or other accessibility tools, are permitted to use these devices within the voting location. These technologies are recognized as essential supports for independence and accessibility.

However, the use of any device must not compromise the integrity or confidentiality of the voting process. Devices cannot be used for restricted activities such as taking photographs, recording videos, or capturing voter information. Election staff will monitor compliance with these rules while respecting the rights of candidates and scrutineers to use assistive technology for accessibility purposes.

7.3 Campaign Accessibility Guidance

The City of Cambridge is committed to educating candidates about accessibility to help create equitable opportunities for all voters. Election staff will provide neutral, factual information on accessibility requirements and best practices, ensuring candidates understand their obligations under the Municipal Elections Act, 1996, and the Accessibility for Ontarians with Disabilities Act, 2005.

This education focuses on principles such as accessible communication, inclusive event planning, and barrier-free engagement, without offering advice or direction on campaign strategies. Resources may include plain language guides, links to provincial accessibility legislation, and information sessions designed to raise awareness of accessibility standards.

By sharing these resources, the city promotes understanding and supports candidates in making informed decisions, reinforcing its commitment to fairness, inclusion, and equal access for all electors.

7.4 Campaign Expenses

Expenses incurred by a candidate with a disability that are directly related to the disability, and would not have been incurred except for the election, are excluded from the candidate’s permitted spending limit. This exemption is provided in accordance with Section 67(2) 8.2 of the Municipal Elections Act, 1996. These expenses may include costs for accessible transportation, assistive devices, or support services required to enable the candidate’s participation in the election process. By allowing this exemption, the Act ensures that candidates with disabilities can compete on an equitable basis without being financially disadvantaged due to accessibility-related needs.

8. Accessible Customer Service

Election staff will provide services that respect the dignity, independence, and equal opportunity of all electors and candidates. This section outlines the approach to delivering accessible customer service throughout the election process.

Accessibility Commitments:

• Equip election staff with the knowledge and tools to assist electors with disabilities effectively and respectfully. 
• Ensure that all interactions uphold principles of dignity, independence, and privacy. 
• Provide consistent, barrier-free service across all voting locations.

8.1 Service Principles

Election staff will uphold the highest standards of respect, independence, and privacy when assisting electors and candidates. All individuals will be treated with professionalism and courtesy, with sensitivity to their unique needs. Assistance will only be offered when requested or necessary, ensuring electors maintain control of their voting experience. When accommodations or support are provided, staff will maintain strict confidentiality to protect the privacy and dignity of every person.

8.2 Accessibility Training for Election Officials

All staff and volunteers participating in election duties will receive comprehensive training to ensure that persons with disabilities are served in a manner that accommodates their needs, independence, and respect. Training will cover:

1. How to interact and communicate with persons with various types of disabilities, including physical, sensory, cognitive, and mental health conditions.

2. How to assist individuals who use assistive devices or require the support of a service animal or support person, while respecting independence and privacy.

3. How to operate voting equipment and assistive devices to deliver election services effectively and confidently.

4. How to provide accessible customer service and respond when a person experiences difficulty accessing election information or services, ensuring timely and appropriate solutions.

Election officials will be well-informed about the voting process, all available tools, and assistive devices, and how they may be used to support electors. Staff will be trained to provide customer service tailored to the needs of people with different disabilities and to approach each interaction with professionalism.

The City also considers support and accommodation needs for new hires and existing employees with disabilities working on the election process or Voting Day. Accommodations are available upon request to ensure an inclusive and equitable work environment for all election personnel.

8.3 Assistive Devices and Support Persons

This section outlines measures to ensure that electors with disabilities can vote with independence and ease. Election staff will welcome and accommodate personal assistive devices and service animals at all voting locations. Electors who require a service animal are permitted to be accompanied by the animal throughout the voting process. Similarly, electors with disabilities may be accompanied by a support person within the voting area to assist as needed. In addition, an Election Official will be available at each voting location to provide assistance upon request, ensuring that every elector can cast their ballot privately and securely.

Electors who rely on assistive technology, such as screen readers, voice-to-text software, or other accessibility tools, are permitted to use these devices within the voting area. These technologies are recognized as essential supports for independence and accessibility. Election staff will ensure that the use of such devices does not interfere with the integrity of the voting process while respecting the elector’s right to accessible participation.

8.4 Emergency Information and Procedure

Election staff will be fully informed of the emergency evacuation procedures and plans for their designated voting location. They will receive guidance on how to assist electors and fellow staff with disabilities in the event of an emergency, ensuring safety and accessibility for all.

9. Continuous Improvement & Feedback

The City of Cambridge is dedicated to continuous improvement in delivering accessible elections. Following each election, feedback from electors, candidates, election staff, and community stakeholders will be actively gathered and analyzed to identify barriers and opportunities for enhancement. This input will inform the Election Accessibility Report, as required under Section 12.1(3) of the Municipal Elections Act, 1996, which will be published within 90 days of Election Day. The report will detail measures implemented, challenges encountered, and recommendations for future improvements. To ensure accessibility remains a priority, we will continue to update procedures, adopt innovative technologies, and expand training for election staff.

We invite you to share your feedback and ideas to help us create a more inclusive voting experience for everyone.