TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: April 27, 2026 Report No. ADM-26-012
TO: Council
FROM: Sarah Holloway, Manager of Corporate Services
SUBJECT: Amendments to the Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069 and Council Policy ADMIN-69 - Election Signs on Municipal Property.
RECOMMENDATION:
Recommendation
That Council:
1. Give first, second and third readings to Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069, Amendment Bylaw, 2026, No. 3184; and
2. Approve the amendment to Council Policy ADMIN-69 - Election Signs on Municipal Property, to replace the title Director of Community Safety Services with Director of Strategic Initiatives.
Body
EXECUTIVE SUMMARY:
Council is requested to give three readings to Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069, Amendment Bylaw, 2026, No. 3184 to amend the Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069 to reflect variations in ballot box designs used by different vote counting system providers. A housekeeping amendment is also proposed to the Election Signs on Municipal Property Policy to replace the title of Director of Community Safety Services with Director of Strategic Initiatives.
BACKGROUND:
The Chief Election Officer (CEO) reviews the Township’s election related bylaws and policies each election year to ensure compliance with current legislation and procedures. This review identified that the Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069 reflects the practices of a previous tabulator provider and does not align with the system contracted for the 2026 General Local Election. No other amendments to the Township’s election bylaws are required as there have been no relevant legislative updates from the Province.
During the review the CEO also noted that in policy ADMIN-69, the former title Director of Community Safety Services has not been updated to the Director of Strategic Initiatives and is therefore recommending this housekeeping amendment for Council’s consideration.
ANALYSIS:
In previous election years, the automated vote counting system used ballot boxes equipped with a secondary compartment to temporarily store voted ballots in the event of a tabulator malfunction or power loss. The provider contracted for the 2026 General Local Election does not utilize ballot boxes with this feature, so alternatively staff will employ a portable ballot box positioned beside an election official who will maintain custody and security until the vote counting unit becomes operational. The amendment bylaw has been drafted to accommodate both ballot box designs ensuring continued flexibility when engaging with future service providers and to reduce the administrative time spent repeatedly amending Bylaw No. 3069.
In accordance with the Local Government Act, the bylaw must be adopted at least 56 days before the first day of the nomination period of the general local election, which is Monday, July 6, 2026.
OPTIONS:
1. That Council give first, second and third readings to Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069, Amendment Bylaw, 2026, No. 3184; and,
That Council approve of the amendment to Council Policy ADMIN-69 - Election Signs on Municipal Property to replace the title Director of Community Safety Services with Director of Strategic Initiatives.
2. That Council make additional amendments to the bylaw then give first three readings to Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069, Amendment Bylaw, 2026, No. 3184 as amended; and/or
That Council further amend ADMIN-69 Election Signs on Municipal Property Policy.
3. That Council provide staff with an alternate direction.
COUNCIL PRIORITY:
Good Governance and Organizational Excellence
FINANCIAL IMPACT:
There is no financial impact.
COMMUNICATIONS/ENGAGEMENT:
If adopted, the bylaw will form the basis of the statutory public notices in accordance with the Local Government Act and Community Charter and published per the Public Notice Bylaw, 2024, No. 3136.
The policy will form part of the election nomination package and will be distributed to elections staff for information.
TIMELINES & NEXT STEPS:
Should Council give the bylaw first three readings then staff would schedule the final adoption for the Council meeting scheduled on May 4, 2026.
No further steps are required for the policy other than distribution.
REPORT REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069, Amendment Bylaw, 2026, No. 3184
2. Automated Vote Counting System Authorization and Procedures Bylaw, 2022, No. 3069 - Redline Version
3. Election Signs on Municipal Property Policy