TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: April 28, 2025 Report No. ADM-25-017
TO: Council
FROM: Deb Hopkins, Chief Election Officer
SUBJECT: 2025 By-Election Final Report
RECOMMENDATION:
Recommendation
That Council receive staff report No. ADM-25-017 outlining the official results of the 2025 By-Election held on April 5, 2025, for information.
Body
EXECUTIVE SUMMARY:
The purpose of this report is to satisfy the statutory requirements of section 158 of the Local Government Act for the Chief Election Officer to submit a report of the by-election results to the Township of Esquimalt within 30 days after the declaration of the official election results. Official election results were announced April 8, 2025.
BACKGROUND:
In October 2024, Darlene Rotchford was elected as a Member of the Legislated Assembly in the provincial election and subsequently resigned as a Councillor with the Township of Esquimalt. This initiated the requirement for the Township to hold a by-election to fill the one vacant seat in accordance with the provisions of the Local Government Act. The Act stipulates that once the Chief Election Officer is appointed, a by-election must be held within 80 days of the appointment, and further that General Voting Day must be held on a Saturday within those 80 days. Council appointed the Chief Election Officer at their meeting held January 27, 2025. The required timeline for the conduct of the by-election was met at the close of polls on General Voting Day on April 5, 2025.
Chronology:
• October 19, 2024: Provincial Election
• October 25, 2024: Darlene Rotchford resigned from Council
• January 27, 2025: Council appointed Chief Election Officer and called the by-election
• February 28, 2025: Nomination Period closed
• March 10, 2025: Declaration of Election by Voting
• April 5, 2025: General Voting Day and publication of unofficial preliminary results
• April 8, 2025: Determination and declaration of official by-election results
• April 28, 2025: Oath of Office for newly elected Councillor
ANALYSIS:
The Township of Esquimalt conducted the 2025 By-Election to fill one vacancy on municipal Council for the office of Councillor. At the close of nomination period there were eight candidates declared to run for one vacant seat.
The following voting opportunities were available to all eligible Esquimalt electors:
• March 26, 2025: Advance Voting, Gorge Pavilion Lower Hall
• April 2, 2025: Advance Voting, Archie Browning Sports Centre Curling Arena
• April 5, 2025: Esquimalt Recreation Centre Jubilee Hall
• Mail Ballot Voting
These four voting opportunities met the requirements of both the Local Government Act and the Elections and Assent Voting Procedure Bylaw, 2022, No. 3068. This was the second time that mail ballot voting was utilized in Esquimalt, having been introduced for the first time as part of the 2022 general local election process.
The total number of valid ballots cast was 1,649, representing a voter turnout of 12.6%. The voter turnout is calculated based on the number of voters included in the Provincial Voters List which Esquimalt uses as its official list of electors. For the by-election, there were 13,075 registered voters included in the list. Of the 1,649 ballots cast, 25 were by mail ballot. The table below provides some context respecting voter turnout for by-elections in neighbouring municipalities over the past eight years:
The locations of the voting opportunities were different than past practice for this by-election for two reasons. The first was to minimize displacement or interruption to programming or events already scheduled in the voting locations. The second was to address feedback received in 2022 about expanding the voting locations to include other areas of the municipality whose residents may be challenged to travel to the recreation centre. The location at the Gorge Pavilion did not have the anticipated curb appeal, and it is expected that all voting opportunities will once again be located at the Esquimalt Recreation Centre in 2026.
Raising awareness of elections and assent voting continues to be a challenge. The Township utilized website and social media accounts, newspaper advertisements, public notice boards, display screens in all facilities, the Recreation Centre sign board, the Archie Browning Sports Centre digital sign, and distributed posters to community notice boards to promote the by-election to eligible voters. Staff are exploring further public notice options and associated costs for future elections and voting processes including:
• Reusable magnetic signs for Township vehicles;
• Reusable signs to be placed in high traffic, strategic locations similar to Buccaneer Days, RibFest, or the signs placed to advertise the Open House for the recent Active Transportation Plan sessions; and
• Use of digital traffic signs to advise of voting opportunities.
An additional challenge included the calling of the Federal Election for April 28, 2025. Voters were uncertain of what election they were participating in, and staff received several requests for mail ballot packages for the Federal Election. This was unfortunate timing and is not anticipated to be a factor in the 2026 general local election procedures.
Section 158 of the Local Government Act requires that the Chief Election Officer submit a report of the election results, including a compilation of the information on the ballot accounts, to the local government Council within 30 days after the declaration of the official election results were made. The Declaration of the Official Election Results was made by the Chief Election Officer on April 8, 2025, indicating Meagan Brame as the individual elected for the Office of Councillor (Attachment 1).
The determination of election results containing the summary report of the ballots cast at each voting opportunity is attached (Attachment 2) to this staff report, along with the ballot account reconciliations for each voting opportunity and the overall ballot account reconciliation (Attachment 3).
In accordance with the requirements of the Local Government Act, all election materials have been appropriately stored, and staff will arrange for secure destruction of the materials following the expiration of the legislated retention period.
OPTIONS:
1. That the 2025 By-Election Final Report from the Chief Election Officer, Staff Report No. ADM-25-017, be received for information.
2. That Council receive the 2025 By-Election Report from the Chief Election Officer, Staff Report ADM-25-017, for information and direct staff to provide additional information at a future Council meeting.
COUNCIL PRIORITY:
Good governance and organizational excellence
FINANCIAL IMPACT:
The actual costs of the by-election have not yet been calculated as not all invoices have been received and processed at this time. There are no financial impacts associated with the receipt of the final by-election results.
COMMUNICATIONS/ENGAGEMENT:
The preliminary unofficial by-election results were published to the Township’s website on Saturday, April 5, 2025. Determination of the official results occurred on Tuesday April 8, with the declaration of official results made at 4:00 p.m. on April 7, 2025. These official results were then published to the Township’s website and posted to the official public noticeboards. The Ministry of Housing and Municipal Affairs has also been notified of the results and an ad will be placed in the Britih Columbia Gazette as required by statute following the completion of the Oath of Office.
TIMELINES & NEXT STEPS:
• The Oath of Office is scheduled to be made at a Special Council meeting at 6:30 p.m. on April 28, 2025.
• Submit the name of the elected official to the Gazette for publication within 30 days of taking office.
REPORT REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
List all items attached to Staff Report ADM-25-017
1. Declaration of Official Election Results
2. Determination of Election Results
3. Ballot Account Reconciliations