By-Election Candidate Information

A person is eligible to run for the office of Ward Councillor if, on the day the nomination is filed, that person is:

• A Canadian citizen;
• At least 18 years of age or older; and
• A resident of the Town of Greater Napanee; or
  • The owner or tenant of property in the Town of Greater Napanee; or
  • The spouse of an owner or tenant of property in the Town of Greater Napanee; and
• Not otherwise disqualified from holding municipal office.

For the position of Ward Councillor, a candidate is not required to live or own property within the Ward they are seeking to represent.

The following are ineligible to run for municipal office:

• Any person who is not eligible to vote in the municipality;
• An employee of the Town of Greater Napanee who has not taken an unpaid leave of absence. Note that volunteer firefighters are not considered employees for the purpose of eligibility.
• A judge of any court;
• An MP, an MPP or a senator;
• An inmate serving a sentence in a penal or correctional institution; and
• A candidate who failed to file the candidate financial statement or exceeded the prescribed spending limit in the last municipal election.

To file a nomination for Ward 3 Councillor, you must provide the following in person at 99 Advance Ave to an election official (booking an appointment is required):

1. Nomination form
2. Endorsement form
3. Current acceptable identification
4. Nomination filing fee (paid by cash, debit, certified cheque or money order to the Town of Greater Napanee). The fee is $100 and will be refunded after the required financial statements are filed.

Original signatures are required on all forms.

If an agent files a nomination on your behalf, they must provide all required documents and their own identification.

You can email our Election Team for a fillable version of the forms, and to schedule an appointment to file nomination forms.

Please note that while election staff can direct you to resources and instructions, they cannot assist you in completing your forms, provide advice, or verify the accuracy of the information you provide. Each candidate is responsible for filing a true and accurate statement to the best of their knowledge.

The name provided on the nomination form will appear on the ballot. The following rules apply:

• The last name or single name on the nomination form must exactly match the name shown on your acceptable identification.
• The first name may be shortened or modified, subject to agreement by the Town Clerk.
• A middle name, as shown on acceptable identification, may be used in place of the first name if the candidate can demonstrate they are commonly known by that name.
• Nicknames, slogans, initials, occupations, degrees, titles, honours, or decorations are not permitted on the Nomination Form and cannot be added to or used in place of a name.

The ballot lists all candidates running for Town Councillor, Ward 3. The Municipal Elections Act, 1996 and Town Clerk determine how a candidate’s name appears on the ballot.

If you no longer wish to be a candidate, you must file a Notice of Withdrawal in person at 99 Advance Ave by 2:00 p.m. on December 5, 2025. Candidates cannot withdraw after the nomination period has closed. Candidates who have withdrawn are still required to file a financial statement.

Candidates can begin campaigning, raising and spending money on their campaign once they have filed nomination papers with the Clerk’s Office.

Campaign signs can start being posted on December 5, 2025. All signs must follow the Town’s Election Signs By-law. Complaints about campaign signs should be submitted to our Election Team.

Candidates are not permitted to imply Town endorsement for their campaign through the use of the Town logo, buildings, or staff members in promotional materials or campaign activities. Full details are available in the Use of Corporate Resources Policy. The following exceptions are permitted as they provide equal opportunity to all candidates and are voter engagement and education tools:

•  All-candidate meetings hosted by a third party may be held in Town-owned facilities
• Candidate profiles shared on the Town’s election page

Candidates, or their representatives, are permitted to canvas door-to-door in apartments and condos between 9:00 am and 9:00 pm.

Campaign Bank Account

You must open a bank account exclusively for your campaign if you accept any monetary contributions (including from yourself or your spouse) or if you incur any expenses.

You do not need to open a campaign bank account if:

• you do not spend any money, and
• you do not receive any monetary contributions.

If you receive only contributions of goods or services (and no money), you are also not required to open a campaign bank account.

You cannot use your personal bank account for campaign finances.

All contributions — including those you make to yourself — must be deposited into your campaign bank account. All expenses must be paid from this account.

The nomination fee is considered a personal expense, not a campaign expense. You do not need to have a campaign bank account to pay the nomination fee.

Contributions

Campaign contributions include any money, goods or services given to you for use in your campaign — including contributions you make to yourself.

You may only accept contributions from individuals who normally reside in Ontario. Corporations and trade unions are not allowed to contribute to candidates.

You may only accept contributions during your campaign period, which begins on the day you file your Nomination Form and ends on March 5, 2026.

If you withdraw your nomination, your campaign ends on the date you file your Withdrawal of Nomination.

Financial Statements

All candidates must file a Financial Statement with the Town Clerk by 2 p.m. on Tuesday, April 7, 2026.

You are responsible for keeping records of all financial activities related to your campaign. Review the Financial Statement form early in your campaign to ensure you are capturing all the required information.

You must file a Financial Statement even if:

• you did not spend any money, or
• you withdrew your nomination.

Campaign Surplus

If your campaign ends with a surplus, you may refund the value of contributions that you and your spouse made. You are not permitted to refund eligible contributions made by anyone other than you or your spouse.

If a surplus still remains, it must be paid to the Town Clerk when you file your financial statement. You, or your agent, must file your financial statement in-person at the Town Administration Building (99 Advance).

Penalties for Not Filing

Under the Municipal Elections Act, 1996, a candidate will automatically receive penalties if they:

• fail to file a financial statement by the end of the 30-day grace period, or fail to apply for an extension by the filing deadline
• exceed their spending limit, as show in their financial statement
• fail to turn over any surplus to the Town Clerk when filing their financial statements

Penalties include:

• being ineligible to run for office or fill a vacancy until after the 2026 election
• forfeiting the office if elected

Nomination papers, endorsements of nomination, and other public documents filed with the Town Clerk can only be viewed at the Town Office, 99 Advance Ave, during regular business hours (Monday – Friday, 8:30 a.m. to 4:30 p.m., excluding holidays).

Filed financial statements are public documents and will be posted on the Town’s website in their entirety, including the names and addresses of all those who contributed more than $100.