Clerks

Overview

The Clerks Department is primarily responsible for the preparation of meeting agendas and minutes, as well as distribution of information to the Mayor and Members of Council on a weekly basis. The Department is also responsible for various functions, which include but are not limited to the following:

  • Recording/Record Keeping
  • Licensing – Trailer Park, Refreshment Cart and Lottery
  • Municipal Elections
  • Records Management
  • Human Resources
  • Vital Statistics
  • Administration of Policy Development, Property/Legal Matters
  • Administration of Municipal Tile + Drainage Acts
  • Commissioner for Taking Oaths
  • Administration of Freedom of Information & Protection of Privacy Act

Commissioner of Oaths

A Commissioner for Taking Affidavits is available in the Town Clerk’s Office, to administer oaths/affidavits and to certify certain documents. Office hours are 9:00 a.m. – 4:30 p.m., however, there is not always someone available to provide this service. It is recommended that you contact the Clerk’s office at 905-957-3346 prior to visiting Town Hall.

Fees for certification of private documents or witnessing of affidavits are: $10 per document.

Please be advised that you will be required to show identification.

Lottery Licensing

Only charitable and religious organizations as defined by the Alcohol and Gaming Commission of Ontario (AGCO) can obtain a licence. Organizations must have been in existence for at least one year before being considered eligible; must have a place of business in Ontario; and demonstrate that it is established to provide charitable services in Ontario and use proceeds for objects or purposes which benefit Ontario residents. Courts have determined that the term “charitable” refers to organizations which provide programs for:

a) the relief of poverty;
b) the advancement of education;
c) the advancement of religion;
d) other charitable purpose beneficial to the community.

Applications, Terms and Conditions and additional information may be obtained from the Clerk’s office at the Town Hall or the AGCO website.

What is a lottery?

A lottery is an event where a fee is paid for a chance to win a prize. Typically these may include bingos, raffles, break open (Nevada) tickets and charity casino events.

All lotteries require a licence issued by a municipality or by the Province of Ontario.

Freedom of Information

The Municipal Freedom of Information and Protection (MFIPP) of Privacy Act allows individuals to access municipal government records.

If you require access to municipal records please contact the Township of West Lincoln at 905-957-3346 and the receptionist will connect you to the appropriate department. Staff from that department will determine if the request should be made under MFIPPA or if the records may be provided to you as a matter of routine.

Please note that access to the records requested will be governed by the Rules of MFIPPA.

Freedom of Information Links

MFIPP Act: www.e-laws.gov.on.ca/DBLaws/Statutes/English/90m56_e.htm
MFIPP General: www.e-laws.gov.on.ca/DBLaws/Regs/English/900823_e.htm
MFIPP Institutions: www.e-laws.gov.on.ca/DBLaws/Regs/English/910372_e.htm
Privacy Complaint Form: www.ipc.on.ca/userfiles/page_attachments/cmpfrm-e.pdf

If you wish to make a presentation to Council or Committee, please contact the Clerk’s Department at 905-957-3346.