Clerk’s Department

The Municipal Clerk is a statutory officer of the Corporation and is given various duties by several Provincial statutes such as the Municipal Act, the Planning Act, the Municipal Elections Act, the Ontario Heritage Act, and many more.

The Clerk's Department is responsible for the records of the Municipality and serves as an information centre for Council, staff and the public. It processes information presented to Council in the form of agendas, minutes, By-Laws and agreements.

The department is responsible for issuing municipal lottery licences such as raffles, break open tickets, etc. Requests under the Municipal Freedom of Information and Protection of Privacy Act are processed by the Clerk.

On behalf of the Office of the Registrar General, the department issues marriage licences and records deaths that occur in the municipality.

The Clerk is the Returning Officer for municipal elections and is responsible to carry out all aspects of the election process in accordance with provincial legislation.

Services

  • The Clerk can sign documents that need the signature of a Commissioner of Oaths or Commissioner for Taking Affidavits. You will need to bring photo identification, and the document must be signed in the presence of the Clerk. The fee for this service is $10.00.

    The Commissioner of Oaths can sign documents including, but not limited to:

    • Consent to travel with Children (travel letters)

    • Proof of residency

    • Vehicle transfer of ownership

    • Pension plans

    • Certify documents as “true copies”

    • Certification of an identifiable individual's signature

    • Government-related forms

    • Township departmental forms

    The Commissioner of Oaths will not sign documents related to:

    • Wills

    • Living wills

    • Codicils of wills

    • Power of Attorney

    • Divorce, separation or custody

    • Theft

    • Real Estate

    • Court documents that require the signature of a Notary Public

  • Council meets the 2nd and 4th Tuesdays of each month, with some exceptions and has no meetings in the month of August. If you are interested in appearing in person at a council meeting to present information or an opinion on a matter, you will need to fill out the Delegation Request Form. You must submit this Delegation Request Form to the Clerk's department together with your package or information to present at least twelve (12) days prior to a Council meeting date. You will need to ensure that your presentation does not exceed ten (10) minutes in length.

    All delegations to Council are governed by the Township's Procedure Bylaw #110-2023. Applicants are strongly advised to refer to the Procedure Bylaw prior to submitting delegation requests and to refer to the By-law before their delegation, if approved.

  • The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) provides a right of access to information for records in the custody and control of the Municipality. There are certain limitations in order to protect personal and sensitive information.

    You can get many of the records online or by calling the municipal office without submitting a Freedom of Information (FOI) form.

    How to apply for access to information

    You can apply by filling out a FOI form and paying a $5 fee for each request.

    Submit your completed form to the Clerk's Office.

    The Clerk has 30 day to respond to FOI requests.

    Additional fees may apply depending on the request. The Clerk will provide an estimate if the fees will be over $25.

    Can a Freedom of Information request be refused?

    Yes. A request may be refused access to a record or part of a record in accordance with the Exemptions in MFFIPPA.

    Routine Disclosure Policy

    The Council of the Township of Alnwick/Haldimand has deemed it beneficial to the stakeholders of this Township to develop a policy for access to municipally held records and information and to ensure records are kept and released according to Provincial Legislation.

  • The Clerk's office issues Lottery Licences to eligible charitable organizations for various games of chance, such as, Break-Open Tickets, Raffles and other lottery events. Lottery Licences are required if money is paid for a chance to win a prize.

    Your group must be a charitable organization or a non-profit organization with charitable purposes in order to be eligible for a lottery licence. To find out if your group is eligible you can visit the Alcohol and Gaming Commission of Ontario's website for details.

  • Purchase your marriage license from the Clerk’s Department today.

    The Clerk’s Department also provide non-denominational, civil marriage ceremony services within the Township.

    All licenses and services are subject to fees in accordance with the Township’s approved Fees and Charges By-law.

  • In accordance with the Municipal Elections Act the Clerk of the municipality shall conduct a municipal election every four years.