Role of the Clerk’s Department
The Clerk’s Department and staff provide corporate, customer and statutory services to the public, other departments, and external agencies and organizations. A few of the key activities include, but are not limited to:
- To operate the Clerk’s Office in accordance with the statutory requirements of the Municipal Act, Planning Act, and other related statutes, as well as directions from Council
- To provide legislative support to Council and Committees
- To prepare Agendas, Minutes, By-laws, Policies, Agreements, and related corporate documents
- To commission documents
- To record Council and Committee proceedings and maintain the official records of the Municipality
- To respond to requests for access to municipal records received under the Municipal Freedom of Information and Protection of Privacy Act
- To conduct municipal and school board elections
- To provide lottery licensing
- To provide secretarial services and administrative support to committees and ad-hoc committees as determined by Council
- To serve as a general information office with respect to a broad range of inquiries from the public
Oaths and Affidavits (Commissioners)
A Commissioner of Oaths is also known as a Commissioner for Taking Affidavits. Staff provide this service for Township of Perry residents only (save and except those applications filed with the Southeast Parry Sound District Planning Board). We do not have a Notary Public at the Township. A Notary Public has much broader authority. If your document requires the signature of a Notary Public, or you require certified copies of documents, then you will need to contact a lawyer or a Notary. NOTE: The Township of Perry does not offer electronic or virtual commissioning.
The person signing the affidavit must appear before the Commissioner and must show proof of identity via Government issued photo identification showing their name and signature. The person signing the affidavit must sign the document in the presence of the Commissioner.
There is no guarantee that a document can be commissioned until the document is seen by the Commissioner.
It is at the exclusive discretion of the individual Commissioner of Oaths whether or not they choose to sign the document.
The Commissioner cannot witness documents where there is a requirement to personally know the person for a certain length of time, i.e. Passport Guarantor.
Fees and Availability of Service
There is a $10.00 fee, $5 for any additional document, payable for this service. This fee is set out in the Township’s Fees and Charges By-law.
Appointments are required.
Please call the Municipal Office at 705-636-5941 to schedule an appointment and to make sure that a Commissioner is available to perform this service for you.
Documents the Township will Commission (including but not limited to):
• Township of Perry generated documents (i.e. planning applications)
• Domestic and Foreign Pension document also known as Proof of Life
• Canadian Citizenship forms
• Delayed Statement of Live Birth
• Adult Name Change
• Vehicle transfer of ownership to a family member
• Child Travel Consent
• Invitation letters for a visitor's VISA
• Immunization exemption document
• Statutory Declaration of Lost Identification
• Statutory Declaration for OSAP – Statement of Common Law Status/Supporting Children
• Amendment to Birth/ Death/ Marriage Certificate forms
• Affidavit of Proof of Loss of Motor Vehicle/boat (from an insurance company)
• Affidavit of Proof of Residency
• Travel Industry Council of Ontario - Affidavit of Customer Claimant
Documents the Township cannot Commission:
• Wills, Living Wills, Codicils to Wills or Estate Settlement documents
• Power of Attorney
• Divorce, separation, marriage or cohabitation documents
• Custody documents
• Documents related to debt
• Real Estate documents
• Court, Legal or Civil issue related documents
• Declaration or Claimant and Indemnity
• Statutory Declaration of Progress Payment Distribution – Holdback Security Deposits
• Statement of Arrears
• Certified True Copies
• Declaration of a Translator
• Age of Majority or BYID Card Application
• Documents requiring the signature of a Notary Public, Canadian and Foreign
The Clerk is authorized to issue Lottery Licences on behalf of and under the regulations of the Alcohol and Gaming Commission of Ontario (ACGO). For information on how you can obtain a Lottery Licence, please contact the Clerk-Administrator
Lottery Licence applications and guides can be found under Permits, Licenses, and Application
Freedom of Information
What is MFIPPA?
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) applies to all local government organizations, including municipalities, school boards, public utilities, transit and police commissions, fire departments, conservation authorities, boards of health and other local boards. There are separate Acts that apply specifically to Provincial Ministries, agencies and Federal Government institutions.
MFIPPA came into effect January 1, 1991 and required municipal institutions to protect the privacy of an individual’s personal information existing in government records. The Act creates a privacy protection scheme, which the government must follow to protect an individual’s right to privacy. The scheme includes rules regarding the collection, use, disclosure and disposal of personal information in the custody and control of a municipality.
For more information, see the Municipal Freedom of Information and Protection of Privacy Act or contact the Township's Freedom of Information Coordinator at 705-636-5941.