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Clerk Services

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The role of the Clerk is to act as secretariat to Council and its Standing Committees.

The Clerk is responsible for the statutory notices of the municipal clerk, including the Vital Statistics Act, Marriage Act, and Municipal Freedom of Information and Protection of Privacy Act.  Specific responsibilities of the Town Clerk include managing the Town's corporate records, conducting municipal elections, coordinating Town Hall Committee and Council meetings, maintaining corporate policies, and coordinating certain special events.

The Clerk's Department issues Marriage Licenses and provides Wedding Officiants for civil/non-denominational marriages. The Office also issues Lottery Licenses and registers deaths.

For more information regarding the services offered by the Clerk's Department, please click on the tabs below:

 Marriage Licence

The Town of Prescott offers non-denominational marriage ceremonies. Before having a civil marriage in Ontario you must obtain a marriage license. 

 

License Requirements

You can download the Marriage License or Marriage Certificate forms by clicking on the links below. Marriage License forms can be acquired in person at Town Hall. 


Marriage Licencse Application Form


Marriage Certificate Application Form 

 

A Marriage Licence can only be issued to the applicant(s). The issuing process takes approximately thirty minutes, assuming all conditions have been met and required paperwork is provided.

Fee for the Marriage Licence is $100.00 and it is valid for ninety (90) days anywhere within the Province of Ontario. Marriage licence fees are non-refundable. 

Both parties must sign the Marriage Licence Application. 

Either Applicant may submit the completed Licence Application in order to obtain the Marriage Licence, provided that he /she presents the required identification for both parties.

A person under the age of 16 is not permitted to marry in the Province of Ontario. Parental consent is required for persons who are 16 or 17 years of age.  A special Consent form is available.

 

Identification Required

Two (2) original pieces of identification are required for each of the parties (photocopies are not accepted)
as follows:

One of the following:

  • Birth Certificate and any Change of Name Certificates
  • Record of Immigrant Landing
  • Canadian Citizenship Card
  • Permanent Resident Card

 Together with one of the following Photo Identification:

  • BYID Age of Majority Card
  • Driver's Licence
  • Valid Passport
  • Valid Ontario Photo Card

 

Divorce Documents Required

When an Applicant has been divorced and the Divorce was granted in Canada, the original or a Court Certified Copy of the Decree Absolute or Certificate of Divorce is required.  A Copy can only be certified by the Court in which the Applicant was divorced (a photocopy will not be accepted).  In the case of a Divorce granted in Quebec, the Divorce Judgment will only be accepted if it was issued before 1986.

Any divorce(s) granted outside of Canada requires special authorization from the Province BEFORE the marriage licence application can be processed by the municipal licensing officer. If the Divorce was granted outside of Canada, please consult the Clerk's Division for further details. The process of applying for and receiving the necessary authorization may result in a delay in the issuance of the Marriage Licence.

 Wedding Officiants

The Municipal Act allows Municipal Clerks the ability to perform civil marriage ceremonies, allowing each couple the freedom to customize their individual ceremony, unique to their special day.

The Town of Prescott has two certified wedding officiants that can perform marriage ceremonies, our Clerk, Kimberley Casselman and Deputy Clerk, Lindsey Veltkamp.

Ceremonies can be preformed at Town Hall in Council Chambers or in our newley renovated Ruth Evanson room. Officiants are also available to travel to any location (additional fees may be included if the location is outside the municipal boundaries) during evening and weekends.

Two witnesses are required and must be fourteen (14) years of age or older. Should witnesses be required for ceremonies held at Town Hall, we can gladly provide staff members for this function. 

The fee for a marriage ceremony is $250.00 and is payable to the Town of Prescott (cash,debit, or cheque payments are accepted).

Off-site rehersals can be arranged prior to the wedding and the fee for this service is $50.00

 

 Death Registration

All deaths occuring in the Town of Prescott must be registered with the Vital Statistics Office. Copies of Death Certificates can only be obtained by sending an application with the applicable fee to The Office of the Registrar General in Thunder Bay. Application forms for this purpose are availble by clicking on the following link: Request for Death Certificate.

 

The Office of the Registrar General is located at:

P.O. Box 4600
189 Red River Road
Thunder Bay, ON
P7B 6L8

Telephone: 1-800-461-2156

 Lottery Licence
 

Eligible charitable, religious and non-profit organizations may be licensed to conduct lotteries.

The Town licenses:

  • Raffles with prizes up to $50,000
  • Bingos with a prize board up to $5,500
  • Break Open Tickets
  • Lottery Events at a Bazaar

All other types of lottery licences are issued by the Alcohol and Gaming Commission of Ontario.

Eligibility

The Town will review all relevant documentation to determine eligibility for lottery licences. These decisions are based on what is considered charitable in law, including the Criminal Code of Canada, previous court decisions, Order in Council 1413/08 as amended, and the policies issued by the Registrar of Alcohol and Gaming.

The courts have determined that the term "charitable" refers to organizations, which provide programs for:

  • the relief of poverty;
  • the advancement of education;
  • the advancement of religion;
  • other charitable purposes beneficial to the community.

Each application is unique. Determinations of eligibility will depend on the specific organization and its proposed use of proceeds.

The following pre-requisites are mandatory to be considered eligible for a lottery licence:

  • Organizations must have been in existence for at least one (1) year before being considered eligible for lottery licences.
  • The organization must have a place of business in Ontario, demonstrate that it is established to provide charitable services in Ontario and use proceeds for objects or purposes which benefit Ontario residents.

When an organization applies for a lottery licence, the following documents or information are required so that eligibility can be reviewed:

  • Incorporation Papers (Letters Patent)
  • Constitution and By-Laws
  • Notification of Charitable Registration (Canada Customs and Revenue Agency) (if applicable)
  • The most recent Registered Charity Information Return & Public Information Return, as submitted to Canada Customs and Revenue Agency (if applicable)
  • Financial Statement for Previous Fiscal Year (audited, where applicable)
  • Detailed outline of all programs/services provided in the previous year and specific costs incurred in delivery
  • Detailed outline of all programs/service currently provided and specific costs incurred in delivery
  • The current operating budget
  • Current Listing of the Board of Directors
  • Any other information that will assist in determining the charitable nature of the objects and purposes. This could include an annual report, correspondence relating to its charitable number for income-tax purposes, and confirmation that it meets the reporting requirements of the Charities Accounting Act
  • The proposed use of proceeds, which must be consistent with the primary objects and purposes of the organization and of a charitable nature consistent with at least one of the four classifications of charitable purposes.

 

 Commissioner of Oaths
The Clerk's Department offers the public a Commissioner of Oaths service. In order to have a document commissioned, all parties required to sign the document must be present and must provide valid photo identification. Please ensure that your document allows signing by a Commissioner of Oaths. The entire document must be presented before the Commissioner of Oaths. A Commissioner is available during regular business hours, 8:30 a.m. to 4:30 p.m., Monday through Friday, excluding holidays.  Making an appointment in advance is recommended.

Please note: A $20.00 fee will be charged for commissioning services

Our Commissioners will not sign:

  • Wills, Living Wills, Codicil to a Will
  • Powers of Attorney
  • Divorce, Separation, Marriage or Cohabitation documents or agreements
  • Custody documents
  • Ministry of Community and Social Services Family Responsibility Office forms
  • Real estate related documents, statements, transfer of land
  • Any court-related documents
  • Age of Majority/Bring Your Identification (BYID) Card Application
  • International educational institution or association documents, including photographs
  • Letters of Invitation
  • Documents noting the signature of a Notary Public

We reserve the right to refuse commissioning services of any document.

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