The Clerks Division is a team lead by the City Clerk dedicated to providing a variety and diversity of services to Council, constituents and staff. The Clerks Division is committed to ensuring high-quality services are provided in a cost-effective, professional and impartial manner. The Clerks Division staff is located in five main areas of the Civic Complex including: print / mail room, Councillors' Office, Clerks main office and By-law Enforcement. In accordance with the statutory responsibilities assigned by the Municipal Act, and other responsibilities as directed by Council, the Clerks Division is committed to providing the following services:
In accordance with the Municipal Elections Act 1996, as amended, the next Municipal Election will be will be held in November 2010. The City Clerks Division conducts the Election including compiling and finalizing the voters' list, providing public notification of the election process, establishing voting locations, recruiting and training election officials, and tabulating and publishing the election results. For further information about municipal elections, contact Lisa Broad, Coordinator, Records & Elections at 905.420.4660 ext. 2097
Minutes / By-laws and other Corporate Records In accordance with the Municipal Act, the City Clerk is responsible for recording all resolutions and decisions of Council, and retaining all originals of by-laws and minutes. The Records Management Team develops records management policies governing the collection, use, retention and disposition of all Corporate Records. To access our public Corporate Records collection, select one of the following links:
Municipal
Freedom of Information and Protection of Privacy Act The creation, collection, use and disposition of all corporate records, regardless of medium (e.g. electronic, paper, video, etc.), are governed by the rules set out in the Municipal Freedom of Information and Protection of Privacy Act. This Act came into effect on January 1, 1991 and governs all records in the custody and control of the City regardless of when they were created. The principle of the Act is to promote the freedom of information in the custody and control of the City while protecting personal information (e.g. any information which would disclose an identifiable individual). To request access to a City record, an informal request must first be submitted to the Department / Division responsible for that record series. If unsuccessful, a formal, written request may be submitted, along with a $5.00 application fee, to: Debi Wilcox,
City Clerk An application is available in the Clerk’s Office at the above address or may be downloaded here. A response to a request will be complete within 30 days unless otherwise notified. For additional information regarding the request process, please contact the City Clerk at 905.420.4660 ext. 2153. Related Sites: http://www.gov.on.ca/MBS/english/fip
Commissioner For Taking Affidavits and Attesting to Documents Select staff in the Clerk’s Division are able to provide this service during regular office hours (8:30 am to 4:30 pm) from Monday to Friday. There is a $10.00 fee for this service. Examples of documents commissioned by the Clerk’s Division are:
If you require the services of a Notary Public, please contact the City’s Legal Services Division at 905.420.4626 to arrange an appointment with the City’s solicitor. The cost of this services is $10.00 plus GST.
The City of Pickering issues a variety of licences, which assists in regulating select activities and ensuring health and safety to our community. The application process and associated fees vary depending on the type of licence required. For all licences, with the exception of the Home Based Business licence, the applicant must attend the City Clerks Division, Civic Complex, One The Esplanade, Pickering to submit their application and fee.
Licensing for dogs and cats is required by the City of Pickering. Licences are issued at the Clerks Office, Second Floor, Civic Complex, One The Esplanade during normal business hours (8:30 am to 4:30 pm). The fees are as follows:
Lottery Licences The City of Pickering may issue lottery licences only for "charitable gaming events." What is a "charitable gaming event"? "Charitable gaming" refers to lottery schemes permitted by a licence under the Criminal Code of Canada. Typically these may include: bingos, raffles, break open tickets. Municipal Licences
Provincial Licences
Who can get a licence to conduct a lottery scheme? Canada's Criminal Code permits charitable and religious organizations to conduct a lottery scheme to raise funds pursuant to a licence being issued. Organizations must have demonstrated charitable or religious mandate to qualify. The courts have determined that the term "charitable" refers to organizations which provide programs for:
The following pre-requisites are mandatory to be considered eligible for a lottery licence:
The primary purposes of an organization are determined by considering:
What types of organizations are not charitable for lottery licensing purposes? Types of organizations which cannot be considered charitable include:
How do I apply? Prescribed applications are available in the Clerks Division, Civic Complex, One The Esplanade, during normal office hours (8:30 am to 4:30 pm). The completed application must be submitted with the appropriate fee as prescribed in the Terms and Conditions issued by the Province of Ontario. The completed application will be assessed to determine eligibility and for accuracy. A minimum of two weeks is required to process a lottery application.
To be a Taxicab Driver, Taxicab Owner, or Taxicab Broker operating within the City of Pickering, you must qualify and acquire a valid licence. Completed applications must be submitted in person by the applicant to the Clerks Division, Civic Complex, One The Esplanade, Pickering during normal business hours (8:30 am to 4:30 pm). Along with the completed application you must submit the necessary documentation and the prescribed fee (as detailed on the application). Necessary Documentation:
Applicants must obtain a Criminal Information Abstract from any Police Services (e.g. Durham Region, Peel Region, Metro Toronto, etc.). If any charges or convictions appear, the By-law Enforcement staff will determine eligibility.
Applications are available in the Clerks Division, or from the link below. It takes a minimum of 2 days to process a taxicab licence application.
The City of Pickering Sign By-law 2439/87, as amended, regulates the placement of portable, pylon, election signs and other advertising devices. No person shall erect, maintain or structurally alter any sign unless and until a permit is obtained from Clerks Division. Completed applications must be hand-delivered to the Clerks Division, Civic Complex, One The Esplanade, Pickering during normal business hours (8:30 am to 4:30 pm). Along with the completed application you must submit four (4) sets of the following documentation:
Completed applications shall be reviewed by:
A By-law Enforcement Officer will advise the applicant by telephone if the application is approved or denied. Fee $150.00 per each individual sign It takes a minimum of five (5) days to process a sign permit application.
General
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Licence
Fee Minors Divorced
Applicants Expiry
Date Blood
Tests Residency
Civil Marriage Ceremonies Exchange your wedding vows in a non-denominational setting. Civil Marriage Ceremonies will be performed by the Municipal Clerk and / or designate, Monday through Friday from 9:00 am to 3:30 pm in the Council Chambers, One The Esplanade, Pickering. The fee for this service is $250.00 and can be made by cash, debit or visa. Please be advised that a Marriage Licence is required before the booking of the ceremony can be made. The fee for a Marriage Licence is $100.00. If you are interested in a civil marriage additional information can be found by accessing the Civil Marriage Application icon below. To submit an application or book an appointment, please contact Debbie Shields, Deputy Clerk, 905.420.4660 extension 2019. Please note that both parties to the marriage will be required to meet with the officiate at least one week prior to the marriage.
The City of Pickering is responsible for registering births and deaths which occur within the City. We do not issue Birth, Death or Marriage Certificates. There is a drop box for applications at the The Durham Land Registry Office, however they no longer provide walk-in service for Certificates and Certified Copies of Births, Marriages and Deaths.
For more information regarding certificates, access the ministry website at http://www.cbs.gov.on.ca/mcbs/english/4U4V5Z.htm Certificates: There is a 6-8 week turn-around time for certificates, unless it is an emergency and in that case proof of emergency must be provided. The turn-around time for an emergency is 10 days.
For information contact: Office of the Registrar General at 416.965.1687 or 1.800.461.2156.
Where
can I pay my parking ticket? How
can I dispute my parking ticket? What
if I just don't pay my parking ticket?
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