The next Municipal Election will be held on October 25, 2010. Assistance will be available at the Municipal Office. Please drop in during regular office hours or give us a call at 519-348-8429, ext. 224 if you have any questions.
Forms and Applications
Lottery licence applications may be obtained Monday to Friday at the Municipal Office. It is recommended that all applicants phone the office before attending in order to ensure that the appropriate municipal staff are present. In order to qualify for a lottery licence, a charitable or religious organization may conduct a lottery scheme to raise funds if they have a demonstrated charitable or religious mandate to qualify. "Charitable" refers to organizations which provide programs for:
- Relief of poverty;
- Advancement of education;
- Advancement of religion; and
- Other charitable purposes beneficial to the community.
The following prerequisites are mandatory to be considered eligible for a lottery licence:
- Organizations must have been in existence for at least one year before being considered eligible for lottery licence.
- The organization must have a place of business in West Perth, demonstrate that it is established to provide charitable services in West Perth, and use the proceeds for objects or purposes which benefit West Perth residents.
The primary purposes of an organization are determined by considering:
- The mandate of the organization as set out in its incorporation documents or documents stating the organization's objects;
- The objects of the organization as described in the licence application; and
- The services which have actually been provided by the organization to the community.
Types of organizations which are not considered charitable by the Province of Ontario for lottery licensing purposes are:
- Social clubs;
- Professional associations, unions, employee groups;
- Elected representative groups including municipal, regional, provincial and federal governments;
- Government ministries, agents or bodies;
- Political lobby groups;
- Political parties;
- Adult hobby groups;
- Private sports clubs (e.g., golf, curling); and
- Adult sports teams.
- It must be determined by the Licensing Officer that the group is eligible to conduct lotteries. The organization must be based within the boundaries of the Municipality of West Perth.
- An organization must have been in existence for at least one complete year prior to being considered eligible for lottery licences.
- You must have a lottery trust account with two signing officers of the charity with cheque signing privileges, and monthly bank statements.
The following is required for a complete application:
- Incorporation papers (Letters Patent)
- Constitution and By-laws (signed copy)
- Notification of Charitable Registration (Canada Customs and Revenue Agency), if applicable
- Most recent Registered Charity Information Return & Public Information Return, as submitted to Canada Customs and Revenue Agency, if applicable
- Financial statement from previous year (audited, where applicable)
- Detailed outline of all programs/services currently provided and specific costs incurred in their delivery
- 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, confirmation that it meets the reporting requirements of the Charities Accounting Act.
- 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.
Bazaar Lottery Licence
To qualify for a bazaar lottery licence, your organization must have a proven charitable mandate. Your application must be completed by two members of your organization and returned to the Licensing Officer for review and approval. The fee for a bazaar licence is three percent (3%) of the prize value up to a maximum of $500. Please note a Bazaar means an event where any combination of the following lotteries may be conducted:
- A raffle not exceeding $500 in prizes;
- A bingo not exceeding $500 in prizes; and/or
- A maximum three wheels of fortune with a maximum $2 bet.
Bingo Lottery Licence
To qualify for a bingo lottery licence, your organization must have a proven charitable mandate. Your application must be completed by two members and two principal officers of your organization and returned to the Licensing Officer for review and approval. The fee for a bingo licence is three percent (3%) of the prize board.
Break-open Lottery Licence
To qualify for a break-open lottery licence, your organization must have a proven charitable mandate and be based in West Perth and must not hold a bingo lottery licence issued by the Municipality of West Perth.
Your application must be completed by two principal officers of your organization and returned to the Licensing Officer for review and approval. Additional documentation may be required. The fee for a break-open lottery is three percent (3%) of the prizes awarded.
Raffle Lottery Licence
To qualify for a raffle licence, your organization must have a proven charitable mandate. Your application must be completed by two members of your organization and returned to the Licensing Officer for review and approval. The fee for a raffle licence is three percent (3%) of the retail value of the prize including taxes. Any raffle with a prize value of $10,000 or more requires additional documentation. Contact the Municipality for more information.
BIRTHS
The Office of the Registrar General (ORG) is responsible for issuing birth certificates for people born in Ontario.
Birth Registration
Parents of newborns will receive a form called Statement of Live Birth from the hospital. The Statement of Live Birth form is your child's permanent record and must be completed and submitted in order for your child's birth to be registered. Instructions for completing the form are included with it. If you do not receive this form, you can pick one up at the Municipal Office or visit: www.serviceontario.ca
It is important that the information is complete, accurate and legible, as this is your child's legal record of birth. The parent(s) must sign the form as indicated. If the father's information is not provided, only the mother is required to sign the form. In the section regarding the father's information, the mother must indicate "Information not provided".
The completed Statement of Live Birth should be forwarded as soon as possible, to the Office of the Registrar General.
When the Registrar General registers the birth, you will receive a Notice of Birth Registration. You may then apply for your child's birth certificate from the Registrar General. You can pick up a form at the Municipal Office.
Send the completed form to the Office of the Registrar General with the proper fees.
Contact
Office of the Registrar General
P.O. Box 4600
189 Red River Road
Thunder Bay, ON
P7B 6L8
1.800.461.2156 or 416.325.8305
DEATHS
The Office of the Registrar General (ORG) is responsible for registering deaths and issuing death certificates.
Death Registration
For most purposes, the Funeral Director will provide the family members with a Funeral Director´s Statement of Death. To register a death, a family member and the Funeral Director usually complete the Statement of Death with information about the deceased. This serves as proof of the death for many organizations.
License Fee
To register a death at the Municipality of West Perth the fee is $15.00 payable by cash or cheque made out to the Municipality of West Perth.
When this has been completed, you may apply for a Death Certificate. Application forms are available at the Municipal Office. Once the forms are completed they can be sent to the Registrar General with the proper fees.
Contact
Office of the Registrar General
P.O. Box 4600
189 Red River Road
Thunder Bay, ON
P7B 6L8
1.800.461.2156 or 416.325.8305
There are a number of government offices that are involved in the marriage process in Ontario. The local municipality issues marriage licences, and the Office of the Registrar General (ORG) is responsible for registering marriages and issuing marriage certificates.
Prior to a marriage licence being issued in the Province of Ontario, couples should be aware that a marriage must be solemnized under the authority of a marriage licence or the publication of banns.
Marriage License Application
Couples wishing to be married in Ontario must complete a marriage licence application form, signed by both parties to the marriage. The application form must be submitted, with the appropriate identification (see below), in person by one or both of the parties to the Municipal Office.
Provided that the information is complete and correct, the licence will be issued, and is valid anywhere in Ontario for a period of 90 days from the date of issuance.
Marriage License Application forms can be obtained at the Municipal Office.
License Fee
The fee for a marriage licence at the Municipality of West Perth is $100.00 payable by cash or cheque made out to the Municipality of West Perth.
Identification
Two pieces of identification are required for both parties when applying for a marriage licence, and must include birth identity and picture I.D., with the completed application form.
Proof of Birth Identity - must be original documents & not photocopies
- Birth Certificate
- Change of Name Certificate
- Record of Immigrant Landing
- Canadian Citizenship Card
- Current Passport
- Original Divorce papers with seal
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Above proof must be provided along with photo identification.
Minors
No person under 16 years of age may be married. An applicant who is 16 or 17 years of age is required to have both parents or guardian fill out a form at the Clerk's office at the time of applying for the marriage licence giving their written consent.
Divorce within Canada
If either party's previous marriage ended in Divorce, the original copy or a certified true copy of the Decree Absolute or Certificate of Divorce must be submitted to the Issuer of Marriage Licences. A Divorce Judgment or Decree Nisi is not acceptable. Certified true copies can be obtained from the court, which granted the divorce. Photocopies are not accepted.
Divorce outside of Canada
If either party's previous marriage ended in Divorce outside of Canada, authorization from the Registrar General is required before a marriage licence may be issued. To obtain this authorization, the applicants, or a lawyer representing them, must submit the following:
- A completed marriage application form, signed by both applicants
- A certified copy of the Decree Absolute or Certificate of Divorce or Annulment from the jurisdiction where the divorce was granted sealed by the court. If the divorce is in another language, include a certified translation
- A Statement of Sole Responsibility for each divorcee, signed by both applicants (available from City Clerk's Office)
- A legal opinion of an Ontario lawyer, addressed to both applicants, giving reasons why the divorce or annulment should be recognized by the Province of Ontario.
To:
The Office of the Registrar General
P.O. Box 4600
189 Red River Road
Thunder Bay, ON
P7B 6L8
Widow or Widower
If either party to the proposed marriage is a widow or widower they are not required to produce a death certificate to obtain a marriage licence.
Marriage Ceremony
It is your responsibility to arrange the marriage ceremony of your choice.
Publication of Banns
A marriage may be solemnized under the authority of the publication of banns where both parties to the proposed marriage worship regularly at their own Church in Canada.
For further information regarding the publication of banns, please contact a member of the clergy.
Marriage Registration and Certificate
After the marriage, the marrying couple may receive a Record of Solemnization of Marriage.
This document includes the couple’s names, the date of the marriage, the names of the witnesses and whether the marriage was performed under the authority of a licence or the publication of banns. This is not a legal record.
The person who performed the marriage must forward the Record of Solemnization of Marriage and the marriage licence to the Office of the Registrar General for registration.
Once your marriage has been registered, you may apply for a marriage certificate. Application forms can be obtained from the Municipal Office. Online registration is also available at www.serviceontario.ca under life events.
Send the completed form to the Office of the Registrar General with the proper fees.
Contact
Office of the Registrar General
P.O. Box 4600
189 Red River Road
Thunder Bay, ON
P7B 6L8
1.800.461.2156 or 416.325.8305
Kristen Bickers
By-law Enforcement Officer
519-348-8429 ext 232
kbickers@westperth.com
As part of the Clerk’s Department, the By-law Enforcement Officer’s primary function is to ensure public health and safety through the enforcement of several Municipal By-laws and property standards.
Any concerns or complaints regarding property standards must be received in writing for the By-law Enforcement Officer to investigate. A Property Complaint Report may be downloaded with the following link
Freedom of Information & Protection of Privacy
Ontario's Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) provides an individual with the right to access records of information, including one's own personal information, under the custody and control of a local government institution.
Basis of the Act
- Access rights are balanced with privacy protection
- All paper documents, microfilm/fiche, computer files, e-mail and other forms of stored data are all considered to be records of the "institution" (i.e. the Corporation of the Municipality of West Perth)
- Subject to certain limitations, there is a right of access by the public to records in the Municipality's custody and control
- Subject again to certain limitations, the personal information of individuals has to be protected and is not accessible by other individuals
The Municipality of West Perth promotes open government and fosters an organizational structure that advances the fundamental principles of the Act:
- Information (general records) should be available to the public
- Individuals should have access to their own personal information
- Exemptions to access should be limited and specific
- The Municipality should protect the privacy of individuals with respect to the personal information it collects and maintains.
Routine Access to Municipal Government Records
- Individuals wishing routine access to municipal government records should begin by contacting the Municipality of West Perth at (519) 348-8429. A customer service representative will connect you with Municipal department holding the records you are seeking.
- The appropriate departmental staff will then determine if the request should be submitted formally under MFIPPA, or if the records will be provided as a routine disclosure. It is important to note that the rules governing access and privacy under MFIPPA apply to both formal and informal requests for information.
Formal Requests under MFIPPA
Individuals wanting to submit a formal request for information under the access to information legislation (MFIPPA) may contact the municipal Clerk:
Municipality of West Perth
C/O Clerk
169 St. David Street, PO Box #609
Mitchell, ON N0K 1N0
Telephone: (519) 348-8429, ext. 224
Fax: (519) 348-8935
Formal requests must be made in writing using the MFIPPA Access/Correction Form (available for download above) and accompanied by a $5 application fee. In addition to the application fee, you may be required to pay other fees. The rules regarding the payment and amount of fees are set out in the Act and its regulations.
Download a MFIPPA “Request Information Form” to complete a formal request.
http://www.ipc.on.ca/images/Resources/up-form_2e.pdf
Fee Charges for Requests for Personal Information
If you are requesting information about yourself, your request is considered a "personal information request". The following fees may apply to requests for your personal information:
Details: Fee Charges for Requests for Personal Information |
Application fee: |
$5.00 to be paid when you submit your request |
Photocopying: |
$0.20 per page |
Computer programming: |
$15.00 for each half-hour if needed to develop program to retrieve information |
Floppy Disks: |
$10.00 for each disk |
Fee Charges for Requests for General Information
Requests for information about a person other than yourself or about a municipal program or activity are considered "general information requests" and have different fees than for personal information requests. The following fees apply for requests for general information:
Details: Fee Charges for Requests for General Information |
Application fee: |
$5.00 to be paid when you submit your request |
Search time: |
$7.50 for each half-hour required to search and retrieve records |
Record preparation: |
$7.50 for each half-hour required to prepare records for release |
Photocopying: |
$0.20 per page |
Computer programming: |
$15.00 for each half-hour if needed to develop program to retrieve information |
Floppy Disks: |
$10.00 for each disk |
You will be given a fee estimate, if it is anticipated fees are more than $25.00. If the estimate of fees to be paid is $100.00 or more, you may be required to pay a 50% deposit.
Details: Other Fees
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N.S.F. cheques: |
$25.00 |
Appeals - General: |
$25.00 |
Appeals - Personal: |
$10.00 |
Freedom of Information FAQ
1. What is the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)?
A: The Municipal Freedom of Information and Protection of Privacy Act applies to all local government organizations, including:
- municipalities
- school boards
- public utilities (except electrical distribution)
- transit and police commissions
- fire departments
- conservation authorities
- boards of health
- other local boards
There are separate Acts that apply specifically to provincial ministries, agencies and federal government institutions.
Effective January 1, 1991, MFIPPA requires municipal institutions to protect the privacy of an individual's personal information existing in government records and provides a right of access to information held by the municipal institution. The Act creates a privacy protection scheme 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 municipal institution.
2. What rights do I have for requesting information under the Act?
A: In keeping with the spirit of the legislation, the Municipality of West Perth is committed to providing individuals with the right of access to information in its custody and control including most operational records as well as records containing their own personal information, where applicable. This process is called routine disclosure and allows certain records to be disclosed, without having to make a formal request under the Act. Only under limited circumstances does the Municipality require an individual to make a formal MFIPPA request.
- The Act gives individuals the right to access municipal government information, including most general records and records containing their own personal information, subject to very specific and limited exemptions.
- The Act provides individuals with the right to request a correction of their personal information which they believe to be false or inaccurate and/or to attach a statement of disagreement to their records.
- An individual is also provided with the opportunity to request an independent review from the Information and Privacy Commissioner/Ontario of the decisions made under MFIPPA by the head of an institution.
3. If I make an MFIPPA request, when will I receive the information?
A: The MFIPPA legislation states that an institution must provide the requester with the information and/or a decision regarding their request within 30 calendar days from the date a complete request is received. On occasion, an institution may ask for an extension, if the request is for an extensive number of records and/or if an outside third party needs to be contacted.
4. Who at the Municipality of West Perth is responsible for MFIPPA?
A: Each municipal organization is required to appoint a head who is responsible for overseeing the administration of the legislation within the institution and for decisions made under the legislation.
The Clerk is responsible for processing all access requests, gives direction to municipal staff on informal information requests and implements privacy protection practices.
5. How do I contact the Clerk?
A: The Clerk may be contacted at:
Municipality of West Perth
169 St. David Street, PO Box #609
Mitchell, ON N0K 1N0
Telephone: (519) 348-8429, ext. 224
Fax: (519) 348-8935
scronin@westperth.com
