The Clerk’s Department is responsible for providing administrative support services, as needed, to Council and to all Municipal Departments. It is an essential link between the Town of Bancroft, the general public, and Municipal Council. The Department carries out the statutory duties for the Clerk’s Office, which includes, among other things, preparation of agendas, recording minutes, preparing By-Laws, maintaining records, licensing, elections, and maintaining vital statistics.
Commissioner for Taking Affidavits
The Commissioner For Taking Affidavits Act (provincial) designates selected municipal officials as commissioners for taking affidavits. Provision of this service is not always available and the municipal official’s designation as commissioner for taking affidavits may be limited to specific purposes. Those requiring the service of a commissioner are encouraged to call prior to attending the Town Hall to ensure that a municipal official is available.
What you will need:
1. The deponent(s) (person swearing the affidavit) must appear and sign the affidavit in front of the commissioner;
2. You will be required to produce two pieces of government identification (one (1) with a photo and signature, such as a valid driver's license);
3. The fee for this service varies depending on the document and the number of pages that require the commissioner’s signature. You can find the fee in our Comprehensive Fee Schedule.
Rules for Taking Affidavits
1. An affidavit must be presented; the commissioner will not create or edit the affidavit.
2. If you have questions or need assistance completing the affidavit document, you should contact the party/agency that asked you to complete the form.
3. The commissioner for taking affidavits cannot counsel or assist deponents with completing the affidavit document.
4. All information on the affidavit must be filled in before it is sworn and any enclosures mentioned must be attached.
5. The deponent(s) must have read and understood the contents of the affidavit and the deponent(s) will be asked to swear or declare that the information is correct before signing the document and must sign it in front of the commissioner.
What if the document specifically requests a Notary Public?
The Town of Bancroft does not offer Notary Public services. Any document that requires the signature of a Notary Public will be referred to a lawyer, as Commissioners do not possess the same signing authority and are therefore unable to sign documents requiring a Notary Public signature.
The service is available by appointment, Monday to Friday 8:30 a.m. to 4:30 p.m.
What types of documents can be commissioned?
The Commissioner may sign documents related, but not limited to, the following:
1. Travel consent letters;
2. Pension documents;
3. Vehicle transfer forms;
4. Change of ownership forms;
6. Canadian Government related forms;
7. Town of Bancroft related documents e.g.) Planning Department;
8. Statement of Conscience or Religious Belief;
9. Financial Institution forms.
Clarification of the type of affidavits that will be signed can be directed to the Clerks Department.
What do you need to bring?
Anyone requiring commissioning services must provide at least one piece of valid Canadian government issued photo identification (e.g. Current drivers license or passport). All affidavits presented for commissioning must be the entire document and must be signed in the presence of a Commissioner. If the document has already been signed, the person will be asked to sign a second time in front of the Commissioner.
What services are not provided?
The Commissioner is not responsible for any content of the document and does not provide legal advice, preparation or editing of affidavits, assistance, counselling or interpretation services to the testifier when completing their documents and shall not commission documents that are in any other language(s) other than English, as the information being sworn cannot be validated.
Any questions or needed assistance in completing the affidavit document should be directed to the agency or party that has requested the form(s).
Is the Commissioner required to sign presented documents?
It is at the discretion of the individual Commissioner whether or not they choose to sign the document. If a Commissioner is uncomfortable about the identity of the person requesting the service or the content of the documents for any reason, the Commissioner may refuse to sign the document.
Marriages
To get a marriage license, you will need to:
1. Download the application here. Bring the completed application with you to the municipal office.
2. Bring two (2) pieces of government-issued identification for each person getting married. One (1) piece of identification must include your photo.
Examples of government-issued identification:
- Government-issued birth certificate, including any change of name certificates;
- Valid passport;
- Record of immigrant landing;
- Canadian Citizenship Card;
- Valid driver’s license;
- Valid Ontario Photo Card.
3. Fee: $150
*A marriage license is valid for three months from the date it is issued.
*Please allow 3-4 business days to process the application.
Information Privacy
The Municipal Freedom of Information and Protection of Privacy Act applies to local government institutions, including municipalities, police services boards, school boards, conservation authorities, boards of health and transit commissions.
The Act requires that local government institutions protect the privacy of an individual’s personal information existing in government records. It also gives individuals the right to request access to municipal government information, including most general records and records containing their own personal information.
Accountability and Transparency
The Council of the Corporation of the Town of Bancroft recognizes that municipal governments are some of the most open and transparent levels of government. As such, the Council of the Corporation of the Town of Bancroft will ensure it is accountable to the public and that its actions are transparent to the public.
Council Responsibilities
Council recognizes that it is responsible to provide good government for its stakeholders in an accountable and transparent manner. Council is guided by the following principles:
- Encouraging public access and participation to ensure that decision making is responsive to the needs of its ratepayers and receptive to their opinions;
- Delivering high quality services to the ratepayers; and
- Promoting the efficient use of public resources.
Enhancing Public Trust
Accountability, transparency and openness are standards of good government that enhances public trust. They are achieved through the Town adopting measures ensuring, to the best of its ability, that all activities and services are undertaken utilizing a process that is open and accessible to its ratepayers. In addition, when possible, the Town will engage its ratepayers throughout its decision-making procession which will be open, visible and transparent to the public.
For more information, please view the Town's Accountability and Transparency Policy.
Click here for policies and procedures.
Amber McKenzie, Clerk
8 Hastings Heritage Way
Bancroft, Ontario K0L 1C0
E: [email protected]
T: 613-332-3331 Ext. 208
F: 613-332-0384