Clerk Department

The Clerk’s Department provides administrative and legislative services to Council and the public, including elections, records management, licences, and access to information.

Council & Governance

The Clerk’s Department supports Council by coordinating meetings, preparing agendas and minutes, and maintaining official municipal records. The Department also manages the Township’s by-laws, including their adoption, recordkeeping, and public access, and facilitates public participation through delegation requests.

Licences and Permits

The Clerk’s Department issues a variety of municipal licences and permits, including marriage licences, lottery licences, and burial permits. Staff are available to guide applicants through requirements and assist with the application process.

Access to Information

The Clerk’s Department administers requests under the Municipal Freedom of Information and Protection of Privacy Act. Residents may request access to municipal records, subject to applicable legislation, while ensuring the protection of personal information. 

Please refer to the Freedom of Information page for full details.

Municipal Elections

The Clerk is responsible for administering municipal elections in accordance with the Municipal Elections Act, 1996. This includes managing nominations, maintaining the voters’ list, providing voting information, and ensuring the integrity of the election process.

Commissioner of Oaths Services

The Township of Asphodel-Norwood can sign documents that need the signature of a Commissioner of Oaths or a Commissioner for Taking Affidavits. Contact the office to make sure the right staff person is in the office.

There is a $15.00 charge for this service.

The Commissioner of Oaths can sign documents, at their discretion, that include but are not limited to the following:

• Consent to travel with children (travel letters);
• Proof of residency;
• Vehicle transfer of ownership;
• Insurance claims;
• Pension plan;
• Statement of Conscience or Religious Belief; 
• Certification of an identifiable individual's signature;
• Government-related forms (upon review of document); and
• Township of Asphodel-Norwood department forms such as land-use planning documents.

Exclusions

Township Commissioners will not sign:

• Age of Majority/Bring Your Identification (BYID) card application
• Custody documents
• Court exhibits
• Divorce, separation, marriage or cohabitation documents or agreements
• Documents requiring the signature of a notary public
• Documents related to Registrant Identification Numbers through Service Ontario as these documents require the signature of a notary public
• International educational institution or association documents, including photographs
• Letters of invitation
• Ministry of Community and Social Services Family Responsibility Office forms
• Powers of attorney
• Real estate related documents, statements, transfer of land
• Wills, living wills, codicil to a will

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

Required Documents

You will need to bring valid photo identification with you.

Notary Public Services

Township staff who provide Commissioner of Oaths services are not Notary Publics. Some documents require notarization, which cannot be completed by the Township.

If your document requires the signature of a Notary Public, you will need to contact a qualified professional, such as a lawyer, a licensed Notary Public in Ontario, or a Justice of the Peace.

Contact the Clerk’s Office

Phone: 705-639-5343
Email: clerk@antownship.ca