Welcome to the Clerk's and Administration Department of the Town of Erin
The Administration/Clerk’s Department is the information centre for the Town of Erin and is often the first line of contact. This department provides support to Council, coordinates the agenda and prepares the meeting minutes. This department also provides a wide variety of information for the public as well as other municipal departments.
Day-to-day responsibilities include:
Preparing Agendas and Minutes for Council and Committees of Council
Managing the Town's records
Administration of Freedom of Information Requests
Providing By-law Enforcement of Town By-laws
Lottery Licensing
Dog Tag and Kennel Licensing
Fire Permits
Administration of Planning matters such as the Committee of Adjustment (minor variances)
Administration of the Town of Erin website
The organization of special Town events
The Office of the Town Manager (CAO)
The Town Manager assists Council to achieve its objectives by providing vision and leadership and for administering, planning, organizing, directing and controlling all Municipal operations and services. The Town Manager is responsible for the management and stewardship of assets, as well as the business and financial health of the municipality.
By-Law Enforcement
By-Law Enforcement is staffed on a part-time basis to serve the needs of our community. By-Law information and complaints can be made by contacting our By-Law Enforcement Officer at 855-4407 Ext. 230. By-Law Enforcement complaints are kept confidential. In the event that a
Municipal Freedom of Information & Protection of Privacy Act . request is made in relation to a by-law complaint, all personal identifiers will be vetted out; they are not released to the requesting party.
Email to:
lisa.hass@erin.ca
Special Celebration Certificates
The Town of Erin will send out a Special Celebration Certificate to Town residents for the following:
· 25th wedding anniversary or other special anniversary and any subsequent anniversary in five year intervals
· Special birthdays - personal or other special birthdays
Please call Connie Cox at (519) 855-4407 ext. 221 to request a certificate or email
connie.cox@erin.caor you can download the
form here and fax it to the Town office at 519-855-4821.
Fencing and Fence Disputes
The
Line Fences Act establishes the rule that if a property owner wants to construct a fence to mark the boundary between his/her property and the neighbouring property, that property owner is permitted to construct a fence on the boundary line. The Line Fences Act does not apply to boundary line disputes. The Line Fences Act provides for an arbitrating procedure to resolve a disagreement between neighbouring property owners when one owner wants to construct, repair or maintain a fence on the boundary line but the other owner is not in agreement on cost-sharing, fence-type being constructed or both. Upon application and payment of fees, appointed fence-viewers are assigned to resolve disagreements. For further information about the fence-viewing process, please contact Clerk Kathryn Ironmonger at (519) 855-4407 ext. 222 or email to kathryn.ironmonger@erin.ca
Privacy Legislation
In the municipal sector, access and privacy are governed by the
Municipal Freedom of Information & Protection of Privacy Act (MFIPPA). This legislation provides that an individual has a Right to access certain information kept by a municipality that a municipality must protect the personal and proprietary information in its custody.
MFIPPA contains mandatory and discretionary exemptions that a municipality may use to limit the disclosure of certain records which ensure that privacy is protected. These exemptions are only used in specific instances and will determine how much information is provided in response to a request made.
Anyone may request information from the Town. The Town will make every effort to provide information without the need to make a formal request under MFIPPA. However, when an individual requests information about another person - or the information contains details regarding a third party - a formal request is necessary. To make a MFIPPA request, please complete a
Freedom of Information Request Form.
Commissioning Affidavits and Statutory Declarations
Commissioner of Oaths or Commissioning of legal documents.
This is another service provided by the Town of Erin Administrative Staff.
The Administrative Office Staff at the Town of Erin can help you with legal documents that require signing before a Commissioner for Taking Oaths. The Town Manager, Clerk, Director of Finance, Tax Administrator and Mayor are Commissioners of Oath for the Town of Erin. They provide this service free of charge. Please call (519) 855-4407 or toll free to 1-877-818-2888 to confirm that a Commissioner is available at the office.
We are not Notary Publics.
What is a Commissioner of Oaths?
A Commissioner of Oaths is an individual who is authorized by law to administer oaths and solemn affirmations including affidavits and statutory declarations. The person swearing or affirming the oath is called a deponent.
Some documents, such as affidavits and statutory declarations, require that a Commissioner of Oaths administer an oath to the deponent. A Commissioner of Oaths will verify the identity of the deponent, satisfy himself or herself of the genuineness of the signature of the deponent and will administer an oath or solemn affirmation.
A Commissioner of Oaths does not certify that the statement being made is true. Rather a Commissioner of Oaths only certifies that an oath has been administered properly and that what you are signing is the truth and you are who you say you are, with proper identification.
Please bring in your completed document to be commissioned but do NOT sign it until the Commissioner is available to witness your signature.
What is the Oath/Statutory Declaration?
If a deponent chooses to swear an oath, the deponent will be asked: "Do you solemnly swear that this is your true affidavit/statutory declaration so help you God?"
An affirmation is used where the deponent, for religious or other reasons, will not swear an oath. In the latter case, the following question is used: "Do you solemnly affirm that this is your true affidavit/statutory declaration?" It is not necessary that the deponent holds a religious book, or raises his/her hand to undertake an oath.
Livestock Kills
The Town of Erin provides a service to provide relief to farmers who lose livestock due to animal attacks.
Procedure
Under the Ontario Livestock, Poultry and Honey Bee Protection Act (LPHBPA), livestock and poultry producers are entitled to make claims to their local municipality for livestock losses attributable to attacks by wolves, coyotes or dogs. Maximum amounts of compensation are regulated and a fact sheet regarding this program can be found on the website for the Ministry of Agriculture, Food and Rural Affairs (OMAFRA).
If a farmer discovers that one of their farm animals has died, do not touch the animal or disturb the surrounding area. Immediately, the farmer should contact one of our local livestock valuators: Fred Cox - (519) 855-4670 or Neil Baldwin at (519) 855-4518. The livestock valuator will determine the type of kill involved and obtain any other necessary information as required.
When the on-site evaluation is completed, the livestock owner must then attend at the Town Office, which is located at 5684 Trafalgar Rd. (south of Hillsburgh), with the required documentation for processing.
The Town of Erin will then assess each claim on a case-by-case basis and begin the process for reimbursement if applicable.
For additional information, please contact Kathryn Ironmonger by calling (519) 855-4407 extension 222 or email to
kathryn.ironmonger@erin.ca
Lottery Licensing
The
Alcohol and Gaming Commission (AGCO) is responsible for administering the lottery licensing program in the province - municipalities and the AGCO are responsible for issuing lottery licenses to eligible charitable and religious organizations. A
manual is available online.
The Order-In-Council provides municipalities with licensing authority for: provides municipalities with licensing authority for:
bingo events, including table board bingo, with prize boards of up to $5,500;
media bingo events with prizes up to $5,500;
break open tickets for local organizations;
raffle lotteries for total prizes of $50,000 and under; and
bazaar lotteries which include: wheels of fortune with a maximum bet of $2.00, raffles not exceeding $500, and bingo events up to $500.
Application forms, terms and conditions, eligibility requirements and other documents are available through the
Alcohol and Gaming Commission website or by contacting:
Alcohol and Gaming Commission of Ontario
90 Sheppard Avenue East
Suite 200-300
Toronto, Ontario
M2N 0A4
Telephone: (416) 326-8700
Toll-free: 1-800-522-2876
Facsimile: (416) 326-8711
Please contact Kathryn Ironmonger at (519) 855-4407 extension 222 if your charity would like to obtain a lottery license for our Town or if you have concerns about lotteries conducted within our municipality.
Vital Statistics
Births and deaths may be registered at the Town of Erin Municipal Office located at 5684 Trafalgar Rd. (south of Hillsburgh). There is no charge to register a live birth in our municipality. A fee of $10 is levied to register a death within the municipality or $15 to register a death outside of the municipality. Please contact Kathryn Ironmonger at (519) 855-4407 ext. 222 if you require additional information regarding birth and death registrations within the Town of Erin.
The
City of Guelph issues
marriage licenses for residents of the Town of Erin. The Clerk for the Town of Erin can perform civil marriages. For more information please contact Clerk Kathryn Ironmonger at (519) 855-4407 ext. 222
The Office of the Registrar General, 189 Red River Road, PO Box 4600, Thunder Bay, Ontario P7B 6L8, 1-800-461-2156.