Office of the City Clerk

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City Clerk's Office

The City Clerk’s Office is one of the primary points of contact for Vaughan’s citizens and businesses and is also an information and services hub for Members of Council and city staff. The City Clerk is the official point of contact for members of the community on many of the City’s statutory functions and responsibilities. The City Clerk’s main office is located on the ground (100) level of City Hall. (The City of Vaughan Archives, which is open to the public, is located on the lower (000) level in the north wing of the building).

The following are the main services and businesses offered by the City Clerk's Office. Please click on the relevant link below for more information, where available.

Access and Privacy

The Access and Privacy unit champions openness and transparency within the City's operations while promoting the protection of individual privacy. The unit carries out the City's statutory responsibilities under the Municipal Freedom of Information and Protection of Privacy Act by facilitating a right of access to information (records) under the control of the City, subject to certain exemptions; and protecting the privacy rights of individuals with respect to personal information about themselves held by the City. Click here for more information

Archives and Records Management Services (ARMS)

Archives and Records Management Services (ARMS) supports business efficiency and open government by managing, preserving and providing access to the corporations' records and information. ARMS consists of two business functions: Records Management, which oversees a program for the creation, organization, maintenance, use, retrieval and disposition of corporate records, and the City of Vaughan Archives which ensures the long-term protection and availability of corporate records of enduring value which document municipal programs, policies, decisions, allocations, functions and activities. The City of Vaughan Archives also collects, preserves and makes available for research permanently valuable non-government records from the Vaughan community that document the rich and diverse heritage of the City of Vaughan.

Committee of Adjustment

The Committee of Adjustment, which is comprised of five local residents who are appointed by Council, meets every two weeks to hear submissions either in support or opposition to applications for either Minor Variances or Consents (severances of property). Click here for more information about the Committee of Adjustment and agendas for upcoming meetings.

Council Committee Secretariat

City Council is the decision making body for the City of Vaughan and the decision of Council are paramount in all matters within its authority. It is the role of Council's Committees to make recommendations to Council. The governance of the deliberative process which supports these recommendations are decisions is managed by the City Clerk's Secretariat unit. The unit is responsible for maintaining an accurate and transparent public record, preparing and publishing agendas and other meeting documents, conducting public meetings, providing procedural advice to the Mayor and Members of Council and to City staff, facilitating interaction between members of the public and Council, and overseeing Council's appointments process. Click here for more information on Council's governance process, including meeting dates, agendas, and information and how you can participate.

Council Corporate Administration

The City Clerk’s Office supports the general office functions for Members of Council.

Certificates from the Mayor, on behalf of Council, can be requested for the following special occasions: Wedding Anniversaries (40th and up in increments of 10 years); Birthdays (70th and up, in increments of 5 years); Business Anniversaries (10th and up, in increments of 10 years); and Business Openings (new or larger location).

For further details, please contact Shari Gouzvaris, Council Corporate Administration: 905-832-8585 ext. 8839 or by e-mail: shari.gouzvaris@vaughan.ca

Development Registrations

Responsible for collecting clearances of conditions and registrations of plans of subdivisions. Also registers plans of condominium and the site plan letters of undertaking.

Elections

The Elections unit is responsible for conducting orderly and democratic elections every four years, or as otherwise may be required, on behalf of the City of Vaughan and school boards operating within the municipality. The unit also administers the City's campaign contribution rebate program, and supports the City's Compliance Audit Committee. For information on matters relating to the most recent municipal and school board elections, click here.

Insurance and Risk Management

The Insurance and Risk Management unit is responsible for risk control, claims and administration and risk financing (insurance protection and premiums). Click here for information about the unit and instructions on how to file a claim.

Marriage License

Congratulations on deciding to get married! Couples wishing to get married may obtain a marriage licence from the City Clerk's Office Monday through Friday from 8:30 a.m. to 4:30 p.m. Marriage licences are valid anywhere in Ontario for a period of 90 days from the date of issue. If you require further information regarding requirements click here.

Civil Marriage Services are provided by the City's Clerk Office. Please click here and see Civil Marriage Service Package

Ratepayers

A Ratepayer Association (sometimes referred to as a Community Association) is an organization formed by a group of people residing in a defined area who have come together to address issues within their boundaries of representation to act as one voice on issues affecting their community. Some Ratepayer groups are registered with the City of Vaughan. Click here

Birth and Death Registrations

The City Clerk is the Division Registrar under the Vital Statistics Act and administers birth and death registrations on behalf of the Registrar General.

Commissioner of Oaths

The City Clerk commissions affidavits and declarations. The commissioning fee is $29.00 for the first document (+HST) and $18.50 for each additional document (+HST). The document must be fully completed. Do not sign the document. You will be required to provide photo identification and make a declaration stating that the contents of the document is true, before signing the document in front of the Commissioner of Oaths. Please call the City Clerk's Office to schedule an appointment.

Note: The City Clerk's Office does not provide the services of a Notary Public.

Flag Raising/Half Masting

The City Clerk administers the Flag Raising/Half Masting Policy. Flag raising requests should be submitted to the City Clerk's attention one month in advance of the requested date.

Flags may be lowered to half-mast to commemorate special dates such as Remembrance Day or as a measure of respect and condolence in accordance with the City policy.

Proclamation Requests

Proclamations recognize the importance of a charitable campaign or organization that is significant to the City of Vaughan. Proclamation Requests should be made in writing to the attention of the City Clerk at least two months in advance and must comply with City policy.

Verification of Life Certificates for Pensioners

This is a complimentary service offered to senior citizens who require verification of life certificates. No appointment is required although it is prudent to call in advance to ensure staff is available to assist you. You must attend in person and provide proof of identity and residence (i.e. Ontario Motor Vehicle Licence, Old Age Security Card, or Canadian Citizenship Card).

1. An Ontario driver’s licence.

2. An Ontario Health Card (photo card).

3. An Ontario Photo Card.

4. An Ontario motor vehicle permit (vehicle portion).

5. A cancelled personalized cheque.

6. A mortgage statement, lease or rental agreement relating to property in Ontario.

7. An insurance policy or insurance statement.

8. A loan agreement or other financial agreement with a financial institution.

9. A document issued or certified by a court in Ontario.

10. Any other document from the government of Canada, Ontario or a municipality in Ontario or from an agency of such a government.

11. Any document from a Band Council in Ontario established under the Indian Act (Canada).

12. An income tax assessment notice.

13. A Child Tax Benefit Statement.

14. A Statement of Employment Insurance Benefits Paid T4E.

15. A Statement of Old Age Security T4A (OAS).

16. A Statement of Canada Pension Plan Benefits T4A (P).

17. A Canada Pension Plan Statement of Contributions.

18. A Statement of Direct Deposit for Ontario Works.

19. A Statement of Direct Deposit for Ontario Disability Support Program.

20. A Workplace Safety and Insurance Board Statement of Benefits T5007.

21. A property tax assessment.

22. A credit card statement, bank account statement, or RRSP, RRIF, RHOSP or T5 statement.

23. A CNIB Card or a card from another registered charitable organization that provides services to persons with disabilities.

24. A hospital card or record.

25. A document showing campus residence, issued by the office or officials responsible for student residence at a post-secondary institution.

26. A document showing residence at a long-term care home under the Long-Term Care Homes Act, 2007, issued by the Administrator for the home.

27. A utility bill for hydro, water, gas, telephone or cable TV or a bill from a public utilities commission.

28. A cheque stub, T4 statement or pay receipt issued by an employer.

29. A transcript or report card from a post-secondary school.

Contact Information

Phone: 905-832-2281

Email: Clerks@vaughan.ca

Location:
Vaughan City Hall, Level 100
2141 Major Mackenzie Dr.
Vaughan, ON L6A 1T1

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