Clerk's Department

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Clerk's Department

The Clerk is a statutory position prescribed by Section 228(1) of the Municipal Act whose duty is:
  • to record, without note or comment, all resolutions, decisions and other proceedings of the council;
  • if required by any member present at a vote, to record the name and vote of every member voting on any matter or question;
  • to keep the originals or copies of all by-laws and of all minutes of the proceedings of the council;
  • to perform the other duties required under the Municipal Act or under any other Act; and
  • to perform such other duties as are assigned by the municipality.

The Clerk's Department consists of a Municipal Clerk, Deputy Clerk, Planner, and Legislative and Communications Coordinator. 
The primary roles and responsibilities of this department include:

  • Preparation of Council and Committee agenda packages and supporting documents.
  • Attendance at meetings of Council and Committees requiring the taking of minutes and giving of advice on procedural matters.
  • Communication of Council decisions and directives.  
  • Ensuring compliance with Legislation as it relates to Council and Committee processes and access to municipal records (MFIPPA). 
  • Administration of Marriage and Lottery Licensing for the Township.
  • Conduct and administration of Municipal Elections.
  • Providing an effective records management system for the Corporation.
  • Vital Statistics Registration for the Township.


All information on this website is provided as a public resource of general information. Every effort is made to ensure that the documents on this website are accurate and contain the latest amendments; however, the Township of Southgate does not guarantee or accept any responsibility for accuracy, reliability, currency or completeness of information provided here.