Municipality of Sioux Lookout

The Clerk's Department is a multifaceted branch of the Municipality that provides services both internally and to our ratepayers. Among the primary functions of the Clerk's Department is its role as Council's Secretariat. Information flowing to and from Council passes through the Clerk's Department, and as such, it is responsible for drafting By-Laws, maintaining all corporate records and serving as the point of contact among Council, the community, other levels of government, and many other stakeholders. 

In addition to facilitating the flow of information, the Clerk's Department serves as the Municipality's customer service hub - addressing enquiries and concerns from citizens and visitors alike. The Clerk's Department administers the recording of vital statistics, the issuance of marriage and lottery licenses, cemeteries administration, the commissioning and certifying of documents, the processing of Freedom of Information requests, and the administration of Municipal elections. Please read on for specific questions and answers regarding the Clerk's Department services.

Clerk's Department FAQs (Frequently Asked Questions)

Where is the Clerk's Department?

The Clerk's Department is located at the Municipal Building, 25 Fifth Avenue on the second floor in the West Wing (make a left at the top of the stairs). Our office is located on the left side of the Reception Area.

What are the hours of operation?

Our hours of operation are from 8:00 am to 4:30 pm, Monday through Friday.

How do I get a copy of a By-Law?

By-laws are available at the Clerk's Office. Most current By-Laws are available on the Municipal Website www.siouxlookout.ca . The general public is charged 50 cents per page for photocopying.

How do I lodge a complaint or make a Request for Service?

It is recommended that you contact the Customer Service Clerk by either calling 737-2700, emailing her at reception@siouxlookout.ca or by stopping by her desk in the main foyer of the Municipal Office that is located at 25 Fifth Avenue, or you can complete a Service Request Form online through the Municipality's website:

www.siouxlookout.ca – Items of Interest – Online Service Requests.

How do I apply for a Marriage Licence, how long will it take, and what does it cost?

An Application Form is available at the Clerk's Department, in the Municipal Office, 25 Fifth Avenue, Sioux Lookout (807-737-2700).

The Application Form must be filled out and signed by both applicants. The Issuer will require proof of identification of both parties (if only one party is applying he/she must bring proof of identification for the other party). An original birth certificate or a current passport is acceptable identification. A second piece of photo identification such as a Drivers Licence is also required.

There are no requirements respecting residency, pre-marital blood tests or medical certificates.

Any person who is at least 18 years of age may marry. The Ontario Court of Appeal issued a decision on June 10, 2003 that ruled that same-sex couples have the right to be legally married. No person under 16 years of age may marry. Any person who is 16 or 17 years of age (other than a widow, widower or divorced person) may marry with the written consent of his/her legal guardian. A special consent form is available for this purpose from the Clerk's Department. If consent is required, and it is not forthcoming, or is refused, the applicant may make an application to a judge to dispense with consent.

A person whose previous marriage has been dissolved or annulled will require:

1. If the marriage was dissolved or annulled in Canada, the original or court certified copy of the final decree, judgment or certificate of divorce dissolving or annulling the marriage, or

2. If the marriage was dissolved or annulled outside of Canada, the authorization of the Ministry of Government and Consumer Services. (This requirement is explained in more detail below), or

3. Where the earlier marriage of one of the parties was terminated by the presumed death of a spouse, a court order declaring the presumed death of the spouse must be obtained. An Issuer of Marriage Licences can provide more information upon request.

4. An applicant whose former marriage was dissolved or annulled in a jurisdiction other than Canada must obtain authorization from the Minister of Government and Consumer Services before a marriage Licence may be issued. To obtain this authorization, the applicants or a lawyer must submit the following to The Office of the Registrar General, P.O. Box 4600
   189 Red River Road, Thunder Bay, Ontario P7B 6L8:

   1. A completed Marriage Licence Application signed by both applicants.
   2. A copy of the decree of divorce or annulment (certified by the proper court officer in the jurisdiction the divorce/annulment was granted) or sealed by the court. If the decree is in a language other than English or French, include a certified translation.
   3. A Statement of Sole Responsibility for each divorce signed by both applicants. Blank affidavits are available from the local Issuer of Marriage Licence.
   4. A legal opinion of an Ontario lawyer, addressed to both applicants, giving reasons why the divorce or annulment should be recognized in the Province of Ontario.

Who May Perform a Marriage Ceremony

A marriage ceremony in Ontario may be performed by:

1. A member of the clergy registered under the Marriage Act.
2. A judge or justice of the peace.

The Marriage Licence fee is $100.00 and is payable at the Finance Office prior to processing the Licence. The Application Form signed by both applicants, two pieces of identification for both applicants and any original or court certified copy of the Decree Absolute or Certificate of Divorce must be presented at this time. The Marriage Licence can be prepared in about 20 minutes.

A Marriage Licence is valid for use anywhere in Ontario.

The Licence will expire three months after the date of issue if the marriage is not performed.

What are the requirements respecting lottery licenses?

Lottery licensing is governed by Sections 206 and 207 of the Criminal Code of Canada (which speak to offences related to lotteries and games of chance, and permitted lotteries, respectively), the Ontario Executive Council's Order-in-Council number 1413/08, and the Alcohol and Gaming Commission of Ontario (AGCO) Lottery Licensing Policy Manual and associated Terms and Conditions.

Prior to issuing any lottery license, the Municipality's Lottery Licensing Officer must conduct and 'eligibility review' of the applicant organization to determine whether or not it is eligible to raise and/or receive lottery proceeds. Organization wishing to have an eligibility review completed are encouraged to view the list of documents required to determine eligibility, as these documents will need to be submitted as part of the eligibility review process.

Eligibility Reviews are typically completed within five to seven business days.

Applications for lottery licenses (by organizations that have already been deemed eligible) are typically processed and issued within two to four business days.

All questions regarding lottery licensing should be directed to the Cemeteries & Licensing Coordinator: (807) 737-4670, ext. 2210; cemetery@siouxlookout.ca; or in person at the Municipal Office Building on 25 Fifth Avenue, Sioux Lookout.

How do I register my child's birth?

For children born on or after January 28, 2008, parents may now complete the State of Live Birth on-line and electronically submit it directly to Service Ontario's Office of the Registrar General. Births occurring in the Municipality of Sioux Lookout will no longer be registered with the Municipality. Instead, parents are encouraged to use the Newborn Registration service at www.serviceontario.ca/newborn/. This new service allows parents to electronically submit the Statement of Live Birth and submit applications for a birth certificate and social insurance number at the same time.

 Travel Letters are no longer available for births occurring on or after January 28, 2008. If parents are required to travel with their newborn and have not applied for a birth certificate at the time of registration, please contact the Office of the Registrar General at 1-800-462-2456 or visit http://www.serviceontario.ca/.

How do I apply for a Birth Certificate or a Death Certificate or a Marriage Certificate?

A “Request for Birth Certificate”, or a “Request for Death Certificate” or a “Request for a Marriage Certificate” form must be filled out and sent to the Office of the Registrar General in Thunder Bay with the appropriate fee. Forms are available at the Clerk's Department.

It usually takes 8 to 12 weeks to process.

If I've requested information from the Municipality and they've refused, is there another way I can get it? (i.e. making a request for information under the Freedom of Information and Protection of Privacy Act and is there a fee?)

Yes. The Municipal Clerk is our Freedom of Information and Protection of Privacy Coordinator. A formal letter must be sent to the Clerk with a $ 5.00 Application Fee, setting out the specific information being requested.

If the Municipality has refused access to records, an appeal may be made to the Municipal Freedom of Information and Privacy Commissioner, Suite 1400, 2 Bloor Street East, Toronto ON M4W 1A8 within 30 days of the Municipal decision.

A completed Appeal Form, the original request for information, a copy of the refusal letter from the Municipality, and the required fee (either a $10.00 cheque for personal information request or a $ 25.00 cheque for general information request) must be sent to the Information and Privacy Commissioner.

Can someone at the Municipal Office sign my Passport as the Guarantor and what is the cost?

The Federal Government, via its Passport Canada Agency, has implemented changes respecting who may be a guarantor for passports. The Agency identifies various categories of individuals, and lists who may be a guarantor for each category. For additional information, please visit the Passport Canada website.

Municipal officials who meet the criteria may be a guarantor. This service is provided at no charge.

How do I get a Certified Copy of a document and what is the cost?

A certified copy of a document can be obtained in the Clerk's Department from either the Clerk or the Deputy Clerk. They require to see the original document and the photocopy. If the document needs to be photocopied then there is a 50 cent per page fee. The fee is $10.00 for one to three signatures, $15.00 for four to six signatures and $20.00 for seven to nine signatures.

Can I get a document commissioned and what is the cost?

Yes, the Clerk and the Deputy Clerk are Commissioners of Oaths and can assist you if your signature needs to be witnessed on legal documents. The fee is $10.00 for one to three signatures, $15.00 for four to six signatures and $20.00 for seven to nine signatures.

Can I get a document notarized?

No, this service is not available at the Municipal Offices. However, lawyers may notarize documents for a fee.

Can I rent the Council Chambers? If so, how and how much does it cost?

Yes, the Council Chambers are available for rent to organizations for $20.00 per hour. Coffee is available at $7.50 per pot.

Please contact the Administrative Assistant for the availability of the Council Chambers and to fill out the Council Chambers Rental Form.