The Office of the Town Clerk acts as the secretariat to the Council and its standing committees. The Town Clerk is responsible for the statutory notices of the municipal clerk, which includes collecting and maintaining records under the Vital Statistics Act , the Marriage Act , and the Municipal Freedom of Information and Protection of Privacy Act . Specific responsibilities of the Town Clerk include managing the Town's corporate records, conducting municipal elections , coordinating Town Hall Committee and Council meetings , administering business and lottery licensing , maintaining corporate policies, coordinating certain special events and performing civil marriage ceremonies.
The Office of the Town Clerk also provides Commissioner of Oaths services and maintains all of the Town's administrative and regulatory by-laws and is responsible for receiving, coordinating and reviewing applications for Proclamations and Flag Raising requests.
The Office of the Town Clerk is responsible for corporate records management. This includes following records through their life cycle of creation, maintenance, use, and disposal. Records of enduring value are preserved.
The Whitby Archives maintains a comprehensive archival collection containing unpublished records of historical or cultural significance essential to the understanding of the heritage of Whitby and its people. The Whitby Archives is located at the Whitby Central Library. For hours of operation please check the website: http://www.whitbylibrary.on.ca/archives-hours
The Archivist can be reached by email at firstname.lastname@example.org or phone at 905-668-6531 ext. 2022
In conjunction with the Ministry of Government Services, under the direction of the Registrar General's Office, the Town Clerk of the Town of Whitby is appointed Division Registrar for the Municipality. As such, the Town Clerk plays a fundamental role in the collection and maintenance of provincial vital statistics. The Division Registrar is responsible for issuing burial permits and the registration of births and deaths under the Vital Statistics Act. The Division Registrar's function does not include providing data access to the vital statistics records. Persons wishing to obtain birth, death, or marriage certificates can request these services by contacting the Ministry of Government Services.
Special events within the Town of Whitby such as parades, exhibitions, fairs, filming, and street dances are all coordinated through the Office of the Town Clerk. Notices of these events are circulated to the respective departments for comment to ensure all Town regulations are adhered to. The Office of the Town Clerk also ensures that a liability insurance policy naming the Town of Whitby as additional insured in the minimum amount of $2 to 5 million dollars (depending on the type of permit required) and a hold harmless agreement are received prior to any such event.
An application for a film permit or for street closure for a street dance must be submitted to the Office of the Town Clerk. For all other special events, a written request, including the details and nature of the event, must be sent to the Office of the Town Clerk.
Film production companies that wish to conduct film location shoots on municipal property, including parks and streets, require a film location permit.
The Town of Whitby has an official town crier who is available for certain events and special occasions for a small fee. Appearances are coordinated through the Office of the Town Clerk.
Street Closure Permits
Street closure permits for parades, street dances, and other community events requiring the temporary closure of Town streets are processed through the Office of the Town Clerk. Street dance closures will only be considered for cul-de-sacs, small crescents, and dead-end streets.
Street Dance Road Closure Application