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 Office of the Clerk at the Township of Southgate consists of a Municipal Clerk, Deputy Clerk, Planner, and Legislative and Communications Coordinator.  The Clerk is responsible for Legislative, Council, and Planning Services.

The primary roles and responsibilities of this department include, but are not limited to:

• 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).
• The implementation and adminsitration of the Open Government Program. 
• Administration of Marriage and Lottery Licensing for the Township.
• Conduct and administer the Municipal ad School Board Elections.
• Providing an effective records management system for the Corporation.
• Maintaining Vital Statistics Registration for the Township.