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Home My WebLink AboutCLD-017-17Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: September 5, 2017 Report Number: CLD-017-17 Resolution: File Number: By-law Number: Report Subject: Proposed Fee Increases - Marriage Licenses, Marriage Ceremonies, Commissioning, Certification Fees and other housekeeping fee changes Recommendations: 1.That Report CLD-017-17 be received; and 2.That the draft By-law, amending Schedule "D" of By-law 2010-142, to change the Clerk's Department fees charged for marriage licenses, civil marriage ceremonies, commissioning and certification fees effective January 1, 2018, attached to Report CLD- 017-17 as Attachment 2, be approved. Municipality of Clarington Report CLD-017-17 Page 2 Report Overview As part of its yearly service fees review, the Clerk’s Department has reviewed the fees charged for all services and proposes increases to specific services, for Council’s consideration. The proposed fee increases are to more suitably recover costs. 1. Background The Clerk’s Department has reviewed key service fees as part of its yearly service fee review, and staff is proposing increases to some of the service fees to be in line with other Departments and other municipalities. Staff is seeking direction on these proposed increases as part of the development of the 2018 Operating Budget. In addition, the review of the fee by-law has uncovered some housekeeping matters which should be corrected. 2. Marriage License Fee The current fee for a marriage license is $125 and has been since 2010. HST is not applicable on marriage licenses. The costs incurred by Clarington are $48 for the purchase of the license from the Province plus staff time for processing. Clarington issued 383 licenses in 2015; 397 licenses in 2016; and has issued 270 as of the end of July, 2017 (which is tracking at approximately 40 more than 2016, year over year). Attachment 1 is a comparison of the fees charged by other municipalities, which shows an average of $135 (with the lowest being $100 and the highest being $174). Staff is proposing to increase the fee from $125 to $135, which would result in increased yearly revenue of approximately $3500. 3. Civil Marriage Ceremony – Ceremony Fee The current fee for a civil marriage ceremony, performed by Clarington’s municipal officiants, is $250 + HST. It has been $250 since Clarington opted to provide this service in 2010. The costs incurred in staff time is approximately an hour (including making the arrangements, a pre-meeting, and the actual ceremony), and rental of the Council Chambers for 1 ½ hours. Clarington performed 104 ceremonies in 2015; 115 ceremonies in 2016; and has performed 60 as of the end of July, 2017 (which is tracking at approximately 10 more than 2016, year over year). Attachment 1 is a comparison of the fees charged by other municipalities, which shows an average of $298 (with the lowest being $200 and the highest being $480). Staff is proposing to increase the fee from $250 to $275, which would result in increased yearly revenue of approximately $3000. Municipality of Clarington Report CLD-017-17 Page 3 4. Civil Marriage Ceremony – Witness Fee Since 2010, when the Municipality opted to provide civil marriage ceremonies, we have not charged for providing witnesses to couples during a civil marriage ceremony. However, we are occasionally asked to provide one or two witnesses for a ceremony. (Occasionally being 3-4 times per year.) This results in staff being pulled from their current duties to provide this service for approximately ½ hour. Attachment 1 is a comparison of the fees charged by other municipalities, which shows that four of the municipalities polled, charge for witnesses, with an average of $42 (lowest being $25 and highest being $60). At this time, staff do not recommend implementing a witness fee. Witness service demands will continue to be monitored, and should the demand for this service increase consideration should be given to implementing a fee for service. 5. Commissioning Fee The Municipal Clerk’s Department has provided a document commissioning service since 1996. Clarington charged $15 per signature until 2010 when it was increased to $20, plus applicable taxes. Through By-law 2014-103, the fee for commissioning by the Planning Services Department staff increased. As an oversite, staff neglected to update the commissioning fees for the Clerk’s Department at that time. To be consistent within the organization, staff is proposing that the Municipal Clerk’s Department increase the fee for commissioning documents from $20 to $25 plus applicable taxes per signature. 6. Housekeeping Changes – By-law 2012-090 As part of this review, staff have also discovered a housekeeping matter which needs to be corrected. By-law 2012-090 was intended to amend By-law 2010-142. In error, it referenced an older By-law (96-32). It is therefore recommended that the reference error in By-law 2012-090 be corrected to delete any reference to 96-32 and replace it with 2010-142. 7. Line Fence Viewing Fee - Housekeeping Schedule “D” of By-law 2010-142 also includes a fee for line fence viewing, which the Municipality no longer provides. Therefore, as a housekeeping matter, staff is proposing the deletion of the line fence viewing fee in Schedule “D”. Municipality of Clarington Report CLD-017-17 Page 4 8. Snow Removal Fee Schedule “D” of by-law 2010-142 also includes a fee of $15 for snow removal, which was superseded by snow removal fee changes to the snow removal By-law 93-144 in 2014 (through By-law 2014-106). Therefore, as a housekeeping matter, staff is proposing the deletion of the snow removal fee in Schedule “D”. 9. Subscription for Agendas/Minutes Previously, the Municipality charged a subscription to provide a bound hard copy of the Council and Committee agendas and minutes. The charges are as follows: Subscription -Council Agenda $625.00 + HST Subscription -GPA Agenda $1125.00 + HST Subscription -Council Minutes $150.00 + HST Subscription -GPA Minutes $250.00 + HST Subscription -Agenda Pages $250.00 + HST Typically it was only the media that subscribed, however it became difficult to invoice and collect and eventually the practice was discontinued. Additionally, the reference to the General Purpose and Administration Committee is no longer relevant. Therefore, as a housekeeping matter, staff is proposing the deletion of the above agenda and minutes subscription fees. As per Resolution #GG-581-16 passed on November 28, 2016, staff are continuing to provide two printed copies of the Council and Committee Agendas to the media until such time as the paper copies cease to be published. The media, is not being invoiced for this service and therefore the recommended deletion of the subscription fees in the By-law would not impact the continuation of this service. Municipality of Clarington Report CLD-017-17 Page 5 10. Concurrence This report has been reviewed by the Director of Finance/Treasurer who concurs with the recommendations. 11. Conclusion It is respectfully recommended that Committee recommend the approval of the draft by-law (Attachment 2) to update Schedule “D” to By-law 2010-142 Clerk’s Department fees for marriage licenses, civil marriage ceremony fees, commissioning and certification fees, effective January 1, 2018. 12. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: C. Anne Greentree, Andrew C. Allison, B. Comm, LL.B Municipal Clerk CAO Staff Contact: June Gallagher, Deputy Clerk, 905-623-3379 ext. 2103 or jgallagher@clarington.net Attachments: Attachment 1 - Comparison of Marriage Licence/Ceremony Fees in other Municipalities Attachment 2 - Draft By-law to amend the Municipality of Clarington’s Fee By-law There are no interested parties to be notified of Council's decision. Attachment 1 to Municipality of Clarington Report CLD-017-17 Comparison of Marriage Licence/Ceremony Fees in other Municipalities Municipality Witness Fee Licence Fee Ceremony Fee (Plus 13% HST) Town of Ajax N/A $125 $250 Town of Aurora $60 $135 $480 City of Belleville N/A $125 No Ceremony Township of Brock N/A $120 No Ceremony Municipality of Clarington N/A $125 $250 Town of Cobourg N/A $125 $300 Town of East Gwillimbury N/A $129 $257 Town of Georgina $25 $100 $200 City of Kawartha Lakes N/A $135 No Ceremony Township of King N/A $161 $275 City of Markham N/A $156 $222.05 Town of Milton N/A $174 No Ceremony Town of Newmarket1 N/A $140 $425 City of Oshawa N/A $125 No Ceremony City of Peterborough N/A $135 $325 City of Pickering N/A $125 $250 Town of Port Hope N/A $125 $350 Town of Richmond Hill N/A $150 $350 Township of Scugog N/A $130 No Ceremony Township of Uxbridge $25 $125 $235 (Res. Fee) $245 (Non-Res. Fee) City of Vaughn N/A $147 $300 Town of Whitby N/A $130 $300 Town of Whitchurch-Stouffville $58 $155 $297 Quinte-West N/A $140 $295.58 Average: $42 $135 $298 Lowest: $25 $100 $200 Most Expensive: $60 $174 $480 1. NOTE: In the Town of Newmarket, if you purchase both the marriage licence and marriage ceremony you receive a preferred discounted price, which results in a $50 savings. Attachment 2 to Municipality of Clarington Report CLD-017-17 The Corporation of the Municipality of Clarington By-law 2017-xxx Being a by-law to require payment of fees, to amend By-law 2012-090, and amend “Schedule D” of the Fee By-law 2010-142. Whereas, at its meeting held on September 18, 2017, the Council of the Municipality of Clarington adopted the recommendations contained in Report CLD-017-17 to change the marriage ceremony fee, marriage license fee, commissioning fee, and add a fee for civil marriage ceremony witnesses; Now therefore the Council of the Municipality of Clarington enacts as follows: 1. That By-law 2012-090 be amended to correct the error of referencing the incorrect by-law by deleting any reference to By-law 96-32 and replacing it with By-law 2012-142; 2. That the Municipal Clerk’s Department fees be amended by deleting Schedule D of By-law 2010-142 and replacing it with the attached Schedule D, identified as Attachment A to By-law 2017-xxx; and 3. That the fee for the service of Commissioner of Affidavits, in the General fees Section, Schedule “F”, be amended by increasing the fee from “$20.00” to “$25.00”. This By-law shall come into force and take effect on January 1, 2018. Passed in Open Council this XX day of MMMM, 2017. _____________________________ Adrian Foster, Mayor _____________________________ C. Anne Greentree, Municipal Clerk The Corporation of the Municipality of Clarington By-law 2017-xxx Attachment 1 By-law 2010-142 Schedule “D” Municipal Clerk’s Department Service Price Certification of Documents $25.00 for up to three documents + applicable taxes, $5.00 + applicable taxes for each additional document Snow Removal By-law $15.00 + applicable taxes Live Birth Registration $25.00 Live Birth Confirmation $25.00 Burial Permit $25.00 Civil Marriage Ceremony $275 + applicable taxes Marriage Licenses $135 Cost to file Appeal Property Standards Order $88.50 + applicable taxes ($44.25 (+ HST) to be refunded to Appellant following appearance before Appeal Committee. Failure to appear for the Appeal will result in forfeiture of entire fee amount.)