Licences and permits – City Clerk’s Office

Find out who can apply, how to apply, fees, processing times and more for the City Clerk’s Office permits and licences.

Cenotaph use requests

Groups who intend to gather at the Cenotaph in Victoria Park must first obtain approval from the City Clerk.

Erected originally in 1934 and restored in 2017, London's cenotaph is an exact replica of the cenotaph in Whitehall, London, UK, which was designed in 1919 by Sir Edwin Lutyens.

London Ontario's Remembrance Day Observance is held at the cenotaph. Organized and hosted by a private volunteer committee of the Royal Canadian Legion, this annual ceremony takes place on November 11 at 10:45 a.m., with two minutes of silence observed at 11:00 a.m.

Use of Cenotaph Policy

 

Commercial boulevard parking

The City has the ability to enter into commercial boulevard parking agreements to allow for the private or commercial parking on the city boulevard. 

The boulevard is a portion of the road allowance that is not used as a sidewalk, driveway or roadway. This area may be used for parking areas with the approval of Council and in accordance with terms and conditions set out in an agreement that is entered into between the City and the owner of the property adjoining the boulevard part of the highway or street.

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Fees and charges

There are fees associated with commercial boulevard parking Agreements.  They are provided here:

The commercial boulevard parking application fee is $169.50, including HST.

Commercial boulevard parking rentals (square foot)

Fee

Non-profit or charity

$0.87 plus HST

Commercial                                                   

$1.73 plus HST

Commercial downtown

$4.80 plus HST

Application process
  1. Submit a commercial boulevard parking application to City of London, Office of the City Clerk, Room 308-300 Dufferin Avenue PO Box 5035 London ON N6A 4L9
  2. Payment of $169.50 ($150.00 plus HST) by VISA, Mastercard, AMEX, debit or cheque made payable to “City Treasurer”
  3. With the application, please submit a proposed parking area plan.  See below for details on what is to be included in a proposed parking area plan.
What is a proposed parking area plan?

The plan needs to have a neat and professional appearance.  Many plans can be modified from versions of your site plan, landscape plan, architecture plan or legal plan of survey.

It is recommended, but not required, that you hire a professional draftsperson.  If you decide not to hire a professional, hand-drawn parking plans are acceptable. Please use a ruler and draw the plan to scale with dimensions in metric units. Ensure that the dimensions of a typical parking are clear.  Calculate the total area proposed to be rented and indicate this area in the bottom right corner.

Regardless of the method, all parking plan diagrams must have the following elements:

  • the location of all parking stalls the boulevard
  • building outlines
  • the adjacent public streets  
  • the curb
  • any driveways
  • sidewalks (if applicable)  
  • hydro poles and streetlight poles
  • the dimensions of a typical parking stall
  • the locations of trees and shrubs
  • regulatory street signs
  • above-ground utilities
  • all dimensions in metric
  • North arrow
What happens once an application is submitted?

The application will be circulated to our transportation planning and design division for processing.  If approved, a five-year agreement will be executed between the City of London and the landowners.  Each year, an invoice will be sent on the anniversary date of the agreement.  The agreement will be renewed every five years.

 

Commissioner of oaths

A commissioner is a person authorized by the Province of Ontario to take oaths or declarations when you sign an affidavit or statutory declaration. A commissioner does not certify that the statements being made in the affidavit or statutory declaration are true, but only certifies that an oath or solemn affirmation has been administered properly. This authority is conferred to the City Clerk and designated by the Commissioners for taking Affidavits Act.

The City Clerk’s Office does not provide notary public services and cannot notarize documents. A list of notary public or lawyers can be found in your local phone directory or online.

Find a notary public or commissioner of oaths for taking affidavits

The City Clerk’s Office does not provide services related to affidavits to be filed in court proceedings. These may be sworn before a court official authorized to take affidavits where the documents are to be filed. Often a fee is required.

Since the nature of documents varies greatly, it is strongly recommended that you contact the City Clerk’s Office prior to your visit to confirm that your documents can be commissioned at City Hall.

Responsibility

If you are signing a legal document that requires your oath, the content of that document is your sole responsibility. When you are making an oath, you must understand the details in the document to which you are attesting – and you must understand that, by swearing an oath, you are attesting that those details are correct.

If a commissioner of oaths is unsure about the identity of the individual or the content of the document, the commissioner of oaths may refuse to sign the document. It is at the sole discretion of the individual commissioner of oaths whether they choose to sign any document or declaration.

Process

The request for the commissioner of oaths service must be made by the same individual(s) taking the oath and signing the document. You must present one original and valid government issued piece of photo identification with a signature on it (a driver's licence, a government issued identity card, a passport, for example). If your identification is in a language other than English or French, an official translation of the document may be required.

Your signature must be witnessed in front of the commissioner.

Fees

$30.00 plus applicable taxes per commissioner of oath signature

$45.00 plus applicable taxes per statutory declaration and signature

Drop down: Hours and places of service

Commissioner of oaths services are offered at the lobby counter on the first floor of City Hall and in the City Clerk’s Office on the third floor of City Hall, Monday to Friday from 8:30 a.m. to 4:30 p.m.​​​​​​

List of documents the City Clerk’s Office can commission
  • City of London generated documents
  • Domestic and Foreign Pension documents (Proof of Life documents will specify which individuals are authorized to certify/confirm the document)
  • Immunization exemptions
  • Statutory Declaration of Apprenticeship Hours
  • Canadian Citizenship forms
  • Delayed Statement of Live Birth
  • Legal Name Change forms
  • Affidavit of Lost Cheques
  • Statutory Declaration of a Lost/Stolen/Counterfeit Bank Card
  • Sworn Statement for the Transfer of a Used Motor Vehicle in the Province of Ontario
  • Statutory Declaration for OSAP – Statement of Common Law Status/Supporting Children
  • Travel Affidavit
  • Statutory Declaration of Theft of GST or Federal Cheques
  • Affidavit of Unregistered Vehicle (boats, motorcycles, snowmobiles, trailers etc.)
  • Affidavit of Proof of Residency
  • Affidavit for Lost/Stolen or Damaged Passport
  • Affidavit of Proof of Loss of Motor Vehicle/boat (from an Insurance Company)
  • Amendment to Birth/Death/Marriage Certificate forms
  • Statutory Declaration by a person for a change of sex designation
  • Passport in Lieu of Guarantor (specific Federal Government form only)
  • Statutory Declaration by contractor regarding holdbacks/security deposit
  • Statutory Declaration of Progress Payment Distribution – subcontractor
  • RRSP withdrawal due to financial hardship
  • Travel Industry Council of Ontario – Affidavit of Customer Claimant
List of documents the City Clerk’s Office cannot commission
  • Certified True Copies
  • Wills, “Living Wills”, Codicils to Wills or Estate Settlement documents
  • Real Estate documents
  • Court, Legal, or Civil issue related documents
  • Power of Attorney
  • Divorce, Separation, Marriage or Cohabitation documents and/or agreements
  • Custody documents
  • Documents related to debt
  • Declaration of Claimant and Indemnity
  • Declaration for Replacement of Shares
  • Statutory Declaration of Progress Payment Distribution – Holdback Security Deposits
  • Tender documents
  • Declaration of a Translator
  • BYID Card Application (Age of Majority Card)
  • Ontario Mortgage Corporation documents
  • Affidavits required for Landlord and Tenant Board
  • Land Transfer documents
  • Mining Claim Forms/Transfers/Duplicate Prospector Licence Applications
  • Statutory Declaration of Lost Identification

 

Community flag pole requests

Requests to use the community flag pole at City Hall are governed by Council Policy. Requests must be received at least 2 weeks prior to the date the flag is to be flown, and may be emailed to the City Clerk at ClerksApprovalRequests@london.ca, or mailed to City Hall, P.O. Box 5035, London ON, N6A 4L9.

4.3 Community flag pole
  • i) The following flags shall be permitted to be flown at City Hall on the community flag pole installed at the northwest corner of City Hall, facing Wellington Street:
  • ii) the Canadian flag at such times as there is no flag of a charitable or non-profit organization to be flown as provided for in 4.3(a)(ii), or at such times as the half-masting of a flag is in order, as provided for under 4.5(c), below; and​​​​​​
  • iii) to celebrate achievement, the flag of a charitable or non-profit organization to help increase public awareness of their programs and activities; an organization that has achieved national or international distinction or made a significant contribution to the community, or an organization that has helped to enhance the City of London in a positive manner.

(b) The following guidelines shall be observed for the flying of flags permitted under 4.3(a)(ii), above:

  • (i) the organization's flag will fly in connection with a particular event by an organization;
  • (ii) no flags of commercial, religious or political organizations shall be permitted;
  • (iii) no flags of a group or organization whose undertakings or philosophy are contrary to City of London policies or by-laws, or espouse hatred, violence or racism shall be permitted;
  • (iv) an organization’s flag shall be flown no more than once per calendar year;
  • (v) organizations shall be required to submit requests for their organization's flag to fly on an annual basis;
  • (vi) a flag shall be flown for a period of up to one week, or for the duration of the associated event, whichever is less; and,
  • (vii) flags shall only be raised and lowered on those business days that City Hall is open.
4.5 General

(a) The City Clerk will administer the policy for the flying of flags at City Hall.

(b) The following guidelines shall apply to resolving conflicts arising from this policy:

  • (i) conflicts between the flying of flags in accordance with 4.1(a)(i) and 4.1(a)(ii) shall be settled firstly in favour of those flags being flown in accordance with 4.1(a)(i) and secondly in favour of those flags being flown in accordance with 4.1(a)(ii);
  • (ii) conflicts between the flying of flags in accordance with 4.3(a)(i) and 4.3(a)(ii) shall be settled firstly in favour of those flags being flown in accordance with 4.3(a)(i) and secondly in favour of those flags being flown in accordance with 4.3(a)(ii);
  • (iii) conflicts between the dates requested for flags to be flown by two or more organizations on the community flag pole shall be settled in favour of the organization which first made its request;
  • (iv) in the event there is a dispute between an organization and the City Clerk as to the eligibility of a request, the appeal process shall be through the Standing Committee of Council whose mandate it is to deal with such matters, with the Municipal Council having full and final say as to whether or not the request to fly a flag will be granted.

(c) The following guidelines shall be observed for the half-masting of flags on the community flag pole:

  • The flying of flags at half-mast denotes a period of official mourning or commemoration. 
  • The City of London will fly the Canadian flag on the community flag pole at half-mast in the event of a death or to commemorate a solemn occasion. The Canadian flag will be lowered at the direction of the Mayor. In consultation with the Mayor, the City Clerk will provide instruction to lower the Canadian flag on the community flag pole.
  • The position of the Canadian flag when flying at half-mast will depend on its size, the length of the mast and its location; but as a general rule, the centre of the Canadian flag shall be exactly half-way down the mast.
  • The official period of mourning is defined as the day of passing until the day of the funeral.

The Canadian flag will be flown at half-mast on the community flag pole to commemorate the following occasions:

Date

Occasion

April 28

National Day of Mourning for Persons Killed or Injured in the Workplace

August 9

Peacekeepers’ Day

Last Sunday in September

National Peace and Police Officers’ Memorial Day

November 11

Remembrance Day*

* Half-masting shall occur at 11:00 a.m. or according to the prescribed order of service at the Cenotaph.

December 6

National Day of Remembrance and Action On Violence Against Women

 

Community suite

Budweiser Gardens community suite

The City of London provides community organizations use of a community suite and ten free tickets to regular season and playoff London Knights games at the Budweiser Gardens.  In addition to London Knights games, the community suite is also available for other entertainment events, but community groups are responsible for purchasing tickets to these events.  The Community Suite Policy offers a simplified application process to make it easy for eligible applicants to access use of the community suite.

What is available with the community suite?

The Community Suite at the Budweiser Gardens provides the following amenities:

  • 14 comfortable seats
  • Host/hostess service
  • Private suite-level washrooms
  • Catering available
  • Cable television
  • 3 VIP parking passes

Budweiser Gardens offers catering to the Community Suite (at the cost to user groups).  Menus, details, contact information and ordering forms can be found by visiting the Budweiser Gardens website.

Who is eligible for use of the community suite?

Access to the community suite is limited to registered charities, incorporated non-profits, minor sports associations’ administration, and neighbourhood associations.  These groups who are involved in fundraising for projects related to City-owned facilities or City-operated or supported program activity and service clubs are eligible to apply for use of the Community Suite.

How do eligible groups apply for use of the community suite?

The Community Suite Policy offers a simplified application process to make it easy for eligible applicants to access use of the Community Suite.  Community groups can apply to the City Clerk’s Office using our Community Suite Application form.  These can be submitted to the following location:

City of London City Clerk’s Office 300 Dufferin Ave, Room 308 London ON N6A 4L9 lottery@london.ca

City of London Community Suite Policy

Once staff have reviewed the application, we will notify your group with respect to the review.  If approved, you will receive notice of any upcoming draws for events.

When do community suite draws occur?

Due to the limited number of home games, the City Clerk’s Office holds the draw in late August and early September for regular season home games.  Applicants will then have their names entered in a random draw to receive the date of their home game. 

Rules of the draw:

  • Each group must have a representative present to win a date
  • A representative can only represent one group per draw event
  • Once a group has been awarded a date for the community suite, they will not be eligible for re-use of the community suite until all other eligible groups present have been offered a chance to win.

London Knights play-off games and other entertainment events are also determined by draw at different times throughout the year.  Groups will be notified by email of various times and dates for different draws.

Requirements of the user group for use of the community suite:

  1. The user groups will be responsible for the behaviour of their users and will be required to abide by the same rules as other Suite holders.  Information on these rules and policies can be found on the Budweiser Gardens website.
  2. Each group will be responsible for all food and beverage costs, ticket costs (except regular season London Knights hockey games) and damages associated with the use of the suite.  
    • For information on food and beverages, please visit the Budweiser Gardens website or contact Chrystal Ferguson at 519 667-5737.
      • For information on ticket costs for entertainment events, please visit the Budweiser Gardens website or contact Chrystal Ferguson at 519 667-5737.
  3. Each group will be required to submit the following to the City Clerk’s Office a $250 refundable cheque (made out to “City Treasurer”) to be used as security for the use of the Suite
  • provide proof of insurance
  • on the City of London’s Standard Certificate of Insurance Form completed and signed by your insurer

 

  • OR purchase “game day” insurance from the City Clerk’s Office prior to your event.
  1. Where tickets are required to be purchased for an event, groups will be required to purchase those tickets 10 business days prior to the event. For information on ticket costs for entertainment events, information will be provided to groups by the City Clerk’s Office as it becomes available.  Please email lottery@london.ca or call 519 661-4530.

 ​​​​​

Lighting requests for City of London buildings

Requests to illuminate City of London buildings and display the official colour associated with a charitable or non-profit organization are governed by the Illumination of City of London Buildings and Amenities Council Policy, and administered by the City Clerk.

Eligibility
  • Organizations making a lighting request must be charitable or non-profit organizations.
  • Charitable or non-profit organizations making a lighting request must have undertakings or philosophies that are in keeping with City of London policies or by-laws, and must not espouse hatred, violence, or racism.
  • City of London buildings and amenities shall not be illuminated for political, religious, or for-profit organizations or purposes.
Frequency and timing
  • City of London buildings and amenities shall be illuminated no more than once per calendar year, per eligible outside organization, in order to maximize access to all eligible outside organizations.
  • Lighting may be requested for up to one week, or for the duration of the associated event, whichever is less; noting that conflicts between two or more eligible charitable or non-profit organizations would be settled in favour of the organization which first made its request, with City of London events taking precedence in all instances.
  • The lighting period will begin and end only on those business days that City Hall is open and staff resources are available to program the lighting.  All City of London buildings and amenities with multi-colour capable LED lighting installations shall be illuminated in a consistent manner to the extent that programming allows.
  • Charitable or non-profit organizations will be required to submit lighting requests on an annual basis.

City of London buildings and amenities with multi-colour capable LED lighting installations shall be illuminated on the following occasions:

  • July 1: red and white for Canada Day
  • November 10 and 11: red for Remembrance Day
  • Rest of November: purple for Shine the Light on Woman Abuse
  • December: red and green for the holidays

 

Lottery licensing

Visit our lottery licensing page for more information.

Marriage services

Visit our marriage and oaths page for more information.

Proclamation requests

Proclamations are ceremonial documents issued and signed by the Mayor on behalf of City of London Council that officially recognize public awareness campaigns, charitable fundraising campaigns and arts and cultural celebrations of organizations that reside or operate within the City of London.  The requester must clearly identify the significance and connection of the proclamation to the mandate and goals as set out in the City of London’s Strategic Plan.  A proclamation does not constitute a personal or civic endorsement.​​​​​​

a) Proclamation requests are to be submitted on the City of London application form to the City Clerk’s Office at least 6 weeks in advance of the requested issuance date.

b) The application must provide sufficient background information about the organization, cause or event being proclaimed and the proposed text for inclusion in the proclamation.  The proposed text is subject to approval by the City of London to ensure compliance with City of London’s polices and by-laws.

c) Upon receipt of the application, the City Clerk’s Office will review the application in accordance with this policy and if the application appears to be in compliance with the policy, the application will be placed on the next available Corporate Services Committee meeting for consideration.

d) The Corporate Services Committee will review the application and provide a recommendation to the Municipal Council for consideration with respect to the disposition of the applications.

Proclamations approved by City Council

Black History Month – February 2020

That, February 2020 BE PROCLAIMED as Black History Month in the City of London; it being noted on the application under the Issuance of Proclamations Policy, to recognize and proclaim “Black History Month” on February 1st 2020 to February 29th 2020; it being further noted that every February, Canadians are invited to participate in Black History Month festivities and events that honour the legacy of Black Canadians, of past and present; this year the London Black History Month Coordinating committee has themed “Our Community, our strength” and invite Londoners to participate and learn through the many activities that will be happening throughout the month of February. Happy Black History Month.

Sikh Heritage Month – April 2020

That, April 2020 BE PROCLAIMED as Sikh Heritage Month in the City of London; it being noted on the application under the Issuance of Proclamations Policy, to recognize and proclaim "Sikh Heritage Month" on April 1st 2020 to April 30th 2020; it being further noted that every April, Sikhs across Canada participate in Sikh Heritage Month festivities and events that honour the birth of Khalsa and the rich heritage of the culture. Londoners are invited to participate and learn through the many activities that will be happening throughout the month of April.

April Limb Loss Awareness Month – April 2020

That, April 2020 BE PROCLAIMED April Limb Loss Awareness Month in London.  

GBS-CIDP Foundation of Canada Day – May 5, 2020

That, May 5, 2020 BE PROCLAIMED as GBS-CIDP Foundation of Canada Day as it falls within Neuropathy Awareness Month.

25. Commemoration of the Srebrenica Genocide – July 11, 2020

That, July 11, 2020 BE PROCLAIMED as the 25th Anniversary of the Genocide in Srebrenica, Bosnia and Herzegovina in London.

FASD Awareness Day – September 9, 2020

That, September 9, 2020 BE PROCLAIMED FASD (Fetal Alcohol Spectrum Disorder) Awareness Day in London.

Terry Fox Week – September 13 – 20, 2020

That, September 13 to 20, 2020 BE PROCLAIMED as Terry Fox Week.

World Patient Safety Day – September 17, 2020

That, September 17, 2020 BE PROCLAIMED as World Patient Safety Day.

Mitochondrial Disease Awareness Week – September 13, -19, 2020

That, September 13 to 19, 2020 BE PROCLAIMED as Mitochondrial Disease Awareness Week. ​​​​​​

Respiratory Therapy Week – October 25 – 31, 2020

That, October 25 to 31, 2020 BE PROCLAIMED as Respiratory Therapy Week.

Dwarfism Awareness and Acceptance Month

That, October 1 to 25, 2020 BE PROCLAIMED as Dwarfism Awareness and Acceptance Month.

Dyslexia Awareness Month

That, the month of October BE PROCLAIMED as Dyslexia Awareness month.

Fung Loy Kok Institute of Taoism 50th Anniversary

That, November 7, 2020 BE PROCLAIMED as Fung Loy Kok Institute of Taoism 50th Anniversary.

Day of Awareness for Survivors of Financial Abuse and Economic Injustice That, November 26, 2020 BE PROCLAIMED as Day of Awareness for Survivors of Financial Abuse and Economic Injustice.

 

 

Last modified:Wednesday, October 28, 2020