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07-002_Civil Marriage Ceremony Policy_20217-002 Page 1 of 4 LEGAL AFFAIRS Policy 7 -002: Civil Marriage Ceremony Policy Approval Date: February 11, 2013 Approval Authority: Council, By-Law 3697 Effective Date: February 11, 2013 Next Scheduled Review Year: 2025 Department: Office of the Clerk Last reviewed: 2021 Revision Date/s: Schedules: POLICY STATEMENT There is a need to provide civil marriage applicants with a clear set of guidelines on the procedures of a marriage ceremony conducted by the Town of Tillsonburg. PURPOSE This policy will establish clear guidelines for officiants when preparing for and conducting civil marriage ceremonies. Schedule A to this policy will be a Civil Marriage Package designed to help the applicants prepare for the ceremony. SCOPE This policy applies to all civil marriages conducted by Town appointed officiants. GENERAL This policy shall be administered by the Clerk’s Department. This policy shall be referred to as the “Civil Marriage Ceremony Policy”. This policy comes into force and effect on the date adopted. 7-002 Page 2 of 4 AUTHORITY The authority for the Civil Marriage Ceremony Policy shall be by the approval of the Council of the Town of Tillsonburg. IMPLEMENTATION PROCEDURE 1. Civil Marriage Services Guidelines 1.1. Civil marriage ceremonies last up to 30 (thirty) minutes, depending on the vows chosen. The service time booked would be approximately one (1) hour to allow for photo opportunities and use of an interpreter if required. 1.2. A request for a civil marriage ceremony must be received a minimum of 14 days prior to the date of the ceremony. The applicants are required to complete the Civil Marriage Booking Agreement and pay the appropriate fee at the Town office. As well, applicants must complete a Pre Ceremony Information Questionnaire and meet with the marriage officiant. 1.3. Two witnesses are required during the ceremony. Witnesses must be at least 14 years old and speak English, or have a translator present. If no witnesses are available the Town may supply them upon request. The cost is $25 per witness if required and this is only available for ceremonies conducted in Council Chambers. 1.4. It is the Applicants’ responsibility to provide an interpreter if they do not speak English and/or require language assistance. The interpreter cannot be one of the witnesses. The interpreter shall be required to sign a form confirming that he/she has interpreted the wedding ceremony. 1.5. The officiant has the authority to refuse to perform a marriage ceremony if anyone in the wedding party (being the bride, groom and witnesses) appears to be under the influence of alcohol or drugs. 2. Location 2.2. Wedding Ceremonies are conducted in the Council Chambers, which is located on the 2nd floor of 200 Broadway, Tillsonburg. Ceremonies are conducted Monday to Friday between 9:30am and 3:30pm. Ceremonies will not be conducted on days that Town Council meets (usually the 2nd and 4th Monday of each month). 2.3. Officiants may conduct ceremonies at a different location, and/or outside of regular business hours upon request. When the ceremony is held outside of business hours an alternative location must be provided. 2.4. The Council Chambers will only be made available for a maximum of one hour per ceremony. 2.5. Music will be permitted at certain times throughout the ceremony, and is to be determined during the pre-ceremony meeting. When selecting the type of music, consideration should be given to its appropriateness and 7-002 Page 3 of 4 contribution to the dignity of the occasion. Music and an audio device must be supplied if you wish to have music at the ceremony. 2.6. A maximum of 25 guests (not including the wedding party) can be accommodated in the Council Chambers should this location be used for a civil marriage ceremony. 2.7. No candles, confetti, rice, or bubbles are allowed in the Council Chambers or on municipal property. 2.8. When using Council Chambers, minimal decorations are permitted (e.g. flowers, balloons). They may be placed 15 minutes prior to the Ceremony and removed within 15 minutes of the conclusion of the Ceremony. The use of decorations that are to be affixed to walls or furniture (i.e. tape, staples, nails, etc.) are not permitted. The Town of Tillsonburg will provide minimal decorations including a white tablecloth for the signing of the marriage registry. 2.9. The renter shall be responsible for the conduct and supervision of all persons admitted to Council Chambers and shall see that all regulations pertaining to the event are strictly followed. 2.10. The Applicants, as the renters of the Council Chambers for the civil marriage ceremony, hereby consent to defend and indemnify The Corporation of the Town of Tillsonburg for any loss or damages incurred by their invitees. The applicants agree that The Corporation of The Town of Tillsonburg will not be held responsible for personal injury or damage, nor for the theft or loss of any personal property of anyone attending on the invitation of the Applicants. 3. Fees 3.1. All fees are payable in advance at the time of booking and requires the execution of a Booking Agreement. A blank booking agreement form is included in this package for your reference. Payments are to be made by cash or certified cheque. Council Chambers $250 (+HST) Other Location $300 (+HST) Per Witness (Only available in Council Chambers) $25 (+HST) Marriage License $128 (+HST) Travel (Outside of Town limits) $0.52/km 3.2. All fees are subject to change based on revisions to the Town’s Rates and Fees by- law. Please check with the officiant for the most up-to-date fees. 3.3. The marriage fee includes a pre-consultation with the officiant, use of Council Chambers, Officiate, limited decorations and the license sent to the provincial government. 3.4. The fee for a marriage licence is $128.00. More information regarding the application process for obtaining a marriage licence in Ontario can be obtained by accessing the Government of Ontario website, www.ServiceOntario.ca or from the Town Clerk. 7-002 Page 4 of 4 3.5. Changes to date and/or time are permitted at no additional charge, provided the location and officiants are available and the request is received a minimum of two business days prior to the originally scheduled date and time. An administration fee of $50.00 will be applied should the Ceremony be cancelled prior to the scheduled date. No refund will be issued if the Ceremony is cancelled on the day of the Ceremony, or the Applicant(s) fail to appear for the Ceremony. 3.6. When a marriage ceremony is performed outside of the officiant’s regular business hours then the officiant receives $200 of the fee and the Town receives $100.00. 3.7. A ceremony may be conducted outside of Town limits on the discretion of the Town Clerk. An extra fee, including mileage may be applied. 4. Ceremony Options While any vows, upon approval of the officiant, may be used, the following phrases are required to be spoken by the officiant during the ceremony. REPEAT (Person #1) I do solemnly declare that I do not know of any lawful impediment why I, may not be joined in matrimony to REPEAT (Person #2) I do solemnly declare that I do not know of any lawful impediment why I, may not be joined in matrimony to REPEAT (Person #1) I call upon these persons here present, to witness that I _, do take you, to be my lawful wedded (husband/wife/spouse/partner). REPEAT (Person #2) I call upon these persons here present, to witness that I _, do take you, to be my lawful wedded (husband/wife/spouse/partner). Officiant: I _, by the virtue of the powers vested in me by the Marriage Act, do hereby pronounce you and to be (husband and wife/married as partners in life).