Essex County Clerk

STAFF

DEPUTY COUNTY CLERK

Deputy County Clerk for the County Clerk’s Office: Chelsea Merrihew

Deputy County Clerk for the DMV: Charlotte McGinn

RECORDING

Principal Recording Clerk: Pamela Williams

Senior Recording Clerks: Catherine Decker; Noel Decker

Recording Clerk: Kristen Pulsifer

RECORDS MANAGEMENT

Principal Records Management Clerk: Stacey Hayes

DEPARTMENT OF MOTOR VEHICLES

Motor Vehicle Supervisor: Charlotte McGinn

Assistant Motor Vehicle Supervisor: Brittany Borden

Cashiers: Sarah Sayward; Jan Talarico

NOTICES

E-filing is now mandatory for consensual/voluntary, mandatory in part, and mandatory actions. Please click here for the documentation.

Attention: 2 days advance notice is required for all records requests.

Please note: all FOIL requests should be directed to County Attorney Dan Manning (518) 873-3380

Please click here for the County Clerk’s credit card announcement

County Clerk’s monthly reports: January to December 2016 | January to April 2015 | January to December 2014

NYSAFE ACT – Registration began April 15, 2013 for assault weapons. Seven rounds in magazine(s). ESSEX COUNTY CLERK AND NYSP HAVE ASSAULT WEAPON(S) REGISTRATION CARDS AVAILABLE. PLEASE STOP IN! Form is available online at NYSP website: http://www.troopers.ny.gov. Click here for a NYS Firearms License Request for Public Records Exemption form.

Law-related links:

Justice Auffredou’s Court Rules.
The Law Library.
Divorce forms
Judge Buchanan’s Policy on the Submission of Court Papers.
Judge Meyer’s Policy on the Submission of Court Papers.
Standards for access to civil and criminal court records.
Original papers in civil motions and special proceedings in Supreme Court.
Advisory Opinion On Freedom Of Information Act.

Real Estate:

Guide to locating land-related information.
What To Do If You Disagree With Your Assessment.
How to Estimate the Market Value of your Home.
Terms used in the Clerk’s Office.
Policy relating to Mortgage Electronic Registration Systems Inc. (MERS).
The Ten commandments of Real Estate Recording.

History:

Historic documentation of old Essex County bridges: Chesterfield, Elizabethtown, Essex, Jay, Keene, Lewis, Minerva, Moriah, Newcomb, North Hudson, Saint Armand, Schroon, Ticonderoga, Westport, Willsboro, Wilmington, Over 25 Feet Long.
Courthouse history.
2010 Census.
Essex County Municipal Historians (as of April 2017).
Historic school photos: Crown Point, Essex, Lewis, Moriah, North Hudson and Schroon.
Database of historic school rosters (E-town, Essex, Westport, and Willsboro).
Historic town bandstand pictures.
Town Hall pictures.
Notice to Genealogists and Searchers.

Essex County town and village clerks (as of March 2018) | Town Clerks versus County Clerk – responsibilities

2023 County holiday schedule and 2023 Terms of the Court and legal Court holidays

Official publications for LLC

The County Clerk’s office traces its origins to the days of the Middle Ages in England.  Like the early County Clerks, the Essex County Clerk is still responsible for court records and the maintenance of land records.   Recognizing the importance of this office, the New York State constitution denotes the clerk as the principal office of County Government.

Today’s clerks find themselves with many different types of responsibilities, such as the local Commissioner of Motor Vehicles, Clerk of the Supreme Court, Clerk of the County Court, Registrar of Deeds, and Chief Records Officer, to name a few.

Since the earliest days, Clerks have always prided themselves in serving others.  The Essex County Clerk’s office and Department of Motor Vehicles make that same pledge: “to serve others effectively, efficiently and economically.”

County Clerk Services

Guide for locating land-related information

Birth certificates, death certificates, and marriage/divorce certificates can be obtained from the town or city hall where the event took place. If the event took place in Essex County, please find the town or village clerk where the event took place, or call the New York State Department of Health at 518-474-3077, write to them at New York State Department of Health, Vital Records Section, Empire State Plaza, Albany, New York 12237-1123, or visit their website at http://www.health.ny.gov/vital_records/mailrequests.htm to request these documents by mail. If the event took place in New York City, please write to New York City Department of Health, Office of Vital Records, 125 Worth Street, Room 133, New York, New York 10013.

Schedule of fees

Essex County Highway Maps: New Essex County highway maps with 911 updates on town, county, and state roads, are now available. The new maps may be purchased at the County Clerk’s office or the County Highway Department for $3.00. If you would like a map mailed to you, please send a check for $3.00 to Essex County Clerk, 7559 Court Street, PO Box 247, Elizabethtown, NY 12932.

Pistol Permit transactions are taken by appointment only.  Please call in advance to schedule an appointment – (518) 873-3604.

Pamela Williams

Essex County Clerk Pistol Permit Bureau
Phone: (518) 873-3604
Hours: 10:00 AM – 1:00 PM and 3:00 PM – 4:00 PM

Office Address: 7559 Court Street – PO Box 247
Elizabethtown, NY 12932

Pistol / Revolver & Semi-Automatic Rifle License Application

Laws of New York – Penal Law 400

NYS DEC FAQs Regarding Recent Changes to NYS Firearm Laws

DCJS & NYSP FAQs Regarding Recent Changes to NYS Firearm Laws

NYS Police Firearms webpage

Pistol permits:

Original Permit: $20
Duplicate Permit: $13
Amendments: $3/weapon
Fingerprint processing fee (new applications) paid to L-1 Enrollment Services: $105
Transfer permit into County: $13
Transfer permit out-of-County: $5

Gun dealer/gunsmith licenses:

Original license: $10 (renewable every two years and in the 6^th year the complete process is required)
Renewal: $10

Photos for pistol permits, gun dealer licenses, and gunsmith licenses:
2 photos (minimum): $8
4 photos: $12

Purchase coupon policy:
* NIC checks are no longer done by the County Clerk’s Office. *
Purchase coupons are issued when a permit holder comes into the office with a bill of sale for a weapon they want to purchase. If the weapon is being bought from a dealer, the bill of sale must include the name and address of that dealer. If the weapon is being bought from an individual, the bill of sale must include the seller’s name, address, and pistol permit number. The new weapon will be put on the buyer’s pistol permit and a purchase coupon will be generated. This purchase coupon will include the weapon information and have the county seal on it. This coupon will allow the buyer to legally pick up the weapon. A permit holder selling a weapon must receive a purchase coupon, with the weapon information and county seal on it, before giving the weapon to the buyer. This coupon will be needed to remove the weapon from the seller’s pistol permit.

Forms

Complete Pistol Permit Packet

Small Claims Assessment Review forms (SCAR)

Divorce forms

Application for Index Number

Request for Judicial Intervention

Note Of Issue

TP-584 (current form) (Link to NYS fill-In form for Combined Real Estate Transfer Tax Return, Credit Line Mortgage Certificate, and Certification of Exemption from Payment of Estimated Personal Income Tax) and instructions.

Affidavit for Assignments of Rents or Leases (FKA Assignments of Rents or Leases

Business Certificate For Partners (print legal size) / Amended Business Certificate

Discontinue Business / Discontinue Partnership (print legal size)

TP-584.1 (Link to NYS Real Estate Transfer Tax Return Supplemental Schedules, instructions on form)

Business Certificate or Assumed Business Name

Court Fees

Filing Judgments From Municipal Courts

IT-2663 (2019) (Nonresident Real Property Estimated Income Tax Payment Form – valid for sales or transfers (date of conveyance) after December 31, 2018 but before January 1, 2020) and instructions (2019).

IT-2664 (2019) (Nonresident Cooperative Unit Estimated Income Tax Payment Form – valid for sales or transfers (date of conveyance) after December 31, 2018, but before January 1, 2020) and instructions (2019).

Real Property Transfer Report – This form cannot be downloaded. You must obtain the multi-part form from your County Clerk’s office or order online. RP-5217 instructions.

Affidavits

Affidavit for Exemption Mtg. Tax Sec. 253.1(a) / Affidavit for Exemption Mtg. Tax Sec. 253.2(a)

Modification Affidavit Mtg. Tax Exemption Sec. 255

Affidavit Consolidated Mtg. Tax Sec. 255 / Aff. Consolidation Mtg. With Subsequent Mtgs.Sec. 255

Modification Agreement Exemption Aff. Sec. 255

Federal Emergency Management (FEMA) Affidavits

Reverse Mortgage Tax Exemption Affidavits

$10,000 Exemption Affidavits

Federal Credit Union Exemption Affidavits

Housing and Urban Development (HUD) Exemptions Affidavits

Assignments of Rents and Leases

Not for Profit Corporation Exemption Affidavits

Assumption, Consolidation, Extension, Modification Agreement Exemption Affidavits

Full Exemption Affidavit State Tax Natural Person Mortgagee

Mortgage Tax Affidavit – Mortgage Recorded in another County

Amending and/or Correction Mortgage Affidavits

Handicapped Permits – Frequently Asked Questions

What is a handicapped parking permit?

A handicapped parking permit is a permit issued by a locality to persons who are disabled.
The permit is issued to the person, not the vehicle.
A permit may be issued to a disabled child who is a passenger in the parent’s vehicle.
The permit is free.

What is a handicapped license plate?

A handicapped license plate is a special plate issued by the Department of Motor Vehicles.
A handicapped license plate is issued to a vehicle, not a person.
The plates cost an initial $8.00.
You may get another set of plates only if you have another member of the immediate family who is also disabled.
They are issued to passenger cars, vans, and pickup trucks, but not for commercial purposes.
You must be 16 years old to get handicapped license plates.

Where do I apply for a handicapped parking permit?

Every city, town and village must issue handicapped parking permits.

Who is eligible for the handicapped parking permit?

For a permanent disability permit, the following criteria has been established:

a. Limited or no use of one or both legs.
b. A neuro-muscular dysfunction which severely limits mobility.
c. Another type of physical or mental disability which prevents you from getting around without great difficulty
and makes public transportation difficult.
d. Blindness.

A temporary disability has been classified as unable to move without a cane, crutches, walker, or other assisting device.

Are there different permits?

Yes, there are two types of permit, permanent and temporary.

What are the expiration periods?

For a temporary permit, the expiration time is no more than six months, and for a permanent permit the expiration time
is five years. You may renew both.

What is needed to be eligible to apply for a permit?

To be eligible to apply for a permit, the applicant needs to supply the issuing authority with a statement from the
doctor certifying that you have a qualifying disability.  A similar letter from a hospital, clinic, medical
facility, the NYS Commission for the Blind and Visually handicapped, or the NYS Office of Vocational Rehabilitation is also
acceptable.

Can a permit be revoked?

Yes, if the permit is misused, the locality which issued it may revoke it or refuse to renew it.

Is the permit valid outside of New York State?

For the most part, New York State honors other states’ handicapped parking permits and other states honor ours.
However, it is always recommended to check with local authorities in other states.

Are there special instructions?

The handicapped parking permit is to be hung off your rear view mirror when parked.
Do not drive the vehicle with the parking permit hanging off the mirror.
After you have parked the vehicle, lock its doors, since people have been known to steal permits out of vehicles.

What if I lose my permit or it is destroyed?

You should go back to the issuing authority to get another permit.

Business Certificates (DBA)

1. What is a Business Certificate?

A Business Certificate is a legal document which can be filed in the Essex County Clerk’s office,
by an individual or group of individuals who wish to conduct business in the County of Essex under
an assumed name.  You may be required to have a Business Certificate to be licensed by other agencies,
or for tax purposes.

2. How do I file a Business Certificate?

a) Obtain a “Business Certificate” or “Business Certificate for Partners” form
from a Stationary Store.
b) Search the computer in the Essex County Clerk’s office to determine if the name you intend to call
your business is already being used.  If the name is already in use, an alternative name should
be selected.
c) Complete the appropriate Business Certificate form.
d) Appear in the Essex County Clerk’s office with the form, the fees noted below, and official picture identification.

3. How much does it cost to file a Business Certificate?

It costs $25 to File a Business Certificate and $5 for each certified copy, for a total of $30 (includes filing and one certified copy).  Fees may be paid by check, cash or money order.
Make checks payable to Essex County Clerk.

4. How do I change a certificate already filed?

Use the “Amended Business Certificate” form to make changes , such as addresses or partners.
The fees are the same as noted in question 3.

5. How do I discontinue a business?

Use the “Certificate of Discontinuance of Business” or “Certificate of Discontinuance of Business as Partners” form.  There is no fee to file this form.

6. How do I get a NYS Sales Tax ID number?

Call 1-800-462-8100.

7. May I use whatever names I want?

When filing a business certificate, the certificate cannot contain the words “partners,” “company,”
“associates,” and like words if there is no other person.  According to statute, this would misrepresent
yourself and therefore you would be guilty of a misdemeanor.