A New York State Designated "Quality Community"

 
Personnel
Donna Conlin, Town Clerk
Karen Vecchione, Deputy Town Clerk
Lois Ciccolella, Deputy Town Clerk

Duties
Frequently Asked Questions (FAQS)
Adopted Town Board Resolutions from the most recent Town Board Meeting.
Adopted Town Board Resolutions from previous meetings.

Lois Ciccolella, Deputy Town Clerk....
This Deputy Clerk takes dog licensing to a new level!

While Town Clerks are generally credited with issuing licenses, that is only a small part of this complex job. Many duties are mandated by law in this multi-faceted office, but there are also a number of other services that we provide to town government and offer to the public. As the most accessible form of government, we are here to serve and assist you. We try to respond promptly to your questions in a courteous, professional manner. If we cannot help you, we will refer to you to the office or agency that can. If my staff or I can be of service, or you have any suggestions, please do not hesitate to contact us at (518) 477-7590 or stop in and see us. We are located at 265 Schuurman Road (across from Burger King on Rtes. 9 & 20). Our offices are on the first floor, to the left as you enter the building. Stop by and say hello and see our new bright and cheery office space!

The Town Clerk is the:

• Registrar of Vital Statistics: As Registrar of Vital Records, the Town Clerk is responsible for keeping a permanent record of all births and deaths that occur within the boundaries of the Town, as well as all marriage licenses that are applied for at our office. Birth, death and marriage records are not open to the public for inspection. For genealogical searches, death and marriage records become available fifty (50) years after the date of issuance. Birth records become available after seventy-five (75) years. Please contact the Town Clerk's office for more detailed information.
   
• Filing Officer for the Town: All local laws, oaths of office, affidavits of publication, resignations, petitions, annual budgets, fiscal reports, assessment rolls, bonds, and other pertinent town documents are filed in the Town Clerk's Office.
   
• Permit Issuing Agent: Issues licenses and permits for marriages, dogs, conservation (hunting and fishing), duck stamps, bingo, games-of-chance licenses, handicapped parking (download a .pdf form from DMV), the Transfer/Recycling Station Rules and fees, peddling and soliciting, trailers, and street-openings (excavation). Under the New York State Education Law, the Clerk's Office can issue Certificates of Residency (How to get one?) to individuals who will be attending Hudson Valley Community College.
   
• The Town Park, located on Poyneer Rd., has a wonderful pavilion for your next event. The Town Clerk administers the rental of the facility. The application for facility use and regulations is available in printable html format,   MS Word format  or Acrobat - .pdf - format.
   
• Records Management Officer: The Clerk acts as custodian of all permanent Town records and provides for the storage, retrieval and disposition of records for all departments of the Town. All records are maintained in accordance with New York State Record Retention and Disposition Schedule (MU-1).
   
• Records Access Officer / FOIL: All Freedom of Information (FOIL) requests are administered through the Town Clerk's office. In 2006 Governor Pataki approved legislation (Chapter 182 of the Laws of the State of New York) to amend the Freedom of Information Law. It requires that all entities, having electronic capabilities to receive and respond to FOIL requests via e-mail. So in compliance with that directive, you may submit requests by either of the following methods:

  Request for Records Printable Format - If you would like to request information in person, by mail or fax (518-477-2439) you may use this form (printable Adobe Acrobat .pdf format).
  Request for Records by E-mail - may be copied and pasted from this form (MS Word document) to your email.
  All requests should be directed to donna.conlin@schodack.org.

  
  
• Recording Secretary to the Town Board: The Town Clerk attends all Town Board meetings and authors the minutes, which are retained permanently for legal and historic purposes. The official Sign Board for the Town is maintained by the Town Clerk's Office and all identified meeting dates and affidavits of publication are posted on the Board as prescribed by law.
   
• Cash Control Officer: The Town Clerk is responsible for the collection and disbursement of funds to the state, county and local fiscal officers of all fees collected.
   

Other Services:

• The Town Clerk's Office also sells Zoning Maps, Zoning Books, Subdivision Books, and Town Maps.
   
• US Passport Agents: Donna Conlin, Karen Vecchione and Lois Ciccolella are duly authorized US Passport Agents. Passports are taken Monday - Friday, 9 a.m. to 4:00 p.m. Special arrangements can be made for group trips to have an agent visit your facility and accept passports for travelers. More detailed information and US Passport Forms may be viewed by connecting to http://travel.state.gov. Please note that we have expanded our services to accommodate our customers and now take passport photos daily during regular business hours. The cost of photos is $9.00.
   
• Notary Publics: Notaries are available during regular business hours; call for shut-in service. A picture ID is required when requesting this service (i.e. - Driver's License, passport, military ID, etc.)
   

The Town Clerk's Office also performs many other duties for the town departments, (i.e. - orders general office supplies, submits press releases for the Youth and Recreation department, issues applications for registrants of the Youth and Recreation Summer Program, etc.).

Under the new federal Help America Vote Act (HAVA), the county governments oversee all election responsibilities. In Rensselaer County, the clerks of local governments assist the Board of Elections with various aspects of the process, such as working with the election inspectors, calling in results, and registration of voters. Voter registration froms may be downloaded in English or en Espanol

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