Welcome

jprovoncha_1

Essex County Clerk Joseph A. Provoncha

(518) 873-3601
jprovon@co.essex.ny.us

Office of the County Clerk phone number: (518) 873-3600 Fax: (518) 873-3548

Hours of the Office of County Clerk: Monday – Friday 8:00 AM – 5:00 PM

Elizabethtown DMV: (518) 873-3620 Hours: Monday – Friday 8:15 AM – 4:45 PM

County Clerk’s Office and DMV:
7559 Court Street, P.O. Box 247, Elizabethtown, New York 12932

Essex County Clerk Online Records
Passports
Please click here for the County Clerk’s credit card announcement

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

Redaction Request form

We will record and file up to 5:00 PM, stamping that day, but can only issue a computerized receipt up to 4:30 PM. After that a handwritten receipt will be issued.

Ticonderoga Satellite DMV Office: (518) 585-2511
Community Building, 132 Montcalm Street Suite 3, Ticonderoga, NY 12883
Hours: Tuesday – Wednesday 8:00 AM – 3:30 PM (closed 12:30 PM – 1:30 PM)
(Closing of the Ticonderoga DMV will be broadcast on the following radio stations: WEZF – 92.9 FM WXXX – 95.5 FM WOKO – 98.9 FM)

STAFF

Deputy County Clerk: Brenda LaPierre

RECORDING

Principal Recording Clerks: Judithmarie Plante, Stephanie DeZalia

Senior Recording Clerk: Bonnie Markwica

Recording Clerks: Pamela McGrath, Susan Neilly

RECORDS MANAGEMENT

Principal Records Management Clerk: Chelsea Merrihew

Records Management Clerk: Stacey Hayes

DEPARTMENT OF MOTOR VEHICLES

Motor Vehicle Supervisors: Kari Ratliff, Charlotte McGinn

Cashiers: Cheryl Goodman, Jennifer Ives, Renee Clark

NOTICES

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

County Clerk’s monthly reports: 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:

The Law Library.
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 2014).
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 April 2014)

2015 County holiday schedule and  2015 Terms of the Court and legal Court holidays (2014 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 responsiblities, 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.”

Sincerely,
Joseph A. Provoncha
Essex County Clerk

Services

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.

Passports
Notaries Public
Doing Business As” Filings
Incorporation Filings
Files Court Papers
Recording Land Transactions
DEC Licenses
Hazardous Waste Site Information
Maintains Federal Tax Liens
Files Naturalization Papers
Distributes Handicap Stickers
Processes DMV Transactions
Maintains County Records
Accepts and processes Pistol Permits and Gun Dealer/Gunsmith Licenses
EZ passes are on sale at the County Clerk’s Office and Ticonderoga DMV.
Administers and Files Oaths of Office (instructions: chart format and handbook)
Registry of Lands Transactions
Files Veterans Discharges
Files Autopsies/Coroners Reports
Maintains Census Records
Issues Peddlers’ Permits
Tax Searches for Tax Foreclosure
Files Uniform Commercial Code Forms
Passport and Pistol Photos
Issues Property and Income Executions
Files Survey Maps
Accepts Small Claims Assessment Cases
Files Money Judgments

Schedule of fees

The County Clerk’s Office publishes the following information weekly as The Bugle: Deeds, Mortgages, Assignments and Satisfactions, Survey Maps, Judgments, Satisfactions of Judgments, Liens, Lis Pendens, and DBAs. For more information, or to arrange a subscription, please contact Chelsea Merrihew at (518) 873-3851.

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.

DMV

Department of Motor Vehicles

The Essex County Courthouse The Essex County office for the Department of Motor Vehicles is located in the new County Courthouse, 7559 Court Street, Elizabethtown.Phone 518-873-3620Elizabethtown Office Hours: Monday through Friday, 8:15 AM to 4:45 PM

Motor Vehicle Supervisors: Kari Ratliff, Charlotte McGinn

Cashiers: Jennifer Ives, Cheryl Goodman, Renee Clark

The Ticonderoga Satellite DMV office is located at the Community Building, 132 Montcalm Street, Suite 3, Ticonderoga, NY 12883.
Ticonderoga Office Hours: Open Tuesday and Wednesday, 8 AM to 3:30 PM (closed 12:30 to 1:30).
Ticonderoga Phone: 518-585-2511

Closing of the Ticonderoga DMV will be broadcast on the following radio stations: WEZF – 92.9 FM WXXX – 95.5 FM WOKO – 98.9 FM


Services:

Forms
Driver’s license, enhanced drivers license, permit, ID information
Driver’s manual and practice tests
Schedule a road test
Registration and titles
Information about inspection stations, repair shops and body shops or dealers
Custom plates
DMV rcords

You have the opportunity to renew locally.  Send all license and registration renewals to the above address.  Three day turnaround is guaranteed.

iDriveSmart Attention drivers: please click here to see a list of the New York State DMV iDrive Smart safety videos on YouTube.
DonateLifeLogo Click here to learn about organ, eye, and tissue donation and the New York State Donate Life Registry.

 Keep your money in Essex County, renew locally

Are you hit every January with a large tax bill? What is the best way to help decrease taxes?

Increase revenue.

For every dollar you spend at Essex County DMV (in Elizabethtown or Ticonderoga) 12.7¢ stays in the County (sales tax not included). It may not sound like a great deal, but it adds up. When your driver’s license or registration comes due, consider sending your renewal locally to:

Essex County DMV
PO Box 247
Elizabethtown, NY 12932

When you visit either Elizabethtown or Ticonderoga, enjoy the town, eat, shop, and take advantage of your local DMV. If you go online and renew no money comes back to Essex County! If you send your registration by mail to Utica, no money comes back to Essex County! If you go to another county’s DMV, no money comes back to Essex County!

Crossing the border into Canada or Mexico requires either a US Passport or a NYS Enhanced Driver’s License (EDL). Please consider applying for your passport at the Essex County Clerk’s Office located at 7559 Court Street in Elizabethtown, or for a NYS Enhanced Driver’s License at the Essex County DMV located at 7559 Court Street in Elizabethtown, or 132 Montcalm Street Suite 3 in Ticonderoga. Did you know that the passport execution fee ($25) stays in Essex County? If you apply for or renew your passport at the post office or another county clerk’s office that fee does not come back to Essex County. If you apply for or renew your EDL at another county’s DMV, that money does not come back to Essex County.

Thank you for renewing Essex County by renewing locally.

Jury Duty

Joseph A. Provoncha, Commissioner of Jurors

The Essex County Courthouse Location:
Essex County Commissioner of Jurors
Essex County Courthouse
7559 Court St.
Elizabethtown, NY 12932

Phone: (518) 873-3377
Fax: (518) 451-8741

Normal business hours are 9:00 a.m. to 5:00 p.m.
The office is closed on all recognized New York State Holidays.

Telephone Standby:

All summoned jurors who have not requested a postponement or excusal are on a telephone standby. Jurors are required to call 1-800-815-3217 after 6:00 p.m. on the evening prior to their scheduled service and follow the instructions.jury duty

GENERAL INFORMATION
Postponement/Excusal:

All requests for postponements or excusals must be made by the individual who received the summons, not by their employer, and must be received by the Commissioner of Jurors more than one week prior to the scheduled reporting date.

Please be advised the law permits ONE postponement of your jury service for a two (2) to six (6) month period. To obtain a postponement, you may call our automated phone number at 1-800-449-2819 which requires a touch tone phone or by going to www.nyjuror.gov at least one (1) week prior to the date of your jury service. Both of these options are available 24 hours a day. If you wish to speak to a person in the Jury office, please call 873-3377 between the hours of 9:00 a.m. – 5:00 p.m.

Jury Call-In Message:

All summoned trial jurors who have not requested a postponement or excusal are on telephone standby. This means that you are required to CALL and follow the instructions on the recorded message 1-800-815-3217 starting at 6:00 p.m. on the evening prior to your scheduled jury service. The message will indicate which jurors must appear and the date and time they are required. If you are not instructed to report, you should continue your normal routine. Occasionally, trials may settle or be canceled and in such case the message will tell you that reporting is not necessary. Part “A” of your Jury Summons must be returned to the Jury office in order to receive credit for good service.

Parking:

Parking and parking for individuals with disabilities is available at the Courthouse. Overflow parking is available along Court Street and surrounding parking lots.

Meals:

All meals are your responsibility. There are restaurants located within walking distance of the Courthouse and there are vending machines on the bottom floor adjacent to the Dept. of Motor Vehicles office.

Emergency:

Any emergency closing of the Courthouse will be broadcast on WPTZ News Channel 5, WCAX News Channel 3 and STAR 92.9 FM radio.

Other links:

New York State Unified Court System
New York State Unified Court System – 4th Judicial District

Pistol Permits

Stephanie DeZalia, Pistol Permit Clerk

Essex County Clerk Pistol Permit Bureau
7559 Court Street – PO Box 247
Elizabethtown, NY 12932

Please call the County Clerk’s Office at (518) 873-3604 for the complete pistol permit packet.

Licensing and other provisions relating to firearms

New York State Police Guide to the Safe Act

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.

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 6th 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

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 (2014) (Nonresident Real Property Estimated Income Tax Payment Form – valid for sales or transfers (date of conveyance) after December 31, 2013 but before January 1, 2015) and instructions (2014).

IT-2664 (2014) (Nonresident Cooperative Unit Estimated Income Tax Payment Form – valid for sales or transfers (date of conveyance) after December 31, 2013, but before January 1, 2015) and instructions (2014).

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

Handicap Permits

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.

DBA

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.