ELIZABETH LARKIN, COUNTY CLERK

KATHY R. EGGLESTON, DEPUTY CLERK

46 GREENBUSH STREET, SUITE 105

CORTLAND, N.Y. 13045

(607) 753-5021

email: elarkin@cortland-co.org

THE COUNTY CLERK'S OFFICE IS ONE OF THE OLDEST 

IN THE STATE, AND CARRIES WITH IT A

NUMBER OF RESPONSIBILITIES.  

To view and print these documents online at no fee, go to:  www.searchIQS.com and click on Cortland County.        

The County Clerk processes all civil court actions begun in Cortland County. To initiate a civil or matrimonial proceeding, an index number must be purchased from the Clerk's Office for a fee of $210.00. All documents bearing the assigned index number are assembled into a file. Most civil action files can be viewed by the public, with the exception of sealed files, confidential files and matrimonial proceedings (which can only be viewed by the involved parties and attorneys of record).

Judgments are court-ordered obligations which come into the County Clerk's Office from City or Town Courts as well as other Counties.  All judgments from 1994 forward are on the County Clerk’s public computer terminals. Judgments filed previous to this date are available in hard copy and located in the County Clerk’s Office.

SCAR provides an inexpensive way to seek further review of your assessment if you are dissatisfied with the decision of your local Board of Assessment Review.

You can challenge your property assessment in SCAR if you meet both of the following provisions:

• You own and live in a one, two, or three-family home and use it exclusively for residential purposes. A seasonal residence can qualify provided that during the period it is used the owner occupies it. In addition, vacant lands can qualify if they are not of sufficient size, as determined by the local assessor, to support a one, two or three family structure.
• You already filed a timely written review about your property assessment with the Board of Assessment Review (BAR) or other administrative review body of the assessing unit, and are not requesting a reduction greater than the amount you sought before that board. Other pertinent information:
• The filing fee is $30.00, payable to the "Cortland County Clerk"
• Applications must be made within 30 days of the last day allowed to file the final assessment roll for your local assessor.
• For more information and forms, click onto: www.nycourts.gov/litigants/scar/index.shtml    

The County Clerk's Office is the legal repository for all recorded land transactions from year 1808 (formation of Cortland County) forward, including mortgages and deeds. A mortgage is an instrument in writing that imposes a lien on or affects the title to real property with such property being used as security for the payment of money or the performance of an obligation. Mortgages from 1986 forward are available for searching on the County Clerk's computerized records system. A deed transfers ownership of real property. Actions affecting the land in any way are recorded in the County Clerk's Office.

• Please note that it is the policy of the Cortland County Clerk's Office to examine documents for recording and note any defects or deficiencies. Even if these defects or deficiencies are correctable, the Clerk's staff cannot alter or change any of the contents of these documents prior to recording.

A Notary Public is a public officer who executes acknowledgements of deeds or writings in order to render them admissible as evidence of the facts therein contained, and administers oaths and affirmations as to the truth of statements contained in papers or documents requiring the administration of an oath. The Cortland County Clerk processes the necessary forms for notaries after their appointment by the N.Y.S. Secretary of State, maintains records of all notaries and validates notary signatures upon request. One must be eighteen years or older and reside in N.Y.S. to become a Notary Public.  For information on exams and schedules, click onto:  www.dos.state.ny.us/lcns/notary1.htm. 

To download a passport, amendment or renewal application visit: www.travel.state.gov.

The Cortland County Clerk accepts passport applications for the U.S. Department of State.

Applicants will now have the option to apply for a Passport Book, a Passport Card, or both.  The Passport Card may only be used for land and sea travel between the United States and Canada, Mexico, Bermuda, and the Caribbean.  The Passport Book is valid for travel by air, sea or land.

When applying for a passport, please be prepared to provide the following:

A completed application that is typed or neatly printed, using black or blue ink only. Do not sign application until in the presence of County Clerk office staff.

Proof of citizenship in one of three forms: an original or certified (bearing the raised seal) copy of applicant's birth certificate; original naturalization papers, or an expired (not cancelled) U.S. passport in the applicant's name.

Two identical 2"x2" passport photos taken within last six months with full front head and shoulders shot and white background. Passport photos may be taken at the County Clerk’s Office for a fee of $10.00.  Check local yellow pages for other photography locations.

All applicants must appear in person in the presence of a passport agent.  Applicants under age 16 must have both parents appear with their photo identification.  Applicants ages 16 and 17 without photo identification must be accompanied with a parent with photo identification.  

Required fees for a Passport Book:: Applicants aged 16 and over, a $75.00 check or money order made out to the "U.S. Department of State" ($60.00 for those under 16 years of age) Processing fee of $25.00 cash or check made out to the "Cortland County Clerk".

Fees for a Passport Card: Applicants aged 16 and over, a $20.00 check or money order made out to the "U.S. Department of State" ($10.00 for those under 16 years of age).  Processing fee of $25.00 cash or check made out to the "Cortland County Clerk".

To expedite application, an additional $60.00 fee is necessary.

If applying for both documents at the same time, the cost for a first time applicants is: Adults: $120.00 ($95.00 check or money order to U.S. Dept. of State and $25.00 processing fee to County Clerk) and Minors: $95.00 ($70.00 check or money order to U.S. Dept. of State and $25.00 processing fee to County Clerk).  

Anyone who conducts business under a name other than his or her own must file a business name with the County Clerk in each county where the business is being conducted. Forms for Sole Proprietorship/Individual and Applications for Partnership More Than One Person are available in the County Clerk's Office, at local stationery stores or at the bottom of this web page.  Each document filed must include the name under which the business is to be conducted; the address of the business; the full name, residence and signature of each person conducting business.  The signature of each person conducting the business must be notarized. Before submitting the form, it is necessary to check the computer in the County Clerk's Office to ensure that the business name is not already in use.  To file the D.B.A. certificate in the clerk's office, the fee is $25.00.  

CORPORATIONS

LLC Newspaper Designations are:          

Cortland Standard: P.O. Box 5548, 110 Main St., Cortland, N.Y., 13045 * Phone (607) 756-5665

Town & Country Pennysaver: 165 South Main Street, Cortland, N.Y. 13045 * Phone (607) 753-3413

Please note that as of July 1, 2001, the County Clerk only files real estate filings- all others are filed through the N.Y.S. Department of State. Uniform Commercial Code filings show an agreement by an individual to pay back a business on a monthly basis for a purchase. The UCC database on the County Clerk's computerized land records system can be searched by the public for active UCC filings. To obtain these forms click here:

The Cortland County Clerk's Office issues and receives all applications and amendments for pistol permits.  In Cortland County, Judge William F. Ames and Judge Julie A. Campbell are the licensing officers of handguns and licensing is completely within their discretion. However, if a handgun permit is denied, the licensing officer must give concise and specific reasons for the denial. A license may be granted if the applicant:

• Is over 21 years of age ( age requirement does not apply to those honorably discharged from the military).
• Must reside, be principally employed or have a principal place of business as a merchant or storekeeper in Cortland County.
• Is of good moral character and has not been convicted of a "serious" offense (incl. violations and misdemeanors as set forth in section 265.00 Subd. 17, PL.)
• States if and when treatment received for a mental illness.
• Has "no good cause" existing for denial of the license".

An investigation will be conducted of all statements required in the application of physical descriptive data of the applicant.   

Fees include a $10.00 application fee due at the time the application is given out.  To schedule an appointment for fingerprinting by going to: www.L1enrollment.com website or calling their toll free call center at 1-877-472-6915.  The appointment scheduling process requires you to provide the correct ORI number of NY011013J.  You must provide two forms of identification at the fingerprinting location and the fee of $106.00.  At least one of these must have a photo.    

Each handgun possessed must be listed on the license by make, model, caliber and serial number.  Each amendment to the license is $3.00.  There is a fee of $5.00 for a duplicate card.  The only exception is possession of a properly licensed handgun by another licensee at a certified target range.

Pistol permit photos for new applications may be taken at the County Clerk’s Office for a fee of $10.00.

DEPARTMENT OF MOTOR VEHICLES

ROSTER - CITY, COUNTY, TOWN and VILLAGE

DBA BUSINESS FORMS 

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Date last updated 02/03/2010