CORTLAND COUNTY CLERK
ELIZABETH LARKIN, COUNTY CLERK
Tammy L. Barriger Brooke Knickerbocker
46 GREENBUSH STREET, SUITE 105
CORTLAND, N.Y. 13045
Hours: 8:30 am - 4:30 pm
RETURN THE FAVOR MERCHANT APPLICATION
THE COUNTY CLERK'S OFFICE IS ONE OF THE OLDEST
OFFICES IN THE STATE, AND CARRIES WITH IT A
NUMBER OF RESPONSIBILITIES.
SERVICES PROVIDED BY CORTLAND COUNTY CLERK’S OFFICE
SMALL CLAIMS ASSESSMENT REVIEW
DBA (DOING BUSINESS AS)
IRS SMALL BUSINESS TAX & RESOURCE CENTER
UCC (UNIFORM COMMERCIAL CODE)
To view and print documents online at no fee, go to: www.searchIQS.com and click on Cortland County.
(If you have trouble viewing this website, please phone IQS, 1-800-320-2617 for assistance)
THE CORTLAND COUNTY CLERK'S OFFICE IS
E-RECORDING AND E-FILING
CLICK HERE FOR MORE INFO ON E-RECORDING e-recording powerpt
CLICK HERE FOR MORE INFO ON E-FILING e-filing brochure
PLEASE CLICK HERE FOR OUR FEE SCHEDULE
Please note: Photocopies made in the County Clerk's office are $.65 per page with a $1.30 minimum (rate set by NYS)
CLERK OF THE CORPORATION
The County Clerk's Office is the official repository of all records created within the County such as Local Laws, certain resolutions, insurance policies,and county foreclosures. The County Clerk is the "Keeper of the Seal" and must place the seal on all official and financial indebtedness of the county.
The County Clerk processes all civil court actions begun in Cortland County. To initiate a civil action or 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). Publicly accessible civil actions and proceedings may be viewed on line from 2002 through present day.
The County Clerks processes all criminal court cases commenced in Cortland County. Because of the confidential nature of information contained in these files, Criminal files are not open to the public. A search of the criminal files may be requested. The fee for each name for each two year period is $5.00. It may take up to 24 hours for the County Clerk's Office to conduct and prepare results of each search.
Judgments are court-ordered obligations that are rendered by the Supreme or County Court or 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.
SMALL CLAIMS ASSESSMENT REVIEW (SCAR)
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:
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.
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.ny.gov/licensing/notary/notary.html
HOURS: MONDAY - FRIDAY - 8:30 A.M. - 4:30 P.M.
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 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 containing the names of both parents; original naturalization papers, or an expired (not cancelled) U.S. passport in the applicant's name.
A 2"x2" passport photo taken within the 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 $110.00 check or money order made out to the "U.S. Department of State" ($80.00 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 $30.00 check or money order made out to the "U.S. Department of State" ($15.00 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.
DBA (DOING BUSINESS AS)
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.
All Corporations filed with the Department of State are filed in the County Clerk's Office as well. LLCs and LPs are only on file at the DOS.
LLC Newspaper Designations are:
DAILY--Cortland Standard: P.O. Box 5548, 110 Main St., Cortland, N.Y., 13045 * Phone (607) 756-5665
WEEKLY--Publication in any contiguous county's weekly newspaper that meets the requirements of NYS Limited Liability Company Law
UCC (Uniform Commercial Code)
Please note that as of July 1, 2001, the County Clerk only files UCCs that affect real estate - all others are filed through the 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.
In NYS, a license is needed to possess a handgun at home, at a place of business, and to carry the handgun concealed.
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:
An investigation will be conducted of all statements required in the application.
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 about $100.00. 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.
If you have any questions regarding pistol permits, you may call Janet Herrick at 607-753-5379.
Pistol permit photos for new applications may be taken at the County Clerk’s Office for a fee of $10.00.
Pistol Permits Opt Out Foil Request Form
Handgun Safety Course Instructors
DEPARTMENT OF MOTOR VEHICLES
ROSTER - CITY, COUNTY, TOWN and VILLAGE
DBA BUSINESS FORMS
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Date last updated 11/18/2015