Town Clerk

November 6th  Election

Our State and Federal election with four ballot questions will be Tuesday, November 6, 2018. Polls are open from 7 am - 8 pm, downstairs in Town Hall @ the Top of the Hill, 1 Cooleyville Rd.

Voter Registration is open until October 17.  On that date, there will be extended hours for last minute registration:

8:30 - 10:30 am, 2 - 4 pm and 7 -8 pm.  To check your voter registration status, go to:  https://www.sec.state.ma.us/VoterRegistrationSearch/MyVoterRegStatus.as…

Absentee ballots are available now

1. Apply and vote by absentee ballot in the Town Clerk's office.  My hours are: Monday 3:30 - 6 pm, Tues - Fri 8:30 - 10:30 am and Thursday evenings 6 - 8 pm.

or

2. By mail -  Click here for an application or pick one up outside my office. 

You can apply for an absentee ballot if you will be out of town, have religious beliefs or a physical disability.  You may apply by letter or email, stating your request, residential address and where to mail the ballot to you.  Your signature must be scanned in or include a jpeg picture of your signed request in your email.

The applications must be received no later than 5 pm, Friday, November 2. Realistically, for you to receive the requested ballot in the mail and return it to the Town Clerk by the close of the polls on Nov. 6, you need to mail in the application by Tuesday, 10/30/18.  

Detailed information is on line   http://www.sec.state.ma.us

Early Voting will be available for this election from Oct. 22 - Nov. 2  

Voters who would like to fill out their ballots before 11/6 can take advantage of Early Voting during regular Town Clerk office hours: Monday 3:30 - 6 pm, Tues - Fri 8:30 - 10:30 am and Thursday evenings 6 - 8 pm.

Registered voters can come in, fill out a little paperwork and fill out their ballots from October 22 thru November 2.  We will have Special Saturday Early Voting October 27 from 10 am - 2 pm at town hall.  VOTE!

It helps to familiarize yourself with the ballot ahead of election day.  Here are the links from the Secretary of the Commonwealth’s website with the candidates and ballot questions. http://www.sec.state.ma.us/ele/ele18/state_election_cand_18.htm

http://www.sec.state.ma.us/ele/ele18/ballot_questions_18/ballot_questions18.htm

Citizens should have received the “red books” in the mail.  There will be extra copies at libraries, town halls and post offices soon.

Voter Registration Information

There are multiple ways to register to vote.  You can register at the Registry of Motor Vehicles, pick up a voter registration form outside the Town Clerk's office or register online.  Visit https://www.sec.state.ma.us/ele/eleifv/howreg.htm for more information.

 

Public Records Requests

Many citizens would like to know more about the activities of committees and boards in town.  You may find the information you are seeking on a board or committee's page on the town website.  If the information is not there or you don't have web access, you are welcomed to make a public records request to the Town Clerk.  You can click here to email your request.

Under state Public Record Law,  the requests for public records in Shutesbury are made to Susie Mosher, Town Clerk, our Records Access Officer.  Requests can be made in writing or by email.  Please include contact your information.  For more an update on the Public Records law, go to   https://www.sec.state.ma.us/pre/prenotice.htm

Shutesbury has guidelines for the Public Record here.

Minutes for Meetings

The Open Meeting Law Guide describes the requirements for minutes on pages 15-16 and can be read here.  

I am attaching samples of minute templates that meet the OML requirements in different styles.  Your committee may have their own format that meets the requirements.    Table Format   Narrative Format  You can get copies of these forms in the lower right-hand mailbox in the hallway at Town Hall and from the stand outside the Town Clerk's office. 

Mandatory Ethics Training for All Employees and Volunteers

Upon appointment or hire and on an annual basis thereafter, the Town Clerk is required by statute to provide all municipal employees and volunteers with a copy of the Conflict of Interest Law and to obtain a signed receipt from the employee/volunteer. Additionally, all employees and volunteers must, complete an online ethics training and multiple choice exercise within 30 days of beginning public service and every 2 years thereafter.  This information and training is to ensure understanding of the Massachusetts ethics code. Upon completion of the exercise, a certificate will pop up. Employees/volunteers can either copy, paste and send the certificate of completion of the training exercise to townclerk@shutesbury.org or print and deliver certificate to the town clerk's office.
 

Required Information for Appointed and Elected Members of Shutesbury Government

People new to a board or position should get sworn in at the Town Clerk's office and I can hand you the full folder of information. For those who want to read or print themselves a copy of information sheets, the documents are linked here.

DBA information and forms

Information and forms for a DBA certificate can be found here.

License or Re-license Your Dog by Mail or In Person

      The 2018-19 Dog tags are in.  You may register your dog now. Applications will be available @ Town Meeting, and are online, (Click here) and outside the Town Clerk Office. Please remember to include proof of current rabies vaccination, your payment and a self-addressed, stamped envelope, (two first class stamps required).
      The dog license year runs from July 1 to June 30 each year. Please re-license in May or June to avoid an expired dog tag.   Early birds can avoid a late fee if their dog is registered before August 1.  New dogs are to be licensed by 6 months of age or within 30 days of residing in the Town of Shutesbury. 

Order a Vital Record (Birth, Marriage or Death Certificate)

  • Submit request by phone, fax, or email townclerk@shutesbury.org.
  • Include any known information - name and date preferred.
  • Include a $5 payment (made out to "Town of Shutesbury")
  • Include a self-addressed stamped envelope, or a preferred
    time to pick up the certificate at the Town Clerk's office.

Search Vital Records

Genealogists are welcome to email specific inquiries. This office will evaluate what is
available and send an estimated cost to complete the research and make copies as requested.
 

News & Updates

Census

The 2018 Annual Street Listing Form that combines the Town Census and the State Voter Census is coming to your household soon. 

Info and Resources