Town Clerk

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.

 

Citizen Petitions

A Citizen's Petition is a proposal brought to Town Meeting by a citizen or group of citizens which will appear as a warrant article to be voted on.  Crafting a successful petition takes time and information gathering is important. For an information sheet that describes the process, click here. 

 

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. 

Filing Marriage Intentions

The current town clerk is not a Justice of the Peace, so marriages are not performed in the Shutesbury Town Hall.  Before the marriage ceremony there is a two-step process in my office to obtain a marriage certificate to be signed by an officiant at the ceremony.  These two steps require a three -day waiting period..

In Shutesbury there is a Justice of the Peace (Irv Seidman, 259-1458)  and an officiant/minister (Dina Stander 259-9125,  https://www.dinastander.com/celebrant-services )  You can also find a list of Justices of the Peace at https://www.mjpa.org/ or use the yellow pages.

Here are the Instructions: 

First, both people come in to fill out the intention filing, take an oath, and sign the documents. This takes about 30 minutes. The intention filing is good for 60 days before it expires.  The cost for filing is $15. Certified copies of the final license are $5 /each. 

After a required three-day waiting period, only one person needs to return to proofread and pick up official copy of the license.  The license is taken to the ceremony or service and signed by the officiant who conducts the marriage.  The signed license is returned to the Town Clerk to file with the state and make certified copies for your records.   

My Town Clerk hours are: Mondays 3:00 - 7 pm, Thursday evenings 5 - 7 pm, Tuesday and Friday Mornings 8:30 – Noon, and Wednesday and Thursday, 8:30 – 10:30 am.  I am often here later, but you would need to call and check first (259-1204).

 

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 per copy payment - cash or check made out to "Town of Shutesbury"
  • Include a self-addressed stamped envelope or you
    can 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

Shutesbury's Assistant Town Clerk

Shutesbury has a new assistant town clerk, Grace Bannasch.  Grace grew up and lives in Shutesbury.  She is learning all the town clerk duties.  She is now the go-to person for all things DOG and is handling the tracking of posted  agendas and minutes.  We are able to expand our regular office hours to the public.  Our new hours are:

How to Receive Meeting Notifications

If you were receiving calendar notifications using our previous posting system, you will need to follow the steps below to sign up for these emails again.

You can sign up for notifications of meetings for any committee by going to our new posting website: https://www.mytowngovernment.org/01072

Use the drop down menu on the left to pick the committee you want to follow.  On the committee's page, click, "Subscribe to Email Alerts."  You will need to repeat these steps for each committee separately.

 

2019 Annual Town Census

The blue Annual Street List form has been mailed to you! The state requires towns to contact every resident to update the street list and confirm every voter.  Children, non-voters and non-voters, everyone and anyone in your household should be listed on the form correctly.  Please add any missing information.  If there is more than one household at your address, please request additional forms.

If a voter has moved away, please write down an address so I can get a signature to remove them from the town voter rolls. 

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