Town Clerk

2022 Annual Town Meeting & Local Election 5/21/22

 

Town Clerk Office Hours

Monday: 10am-3pm

Tuesday: 10am-3pm

Wednesday: 10am-1pm, 3pm-5pm

Thursday: 10am-3pm

Friday: 10am-3pm

 

The Shutesbury Town Clerk is responsible for administering elections, registering vitals, preserving town records, providing access to public records, issuing dog licenses and so much more!

If you do not find what you are looking for on this page, call the Town Clerk Office at 413-259-1204.

Dog Licenses

Click here to download the application

Paper copies of the application are available at the Town Clerk Office.

All dogs in Shutesbury are required by law to be licensed every year and have a current rabies vaccination. If you're not sure if you need to get your dog needs a new tag, check the color. 2021 tags are a very elegant blue. These are two excellent reasons to renew your dog tag today!

Submit your application in person at the Town Clerk Office (first door on your left when you walk into Town Hall) by mail or via the black drop box on the lawn in front of Town Hall. If you want the license mailed back to you, include the application, a check filled out with black ink, and a self-addressed return envelope with 2 stamps.

Notary Public

Notary services are available at the Town Clerk office. There is no fee for these services. Call ahead to make an appointment or walk in during usual office hours.

Voter Registration

Use this online tool created by the Secretary of the Commonwealth to find out your current voter registration status:

Helpful hint: If you can't find your registration, and you have a mailing zip code other than 01072, try using 01072 instead of your alternate (01002, for example) zip code. This is one of the few times in life when the difference between residential and mailing addresses actually matters.

http://www.sec.state.ma.us/VoterRegistrationSearch/MyVoterRegStatus.aspx

Register to vote:  Use the Secretary's website, call Town Clerk (413) 259-1204 to have a mail-in voter registration form sent, or register at the Registry of Motor Vehicles when you renew your driver’s license.

Massachusetts also has On-Line Voter Registration:  https://www.sec.state.ma.us/ovr

Register today!

 

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 Shutesbury public records are made to the Town Clerk, who serves as our Records Access Officer.  Requests can be made in writing or by email.  Please include your contact information.  For more on the Public Records law, go to https://www.sec.state.ma.us/pre/prenotice.htm

Shutesbury has guidelines for the Public Record here.

If you would like to request a recording of a Shutesbury public meeting, please contact the Town Clerk.

 

Minutes for Meetings

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

Here are samples of minute templates that meet the OML requirements in different styles.    

Table Format  

Narrative Format 

Your committee may have their own format that meets the requirements. 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.

Call the Town Clerk at 259-1204 to schedule an appointment if you need a DBA.

 

Filing Marriage Intentions

Marriage Intentions available by appointment

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..

A List of Marriage Officiants Currently In Shutesbury (if you would like to be added to this list, please email the Town Clerk): 

Dina Stander, 413-237-1300,  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.   

 

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.
 

Info and Resources