 |
Amy Britton Clay County Clerk/Recorder 111 E. Chestnut, Room 106 P.O. Box 160 Louisville , IL 62858 (618) 665-3626 Fax: (618) 665-3607 claycoclerk@claycounty.illinois.gov |
Hours of Operation: Mon. – Fri. 8:00 a.m. – 4:00 p.m. (see “Holiday Schedule”) |
——————–
PUBLIC NOTICE
Effective July 1, 2023, Public Act 102-1135 increases the state surcharge that all Illinois County Recorders must collect for the Rental Housing Support Program Fund for the recording of all real estate-related documents. Beginning July 1, the portion of the Rental Housing Support Program State surcharge paid to the Illinois Department of Revenue (IDOR) will increase from $9 to $18.
——————–
The office of the County Clerk is an elected office with four-year term, the principal duties of which are defined by state statute. The duties and responsibilities of the County Clerk are many and varied, but in essence the office can be described as the clerical arm of Clay County Government.
The Main Functions of This Office Include:
COUNTY CLERK
Serving as Clerk to the County Board and performing such duties as officially filing all matters to be brought before the Board, notifying all Board members and local media of meetings, preparing the minutes of the Board meetings and keeping accurate files of Board minutes. Other duties may include:
► Administering and delivering such services to the general public as issuance of marriage licenses, civil union licenses, commissioning notary publics, receiving delinquent tax payments, maintaining population statistics and assessed valuation records of the County as well as for all school districts, townships, municipalities and public entities within the county.
► Administering and delivering tax services such as annually calculating the rate for various taxing bodies and working with the Supervisor of Assessments and County Treasurer and Collector to issue property tax bills.
► Conducting and administering voter registration services and managing all election proceedings. For information about voter registration, absentee voting, polling places, campaign disclosure, etc., see “Voter and Election Information”. The results of recent past elections are available at “Election Totals”.
► Maintaining records of the County’s vital statistics, including records of birth, death and marriage certificates and reporting statistics to the State, as required by law. For information about birth and death certificates, marriage and civil union licenses, see County Clerk “Vital Record Information”.
RECORDER
As recorder for Clay County , the operations of this office are important to every property owner in Clay County . The duties of the recorder include:
► The main responsibility of the Recorder is to record all documents transferring land in order to establish legal ownership and protect rights.
► Serving as Recorder of Deeds, filing assumed business names and recording and certifying military discharge papers.
► Maintaining a detailed system of recording all real estate transfers and holders of deeds throughout the County. For a complete listing of all recording fees charged for services of the office, see “Recording Fees”.
► Keeping and preserving all records of deeds.
► Maintaining records of subdivision plats, mortgages, and all types of liens against property by cities or villages and incorporation of cities and releases of same.
► Maintain records of dissolution of corporation, articles of incorporation, as well as records of veterans discharged from the military.
► U.C.C. filings and financing statements.
To Search On-line Records
https://esearch.cichosting.com
**Viewable records date back to 2003**
**If you are interested in being a monthly subscriber, please contact our office for more information**
——————–
Clay County Records Information
Birth Certificate
[Application for Birth Record] Certified copies are available from Amy Britton, Clay County Clerk/Recorder. Individuals must be 18 years or older, except for a minor mother, in order to obtain a birth record. Certified copies of the record will only be issued if the requestor’s name appears on the Birth Record, which could be either as a parent or as the child. You may obtain a certified copy of a Birth Certified by providing the following:
• Your full name and current address.
• Exact name of the person for whom you are seeking the record.
• Date of birth.
• Place of birth.
• Parents names as listed on the certificate.
• A photocopy of you, Photo ID (i.e. Driver’s License).
Complete and submit the downloadable form, copy of ID, along with appropriate fee to Clay County Clerk.
Fee: $16.00 for the first copy, $7.00 for each additional. Birth Records cannot be faxed.
Death Certificate
[Application for Death Record] Certified copies are available from Amy Britton, Clay County Clerk/Recorder. Individuals must be 18 years or older in order to obtain a death record. Those individuals having a personal or property right interest in a death record may request a certified copy. You may obtain a certified copy of a Death Certificate by providing the following:
• Your full name and current address.
• Exact name of the person for whom you are seeking the record.
• Date of death.
• Place of death.
• A photocopy of you, Photo ID (i.e. Driver’s License)
Complete and submit downloadable form, copy of ID, along with appropriate fee to Clay County Clerk.
Fee: $20.00 for the first copy, $11.00 for each additional. Death Records cannot be faxed.
Marriage Certificate
[Application for Marriage/Civil Union Record] Certified copies are available from Amy Britton, Clay County Clerk/Recorder. Individuals must be 18 years or older. The only exception is a minor partner listed on a Marriage License. You may obtain a certified copy of a Marriage Certificate by providing the following:
• Your full name and current address.
• Exact name of the persons for whom you are seeking the record.
• Date of Marriage.
• Place of Marriage.
• A photocopy of you, Photo ID (i.e. Driver’s License).
Complete and submit downloadable form, copy of ID, along with appropriate fee to Clay County Clerk.
Fee: $16.00 for the first copy, $7.00 for each additional. Marriage Records cannot be faxed.
Civil Union Certificate
Certified copies are available from Amy Britton, Clay County Clerk/Recorder. Individuals must be 18 years or older. You may obtain a certified copy of a Civil Union Certificate by providing the following:
• Your full name and current address.
• Exact name of the persons for whom you are seeking the record.
• Date of Civil Union.
• Place of Civil Union.
• A photocopy of you, Photo ID (i.e. Driver’s License).
Complete and submit downloadable form, copy of ID, along with appropriate fee to Clay County Clerk.
Fee: $16.00 for the first copy, $7.00 for each additional. Civil Union records cannot be faxed.
Marriage License
Marriage licenses are issued at the office of the Clay County Clerk during normal office hours. Both parties must appear in person to apply for a marriage license. It is important to note that a marriage license is valid only in the county in which it is issued.
In order to be married in Illinois, a person must be at least 18 years of age. Persons 16 or 17 years of age may obtain a marriage license only with the consent of both parents. Contact the County Clerk ‘s office for details.
When applying for a marriage license, it will be necessary to show proof of age. If you are less than 18 years of age, you must provide a current driver’s license or a certified copy of your birth certificate. If you are 18 years of age or older, a driver’s license or legal photo I.D. is required and certified copy of your birth certificate is preferred.
The fee for a marriage license is $50.00, which must be paid at the time the license is issued. A couple may not be married until one day after the license is issued and must be married within 60 days from the effective date. A marriage license issued in Clay County is only valid in Clay County. Marriage in Illinois may be performed by either a person of the clergy or a judge. Witnesses are not required by Illinois law. After the marriage, the officiate performing the ceremony must return the completed license to the County Clerk ‘s office within 10 days.
Civil Union License
Civil Union licenses are issued at the office of the Clay County Clerk during normal office hours. Both parties must appear in person to apply for a civil union license. It is important to note that a civil union license is valid only in the county in which it is issued and only recognized by the state of Illinois.
When applying for a civil union license, it will be necessary to show proof of age. In order to be solemnized in the state of Illinois, a person must be at least 18 years of age. A driver’s license or legal photo I.D. is required and certified copy of your birth certificate is preferred.
The fee for a civil union license is $50.00, which must be paid at the time the license is issued. A couple may not be solemnized until one day after the license is issued and must be solemnized within 60 days from the effective date. A civil union license issued in Clay County is only valid in Clay County.
Veteran’s Discharge
(Application for DD214) Original DD-214 is required for recording at no charge in the County Clerk ‘s office. Certified copies are available upon request to the veteran at no charge.
——————–
OFFICAL ELECTION RESULTS
April 4, 2023 | November 8, 2022 | June 28, 2022
Clay County Voter Information
Requirements to register to vote:
• You must be a citizen of the United States.
• You must be 18 years of age on or before the date of the next election.
• You must reside in your precinct for at least 30 days prior to an election.
• To constitute residence, a permanent abode and dwelling place within the precinct are necessary.
• Two forms of identification are required showing your name, one must show your permanent residence. Such as driver’s license, hunting or fishing license, library card, student identification, copy of a lease or rent receipt showing your address, or any piece of mail delivered to you at your residence.
• You may register to vote in person at the County Clerk ‘s office, Driver’s License facility, Flora Public • Library, Flora City Hall or with your Precinct Committeeman.
• Registration in Clay County is open year round except during the 28 day period just prior to an election and during the 2 days after such election.
• You will need to re-register to vote if you move to a different county, change your name, or move from one address in Clay County to another address within the county.
— Application for Voter Registration —
Voting Term Definitions:
Polling Place Voting – Registered voters may make application in person to vote at their specific polling place on Election Day. Applicants must qualify under state law and will vote on optical scan ballots. Election Judges will return sealed, processed ballots to the County Clerk ‘s office for tabulation after polls close on Election Day.
Early Voting – Registered voters may vote in person at the County Clerk’s office prior to Election Day. Early Voting begins approximately 40 days prior to Election Day. Early Votes are final, may not be rescinded or changed, and does not allow for voting at the polling place on election day. The last day for early voting is the day before Election Day. Early Voter ballots will be processed and tabulated in the County Clerk’s office after the polls close on Election Day.
Grace Period Registration & Voting – Any voter who failed to register or update voter registration information (such as change of name or address) may do so at the County Clerk ‘s office during the Grace Period Registration. After updating voter registration information, voter will vote immediately on optical scan ballots in the County Clerk ‘s office. Ballots will be processed and tabulated in the County Clerk ‘s office after the polls close on Election Day.
Nursing Home Voting – Will be conducted on-site at approved participation facilities. Voters will vote on optical scan ballots delivered to applicants by a team of election judges who will return the sealed ballots to the County Clerk’s office. Ballots will be processed and tabulated in the County Clerk ‘s office after the polls close on Election Day.
Vote By Mail Voting – Mailed ballots will be sent to applicants who qualify under state law, and begins approximately 40 days prior to Election Day. Vote By Mail ballots will be sent to applicants on the same business day an application is received. The last day a voter may make application for a vote by mail ballot, and the last day we may mail ballots, is 5 days prior to Election Day. Ballots returned by mail and postmarked by midnight Election Day will be processed for tabulation in the County Clerk ‘s office after the polls close on Election Day. Ballots with a valid postmark date and received within 14 days of the election will be tabulated.
Provisional Voting – Voter who appear at their precinct polling place but who are rejected because of a challenge, because their name does not appear on the precinct rolls or certain other qualifying criteria may vote provisionally. Voters may vote their usual ballot, complete a special application and seal both inside a secure envelope. The sealed ballot is not counted on Election Day, but delivered to the County Clerk . Provisional voters have the opportunity to submit additional information to the County Clerk to verify registration status until a certain date. After this date, the County Clerk will determine whether each sealed ballot shall be opened and counted or rejected.
Following is a list of polling places by precinct. Polling places remain open on election days from 6:00 a.m. to 7:00 p.m.
Illinois Voter Information:
Illinois State Board of Elections: www.elections.il.gov
Click Here to view Polling Locations
| Clay County Polling Locations | |
|---|---|
| XENIA | 601 CHURCH STREET, OLD GRADE SCHOOL |
| SONGER | 987 SHORTLEAF DRIVE, OAK MOUND CHURCH |
| OSKALOOSA | 7345 KINMUNDY ROAD, TOWN HALL |
| LARKINSBURG | 211 W. BROADWAY, CALVARY APOSTOLIC TABERNACLE |
| BLAIR | 42 BLAIR TWP LANE, TOWN HALL |
| LOUISVILLE I | METHODIST CHURCH FAMILY LIVING CENTER |
| LOUISVILLE II | METHODIST CHURCH FAMILY LIVING CENTER |
| HARTER I | 202 N. OLIVE, CHRIST’S CHURCH |
| HARTER III | 202 N. OLIVE, CHRIST’S CHURCH |
| HARTER IV | 202 N. OLIVE, CHRIST’S CHURCH |
| HARTER V | 202 N. OLIVE, CHRIST’S CHURCH |
| HARTER VI | 4722 CHERRYBARK LANE – TOWN HALL |
| HARTER VII | 4722 CHERRYBARK LANE – TOWN HALL |
| STANFORD | 14284 OLD HWY 50, TOWN HALL |
| HOOSIER | 542 HOOSIER ROAD, TOWN HALL |
| BIBLE GROVE | 188 ANTIOCH LANE, TOWN HALL |
| CLAY CITY | 237 SE 2 ND, CLAY CITY COMM BLDG |
| PIXLEY | 153 GOLD LANE – INGRAHAM COMMUNITY BLDG |