Town Clerk's Office
| The Office of the Town Clerk is historical in its traditions, having served as a direct link between the residents and their local governments since Biblical times…Acts, Chapter 19, Verse 35 “… and when the Town Clerk had appeased the people…” While a Town Clerk’s Office is generally credited with issuing licenses, that is only a small part of this complex job. Many duties are mandated bylaw, but many more go well beyond those mandates as Town Clerks serve as a major source of information to all. |
 Barbara Ottenschot Town Clerk |
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The Town Clerk’s Office is….
Public Relations Office
- Must be dedicated to the community, informative, patient, cheerful and compassionate, possess the ability to listen and advise, be receptive to new ideas, and able to maintain a sense of humor while performing duties in a professional manner.
- Generally considered the center of local government, the Town Clerk’s Office conveys a lasting impression of the community to all who enter.
- The Receptionist of the Town is included as a member of this office and is vital to the answers of many questions and information concerning community events.
Recording Secretary
- The Town Clerk authors minute books, the only official record of the activities of Town government. The resulting volumes are retained permanently for legal and historic purposes. While this may seem like an important duty to some it is a duty that is entrusted to few with a responsibility of magnitude. A Town Board Minute book averages approximately 350 pages annually.
Records Management Officer
- Custodian of all Town Records, responsible for active files, storage and disposition of inactive records and the careful maintenance of archival material.
- The Town Clerk’s Office follows the rules set by the NYS Archives by adopting the Retention Schedule set by the State. The Town adopted this rule in 1989.
- The Town Clerk’s Office has been successful in obtaining over $250,000 in NYS grant funds to implement the proper procedures for storing and maintaining permanent and active records since the year 2000.
- The Town Clerk’s Office maintains a 4,000 square foot off-site storage facility with over 600 cubic feet of records.
- Administrator of the Freedom of Information Law which guarantees your right to know the workings of government and obtain records filed in the Town of Webster.
- Freedom of Information requests are filed in the Town Clerk’s Office. On average we fill approximately 50 - 100 requests every six months.
Filing Officer
- Maintains records of adopted Town Ordinances and Local laws, Town Oaths of Office, resignations, petitions, proof of publications, annual budgets, assessment rolls, fiscal reports, notices of lien, subpoena and court actions, bonds/notes registers, alcohol and beverage licenses, zoning ordinances and maps.
- Maintains public signboard, advertises and receives bids for purchase of Town materials.
- In many Towns in and around Monroe County the town clerk’s office maintains records of burial permits from cemeteries located within the Town. Individual cemeteries in the Town of Webster maintain their records.
Licensing Officer
Issue State licenses/permits, including marriage, dog, conservation (hunting and fishing), going out of business, games of chance, bingo, raffles, and parking for those with disabilities. - Issues Town licenses/permits mandated by Local Law (e.g. garbage collection, peddler permits).
Election Coordinator
- In accordance with Federal and state regulations, the Town Clerk becomes the coordinator for primary and General Elections, advising the County/State of vacancies for elections, overseeing polling places. Monroe County Board of Elections is a centralized election district and does oversee equipment, election inspector training, and filing of boundaries for election districts. The Webster Town Clerk and Monroe County Board of Elections maintain a cooperative team to make this function work smoothly.
- In addition, the Town Clerk files official notices of registration day and polling places, oversees special Town elections, permissive or mandatory referendums and Town acquisition of property. The Office of the Town Clerk serves as the source for voter registration forms and absentee ballot applications.
Cash Control Officer
- Is responsible for numerous duties relating to billing, and the collection and disbursement of funds. All incoming cash is recorded and disbursed to State, County and local fiscal officer. The Town Clerk also contributes to Town policies and assisting with state and internal audits.
Registrar of Vital Statistics
- Often the Town Clerk is appointed as keeper of all birth and death records within a community, issuing birth and death certificates. Monroe County Vital records has maintained this information in Monroe County for all Towns for many years. (Monroe County Vital Records is located at 111 Westfall Road, Rochester, NY 14620 or contact their office at 585-753-5141.
- The Town Clerk acts as a sub-registrar for the filing of burial permits from funeral homes for burials/interments in Monroe County.
In Webster….
- The Town Clerk’s Office participates in the bi-annual Town of Webster open house. The Town Clerk’s Office conducts field trips for all schools. Scout organizations visit the Town Hall and observe a Town Board meeting to for requirements to obtain ranks and badges.
- Currently, the Town Clerk’s Office is staffed with four full-time and three part-time staff members. The office is also the home of the Tax Receivers Office. See an upcoming “Highlight” for information on the Tax Department
- To keep current with the many aspects of The Town Clerk’s Office the Town of Webster is a member of the NYS Town Clerk Association, Monroe County Town Clerk’s Tax Receivers and Collectors Association, participates in NYS Archives seminars, NYS Department of Conservation training, NYS Agriculture and Markets training, etc. The clerk’s staff also participates in computer training courses offered at the Webster Public Library. By participating in these organizations the Town Clerk’s office is able to understand the every changing facets of our local and state government.
The Town Clerk’s office is located at Webster Town Hall, 1000 Ridge Road, Webster, NY 14580.
Phone 585-872-1000 or visit in person Monday – Friday 8:30a.m. to 4:30p.m.
We accept cash and check for all transactions.