The Office of the Town Clerk is historical in its traditions, having served as a direct link between the residents and their local governments for centuries. While town clerks are generally credited with issuing licenses, that is only a small part of this complex job. Many duties are mandated by state and town laws, but many more go well beyond those mandates as town clerks also serve as a major source of information to all.
Duties & Responsibilities
Records Management Officer
The Town Clerk is the custodian of all town records, responsible for active files, storage and position of inactive records, and the careful maintenance of archival material. The Town Clerk is also the administrator of the Freedom of Information Law (FOIL), which guarantees your right to know the workings of government.
Registrar of Vital Statistics
Records of all marriage applications and births and deaths occurring within the Town of Southampton are maintained accurately and confidentially. Birth certificates are mailed to the parents upon the child's birth and copies are available upon request. Those births and deaths which occur in Southampton Hospital must be requested from the Village Clerk's Office at 631-283-0247. Burial Permits are required for burial and cremation and transcripts are provided when necessary.
The Town Clerk maintains records of adopted Town Ordinances and Local Laws, Town Oaths of Office, resignations, petitions, proof of publications, annual budgets, assessment rolls, fiscal reports, subpoena and court actions, bonds / notes registers, zoning ordinances, and maps. The Town Clerk also maintains a public signboard, advertises and receives bids for purchase of town materials, and files burial permits from cemeteries located within the town.
The Town Clerk authors minute books, the only official record of the activities of the town government, in volumes that are retained permanently for legal and historic purposes.
Historic Division Coordinator
The Town Clerk oversees projects relating to the conservation and preservation of the town’s historic collection and also provides Genealogical Research services upon written request with applicable fees.
The Town Clerk performs marriages by appointment within the boundaries of the Town of Southampton.
Special Event Coordinator
A Special Events Application Form (PDF) is required for any social occasion with more than 100 persons, including, but not limited to, carnivals, circuses, fairs, bazaars, outdoor shows, horse shows, exhibitions and concerts. With the adoption of the updated law, parades and events that require road closures no longer fill out a Special Event Application, but complete a separate Parade Permit Application (PDF).
A Parade Application Form is required for events such as parades, runs, walks, marathons, biking events, etc. that take place on roadways within Southampton Town.
The Town Clerk issues New York State licenses and permits, including marriage, dog, conservation (hunting and fishing), games of chance, bingo, and parking for people with disabilities. The Clerk also issues town licenses and permits mandated by Local Law (e.g. vehicles for hire and peddlers, long-term parking, etc.).