WELCOME
GENERAL INFORMATION
COUNTY CALENDAR
COUNTY
OFFICES
EMERGENCY SERVICES
ECON DEVELOPMENT
COUNTY LINKS
HOSPITAL
CO-OPERATIVE EXTENSION
SOIL & WATER DISTRICT
AIRPORT
FOIA INFORMATION
HEALTH DEPARTMENT
EMPLOYMENT
PROPERTY RECORD SEARCH
 


Brenda Britton
Clay County Clerk/Recorder
111 E. Chestnut, Room 106
P.O. Box 160
Louisville , IL 62858
(618) 665-3626
Fax: (618) 665-3607
claycoclk@wabash.net
Records Recorder Fees Voter Info Polling

Clay County Clerk/Recorder


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.
Mon. – Fri., 8:00 a.m. – 4:00 p.m.
(except holidays,
see “Holiday Schedule”)

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.

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 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.



Clay County Records Information

Birth Certificate – [Download Form] Certified copies are available from Brenda 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: $10.00 for the first copy, $3.00 for each additional.

Birth Records cannot be faxed.


Death Certificate [Download Form] Certified copies are available from Brenda 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: $14.00 for the first copy, $7.00 for each additional.

Death Records cannot be faxed.


Marriage Certificate – [Download Form] Certified copies are available from Brenda Britton, Clay County Clerk/Recorder. Individuals must be 18 years or older. The only exception is a minor groom or bride 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: $10.00 for the first copy, $3.00 for each additional.

Marriage Records cannot be faxed.

Civil Union Certificate - [Download Form] Certified copies are available from Brenda 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: $10.00 for the first copy, $3.00 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.

The fee for a marriage license is $40.00, 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 proff of age. In order to be solomnized 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.  

The fee for a civil union license is $40.00, which must be paid at the time the license is issued. A couple may not be solomnized until one day after the license is issued and must be solomnized within 60 days from the effective date. A civil union license issued in Clay County is only valid in Clay County.


VETERAN'S DISCHARGE

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.

Illinois Department of Public Health (Vital Records):
www.idph.state.il.us/vitalrecords/index.htm

Illinois Department of Revenue: www.revenue.state.il.us


Clay County Clerk/Recorder Fee Schedule

Effective August 1st, 2005
Fees set by Illinois Law or by Board Resolutions

Recorder
Only Originals Will Be Accepted For Recordation!

Document Standardization

All documents must be on letter size paper, not permanently bound and not a continuous form. the document shall be legibly printed in black ink, by hand, typed or computer. the document shall be on white paper of not less than 20-pound weight with clean margins of at least one-half inch on the top, the bottom and each side. the first page of the document shall contain a 3” x 5” blank space in the top right corner. The document shall not have any attachment stapled or otherwise affixed to any page. There will be an additional charge for documents that do not adhere.

Due to Senate Bill 075 – Rental Housing Support Program Act – a surcharge of $10 will be added to our recording fees.

Minimum Fee  
(Standard) Four pages or less $48.00
Additional pages in excess of four $1.00 each
Additional document or book & page after the first one $1.00 each
Effective June 1, 2007 
Additional grantor/grantee names over 10
$1.00 each

Minimum Fee  
(Nonstandard) Four pages or less
Additional pages in excess of four $2.00 each any document that does not conform to the document standardization shall not be recorded except upon payment of the additional fee
$68.00
Surveys (11 x 17 maximum)
Requires 2 originals, retained by recorder, any additional copies will be returned to customer
$48.00
Plats of Subdivisions (30 x 36 maximum)
2 originals shall be retained by recorder, any extra copies will be returned to customer
New Subdivision Plats Require Act Affidavits
$78.00
Assignments (Blanket) with same document $48.00
Additional document numbers/book & page with same assignment $1.00 each

THE FOLLOWING DOCUMENTS ARE EXEMPT FROM THE $10 SURCHARGE
Articles of incorporation & related documents, birth records, death certificates, marriage records, civil union records, judgments, memo of judgments, etc.
notice of probate
power of attorney
transcripts (involving will, death certificates, etc.)
wills
Financing Statements (UCC’s)
(Only UCC, real estate or fixture filings may be filed with recorder) UCC Fixture Filings
$38.00
NEW FEE FOR UCC TERMINATIONS BEGINNING 1/1/08  
UCC Terminations $38.00
UCC Searches per name $10.00
Copies with UCC search $1.00 each
Veteran’s DD-214 (Recording) NO CHARGE
Certified copies (documentation required) NO CHARGE
Liens (up to 4 pages) $48.00
Additional pages $1.00 each
Document Copies
Certified copies (all documents except plats)
$20.00
Certified copies of Plats $10.00
Non-certified copies (micro) $1.00 per card
Non-certified books & pages $1.00 1st page
Additional pages (same document) $ .50 each
Marriage/Civil Union License $40.00

Vital Records

Certified Copies
 
Birth $10.00
Each additional copy of the same record $3.00
Marriages/Civil Unions $10.00
Each additional copy of the same record

$3.00

Death (extra $2.00 fee goes to state) $14.00
Each additional copy of the same record $7.00
Non Certified - Geneaology only $3.00 each
Assumed Name (doing business as) $10.00
Notary Commission Certificate
In person $5.00
By mail $10.00
Miscellaneous  
Precinct lists $10.00
Canvass report $10.00
Precinct maps $10.00
Absentee lists $8.00
Canceling Tax and Sale and Issuing And Sealing Certificates of Redemption $50.00
Attending Tax Sale and Issuing Certificate of Sale $5.00
Searches
Request for any search of our records must be sent in writing and accompanied by the required fee

These Are Non-certified Searches  
Mortgages (each 5 year period) $5.00
Memorandum of judgment search $5.00
State lien search $5.00
Federal lien search $5.00
Copies provided for searches $1.00 each


Clay County Voter Information

Public Notice

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.

Voting Term Definitions:

Absentee voting may be done by individuals who are unable to make it to the polling place on the day of election, yet still wish to exercise their right to vote.

In-Person Absentee Voting – Applicants must qualify under state law and will vote on optical scan ballots. 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 only 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 In-Person Absentee 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. Ballots will be processed and tabulated in the County Clerk 's office after the polls close on Election Day.

Mail Out Absentee Voting – Mailed ballots will be sent to applicants who qualify under state law and state their reason for voting absentee. Mail out ballots will be sent to applicants on the same business day an application is received. Ballots returned by mail and postmarked by midnight the day prior to Election Day will be processed for tabulation in the County Clerk 's office after the polls close on Election Day and during the 14 day period following Election Day.

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.

The first day to receive an application for absentee ballot through the mail or to vote in person at the County Clerk 's office is approximately 40 days prior to the election. If you are not sure if absentee voting is under way, please call our office at (618)665-3626.

The last day that absentee ballot may be mailed out is 5 days prior to the election. This is also the last day that we may receive an application by mail from anyone who has requested an absentee ballot.

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.state.il.us

Clay County Polling Locations


XENIA 110 FRONT ST. TOWN HALL
SONGER 302 XENIA IOLA ROAD, TOWN HALL
OSKALOOSA 7345 KINMUNDY ROAD, TOWN HALL
LARKINSBURG 1311 W. BROADWAY, IOLA CIVIC CENTER
LARKINSBURG II 913 DEER LANE, TOWN HALL
BLAIR 42 BLAIR TWP LANE, TOWN HALL
LOUISVILLE I METHODIST CHURCH FAMILY LIVING CENTER
LOUISVILLE II METHODIST CHURCH FAMILY LIVING CENTER
HARTER I 607 W. N. AVE. KIWANIS COMM. CENTER
HARTER II 607 W. N. AVE. KIWANIS COMM. CENTER
HARTER III 607 W. N. AVE. KIWANIS COMM. CENTER
HARTER IV 607 W. N. AVE. KIWANIS COMM. CENTER
HARTER V 607 W. N. AVE. KIWANIS COMM. CENTER
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 I 237 SE 2 ND, CLAY CITY COMM BLDG
CLAY CITY II 237 SE 2 ND, CLAY CITY COMM BLDG
PIXLEY I 506 E. PARK-SAILOR SPRINGS AMERICAN LEGION CLUB 
PIXLEY II 153 GOLD LANE – INGRAHAM COMMUNITY BLDG

DATED AT LOUISVILLE , ILLINOIS
SEPTEMBER 18, 2013

BRENDA BRITTON, COUNTY CLERK
CLAY COUNTY , ILLINOIS

 
While every effort was made to ensure the accuracy and completeness of the information for the Clay County website, the information is not official, and the county & state agencies preparing this website are not responsible for any errors or omissions which may occur on these pages.

MidAmerica Web