The Village Clerk is responsible for issuing various permits, licenses, and maintaining official records, including the processing of Freedom of Information Law (FOIL) requests. In calendar year 2014, approximately 752 FOIL requests were received, accounting for approximately 600 hours to respond or roughly .33 of a work year. The Village Clerk also serves as Registrar of Vital Statistics. In calendar year 2014 the Clerk’s office issued 1,190 parking permits for Village parking facilities, 373 handicap parking permits, 68 taxi driver licenses, 23 taxi cab licenses, 9 peddler licenses, 123 marriage licenses, 137 marriage transcripts, 28 death certificates and 373 death transcripts. In the past five years, these items have either increased in number or in complexity. Further, the Clerk’s office is also the repository of all Notices of Defect, Notices of Claim, SCAR and CERT filings. These filings totaled approximately 813. On January 1, 2011, the Clerk’s office assumed full responsibility from the State of New York for dog licensing within the Village of Scarsdale. The Clerk’s office now maintains a database of all dogs licensed with the Village and mails monthly renewals/invoices. A total of 426 dog licenses were issued in 2014.
The Clerk conducts an annual Village Election in March and as Town Clerk administers a Primary Election in September and a General Election in November. In 2014, the Clerk’s Office conducted a Village Election on March 18th, a Primary Election on September 9th and a General Election on November 4th. The Westchester County Board of Elections has, by statute, assumed responsibility for Federal, State and County elections. The enabling legislation expropriated 22 voting machines owned by the Village with an estimated value of $50,000 which are now the property of the County. The County imposed a charge to the Village in 2014 of $14,898.90. According to the Westchester County Department of Finance, this year’s chargeback by the County will increase approximately 3%. Therefore, the FY 2015/16 budget recommends $15,500 to cover this anticipated charge. The use of one new optical-scan voting machine at each polling location to accommodate people with disabilities in addition to the new voting machines used during the Primary and General Elections has significantly increased the County’s election costs. On August 11, 2014, Governor Cuomo signed legislation extending the time given to Villages in New York State the option of utilizing the lever style voting machines in their Village Elections through December 31, 2015 to save on costs associated with using the new machines. The Clerk utilized the lever machines for the March 2011, 2012, 2013, and 2014 Village Elections and intends to use them again for the 2015 Village Election.
The Clerk attends and records all Village Board of Trustees meetings and prepared a total of approximately 435 pages of minutes in 2014. The Clerk’s office is the official repository of all Board of Trustees actions. The Village Clerk, the Deputy Village Clerk, and a part-time Office Assistant staff the office.