OFFICE OF CITY CLERK
8:30 A.M – 4:30 P.M.
Monday - Friday
(With the exception of New York State Holidays)
Message from the City Clerk
On behalf of myself and my staff, I welcome you to the City Clerk’s Web Page. The City Clerk’s Office is one of the centers of information to the City of Rensselaer. We are open from 8:30 a.m. to 4:30 p.m. Monday thru Friday. We come in contact with hundreds of Rensselaer residents annually for a variety of reasons. We are completely automated with computers and customized software. I have made it a priority over the last 25 years to make our office as efficient as possible. We have received over $70,000.00 in State Grants to automate our office. We have computerized our Common Council Minutes from 1915 to present and they are now accessible on our web page. We are in the process of computerizing the Planning Commission Minutes as well as the Zoning Board of Appeals Minutes.
I am also a Marriage Officer for the City of Rensselaer and will perform marriages everyday of the week Monday thru Friday 8:30 a.m. to 4:30 p.m. and will make appointments for evening and weekends. (If I am available)
Some of our other functions are:
Registrar of Vital Statistics: As Registrar we are responsible for keeping a permanent record of all births and deaths that occur within the boundaries of the City of Rensselaer. We also do genealogical research for death, birth and marriages.
Records Manager Officer: As Records Manager Officer we are custodian of all permanent city records and provides for storage, retrieval and disposition of all records for all department of the city. We maintain a record of annual budgets, assessment rolls and fiscal reports.
Recording Secretary to the Common Council: As Recording Secretary to the Common Council we keep permanent records to all Common Council minutes.
Election Coordinator: As Election Coordinator we are responsible for the Polling Places in the City and Election Inspectors. Also you may register to vote in the City Clerk’s Office.
Dog Licenses: We issue dog licenses for the City of Rensselaer.
Hunting/Fishing Licenses: The City Clerk’s Offices issues NYS Hunting and Fishing Licenses.
As you will see on our Web Page there are a variety of other things that the City Clerk’s Office offers.
If we can be of any assistance to you please contact our office and we will be glad to help you.
Nancy E. Hardt
Nancy E. Hardt, City Clerk
Nicole M. Spath, Deputy City Clerk
62 Washington Street, Fl 2
Rensselaer, New York 12144
(518) 462-4266- Office
(518) 462-0890- Fax
General Powers and Duties of the City Clerk
The City Clerk’s position is an elected one. It is a four year term. The City Clerk’s Office provides City Council with centralized staff support under the direction of the City Clerk. The office serves as a document and information resource to the Council, all City departments and the citizens of our city. The City Clerk is responsible for the due, proper and faithful performance of all operational matters of the City Council.
Responsible for all election details. This duty includes notifying the newspapers of upcoming election dates, documenting all election outcomes, contacting newly elected officials and certifying election results. The City Clerk contacts the County Auditor to ensure those election results are filed and documented.
Is required to be a member of the Board of Public Safety, shall be a Clerk thereof and keep a journal of its proceedings.
Is a Marriage Officer of the City of Rensselaer. Performs marriage ceremonies by appointment only. Can only perform marriages within the City of Rensselaer.
Coordinates, schedules and attends City Council meetings. Prepares agendas and packets for the Common Council prior to the meetings and maintains a minute book of the proceedings and Ordinance books.
Oversees, guides and tracks the entire legislative process, from introduction of proposed legislation to final approval and publication.
Updates Charter, Code and Ordinances as necessary.
Is the custodian of the City Seal and all records and documents of the City whose custody is not located and maintained by another department, board, commission or officer.
Oversees posting of official notices, ordinances, and advertisements; records papers with the Federal, State and County governments as needed; swears in municipal officers as necessary.
All city contracts, agreements and other outsourcing documents are maintained by the City Clerk and monitored for updating.
Maintains records of births, deaths, and marriages and sends periodic reports to the State of New York Office of Vital Statistics.
Keeps an accurate account of all fees and monies received by the Clerk’s office and makes payments to the City Treasurer.
Supervises all personnel working in the Clerk’s office, such as the Deputy City Clerk and hires additional personnel as needed. Assigns the duties of each employee, trains employees in their job duties, and recommends raises. The Deputy City Clerk shall perform all duties and possess all of the powers of the City Clerk during the latter’s absence or inability to act or in event of a vacancy in such office.
Issues various licenses and permits.
Organizes and coordinates the annual Memorial Day Parade.