County Clerk/Recorder
County Clerk: Martha "Marty" Gum
mgum@menardcountyil.gov
Bonnie Davis, Deputy Registrar
Kelsie Smith, Deputy Clerk
Brae Davenport, Deputy Recorder
CLICKHERE FOR THE UNOFFICIAL RESULTS FROM THE 03.19.2024 GENERAL PRIMARY ELECTION.
Welcome
Welcome to the office of the Menard County Clerk & Recorder. The County Clerk has many roles in Menard County Government. The County Clerk is the keeper of the official seal of the County, Clerk of the County Board, keeper of vital statistics, marriage licenses, assumed names, tax extension, delinquent taxes and the Menard County Election Authority. Here you will find forms and suggestions for obtaining documents that may help in your search for information in Menard County.
The County Clerk also serves as the County Recorder. This website provides information on recording fees and Plat Act Affidavits. We look forward to serving you and hope that this website is a helpful tool.
Tax Extension
The Office of the County Clerk is responsible for the extension of property tax. Tax Levies from all taxing bodies in Menard County are filed in our office and are available for viewing.
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Delinquent Taxes
Delinquent taxes sold in Menard County tax sales must be redeemed in the Office of the County Clerk. It is necessary to call our office to be assured of the exact amount of payment. Payment must be made in cash, certified check or money order.
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Assumed Name
The procedure for filing a certificate of Assumed Business Name is as follows:
- Fill out the Certificate of Intention form. This form should be signed in front of a notary public.
- Return the form to the Clerk's Office along with a $10.00 filing fee.
- Return the Publication Notice to the Clerk's Office along with a $90.00 publication fee (must be kept separate from the $10.00 Clerk filing fee). The Notice must be published once a week for three (3) consecutive weeks.
- After our office receives proof of publication from the newspaper, we will issue you a Certificate of Ownership of Business along with a copy of your publication notice.
- If you have a corporate, incorporated or limited business, you must file with the Office of the Illinois Secretary of State in Springfield, Illinois.
Use the appropriate forms below to change or cancel your Assumed Name:
Cancellation or Withdrawal of Assumed Name
Change of Business Address, Owner Address, or Owner's Legal Name Change
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Elections
Future Election Dates
General Primary March 19, 2024
General Election November 5, 2024
The Office of the County Clerk conducts all elections in Menard County. Menard County has 9,371 registered voters and 14 precincts.
Q: Am I registered to vote?
A: You can check your voter registration status online by visiting the Illinois State Board of Elections at: Registration lookup
You may register to vote in the Office of the County Clerk, with a Deputy Registrar, or when receiving services at the Driver's License Facility. It is necessary to provide two forms of identification when registering. One form must have your current address. You must be at least 18 years of age to register or will attain that age by the next election.
How to Report Change of Address
If you are currently registered in Menard County and have moved within the County, you may change your voter registration address by completing the information on the reverse side of your voter identification card and returning it to our office. If you have misplaced your voter identification card, you may call our office at (217) 632-3201 or e-mail to request a transfer of address form to be mailed to you, which you must complete and return no later than 27 days prior to the election. You may go to the Illinois State Board of Elections website to change your address online by clicking here or you may print out a transfer of address form, complete the required information, and return it to our office.
Fill in all of the blanks EXCEPT for voter's signature. Print out the completed form, SIGN and then send back to our office at the address below.
If you are currently registered to vote in Menard County and have moved outside the County, you must re-register with the local election authority in your new County of residence.
How to Report Change of Name
A person who changes his or her name must re-register to vote.
Cancellation of Voter Registration
Once a citizen is registered to vote, his/her name is remain on the registration roster as long as he/she remains eligible to vote in that election jurisdiction. Removal of a voter's name from the list of registered voters, cancellation of his/her registration, may only be made for the following reasons.
You may call our office at (217) 632-3201 or e-mail to request a cancellation form be mailed to you, or you may also print out a cancellation request, complete the required information, and return it to our office.
1. Request of the Voter: A voter may request in writing that their name be removed from the voter registration file (does not require that a reason be given), or a voter may acknowledge in writing that he/she no longer is a resident of the election jurisdiction. Similarly, an attempt by the voter to register to vote in another election jurisdiction is deemed to be a request to cancel all previous voter registrations.
2. Incarceration: If a voter is incarcerated pursuant to a conviction of a crime, his/her voter registration may be canceled.
3. Falsification of Application/Not Qualified: If the voter is convicted of a crime involving a material falsification of his voter registration in regard to age, citizenship, or residence, his/her registration may be canceled.
4. Death: If the election authority receives proof of the death of a registered voter, this voter's registration may be canceled.
Links for Voters
Am I registered to Vote in Illinois?
Links for Candidates
Links for Local Election Officials
District Maps
Election Judges
How may I become an Election Judge?
Contact the Menard County Clerk:
- (217) 632-3201
- mgum@menardcountyil.gov
What are Election Judges?
Judges of elections are responsible for the administration of election procedures in the polling place on Election Day. They are in the position of ensuring that the election process is administered fairly and in accordance with the law.
What are the qualifications necessary to be an election judge?
- Be a citizen of the United States;
- Be of good repute and character and not subject to the registration requirement of the Sex Offender Registration Act;
- Be able to speak, read, and write the English language;
- Be skilled in the four (4) fundamental rules of mathematics (addition, subtraction, multiplication and division);
- Be of good understanding and capable;
- Not be a candidate for any office in the election and not be elected committeeman; and,
- Reside in and be entitled to vote in the precinct where selected to serve as judge. However, in each precinct one judge of each party may be appointed from outside the precinct, but from within the County. All judges must be electors with the County.
What are some of the duties of the Election Judges?
- To open and close polls;
- To be responsible for all election materials;
- To ensure that only qualified voters are permitted to vote and that each qualified voter is permitted to vote once and only once;
- To ensure that all votes are cast in secret;
- To give instructions in the method of voting when requested by a voter;
- To give assistance to illiterate and physically disabled voters;
- To maintain order in the polling place throughout the day;
- To tally the vote after the polls are closed; and to certify the election results in that precinct.
Can high school or college students serve as Judges?
Yes, an election authority may establish a program to permit a person who is not entitled to vote to serve as an election judge if the individual meets the following qualifications:
- Is a citizen of the United States;
- Is a junior or senior in good standing enrolled in a public or private secondary school, or is a student currently enrolled in community college or a public or private Illinois university or college;
- If currently enrolled in a secondary school, has the written approval of both the principal and a parent or legal guardian;
- Has a cumulative grade point average of at least a 3.0 on a 4.0 scale;
- Has satisfactorily completed the training course for judges of election;
- Meets all other qualifications for appointment and service as an Election Judge.
Land Records
** All real estate transfers must contain a Plat Act Affidavit**
The County Clerk serves as the Recorder of Deeds in Menard County. Records of real estate transactions are recorded in the County Clerk's Office. Real estate recordings date back to 1839.
Document Preparation
Document preparation is a specialized task which may demand legal knowledge or advice. The office of the County Clerk is forbidden by law to give legal advice.
The following documents are necessary for certain filings:
Documents for recording MUST contain:
- Name and address of "Prepared By"
- Name and address of "Return To"
- Name and address of "Tax Bill To"
- Property Tax Identification Number
- Legal Description
- Common Address
- Plat Act Affidavit
Recording Fees
Legislators have recently passed HB3878 which increases the Rental Housing Support Fee by an additional $10.00. The increase affects recording fees in all 102 counties throughout the State of Illinois and will take effect July 1st, 2023.
Our current accepted forms of payment for recordings are cash and check only.
Click here for Recording Fees.
These forms and documents are provided as a courtesy of the Menard County Recorder's Office for use in Menard County, Illinois.
The Recorder's Office STRONGLY recommends that you consult with an attorney for assistance in the selection and completion of these forms and with any transactions pertaining to the legal ownership or conveyance of real estate.
Please note that the Recorder's Office CANNOT assist you in filling out these forms, or in any way provide you with legal assistance or advice.
WD - NSPOA - Tenants In Common
PTAX-203 IL Real Estate Transfer Form and Instructions
Land Records Search
The data and document images from June 30, 2006 to present are available online. You are welcome to come to our office and use our free terminal to search information. The Menard County Clerk's Office is open 8:00 a.m. to 4:00 p.m., Monday - Friday. If this is not convenient, listed below are options to search Menard County land records via the internet.
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Property Fraud Alert
Preventing mortgage fraud and identity theft is a top priority of your Menard County Recorder’s office. The Recorder’s office has made a conscious effort to be on the lookout for documents that may involve deed or mortgage related fraud. For your protection, consider subscribing to out “FREE” Property Fraud Alert website for real-time monitoring and notification of any potential fraudulent activity. Your security does matter!
Unfortunately, it is all too easy for a criminal to record a fraudulent deed making it appear as if they now own your home.
Once they have done this, they can use your name as collateral on a mortgage or even attempt to sell your home to an unsuspecting buyer.
DO NOT let this happen to you!
This service will notify you if a document is recorded with your name.
To sign up for this FREE service, go to: https://www.propertyfraudalert.com/ILMenard?
and click on “CONTINUE” to register. Complete the registration form and submit. You will be given the option to be notified by either “Email” or by “Phone”.
If you have any questions regarding this service or are having trouble signing up, please call 217-632-3201 for assistance.
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Military Discharge DD214 Request
Who may obtain a copy of a Military Discharge?
- Military Veteran
- Former Member of the Military
- Next of kin of a deceased (Surviving Spouse that has not remarried, Parent, Child(ren), and Sibling)
Fees:
There is no charge for certified copies of the DD214.
What you need:
Application for Search of Military: Military Discharge - Request Form
(You MUST fill out a request form as required by State Law)
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Vital Statistics
Vital Statistics are birth, death, marriage, and civil union certifications.
**Please Note** Absolutely no information can be given over the telephone regard Vital Records. Under Illinois State Law (410 ILCS 535-Vital Records Act) only specific individuals have legal access to birth, death and marriage certificates. The Menard County Clerk's Office will issue certificates to authorized individuals only. To do otherwise is a violation of Illinois Law. Vital Records are not considered public information, no are they subject to the Freedom of Information Act.
Marriage Licenses
Marriage licenses may be obtained from 8:30 a.m. to 4:00 p.m. at the Office of the County Clerk. The license may be used the following day and expires after sixty (60) days. The couple should be marrying in Menard County. You are no longer required to get blood test when obtaining your marriage license. You must be at least 18 years of age. If you are under the age of 18, both of your parents must be present when getting your license. It is necessary for both parties to come in to the office to fill out and sign the marriage license application. Please visit our portal by clicking here to complete the marriage license application. Your license is not official until you are both sworn in and the license is signed by the Menard County Clerk. Please call the County Clerk's Office at 217-632-3201 to schedule an appointment to obtain your marriage license.
Please contact Judge Atterberry to make an appointment at 217-632-2107.
Marriage License fees are $50.00
Any individuals making an application for a marriage license in the County of Menard must provide identification with the name and date of birth of the applicant.
Civil Unions
Civil Union is a legal relationship granted by the State of Illinois. Licenses are issued by the County Clerk and are only valid in the county where it was issued. Licenses may be obtained from 8:30 a.m. to 4:00 p.m. at the Office of the County Clerk. The license may be used the following day and expires after sixty (60) days. You must be at least 18 years of age and present identification such as a driver's license or state id. Please visit our portal at http://192.168.169.231/ILMenard/Apex.WebPortal/applications to complete the civil union license application. It is necessary for both parties to come in to the office to fill out the civil union license application. Civil ceremonies may be conducted by a person legally authorized to perform civil unions in Illinois.
Please contact Judge Atterberry to make an appointment at 217-632-2107.
Birth Certificates
To request a copy of a birth certificate, please click here.
Photo ID is required to obtain a birth record (see below for acceptable ID).
Birth records begin in our office at the year of 1877.
Who may obtain a birth record:
- The record can be released to the person named on the record, if they are 18 years of age or over.
- The parent, if their name appears on the Birth Certificate as the mother or father.
- A Legal Guardian who possesses guardianship papers that are signed by a judge.
- A Legal Representative who is representing the person named on the Birth Certificate or is representing his/her parents.
- A Court Order
Death Certificates
To request a copy of a death certificate, please click here.
Photo ID is required to obtain a death record (see below for acceptable ID).
Death records begin in our office at the year 1877.
Who may obtain a death record:
- Applicant must be immediate family (mother, father, brother, sister, spouse, child)
- Or applicant must be the informant listed on the death record.
- Applicant must have a personal or property right interest in the record.
Applicant should be prepared to show documentation proving their need for the record and/or intended use and valid identification.
Marriage Certificates
To request a copy of a marriage certificate, please click here.
Marriage certificates begin in our office at the year 1839.
Who may obtain a marriage record:
- Anyone may request a certified copy of a marriage record.
Civil Union Certificates
To request a copy of a civil union certificate, please click here.
Civil Union Certificates begin in our office at the year 2011.
Who may obtain a civil union record:
- Anyone may obtain a certified copy of a civil union.
Acceptable forms of identification are a photocopy of any of the following:
- Valid Driver's License
- Valid State Issued ID
- Valid US Passport
- Valid Military ID
- Voter Registration Card
- W-2 Form (most recent)
- Bank Statement (most recent)
- Utility bills or other mail with your name & address printed on it (No handwritten envelopes or documents will be accepted)
- Vehicle Registration Card
- Checkbook
- Work identification with photo
Genealogy
Genealogy research for birth, death, and marriage certificate records may be conducted in our office between the hours of 8:00 a.m. and 4:00 p.m.
Birth records begin in our office at the year 1877. Genealogical birth records may be obtained if the record is at least 75 years old.
Death records begin in our office at the year 1877. Genealogical death records must be on file at least 20 years before release.
Marriage records begin in our office at the year 1839. Genealogical marriage records may be obtained if the record is at least 50 years old.
A genealogy search may be made by individuals in our office in accordance with Illinois State Statute, and at no time may the searcher handle the original documents. No searching or assistance with searches will be available on election days in Illinois. Please see the Election information above for dates of upcoming elections.
Please feel free to contact our office at 217-632-3201 for more information regarding Birth, Marriage, or Death Certificates. If you would like to email our office, you may do so at bdavis@co.menard.il.us and she will respond within 3-5 days.
Additional Services/Forms
The County Clerk is responsible for providing County liquor licenses, paying most County bills, and Statements of Economic Interest.
Statement of Economic Interest
Liquor License Application *All Liquor Licenses must be approved by the Menard County Board of Commissioners prior to the event. The Board meets the 2nd and last Tuesday of each month.
Maps
Frequently Asked Questions
$3.00 for each page.
Contact the County Clerk for the total owed on your property.
Contact this office and an employee will be available to assist you.
No. The County Clerk no longer issues hunting and fishing licenses. In Menard County, licenses are available at R&H Farm and Home Store in Petersburg and Village Market in Athens.
Certified copies are $11.00 for the first copy and $8.00 for each additional copy.