The office of the Southold Town Clerk involves a great variety of different duties and responsibilities that are contained mainly in New York State's town laws, as well as in other statutes.

• Has custody of all the records, books, and papers of the town.
• Is designated by state law as the town records management officer. As the town's records management officer, the Town Clerk coordinates the town's records management program.
• Must attend meetings of the Town Board, act as clerk thereof, and keep a complete and accurate record of the proceedings of each meeting. The Town Clerk is not a member of the Town Board and has no vote on any matters coming before such board.
• Must maintain an Ordinance Book and enter in such book a copy of each ordinance of the town immediately after adoption by the Town Board.
• Shall record and index all local laws a separate book or books.

The Town Clerk is the filing officer of the town. The filing requirements for many documents with which the Town Clerk is concerned are prescribed by various laws specifying the filing. The following are illustrative of some of the various documents, papers, and records in connection with the operation and administration of town government, which are required by law to be filed with and be on file in the Town Clerk's Office.

• All oaths of office of town and district officers; oaths of fire police.
• Proofs of all publications and postings of notices where such notices are required to be given.
• Tentative budget. The budget officer files the tentative budget with the Town Clerk, which after review and modification, if any, by the Town Board becomes the preliminary budget.
• Annual budget.
• Annual financial reports of the Supervisor.
• Audits conducted by the Office of the State Comptroller, or by an independent, outside accounting firm.
• All written notices received by the Town Highway Superintendent of defects in highways, bridges, or culverts.
• All written notices of defects in sidewalks.
• Certificates of abandonment of town highways.
• Claims against the town.
• Bond and note registers
• Ordinance book, minute book, local law book, marriage license book, birth and death register.
• Maps adopted in connection with a zoning ordinance or amendment.
• Copies of Bingo and/or Games of Chance financial reports.

2.    The Town Clerk must procure and maintain a signboard at the entrance to his office for the posting of legal notices of the town.

3.    The Town Clerk is required to certify to the County Clerk, within 20 days after their appointment, the names and addresses of all appointed officers (except inspectors of election), the date of their appointment, and expiration of their term.

4.    The Town Clerk must immediately notify the State Board of Elections of the receipt of any resignation from an elective officer, together with the elective date thereof.

5.    The Town Clerk must issue many types of licenses and permits pursuant to the Town Law, various other laws of the state, and town local laws and ordinances. The Town Clerk shall also have such powers and perform such additional duties as are or may be conferred or imposed upon him by law, and such further duties as the Town Board may determine, not inconsistent with law.

See the Residential Permits, Guest Permits and Seasonal / Lessee Permits tabs for additional instructions and links.

Resident / Property Owner Beach and Disposal Permits

These permits can be purchase via:

• Online – Permit Portal
• Mail-ln – Resident Parking or Resident Disposal
• In Person at Town Hall

Required Documentation (subject to approval)

Vehicle registrations with a local address on it (with the exception of PO Boxes) do not require additional documentation.

• Current tax bill (must have the same name as the vehicle registration) or have the same mailing address on both the vehicle registration and tax bill.
• A twelve (12) + month lease agreement.
• Copy of your deed (for new owners six (6) months or less).
• For properties listed as Trusts, Life Estates, LLCs, please call the Town Clerks Office at 631-765-1800.

All residents/property owners must provide a valid vehicle registration for each vehicle you would like to purchase Beach and/or Disposal permits for.

NYS Vehicle Registration Example:
**If you have a vehicle registered in a different state, you must provide a valid vehicle registration from that state. If you are unsure of what it may look like, call our office at 631-765-1800 or your local DMV office in that state.

Windshield registration are not accepted unless you have a valid insurance card and a picture of the window registration.

NYS Window Registration Example:

Insurance Card Example:

Guest Beach and Disposal Permits

(Valid only for the year that they are purchased in.)

Who would be consider a guest? A friend or family member that visits or stays with a resident/property owner in their home and would like to use their own vehicle to visit the Town of Southold beaches and/or use the disposal facilities.

GUEST beach parking or disposal permits can be purchased by any of the following ways:

1. In Person at Town Hall (Town Clerks Office)

• Resident or Property Owners: You must show your driver’s license and provide the first and last name of your guest(s) along with all of the license plate numbers of the vehicle(s) your guest(s) will be using.
• Guests: Must supply a notarized application completed and signed by the property owner/resident. See links below:

2. Mail-In forms for Guest permits (see links below)

All of the following must be included: 

• A notarized request form that is completed by the resident/property owner.
• A check for the proper fee(s) made payable to “Southold Town Clerk”, with a contact phone number on the check.
• A Self-Addressed envelope to ensure proper receipt of permit(s).

**Note: Guest Permits are not available to be purchased using the online permit portal. They can only be purchased in person at Town Hall or by mailing in a notarized application/letter.

Lessee Beach Parking and Disposal Permits

Who would be consider a lessee? A person who is temporarily renting a property within the Town of Southold for less than 12+ months and does not have a local address on their registration.

NOTE: We do NOT accept any email receipts, confirmations, or invoices on your electronic device from any online rental sites such as Airbnb, VRBO, HomeAway, etc.  No Exceptions! The property owner must provide either a valid lease agreement or they must complete the following forms for you.

Seasonal Lessee Permits can be obtained by the following ways:

1. In Person at Town Hall at the Town Clerks Office

 A copy of a fully executed lease agreement, including both lessee and property owner(s) signatures, dates of lease/rental agreement, and address of rental property. Make sure you have the following documentation with you for review by the Town Clerk's Office.

• A copy of the fully executed lease agreement, containing both lessee and property owner(s) signatures, dates of lease/rental agreement and address of the rental property.
•  A copy of the current Rental permit issued by either the Southold Town Building Department or the Village of Greenport.
•  A valid vehicle registration(s)* of each vehicle(s) you would like a beach parking and/or disposal permit(s) for. If you are renting a car, then a copy of the rental car agreement will be required along with your photo ID. Note: The name on the registration/rental car agreement must match the name on the lease agreement.

2. Mail-in instructions for Lessee Permits

Note: All of the forms as per option number one (1) above and the following are required.  

• A check for the proper fee made payable to “Southold Town Clerk”, with a contact phone number on the check.
• A Self-Addressed envelope to ensure proper receipt of permit(s).

All Lessees must provide a Valid Vehicle Registration of each vehicle they would like to purchase Beach and/or Disposal permits for. Please refer to the ‘Resident Permits’ tab for vehicle registration information.

Note: Lessee Permits are NOT available to purchase on the online permit portal. They can only be purchased in person or by mail.

• Town Board Agendas and Minutes
• Department Agendas and Minutes

• Laserfiche - User Guide
• Town Records - Laserfiche