Welcome to the Town Clerk's Office
Reminder: April 2019
Our 2019 Annual Street List Census Form
has been mailed to residents. Please make any necessary changes and return them signed and dated. Please note, even if there are no changes at your residence the census form must be signed and returned by the date indicated on the form.
Attention Dog Owners
Any resident seasonal or full time who owns a dog must license that dog or dogs on a yearly basis, please contact the Town Clerk or fill out the application that is attached to the 2019 Street List/Census.
Contact The Town Clerk For More Info
Duties of the Town Clerk:
The Town Clerk is the Chief Election Official. The Clerk supervises voter registration, oversees polling places, election officers, and the general conduct of all elections. The Clerk directs the preparation of ballots, polling places, voting equipment, voting lists, administers campaign finance laws, certifies nomination papers and initiative petitions, and serves on the Board of Registrars. The Clerk's office conducts the annual town census and prepares the street list of residents.
The Town Clerk is the keeper of the town seal. The Town Clerk attests by signature and seal to bonds, contracts, bylaws, resolutions and any other documents requiring town certification. The Clerk provides certified copies of vital records and conducts genealogical research for members of the public, and is responsible for maintenance, disposition, and preservation of municipal archival records and materials. The Town Clerk administers the oath of office to all town officials, elected and appointed.
The Town Clerk certifies the residency of veterans’ who qualify for state bonuses, receives board and committee meeting postings, administers and records oaths of office to town officials; submits zoning by-law and town by-law changes to the Attorney General, and sends the Jury List to the Secretary of State. The Town Clerk is also responsible for overseeing the State mandated compliance of all employees, and board and committee members, to be sure they follow through annually with any required Conflict of Interest / State Ethics Laws documentation.
In addition, the Town Clerk issues marriage licenses, dog tag licenses, storage of flammables, business certificates, and raffle permits, and serves as the Chief Public Records Access Officer.
The Town Clerk is a Notary Public.
The Town Clerk is a Justice of the Peace and can be reached for by email for information and fees and availability firstname.lastname@example.org or www.nahant.org
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A Reminder... Please license your dog or dogs if you have not already done so. If you need more information, please check with Peggy Barile at (781) 581-0018 or email email@example.com
Town of Nahant Public Records Request
|Records Access Officer | Email
Nahant General Government
|334 Nahant Road Nahant MA 01908
|198 Nahant Road Nahant MA 01908
|67 Flash Road Nahant MA 01908
School Admin. Assistant
|290 Castle Road
Nahant MA 01908
Our Online Public Records Request Form
Make A Public Records Request Here
A Complete Guide To Public Records Request
An overview of the new provisions of Chapter 121
Records Access Officers
Agencies and municipalities are required to designate 1 or more Records Access Officer (RAO).
The contact information for the RAO must be posted conspicuously, including on the agency's or municipality's website, if available.
The RAO has a duty to:
- Coordinate the agency's or municipality's response to requests for access to public records;
- Assist individuals seeking public records in identifying the records requested;
- Assist the custodian of records in preserving public records; and
- Prepare guidelines that enable requestors to make informed requests.
Electronic Records | Under the new version of the law, RAOs must provide public records to a requestor in an electronic format unless the record is not available in an electronic format or the requestor does not have the ability to receive or access the records in a useable electronic format.
Additionally, as of January 1, 2017, agency RAOs will be required to provide on a searchable website electronic copies of commonly requested records, including: final opinions, annual reports, minutes of open meetings and agency budgets. Municipal RAOs will also be required to post commonly requested records on their municipal websites, to the extent feasible.
Response Time | Under the current law, a records custodian must respond to a request for records in writing within 10 calendar days.
Beginning January 1, 2017, a RAO must permit inspection or furnish a copy of a requested public record within 10 business days following receipt of the request. RAOs may petition the Supervisor of Records for an extension if they are unable to grant access to the requested public records in this time period.
Fees | The Supervisor of Records' Public Access Regulations allowing records custodians to charge 5 cents for black and white paper copies or computer printouts of public records for both single and double-sided sheets was codified and will remain effective with the new law.
Beginning January 1, 2017, if a response to a public records request requires more than 4 hours of employee time, an agency RAO may assess a fee of the hourly rate of the lowest paid employee with the skills necessary to search for, compile, segregate, redact or reproduce a requested record. However, the fee shall not exceed $25 an hour.
Beginning January 1, 2017, if a response to a public records request requires more than 2 hours of employee time, a municipal RAO may assess a fee of the hourly rate of the lowest paid employee with the skills necessary to search for, compile, segregate, redact or reproduce a requested record. However, the fee shall not exceed $25 an hour, unless approved by the Supervisor of Records. Municipalities with populations of 20,000 people or fewer will be permitted to charge for the first 2 hours of employee time.
Administrative Appeals | As of January 1, 2017, if an agency or municipality fails to comply with a requirement of the new law, the requestor may file an appeal with the Supervisor of Records who will then issue a determination on the public status of the records within 10 business days of receipt of the request for an appeal.
Attorney Fees | Under the new Public Records Law, if a requestor prevails in a court action against an agency or municipal RAO, the court may award the requestor attorney fees or costs.
Complete Mass General Law | Chapter 121
An Act To Improve Public Records
A Guide to Posting Meeting Notices, Agendas & Minutes
Town of Nahant
This is intended to be a Guide for Public Body Chairs and Clerks who will be handling postings for meetings and filing minutes. The Open Meeting Laws and Town charter should be referred to for complete understanding and listing of the specifics outlined in this document.
Posting a Meeting
Meeting Notices and Agendas must be posted 48 hours in advance of the meeting excluding Saturday, Sundays and legal holidays. Please keep in mind that the Town Clerk’s hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time Monday – Thursday by 3:30 and Friday by12:30.
Meeting Postings must contain the following information:
- The name of the public body that is meeting.
- The date and time of the meeting.
- Where the meeting is being held (location, room, address)
- A list of topics that are reasonable expected to be discussed at the meeting in sufficient details to reasonably expected at the time of posting, it may be discussed at the meeting.
Any revision to the posting should be made as soon as possible prior to the meeting.
24 hour / 7 Day A Week Access
The Open Meeting Law requires 24 hours / 7 day a week access to meeting schedules and agendas. The Town of Nahant utilizes the Town of Hall outside in/at the green bulletin board and inside the Town Hall outside the Town Clerks office.
Receiving and Filing Postings & Agendas
The preferred method for communicating your postings with the Town Clerk is by email. Email: firstname.lastname@example.org
In Person: Town Clerks office – Town Hall, 334 Nahant Road
PLEASE DO NOT email postings to any specific staff person at the Town Hall. This will ensure that your posting will be processed despite individual work schedule or vacations. In that case I always inform committees, boards, and commissions when I will be away. Sick day is another matter however if, I do not respond to your email then I have not received it. “That may be out of office day.”
Once I post a meeting, I will respond to your email indicating that it has been posted stating the day of the week, the date and time, and as a curtesy I will forward to the web when received by email. The municipal website is not the official site of postings.
If you are a member of the Board of Selectmen, Planning Board, Board of Assessor, Zoning Board of Appeals or Conservation Commission. Occasionally you will be required to hold a public hearing in accordance with Massachusetts General Law. In most cases where notice of a public hearing is required, notice shall be given by publication in a newspaper for a specified period of time. It is also necessary to post such notice in a conspicuous place in the Town Hall for a specified period of time. Written notices, the initiation of the hearing and the written conclusions of the public hearing may have a strict legal time limitations that vary with the character of each board.
Cancelled, Postponed, or Relocated Meetings
If a meeting is cancelled or moved to another location, the Town Clerk shall be informed, so that I may have it for my records. It is requested that a sign be posted on the meeting room door and on the entrance door to the building informing the public of the changes.
Importance of the Record – Many matters before boards and committees are reviewable by a court on an appeal. In many of these matters, the appeal is based on the records developed before the board or committee. Thus it is very important to adequately develop a records which is going to reflect accurately what went on and most importantly, support your decision.
Committees shall create and maintain accurate minutes of all meetings, including executive sessions. Minutes are not intended to be a transcript of the meeting, though it can be, but rather an accurate recording of the meeting logistics, topics discussed and actions taken by the committee.
Meeting Minutes as set forth by law must include the following information.
- State the date, time, location, room, address
- List all members present and all members absent
- Summarize each topic discussed by the public body
- Exact wording of all motions, including who made and seconded the motion
- The decisions made and actions taken, including a record of all votes. (Votes in executive session must be recorded in the minutes by roll call)
- A list of documents and other exhibits used by the body at the meeting and where such exhibits or documents may be reviewed by the public.
List of Documents and other Exhibits
Documents and other exhibits, such as photographs, recordings or maps, used by the body at an open meeting or executive session shall be part of the record of the session. While public bodies are required to retain these records in accordance with records retention laws, the documents and exhibits listed in the minutes need not be physically stored with minutes. Please be sure that the minutes include a list of documents used.
The records of all public body non-executive session meetings minutes are public and permanent records and must be available for public inspection. Records of any executive session remain closed to the public only as long as publication may defeat the purposes of the executive session.
Meeting notes and Drafts minutes are considered public record until official Minutes are produced and voted on. Any secretarial notes, if not destroyed once the official minutes are accepted, are considered a public document under the public records law.
Once Minutes are accepted by Committee Vote
The committee chairman should sign the minutes and indicate on the minutes the date of the meeting at which the minutes were accepted.
The minutes shall be e-mailed in Word format to email@example.com. Or dropped off to the Office of the Town Clerk for permanent retention.
A good rule of thumb is that committee minutes should be reviewed and approved within eight weeks of the original meeting date. Committees which meet monthly or more frequently, the minutes should be reviewed and approved at the next regular meeting following the one being reported.
Committees, which meet less frequently, should adopt a procedure, which will assure approval within two months of the original meeting date.
Executive Session Minutes
Minutes from an executive session should not be released if the lawful purpose for conducting an executive session would be defeated. Such minutes should be withheld from public disclosure unless and until the reason for convening the executive session no longer exists. However, they should be approved by the committee in a timely manner.
The committee chair or other appropriate designee shall, from time to time review the purpose for having entered into executive session to determine whether continued non-disclosure of minutes is warranted. Such review should not be unreasonably delayed in that there is a policy for release of executive session documents as soon as the reason for executive privilege have lapsed. This review and determination must be included as a topic discussed in the minutes of said meeting.
Once disclosure would no longer defeat the lawful purpose for the executive session, the minutes must be disclosed unless they are otherwise exempt for the Public Records Law, M.G>L. c. 4§7, cl. 26 or are attorney-client privileged. Case law has dictated that committees are entitled to attorney-client privilege but the Attorney General has offered an opinion that the privilege is not absolute. Town Council should be contacted to determine whether the privilege applies.
Members of committees must refrain from disclosing any matter discussed within an executive session unless and until the executive session minutes are released.
Executive Session Reminders
Before an Executive Session can be called, the following procedures must be followed:
These procedures must be reflected in the meeting minutes.
- An open session, for which notice has been given, most be convened.
- The presiding officer must cite the purpose for the Executive session and state whether the Board will reconvene thereafter in open session.
- The presiding officer must also state that the public discussion will be detrimental to the public interest.
- A majority of Board members must vote, by roll-call, to t into Executive Session and the vote must be recorded in the committee minutes.
- Votes in executive session must be recorded in minutes by roll-call.
- Executive Session Minutes must be disclosed when purpose of exemption has been met, unless otherwise protected.
- Executive Session Minutes must be reviewed periodically by chair or public body.
- Executive Session Minutes must be provided within 10 days in response to request, unless review not yet undertaken (then by board’s next meeting or 30 days, whichever occurs first).
- Executive session minutes must be filed with the Town Clerk one made public.
You may find these additional resources on the Town Clerks tab of our municipal website:
Meeting Notice & Agenda Template
Meeting Minutes Template
Checklist for Posting a Meeting Notice
Checklist for Creating and Approving Meeting Minutes
Checklist for Entering into Executive Session.
Open Meeting Law Information and Resources
Any questions please call Peggy Barile Town Clerk at (781) 581-0018 or email me by clicking here.
Town Meeting Citizen Petition Article Form
The form available for download below is only intended to help a citizen insert an Article on the Warrant for Town Meeting.
Petitioners should consult with someone knowledgeable in municipal government, such as a lawyer, the Town Administrator or the Town Moderator, before drafting a proposed Article and gathering the signatures to insert an Article on the Warrant.
Petitioner will be listed as the sponsor of the Article on the Warrant and should be the first-named voter to sign this petition.
Selectmen will print the proposed Article in the Warrant verbatim; petitioner and citizens signing are advised to review the language carefully.
Town of Nahant Charter and By-Laws (PDF)
Vital Records | Birth, Death and Marriage Records
Certified copies of birth, death, and marriage records may be obtained in person during regular business hours or by mail. The fee is $5 per certified copy. Payment may be made in cash or by check/money order, payable to the Town of Nahant.
Certified copies of birth certificates may be obtained from the Town Clerk’s Office. Birth certificates are on file for those whose parents were residents of Nahant at the time of the child’s birth or for those who were actually born in the Town of Nahant. When requesting a birth certificate, please include the name at birth and the date of birth and telephone number.
Vital Records | Birth Certificate Request Form
Certified copies of death certificates may be obtained from the Town Clerk’s Office. Death certificates are on file for those were residents of Nahant at the time of the death or for those who actually passed away in the Town of Nahant. When requesting a death certificate, please include the name and the date of death and a telephone number.
Vital Records | Death Certificate Request Form
Certified copies of marriage certificates may be obtained from the Town Clerk’s Office. The marriage will be recorded in the Town of Nahant only if the parties filed for the marriage intention (license) in the Town of Nahant.
Please note: If the marriage occurred in Nahant, but the intention (license) was filed in another town, the certificate would be on file in that town or city and not in the Town of Nahant.
Vital Records | Marriage Certificate Request Form
Both parties must appear before the Town Clerk; they must be at least 18 years of age or obtain a court waiver from the Probate Court and they must present a valid state issued ID.
Please Note: There is a state imposed mandatory 3 day waiting period from the application date and the date the license is issued and can only be waived with a court order. Marriage licenses are valid for 60 days and can be used to marry in any Massachusetts city or town.
Fee is $15 Cash or Check not credit cards.
Please note the Clerk's Office hours are:
Monday - Thursday
8 AM to 4 PM
8 AM to 12:30 PM
REAL ID Information and Resources
REAL ID is a Federal Security Standard for IDs that was created in 2005 as a result of increased federal security measures after the September 11, 2001 terrorist attacks.
REAL ID has been available since March 26, 2018; however, you will not need a REAL ID until October of 2020. If you have an active passport and don’t mind carrying it, you will never need a REAL ID.
After October of 2020, you will need either a passport or REAL ID when you fly in the U.S. or enter certain federal buildings.
Many Massachusetts residents may not need a REAL ID. To find out if REAL ID is right for you, answer a few questions here.
Watch this video for more detailed information on REAL ID and Standard credentials and what you need to get one.
Remember, you don’t need a REAL ID until October of 2020!
VISIT THE MASS REAL ID WEBSITE
Business Certificate (D.B.A.)
If you are conducting business in Town under a name other than your own or the corporation's, you must obtain a "doing business as" D.B.A. certificate from the Town Clerk. The D.B.A. certificate is maintained in a public virtual and allows consumers to identify and locate the owner of the business.
There is a $20 filing fee in Nahant for a D.B.A. certificate. The certificate may be renewed in person or by mail. The certificate must be renewed every four years. In addition, a letter of clearance must be obtained from the Building Inspector prior to filing a D.B.A. with the Town Clerk. Both the D.B.A. Request and D.B.A. Change Forms are provided below.
||Acrobat Documents For Download (PDF)
|* Please note, these forms are provided for informational purposes and must be filled out at the Clerk's office.
Welcome To Our Dog and Saltwater Fish License Page
Dog licenses are issued annually January through December 31st and must be renewed. Every year, all dog owners must obtain a license for their dog by January 31st. You may get a license at the Town Clerk's Office at the Town Hall.
To obtain a license, you must present a current rabies certificate. The fees for a dog license are outlined in the form below. To obtain a license by mail, send a copy of your dogs rabies certificate and a check for the appropriate amount made out to the Town of Nahant to the Town Clerk's Office. A Dog License Application is provided below.
|Current Dog License Fees
|(3) Dogs or More
For more dog and animal information please visit the Animal Control Officer's page under Departments on this website.
Recreational Saltwater Fish Permits
Who needs the MA Recreational Saltwater Fishing Permit?
In order to fish recreationally for finfish in Massachusetts marine waters, including up to the first upstream bridge in rivers and streams that flow to the ocean ( click here for exceptions to the rule ), saltwater fishermen must have:
- A MA Recreational Saltwater Fishing permit, or
- A recreational saltwater fishing permit from a state that has a reciprocity agreement with Massachusetts. As of February 17, 2011, Massachusetts has reciprocity agreements with:
- New Hampshire: MA to NH NH to MA
- Rhode Island: MA to RI RI to MA
- Connecticut: MA to CT CT to MA
Who does not need a permit?
No permit is required for:
Fishermen who are under 16 years of age
Fishermen fishing on permitted for-hire vessels
Fishermen who regardless of their age, otherwise meet the definition of a disabled person.
Town of Nahant Census Form | Update: March 2019
The Annual Street List (Census) Form should be arriving in the mail to all Nahant residences in the next few days. It is important to fill these forms out and return them within 10 days of receiving them.
Please list all members of your household, include your pets in the spaces provided, dogs must be licensed if you did not receive a dog license application in with your Street Listing please download one on the Nahant Web under the clerks page. Or you can pick one up in the Clerk’s office.
The Street List forms can be dropped off in the box provided in the Clerk’s office or mailed to: Office of the Clerk, 334 Nahant Road, Nahant, MA 01908.
Please understand that this information provided is important to the Town and to you. The information you provide allows the Clerk’s Office the ability to keep the Voter List current and accurate, and is needed for school population projections and full funding from the state and federal government. For you it can mean the proof of residency for school enrollment, beach stickers.
If a Family Member is currently serving in the Military or away at college, unless that individual has established residency elsewhere, DO NOT REMOVE THEM FROM YOUR RESIDENCE CONTINUE TO LIST THEM AS RESIDENTS IN THE HOME.
Should a member of your family no longer reside at your address and/or they are a registered voter they must put in writing a request to be removed with their signature.
Should you have any questions or concerns please do not hesitate to contact me.
Happy New Year
Margaret R. Barile (Peggy)
Town Clerks are required by Massachusetts General Law to mail an Annual Street List (Census) form to all households in the town.
This information is important to the Town. As the Town uses this population information for many reasons. It allows the Clerk’s office to keep:
- For registered voter list accurate active vs. inactive.
- For School population projections
- To qualify for federal and state funding.
Nahant List of Residents
The List of Residents book is now available at Town Hall in the Clerk's office. Cost is $5. This edition contains both Residents by Street Address and a complete list of Residents in alphabetical order.
Federal 2020 Census
The 2020 Census at a Glance
Counting everyone once, only once, and in the right place.
The U.S. Census Bureau is the federal government’s largest statistical agency. We are dedicated to providing current facts and
figures about America’s people, places, and economy. Federal law
protects the confidentiality of all individual responses the Census
The U.S. Constitution requires that each decade we take a count—
or a census—of America’s population.
The census provides vital information for you and your community.
• It determines how many representatives each state gets
in Congress and is used to redraw district boundaries.
Redistricting counts are sent to the states by March 31, 2021.
• Communities rely on census statistics to plan for a variety of
resident needs including new roads, schools, and emergency
• Businesses use census data to determine where to open places
Each year, the federal government distributes hundreds of billions
of dollars to states and communities based on Census Bureau data.
In 2020, we will implement new technology to make it easier than
ever to respond to the census. For the first time, you will be able
to respond online, by phone, as well as by mail. We will use data
that the public has already provided to reduce followup visits.
And, we are building an accurate address list and automating our
field operations—all while keeping your information confidential
Download a 2020 Info Packet below, or visit Nahanmt Town Hall or the Nahant Public Library For Paper Printouts.
Notary Service Guidelines
Notary Services are available during the normal business hours and are not available in the fifteen (15) minutes prior to the time of closing.
Notary Service is provided on a first-come, first service basis
A valid, government-issued photo identification is required of any customer seeking Notary Service
The document(s) CANNOT already have been signed nor dated
All signers must be present at the time of notarizing
The Notary is stating they have witnessed the document being signed
The document must contain the appropriate Notarial Statement or Clause, or one will be stamped on the document by the Notary
Documents in any language other than English will not be notarized at this facility
Notary Service is not available for deeds, mortgages, wills, living wills, living trusts, codicils or depositions.
Certain public documents cannot be copied and notarized. Examples of these are birth, marriage and death certificates
Massachusetts law requires that a Notary and the person seeking notarization be able to communicate directly with each other
In accordance with Massachusetts Notarial Law, Notaries will not provide service if the customer, document or circumstances of the request for Notary Service raise any issue of authenticity, ambiguity, doubt or uncertainty. In this event, the Notary may, at his/her sole discretion, decline to provide Notary Service