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The goal of the County Clerk and Recorder’s office is to provide you, the customer, with prompt, courteous, and informative service.
The County Clerk is also responsible for calculating the property tax rates for all of the representative taxing districts (schools, villages, fire protection districts, etc.) that serve all of the property owners of Warren County. These rates, along with the taxable assessed value of each property, determine the amount of property taxes billed each year to property owners.
The tax rates are based upon the levies for each taxing district that are filed annually with the County Clerk’s Office. The levies are legal documents that set forth the amount of monies needed by the taxing districts to effectively operate their budget. The rates that are calculated are determined by the total amount of money levied for by the taxing district and the total taxable assessed value of that district, as certified by the Warren County Supervisor of Assessments Office. This rate calculation process is governed by statutory guidelines that include limits and restrictions on the rates and the amount of revenue each agency may receive. Once the tax rates and the taxable assessed value of each property is determined, the County Treasurer’s Office then prepares and mails property tax bills to each property owner.
Full or Complete Legal Description
Signatures
Prepared by (on property transfers)
Send tax statements to (on property transfers)
PTax 203 (on property transfers in which money exchanged exceeds $100) – PTax 203 form
PTax 203-A (on property in which money exchangd exceeds $1 million) – PTax 203-A form
PTax 203-B (on property for Hickory Grove Lake leased property or a beneficial interest transfer.) – PTax 203-B form
PTax 203-NR (on property current use is Apartment Building or Industrial Building) – PTax 203 NR
Warren County is now setup for MyDec through the Dept. of Revenue for electronic PTax forms (NOT electronic document filing or e-filing, only PTax forms)
Property Address (except farmground or empty lot)
Property PIN (property identification number)
Recording Schedule – EFFECTIVE JULY 1,2023
Documents will be returned without the exact & correct recording fees AND without the required information.
Use the ASSUMED NAME APPLICATION PORTAL to apply for an Assumed Name Business. The Assumed Name application must be completed. Once completed you will need to appear in the County Clerk’s Recording office to pay the $50 fee, and sign the application.
Assumed Name Application, the fee is $50 to apply in the Warren County Recorder’s office. The application must be completed, signed and notarized.
Once filed, the Recorder’s office will send the publication notice to the newspaper to be published once a week for 3 weeks. After the 3rd publication, the newspaper will send the Recorder’s office a certification of publication. Once the certification of publication is received, the application will be given a file number. The Recorder’s office will then complete and mail to the Business Owner a Certificate of Ownership.
If the publication notice is not published and a certification of publication is not received within 50 days of filing, the assumed name application will be marked NULL and VOID.
A Change of Name filed for an Assumed Name filed in the Warren County Recorder’s Office is $50 to file. The application must be completed, signed and notarized.
Once filed, the Recorder’s office will send the publication notice to the newspaper to be published once a week for 3 weeks. After the 3rd publication, the newspaper will send the Recorder’s office a certification of publication. Once the certification of publication is received the application will receive a file number.
If the publication notice is not published and a certification of publication is not received within 50 days of filing, the assumed name application will be marked NULL andVOID.
WHO NEEDS TO REGISTER UNDER THE ASSUMED NAME?
Sole proprietorships – Businesses defined under state law as being owned by an individual or a married couple.
General partnerships – An association of two or more persons who carry on as co-owners of a for-profit business entity.
Professional services corporations – A business corporation formed by an individual or group of individuals who are required by law to be licensed or obtain other legal authorization from the state to deliver services (examples include doctors, dentists, land surveyors, podiatrists and some attorneys). Proof of filing with the Secretary of State’s office is required.
NOTE: By adding any word(s) to your own personal name you have constituted an assumed name. For example: adding the word “Company” or “Service” behind your personal name constitutes an assumed name.
WHAT IS REQUIRED BEFORE YOU CAN OBTAIN AN ASSUMED NAME CERTIFICATE?
The application can be picked up from the County Recorder’s Office OR can be downloaded from above. The application must be completed, signed in front of a notary,
fee is $50 made payable to the County Clerk.
The application and check can be delivered to the County Recorder’s office OR mailed to the Warren County Clerk’s Office, 100 W. Broadway, Monmouth IL 61462
Once the application is filed, the Recorder’s office will send the publication notice to the newspaper.
The publication must be published once a week for 3 weeks. After the third week, the newspaper will send a certificate of publication to the County Clerk. Once the certification of publication is received a file number will be assigned to the application.
The County Clerk will then send a Certificate of Ownership to the owners listed on the application and a receipt.
If the publication notice is not published and certification of publication is not filed within 50 days from the date of filing,
the assumed name application will be marked NULL and VOID.
Warren County Fireworks Ordinance #21-93-94
FAQ Regarding Fireworks Displays in Illinois
NO fireworks permit will be issued without a State of Illinois Pyrotechnics License
Illinois Notary Application Check List
Notary Certificates are now sent directly from the Secretary of States Office to the applicant.
Warren County Liquor Ordinance
Warren County Liquor License Application
Please read through the Liquor Ordinance for rules and regulations. There is a non-refundable $150 application fee that is payable upon filing the application.
What kind of records are you looking for? Vital records are official records of births, deaths, and marriages held in Warren County. Genealogy records are unofficial records of births, deaths, and marriages.
Official Birth Certificates
Our office keeps birth records on file of people born in Warren County beginning approximately 1877. For birth certificates of people not born in Warren County, please contact either the county of birth or the Illinois Department of Public Health Division of Vital Records at 217- 782-6554 (10 am – 3 pm).
Cost:
$15.00 First record
$6.00 Additional copy
$10.00 OnlineService fee
$1.00 per copy
To obtain a certified copy of a birth certificate, you must be one of the following:
Your request must include the person’s name at birth, date of birth, and parent’s names (including the mother’s maiden name). The request must be signed, including a valid phone number, and legible return address, and a photocopy of acceptable identification.
Official Death Certificates
Our office keeps death records on file for deaths beginning in 1877. For death certificates of people who passed away outside of Warren County, please contact either the county where the death occurred or the Illinois Department of Public Health Division of Vital Records at 217-782-6554 (10 am – 3 pm).
Cost:
$17.00 First record
$10.00 Additional copy
$10.00 Online Service fee
$1.00 per copy
To obtain a certified copy of a death certificate, you must be one of the following:
Your request must include the deceased’s name and the approximate date and year of death, the applicant’s intended use of the record, the relationship to the deceased, and a photocopy of acceptable identification.
Official Marriage / Civil Union Certificates
Our office keeps records of marriages and unions placed on file more than 75 years ago for people married in Warren County. For marriage certificates of people not married in Warren County, please contact either the county of marriage or the Illinois Department of Public Health Division of Vital Records at 217-782-6554 (10 am – 3 pm).
Cost:
$15.00 First record
$6.00 Additional copy
$10.00 Online Service fee
$1.00 per copy
Only the bride, groom, or partners in a marriage or civil union may request a certified copy of a marriage record.
Your request must include the names listed on the license, the approximate date and year the marriage/union took place, and a photocopy of acceptable identification. /`
A genealogical copy may be obtained if the certificate has been on file for 50 years or longer.
Official Vital Records ARE not public information, cannot be given over the phone, and are not subject to FOIA requests.
Illinois State Law Vital Records Act 410 ILCS 535 specifies who has the legal authorization to access birth, death, and marriage certificates. Certificates will only be issued to those individuals. To do so otherwise is a violation of Illinois law.
Choose Mail Carrier: United States Postal Service, Regular Mail $1.00 or Federal Express $30.00
Warren County birth and death records that are 75 years or older are available for genealogy purposes. Warren County death records 20 years or older, are available for genealogy purposes.
Curious if our office has the Genealogy records you are searching for. You may email us [email protected].
If you require extensive “Family” research or Land record searches, please contact the:
Warren County Genealogical Society
PO Box 761
Monmouth, IL 61462
309-734-3166 ask for the genealogy room
To obtain certified, official, vital records see Vital Records.
Cost of Request:
Genealogy copies of Birth, Death, and Marriage are $11 and $1 for each additional copy of the same record.
Click below to complete an application.
Guidelines to Warren County Marriage Licenses
*Ceremony must be held in Warren County
*Both parties need to be present.
*Both parties need to be 18 years of age or older. If parties are younger, both parents of that person need to be present.
*The fee is $50.00. Forms of payment accepted are cash, money orders, or debit/credit cards.
*License must be acquired in person by 3:30pm day prior to wedding. License can by applied for no more than sixty (60) days in advance
If you want to be married at the Courthouse by a Judge you need to contact the Circuit Clerk’s Office at 309-734-5179
WHAT IS REQUIRED BEFORE YOU CAN REGISTER?
Two forms of I.D., at least one with your current address
If you have become a U.S. Citizen: date and place of Citizenship ceremony
HOW CAN YOU REGISTER TO VOTE?
In person – at the Warren County Clerk’s Office, 100 W. Broadway, Monmouth IL 61462
M-F 8am – 4:30pm, except for holidays
Register Online – through the Illinois State Board of Elections (click on link below)
Register by Mail – voter registration form on link below. Must be completed and mailed to address above.
An I.D must be attached in order to vote the first time.
****** Registrations are not accepted during the 27 day period prior to an election up to 2 days after the election******
GRACE PERIOD VOTER REGISTRATION AND VOTING
Check the calendar for dates for Grace period voter registration.
A person can only register to vote during this Grace Period Voter Registration in the County Clerk’s Office.
Two forms of I.D. are required, one with current address.
You are required to cast your ballot at the time of registration. You will not be allowed to vote at the polls when registering during Grace Period.
HOW OFTEN MUST YOU REGISTER TO VOTE?
The only time you will be required to re-register or change your registration is:
You move to a different address than what is on your voter registration card
OR, you have changed your name
If these changes have occurred and the County Clerk’s office was not notified of these changes, you may be required to register or re-register during the Grace Period Voter registration and Voting period in the County Clerk’s office.
A change of address at the DMV does NOT automatically change your voter registration.
WHAT SHOULD YOU DO IF YOUR ADDRESS HAS CHANGED?
If you have moved from one address in Warren County to another address in Warren County, you must notify the Warren County Clerk’s Office by:
1) Stopping in the Warren County Clerk’s Office and completing the address change form.
2) Sending your change of address on a piece of paper, with:
Your name, current address, date of birth, last 4 digits of SS# , your new address, phone number and a signature
to the Warren County Clerk’s Office, 100 W. Broadway, Monmouth IL 61462
SAME DAY (Election Day) VOTER REGISTRATION
A person may register to vote on election day with the proper identification (2 forms of I.D., one with a current address)
at the Warren County Clerk’s Office, Warren County Courthouse, 100 W. Broadway, Monmouth IL 61462
For questions regarding Same Day Voter Registration please call 309-734-4612
Registering to Vote in Illinois
ONLINE voter registration application ENGLISH
Voter Registration Application ENGLISH
Warren County Election Judges are certified every two years. Please call the County Clerks Office 309-734-4612 & asked to be placed on the election judge list. You must declare which party you wish to represent (Republican or Democrat). A list of Precinct (by party) Election Judges are presented to the Warren County Board & certified by the 9th Judicial Circuit Court every two years.
An election judge training is held every two years. A training course is presented and a test is taken.
Warren County Election judges are chosen to work at any election based on experienced judges first, then alternate judges are added as vacancies become available.
An election judge training course & test is held every two years.
PLEASE send your FOIA requests to the appropriate office.
This is the County Clerk Office.
Please direct your FOIA requests to: Randi Reynolds at [email protected]
The following is a list of records available in the Warren County Clerk/Recorder’s office.
Most of the above has a link on the Warren County Clerk/Recorder’s page for more information.
Instructions for Requesting Information and Public Records
1. Please make your request for records in writing. Warren County does not require the completion of a standard form for this purpose, however
a form is available in the link above for your convenience. To submit the available form electronically you must save it to your computer then e-mail it to the appropriate department below. You may submit your written request by mail, fax, email or in person. If sending your request via email, use FOIA in the subject line to identify your emails as a FOIA request and to reduce the possibility of it being filtered as SPAM.
2. Please be as specific as possible when describing the records you are seeking. Remember, FOIA is designed to allow you to inspect or receive copies of records. It is not designed to require a public body to answer questions. To the extent that you wish to ask questions of a representative of Warren County, please refer to the department list below.
3. Please tell us whether you would like copies of the requested records, or whether you wish to examine the records in person. You have the right to do either.
4. For black and white, letter or legal sized copies, the first 50 pages are free, unless a different fee is otherwise fixed by statute. Any additional pages will be charged at .15 cents per page. Color and abnormal size copies will be charged the actual cost of copying.
5. You are permitted to ask for a waiver of copying fees. To do so, please include the following statement (or a similar statement) in your written FOIA request. “I request a waiver of all fees associated with this request.” In addition, you must include a specific explanation as to why your request for information is in the public interest – not simply your personal interest – and merits a fee waiver.
6. Please include your name, preferred telephone numbers(s), mailing address, and, if you wish, your electronic mail address.
Freedom of Information Act (FOIA) Overview
The purpose of the Freedom of Information Act is to ensure that all persons are entitled to full and complete information regarding the affairs of government, and the official acts and policies of those who represent them as public officials.
The principle mandate of the Act provides that each public body shall make available to any person for inspection, or upon submission of a written request, to provide copies of any requested records that are subject to disclosure under the Act. Not all records are subject to disclosure, and the Act provides a number of exemptions.
This Act is not intended to be used to violate individual privacy, nor for the purpose of furthering a commercial enterprise, or to disrupt the duly-undertaken work of any public body independent of the fulfillment of any of the rights of the people to access to information (5 ILCS 140/1).
Response Time On FOIA Requests
All written requests shall be responded to within five (5) working days (5 ILCS/140/3) following the date the request is received, except in the instance when the request is for commercial purposes. (Within 21 working days of receiving a request for commercial purposes Warren County will: (1) provide a reasonable estimate of time needed to comply with the request along with an estimate of the fees which the requestor will be charged; (2) deny the request pursuant to a statutory exemption; (3) notify the requestor if the request is unduly burdensome and allow the requestor to revise the request to manageable proportions; or (4) provide the requested records). The five (5) day count begins the day after the receipt of the FOIA request by the Department Head or designated department FOIA officer. The requester may be notified of a five (5) day extension (working days) if the files are voluminous, at different locations, or if other reasons make it impossible to assemble and mail the request out within the normal five (5) day period.
Denial of FOIA Requests
All county employees are encouraged to provide available information when requested by the public. Information provided or denied under the FOIA, however, must conform to the legal requirements under the Act. Certain documents may be exempt from disclosure pursuant to specific sections in the Freedom of Information Act (5 ILCS 140/3(g);7;7.5).
When a public body denies a request for public records, that body must, within five (5) working days, or within any extended compliance period provided for in the Act, notify the person who made the request, by letter, of the decision to deny the request. The letter must explain the reasons for the denial, and give the names and titles of all persons responsible for the denial.
Appeal of Denial of FOIA Requests
Any person denied access to inspect or copy any public record for any reason may appeal the denial by sending a written notice of appeal to the Public Access Counselor at the following address:
Public Access Counselor
Office of the Attorney General
500 S. 2nd Street
Springfield, Illinois 62706
Phone: 1-877-299-FOIA (1-877-299-3642)
Fax: 2017-782-1396
E-mail: [email protected]
For additional information regarding the Freedom of Information Act, please visit the Illinois Attorney General’s website http://www.illinoisattorneygeneral.gov/government/idex.html
The Warren County board and it’s subsidiary offices are committed to the principles of equal opportunity and strictly prohibits discrimination against any person on the basis of age, ancestry, citizenship status, color, creed, ethnicity, gender identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, sex, sexual orientation, or veteran status in its activities, admissions, educational programs, and employment.