Town Clerk

Town ClerkRobin Hartnett
HoursMon through Thurs 11 am - 4 pm
Phone(413) 624-7100
FAX413-624-8852
Emailtownclerk@colrain-ma.gov
Address55 Main Road, Colrain, MA 01340

Town Clerk's Duties

The Town Clerk's office provides many services to the general public, as well as to local, state and federal governments, including the follow:

  • Chief election official: Voter registration, absentee ballots, oversight of polling place and conduct of elections, and records of all actions of Town Meetings.
  • Maintains the municipal code, the official Town bulletin board, meeting postings, oaths of office, appointments and resignations of all Town Officials.
  • Licensing officer: Marriage Certificates, Raffle Permits, Business Certificates, Dog Licenses.
  • Certified requests for public documents.
  • Compilation of Annual Census and Street / Voting lists.
  • This office responds to inquiries from the public as well as from other departments, boards and committees.

Citizen’s Article - May voters place articles on the warrant?

Yes, voters may “insert” articles in the warrant. They have to do it before selectmen “close” the warrant.

To insert an article in the warrant for an annual Town Meeting, at least 10 registered voters of the town must sign a written request. The written request of registered voters for the insertion of subjects in town meeting warrants shall not be valid unless the required number of registered voters not only sign their names but also state their residence, with street and number, if any. Voters do not have to include their addresses after their signatures, but it is a good idea.

If you want a sample of an article to use to draft your article, go to town hall and ask for a copy of the annual report, or check if your town has a website and publishes the annual report there. The annual report will have warrants from the previous year’s Town Meeting, which you can use as samples. For further assistance, contact the town clerk or town counsel.

Citizens may insert an article in the warrant for a special Town Meeting. Selectmen shall insert in the warrant for every special town meeting all subjects which shall be requested by 100 registered voters or 10% of the total number of voters, whichever is lesser.

Registration Deadlines

In order to vote you must be registered:

  • 20 days prior to all primaries and elections, and/or
  • 10 days before a Special Town Meeting.
  • When a voter registration date falls on a weekend or holiday, the deadline falls back to previous workday

Post Warrants

Annual Town Meeting
            20 Days before Town Meeting
            Articles to be placed on warrant need to be submitted prior to this date
            For further information please contact Selectman – Town Clerk
Special Town Meeting
            14 Days before Town Meeting
            Articles to be placed on warrant need to be submitted prior to this date
For further information please contact Selectman – Town Clerk

Making a Request for Public Records in MassachusettsPrint

The Massachusetts Public Records Law (Law), found at Chapter 121 of the Massachusetts General Laws Acts of 2016 (updates to these guidelines will follow upon the promulgation of regulations), applies to records made or received by a Massachusetts governmental entity. Unless the requested records fall under an exemption to the Law, the responsive documents must be made available to the requester. A list of exemptions may be found at Chapter 4, Section 7(26) of the Massachusetts General Laws. While requests for records may be made verbally, in person, it is preferable to make the request in writing to reduce confusion. A copy of the written request is required to file an appeal with the Supervisor of Records. Anyone may request records directly from the records custodian. The Law does not require any specific format for making a request, but the sample below may be helpful. It is recommended that your request contain the following information:

Date request mailed Robin Hartnett, Records Access Officer Town of Colrain 55 Main Road Colrain, MA. 01340 Re: Massachusetts Public Records Request Dear Ms. Hartnett:
This is a request under the Massachusetts Public Records Law (M. G. L. Chapter 121 of the Acts of 2016). I am requesting that I be provided a copy of the following records: [Please include a detailed description of the information you are seeking.] I recognize that you may charge reasonable costs for copies, as well as for personnel time needed to comply with this request. If you expect costs to exceed $10.00, please provide a detailed fee estimate.

The Public Records Law requires you to provide me with a written response within 10 calendar days. If you cannot comply with my request, you are statutorily required to provide an explanation in writing. Sincerely,
        
Your Name Contact Information (address, email, telephone)

If you do not receive a satisfactory response you may appeal to the Supervisor of Records. See Appealing a Denial of Access to Public Records in Massachusetts for more information.

For additional information about making a request or filing an appeal, see 950 CMR 32.08 (2) or refer to our publication, A Guide to the Massachusetts Public Records Law (PDF).

Town of Colrain Records Access Officer – Robin Hartnett 55 Main Rd. Colrain, MA 01340 624-7100

 

Mission Statement

It is the mission of this office to be a reliable provider of information and quality services to the community and its residents, and to work cooperatively and in concert with all departments, boards and committees while complying with state and local statutes.

Town Meeting Warrants and Results

  1. Adobe PDF document STM Warrant - Sept 27 2012 Warrant for Special Town Meeting - September 27, 2012
  2. Adobe PDF document STM Warrant - Aug 28, 2012 Warrant for Special Town Meeting - August 28, 2012
  3. Adobe PDF document STM Warrant Apr 25 2013 Special Town Meeting Warrant, April 25th 2013
  4. Adobe PDF document ATE 4-30-13 FY14 Warrant Annual Town Election Warrant, Apr 30 '13 Town Election
  5. Adobe PDF document ATM Warrant FY14 Annual Town Meeting Warrant FY14 - May 7, 2013
  6. Adobe PDF document ATM FY15 Warrant Warrant for Annual Town Meeting FY15
  7. Adobe PDF document ATM FY15 As Voted Town Meeting results for ATM FY15
  8. Adobe PDF document STM Warrant 11-2-16 (1st) Special Town Meeting 1st warrant FY17 meeting on 11-2016
  9. Adobe PDF document STM Warrant (2nd) 11-2-2016 Second meeting warrant for 11-2-2016 STM

Documents &amp Forms

  1. Adobe PDF document Business Certificate Application
  2. Microsoft Word document Citizen's Petition Citizens Petition to include an article at town meeting

Attachments:
Download this file (ATM FY17 as voted.pdf)ATM FY17 as voted.pdf[ ]809 kB